GFI FAXmaker, UPG, 25-49u
Contents
1. ANiMM For example 23 15 nn equals hours and mm equals minutes If you want to send a fax at a scheduled date or time this option can be used To specify a billing code B nnnn For example B 5 nnn can be replaced by any number This number will be added in the log file and can then be used to apportion costs To specify priority p low high l h or priority low high l h For example p low P stands for priority You can enter low high or or h This option is handy when you have submitted a large fax mailing and you wish to send out this fax immediately Multiple options When you are using multiple options in a message you must type them on the same line separated by a comma For example 1 c cover1 23 15 B 5 Sending an SMS To send an SMS from your email client 1 Create a new mail message and enter the text to SMS 22 e Sending and receiving faxes amp SMS from email clients GFI FAXmaker 14 for Exchange Lotus SMTP GFI FAXmaker 14 for Exchange Lotus SMTP 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 NOTE This me2. FitTowidth A facsimile from Te John Doe Bill Smith Fax number 44 520 5588 5877 5545 Account Manager Date 7 24 2007 Regarding Billing for services rendered Comments Your earliest attention is appreciated Page lof 1 Fit To width 07 24 07 04 33PM Screenshot 15 The FAXmaker fax viewer In the Viewer itself you can 1 Preview pages one by one using the Next Page or Previous Page command from the Page menu For a single page fax this function will be greyed out 2 Re size the document on your screen by choosing either the Fit to width or the Fit to height from the Zoom menu GFI FAXmaker 14 for Exchange Lotus SMTP FAXmaker tools Fax Viewer amp Phonebook e 25 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 Export the fax to various formats using the Save as function Fax annotation You can annotate faxes in the FAXmaker viewer The annotation tools can be found in the annotation menu or annotation toolbar The following annotation tools are at your disposal Annotation select
3. 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 Lid FAXmaker is copyright of GFl SOFTWARE LTD 1995 2009 GFI SOFTWARE Ltd All rights reserved FAXmaker is a registered trademark and GFl SOFTWARE Ltd and the GFI SOFTWARE LTD logo are trademarks of GFl SOFTWARE Ltd in Europe the United States and other countries Version 14 Last updated 23 02 09 Contents Sending and receiving faxes Introduction to sending a FAX eee eee eene ee eeeteeeeeeeaeeeeetaeeeeetaeeeeeeaeeeeeeea Specifying email address cooooncccccccnnnnicnncccnoncccnnrnno tenteen cnn narran cnn Send a tant aitor fa Resending aTaX a ta PSI WIN AV innere A een ete ee RECEIVING AAXCS a ea Andes ia eave And Sending and receiving SMS Introduction to the SMS gateway 2n0unnneensnnnnnnnnnnnnnnnnnennnnnnnnnnn Sending an SMS using the FAXmaker SMS form uunsssseensesnnnennennnenn Sending faxes amp SMS from Microsoft Outlook Introduction ea else Sending a fax using the Microsoft Outlook Message form
4. 0 Sending a fax using the send command ursssessssnnsnnennnnnnnnnnnnnnnnnn Sending an SMS from Microsoft Outlook 2 usr200nnnnnnnnennnnennnnnnn Resending and previewing SMS 200nn0nnnnnnnnnnnnnnnnnnnnnnnnnenn nenn Sending and receiving faxes amp SMS from email clients Introduction 22 22 22 AN Sending a faX receio ceeteadsnatet Sanecheca casts ok aveseudedassrasesesbadiunenerduesbadciaeeieaeass FAX options when using your email application 44r Sending AUS MS cc ds FAXmaker tools Fax Viewer 8 Phonebook The FAXmaker viewer nssssssesnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnnnenn Fax anota EE E in ia The FAXmaker address book ooooooccccconoccccconocccccnnaccnccnnannnn cano nn nn nnnnnnnnnnnnnos Managing individual recipientS oooconnnccnnnnnciconnnaccccnneccccnn narrar E nn Managing address DOOKS cooooooccccnnnoccccnonoccccnononccnnan nc conan nc cnn nn nc cn nnnnncn GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e i 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 Startup the FAXmaker Fax Message form from the FAXmaker program group and send a fax directly from it Open Mic
5. In the FAXmaker Address Book select the recipients you wish to add to the group To select multiple records simply use the SHIFT or CTRL button New record Import from Outlook contacts Import from ASCII file Export to ASCII file Select all New address book The options menu 2 Click on the Options button and select Add to group 30 e FAXmaker tools Fax Viewer amp Phonebook GFI FAXmaker 14 for Exchange Lotus SMTP Select group o Select an existing group or type in a name to add a new group Suppliers lt none gt 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 Sending a fax to a group After you have created a group you can send the same fax to the whole group in the following way 1 Select the group from the Group list box at the top of the FAXmaker Address Book dialog 2 All the members of the group will be displayed and automatically selected You can deselect one or more members if you wish 3 Click Select this wi
