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GFI Product Manual

Client Manual

The information and content in this document is provided for informational purposes only and isprovided "as is" with no warranty of any kind, either express or implied, including but not limited tothe implied warranties of merchantability, fitness for a particular purpose, and non-infringement.GFI Software is not liable for any damages, including any consequential damages, of any kind thatmay result from the use of this document. The information is obtained from publicly availablesources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFImakes no claim, promise or guarantee about the completeness, accuracy, recency or adequacy ofinformation and is not responsible for misprints, out-of-date information, or errors. GFI makes nowarranty, express or implied, and assumes no legal liability or responsibility for the accuracy orcompleteness of any information contained in this document.

If you believe there are any factual errors in this document, please contact us and we will reviewyour concerns as soon as practical.

All product and company names herein may be trademarks of their respective owners.

GFI FaxMaker is copyright of GFI SOFTWARE Ltd. - 1999-2014 GFI Software Ltd. All rights reserved.

Document Version: 2.1.3

Last updated (month/day/year): 8/11/2014

Contents

1 Introduction 4

1.1 About this manual 4

2 Installing GFI FaxMaker Client 5

2.1 System requirements 52.2 Installation procedure 52.3 Unattended installation 11

3 Sending faxes with GFI FaxMaker Client 13

3.1 Printing content to GFI FaxMaker Client 133.2 Send faxes directly from GFI FaxMaker Fax Message form 143.3 Composing faxes in Microsoft Outlook 153.4 Composing faxes from email client 16

4 How to send SMS 18

4.1 GFI FaxMaker SMS Message form 184.2 Sending SMS from email client 20

5 Receiving faxes 21

6 The GFI FaxMaker Fax Viewer 22

6.1 Fax management 226.2 Editing faxes 23

7 Using the GFI FaxMaker Fax Message form 25

7.1 Previewing faxes before transmission 267.2 Resending faxes and SMS 277.3 GFI FaxMaker Fax Message form address book 277.4 Connecting to GFI FaxMaker 297.5 Specify email address 31

8 Index 33

GFI FaxMaker 1 Introduction | 4

1 Introduction

GFI FaxMaker Client is an application installed on users' machines, used for sending faxes and sendingSMS. The application routes faxes and SMS to GFI FaxMaker for transmission.

There are various methods that can be used for sending fax and SMS, depending on the environmentand installation of the application.

1.1 About this manual

This manual is specifically tailored for GFI FaxMaker Client application users and assumes that usershave basic knowledge of sending and receiving emails using an email client such as Microsoft Outlook.

It is also assumed that GFI FaxMaker server is configured and functioning correctly before using theGFI FaxMaker Client.

1.1.1 Terms and conventions used in this manual

Term Description

> Step by step navigational instructions to access a specific function.

Bold text Items to select such as nodes, menu options or command buttons.

Italicstext

Parameters and values that you must replace with the applicable value, such as custom paths and filenames.

Code Indicates text values to key in, such as commands and addresses.

Table 1: Terms and conventions used in this manual

GFI FaxMaker 2 Installing GFI FaxMaker Client | 5

2 Installing GFI FaxMaker Client

This chapter describes how to install GFI FaxMaker Client on users’ machines.

2.1 System requirements 5

2.2 Installation procedure 5

2.3 Unattended installation 11

2.1 System requirements

Supported operating systems for installing GFI FaxMaker Client.

Windows® 8 & 8.1

Windows® 7

Windows® Vista®

Windows® XP

Windows® Small Business Server 2003

Windows Server® 2008 - Standard or Enterprise editions

Windows Server® 2003 - Standard or Enterprise editions

2.2 Installation procedure

Important notes1. Check that the machine you are installing GFI FaxMaker Client on, meets the system require-

ments.

2. Ensure that you are logged on as Administrator or using an account with administrative privileges.

3. Save any pending work and close all open applications on the machine.

4. Download the latest version of GFI FaxMaker Client from: http://www.gfi.com/pages/fax-client-download.asp

Installation1. Run installation file on the client machine.

