RightFax Services for Faculty &

Fax Services @ Regis University
RightFax Services for Faculty & Staff
Instructional / Process Overview
Regis University
Training Overview Topics
• RightFax Overview
• Sending Faxes
1.
2.
3.
4.
5.
With FaxUtil
Printing from a Document
From a Ricoh MFD
With WebUtil – PC Users
With WebClient – MAC Users
• Fax Viewer
• Receiving and Routing Faxes
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RightFax Overview
• FaxUtil is for faxes like Outlook is for Email
• Users electronically send faxes using multiple methods
• Users receive faxes electronically
– Saves on paper
• Faxes can be routed electronically
– Easy to forward, copy, print as necessary
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1. Sending Faxes with FaxUtil
• Launch FaxUtil
– Start Menu > All Programs > Open Text > RightFax FaxUtil
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1. Sending Faxes with FaxUtil
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New Fax – Create a new fax
Delete – Delete a fax
View – View a fax
Print – Print a fax
OCR – Not available
Forward to User – Forward a fax and keep a copy
Forward to Fax – Forward to another fax number and keep a copy
Route to User – Route the fax to a user and don’t keep a copy
History – Shows everything that has happened to a fax
Phonebook – Your personal phone book, not the Regisnet directory
Options – Options for sending and receiving faxes
Delegates – Users to whom you assign privileges
Refresh – Update display
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1. Sending Faxes with FaxUtil – Phone
Numbers
• A Note About Phone Numbers:
– Internal numbers can be entered by 4 digit extension
– DO NOT ENTER A 9 FOR EXTERNAL NUMBERS
– For long distance, add the long distance code at the end
of the fax number
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1. Sending Faxes with FaxUtil
• Select “New Fax” (or CTRL-N)
Name and Fax Number are required fields.
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1. Sending Faxes with FaxUtil –
Phone Book
• This is a personal phonebook
that you create within RightFax
• If you have entries in your
RightFax phone book, select
the Phonebook button to access
these entries
• Double click the entry/entries
you would like to add
• Select OK
• With multiple recipients, the
total number of recipients will
display in the Name box, not the
individual names
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1. Sending Faxes with FaxUtil –
Cover Sheet
• Select the Cover Sheet Notes tab to add notes if necessary
o Notes can have up to 21 lines of text
o Comments for your Records: A line of text that will not be sent but will appear in your FaxUtil window
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1. Sending Faxes with FaxUtil –
Adding Attachments
• Select the Attachments tab to add file attachments to the fax
Use the same process you would use to add an attachment to an email.
o Select the paper clip o Browse to find your file
o Select Open
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1. Sending Faxes with FaxUtil –
Additional Options
• Select the More Options tab for additional options
o Add information as necessary
o Can add voice number and fax number information
o Can select different cover sheet file
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1. Sending Faxes with FaxUtil – SEND
• From any tab on the Fax Information window, select SEND
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2. “Printing” to Send a Fax
From any document, select File – Print
From the list of printers, select RightFax Fax Printer
Select Print
The RightFax FaxUtil Fax Information window appears
Fill out the information as in the procedures for “1. Sending
Faxes with RightFax FaxUtil”
• All steps are the same as previously described
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3. Sending a Fax from a RICOH MFD
• Log in with your 5 digit Ricoh PIN as you would to make copies
2. Select Login
1. Enter Ricoh PIN
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3. Sending a Fax from a RICOH MFD
• Depending on the MFD, access the fax program via one of
the following methods:
o Select “Home” to get to this screen
o Select “Other Functions”
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3. Sending a Fax from a RICOH MFD
• Select the fax option
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3. Sending a Fax from a RICOH MFD
• Select “Send Fax”
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3. Sending a Fax from a RICOH MFD
• Enter the information for the fax
• Required fields are Recipient and Fax Number
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3. Sending a Fax from a RICOH MFD
• Choose recipients from the phonebook, or select manual dial
and…
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3. Sending a Fax from a RICOH MFD
• Manually enter the recipient information
Select OK when information is complete
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3. Sending a Fax from a RICOH MFD
• Enter fax number if necessary (manual dial)
Select OK when information is complete
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3. Sending a Fax from a RICOH MFD
• Add a note if necessary
Select OK when information is complete
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3. Sending a Fax from a RICOH MFD
• From the main fax screen, place documents in the feeder and
push the start button on the copier.