6. Sending an SMS from Microsoft Outlook You can send an SMS directly from Microsoft Outlook using the One off addressing format It is not possible to select the recipient from the Outlook contacts list To do this you need to use the FAXmaker SMS Message form To send an SMS from Microsoft Outlook 1 From Microsoft Outlook create a new mail message and key in the text to SMS NOTE 1 An SMS message can contain a maximum of 160 characters if you enter more text the text will be truncated on multiple SMS messages NOTE 2 Remove any email signature Email signatures are part of the text and will be included with your SMS message 2 Key in the recipient of the SMS message in the To field using the sms lt number gt format for example sms 99785623 BE SUCCESS SMS sent to 99441264 Message Plain Text Ele Edit View Insert Format Tools Actions Help ii Reply Reply to Al ip Forward ch Sa A Y From y SMS sms smsmaker com To John Doe Ce Subject SUCCESS SMS sent to 99446417 Status Success Date Time 7 24 200 Numbers 99446412 Text length 9 1 Message Screenshot 13 Transmission report of an SMS 3 Click on the Send button FAXmaker will now send the SMS Soon after you will receive a report stating whether the SMS was sent successfully or not GFI FAXmaker 14 for Exchange Lotus SMTP Sending faxes amp SMS from Microsoft Outlook e 19 Resending and previewing SMS Rese
7. can be found in the view menu Enable it in order to select different line thickness for your annotations NOTE Your annotations are only made permanent if you select save from the menu The FAXmaker address book Note If you have Microsoft Outlook the Outlook Address Book rather then the FAXmaker address book is the default phone book By using the Outlook address book you can have one Address Book for both your email and your fax contacts If you dont have Outlook or if you prefer to use the FAXmaker address book the FAXmaker address book enables you to store and manage lists of recipients and their particulars Each entry person in the phonebook is a record You can add an unlimited amount of records to your phonebook and you can group recipients together using the group function You can import and export data easily to and from the Address Book either from an ASCII file or from Microsoft Outlook To start the Phonebook click on the To button in the FAXmaker Fax Message form or click on the address book button in the FAXmaker FAX Message form toolbar The FAXmaker Address Book icon in the toolbar 28 e FAXmaker tools Fax Viewer amp Phonebook GFI FAXmaker 14 for Exchange Lotus SMTP Managing individual recipients Adding records FAXmaker Address Book Fax No 1 555 12456677 Screenshot 16 The FAXmaker Address Book 1 You can add a recipient to the FAXmaker address book by clicking Add in th
8. click on the Send button FAXmaker will send the fax and it will notify you on the status of the fax by sending you a transmission report by e mail FAX options when using your email application If you want to send a fax using fax options that differ from the default settings set by either your administrator or yourself you can do this by using the fax options described in this paragraph The fax options should be typed in at the top of the body of the email message preceded by a double colon Please note that the recipients of the fax will not be able to see these specifications in the received text The following options can be used To specify a cover page C cover page name For example C cover1 GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes amp SMS from email clients e 21 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 To specify high or low resolution 2H or N For example H H stands for high resolution 200 200 dpi and N for normal resolution 200 100 dpi To specify a front cover page F cover page name For example F cover2 To schedule a fax
9. click the right mouse button to pop up a menu of things that can be done with this region such as zoom in zoom out or copy to clipboard Sticky note tool This tool is used to put a text note on the fax You may select the font font size and effects from the formatting toolbar 26 e FAXmaker tools Fax Viewer amp Phonebook GFI FAXmaker 14 for Exchange Lotus SMTP 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 NOTE If there is no text in the note and you switch away from the note to do something else such as change the text size or switch to a different tool the note will be removed This is to prevent the generation of accidental blank notes Whiteout tool This tool allows you to white out a region of the image This can be used to hide certain areas of the text which you don t wish to have visible Note that the area whited out is always a rectangle High light tool This tool is used to highlight a section of the fax All highlight colors are transparent When you print t
10. the stamp Arrow line tool This tool is used to create straight lines and single and double headed arrow annotations You can select the width and color of the lines to draw and whether the line has simple or filled arrow heads on one or both ends from the line style and color menu GFI FAXmaker 14 for Exchange Lotus SMTP FAXmaker tools Fax Viewer amp Phonebook e 27 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 Rectangle tool This tool is used to draw a hollow rectangle annotation You can select both the line color and the width to draw the rectangle Circle tool This tool is used to draw a hollow circle or ellipse annotation You can select the line color and line width to draw the circle or ellipse Color selection This tool can be found in the view menu Enable it in order to select different colors for your annotations The color selection applies to line rectangle and circle annotations and to highlights You cannot change the color of other annotations Line thickness selection This tool