2. Click Next in the Welcome screen.

http://www.gfi.com/pages/fax-client-download.asp

http://www.gfi.com/pages/fax-client-download.asp


Screenshot 1: Select the type of fax server

3. Select the software that is used to send/receive faxes and click Next.

Server type Description

GFI FaxMakerServer

Select this option when the organization uses GFI FaxMaker as an on-premise solution to send andreceive faxes and SMS.For more information go to: http://www.gfi.com/fax-server-software/

GFI FaxMakerOnline

Select this option when the organization uses GFI FaxMaker Online to send and receive faxes. GFIFaxMaker Online is an online faxing solution.For more information go to:https://www.gfi.com/products-and-solutions/email-and-messaging-solutions/gfi-faxmaker-online

Table 2: Client installation - message forms options

http://www.gfi.com/fax-server-software/

https://www.gfi.com/products-and-solutions/email-and-messaging-solutions/gfi-faxmaker-online


Screenshot 2: Choosing message form

4. Select the type of message form to install and click Next.

Message form Description

Use GFI FaxMaker FaxMessage form

Send faxes using the GFI FaxMaker Fax Message form. This is a custom form built purposely forsending faxes when using GFI FaxMaker.

Use MicrosoftOutlook

Send faxes using Microsoft Outlook. When content is printed to the GFI FaxMaker printerdriver, it is converted to .FAX format and attached to a new Microsoft Outlook email message.The Outlook Message form requires that Microsoft Outlook is installed locally.

Use Outlook but alsoinstall GFI FaxMakerFax form

Install both the GFI FaxMaker Fax Message form and the Outlook Message form. The OutlookMessage form requires that Microsoft Outlook is installed locally.

Use Outlook addressbook with GFIFaxMaker FaxMessage form

Import the list of Microsoft Outlook contacts in GFI FaxMaker Fax Message form. MicrosoftOutlook is required to be the default email client to use this option.

Table 3: Client installation - message forms options

NOTE

If not installing the GFI FaxMaker Fax Message form, skip to step 8.


Screenshot 3: Connecting to GFI FaxMaker

5. When installing the GFI FaxMaker Fax Message form, choose how to connect to GFI FaxMaker.

Option Description

SMTP mailserver

Choose this option when connecting to GFI FaxMaker via a mail server. In the next step configure the mailserver details.

Direct con-nection toGFIFaxMaker

Forward sent faxes directly to GFI FaxMaker, without the need of a mail server.Enter the following details:

GFI FaxMaker server address: Key in your GFI FaxMaker server address. It is recommended to usethe server's fully qualified domain name (rather than the IP address, since the IP may change). Forexample:myfaxserver.mydomain.com. Contact your administrator to help you determine theserver's address.

Email address: Specify the email address to use when sending faxes.

When choosing this option, skip to step 8.

Table 4: Mail server settings


Screenshot 4: Specifying mail server

6. When connecting to GFI FaxMaker via email, configure the mail server details.

Option Description

Exchange2013/2010/2007/2003/2000/5.5

Select when connecting to a Microsoft Exchange mail server. Key in the mail servername or IP address in Mail server name.

Lotus Notes or SMTP/POP3 Mailserver

Select if connecting to a Lotus Notes or SMTP/POP3 Mail server. Key in:Mail server name - the mail server name or IP addressFax mailbox - the dedicated GFI FaxMaker mailbox name.

ISP or SMTP/POP3 Mail server Select if mail server is configured to forward faxes to GFI FaxMaker. Key in the mailserver name or IP address in Mail server name.

My mail server requiresauthentication

Select if the mail server requires authentication when sending email. If mail serverdoes not require authentication, skip to step 8.

Table 5: Mail server settings


Screenshot 5: Mail server authentication

7. If the mail server requires authentication, configure the following options and click Next.

Option Description

Use SSL Instructs GFI FaxMaker Client to connect and communicate with the mail server using SSL.

Use SMTPAuthentication

Instructs GFI FaxMaker Client to connect to the mail server using particular user credentials. Entercredentials in the Account and password text boxes. Select Logon using Secure PasswordAuthentication if required by the mail server.

Table 6: SMTP authentication options

8. Click Next to continue installing GFI FaxMaker Client to the default folder, or Browse to select anew installation path.

9. Click Next to start installation.

NOTE

If a printer driver warning is displayed, click option to install anyway.

10. Click Finish when installation is complete.

NOTE

If GFI FaxMaker Fax Message form cannot obtain the user’s email address from Active Directory,manually key in user’s email address.


2.3 Unattended installation

GFI FaxMaker Client can also be installed via an unattended installation.

1. Use a compression tool (such as Winrar) to extract the GFI FaxMaker Client setup.

NOTE

Ensure to extract the appropriate 32 or 64-bit version of the setup.

2. From the list of extracted files, move faxclient.msi to the client machine.

3. Open command prompt and change directory to the location of faxclient.msi.

4. Key in the following command: msiexec /i /qb "faxclient.msi" followed by the requiredparameters as follows:

Action Description

Specify which message form to use when userprints to GFI FaxMaker printer.

