Details on sending a fax in SBS 2003

Hello folks….it’s Wednesday….the middle of the week.

I am Harry Brelsford and each day I post up pages from my Windows Small Business Server 2003 Best Practices book for your reading pleasure. I will do so until SBS 2008 ships.

The posting today is about sending a fax from a SBS 2003 network.

enjoy…harrybbbb

Harry Brelsford, CEO at smb nation www.smbnation.com

Microsoft Small Business Specialist SBSC, MBA, MCSE, MCT, MCP, CNE, CLSE, CNP

PS – did u know I host an annual conference in Seattle each october for SBSers and SMB consultants? This year we help launch SBS 2008 and Essential Business Server (EBS) between October 4-6!

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Sending a Fax

Sending a fax from an SBS workstation is very simple. At its most basic level, sending a fax from an SBS workstation is nothing more than printing (via the Print command on the File menu in the application of your choice) the document you seek to fax somewhere. In other words, you simply print to the fax printer. Here’s a quick list of all ways to send a faxes from an SBS workstation:

                      File, Print command from a Windows-based application.

                      Send To command in a Microsoft Office application.

                      Microsoft Outlook e-mail. There are two ways to do this. When com­posing an e-mail message, you can select an Outlook Contact, Exchange Global Address List member (this is entered at the SBS server machine by creating a Contact via Active Directory Users and Computers found in the Small Business Server Administrator Console) or Personal Address Book listing with a fax telephone number.  You can also fax directly by entering a fax number directly into the To: field using the following syntax: [fax:206-123-1235] (this is a sample telephone num­ber, but you get the point).

                      Fax Console by selecting Send a Fax from the File menu.

 

BEST PRACTICE: Many of these options give you the opportunity to send to ad hoc fax recipients. These are fax names and numbers that are entered on the fly.  This type of ad hoc information is typically in a To: and Fax # field as the following step-by-step example demonstrates.

Here is a step-by-step example of how you send a fax. Norm Hasborn is sending a memo to Roni Vipauli, the lender at Small Business Savings who has loaned the money necessary for SPRINGERS to implement the SBS network.

Interestingly, you might recall from the list of SBS stakeholders in Chapter 2 that Roni’s fax number is a vanity telephone number: 425-SBS-LEND. Note that SBS’s faxing capability will not accommodate vanity telephone numbers; thus the number must be converted to its digital form (425-727-5363).

BEST PRACTICE: While attempting to associate prefixes with a long distance call, I’ve found it is better to handle this capability manually, instead of attempting to configure such activity via the Dialing tab. Here’s why. Many local prefixes really aren’t dialed as an 11-digit long distance call (1-area code-telephone number) but rather as a ten-digit local call (area code-telephone number). Such oddities are best handled by SBS end users when a fax is sent.

To send a fax from a word processing program (such as Microsoft Word) using the wonderful SPRINGERS methodology:

 

1.         At the SBS user’s workstation, while working on the document you

 

want to fax using a word processor such as Microsoft Word, select the Print command from the File menu. The Print dialog box is displayed.

 

2.         In the Select Printer field, select Fax (located on SPRINGERS1) as the printer. Click Print.

 

3.         The Send Fax Wizard starts. Click Next at the Welcome to the Send Fax Wizard page.

 

4.         On the Recipient Information screen, complete the To: Location: and Fax number: field. You may also use an existing recipient name from the Exchange Global Address List by clicking the Address Book button (you will also have the chance to select Personal Address Book listings and Outlook Contacts). If you enter multiple names, these names will be listed in the Recipient name field. Click Next.

 

5.         On the Preparing the Cover Page screen, click the Select a cover page template with the following information check box. Select the cover page of your choice, but I’ll select the “dawgs.cov” per­sonal cover page that I created while writing this book (you saw it in Figure 9-9). Click Next.

 

6.         On the Schedule screen, confirm that Now is selected under When do you want to send this fax? and Click Next. Note that there are options for sending during a discount period (which is defined by an administrator at the server level) or a specific time. You will also

 

Visit http://www.microsoft.com/technet for the latest updates for any Microsoft product.

note that the user in this example, NormH, can only select the Nor­mal or Low faxing priorities. (By default, typically users such as NormH can not send a high-priority fax, so that option is grayed out, but the high-priority fax permission could be set on the Security tab displayed early in the chapter.).

7.         Observe the summary information on the Completing the Send Fax Wizard and click Finish.

Assuming no problems are encountered, the fax will be sent. In Figure 9-13, the fax is awaiting transmission in the Outbox of the Fax Console.

Figure 9-13

Before you know it, this fax will be in the hands of George Sedoakes. When the fax modem successfully transmits, the fax will move from the Outbox to Sent Items.

BEST PRACTICE: Back when “Windows” referred to glass panes set in the wall of a house or building, I had a client who used faxes like we used e-mail today – to send quick messages. This gentleman was a wealthy business owner who ran his business empire (he had several business entities in several states, including Alaska) in seclusion from

his condo in Hawaii. He’d fax a one-line question on a fax cover page and have the recipient type out and fax the reply.  There was rarely voice communication (much like business today with the use of e-mail).  So, in memory of that client of long ago, I share with you a built-in tool on the client workstation side that does exactly what this gentleman did: fax a single cover page.

At a Windows XP Pro workstation on an SBS 2003 network, click Start, All Programs, Accessories, Communications, Fax, Send Fax Cover Page. A Windows 2000 Professional client would click Start, Programs, Microsoft Shared Fax Client, Send Fax Cover Page. The Send Fax Wizard starts (which you will need to complete each screen; click Next six times and click Finish). However, this version of the Send Fax Wizard only allows you to send a message on a fax cover page (this is described to you on the Welcome to the Send Fax Wizard screen). So, remember that when you’re running your empire from a condo in Hawaii!

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