11. using SMTP addressing If you are sending a fax to a one off recipient and don t want to enter them into your contacts list enter the fax number in the To field in the following format fax lt number gt for example fax 0234123918 4 Click on the Send button FAXmaker will now fax out your document Soon after you will receive a transmission report in your inbox including information on whether the fax was sent successfully how many pages were faxed and at what time If your fax failed it will contain information about why the fax failed Note about company field in cover pages If you want the recipients company name to appear in the cover page you must use the FAXmaker Fax Message form OR select a recipient from a public contacts list to which the FAXmaker fax server has access This is because Microsoft Outlook will not include the recipient s company name in the email message For more information please contact your administrator 18 e Sending faxes amp SMS from Microsoft Outlook GFI FAXmaker 14 for Exchange Lotus SMTP 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 gt 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
12. 12 Zoom Pages per sheet 1 page Scale to paper size No Scaing x L ee Screenshot 2 Selected FAXmaker printer driver Print what Document v Print v 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 4 e Sending and receiving faxes GFI FAXmaker 14 for Exchange Lotus SMTP Proforma Infoice attached FAXmaker Fax Message Form ax File Edit View Insert Format Help B Send O Smith Bir 1 555 12456677 Subject Proforma infoice attached Dltaxcson Dear Mr Smith you for your order Please find the Proforma invoice attached Also please do not hesitate to get back to me if you require any further details or clairifications Thanks and Best Regards John Doe 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 do
13. E 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 NOTE The contact will not show up if you have not entered either an email address OR a fax number therefore you have to enter an email address or fax number for each contact 4 When you are ready click on the Send button FAXmaker will now send the SMS Soon after you will receive a transmission report in your inbox including information on whether the SMS was sent successfully or not GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving SMS e 15 Sending faxes amp 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 amp SMS from email clients Refer to this chapter also if you want to send and receive faxes from Microsoft Outlook Express via Exchange Server 2000 2003 Sending a fax using the Microsoft Outlook Message form 1 Print to the FAXmaker printer driver or create a new mail message in Outlook 2 If you have prin
14. cate your fax GFI FAXmaker stores failed faxes for 1 week on the server and succesful faxes for 2 days on the server Beyond that you can resend a fax in 2 ways 1 From the transmission report e mail hit the reply button and edit the transmission report GFl FAXmaker will set the reply to address to the fax number of the original recipient The original text of the fax will be in the body of the reply mail Click Send to resend the fax 2 If your original fax had attachments not included in the cover page text you have to use the forward function of your e mail client This is because replying to a mail will not attach the original fax files In this case from the transmission report e mail hit the Forward button Now copy and paste the fax number from the from field of the transmission report Hit the Send button to resend the fax Previewing a fax For some very important faxes you may want to see how the fax will look before you send it In this case you can ask the fax server to send you a preview O 19 Request preview Screenshot 8 Request preview 1 In the toolbar of the FAXmaker New fax form click the Request Preview button 2 The fax server converts the fax and sends it back as an attachment to your email inbox NOTE The subject will have a code similar to send pbc1 23ff 3 To send the fax select Reply and click Send The fax will be sent immediately by the server NOTE A fax sent for pr
15. cument are also available on the server 4 Specify the fax recipients Click on To and select recepients from the Outlook Contact List Click on the To gt to add the recipient You can add multiple recipients Click OK to proceed NOTE Ensure that the recipient has a fax number specified in the Business Fax field If you are sending a fax to a one off recipient and don t want to enter them into your contacts lists you can specify the fax number directly in the To field GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e 5 Select Names Type Name or Select from List Name B l Smith Tom White Tony Black Show Names from the Contacts Display Name E mail Address E mail Type Bill Smith Business Fax Bil Smith 1 555 1 FAX Tom White Business Tom White 1 555 FAX Tony Black Business Tony Black 1 555 FAX 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 gt New gt 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 gt gt OK to add the recipient to the fax 5 After you have specified the recipient you can also specify the fax options Click on Options dialog in the tool bar to access the Options dialog T