Use one of the following parameters:USEOUTLOOKFORM=0 - Use the GFI FaxMaker Fax Message formmethod.USEOUTLOOKFORM=1 - Use the Outlook Message form method.USEOUTLOOKFORM=2 - Use Outlook Message form, but also installthe GFI FaxMaker Fax Message form.

Choose type of connection Define how to connect to the GFI FaxMaker server :USEWSAPI=0 - Connects to GFI FaxMaker via an SMTP mailserver.USEWSAPI=1 - Connects directly to GFI FaxMaker server via WebServices.

GFI FaxMaker server details(When connecting directly to GFI FaxMaker viaWeb Services only)

Specify the GFI FaxMaker server address and user's email address:WSAPISERVER=myfaxserver.mydomain.com - specify the GFIFaxMaker server FQDN address or IP [email protected] - the user's emailaddress to use when sending faxes.

Specify type of mail server(When connecting to GFI FaxMaker via SMTP mailserver only)

Enter parameter DETAILSTYPE=value. Replace value with thetype of mail server:

DETAILSTYPE=1 - Microsoft® Exchange serverDETAILSTYPE=2 - Lotus Notes/Domino or SMTP/POP3 MailserverDETAILSTYPE=3 - ISP or SMTP/POP3 Mail server

Table 7: Unattended client installation parameters


Action Description

Specify the mail server details(When connecting to GFI FaxMaker via SMTP mailserver only)

Enter the parameters depending on the type of mail environment:Microsoft® Exchange server

Use parameter: MAILSERVER=mailserverReplace mailserver with the name or IP address of theMicrosoft® Exchange server

Lotus Notes/Domino or other SMTP/POP3 mail serversUse parameters:MAILSERVER=mailserver

FAXMAILBOX=emailaddress

Replace mailserver with the name or IP address of the mailserver.Replace emailaddress with the email address of the POP3mailbox that GFI FaxMaker retrieves emails from.

Route faxes/SMS directly to GFI FaxMaker server (For examplewhen using an ISP hosted mail server)

Use parameter:FAXSERVER=faxserver

Replace faxserver with the name or IP address of the GFIFaxMaker server

Mail server authentication details(When connecting to GFI FaxMaker via SMTP mailserver only)

If the mail server requires authentication, use the followingparameter:

MAILAUTHENTICATION=1

Add the following parameters as required:USESSL=1 - Connect and communicate with the mail serverusing SSL.USEAUTH=1 - Enables SMTP authentication. When using thisoption, add username and password parameters.SMTPACCOUNT=username - Replace username with the accountname to use to access the mail server.SMTPPASSWORD=password - Replace password with thepassword of the account to use to access the mail server.USESPA=1 - Login to mail server using Secure PasswordAuthentication.

For example:

Sample unattended install command Descriptionmsiexec /i /qb "faxclient.msi" USEWSAPI=0DETAILSTYPE=1MAILSERVER=mymailserver.mydomain.comMAILAUTHENTICATION=1 USESSL=1 USEAUTH=1SMTPACCOUNT=jsmith SMTPPASSWORD=password

Installing the GFI FaxMaker Client to connect to the GFIFaxMaker server via a Microsoft Exchange mail server. Themail server requires authentication, and uses SSL. Usercredentials are specified for authentication.

msiexec /i /qb "faxclient.msi" USEWSAPI=1WSAPISERVER=myfaxserver.mydomain.comONLINEEMAIL=john.does@mydomain.com

Installing the GFI FaxMaker Client to connect directly tothe GFI FaxMaker server via Web Services. The GFIFaxMaker server FQDN is myfaxserver.mydomain.com andthe user's email address is [email protected]

GFI FaxMaker 3 Sending faxeswith GFI FaxMaker Client | 13

3 Sending faxes with GFI FaxMaker Client

There are 3 ways to send a fax. Choose your preferred faxing method:

GFI FaxMaker Printer Driver1. Print content to the GFI FaxMaker printer from any application of your choice. Go to File > Print and

choose FAXmaker.

2. GFI FaxMaker Client automatically converts the content to fax format.

3. Use the GFI FaxMaker Fax Message Form or Microsoft Outlook to specify the fax recipient, subject andfax body.

4. Click Send to send fax.

More information...

Email1. Create a new email message.

2. Add the recipient's fax number in the To field, in the form: [email protected], for [email protected].

3. Add a subject.

4. Key in a fax message. This is displayed in the fax coverpage.

5. Attach content to fax.


More information...

