GFI FAXmaker 14 for Exchange/Lotus/SMTP Fax-Client Manual By GFI Software Ltd
http://www.gfi.com Email: info@gfi.com Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of GFI SOFTWARE Ltd. FAXmaker is copyright of GFI SOFTWARE LTD 1995-2009 GFI SOFTWARE Ltd. All rights reserved.
Contents Sending and receiving faxes 3 Introduction to sending a fax.......................................................................................... 3 Specifying email address .......................................................................................... 3 Sending a fax ................................................................................................................. 3 Resending a fax .....................................................................................
Sending and receiving faxes Introduction to sending a fax Send faxes by: 1. Creating or opening a document in any Windows application and print it to the ‘FAXmaker printer’. The document will be converted to fax, attached to the FAXmaker Fax Message form or Outlook New Message form. 2. Startup the FAXmaker Fax Message form from the FAXmaker program group and send a fax directly from it. 3.
Screenshot 2 - Selected FAXmaker printer driver 2. Print your document to the ‘FAXmaker’ printer. Click on Print from the File menu. In the Print dialog click on Name FAXmaker. Click OK. NOTE: If you have configured the Outlook New Message form to be displayed after printing to the FAXmaker printer driver, refer to “Sending a fax using the Microsoft Outlook Message form” for the remaining steps.
Screenshot 3 - The FAXmaker Fax Message form 3. The FAXmaker Fax Message form will be displayed with your document attached as a fax file. If you want a cover page with your fax, you can enter the cover text in the form. You can also attach Office documents using the insert attachment function in the menu. NOTE: When attaching files other than FAXmaker fax files, ensure that all fonts and objects included in your document are also available on the server. 4. Specify the fax recipients: Click on To....
Screenshot 4 - Selecting a recipient for the fax If you use the FAXmaker Address Book Click To… and select a fax recipient. If you wish to add a new fax contact, click 'Advanced New… New Contact. This will load the ‘Contact’ dialog in which you can add a recipient. Click Save and Close to save the new contact. Select contact names and click To-> OK to add the recipient to the fax. 5. After you have specified the recipient, you can also specify the fax options.
Screenshot 5 - FAX format options Format tab Resolution: Select which resolution you wish to send this fax in. Signature: Select a signature to append to all faxes. Send cover-page: Select this option to add a cover page to the fax. Cover page name: If you want to send a different cover page other than the default cover page, enter the name of the custom cover page you wish to send (This cover page has to be configured on the server by the administratator).
Screenshot 6 - Fax delivery options Delivery tab Importance: Setting the importance level to high or normal will only effect the delivery time if there are a lot of faxes in the queue. You can specify this option directly from the toolbar. Billing code: The billing code is used for accounting purposes to apportion the cost of the fax (Optional). Scheduling: If you wish the fax to be sent at a later date or time, check this checkbox and select the date and time you wish the fax to be sent.
Screenshot 7 -SMTP options SMTP options tab Email address: Specify the email address to which the delivery report of the sent fax message are sent to. Mail server name/IP and port, Use SSL, Use SMTP authentication: Specify the GFI FAXmaker SMTP gateway information. 6. Specify a subject for the fax (this will allow you to recognize the fax when you receive notification regarding the status of the fax) and click on the Send button. FAXmaker will fax your document.
Resending a fax GFI FAXmaker stores a copy of the fax on the server so that it can immediately resend all faxes. Simply reply to the failed or success transmission report sent by the FAXmaker server. GFI FAXmaker also ensures that the reply to address is the fax number of the original recipient. Hit reply to resend the exact same fax to the same recipient. NOTE 1: GFI FAXmaker will not include the transmission report in the fax. If required, you can edit the recipient number in the To field.
1. Double-click on the message and double-click the fax attachment to display attachements. Screenshot 9 - Outlook with a fax messages.
Sending and receiving SMS Introduction to the SMS gateway FAXmaker includes an e-mail to SMS gateway, enabling users to send SMS messages. What is SMS? The Short Message Service (SMS), also referred to as texting is the ability to send and receive text messages to and from mobile telephones. The text can comprise of words or numbers or an alphanumeric combination. SMS was created as part of the GSM Phase 1 standard.
Screenshot 10 - The SMS message form 1. Load the FAXmaker SMS Message form from the FAXmaker client program group. Screenshot 11 - Entering a mobile number for a contact 2. You can specify the recipient in 2 ways: by typing in the number in the To: field or by selecting a recipient from the Outlook address book. In the latter case you have to ensure that the recipient has a mobile number in the mobile field before you click on the To: button. To supply a mobile number for a contact a.
b. Key in the GSM mobile number in the mobile field (just below business fax). Click on Save and Close to save the mobile number. NOTE: If you are using an SMS web service, ensure that you enter the mobile number in international format, i.e add the country code in front of the number. For example +35699407512. 3. Select recipients by clicking on the To... and click OK.
Sending faxes & SMS from Microsoft Outlook Introduction If your company has Exchange Server 2000 or 2003, then you can send and receive faxes directly from Microsoft Outlook using the methods described in this chapter. If your company does not have Exchange Server 2000 or 2003, then you can still send and receive faxes directly from Microsoft Outlook, however you have use the method described in ‘Sending and receiving faxes & SMS from email clients’.