16. e FAXmaker address book dialog Edit Record First name Tom Company White Inc Email address tom white white com Fax number 555 4450 4540 Screenshot 17 Edit record dialog GFI FAXmaker 14 for Exchange Lotus SMTP FAXmaker tools Fax Viewer amp Phonebook e 29 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 FAXmaker will automatically highlight the corresponding recipients You can also search for names and companies by sorting the records first to sort on name click Name to sort on company click Company Sorting records You can sort records alphabetically either according to name or by company by clicking on the Name or Company columns at the top of the FAXmaker Address Book dialog Deleting records To delete a recipient highlight the recipient and hit the delete key Managing groups Groups are collections of recipients They can be used to create fax broadcasts to a group of people Groups are associated with a particular address book Adding groups To add a group 1
17. eview must be sent within 1 day otherwise it will be deleted Receiving faxes Incoming faxes are received in the Microsoft Outlook Inbox The message will read Fax received To view the fax 10 e Sending and receiving faxes GFI FAXmaker 14 for Exchange Lotus SMTP 1 Double click on the message and double click the fax attachment to display attachements Type a question for help A cue nereto ensbe Instant Sean TUI 3 12 DG Fro Subject Received Size Categories EJ Fax received from FAXNUM Fri 27 07 2007 10 29 KB Fax received from FAXNUM Fri 27 07 2007 10 29 KB E 28 Mailbox Administrator Fax received from FAXNUM Fri 27 07 2007 10 29 KB 3 Deleted Items Fax received from FAXNUM Fri 27 07 2007 10 29 KB LA Oratts Fax received from FAXNUM Fri 27 07 2007 10 29 KB E Inbox 6 Junk E Mail CQ Outbox RSS Feeds Sent Items E L Search Folders Fax received from FAXNUMBER FAXNUMBER fax faxmaker com Sent Fri 27 07 2007 10 08 To Administrator LA Message patb3080 pdt 23 KB EERE EERE EEE EEE EEE EEE EEE RE INCOMING FAX REPORT SERRE EERE EERE EERE EERE EERE EERE EERE ERE R ERR EERE RR RR EH Status Received Date Time 27 07 2007 10 08 21 Speed 14400 bps Connection time 00 24 Pages 1 Reenlutinn Fine Screenshot 9 Outlook with a fax messages GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e 11 Sending and receiving SMS Intr
18. he following options are available 6 e Sending and receiving faxes GFI FAXmaker 14 for Exchange Lotus SMTP Options Format Delivery SMTP Options Resolution A Set the resolution of the fax to be sent Resolution v Signature Automatically include personal signature to all faxes Y C Append signature Coverpage 5 To include a cover page in the fax to be sent check the Send BG coverpage check box Please note that f this option is not checked the fax message body will not be displayed Send coverpage Coverpage name O ff the Send coverpage option is checked and a coverpage name is not specified the default FAXmaker Server coverpage will be used For a list of cover pages please contact your FAXmaker administrator 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 NOTE The list of cover pages does not automatically list the available cover pages on the server GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e 7 Options Format Delivery SMTP Options importance Set t
19. he image or save it as a merged file the highlighted regions will be changed to gray shadings Stamp tool This tool is used to place bitmap or stamp images on the displayed image These images are initially contained in files outside of the image you are working on Stamp files are by default type STP but the program can read many other file formats When you select this tool you will be allowed to select a region of the image where you wish to place a bitmap or stamp annotation Click and drag to define the region where you want the stamp to be placed When you release the left mouse button a menu containing the names of the stamps you used most recently will appear to place one of these stamps on your image simply select the name of the stamp from the menu You also have the option of defining a new stamp If you select New Stamp from the menu you will be asked to select a file for the new stamp Select a file to insert using the menu displayed Then you will be asked for a name to use for the stamp This is the name that will show up on the menu the next time you select a stamp If you only wish to use this stamp once you can select the option Use Only this places the stamp on the screen and does not save the name in the most recently used stamps list Alternately you can select Use And Save for stamps which you use frequently the names of these stamps will appear on the menu which pops up when you have selected the region for
20. he importance of the fax to be sent p importance MEM Billing Code O Set the billing code of the fax to be sent Billing code 0 Scheduling Set the scheduled time when the FAXmaker fax server will send ve the fax C Send the fax at the following scheduled time Time Date 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 8 e Sending and receiving faxes GFI FAXmaker 14 for Exchange Lotus SMTP Options Format Delivery SMTP Options Email address Specify the email address to which the delivery report of sent fax e messages are sent to Email address faxmakeruser mycompany com Advanced options Set the FAXmaker SMTP gateway information This information is required by the FAXmaker Fax Message Form to be able to send faxes to the FAXmaker Server Mail server name IP and port 192 168 3 11 C Use SSL C Use SMTP Authentication Screenshot 7 SMTP options SMTP options tab Email address Specify the email address to which the delivery report of the sent fax me