GFI FaxMaker Fax Message Form1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form.

2. Add the recipient's fax number in the To field. Alternatively select a recipient from the Address book.

3. Add a fax subject.

4. Key in a fax message. This is displayed in the fax coverpage.



More information...

3.1 Printing content to GFI FaxMaker Client

After installing GFI FaxMaker Client application, a printer driver is automatically added to the list ofprinters. This enables users to "print" content to transmit via fax using this driver.

To do this:

1. Create content to fax in any application of choice that allows printing. For example, MicrosoftWord, an Accounting package, a Content management system or a Customer relationshipmanagement system.


Screenshot 6: Printing to FaxMaker printer driver

2. Select content to fax and print it to FaxMaker printer driver.

Content is automatically converted to fax format (*.fax extension) and attached to a MicrosoftOutlook message or a GFI FaxMaker Message form (depending on option chosen during installation).Specify fax recipients, fax subject and key in a message to show on the fax coverpage.

3.2 Send faxes directly from GFI FaxMaker Fax Message form

GFI FaxMaker Client includes a Fax Message form that enables creation of faxes and their content.This is an alternative to sending faxes via email and is useful when user has no email client installed.

1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form to loadthe GFI FaxMaker Fax Message form.

2. Specify all fax parameters such as recipients, subject and attachment.

A list of features available in the GFI FaxMaker Fax Message form are available in this manual. Formore information, refer to Using the GFI FaxMaker Fax Message form (page 25).

3. Click Send to transmit fax.


Screenshot 7: Composing a fax in GFI FaxMaker Fax Message form

Important notes:

1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFIFaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the faxserver. It is therefore recommended to convert content to fax format directly from the usermachine. For more information, refer to Printing content to GFI FaxMaker Client (page 13).

2. Other fax sending options can be specified in the email message, such as the coverpage to use,fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, addTextAPI commands to the first line of the email message. A full list of TextAPI command isavailable in the GFI FaxMaker API Manual, available from:

http://support.gfi.com/manuals/en/fax2014/default.htm#cshid=APImanual

3.3 Composing faxes in Microsoft Outlook

Faxes can be sent directly from Microsoft Outlook. Create a new email message and enter fax details,such as recipient, subject and attachment.

Microsoft Outlook allows use of local and network address books. Select recipients that have aconfigured fax number. Alternatively, add recipient fax number in the form:<faxnumber>@faxmaker.com, for example [email protected].

Click Send to transmit fax.



Screenshot 8: Sending a fax from Microsoft Outlook

Important notes:




3.4 Composing faxes from email client

Faxes can be sent directly from your email client application.

1. Create a new email message.

2. Add recipient's fax number in the To field, in the form: [email protected], forexample [email protected]. Multiple recipients can be added, separated by asemi-colon (;).



NOTE

When using Microsoft Outlook, you can use the local or domain address books. For moreinformation, refer to Composing faxes in Microsoft Outlook (page 15).

3. Add subject in the Subject field. This is shown in the fax coverpage.

4. Key in a fax message. This is also displayed in the fax coverpage.


6. Click Send to transmit fax.

Important notes:





GFI FaxMaker 4 How to send SMS | 18

4 How to send SMS

There are 2 ways to send SMS. Choose your preferred method:

Via email client1. Create a new email message.

2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, forexample [email protected].

3. Key in SMS text in email body.

4. Click Send to send SMS.

More information...

Use the GFI FaxMaker SMS Message Form1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form.

2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, forexample [email protected]. Alternatively select a recipient from the Address book.

3. Key in SMS message.


More information...

4.1 GFI FaxMaker SMS Message form

GFI FaxMaker Client includes a form that enables sending SMS. To send an SMS using the GFI FaxMakerSMS Message form:

1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form.

Screenshot 9: Composing an SMS in GFI FaxMaker SMS Message form

2. Specify the following SMS parameters:


Parameter Description

SMS Recip-ient

Key in recipient SMS number in To.. or CC.. fields.Alternatively enter a recipient from address book by clicking:

Insert Address Book recipient - Add recipient from the local GFI FaxMaker address book. Formore information, refer to GFI FaxMaker Fax Message form address book (page 27).

Insert Outlook Contact - Load list of Microsoft Outlook contacts. Select user to send SMS to.

SMS text Key in the text to SMS.

Table 8: SMS sending options

3. Click Send to transmit SMS.

NOTE

SMS messages can contain a maximum of 160 characters. Messages exceeding 160 characters aresent as multiple messages. For non-Latin characters, such as Arabic and Chinese characters, themaximum is 70 characters.


