Emerson IT Help Desk

Setting Up and Using MetroFax

Overview

  1. Add the shared MetroFax email account to Outlook
  2. Compose a new email message
    1. Select the shared account as the sender
    2. Compose a cover page in the body of the email if desired
    3. Attach any documents you want to send to the message. If your documents are physical, scan them then attach them.
  3. Send the message as you would a normal email
  4. Wait for a confirmation email saying the fax has been transmitted
  5. When an incoming fax is received, it will be attached to an email in the manner of a regular email attachment

 

NOTE: The images in this guide use GradFax@emerson.edu as an example email address. You should replace all instances of that with your department's designated faxing email address.

 

Sending a Fax Using MetroFax

1. Open a new message in Outlook.

2. Navigate to the Options tab and hit the From button.

The From field will now appear above the To field in every new message you create.

3. Click on the From field to open a drop-down menu. Select Other E-mail Address...from this menu.

4. A box will pop up and ask you to specify what email address you wish to add. Type in your department's faxing email address and click OK.

5. After a moment, your department's faxing email address will appear in the Fromfield.

It will always be available in the drop-down menu, so you should not have to add it this way again. You simply need to select it from the list next time.

6. With your department's faxing email address selected in the From field: type your recipient's fax number (including the 1 at the beginning of the number) followed by @metrofax.com .

7. If you want your fax to have a cover page, type the cover page content into the body of the email.

You can format it however you want. It will print out of the recipient's fax machine before the faxed documents, just like it used to.

8. Attach the documents you wish to fax to the email message. Do this the same way you would attach a document to a normal email: by using the Attach File button.

You can attach most types of printable documents: Word documents (.doc and .docx), PDFs, Excel spreadsheets (.xls and .xlsx), Powerpoint presentations (.ppt or .pptx), Plain or Rich Text files (.txt or .rtf), images (but keep in mind that the transmission is fax-quality so the resolution will be very low), etcetera.

If you have a physical document that you wish to fax, scan it and save it as a PDFbefore attaching it to the message.

9. When you're all set, hit the Send button!

Your department's faxing email address will receive a confirmation email when the message has been transmitted.

 

Receiving a Fax Using MetroFax

1. When a fax is sent to your department’s fax number, an email is delivered to the faxing email inbox. The faxed documents will be attached to this email as PDFs. You can download them to your computer or double click on them to open them, just as you would attachments to any other email.

2. Remember that, in most cases, your entire department has access to the faxing email inbox.

If the fax contains sensitive information, you may want to click on it and drag it to your personal inbox, then delete it from the department's faxing email inbox. Think of this as walking to the fax machine, picking up the received fax, and bringing it back to your desk.

Some departments have found it useful to request that people sending faxes populate the “TO” field on the cover page with the recipient’s name. This makes it clear who the fax is intended for.

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