Step-by-Step Guide for Configuring and Using Fax on Windows Small Business Server 2003

Microsoft Corporation Published: December 2005 Version: 1

Abstract
This guide helps you configure and use the Fax service on a Microsoft Windows Small Business Server 2003 (Windows SBS) network. It guides you through the processes of configuring the server, configuring the client computers, and sending a fax. For the most up-to-date product documentation, see the Microsoft Web site at http://go.microsoft.com/fwlink/?LinkId=33326.

Information in this document, including URL and other Internet Web site references, is subject to change without notice. The example companies, organizations, products, people, and events depicted herein are fictitious. No association with any real company, organization, product, person, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in, or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. 2005 Microsoft Corporation. All rights reserved. Microsoft, Outlook, SharePoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

Contents
Step-by-Step Guide for Configuring and Using Fax on Windows Small Business Server 2003................................................................................................................................1 Abstract.......................................................................................................................1 Contents.............................................................................................................................3 Step-by-Step Guide for Configuring and Using Fax on Windows Small Business Server 2003 ...................................................................................................................4 Before You Begin............................................................................................................4 Process Steps.............................................................................................................5 Step 1: Install the Fax Hardware.....................................................................................6 Step 2: Complete the Fax Configuration Worksheets.....................................................6 Step 3: Configure Fax on a Windows SBS Server..........................................................7 Configure Fax (Local) Properties.............................................................................7 Define a Dialing Rule (Optional)...............................................................................9 Define a Fax Routing Location (Optional)..............................................................13 Run the Fax Configuration Wizard.........................................................................16 Designate a User as a Fax Administrator (Optional)..............................................17 Step 4: Receive a Test Fax...........................................................................................17 Step 5: Configure Fax on Client Computers.................................................................18 Install Shared Fax Client on Client Computers.......................................................18 Step 6: Send a Test Fax................................................................................................19 Send a Fax as E-mail.............................................................................................19 Send a Fax Using the Send Fax Wizard................................................................19 Send a Fax from a Windows-based Program........................................................21 Related Links................................................................................................................21 Optional Steps..............................................................................................................21 Optional Step 1: Create a Fax Contact in Outlook 2003............................................21 Optional Step 2: Create a Fax Cover Page using the Fax Cover Page Editor...........22 Troubleshooting............................................................................................................23 Worksheets for Configuring Fax...................................................................................26 Instruction Sheets for Sending Faxes from a Client Computer.....................................29

Step-by-Step Guide for Configuring and Using Fax on Windows Small Business Server 2003
This guide helps you configure and use the Fax service on a Microsoft Windows Small Business Server 2003 (Windows SBS) network. It provides you with step-by-step instructions for configuring the server, configuring the client computers, and sending faxes. You can also complete optional steps that enhance the Fax process, such as creating a fax cover page and defining fax contacts in the Microsoft Office Outlook 2003 messaging and collaboration client. After you complete the steps outlined in this document, you can send faxes from a client computer and receive and route faxes on a server.

Before You Begin

Before you start, assess whether your installation meets the following recommendations: Ensure that you have a backup of your server running Windows SBS. Always back up the server before you add hardware to your network or make changes to Windows SBS. For more information about backing up your server, see "Backing Up and Restoring Windows Small Business Server 2003" at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkID=49916). Consider using more than one fax modem and phone line if your business relies heavily on faxes. When you are assessing your hardware needs, keep in mind that Windows SBS supports a maximum of four fax modems. Important Problems may occur if you use the same modem for the Fax service and the Routing and Remote Access service. The Fax service might respond to a user dialing in for remote access before the Routing and Remote Access service can respond, which results in the user not being able to remotely access the Windows SBS network. To prepare for installing the fax hardware, ensure that the hardware that you have chosen is listed in the Windows Server Catalog at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=20157).

Microsoft Windows SharePoint Services is installed on the server as part of the Windows SBS installation. If you open http://companyweb and you do not see the default home page, you might need to install Windows SharePoint Services. To install Windows SharePoint Services, use the installation procedures listed in Microsoft Knowledge Base article 829114, "How to remove and how to install the Windows Small Business Server 2003 SharePoint Services companyweb Web site," at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=56972 ). The Intranet and Fax Services components are needed for configuring Fax, and they are also installed on the server as part of the Windows SBS installation. If Fax Services is not installed, you cannot run the Fax Configuration Wizard. To verify that the components are installed, click Start, point to Control Panel, click Add or Remove Programs, click Windows Small Business Server 2003, and then click Change/Remove. Click Next until you see the Component Selection screen. You should see check marks in the Action column next to the Intranet and Fax Services component names. If you do not see check marks, select Install in the Action column, and then run the Setup Wizard for Windows SBS. If you do see check marks, click Cancel. If you have enabled strong passwords that require a minimum password length of 14 characters or more, either by using Configure Password Policies or by manually configuring a Group Policy setting, faxes are not routed to a Windows SharePoint Services document library. If you use the Configure Password Policies tool to enable strong passwords, the default minimum password length is 7 characters. If you need to change the minimum password length, click Start, click Server Management, click Users, and then click Configure Password Policies. To complete the steps in this document, you must have a general knowledge of how to install, configure, and update Windows SBS, and a basic understanding of the concepts of e-mail accounts, shared folders, document libraries, and peripheral hardware.

