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UChicago Fax - FAQ
This article explains answers to a set of frequently asked questions regarding the UChicago electronic faxing service, including options, and available functionality.
How will I know I've received a fax?
- Your email inbox will indicate you have an email from "University of Chicago Fax Server [RFAX@uchicago.edu]"
- You will also see the date and the time received
- You may also receive the incoming fax number and the name of the business sending the fax providing this information is transmitted with the fax
How will the fax appear?
- The fax will be received as a PDF
- The fax can be saved and stored as you would any PDF file
How are faxes stored?
- The fax is delivered to your email address and may be deleted, forwarded, saved/stored just like any email you may receive
- The fax server will NOT store faxes, therefore once delivered to your email we cannot find and re-forward to your email
If this service relies on email for fax delivery, what happens if an email server is not available to deliver faxes for maintenance or an outage?
- In this case, the faxes remain in queue for delivery on the fax server. Faxes are delivered when the email server is ready to receive incoming mail.
- The faxes cannot be reviewed, retrieved or redirected during this lapse in email service
Can I print faxes instead?
- Inbound faxes can be redirected to a printer or Multi-functional Device on our network. We cannot redirect faxes to a fax machine.
- This service is considered "green" in that we can reduce the paper and toner consumption by utilizing IT Services converged technologies, including University of Chicago Fax Server
My coworkers may also require access to the same fax to fulfill our team's work. How can they access my email to receive the faxes?
- In the case, it may make most sense that we assign a "group fax number" to be directed to a "group email". Just like any group email, these documents can be assigned and shared, saved as images to either email or a client applications and accessed electronically for long-term use.
- Group email faxing can easily replace the need for a fax machine where documents can be easily viewed by any employee visiting the machine
- Group email faxing can improve the security and confidentiality of this service
- Information on creating and maintaining email lists can be found at http://answers.uchicago.edu/search.php?q=lists
We often receive spam faxes at our fax machine. Does this mean I'll receive spam faxes in my email?
- IT Services will register approximately 2000 telephone numbers, reserved for faxing, to the "Do Not Call Registry". This will help insure your fax number or your group's fax number will see a reduced volume of Spam Fax.
I already have a fax server number. Will the number change?
- We do not require a change in existing fax server telephone numbers
- New fax numbers will be assigned from a standard range, 773-926-0000 through 773-926-0499
Can I send faxes from email too?
- Yes, prepare your communication, including content and attachments
- When you are ready to send, include the following information in "to:". Follow each example based on your destination
- On campus faxing "/name=Andy/fax=31002/" firstname.lastname@example.org
- Off Campus faxing "/name=Andy/fax=917735551234/" ucfax@Uchicago.edu
- International faxing "/name=Andy/fax=901152554601265/" ucfax@Uchicago.edu
- Name = recipient name or group; Name is optional, for example: "/fax=31002/" email@example.com
- Fax = distant fax number, include 9 for outside dialing, 1+Area Code for dialing outside campus area code, 011 for International access followed by the correct country codes
- PLEASE verify the number inserted in the dialing string is correct. To verify: call the number, if you hear a fax tone, proceed. If you hear a voice or answering machine, obtain a new number or listen to the instructions in the voicemail to send a fax.
- The fax server will make 5 attempts to reach the number before failing.
Will the outbound Fax include a cover page?
- Yes, for now, the cover page is standard and includes: Senders Name, Private Fax Number, General Fax Number and Voice Number.
- This information is entered as ITS creates your Fax ID
- ITS will offer a University of Chicago branded cover page in the near future. If you are interested, please send a request to firstname.lastname@example.org to expedite and request this cover page
If I use more than one email, can I send a fax from any email address?
- Your inbound Fax ID will automatically allow outbound faxing. To add email addresses, please contact ITS to insure your email addresses are authorized for sending. There will be no additional charge to meet this request.
What will the recipient receive and how will I know they received the fax?
- They will receive a University of Chicago Fax Cover page, including your contact information
- Attachments will automatically open as the fax is transmitted
- You will also receive a "transmission confirmation" email when the fax has been delivered successfully
- The following includes the most common approved file attachments: FaxFileFormats.pdf
My team sends outbound faxes to large audiences on a periodic basis. Can the fax server help automate this function?
- Yes, you can either:
- add the outbound fax numbers to an address book, then include the address book in "to:" your fax will be sent sequentially to each number in the list
- choose the fax server as "print to fax" in a client application (this requires configuration in your client application to recognize the fax server as the media to transmit and capture the list of fax recipients from a client database)
- We recommend that this function be performed after normal business hours to insure that large volumes of faxing does not consume this resource available to the University community
Will my department's Multi-Functional Device (copier, printer, scanner, analog fax) automatically use the Fax Server to send faxes?
- Not all Multi-Functional Devices are compatible with Fax Servers. This may require an adjustment on both the MFD and the Fax Server to meet this goal
- If this is not an option for your department's MFD, the standard analog line faxing is an option at monthly analog fax rates
What is the cost of this service and how does this compare to standard Fax Machine faxing?
- The monthly cost of this service is $2.24
- The monthly cost of the analog line for a Fax Machine is $31.72 (field visits billed at $35/visit for install and repair)
- Local and long-distance use is included
- International use is billed to the FAS account for the originating email
How can I request this service?
- Review this service with your manager
- Forward your manager's written, email approval to email@example.com requesting this service, include the FAS account receiving the monthly charges
- We will also require: email address receiving fax, existing fax number for reuse
- Most email clients allow preview using a plug-in. If this does not seem to work, contact ITS Service Desk at 2-5800 for assistance
How can I receive assistance or report a problem?
- First review Fax Troubleshooting FAQ for most frequent issues
- Call 2-5800 to report a problem and request assistance
How can I learn more about the potential applications and services available to University of Chicago and University of Chicago Medical Center?
- IT Services has selected Open Text as our business partner to deliver this service, also known as RightFax
- Specific product information and use cases can be found at: http://faxsolutions.opentext.com/fax-server.aspx