4.2 Sending SMS from email client

SMS can be sent directly from your email client. To do this:

1. From your email client application, select option to compose a new email.

2. Specify the following SMS parameters:

Parameter Description

SMS Recipient Key in recipient SMS number in the following format:<smsnumber>@<sms domain>.com - for example [email protected]

Ask your network administrator for your environment's SMS domain.

SMS text Type SMS message text in the email body area.

Table 9: SMS sending options

3. Click Send to transmit SMS.

Important notes

1. SMS messages can contain a maximum of 160 characters. Messages exceeding 160 charactersare sent as multiple messages. For non-Latin characters, such as Arabic and Chinese char-acters, the maximum is 70 characters.

2. Default email signatures will be included with your SMS message. Consider removing email sig-natures as these contribute to character count.

3. It is not possible to select recipients from Microsoft Outlook address book. To do this, use theGFI FaxMaker SMS Message form. For more information, refer to GFI FaxMaker SMS Messageform (page 18).

GFI FaxMaker 5 Receiving faxes | 21

5 Receiving faxes

All incoming faxes are received in your mailbox as emails with subject New fax message from:<faxnumber>.

The email body contains information about the fax. Double-click attachment to view received faxcontent.

Screenshot 10: Received faxes in Microsoft Outlook

GFI FaxMaker 6 TheGFI FaxMaker FaxViewer | 22

6 The GFI FaxMaker Fax Viewer

The GFI FaxMaker Fax Viewer enables management of fax files (*.fax extension) and viewing, editing,printing and storing of faxes.

Load the GFI FaxMaker Fax Viewer from Start > Programs > GFI FaxMaker Client > GFI FaxMakerViewer or by double-clicking a fax file (*.fax extension).

Screenshot 11: Fax loaded in GFI FaxMaker Fax Viewer

GFI FaxMaker Fax Viewer options:

6.1 Fax management 22

6.2 Editing faxes 23

6.1 Fax management

The following table shows the functions for managing faxes in GFI FaxMaker Fax Viewer.


Function Description

Viewingfaxes

Double-click a fax file (*.fax extension) to view fax in GFI FaxMaker Fax Viewer.

Savingfaxes

Navigate to File > Save as.... Specify location, filename and extension.

Printingfaxes

Navigate to File > Printand select printer. Configure printing options from File > Print setup....

Creatingfaxes

Navigate to File > New... to open a new fax sheet.NOTE: It is recommended that faxes are created in another tool and converted to fax format by printingcontent to GFI FaxMaker printer driver. For more information, refer to Printing content to GFI FaxMakerClient (page 13).

Zoom From the Zoommenu, select the zooming level for viewing fax content. A number of zooming options areavailable, such as zooming in and out, fitting page to window width or height, or zooming to a specific per-centage or ratio.

Navigatingpages

If a fax contains multiple pages, you can navigate through the pages. From the Page menu, select NextPage or Previous Page to go to the next or previous pages respectively. Click Page > Goto Page tonavigate to a particular page number.Alternatively, select the page to navigate to from the Pages toolbar.

You can also view all pages in Thumbnails format. Navigate to View > Thumbnail view. Double-click onpage to view.

Toolbars Select the toolbars to show/hide from the Viewmenu. Toolbars provide quick access to various functions.

Previewingfaxes

After editing a fax, preview how it is viewed when transmitted in black & white format. Navigate toAnnotation > B&W Preview.To close preview and continue editing fax, navigate to Annotation > Show.

Pageinformation

Navigate to View > Image info... to load information about the current page.

Table 10: Managing faxes in GFI FaxMaker Fax Viewer

6.2 Editing faxes

The following table shows the functions available for editing faxes in GFI FaxMaker Fax Viewer.


Rotatingpages

Navigate to Page menu and select:Rotate left - Rotate page 90 degrees anti-clockwise

Rotate right - Rotate page 90 degrees clockwise

Flip - Rotate page 180 degrees

Deleting con-tent

Navigate to Annotation > Eraser and select area to erase.

Hiding con-tent

This feature allows hiding of sensitive information prior to transmitting a fax. Navigate to Annotation >Selection pointer and select area to hide. Navigate to Edit > Black out region to hide the selectedarea.

Insertingshapes

A number of shapes can be inserted from the Annotations toolbar or Annotationmenu:Rectangle

Circle

Lines - Use mouse to insert and size line. From the Line style toolbar, set line weight.

Arrows - From the Line style toolbar select the arrow style to use. Selected arrow style is auto-matically added when inserting a new line.

