Fax Overview

Faxing in the Cloud Voice App Desktop Client is handled entirely on screen. A fax is a document sent over the telephone network, but here it stays fully digital: once you have the right permissions, you send and receive faxes from the app itself, so there is no need for a dedicated fax machine or printed documents.

What “extension” means

Your extension is the internal user account your administrator sets up for you in Cloud Voice (the identity behind your phone number and app login). Fax permissions are granted to your extension, so what you can do with faxes follows you wherever you sign in to the Desktop Client.

Requirements

Your system administrator must grant your extension permission to send faxes, receive faxes, or both. The features available to you depend on which of these permissions you hold.

No fax options showing?

If you do not see any fax features in the Desktop Client, your administrator has not granted your extension fax permission yet. Ask them to enable sending, receiving, or both before you continue.

What you can do

Work from anywhere

As long as you have an internet connection, you can send and receive faxes at any time and from any location.

Add a custom cover page

Attach a cover page to outbound faxes to present key details up front, such as who the fax is from, who it is for, and a short accompanying message. The cover page appears as the first page of the fax.

Tip

Set up a reusable cover page once and include it on outbound faxes so every fax you send looks consistent and professional without retyping the same details each time.

Choose recipients and schedule delivery

Send to external contacts already stored in your Cloud Voice App directory or to any fax number you enter manually. You can also queue an outbound fax to go out at a time you set rather than sending it immediately.

Note

A scheduled fax does not send until the time you choose arrives, so double-check the date and time before you confirm. If your plans change, you can cancel a scheduled fax before it goes out.

Forward to email or another fax number

Pass a fax along to an email address or another fax number, which is handy for sharing information quickly or keeping a secure copy on file.

Caution

Forwarding sends the full contents of the fax to the destination you enter. Faxes often carry confidential documents, so confirm the email address or fax number is correct before you forward.

Working with faxes

The tasks you can perform depend on the permissions your administrator has assigned to your extension. Find the section below that matches your permissions.

If you can only send faxes

1. (Optional) Add and customize cover pages to include at the start of your outbound faxes.
2. Send faxes from the Cloud Voice App Desktop Client.
3. Manage your faxes as needed:
   • Cancel a scheduled fax
   • Forward a fax to email or another fax number
   • Download fax data
   • Delete faxes

If you can only receive faxes

1. Check inbound faxes in the Cloud Voice App Desktop Client.
2. Manage your faxes as needed:
   • Forward a fax to email or another fax number
   • Download fax data
   • Delete faxes

If you can send and receive faxes

1. (Optional) Add and customize cover pages to include at the start of your outbound faxes.
2. Send faxes or check inbound faxes from the Cloud Voice App Desktop Client.
3. Manage your faxes as needed:
   • Cancel a scheduled fax
   • Forward a fax to email or another fax number
   • Download fax data
   • Delete faxes

Where faxes are stored

Every fax you send or receive through the Desktop Client is logged and its file is saved, so you can review, download, or delete inbound and outbound faxes from one place in the app.