Introduction

This guide contains the procedures to use the faxing features on the VIP Platform for both inbound and outbound faxes and how to setup a fax account in the VIP Portal for Managers.

Receiving Inbound Faxes

Once the fax feature is enabled by Crexendo, incoming faxes will be delivered to the email address(es) of your choosing.  You can have faxes delivered to one or more recipients (email addresses).  When a fax is received into your fax number, the fax is delivered to all email addresses attached to that fax number.  Please contact Crexendo Customer Support to make changes to your fax services.

Senders have a couple of ways to send faxes to your organization:

• Physical Fax Machine:  The sender can use their fax machine and send a fax to your organization’s fax number as normal.
• Email: A sender can send a fax to you as if they are sending an email.  The body of the email is considered the cover page and the attachment is the actual faxed document.  The sender must send to this email address:
  • 1 + your ten-digit fax number@fax.crexendovip.com 
  • Example: 15551234567@fax.crexendovip.com

Sending Outbound Faxes

VIP Faxing allows you to send and receive faxes via your email, the VIP Portal, or through a physical fax machine.

Sending Outbound Faxes

Crexendo configures the fax system so that only authorized users can send faxes on behalf of your organization.  Customers should provide a list email addresses of authorized fax senders.

After a fax is sent by an authorized user, that user will receive periodic fax-status emails such as when the fax is pending and when it is sent successfully.

To send an outbound fax via email:

1. Launch your email client and open a new email, and enter the following:
   1. TO:                1 + outgoing ten-digit fax number@fax.crexendovip.com
   2. SUBJECT:    Fax Subject
   3. BODY:         Cover Page Content
2. Attach the documents you wish to fax (3 maximum)
3. Click the “Send” button.

After the email has been sent, you will receive an email with a delivery confirmation. 

Outbound Faxes - VIP Portal

To Setup a User to Fax from the Portal:

1. Login to the VIP Portal as an “Office Manager” and click “Inventory.”
2. Select the “Fax Accounts” tab and click “Add Fax Number” on the right side of the screen. This will open a new window.
3. Fill in the blanks:
   1. Phone Number: use the drop-down menu to select the fax number.
   2. Primary User: this will be the primary owner of this fax number.
   3. Number Sharing: LEAVE DISABLED. This feature is not available currently to use in the portal.
   4. Enable Methods: Select Email ONLY
   5. Inbound Fax Handling: 
      1. Email w/ Attachment: sends an email with the new inbound fax attached. (Recommended)
      2. Email w/o Attachment: sends an email without the fax attached.
   6. Delivery Notifications: Select Email ONLY. This will send you an email confirmation upon a successful delivery of outbound fax.
   7. Failure Notifications: Select Email ONLY. This will send you an email confirmation of a failure of the outbound fax being delivered.
4. Click “Add”

To Send an Outbound Fax from the Portal:

1. Login to your VIP Portal. If you are an “Office Manager,” click on your name on the upper right side of the screen and select “My Account.”
2. Select the “Fax” Button at the top of the screen. This will open your Fax Inbox. If you have received any new faxes, they will appear here. Click the drop-down arrow to see any sent faxes.
3. To send an outbound fax, select “Send Fax” on the right side of the screen. This will open a new dialogue box.
4. Click “Browse” to attach the fax you would like to send. The Caller ID displays your fax number.
5. Enter the destination fax phone number. 
6. To add a cover sheet (optional) select “Add Cover Sheet” and fill in the blanks provided.
7. Click “Send”

8. To check the status of the fax, either select the drop-down for your “Sent” faxes or check your email inbox for the confirmation email.

Outbound Faxes - Fax Machine

If you would like to use your existing fax machine to send and receive faxes, you must contact Crexendo Sales to order an “ATA” that will need to be connected to your fax machine. 

To set up your ATA and fax machine:

1. Connect your fax machine to the ATA by connecting the RJ11 ports on the fax machine and the ATA with an RJ11 cable. Then connect the ATA's network access port using a network cable (RJ45) to the customers network port/switch/network wall jack.
2. Login to the VIP Portal as an Office Manager and click “Inventory.”
3. Select the “Fax Accounts” tab and click “Add Fax Number” on the right side of the screen. This will open a new window.
4. Fill in the blanks:
   1. Phone Number: use the drop-down menu to select the fax number.
   2. Primary User: this will be the primary owner of this fax number.
   3. Number Sharing: LEAVE DISABLED. This feature is not available currently to use in the portal.
   4. Enable Methods: select ATA ONLY
   5. Inbound Fax Handling: select ATA ONLY.
   6. MAC Address: enter the MAC address of the ATA.
   7. Delivery Notifications: select ATA ONLY.
   8. Failure Notifications: select ATA ONLY. 
5. Click “Add”

Now you will be able to fax using your fax machine as normal.