Table 11: Editing faxes in GFI FaxMaker Fax Viewer



Shape colors Use the picker tool (Annotation > Picker tool) to select shapes. Select the color to apply from theColors/shades toolbar.NOTE: Colors are converted to grayscale on saving fax file.

Inserting text Navigate to Annotation > Typed text. Use mouse to insert and size a text box. Key in text.Text can be formatted from the Formatting toolbar.

Resizingshapes

Use the picker tool (Annotation > Picker tool) to select shape to resize. Use mouse to change shapesize.

Aligning con-tent

Select one or more objects using the Picker tool and use the Alignment toolbar to set the followingpositioning properties:

Align left / right / top / bottom / centers - Align two or more shapes to a common side or cen-ter margin. Shapes are aligned to the shape that was selected first.

Bring to front - When there are multiple shapes on fax, use this function to show selected shapeon top of other shapes.

Send to back - When there are multiple shapes on fax, use this function to send selected shapebelow other shapes.

Insertingimages orstamps

Navigate to Annotation > Rubber stamps. Select shape to insert and click Accept. By default, GFIFaxMaker includes a number of commonly used stamps. Click Add to add more images to the list ofstamps. Image must be in *.bmp format.

Inverting col-ors

Navigate to Page > Invert to invert all fax colors.

Imageenhancements

Fax files cannot contain colored content. Use the image enhancement feature to specify the darknesslevel that colored shapes should be stored in. Navigate to View > Image enhancement and select thelight/dark level to store fax.

Highlightingcontent

Navigate to Annotation > Highlighter and use mouse to insert a highlighted rectangle.

GFI FaxMaker 7 Using theGFI FaxMaker FaxMessage form | 25

7 Using the GFI FaxMaker Fax Message form

The GFI FaxMaker Fax Message form provides a number of options when sending faxes.

Screenshot 12: Composing a fax in GFI FaxMaker Fax Message form

Option Description

Create newfax message

Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message Form.

Fax recip-ients

In the To text box, key in one or more recipient fax numbers. Alternatively, click To to insert recipientsfrom address book.

Recipientsin CC

Key in one or more recipient fax numbers to include in CC. Alternatively, click Cc to insert recipientsfrom address book.

Subject Key in the fax subject in the Subject text box. This is inserted in the fax coverpage.

Fax message Type message in the text area of the form. This is inserted in the fax coverpage.

Attachment Click File... button or navigate to Insert > File attachment... to select attachment to fax.NOTE: This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFIFaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It istherefore recommended to convert content to fax format directly from the user machine. For moreinformation, refer to Printing content to GFI FaxMaker Client (page 13).

Preview faxbefore trans-mission

GFI FaxMaker Client allows faxes to be previewed before these are transmitted. To do this, selectRequest preview. For more information, refer to Previewing faxes before transmission (page 26).

Signature To append a signature to all faxes:1. Click Options.2. In the Format tab, select Append signature.3. Click Edit signature... to key in or modify signature text.4. Click OK.5. Close and restart the GFI FaxMaker Fax Message form.

Table 12: GFI FaxMaker Fax Message form options


Option Description

Fax res-olution

Specify the fax resolution from the Format menu.Alternatively, click Options and set High or Normal from the Resolution drop-down list.

Importance Set fax importance from the Format menu. Alternatively, click Options and from the Delivery tab, setHigh, Normal or Low from the Importance drop-down list.

Coverpage Enable coverpages to include a covering page to the fax.1. Click Options.2. In the Format tab, select Send coverpage.3. Select which coverpage to use:

Default coverpage: To use the default coverpage as configured by your administrator, leave Cover-page name field empty.

Custom coverpage: Key in the name of the coverpage to use. Check with GFI FaxMaker admin-istrator about the names of configured coverpages.

4. Click OK.

Billing code If administrator enforces use of billing codes, click Options and from the Delivery tab, specify yourBilling code.

Scheduling A fax can be transmitted at a particular date or time. To specify when to transmit a fax:1. Click Options.2. In the Delivery tab, select Send the fax at the following scheduled time.3. Specify the time and date when to transmit fax.4. Click OK.

When all content is added and settings configured, click Send to transmit fax.

NOTE

If Request preview is enabled, the fax is not transmitted until the preview is approved. For moreinformation, refer to Previewing faxes before transmission (page 26).

7.1 Previewing faxes before transmission

After composing faxes in the GFI FaxMaker Fax Message form, you can preview fax before this istransmitted. The preview consists of all content converted to fax format and including other changesconfigured on GFI FaxMaker server, such as addition of coverpage and headers/footers.

