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RightFax Users Guide

Revised: February 10, 2003 Prepared by: Nancy Kwong

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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Introduction ..................................................................................... 3 TO CREATE A FAX WITHIN A DOCUMENT ............................................ 3 TO CREATE A FAX BY USING RIGHTFAX FAXUTIL ........................... 5 TO CHECK THE STATUS OF A FAX ............................................................... 8 TO SET UP ENTRIES OR GROUP LISTS IN THE PHONEBOOK .. 9

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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Introduction
RightFax is a reliable tool for creating, sending, and managing outgoing faxes directly from a users desktop computer. This tool simply helps to streamline the process and eliminates the trouble of printing out a hardcopy, walking it to a fax machine, dialing a fax number, and waiting for a confirmation sheet. Users should be aware that this new way of sending a fax is actually sending a real printed document (not an electronic file) that means the content of the fax may end up in an unsecured destination. Therefore, it is important for users to consider both privacy issues and the size of the document. Basically, there are two different ways to create a fax for sending. A user can do so either by printing a document to the RightFax Fax Printer (instead of the desktop printer), or by using the RightFax FaxUtil Program. Incoming faxes will continue to come in through the fax machine for each unit.

TO CREATE A FAX WITHIN A DOCUMENT:


1 Open up the document you want to send as fax. It can be a document from any application, such as Microsoft Word, Excel, PowerPoint, etc. 2 Click File Print and select the RightFax Fax Printer. 3 The Fax Information Main dialog box is displayed.

Required

Optional

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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4 Type in the recipients name and fax number which are the two required fields. Fax numbers that are out of the area must include 1 and the area code, but the 9 prefix is not required. 5 Fill in the other fields as desired. Please note: the fields for City/State and Alt. Fax Number are not used and entries to these two fields will not show on the cover page. Note: To add new entries to the Phonebook, please see To Set up Entries or Group Lists in the Phonebook below. 6 Click the Cover Sheet Notes tab to open the next screen.

Type your notes here

Click here to send

7 Type any desired additional notes in the box for Notes to be Placed on the Cover Sheet. 8 Click the Send button and the document will be faxed with the cover page. 9 The sent fax will be displayed on the FaxUtil mailbox. You can check the status of the fax by opening the RightFax FaxUtil application. (See To Check the Status of a Fax, below.)

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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TO CREATE A FAX BY USING RIGHTFAX FAXUTIL:


1 Click the FaxUtil shortcut
FaxUtil.lnk

to

to open the RightFax FaxUtil mailbox.

Click here for a new fax

2 Click Fax New or the New Document button to open the Fax Information Main dialog box.

Or click here to select entries you have set up Required Or click here to add new entries Optional

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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3 Type in the recipients name and fax number as required or select entries from the Phonebook. (See To Set up Entries or Group Lists in the Phonebook below.) 4 Fill in the phone number and company/location as desired. 5 Click the Cover Sheet Notes tab and type in the notes.

Type your notes here

6 Click the Attachments tab to attach a document.

Click here to select document

7 Click the Yellow Folder button to locate the document from your file directory.
University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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First highlight the document and then click the Open Button

8 Highlight the document you want and then click the Open button to add to the Selected Attachments box.

If you want to delete the document, highlight it and click here

Click here to send

9 Click the Send button and the cover page will be faxed with the selected document.
University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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10 The new sent fax will display on the FaxUtil mailbox. Note: If a transmission attempt is unsuccessful, RightFax will try again automatically. If the transmission is still unsuccessful after five attempts, RightFax will stop and display an error message in the Status column in the FaxUtil mailbox.

TO CHECK THE STATUS OF A FAX:


1 Go to FaxUtil mailbox to view the status of the faxes displayed in the mailbox. The status of a fax is represented by a color code: Color Code
Red Button Yellow Button Blue Button Green Button

Status
Unsuccessful Error Transitory Successful

Description
RightFax can not send out the fax RightFax has a problem sending the fax RightFax is in the process of sending out the fax RightFax has successfully sent the fax

Here are some of the most common messages you can see: Message
Sending Information Incomplete Problem Converting Fax OK

Description
RightFax is transmitting the fax RightFax cannot transmit the fax due to missing information required for a recipient. RightFax detects an error and cannot transmit the fax. RightFax has successfully sent the fax. This does not guarantee successful receipt of the fax at its destination

2 Double click the fax listed on the mailbox in order to view, print or edit the fax. Note: You cannot edit a fax once it is sent.

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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TO SET UP ENTRIES OR GROUP LISTS IN THE PHONEBOOK:


1 Click the FaxUtil shortcut
FaxUtil.lnk

to

to open the RightFax FaxUtil mailbox.

Click here for a new fax

2 Click the New Document button to open the Fax Information Main dialog box.

Click here for Phonebook

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide 3 Click the Phonebook button to open the Phonebook box as below.

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Click here for New Entry

4 Click the New Entry button to open the Phonebook Entry box.

Type in a nickname Required

Optional

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu

RightFax Users Guide

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5 Type the nickname in the ID box for the new entry and complete the Name and other address fields as desired and the Fax Number 1. 6 In the Other section, enter a phone number in the Voice Number 1 box if desired. It is not required to complete the other fields. 7 Click OK and return to the Fax Information Main dialog box. 8 Repeat from Step 4 to add more entries. 9 After you finish adding all your entries, you can set up the group list in the Phonebook.

Click here for New Group

10 Clicking the New Group button in the Phonebook box.

Type here a nickname for the group

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RightFax Users Guide

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11 Type the group name in the ID box and double click entries from the left side to add to the right side.

Double click to select entries to include under this group

Entries selected for this group

12 Click OK and the new Group Entry is added to your Phonebook.

13 Repeat from the Step 10 for another new group. 14 Click the Edit Entry button to make changes or the Delete Entry button to remove any entries. 15 Select the Print button to print out a list of the individual and group entries set up in the Phonebook.

University of California, Office of the President, HR/Benefits, Information Systems Support 300 Lakeside Drive, Suite 400, Oakland, CA 94612 !510-987-9911!benhur@ucop.edu