Process Steps
To install the Fax service on a Windows SBS network, complete the following steps: 1. Install the Fax hardware. Obtain and install the hardware that your business requires and that is compatible with Windows SBS. Caution Ensure that you follow the manufacturer's guidelines when you install the new hardware.

2. Complete the Fax configuration worksheets. Use the worksheets to record information that you will need to configure fax properties, to configure phone and modem options, and to run the Fax Configuration Wizard. 3. Configure Fax on a Windows SBS server. Configure the server by setting fax properties, defining dialing rules, defining document routing locations, and running the Fax Configuration Wizard. 4. Receive a test fax. Send a test fax from outside of your Windows SBS network to your Windows SBS server, to ensure that the routing method and server configuration that you selected is working properly. 5. Configure Fax on client computers. Configure client computers by installing Shared Fax Client. 6. Send a test fax. Send a fax by using e-mail, by using the Send Fax Wizard, and by using a Windows-based program. 7. Print and distribute the instruction sheets for sending faxes. Print and distribute the instruction sheets to anyone who will be sending faxes from client computers. (See "Instruction Sheets for Sending Faxes from a Client Computer" at the end of this document.)

Step 1: Install the Fax Hardware

Fax users can send, receive, and manage faxes by using a modem that is installed on a server or by using a fax printer that is attached to a server. Use the following guidelines to install a modem or fax printer: To install a modem, see "Installing and Configuring Modems" at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=55552). To install a printer, see "Printing" at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=55554).

Step 2: Complete the Fax Configuration Worksheets

Before you configure the Fax service, complete the "Worksheets for Configuring Fax" later in this document, to ensure a smooth configuration process. The worksheets request the following information: Worksheet 1: Fax Devices. Record the fax devices that you want to use for incoming and outgoing faxes.

Worksheet 2: Fax Properties. Record the location of the folders that you want to use for logging fax activity and archiving sent faxes. Worksheet 3: Dialing Rule Settings. Record information that is needed for dialing, such as area codes and prefixes, numbers used for outside lines, and callingcard information. Worksheet 4: Fax Routing. Record the locations where you want to route incoming faxes, such as a shared folder, an e-mail address, or a document library.

Step 3: Configure Fax on a Windows SBS Server

Configure the server to support Fax by completing the following tasks: Configure Fax (Local) properties. Define a dialing rule (optional). Define a fax routing location (optional). Run the Fax Configuration Wizard.

Configure Fax (Local) Properties

You can configure Fax properties, such as Security, Receipts, Activity Logging, Sent Items, and Outbox, to ensure a successful fax process. To configure the Fax (Local) properties 1. On the server, click Start, and then click Server Management. 2. In the console tree, right-click Fax (Local), and then click Properties. While the Fax (Local) Properties dialog box is open, complete the following actions for each of the Fax properties listed: Fax Properties Verify that Fax permissions are correct Action Click the Security tab. Note It is recommended that you allow Everyone to fax and that you allow Administrators to Manage Fax Configuration and

Fax Properties

Action

Note Manage Fax Documents.

Select delivery notification options

Click the Receipts tab.

If you want to be notified of fax deliveries, select the options for how you would like to be notified. If you want to log fax activity, select the Log incoming fax activity check box and the Log outgoing fax activity check box. You can also define the Activity log folder location. If you want to archive sent faxes, select the Archive all successfully sent faxes to this folder check box, and then enter the folder location in the text box. You can also define Archive Rules, such as generating warnings in the Event Log when quotas are close to being reached and automatically deleting faxes after a specified number of days. If you want to archive incoming faxes, select the Archive all incoming faxes to this folder check box, and then enter the folder location in the text box. You can also define Archive Rules, such as generating warnings in the Event Log when quotas

Configure activity logging

Click the Activity Logging tab.

Configure the sent items archive

Click the Sent Items tab.