To preview a fax before transmission:

1. Click File > Request Preview.

2. After finalizing the fax, click Send.

3. Fax is processed by GFI FaxMaker but not transmitted. GFI FaxMaker sends back the fax as an emailattachment to your mailbox. The email will have a subject that contains an identification code, forexample [::send=pbc123ff].

4. Review the attached fax content.

5. To confirm fax content and proceed to transmission, reply to the email message received from GFIFaxMaker.


NOTE

1. Do not alter any content of the email message, such as the To or Subject fields.

2. Any changes required in the fax content should be done from the GFI FaxMaker Fax Messageform.

2. A fax sent for preview must be confirmed within 1 day, otherwise it is deleted.

7.2 Resending faxes and SMS

GFI FaxMaker stores copies of sent faxes and SMS on the server - failed items are stored for 1 weekand successful items for 2 days. This enables quick resending of these faxes/SMS.

NOTE

To resend failed items that are older than 1 week and successful items that that are older than 2days , recompose the fax/SMS.

To resend a fax/SMS, reply to the transmission report that GFI FaxMaker sends after transmission. Inthe reply email:

Do not edit the subject field. It contains code for GFI FaxMaker to locate your fax/SMS.

The recipient of the email is automatically set to the recipient's number. If required, this can beedited.

The transmission report is not included in the fax/SMS. GFI FaxMaker resends the fax/SMS identic-ally as the original.

7.3 GFI FaxMaker Fax Message form address book

The GFI FaxMaker Client address book enables you to store and manage lists of recipients, contactdetails and their particulars.

NOTE

When using Microsoft Outlook, you can use and manage contacts directly from the MicrosoftOutlook address book. Click Insert > Recipients from Outlook Contacts... to launch the MicrosoftOutlook address book.

Load the GFI FaxMaker address book from Insert > Recipients from FaxMaker address book....


Screenshot 13: The GFI FaxMaker address book

The GFI FaxMaker address book contains:

Address books - Store of contacts and groups. Multiple address books can be created.

Groups - Contacts can be classified together in groups. Groups can be used to create fax broad-casts to all contacts within the group.

Individual recipients - One contact within the address book that contains a single recipientdetails.

Address books


Creating a newaddress book

1. From the GFI FaxMaker Address Book, click Options and select New Address Book.2. Key in Address book name.3. To create a shared address book, select Global directory.4. Click OK.

Deleting addressbooks

1. From the GFI FaxMaker Address Book, select the address book delete.2. Select Options > Delete address book.3 Click Yes to confirm.

Exporting addressbooks

Contacts in address book can be exported to a comma seperated file.1. Select the records to export. Press and hold Shift to select multiple recipients.2. Click Options > Export to ASCII file.3. Select directory and specify file name for ascii file.4. Click Save.

Table 13: Managing address books



Importing addressbooks

Contacts can be imported from a comma seperated file with a .txt extension. Each record must beon a separate line and in the following format:First Name, Last Name, Company, Department, Email address, Fax Number, VoiceNumber

NOTE: If a field is empty, this must still be included. Key in two double quotes ("") followed bycomma.1. From the GFI FaxMaker Address Book, select the address book where to store importedcontacts.2. Click Options > Import from ASCII file....3. Select the file to import and click Open.

Groups


Adding groups 1. From the GFI FaxMaker Address Book, select the recipients to add to a group. Press and holdShift to select multiple recipients.2. Click Options and select Add to group....3. Select an existing group or key in a new group name.4. Click OK.

Viewing contacts ingroups

From the GFI FaxMaker Address Book, select the group to display contacts for in the Currentgroup drop down list.Contacts within that group are displayed in the viewing area.

Deleting groups To delete a group and all contacts within the group:1. Select the group to delete from the Current group drop down list.2. Click Remove.3. Click Yes.

Sending a fax to agroup

To send a fax to all contacts within a group:1. From the GFI FaxMaker Address Book, select the group from the Current group drop down list.2. Click OK.3. All members within the group are automatically added to the list of fax recipients.

Table 14: Managing groups

Individual recipients


Addingnew

1. From the GFI FaxMaker Address Book, select the address book and group where to create the newrecipient.2. Click Add.3. Key in recipient details.4. Click OK.

Edit 1. From the GFI FaxMaker Address Book, select the user to edit.2. Click Edit....3. Edit recipient details and click OK.

Delete 1. From the GFI FaxMaker Address Book, select the user to remove.2. Click Remove.3. Click Yes.

