VoIP Fax System Usage Instructions Section 1: Receiving Faxes 1a: Basic Receiving The VoIP fax system supports multiple ways to route faxes to an individual. To apply to our environment the system has been configured to use OCR (optical character recognition) to route faxes directly to users Exchange (Outlook) mailbox. For every phone number established user groups are defined. From this group of users a list of search items is created to be used by the fax system scanning engine. For our system, each user has been added to the appropriate list matching their designated phone number in the following formats: 1. First Last 2. Last, First 3. 4 digit phone extension The first and last names are pulled from the Active Directory listing (this listing is also used for the Outlook global address book). In cases where it is known an individual uses a nickname for primary communication that differs from the name in the listing, additional entries in the format above have been added using that nickname as well. (ex: Dave and David, Lou and Louis) Additional entries to the search list for each group can be added at any time if the need arises. Once an incoming fax has been OCRed and the user is identified they will receive two e-mails. The first of these e-mails is simply a notification from the system that a fax has arrived for them. The second e-mail will include an attachment that contains the fax. Depending on the volume of faxes being received as well as other network traffic, the second e-mail may be received simultaneously as the first, or slightly later once processor and network volume allows . 1b: Failure Routing As the system is using OCR technology, it will work at its optimal efficiency when a fax sent is either computer generated or typed. Depending on the clarity of writing, block printing will be scanned correctly as well. If a fax is addressed in cursive or sloppy block printing, it is likely the OCR function will not be able to correctly identify the individual the incoming fax should be routed to. This failure will also occur if the incoming fax does not match any items in the group scan list. For each number group assigned in the fax system, a user of that group is designated as the fall back recipient. They will receive any fax that fails to OCR correctly. They will then need to visually identify the proper user and forward the fax on to the correct user. The assigned fallback user of a group can be changed at any time. Section 2: Sending Faxes 1a: Basic Sending As with receiving the VoIP fax system supports various ways of sending fax documents. Our system has been configured to use Exchange (Outlook) as the primary method for users to send faxes. Sending a fax is accomplished by sending an e-mail that will be transferred to the fax system and then routed to the recipient via our VoIP lines. The message must be composed in the following format: 1. The syntax on the �TO� line to send a fax is: [Fax:Name@phonenumber] a. Note that the brackets [] around the item are required. b. You must include Fax: prior to the name. c. The name can be anything you desire and can include spaces. On an outgoing fax it will include anything typed after the Fax: up to the @ symbol. d. For the number you wish to reach, the system will attempt to dial anything after the @ symbol. All of our VoIP dialing rules apply. To reach an outside line, you must put a 9 before the number. The VoiP dialing rules for long distance and international faxes being sent apply as well. e. Once you have the full address typed in, the Outlook client will resolve the name with the Exchange server and the brackets [] and the Fax: will no longer be visible. You will only see Name@phonenumber remaining on the �TO:� line 2. Anything typed on the �Subject� line of the e-mail will appear as the �Notes� on the cover page of the sent fax. 3. Anything typed in the �Body� area of the e-mail will appear on the first page of the fax following the cover page. If necessary anything typed will continue on following pages until all items in the body of the e-mail are sent. 1b: Return Addressing The return addressing on transmitted fax will be supplied automatically from the Active Directory listing of the currently logged in user. Please be sure the e-mail is sent from the account of the individual who�s name and published phone number you wish to be displayed on the outgoing fax. 1c: Attachments Any attachments to the e-mail are sent as the start of a new fax page following anything typed in the �body� of the e-mail message. If there is no text in the �body� of the e-mail, any attachments will start as the first page of the fax following the cover page. The fax system supports the sending of attachments to an e-mail directly if they are in the following formats: � ANSI text � ASCII text � BMP (image) � DCX � EPS � GIF (image) � HTML (up to version 4.0) � JPEG (image) � Lotus 1-2-3 (SmartSuite 97, Millennium, and Millennium 98) � Excel (Version 2000 through 2007) � Powerpoint (Version 2000 through 2007) � Rich Text Format (RTF) � Visio (Version 2000 through 2007) � Word (Version 2000 through 2007) � Word Pad � Works (Up to Version 8.0) � PCX bitmap � PDF � Post Script � TIFF CCITT Group 3&4 (image) � Unicode Text � UUEncode � UTF-8 � WordPerfect Graphics (Up to Version 2.0) This covers the entirety of the MS office suite, barring Access, as well as most other common document types. It should be noted however, that any attachments should be formatted beforehand to fit the standard 8.5 x 11 paper size in most fax machines. If it is not, the system will still send the document but the output on the receiving end may not match the original document. 1d: Sending Hard Copy Documents. The VoIP fax system requires all documents to be in digital form to be sent. If you have a document in hard copy form, it must be converted to a digital document. The main method to convert a document to digital form is to scan a document from either a scanner or a scan compatible multifunction device to a file type of your choosing. (For ease of sending, it should be into a format from the supported list above, PDF being the most common scan type.) Once the conversion is complete the document can be faxed via the instructions above. If you do not have a scanner or multi-function device available, or require assistance in usage of the device, please contact the helpdesk for assistance. Further Information If you have any specific questions or require further instruction, please contact the helpdesk at x5208 or via e-mail at helpdesk@suny.edu.