The fax server is capable of sending faxes over the telephone network or over the internet to other fax machines or fax servers. Software is installed onto the fax server which can control any fax-connected modems, integrated telephone interfaces or "fax over IP" interfaces which are connected to the server. Any documents transmitted to the server are converted into a fax format and sent via one of its interfaces. Received faxes are converted into an electronic format and delivered to the terminal connected via the network.
Depending on the installation location of the fax server, the end users communicate with the server over the local network or over the Internet. There are various different methods of sending faxes via a fax server.
For example, a specific type of fax software or a fax app can be used. Frequently however, the faxes are sent directly from the email program. Virtually any software application can be extended with fax capabilities, allowing for fax automation. A fax server replaces fax machines that tend to create waste, are costly to maintain, and inhibit user productivity.
Incoming faxes can be routed electronically, reducing or eliminating paper use. There is typically minimum or no user training required when using a fax server.
A fax server can greatly reduce the number of fax lines as the server can queue faxes and transmit them when a line is available. Electronic faxes are generally more legible, and look more professional.
Fax servers are centrally located and can provide fault tolerance and redundancy in line with disaster recovery practices. In Retry after , enter the number of minutes to wait before trying to resend a failed outgoing fax. In Discount rate start , specify the time at which discount line rates will be taken into account when sending faxes.
In Discount rate stop , specify the time at which discount line rates will no longer be taken into account when sending faxes. Delivery notification receipts provide users with information about the success or failure of their sent faxes.
The following options can be configured for delivery receipts:. Enable SMTP e-mail receipts delivery. An e-mail receipt is sent to the user who sent the fax, to confirm whether the fax has been sent correctly. To configure this option, you must specify an e-mail address from which receipts will be sent to fax senders, the IP address of the SMTP server, and the port number of the SMTP service. You must also select the appropriate authentication method for accessing the SMTP server.
The following authentication methods can be chosen:. Anonymous access. All users can access the SMTP server, which in effect disables authentication. Basic authentication. You can specify a user name and password for access to the SMTP server. The password is sent over the network in standard text. Integrated Windows Authentication. After this receipt option is enabled and configured, a user who sends a fax by using Windows Fax and Scan or using Fax Console in Windows XP can request an e-mail to confirm that the fax was sent without error.
In From e-mail address , type the e-mail address from which the receipt will be sent. You can use Outgoing Routing in Fax Service Manager to configure routing rules for outgoing faxes to optimize use of available fax devices. You can use Fax Service Manager to create groups of one or more fax devices, and then associate outgoing rules with these groups. For example, you can designate specific fax devices to send faxes to only specific destinations.
By default, there is a group, All devices , that cannot be deleted. You can add or remove groups, or devices from groups, at any time. A device can also belong to one or more groups simultaneously.
When you create a new group, it is not active until you add a fax device to it. Groups that do not contain devices display a mark over the group folder icon. Outgoing faxes are routed to groups according to the outgoing routing rules.
Fax Service Manager notes the destination of the fax, routes it to the appropriate group, and accesses the first available device in that group for transmission. In the left pane, double-click Fax , double-click Outgoing Routing , right-click Groups , point to New , and then click Group. To perform this procedure, you must first have created a group.
You can add or remove devices from groups at any time. Fax devices in a group can be sorted into priority order, so that the highest priority device in a group will attempt to send a fax first. If it is busy, the next highest priority device will attempt to send. In the left pane, double-click Fax , double-click Outgoing Routing , and then double-click Groups.
Right-click the group to which you want to add a device, point to New , and then click Device s. To change the priority order of devices within a group, in the right pane, right-click a device, click Move Up or Move Down , and then click Yes to confirm. To later remove the device from the group, in the right pane, right-click the device, and then click Delete. You can use Fax Service Manager to create rules for routing outgoing faxes. For example, you can create a group for local destinations and another for domestic long distance destinations, or a group for a specific foreign destination.
Using these rules helps you ensure that your fax devices are used efficiently, and outgoing faxes do not spend idle time in queues. If all of the devices in a group are constantly busy, or if faxes accumulate within queues, check the group and rule configurations. In the left pane, double-click Fax , and then double-click Outgoing Routing. Right-click Rules , point to New , and then click Rule. If you are not sure of the code, click Select.
In Target device , if you want the rule to apply to a specific device or routing group, do one of the following:. If you want the rule to apply to a device, select Device , and then select a device from the list.
If you want the rule to apply to a routing group, select Routing group , and then select a group from the list. Windows Server provides fax-related user accounts for more privacy and better organization and management of faxes. Users can use accounts for accessing different types of fax services such as the local fax modem and a fax server.
Your users must have an account to be able to access a fax server running Windows Server You can configure a fax server so that when a user uses Windows Fax and Scan for the first time to send a fax, an account is automatically created. If you use this option, as soon as a user connects to the fax server, the account is automatically created.
If you want to limit users connecting to the fax server, you can disable this setting, in which case you must manually create the user accounts for all the users who need to access the fax server.
In such a setting, if a user tries to connect to the server without having an account already, the connection attempt fails. On the Accounts tab, select the Auto-create accounts on connection check box so that an Administrator does not need to explicitly create each user account. Click On if you want messages that are received to be reassigned to individual accounts.
Click Off if you want to allow all accounts to access the fax server inbox and view incoming messages. Hosting a fax server allows your organization to:. Even if you still use multifunction printers and other standalone fax machines, your RightFax server can easily integrate with those devices. There are many things to consider when installing a fax server. From phone line compatibility to choosing between T. The decision may seem complex, but The Fax Guys are here to help you choose the best solution based on your fax needs.
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