Table 15: Manging individual recipients

7.4 Connecting to GFI FaxMaker

The GFI FaxMaker Client provides two different ways to connect with GFI FaxMaker when sendingfaxes; namely via HTTP or SMTP.

From the GFI FaxMaker Fax Message form, click Options and go to the Connection tab.


Key in your email address in the Email address field. When sending faxes, this address is shown as thesender.

In Connection type, select a connection method:

HTTP With this approach a direct link with GFI FaxMaker is established. Configure the following options:GFI FaxMaker server name: Key in your GFI FaxMaker server FQDN or IP address. If in doubt,contact your administrator to help you determine the server's name. It is recommended to usethe server's fully qualified domain name (rather than the IP address, since the IP may change).For example:myfaxserver.mydomain.com

Port: The GFI FaxMaker Web Services port which by default is 8555. Change the port only wheninstructed by the GFI FaxMaker administrator.

SSL: Select if a secure connection is configured for GFI FaxMaker Web Services. By default thisoption is off. Change this option only when instructed by the GFI FaxMaker administrator.

Click Test Connection to check the configured settings. If the test fails, contact your administratorto verify the server settings and retry the test.

SMTP mailserver

Faxes are sent to GFI FaxMaker via SMTP (email format) using an email server.Key in your mail server details:

Mail server name/IP: Enter the name or IP address of the mail server

Port: The SMTP port used by the mail server. Default value is 25.

SSL: Instructs Client to connect and communicate with the mail server using SSL.

Requires Authentication: Instructs Client to connect to the mail server using particular usercredentials.

Username and Password: Enter credentials.

Secure Password Authentication: Select this option if Secure Password Authentication isrequired by the mail server.


Screenshot 14: Connecting to GFI FaxMaker via HTTP

7.5 Specify email address

Your email address is important when using the GFI FaxMaker Fax Message form as this will be used todefine the sender of faxes and for transmission reports.

if an email address is not automatically detected from your logged in account, when launching theGFIFaxMaker Fax Message form the first time, key in your email address.

Screenshot 15: Specifying email address


7.5.1 Changing email address

To change email address:

1. From GFI FaxMaker Fax Message form, click Options button or navigate to View > Options.

2. From Connection tab, edit the text of the Email address field.

3. Click OK.

8 Index

*

*.fax 14-17, 22, 25

A

Address book 7, 13, 18-19, 25, 27

Authentication 9, 12, 30

B

Billing 15-17, 26

C

Coverpages 26

D

Default coverpage 26

E

Email address 8, 11, 30-31

F

Fax resolution 26

faxmaker.com 13, 15-16

G

GFI FaxMaker Client 18

GFI FaxMaker Fax Message form 14, 25, 27

GFI FaxMaker Fax Viewer 22

GFI FaxMaker SMS Message form 18

H

Hide content 23

Highlighting content 24

I

Image enhancements 24

Installation 4-5, 11, 14

ISP hosted mail server 12

M

Mail server settings 8

Microsoft Outlook 4, 7, 13-15, 17, 19-21, 27

P

POP3 9, 11

Port 30

Previewing faxes 23, 26

Printers 13

Printing to GFI FaxMaker 13

R

Request Preview 26

Resending SMS 27

S

Secure Password Authentication 10, 12, 30

Sending faxes 4, 7, 11, 13-14, 25, 29

Signature 25

smsmaker.com 18, 20

SMTP/POP3 mail servers 12

SSL 10, 30

Supported operating systems 5

System Requirements 5

U

Use SMTP Authentication 10

Use SSL 10

GFI FaxMaker Index | 33

USA, CANADA AND CENTRAL AND SOUTH AMERICA

4309 Emperor Blvd, Suite 400, Durham, NC 27703, USA

Telephone: +1 (888) 243-4329

Fax: +1 (919) 379-3402

[email protected]

UK AND REPUBLIC OF IRELAND

Magna House, 18-32 London Road, Staines-upon-Thames, Middlesex, TW18 4BP, UK

Telephone: +44 (0) 870 770 5370

Fax: +44 (0) 870 770 5377

[email protected]

EUROPE, MIDDLE EAST AND AFRICA

GFI House, Territorials Street, Mriehel BKR 3000, Malta

Telephone: +356 2205 2000

Fax: +356 2138 2419

[email protected]

AUSTRALIA AND NEW ZEALAND

83 King William Road, Unley 5061, South Australia

Telephone: +61 8 8273 3000

Fax: +61 8 8273 3099

[email protected]

mailto:[email protected]




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