SBS 2003 Faxing

To reduce the amount of time it takes to print a document and then walk to the fax machine, Microsoft Small Business Server includes the ability to fax from your desktop.

This document shows you how to fax from Word but the principal is the same for any Windows based application, including Sage and Outlook or any application that allows you to print.

Sending a FAX using FAX Wizard

Step 1.  Prepare your document.

Open the document or file you wish to fax and have the fax number your sending to ready.

In this example we will fax from Microsoft Word.

Word allows you to use or create a fax template that you can modify to include your company details and logos.

A fax document can be any number of pages.  However we would suggest any large documents are emailed.

Any documents that need to be signed will still have to be faxed using traditional fax machine unless you have a digital version of your signature.

(Remember - Most Fax machines are mono - therefore any colour will be converted into black and white)

Step 2.  Printing

The Fax server uses a printer queue to fax from your application, you should print your document via the file/print menu and choose the fax printer from the list available printers.

Step 3.  Fax Wizard

Once you print to the fax printer queue the Microsoft Fax wizard will start

Click 'Next'

Step 4. Recipient Information

Enter the name/company of the recipient in the TO: field and their Fax number in the Fax number field.  Click 'Add'

Depending upon your sites telephone configuration you may also need to insert a 9 before the number.  This will be the same on your manual fax machine.

You can also send the same document to multiple recipients, just add their details on this section.

Once you have added the recipient click 'Next'

Step 5. Cover Page

If you need a separate cover page then you can select one of the built in templates and enter your information.

Step 6. Schedule

The Fax wizard allows you to schedule when your fax will be sent, for most users select the NOW option.

Click 'Next'

Step 7.  Notifications

To ensure the fax has been sent, you can email yourself or the client with a copy of the fax.  Or display a message on your screen.

Click 'Next'

Step 8  Final Screen

At this point you have the opportunity to double check the number your sending to or to preview the fax, this is worth checking if you have multiple pages or your sending graphics.

If you need to change any information you can click back and modify your settings.

Click 'Finish' to send your fax.  After a short while the server will start to send the fax.  If the recipient is busy the server will attempt to resend the fax 3 times.