Configure the Inbox archive

Click the Inbox tab.

Fax Properties

Action

Note are close to being reached and automatically deleting faxes after a specified number of days.

Configure the Outbox queue

Click the Outbox tab.

You can define outgoing fax properties, such as including a banner on outgoing faxes, allowing the use of personal cover pages, setting the number of and the duration between retries for an outgoing fax, setting the discount rate start and stop times, and automatically deleting faxes after a specified number of days.

3. Click OK to close the Fax (Local) Properties dialog box.

Define a Dialing Rule (Optional)

A Dialing Rule stores dialing parameters, such as area-code rules and calling-card information. When you send a fax, a Dialing Rule can also determine the correct sequence of numbers that should be dialed for a specific location. For more information about Dialing Rules, see "Dialing rules overview" at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=55555). To create a new Dialing Rule 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Fax (Local). 3. In the details pane, click Configure Phone and Modem Options. 4. On the Dialing Rules tab, click New. 5. On the General tab, enter the name of the new dialing location in the

10

Location name text box. 6. Specify the characteristics of your telephone line by providing additional information on the General tab, the Area Code Rules tab (see "To create a new Area Code Rule" later in this document), and the Calling Card tab (see "To create a new Calling Card" later in this document). 7. Click OK to close the Phone and Modem Options dialog box. While you have a Dialing Rule open, you can create an Area Code Rule (see To create a new Dialing Rule). Using an Area Code Rule is optional; you can send faxes without one. To create a new Area Code Rule (Optional) 1. Click the Area Code Rules tab in the New Location dialog box. 2. To add a new Area Code Rule, click New. To edit an existing rule, click the rule and then click Edit. 3. In Area code, enter the area or city code. 4. In Prefixes, select one of the following: To apply the rule to all prefixes in the area code, select the Include all the prefixes within this area code check box. To apply the rule to specific prefixes, select the Include only the prefixes in the list below check box, click Add, enter one or more prefixes, and then click OK. 5. In Rules, select one or both of the following: To dial a number before the phone numbers that contain these prefixes, select the Dial check box, and then type the digits to dial. To dial the area code before the phone number, select the Include the area code check box. 6. Click OK to close the Area Code Rule dialog box. While you have a Dialing Rule open, you can also create a new Calling Card. Using a calling card is optional; you can send faxes without a calling card. To create a new calling Card (Optional) 1. Click the Calling Card tab in the New Location dialog box. 2. To add a new calling card, click New. To edit an existing calling card, select the Card Type, and then click Edit.

11

3. On the General tab, enter the following: Calling card name. The name you use to identify the card.

Account number. The account number provided by the calling-card company. For some calling cards, this is the home or business phone number that is associated with the account. Personal Identification Number (PIN). Any personal number required to secure your account against unauthorized use. This is often a four-digit number that is dialed after the account number when you place a call. Some calling cards do not use a PIN. 4. On the Long Distance tab, the International tab, and the Local Calls tab, type the phone number that is required to access the corresponding service. Include all the digits that are dialed after you access an outside line. On the Long Distance tab, the Access number for long distance calls is the phone number that is required to access the calling-card service for domestic long-distance calls. On the International tab, the Access number for international calls is the phone number that is required to access the calling-card service for international long-distance calls. On the Local Calls tab, Access number for local calls is the phone number that is required to access the calling-card service for local calls. Leave this blank if you want to dial local numbers without using the calling card. 5. On the Long Distance tab, the International tab, and the Local Calls tab, click the following buttons to add the steps that are required to complete a call:

Dialing Step Access Number Account Number

Description The number to access the calling card company. The number that identifies your account, which you entered on the General tab.

12

Dialing Step PIN

Description Your personal identification number, which you entered on the General tab and which is usually dialed immediately after the account number. The country/region code, area code, and phone number. Pauses dialing for a dial tone, voice message, or time interval. Any sequence of the digits 0-9, *, and #.

Destination Number Wait for Prompt Specify Digits

6. To reposition any step in the order of calling-card dialing steps, click the step, and then click Move Up or Move Down. To remove the step, click Delete. 7. Click OK to close the Calling Card dialog box. Note If you add an Access Number, PIN, or Account Number to the calling-card dialing steps and the corresponding field is blank, the program prompts you to enter the missing value when you click OK or Apply. Important When you enter a calling-card PIN, the PIN is displayed in plain text. Therefore, to enhance security, type this number in a private location whenever possible. If you are not in a private location, take care to ensure that this number is not exposed to another user. You can edit existing Dialing Rules to change General Settings, Area Code Rules, or Calling Cards. To edit an existing Dialing Rule 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Fax (Local). 3. In the details pane, click Configure Phone and Modem Options. 4. On the Dialing Rules tab, click the Location that you want to edit, and then

13

click Edit. 5. Click a tab to make changes to the General Settings, Area Code Rules, or Calling Card for that dialing location. After you complete these procedures, the Dialing Rules that you create will be used to dial the correct sequence of numbers for a specified fax number.