Screenshot 12 - Outlook Send message dialog with Microsoft Word attachment 3. Click on the To... button in the Outlook New Message form. The Outlook address book will appear, select the Outlook Contact List and choose a recipient. Select To-> to add the recipient and click OK when ready. NOTE 1: You can add multiple recipients. NOTE 2: Ensure that the recipient has a fax number in the Business Fax field. If he/she does, he will appear in the outlook address book with (Business Fax) behind his/her name.
Sending a fax using the send command Microsoft Office applications include a Send command, enabling you to send a document via email. You can use the same command to send a document via fax. 1. Create your document and select Send To Mail Recipient (As Attachment)… from the menu bar. 2. Follow the steps 2 onwards outlined in ‘Sending a fax using a Microsoft Outlook Message form’.
Resending and previewing SMS Resending and previewing SMS is identical to faxing. Please refer to the “Resending a fax” and “Previewing a fax” sections in this document for more information on resending and previewing SMS.
Sending and receiving faxes & SMS from email clients Introduction If your company does not have Exchange Server 2000 or 2003 or if you are not using Microsoft Outlook, then you can send and receive faxes and SMS’s using the method described in this chapter. Sending a fax To fax from your email client: 1. Launch the “New Message” form from your email client and type in the fax message. If you do not enter a message, no cover page will be faxed.
‘Cover page name’ stands for the name of your cover page. If you do not want to send a cover page, but by default a cover page is added, you can override this option temporarily by specifying ‘none’ instead of a cover page name. This will cause FAXmaker not to add a cover page. NOTE: Remember that the cover page must be stored and configured on the server first.
NOTE 1: An SMS message can contain a maximum of 160 characters – if you enter more characters the text will be truncated on multiple SMS messages. NOTE 2: Remove your email signature since these are part of the text and are included in your message! 2. Select recipient of the SMS message in the To: field, using SMTP addressing in the following format: number@smsmaker.com. e.g: 234123918@smsmaker.com.
FAXmaker tools: Fax Viewer & Phonebook The FAXmaker viewer NOTE: If your administrator has configured that faxes are to be received in PDF format, then the fax viewer will be of no use to you. With the FAXmaker Viewer, you can view, print and save fax files. The FAXmaker Viewer can be activated by double clicking on the FAXmaker attachment displayed in the message dialog of the incoming or outgoing fax. Screenshot 15 - The FAXmaker fax viewer In the Viewer itself you can: 1.
3. Zoom in or out whilst viewing the document from a number of viewpoints by choosing an appropriate zoom value from the 'Zoom' menu. 4. Invert the image by choosing the Invert command from the 'Page' menu. 5. Rotate the image if the fax was received upside down. 6. Print the document to your local printer by choosing the Print command from the 'File' menu. 7. Save the fax as an attachment, by choosing the Save As function in the FAXmaker viewer. 8.
Click and drag on the image to define the size of the note you want to write; then type the text you want to appear in that note. You may type any text that you wish into this note; you also have the option of editing it later. If you have selected a font, font size, or special effect, it is in force for the entire note. If you change any of these items while editing a note, or while the note is selected, it changes all the text in the note. Sticky notes are always black text on a yellow background.
To add an arrow or a line to the image, click at one end of the line where you wish the line or arrow to appear, and drag to the other end of the line or arrow. A dotted line will show you where the line or arrow will be placed. When you release the left mouse button, the arrow will be drawn. In all the single-headed arrow types, the first point you select will be the tail of the arrow, and the point at which you release the left mouse button will be the arrow’s head.
Managing individual recipients Adding records Screenshot 16 - The FAXmaker Address Book 1. You can add a recipient to the FAXmaker address book by clicking Add in the FAXmaker address book dialog.
2. Enter the recipient details in the 'Edit Record' dialog. 3. When you type in phone or fax numbers, make sure you enter the complete number including country codes and dial out codes for overseas faxing. 4. Click on OK to create the recipient. The new record will now be displayed in the Address Book. Finding records You can search for recipients by entering the first few letters of the name or company in the Find box at the bottom of the FAXmaker Address Book dialog.
Screenshot 18 - Adding records to a group 3. In the 'Select Group' window, enter a name of a new group or select an existing group. 4. Click OK. Deleting groups To delete a group: 1. Select the group from the 'Current group' list at the top of the FAXmaker Address Book dialog. 2. Select all the recipients, by clicking Options Select all, or by using the mouse. 3. Hit the Delete key, or click Options Delete record. Deleting all the recipients in a group will also automatically delete the group.
Screenshot 19 - Creating a new Address Book 2. In the 'New Address Book' dialog box, under the 'File Name' field, type a file name. To create a shared Address Book, select Global directory in Address Book location. Deleting address books To delete an address book: 1. Select the address book you want to delete from the Address Book drop down list in the FAXmaker Address Book. 2. Click on the Options Delete Address Book. Exporting address books You can export FAXmaker address books to ASCII file formats.
2. Click on the Options Import from ASCII file. 3. In the 'Import' dialog box, select the directory that contains the ASCII file you want to import. Choose the file and click on Open. Wait a few seconds until the Phonebook processes the new Records. The imported Records are displayed in the main Phonebook window. NOTE: The ASCII file must contain a record on each line of the file, with the fields delimited by "" and separated by a comma.