21. ion tool This tool is used to select an individual annotation Once an annotation is selected it appears on the screen with a rectangle and eight black handles around it it may be re sized or moved using these handles Drag a handle to re size the annotation dragging a corner handle will allow you to change both width and height while dragging a handle on an edge will allow you to change either width or height but not both If the handles of an annotation are displayed you can move the annotation by clicking and dragging any part of the annotation other than the handles When an annotation is selected you can change the style of the annotation from the formatting line style or color toolbars For instance if you select a text annotation the formatting toolbar will change to show fields for font name size and character effects You may select multiple annotations using this tool While holding down the Control key click on each annotation you wish to select You may then drag all the selected annotations at once by clicking on any of the selected annotations and dragging them to a new location Note that you cannot re size annotations if more than one is selected You can delete an annotation by selecting it and then pressing the Delete key Select region tool This tool is used to mark an area of the image for later action Click and drag to create a rectangle to be acted on Once you have the rectangle defined you may
22. ll add all the members of the group to the recipient list NOTE Arecipient can only be a member of a single group Managing address books FAXmaker allows you to create multiple address books This makes managing your recipients easier Creating a new address book To create a new address book 1 In the FAXmaker Address Book click on the Options button and select New Address Book GFI FAXmaker 14 for Exchange Lotus SMTP FAXmaker tools Fax Viewer 8 Phonebook e 31 New Address Book m Address book name Address book location 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 1 Select the records you want to export When you want to select more than one record hold down the Shift key whilst clicking on the records with the mouse 2 Click on the Options Export to ASCII file 3 In the Export to ASCII File dialog box select the directory where you want to export the data to Type in a file name and click Save Importing ASCII files To import Reco
23. nding 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 20 e Sending faxes amp SMS from Microsoft Outlook GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes amp 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 If you enter a subject this will appear in the lt Subject gt field in your cover page You can also attach any Microsoft Office PDF or HTML documents 2 Specify the recipient of your fax Enter the fax number in the To field in the following format number faxmaker com e g 023412391 8 faxmaker com Y This method of addressing requires that your mail server has been configured to forward all mail sent to faxmaker com to the GFI FAXmaker fax server The procedure to do this has been described for Lotus Notes and for Microsoft Exchange Server 5 5 and is similar for all other mail servers 3 You can attach files to your message using the Attach file function 4 When you are ready
24. oduction 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 Each short message is up to 160 characters in length when Latin alphabets are used and 70 characters in length when non Latin alphabets such as Arabic and Chinese are used Why use an SMS gateway SMS messages can be sent from any GSM mobile phone as well as from several Internet based service providers Using a central company SMS gateway however has many advantages e Sending messages from Outlook is much faster than from a mobile phone e Sending messages from a computer allows you to use the Outlook contacts list e Sending messages from a computer allows you to keep a copy of SMS messages sent e A web based SMS provider means additional administration costs and also means that users will have to login to the service with their user account These are additional steps for the user and additional administration for the administrator e If you don t have a company mobile the user would have to pay for SMS messages sent privately Sending an SMS using the FAXmaker SMS form To send an SMS use the FAXmaker Send SMS Message Form This f
25. orm gives you the option of selecting the SMS recipient from your Outlook contacts list You have to ensure that the recipients mobile field is filled in GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving SMS e 13 f FAXmaker SMS Message Form File Edit View Insert Help Dsend 9 2 E Y 1 options Smith Bill 1 455 55422423 This is a test sms message Screenshot 10 The SMS message form 1 Load the FAXmaker SMS Message form from the FAXmaker client program group FX Tony Black Contact Ele Edt Wew Insert Format Tools Actions Hep i bel Save and Cose ka OL Dada General Details Activities Certificates Tony Bs Job title Company Fie as Phone numbers fm E E a s rome E Addresses C A C This is the mailing address 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 Locate the contacts list contacts node and double click on a recipient 14 e Sending and receiving SMS GFI FAXmaker 14 for Exchange Lotus SMTP 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 NOT