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3. Sending a Fax from a RICOH MFD
• Log out of the MFD – Again, there are two different procedures.
o Select “Home” to get to this screen
o Select PCC
o “Logout”
o Select “Other Functions” to get to this screen
o Select “Logout”
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3. Sending a Fax from a RICOH MFD
• Complete Logout
– Session Summary
shows total usage
and cost of copy
job. Should be 0
for fax.
– Click “OK” to
confirm and
complete logout
• There is no charge
for faxing
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4. Sending a Fax Using RightFax WebUtil
• Faxes can be sent via the internet by using the RightFax
WebUtil
• This can be accessed from within or outside of Regisnet
• Access by typing the following into a web browser:
– http://its2-21/webutil (within Regisnet)
– http://its2-21.regis.net/webutil (if accessing Regisnet via VPN)
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4. Sending a Fax Using RightFax WebUtil
• VPN users: In browser, enter http://its2-21.regis.net/webutil
• Enter User name and Password
• Select OK
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4. Sending a Fax Using RightFax WebUtil
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Regisnet users: In browser, enter http://its2-21/webutil
All users: Enter Server
Select Login
No need to enter
User ID and password
o Enter its2‐21 in the Server field.
o Select Login
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4. Sending a Fax Using RightFax WebUtil
• Use the web interface to send faxes as you would in the
desktop RightFax FaxUtil
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5. MAC Users – Sending a Fax Using
RightFax WebClient
• In browser, enter
http://its2-21/webclient
• Select Login
• No need to enter User
ID and Password
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5. MAC Users – Sending a Fax Using
RightFax WebClient
• Select New Fax to send a Fax
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5. MAC Users – Sending a Fax Using
RightFax WebClient
• Select New Fax to send a
Fax
• Enter information as
requested and select send
o Required fields
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Receiving and Viewing Faxes
• Users are assigned to a group that shares the same fax number
• Faxes are routed to user group folder based on the fax number
• The file path to group folders is:
– Computer > Faxes (\\its2-21)(X:) > (group name)
• Users must review faxes in the folder to find their individual faxes
• Once a fax is identified, drag the pdf (or cut and paste) to your
computer
• The fax will be removed from the group folder
• Open the pdf to view the fax
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Viewing Sent Faxes
• Sent faxes are kept
in your directory in
RightFax FaxUtil as
well as on the web in
RightFax WebUtil
• In FaxUtil: Double
click a fax to launch
the Fax Viewer
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Viewing Sent Faxes
• In WebUtil:
Double click a fax
to launch the Fax
Viewer
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Forwarding Faxes
• This applies to faxes that are sent by you and kept in your directory
• This also applies to faxes that were forwarded to you or routed to you directly
within RightFax
• Select the fax you wish to forward
• Select the Forward to User or Forward to Fax button
• Complete the addressing boxes in the Fax Information dialog or select
another RightFax user as applicable
• Select OK to send
• Copies of forwarded faxes are kept in your inbox
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Routing Faxes
• This applies to faxes that are sent and kept in your directory
• This also applies to faxes that were forwarded to you or routed to you directly
within RightFax
• Select the fax you wish to route
• Select the Route to User button
• This will open a list of RightFax users
• Select the intended recipient
• Select OK to send
• Remember – Routed faxes are not kept in your inbox
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Managing your Phonebook
• Your personal phonebook is accessible
from the FaxUtil, WebUtil, and Ricoh
MFDs
• Select the Open Phonebook button in the
FaxUtil toolbar
• Select New Entry
• Enter the fax number in the Fax Number
1 box
• Complete the rest of the fields for the
entry
• Choose any applicable options
• Select OK
Remember: Internal numbers can be entered by 4 digit extension, DO NOT enter a 9 for external calls, add the long distance code for long distance.
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Notes
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