Fax Server

You must be part of the fax group to fax from email.

If you need access, a supervisor will need to submit a work order requesting permission for you.

Adding Fax to Outlook

  1. Launch Outlook on your computer
  2. Click on the File tab in the upper left side of your Outlook account
  3. Click on Account Settings, and then select Account Settings from the drop-down menu
  4. Click on the "Change" button
  5. Choose More Settings (bottom-right corner)
  6. Click the Advanced tab
  7. Click Add Mailbox, enter "fax_" followed by the department fax name, and then click OK
  8. The folder should appear on the left side of your Outlook window in the Folder Pane, and you can use the triangle to open the folder (it may take time for the mailbox to populate)

How to send a fax with Outlook

  1. Click on the New Email button in the main Outlook window
  2. Change the From address to the fax group address
  3. To send a fax to an internal department, click the "To" button and find the department fax account through the global address list
  4. To send a fax to an external fax number:
    • For local fax numbers, enter the following in the "To" or "CC" field:
      • Type 9 followed by the 7-digit fax number
      • Add "@fax.sfcollege.edu" to the end of the fax number
    • For long distance fax numbers, enter the following in the "To" or "CC" field:
      • Type 91 followed by the area code, and then the fax number
      • Add "@fax.sfcollege.edu"
  5. Once you have typed the message in the body of the email and/or attached the documents you want to fax, click the Send button. You will receive a confirmation in the fax inbox whether it was a successful fax or if it failed to send.

Note: When sending a fax from Outlook desktop application you will see the fax sent from your personal "Sent Items" folder -- not the Fax folder. Only you will be able to see your sent faxes.

All incoming faxes can be seen by anyone in the fax group

How to send a fax with webmail

  1. Login to Office 365 webmail (instructions on how to login)
  2. Click on your picture to open the My Accounts menu (top-right side of the page)
  3. Click "Open another mailbox"
  4. Enter "Fax_" followed by the department fax name, and then click Open
  5. Click the New button to create a new email
  6. Enter recipient fax number and attach documents or type a message in the body section of the email (the "From" address is already set)
  7. When you are finished, click the Send button

Note: When sending a fax from Office 365 Outlook: Your sent items are in the sent item folder of the fax folder. (difference between Outlook desktop and Office 365 Outlook) All incoming and outgoing faxes can be seen by anyone in the fax group.

Tips

  • If you have a physical document that you have to fax, you will need to use the "scan to email" option on a Ricoh or other multifunction printer first, and then fax it
  • Physical fax machines that have multipurpose functionality do not need to be removed or discarded (for instance, a copier, a scanner, or if the device is on the network)