Fax Overview

Faxing in the Cloud Voice App is fully digital. Once your administrator grants you access, you can send and receive faxes from any device with an internet connection, so there is no need for a dedicated fax machine, phone line, or paper.

What you need

Before you can work with faxes, your system administrator must give your extension permission to send faxes, receive faxes, or both. Sending and receiving are two separate permissions, so your access depends on which ones you have been granted.

Note

Fax permissions are set per extension by your administrator. If the fax options described below are missing from your Cloud Voice App, your extension most likely has not been granted fax access yet. Ask your administrator to enable it.

What you can do

• Fax from any location. As long as you are online, you can send and receive faxes wherever you are and whenever you need to.
• Personalize cover pages. Attach a cover page to outbound faxes to present details like the sender, the recipient, and a short note at the front of the document.
• Choose recipients and timing. Fax to an external contact in your Cloud Voice directory or to any custom number you enter, and queue an outbound fax to go out at a time you set (scheduled delivery).
• Route faxes onward. Forward a received or sent fax to an email address or another fax number for sharing, archiving, or backup.

Note

A cover page is the first page of an outbound fax. It typically shows fields such as the sender’s information, the recipient’s details, and a brief message. Cover pages apply to faxes you send, so they are only available if you have sending permission.

How faxing works for your extension

The fax features available to you depend on the permissions your administrator has assigned. Use the workflow that matches your access below.

Tip

When you send a fax, pick the recipient from your Cloud Voice directory instead of typing the number by hand. This avoids sending to a mistyped number. Use scheduled delivery when you want a fax to go out at a specific time, for example during business hours in the recipient’s time zone.

Sending only

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

Receiving only

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

Sending and receiving

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

Every fax you send or receive is logged, and its fax file is stored in the Cloud Voice App. “Fax data” means both the log entry and the stored file, and you can download them together or grab an individual file.

Caution

Deleting a fax removes both its log entry and its stored fax file from the Cloud Voice App. If you might need the fax later, download it or forward it to an email address first, then delete it.