Define a Fax Routing Location (Optional)

If you do not specify an alternate routing location for incoming faxes, the incoming faxes are routed to the Incoming Faxes document library. Based on your business needs, you can specify alternate routing locations when you run the Fax Configuration Wizard. Before you define where to route faxes, you need to create the routing locations. You can route faxes to the following locations: The default Incoming Faxes document library. A custom Windows SharePoint Services fax document library. A shared folder. An e-mail account.

Note To create a Windows SharePoint Services Fax document library, Windows SharePoint Services 2.0 must be installed on the server. It is installed by default when you install Windows SBS. If you have uninstalled it, you must reinstall it before you proceed. Use the Incoming Faxes Document Library for Fax Routing (Default Setting) Faxes are routed to the Incoming Faxes document library if you do not assign another routing location by using the Fax Configuration Wizard. The Incoming Faxes document library is created for you when you install Windows SharePoint Services, if Fax Services is installed. Create a Windows SharePoint Services Fax Library for Fax Routing If you want to use a fax library with a specific name or permissions, you can create a custom Windows SharePoint Services fax library on the internal http://companyweb Web site. To create a Windows SharePoint Services fax library 1. On the server, open your internal http://companyweb Web site by using

14

Internet Explorer. If the site does not appear, click My Company's internal Web site on the Favorites menu. 2. Click Create on the navigation bar at the top of the page. 3. Click Fax Library in the Document Libraries section. 4. In the Name text box, enter the name of the new fax library. 5. In the Description text box, enter a description for the new fax library. 6. Select Yes or No to specify whether you want a link to the new fax library to appear in the Quick Launch bar on the home page. 7. Click Create at the bottom of the page. After completing this procedure, the new fax library appears on the Documents and Lists page of your company's Web site. You can restrict access to the fax library that you created by modifying the permissions of the fax library. To modify fax-library permissions 1. On the server, open your company's internal Web site using Internet Explorer. If the site does not appear, click My Company's internal Web site on the Favorites menu. 2. Click Documents and Lists on the navigation bar at the top of the page. 3. In the Document Libraries section, click the fax library that you want to modify. 4. Click Modify settings and columns on the Quick Launch bar. 5. Click Change permissions for this document library in the General Settings section. To add users who are allowed access to this library, click Add Users, and then complete the following steps: Steps for Adding Users Step 1: Choose Users Action You can enter e-mail addresses, user names (e.g., DOMAIN\name), crosssite group names, and site group names.

15

Steps for Adding Users Step 2: Choose Permissions Step 3: Confirm Users

Action Select the permissions that you want the users to have. If the users who you added are not members of the site, they are added with the information that you provide. You can have e-mail sent to the users who you have added.

Step 4: Send E-mail

To edit permissions of the users who you have allowed to access this library, select the check box for each user, click Edit Permissions of Selected Users, change permissions in the Choose Permissions section, and then click OK. To remove users from the access list for this library, select the check box for each user who you want to remove, and then click Remove Selected Users. You have now set permissions for accessing the new fax library. Create a Shared Folder for Fax Routing Faxes can be routed to shared folders that exist on the server. To create a shared folder 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Shares (Local). 3. In the details pane, click Add a Shared Folder. 4. In the Share a Folder Wizard, click Browse to navigate to the folder that you want to share. If the folder that you want to share does not exist, you can make a new folder by clicking Make New Folder in the Browse For Folder dialog box. 5. Click OK, and then click Next. 6. Enter the Name, Description, and Offline Setting for the shared folder, and then click Next. 7. Select the appropriate permissions for the shared folder, and then click Finish.

16

The shared folder now appears on the Manage Shared Folders details pane of Shares (Local) in Server Management. Create an E-Mail Address for Fax Routing You can also route faxes to an e-mail address on the server. To create a mailbox for faxes, you need to create a user in Server Management. To create a fax mailbox on the server 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Users. 3. In the details pane, click Add a User, and then click Next. 4. Type an easy-to-remember name and a logon name for the user, such as Fax, and then click Next. 5. Type a password for the new user, and then click Next. 6. Select a template for the new user, and then click Next. 7. Select Do not set up a computer, and then click Next. 8. Click Finish, and then click Close. The user that you will route faxes to now appears on the Manage Users details pane of Users in Server Management.

