Getting Started with RightFax and Microsoft Outlook

The RightFax Connector modules makes it easy to integrate RightFax with a variety of 3rd party applications, including Microsoft® Outlook® and Exchange® servers. This connector allows users to easily send, receive, organize and archive fax messages using Outlook. Users can also review fax statuses in real time and without going into the RightFax FaxUtil.

Ready to get started? This step-by-step guide will help you get used to using RightFax in conjunction with Outlook.

How to Create and Send a Fax in Outlook

After integrating RightFax with Microsoft Outlook, a new toolbar will appear on the Outlook interface that provides quick access to the tools needed to create and send a fax. Follow these steps:

1. Click the “Send a Fax” icon on the Outlook toolbar. A new window will appear that looks similar to an email draft window.
2. At the bottom, under “Fax Addressing,” fill out the intended recipient’s name and fax number. All other fields (Company, Voice Number, etc.) are optional.
3. On the right hand side of the window, click the “To” button (by add recipient). This will create a proper address for the outbound fax and automatically populate it into the “To” window.
4. Add more recipients (if necessary).
5. Continue to write your fax message and attach any necessary documents (attach documents using the same process as you would when sending an email).
6. Click “Send” when finished.

Adding a Cover Sheet Using RightFax

If you need to add a cover sheet before sending your fax, follow these steps:

1. Click the “Send a Fax” icon on the Outlook toolbar. A new window will appear that looks similar to an email draft window.
2. At the bottom, under “Fax Addressing,” click the “Cover Sheet” tab.
3. Check the “Use Cover Sheet” box.
4. You can choose to include the sender’s information, which will be pulled from the “From” section of the message.
5. Continue to write your fax message and attach any necessary documents (attach documents using the same process as you would when sending an email).
6. Click “Send” when finished.

Checking the Status of a Fax

After a fax has been sent, you can check the status from Outlook by following these steps:

1. Click the “Fax Status” icon on the Outlook toolbar. A new window will appear that contains information on your faxes in queue.
2. The “Real Time Fax Status” windows will show you the following information on your faxes.
   1. Date/Time Sent
   2. To/From
   3. Fax Number/ID
   4. Pages/Bytes
   5. Status
   6. Viewed?
   7. Printed?
   8. Billing Code

The Easy Way to Learn the Basics of RightFax

Learning RightFax is easy with The Fax Guys. You can download step by step instructions for RightFax FaxUtil, RightFax Web Access, RightFax Client for Outlook (2007 and 2010) here. Or, you can head over to RightFax University to view our RightFax 101 video series.