04/11/18 19:45 PM  

Sending Faxes via the RingCentral Phone

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SummaryHow do I send faxes using my RingCentral Phone?

The RingCentral Phone has a Fax feature that allows you to send and receive faxes. This feature is available to all RingCentral Users. Follow the steps below to send a fax using the RingCentral Phone.  

Step 1:

Log in to your RingCentral Phone.

Step 2:

Click the FaxOut icon to compose a new fax message.

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Step 3:

If you have your files folder open, you can drag the file to the box provided for the attachments. You can also click the Scan icon User-added image and proceed to scan the document using the device source you selected or manually attach a document from your computer using the attach icon User-added image. The maximum fax size is 20 MB.

NOTE: To learn more about the Scan-to-Fax feature, go to Scan to Fax via the RingCentral Phone.

To prevent fax attachment issues,  
• Ensure that the attachment does not exceed 200 pages.
• Ensure that the total size of attached files do not exceed 20 MB.

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Step 4:

Fill out the fields provided for your Fax message.

IMPORTANT: When sending a fax to multiple recipients, the same Details (Name, Company & Note) will display on the Cover Page of the fax. If you want the Cover Page to contain specific detail for each recipient, you will need to send the fax to your recipients one at a time. 

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1. Recipient's Fax Number (To:)

You can manually enter the recipient's Fax number, or you can select from your list of Personal Contacts by clicking on the plus User-added image icon.

If you want to send the fax to multiple recipients (up to 50), you can enter a space between the fax numbers.

If you want to send a fax to send a fax to multiple recipients (50 and above), you will need to enable Fax Broadcasting on your account. For more information, go to Credit Card Authorization Form (CCAF).

2. Cover Page (Optional)

You can choose to include a Cover Page to your Fax message by selecting a Fax Cover Page Template from the Cover Page Selection. If you only want to send your documents without a Cover page, you can set this option to None

For more information, go to Setting Up a Custom Fax Cover Page on the RingCentral Phone.

Recipient Details: 

3. Recipient's Name 
4. Recipient's Company 
5. Cover Page Note 

Step 5:

You can schedule your fax to be sent immediately or at a later time.

To check the status of your fax, scroll down to Checking the Status of a Fax Message.

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1. Send now

To send your fax immediately, click Send now

To cancel a fax that has already been sent but not answered yet, go to your RingCentral Online account's Outbox Folder.

To know how to check the status of your fax, go to Checking the Status of a Fax Message.  You will also receive fax transmission results via email.

2. Send later

To send your fax at a later time, click Send later, and then choose the Date and Time when RingCentral will send the fax message. 

Once the Date and Time is set, click Schedule send

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NOTE: The fax message that you scheduled to be sent at a later time will be saved in your Outbox folder.

For steps on how to cancel a scheduled fax, scroll down or go to Outbox Folder.


Checking the Status of a Fax message

Outbox Folder

When you Send or Schedule a fax, the fax message is saved in your Outbox folder until it is answered by the Receiving Fax number. To access your Outbox folder, follow the steps below:

Step 1: 

If you are a User with no Administrator access, click the Messages tab on your RingCentral Online account. 


If you are an Administrator, click Admin Portal > My Extension > Messages.


Step 2: 

Click Outbox


Step 3: 

RingCentral will need to process and covert your fax message into a format that regular fax machines can read before sending. You can still cancel your fax message before it is sent or answered by the receiving number. Simply select the message by putting a check mark on the box next to it, and then click Delete.

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NOTE: When your fax message has been sent successfully, the fax will disappear from the Outbox folder and move to the Sent items folder. When the fax message failed to send (3rd attempt), it stays in the Outbox folder so you can attempt to resend at a later time. 

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For more information on why the fax sending failed, you can check the Call Log section of your account. For detailed information about Call Log, you can go to Call Log Overview. For a quick overview, scroll down.

Call Log

The example below shows the Call Log section filtered to show the status of Sent Faxes User-added image

Step 1: 

Go to Call Log.

If you are a User with no Administrator access, click the Call Log tab on your RingCentral Online account. 

user-myext-call log.png

If you are an Administrator, click Admin Portal > My Extension > Call Log.

admin-myext-call log.png

Step 2: 

Filter the following information:

i. Date: You can specify the date or choose to show logs for the last 7, 30 or 60 days.

call log date

ii. Direction: You can choose to show All, Inbound, or Outbound.

call log call direction

iii. Types of Call: Select Fax.

call log types of call

Step 3: 

Click Apply.

call log apply

On the sample log below, it shows the Recipient's Fax Number under the Phone Number column, and the status of the sent fax under Results. Hovering your mouse over the Result will show an information bubble about it. 

sw call log fax details

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