Run the Fax Configuration Wizard

The Fax Configuration Wizard enables you to define company information, outbound fax devices, inbound fax devices, and fax routing locations. Important The Fax Services component of Windows must be installed before you run the Fax Configuration Wizard. If you try to run the Fax Configuration Wizard when the Fax Services Windows component is not installed, you receive the message, "Fax service is not installed. In order to run the Fax Configuration Wizard, Fax service must be installed." Note If you want to use routing locations such as an e-mail address, a shared folder, or a custom fax library, you need to create them before you run the Fax Configuration Wizard (see "Define a Routing Location" earlier in this document).

17

To run the Fax Configuration Wizard 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Fax (Local). 3. In the details pane, click Configure Fax Services to start the wizard. Follow the instructions to complete it. Note If you have only one modem installed and you are using the same modem for Remote Access Server and Fax Server, a message box warns you that this is not a recommended setup because the two services might conflict.

Designate a User as a Fax Administrator (Optional)

If you want to let a user have rights to all functionalities of the Fax service, but you do not want to grant that user full Administrator permissions on the domain, you can add that user to the Fax Operators group. To add a user to the Fax Operators group 1. On the server, click Start, and then click Server Management. 2. In the console tree, expand Active Directory Users and Computers, expand YourDomainName, expand MyBusiness, and then click Groups. 3. Double-click the Fax Operators group. 4. On the Members tab, click Add to add the users who you want to have full rights to the Fax service without having full Administrator rights on the domain. The users who are members of the Fax Operators group now have permission to manage faxes on the server.

Step 4: Receive a Test Fax

Ensure that the routing locations and server configuration settings are correct by sending a fax from a computer outside of your Windows SBS network to your server. To view the status of incoming faxes 1. On the server, click Start, and then click Server Management. 2. In the console tree, click Fax (Local).

18

3. In the details pane, click Manage Fax Jobs. 4. In the Fax console tree, click Incoming. If the fax was received without errors, verify that the fax was routed to the destinations that you defined in "Step 3: Configure Fax on a Windows SBS Server."

Step 5: Configure Fax on Client Computers

To enable client computers to send faxes, install Shared Fax Client.

Install Shared Fax Client on Client Computers

Shared Fax Client enables users to send faxes directly from their desktop computers. Users can view the status of faxes, and they can pause and cancel their own faxes. The Shared Fax Client installs the Fax Services Windows component, the Fax Console, the Fax Cover Page Editor, and the Send Fax Wizard. To assign Shared Fax Client to be installed on client computers from the server 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Client Computers. 3. In the details pane, click Assign Applications to Client Computers, and then click Next. 4. In All client computers, click the client computers that you want to install Shared Fax Client on, click Add, and then click Next. 5. Select the Shared Fax Client check box. 6. Click Next, click Next again, and then click Finish. After you assign Shared Fax Client to be installed on the client computers from the server, log on to each of the client computers and complete the installation process. To install Shared Fax Client on a client computer Log on to the client computer. Note If you have run the Assign Applications Wizard on the server, the Client Setup Wizard appears when you log on to the client computer. In the Client Setup Wizard, click Start Now.

19

Note You can click Postpone in the Client Setup Wizard, and the next time you log on to the client computer the Client Setup Wizard restarts. Click Next, and then click Finish. You can now access the Fax Console, the Fax Cover Page Editor, and the Send Fax Wizard through the Start menu on the client computers.

Step 6: Send a Test Fax

You can send a fax from a client computer by using any of the following methods: Send a fax as e-mail. Send a fax using the Send Fax Wizard. Send a fax from a Windows-based program.

Send a Fax as E-mail

You can send a fax from Outlook 2003. To send faxes more easily from Outlook 2003, see "Optional Step 2: Create a Fax Contact in Outlook 2003" later in this document. To send a fax from Outlook 2003 1. On the client computer, start Outlook 2003. 2. On the File menu, point to New, and then click Mail Message. A new message form appears. 3. In the To line, do one of the following: Or, Enter a fax recipient from your personal contacts list, public folder contacts, or the company's global address list. 4. Type the subject and message, and then click Send. Type a fax number, using the following format: [fax:FaxNumber]

Send a Fax Using the Send Fax Wizard

By using the Send Fax Wizard, you can do the following:

20

Define the recipient either by entering a fax number directly or by choosing a recipient from an address book. Use Dialing Rules. Use a specific cover page. Define when you want to send the fax. Select the priority of the fax. Select how you want to be notified that the fax was delivered.