26. rds from another application 1 In the FAXmaker Address Book dialog select the address book that you wish to import the records to New record Import from Outlook contacts Import from ASCII file Export to ASCII file Select all New address book Screenshot 20 The options menu 32 e FAXmaker tools Fax Viewer amp Phonebook GFI FAXmaker 14 for Exchange Lotus SMTP 2 Click on the Options gt 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 If you don t have any data for a particular field you must still include followed by a comma This will indicate that the field is empty The format should be as follows Firstname Lastname Company Department Email Fax number Voice number GFI FAXmaker 14 for Exchange Lotus SMTP FAXmaker tools Fax Viewer amp Phonebook e 33
27. rosoft Outlook create a new message enter the text to send add any attachments and send the fax directly from Microsoft Outlook From any Microsoft Office application use the Send To command in the file menu This attaches the document you created to a new Microsoft Outlook mail message The FAXmaker client software consists of a fax printer driver fax viewer and the optional FAXmaker Fax message form The FAXmaker fax message form supports the Outlook address book although it includes its own address book for users who do not have Microsoft Outlook Specifying email address Email Address amp This is the first time you are using the GFI FAXmaker Message Form Please enter your email address faxmakeruser fmdellmp faxmaker local cor Screenshot 1 Specifying the email address The first time you start the FAXmaker Fax Message form you will be prompted for your email address This will be used to mail you delivery reports Sending a fax To send a fax from a Windows application 1 Create a new Windows document or open an existing one GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e 3 E Document Microsoft Word Sy FAXmaker Idle FAXmaker FAXmaker Fax Server on RICHARDVM FAXmaker main printer driver Setting to default is reco Page range Copies OA Number of copies O Current page O Pages Enter page numbers and or page ranges separated by commas For example 1 3 5
28. ssage 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 Soon after you will receive a transmission report in your inbox with information on whether the fax was sent successfully how many pages were faxed and at what time If your fax failed it will contain information about why the fax failed To send a fax from FAXmaker directly 1 Start up the FAXmaker Fax Message form from the FAXmaker client program group 2 Follow the procedures described in Sending a fax from a Windows application section in this chapter from step 4 onwards GFI FAXmaker 14 for Exchange Lotus SMTP Sending and receiving faxes e 9 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 NOTE 2 Do not edit the subject field it contains a code to lo
29. ted to the FAXmaker printer driver your document will be attached to the new message form The text you enter in the email message will be formatted onto the default company cover page You can also attach Office documents HTML or PDF files The message itself can be formatted using HTML NOTE If you want to attach a file that has an object in it or uses fonts not found in a standard installation print the document locally rather then attaching it since the fax server will not have access to your fonts or embedded objects GFI FAXmaker 14 for Exchange Lotus SMTP Sending faxes amp SMS from Microsoft Outlook e 17 amp Price List Message ck Fax Price List Musa Pricelst doc 2418 Dear Mr Black As promised attached please find our price list Please do not hesitate to get in touch with me if you require any further details or clarifications Thanks and Best Regards John Do 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 gt 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 Tip How to create a one off address
30. thod of addressing requires that your mail server has been configured to forward all mails sent to smsmaker com to the GFI FAXmaker fax server Refer to the user manual for the procedure to do this as has been described for Lotus Notes and for Microsoft Exchange Server 5 5 and is similar for all other mail servers BE SUCCESS SMS sent to 99441264 Message Plain Text Sent Tue 24 07 07 4 20 PM Subject SUCCESS SMS sent to 99446417 nn nenne SENT SMS REPORT Status Success Date Time 7 24 2007 4 19 30 PM Numbers 99446412 Description Success SMS posted to destination Text length 9 1 Message T Screenshot 14 Transmission report of an SMS 3 When you are ready click on the Send button FAXmaker will now send the SMS Soon after you will receive a report on whether the SMS was sent successfully or not Sending and receiving faxes amp SMS from email clients e 23 FAXmaker tools Fax Viewer amp 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 FAXmaker Fax Viewer fax4FE60 DER D File Edit View Page Zoom Annotation Window Help a 3 amp 3 alale g amp
Download Pdf Manuals
Related Search