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Configuring Faxing in Microsoft Outlook

Microsoft Outlook allows faxes to be sent through its email interface by using a special “fax transport”. This allows applications, such as Cadzow 2000, to send faxes by submitting them via MAPI (the email interface).

The report or page is submitted to Outlook as an email, Outlook recognises that the message is to be handled by the fax transport (because it is addressed with a fax number instead of an email address), and then passes it on the fax system to be rendered and sent.

The fax transport, however, is not part of Outlook/Office. It is provided by Windows in some cases (for accessing a local fax device, eg. a modem attached to a serial port) or Small Business Server in other cases (for accessing a shared fax service, eg. a modem on a server). The procedure to set this up can vary.

Step 1. Configuring the Local Fax System

Windows 2000

Windows 2000 contains the fax system by default so no further configuration is required. However, if you are attempting to send faxes via a shared fax provided by Small Business Server, you must take steps so that the shared fax can be registered with the local fax monitor:

  1. Double-click My Network Places.

  2. Double-click Entire Network.

  3. Double-click Microsoft Windows Network.

  4. Double-click the domain name of your network.

  5. Double-click your server.

  6. Double-click FaxClients.

  7. Double-click SETUP.EXE.

  8. Follow the prompts to allow the Shared Fax Client to install.

Windows XP

Windows XP contains the fax system by default so no further configuration is required. However, if you are attempting to send faxes via a shared fax provided by Small Business Server, you must take steps so that the shared fax can be registered with the local fax monitor:

  1. Double-click My Network Places.

  2. Double-click Entire Network.

  3. Double-click Microsoft Windows Network.

  4. Double-click the domain name of your network.

  5. Double-click your server.

  6. Double-click SharedFax.

    If the fax is not already installed, you will be prompted whether to install the printer locally. Choose Yes.

    If it is already installed, the system will show a window of the fax queue.

Step 2. Configuring Outlook

What Version of Outlook Am I Using?

  1. Open Outlook.

  2. From the Help menu, choose About Microsoft Outlook.

  3. Make a note of the product name, eg Microsoft Outlook 2002.

  4. Click Close.

Outlook 2000

  1. Open Microsoft Outlook.

  2. From the Tools menu, choose Services.

  3. Click Add.

  4. If using Windows XP, or if using a local fax, choose Fax Mail Transport.

    If not using Windows XP and using a shared fax, choose Microsoft Shared Fax Mail Transport.

  5. Click OK to add the transport.

  6. Click OK to close the Services dialog.

  7. Close Outlook and open it again for the changes to take effect.

Outlook 2002/2003

  1. Open Microsoft Outlook.

  2. From the Tools menu, choose E-Mail Accounts.

  3. Select View or change existing e-mail accounts and choose Next.

  4. Click Add.

  5. Choose Additional Server Types and choose Next.

  6. If using Windows XP, or if using a local fax, choose Fax Mail Transport.

    If not using Windows XP and using a shared fax, choose Microsoft Shared Fax Mail Transport.

  7. Click Next to add the transport.

  8. Click Finish to close the E-Mail Accounts dialog.

  9. Close Outlook and open it again for the changes to take effect.

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