To send a fax using the Send Fax Wizard 1. On the client computer, click Start, point to Accessories, point to Communications, point to Fax, and then click Send a Fax. 2. Click Next. 3. Enter a fax recipient in the To text box, or click the Address Book button and select a recipient from an address list (see "Optional Step 1: Create a Fax Contact in Outlook 2003" later in this document). 4. If you do not select a recipient from an address list, enter a fax number for the recipient. 5. If you have set up dialing rules (see "Define a Dialing Rule" earlier in this document), select Use dialing rules, and then click Next. 6. If you have set up cover page templates (see "Optional Step 2: Create a Fax Cover Page Using the Fax Cover Page Editor" later in this document), click Select a cover page template with the following information, and then select a cover-page template from the Cover page template list. Type the Subject line, Note, and Sender Information. 7. Click Next. 8. Choose when you want to send the fax. You can send the fax Now, When discount rates apply (see "Configure Fax (Local) Properties" earlier in this document), or at a Specific time in the next 24 hours. 9. Choose the fax priority of High, Normal, or Low, and then click Next. 10. Choose how you want to be notified of whether the fax was delivered successsfully. If you choose to be notified by e-mail, you can choose an e-mail address by clicking Address Book. 11. Choose whether you want to attach a copy of the sent fax to the notification,

21

and then click Next. 12. Click Finish.

Send a Fax from a Windows-based Program

You can send a fax from a Windows-based program, such as Microsoft Office Word 2003, the same way that you would print a document. When you print to a fax printer from a Windows-based program, the Send Fax Wizard is used to send a fax. To send a fax from a Windows-based program 1. On a client computer, open or create a document in a Windows-based program, such as Microsoft Office Word 2003. 2. On the File menu, click Print. The Print dialog box appears. 3. Select the \\ServerName\ fax printer, and then click OK. (ServerName refers to the name of the computer running Windows Small Business Server 2003.) The Send Fax Wizard starts (see "To send a fax using the Send Fax Wizard" earlier in this document).

Related Links
For the latest information about Windows SBS, see the Windows SBS Web site (http://go.microsoft.com/fwlink/?LinkId=16918).

Optional Steps
You can enhance the Fax process by completing the following optional steps: 1. Create a fax contact in Outlook 2003. In Outlook 2003, you can create contacts to send faxes to. 2. Create a fax cover page. You can use the Fax Cover Page Editor to create fax cover pages.

Optional Step 1: Create a Fax Contact in Outlook 2003

To create a fax contact in Outlook 2003 On the client computer, open Outlook 2003.

22

On the Quick Launch bar, click Contacts. On the File menu, point to New, and then click Contact. On the General tab, type the contact's Full Name, Job Title, and Company, and type the format to use for filing the contact's information. Note You can click the Full Name button for assistance in defining the contact's name. In the Phone numbers section, enter the contact's business fax number. The format for the phone number is (###) ###-####. Note Some phone numbers might require a country/region code for correct dialing. The format for a number with a country/region code is +# (###) ###-####. The country/region code can be entered through a dialing rule (see "Defining Dialing Rules" earlier in this document). You can add optional information for the contact, such as the contact's mailing address, e-mail address, Web page address, messenger services address, and name that will be displayed. On the top navigation bar, click Save and Close.

Optional Step 2: Create a Fax Cover Page using the Fax Cover Page Editor
With the Fax Cover Page Editor, you can create and modify fax cover pages to attach to outgoing faxes. To create a fax cover page using the Fax Cover Page Editor 1. On the server, click Start, and then click Server Management. 2. On the console tree, click Fax (Local). 3. In the details pane, click Manage Cover Pages. Note For more information about using the Fax Cover Page Editor, see Fax Cover Page Editor Help.

23

Troubleshooting
Faxes are not being received Cause: If no fax errors appear in the event log, you have an external modem, and the fax service is running, then you might need to reset the modem. Solution: To reset the modem, unplug it and then plug it back in. No option to route faxes to the document library ("Route to Document Library") is visible in the Fax Configuration Wizard or the Fax Admin console Cause: You uninstalled and then reinstalled the Fax service using Add/Remove Windows components in Control Panel. Solution: Uninstall the Fax service by using Add/Remove Windows components in Control Panel, and then reinstall the service by using the Install option in Windows Small Business Server 2003 Setup. Note There is no option to reinstall the Fax service in Windows Small Business Server 2003 Setup. To uninstall and then reinstall the Fax service 1. Click Start, point to Control Panel, click Add or Remove Programs, and then click Add/Remove Windows Components. 2. In the Windows Components Wizard, clear the Fax Services check box. 3. Click Finish to close the wizard. 4. In the Add or Remove Programs dialog box, under Currently installed programs, click Microsoft Windows Small Business Server 2003, and then click Change/Remove. 5. Follow the instructions until you reach the Component Selection page. 6. To install Fax, under Action for the Fax service, click the drop-down list, and then change the action to Install. 7. Click Next to continue. Follow the instructions for completing Setup. The fax does not go through when you try to send it from a Windows XP-based client computer through a computer running Windows SBS 2003 Cause: This issue might occur if both of the following conditions are true:

24

1. You have installed Windows XP Service Pack 2 (SP2) on the client computer. 2. You used the Windows SBS client deployment tools to deploy the fax-client software that is in Windows XP Service Pack 1 (SP1) to your client computer running Windows XP with SP2. Note Windows SBS 2003 includes the fax client software that is in Windows XP SP1. Note This issue does not occur if you already have the fax client software installed on your client computer running Windows XP with SP1 and you then upgrade to Windows XP with SP2. Solution: To resolve this issue, do both of the following: 1. Upgrade Windows SBS 2003 Client Setup to deploy Windows XP SP2. For more information about how to upgrade the Windows SBS 2003 client deployment to Windows XP SP2, see the Microsoft Knowledge Base article 884032 at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=57015). 2. Reinstall the fax client software on your client computer running Windows XP with SP2 by using the Windows SBS client deployment tools. A user cannot send faxes unless the user is a member of the Administrator Group Cause: The user's permissions are too restrictive for sending faxes. Solution: Change the user's permissions to enable sending of faxes. To change user's permissions to enable sending of faxes 1. Click Start, and then click Server Management. 2. On the console tree, right-click Fax (Local), and then click Properties. 3. Click the Security tab. Ensure that Everyone is allowed to fax, and then click Advanced. 4. On the Permissions tab, highlight Everyone, and then click Edit. Ensure that you have selected these check boxes: Submit Low-priority faxes, Submit Normal-priority faxes, and Read permissions. Modem card does not answer incoming rings or send faxes Cause: This problem can be caused by a conflict between the Routing and Remote Access service and the Fax service. When you are installing Fax by using the Fax

25

Wizard, if you see the message "The card is already used for RRAS, it is possible that there is a conflict between the Routing and Remote Access service and the Fax service. Note It is not recommended that you use the same modem for the Routing and Remote Access service and the Fax service, because this can result in conflicts between the two services. Solution: If you do not need to use dial-in on your modem, reconfigure remote access by doing the following: 1. Click Start, and then click Server Management. 2. On the console tree, click To Do List. 3. Click Configure Remote Access, and then click Next. 4. Select the Enable remote access and VPN access check boxes, and clear the Dial-in access check box. 5. Click Next, enter the full Internet domain name or the IP address or your virtual private network (VPN) server, and then click Next. 6. Click Finish. 7. Reconfigure Fax (see "Run the Fax Configuration Wizard" earlier in this document). Note If you need to use one modem for the Routing and Remote Access service and the Fax service, the modem and its driver should support adaptive answering. Adaptive answering provides a modem with the ability to identify whether an incoming call is a fax call or a data call. For more information, see Microsoft Knowledge Base article 314395, "How to Enable Adaptive Answer in Windows Server 2003" at the Microsoft Web site (http://go.microsoft.com/fwlink/? LinkId=57016). Dialing Rules might not be applied to tools such as Fax Cause: Fax numbers might not be in the canonical form. Solution: All telephone numbers that are defined in dialing rules must be in canonical form (the full standard form). For more information, see the Microsoft Knowledge Base article 318575, "Dialing Rules may not be applied to tools such as Fax" at the Microsoft Web site (http://go.microsoft.com/fwlink/?LinkId=57017).

26

Worksheets for Configuring Fax

Worksheet 1 Fax Devices Prepared By: Date Prepared: Incoming and Outgoing Fax Devices You need to decide which fax devices that are attached to the server can be used for incoming and outgoing faxes. You will be asked to select the devices in the Fax Configuration Wizard. To see the fax devices that are installed on the server, do the following: 1. Click Start, and then click Server Management. 2. On the console tree, click Fax (Local). 3. In the details pane, click Manage Printers, and then choose from the fax devices that are installed on the server in the Manage Printers taskpad. Incoming Fax Device __________________________________________________ Incoming Fax Device __________________________________________________ Outgoing Fax Device ___________________________________________________ Outgoing Fax Device ___________________________________________________ Worksheet 2 Fax Properties Prepared By: Date Prepared:

