Send a Fax via Microsoft Outlook

This article provides step-by-step instructions on how to send a fax using Microsoft Outlook. This method allows you to send faxes digitally without the need for a physical fax machine.

Prerequisites

• Microsoft Outlook: Ensure you have Microsoft Outlook installed and set up with your email account.

• Fax Service Access: Make sure you have access to the fax service provided by your institution or organization (e.g., @fax.fscj.edu).

Steps to Send a Fax

1. Open Microsoft Outlook

   • Launch Microsoft Outlook on your computer.

2. Create a New Email

   • Click on the New Email button, usually located at the top left of the Outlook window.

3. Enter Fax Recipient

   • In the To: field, type the recipient's fax number followed by @fax.fscj.edu.

   • Format for Long-Distance Faxing: Use an 11-digit phone number.

     • Example: 18305554321@fax.fscj.edu

   • Format for Local Faxing (904 Area Code): Use a 7-digit phone number.

     • Example: 5554321@fax.fscj.edu

4. Add a Subject Line

   • Enter a title for your fax in the Subject Line. This acts as a cover page title for your fax.

5. Attach the Document

   • Attach the document you wish to fax by clicking on the Attach File button or by dragging and dropping the file into the email window.

   • Supported file types may vary, so ensure your document is in an acceptable format (e.g., PDF, DOCX).

6. Compose the Email Body

   • Enter any additional information or instructions in the body of the email. This text will be included in the cover page or first page of the fax.

7. Send the Fax

   • Click on the Send button to send your fax.

8. Confirmation

   • You should receive a fax confirmation email once the fax is successfully sent.

   • If there are any issues, you might receive a phone call or notification regarding the status of your fax.

Tips and Considerations

• Check Attachments: Double-check that the correct document is attached before sending the fax.

• Fax Number Accuracy: Ensure that the fax number is correct and includes the necessary area code or country code for long-distance numbers.

• Confirm Receipt: Follow up with the recipient to confirm they have received the fax, especially if it's time-sensitive or critical.

Troubleshooting

• Failed Fax: If you receive an error notification, verify the fax number and try resending the fax.

• Attachment Issues: Ensure the document is not too large and is in a compatible format.

• Email Notifications: Check your email spam or junk folder if you don't receive a confirmation email.

Additional Resources

• Microsoft Outlook Support

• If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu

By following these steps, you can effectively send a fax through Microsoft Outlook using the fax service provided by your organization. If you encounter any issues, refer to the troubleshooting section or reach out to support.