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RightFax
8.5 User Guide
RightFax 8.5 User Guide
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INTRODUCTION ABOUT RIGHTFAX 8.5 RightFax is a comprehensive network fax solution for creating, sending, receiving, and managing faxes directly from a user’s desktop computer. RightFax features and intuitive design make faxing as easy as printing to a network printer. A user can enhance the fax by adding a cover page and attaching documents. FaxUtil™ is the RightFax mailbox where users create, view, print, and manage faxes. With FaxUtil, users can forward, route, an
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TABLE OF CONTENTS About RightFax 8.5............................................................................................................. 2 RightFax Systray for Desktop............................................................................................. 4 Starting up....................................................................................................................... 4 First Time Logging into the RightFax Systray ....................................
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DESKTOP RIGHTFAX CLIENT FAX OPTIONS RIGHTFAX SYSTRAY FOR DESKTOP The Right Fax Systray allows you to fax any of your computer documents to any fax machine from your desktop computer. Starting up When you first logon to your computer, there should be a fax icon in the bottom right hand corner of your screen. *If this icon does not appear, go to the start menu, go to APS, RightFax Systray, right click and choose verify. RightFax 8.5 User Guide
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First Time Logging into the RightFax Systray 1. Right click on the RightFax icon on the bottom right hand corner of your computer screen. 2. Chose “Configuration…” from the menu that comes up. 1. Change the User ID to your building’s/department’s fax login, all in caps. Then click on OK NOTE: “Fax Server Name” should already be set to “spsfax.spsd.net”. “Protocol” should be set to “TCP/IP” “Use Network Login ID?” should NOT be checked 2. Click OK on the
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Incoming Faxes Incoming faxes are forwarded into to your email accounts. You can open the fax as you would open any email sent to you. 1. Log into Group Wise 2. Check incoming messages The RightFax client applications let you easily create and fax documents directly from your computer. You can create and send complex documents directly from a word processing or other business application, select and fax existing document files with the click of a button. Outgoing Faxes Create
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USING THE FAX INFORMATION DIALOG BOX Whatever method you use to create a new fax, you must provide the RightFax server with fax addressing information (such as the destination fax number). When you print a document to the fax printer, it opens the Fax Information dialog box. This dialog box prompts you for fax addressing information and also lets you attach files, library documents, and your own notes. The Fax Information dialog box also provides several options that let you contro
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The Main tab The To group box needs you to enter the name, phone number, and other addressing information for the intended fax recipient as you want it to appear on the fax cover sheet. Boxes in bold (such as Fax Number) must be completed before the fax can be sent. You must always complete the Fax Number box in the To group box because RightFax uses this when connecting to the destination fax machine. Note: Hyphens, parentheses, and spaces are acceptable when entering a destinatio
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Fine mode. Using this resolution takes longer to generate and send the fax but produces a clearer fax image. Use cover sheet. Adds a cover sheet to the beginning of the fax. RightFax uses the cover sheet file specified as your user or group default. Hold for preview. Examine the final version of the outgoing fax before you send it. The fax will be held in your FaxUtil mailbox with the status “Held for Preview” and can be viewed from there. To send the fax after you have previewed i
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The Cover Sheet Notes Tab Click this tab to add notes or comments to the cover sheet. Notes to be Placed on the Cover Sheet. Type the notes that you want to appear on your fax cover sheet. You can enter up to 21 lines. Text Limit. This displays the current number of lines in your note and the number of lines remaining. Although it is possible to enter more than 21 lines of text, only 21 can be displayed on the cover sheet. If you exceed 21 lines, the computer will beep and an erro
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The Attachments Tab Folder button Selected Attachments area Available Attachments. When sending a document to a fax address, you can attach electronic documents. Electronic document files that you have saved on your local machine or on a server (such as Microsoft Word DOC files) called native documents. You can attach any of the document file types supported by RightFax’s native document conversion engine (described in Appendix A, ”File Formats that Convert to Fax Format”), and yo
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The More Options Tab Recipient Fax ID. Leave this field blank Use Form. Leave this field blank Cover Sheet File. If the fax administrator has granted you permission to change your fax cover sheets, you can select the cover sheet model to use here. Priority. Specify the priority that is assigned to the fax. Select low, normal, or high priority from the list. High Priority usage is based on District Policy. Automatic Deletion. Specify when sent faxes should be automatically de
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RIGHT FAX 8.5 FAXUTIL RUNNING FAX UTILITY FaxUtil™ is the RightFax mailbox where users create, view, print, and manage faxes. With FaxUtil, users can forward, route, and delete faxes. They can view other users’ fax mailboxes and delegate views into their personal fax mailboxes. Getting Started To open FaxUtil, on your Start Menu select Programs > FaxUtil For the very first time you open the utility you will Click on File > Close Server 1. Click on File > Open Server. 2.
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Understanding your RightFax FaxUtil Options Forward to fax or email Forward to user fax Route to user OCR document Document History Combine Print document Phonebook New document Refresh Delete document View document Folder tree Sent document Viewed document Received document Document was printed Sent to e-mail RightFax 8.5 User Guide 14
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Creating and Sending Documents 1. Click the New Document button. This opens the Fax Information dialog box. 2. In the Fax Information dialog box, add one or more fax or e-mail recipients. Specify your cover sheet notes and options, file and library document attachments, and other sending preferences. 3. Click Send to send the document. To Send Your Document to a Fax Address 1. In the Fax Information dialog box, click the Main tab. 2. Enter the recipient’s name, fax number, an
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To Attach Files to Your Document 1. In the Fax Information dialog box, click the Attachments tab. 2. Click the Browse button to search for the files to attach. Attach as many files as you want. Each selected file is displayed in the Selected Attachments list. File attachments will be added to the end of the document in the order they appear in the Selected Attachments list. When sending to an e-mail address, you can check the Native option in the Selected Attachments list to send an
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Forwarding and Routing Documents When you forward a document from your FaxUtil mailbox, a copy of the document is sent to the recipient and the original document remains in your mailbox. When you route a document, the original document is sent to the recipient and is removed from your mailbox. To Forward a Document to a Fax Number or E-mail Address 1. Select the document to forward and click the Forward to New Number button in the toolbar. 2. Complete the addressing boxes in the F
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Transmission Success and Failure A successful fax transmission is not defined by how the information was actually received at its destination. Instead, RightFax considers a transmission successful if RightFax successfully made the connection, transmitted the information across the line, and received information from the target fax machine that indicated fax information was received. If for some reason a transmission attempt is unsuccessful, RightFax will display the code “ER” (error-r
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APPENDIX A File Formats that Convert to Fax Format The following table lists the software applications and document file formats that can be converted to faxes by the built-in conversion engine on the RightFax server. Only these file types can be converted from their native format by sending as file attachments to a fax message or by using the Send To function in Windows. continued on next page RightFax 8.5 User Guide 19
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RightFax 8.5 User Guide 20