27

Incoming and Outgoing Activity Log Folder You can log incoming and outgoing fax activity. If you want to log this activity, specify the location of the activity log folder: Activity log folder ________________________________________________ Sent Items Archive You can archive sent items in a folder. If you want to archive sent items, specify the location of the archive folder: Sent items archive folder __________________________________________ Worksheet 3 Dialing Rule Settings Prepared By: Date Prepared: Dial Location General Settings If you create a Dialing Location for a Dialing Rule, you need to provide general information about your location and your company's dialing requirements. Area code of your location ________________________________________________ Number required to access an outside line ____________________________________ Number required to access an outside line for long distance calls ______________________________________________________________________ Long distance carrier code ________________________________________________ International call carrier code ______________________________________________ Do you dial using Tone or Pulse? ___________________________________________

28

Area Code Rules Using Area Code Rules is optional, but if you use them you need to record the area codes that you will be calling. You can specify a list of prefixes to be used for a particular area code, or you can include all prefixes in an area code. You can also specify a number to be dialed with the specified prefixes. Area code _____________________________________________________________ Prefixes to be included in this area code _____________________________________ ______________________________________________________________________ ______________________________________________________________________ Number to dial for these prefixes ___________________________________________ Area code _____________________________________________________________ Prefixes to be included in this area code _____________________________________ ______________________________________________________________________ ______________________________________________________________________ Number to dial for these prefixes ___________________________________________ Area code _____________________________________________________________ Prefixes to be included in this area code _____________________________________ ______________________________________________________________________ ______________________________________________________________________ Number to dial for these prefixes ___________________________________________ Calling Card You can use calling cards to send faxes. When you are defining a calling card, you need to specify the name used for the card, an account number, a Personal ID Number (PIN), and the sequence of numbers used for the calling card. Name used to identify the card ____________________________________________ Account number ________________________________________________________ PIN __________________________________________________________________ Sequence of numbers ____________________________________________________ Worksheet 4 Fax Routing

29

Prepared By: Date Prepared: Fax Routing Locations If you have an existing shared folder, e-mail address, or document library where you want to route incoming faxes, record the locations to be entered in the Fax Configuration Wizard. Shared folder location ____________________________________________________ E-mail address _________________________________________________________ Document library name __________________________________________________

Instruction Sheets for Sending Faxes from a Client Computer

Instruction Sheet 1 How to Send a Fax as E-mail You can send a fax as e-mail by using Microsoft Office Outlook 2003. To send a fax by using Outlook 2003 1. Click Start, and then click Microsoft Office Outlook. 2. On the File menu, point to New, and then click Mail Message. A new message form appears. 3. In the To line, do one of the following: Or, Enter a fax recipient from your personal contacts list, public folder contacts, or the company's global address list. 4. Type the subject and message, and then click Send. Instruction Sheet 2 How to Send a Fax using the Send Fax Wizard You can send a fax using the Send Fax Wizard. Type a fax number, using the following format: [fax:FaxNumber]

30

To send a fax using the Send Fax Wizard 1. Click Start, point to Accessories, point to Communications, point to Fax, and then click Send a Fax. 2. Click Next. 3. Enter a fax recipient in the To text box, or click the Address Book button and then select a recipient from an address list. 4. If you do not select a recipient from an address list, enter a fax number for the recipient. 5. If you have set up dialing rules, select Use dialing rules, and then click Next. 6. If you have set up cover page templates, click Select a cover page template with the following information, and then in the Cover page template list select a cover page template. Type the Subject line, Note, and Sender Information. 7. Click Next. 8. Choose when you want to send the fax. You can send the fax Now, When discount rates apply, or at a Specific time in the next 24 hours. 9. Select the fax priority of High, Normal, or Low, and then click Next. 10. Choose how you want to be notified of whether the fax was delivered successfully. If you choose to be notified by e-mail, you can select an e-mail address by clicking Address Book. 11. Choose whether you want to attach a copy of the sent fax to the notification, and then click Next. 12. Click Finish. Instruction Sheet 3 How to Send a Fax from a Windows-based Program You can send a fax from a Windows-based program, such as Microsoft Office Word 2003, the same way that you would print a document. When you print to a fax printer from a Windows-based program, the Send Fax Wizard is used to send a fax. To send a fax from a Windows-based program: 1. Open or create a document in a Windows-based program, such as Microsoft Office Word 2003. 2. On the File menu, click Print. The Print dialog box appears.

31

3. Select the \\ServerName\fax printer, and then click OK. (ServerName refers to the name of the computer running Windows SBS 2003.) The Send Fax Wizard starts.