RE: How to send faxes and emails in one operation

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HI John,

Welcome to SBS newsgroup.

I am sorry for the delayed response due to weekend. Please understand that
the newsgroups are staffed weekdays by Microsoft Support professionals to
answer your systems and applications questions. Your understanding is
greatly appreciated!

Issue description:
==============

I understand that you want to know if it is possible to send the fax and
email on the same program with the same operation.

Analyzing and suggestion:
===============

Generally speaking, it is possible to do that on Windows environments, as
the fax is one type on emails, It should be more convenient in a SBS
environment. As I know, we can use outlook 2003 on the client computer to
send the fax.

Configure the following at the server side:

1. Expand the fax node then navigate to outgoing routing->group->rules,
click the new rules for the device.
2. Make sure that you set the correct number for the device.
3. Please also check the following setting to add the user, you want to
send fax.
A. Start-->Programs-->Microsoft Shared Fax-->Shared Fax Service Manager

B. In the service manager console, right-click "Microsoft Shared Fax
(Local)"-->"Properties". Click "Security" tab. Does this user account in
the list? (To use the fax client console, the "View job" permission is
necessary).

C. Also, you may open "Active Directory User and Computers". Navigate to
"MyBusiness"\"Groups"\, and then double-click "BackOffice Fax Operators".
Add the user account to the "Members" list.

We can use outlook on client side to send fax, in this way you can add the
all kinds of address as you like. You can refer to the following section
for detailed steps:

1. Open Outlook.

2. Type ''[FAX:xxxxxx]'' (without the quotation marks) in To bar. Input a
subject of the new fax and then edit the content. (xxxx is the destination
fax number)

3. Click ''Send'' button to send the fax.

NOTE: To use this method, please make sure ''Fax Mail Transport'' account
is in the E-mail accounts list. Click ''Tools''-->''E-mail Accounts''.
Select ''View or change existing e-mail accounts'' and click ''Next''.
''Fax Mail Transport'' should be listed in the account list.

Please also note that the number in the fax contacts should be input in a
right format:

the fax number for contacts must be in the canonical format so that it is
dialed correctly when you send a fax. The following is an example of how
you can type a fax number. This example assumes that you need to dial "8"
to obtain an outside line and "1" to access a long distance number:
8,1,424-155-1234

Your Dialing number format is not in the correct canonical format. Please
check the dialing format according to the information below:

For the GAL method:

When a fax is sent from client machine to server machine, always server
side dialing rules will be applied and the translated (actually dialed)
number will not be shown to the user.

To add prefix before the number, follow the steps below:

1. On the SBS server, click Start, point to Control Panel and click Phone
and Modem Options.
2. Select the location and click Edit.
3. Enter the correct number next to "To access an outside line for local
calls, dial:" text box. The number will be dialed before dialing local
calls.


For the local contact on the clients:

Because there is no additional field for the area code in the Address Book,
you must type the number as one unit in the Fax Number box in either the
Business or Home tab of the Address Book Contact Properties dialog box.

Regarding the dialing rules, telephone numbers should be entered in
canonical form in Windows. If the form is not used correctly, the dialing
rules are not applied. For additional information, please refer to this
Knowledge Base article: ''247192 You Must Enter Telephone Numbers in
Canonical Form in Order to Use - http://support.microsoft.com/?id=247192''

318575 Dialing Rules May Not Be Applied to Tools Such as Fax
http://support.microsoft.com/?id=318575


307826 Shared Fax Service Does Not Dial "1" When It Dials Telephone Numbers
http://support.microsoft.com/?id=307826


In addition, there is a situation with Outlook clients where not having the
+1 in front of every number would cause the dialing rules to be ignored.
Try the following:

1. If it is not already running, launch the Outlook 2003 and open the
Contact list.
2. In the "Actions" menu (at the top) select "Call Contact" then "New Call"
(or Ctrl+Shift+D).
3. Click "Dialing Options" and then check the box for "Automatically add
Country Code to local phone numbers".
4. Click "OK" and then click "Close".
5. New numbers will now show up with a +1(Areacode) number format. The +1
will force the use of the dialing rules. Older contacts will need to be
edited (check KB articles for more information)
6. Create a test contact (that will show up with the +1, and test it).

After make sure that the fax is configured correctly on the SBS server side
and client contacts side, you can then add the fax contacts and emails
contacts in a test DL group to see if you can send emails(fax) to them now.

Hope the above information helpful to your understand about the issue. If
you have any further concerns. Please feel free to post back your results.
I am glad to be of further assistance.




Best regards,

Charles Yang (MSFT)

Microsoft CSS Online Newsgroup Support

Get Secure! - www.microsoft.com/security

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--------------------
| From: "John" <john@xxxxxxxx>
| Subject: How to send faxes and emails in one operation
| Date: Fri, 18 Nov 2005 06:35:47 -0600
| Lines: 21
| X-Priority: 3
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| X-Newsreader: Microsoft Outlook Express 6.00.2900.2670
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| Message-ID: <OQ64byD7FHA.4084@xxxxxxxxxxxxxxxxxxxx>
| Newsgroups: microsoft.public.windows.server.sbs
| NNTP-Posting-Host: adsl-68-92-206-222.dsl.hstntx.swbell.net 68.92.206.222
| Path: TK2MSFTNGXA02.phx.gbl!TK2MSFTNGP08.phx.gbl!TK2MSFTNGP10.phx.gbl
| Xref: TK2MSFTNGXA02.phx.gbl microsoft.public.windows.server.sbs:223517
| X-Tomcat-NG: microsoft.public.windows.server.sbs
|
| Using SBS 2003 Premium we want to allow specific users to be able to send
a
| message, either by fax or email depending on the receipient's needs. We
| have several groups in different geographical areas of about 70 customers
| each that we need to send messages
| to 3 times a month. About 80% email and 20% fax. Obviously because of
speed,
| cost and ease of sending, we prefer email. However 20% of our customers
have
| fax machines ONLY
| at their locations.
|
| Once the Distribution List (or
| Distribution Group) is correctly set up, will SBS allow us to send by both
| fax and email IN ONE OPERATION or do we have to set up two groups, one for
| fax and another one for email? I have searched but can't find a
definitive
| answer anywhere.
|
| I hope I have my question clear. If not, please ask me to clarify any
points
| I missed.
|
| Thanks for any help you can give.
|
|
|

.

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