Phone.com University

Phone.com University – Sending Faxes/Checking Voicemail

by Derrick Lewis

Welcome to our final chapter of the free trial overview! I hope I have given you a good sampling in these past three courses on the basic navigation of a free trial account. We have covered such topics as forwarding your number as well as adding a new number to your account. With all of this combined knowledge you should be more comfortable with basic navigation and ready to explore further. In this final course, we are going to wrap things up and show you the quick and easy way to send faxes and check your voicemail!

1. We’ll start by logging into our account. In the top right corner of the screen, you’ll see a button that says “Set Default Extension.”  Go ahead and click that, and you’ll be prompted to choose which extension on your account you would like to set as the default. In a free trial setup, you generally start with only one extension, so we’ll just choose extension 500 for simplicity. Click the orange “Set Default” button to move forward.

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2. You now have some new, quick options to do some basic, every day functions on your account such as view your “Inbox,” place a “Call” and send a “Fax.”  All of these are available in one click!

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3. To check your “Inbox” for new voicemails, simply press the “Inbox” button and you’ll be taken to your extension’s voicemail inbox.  This inbox also contains any faxes and SMS messages that you have received from others.

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4. The extension shortcut in the top right corner of your page just so happens to appear no matter what page you are on. Let’s jump on over to sending a fax, which is equally simple.  Click the “Fax” button in the shortcut bar to get to the faxing page. There are several options on this page to cover. 

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For starters, “Fax Number (1)” is where you enter the fax number you are sending to. Moving on down, “Use a Cover Page (2)” is entirely optional.  If you do decide to toggle it you can enter various cover page information such as names of the sender and receiver, as well as a brief memo. “Choose file (3)” is what you’ll want to select to upload your actual fax file. Accepted filed types include doc, docx, html, jpg, pdf, ppt, pptx, rtf, tif, txt, xls, and xlsx.  Finally, “Preview Fax (4)” is the final button you’ll push once all of your fax information is finalized.

5. When you’re ready to send the fax file that you have uploaded, simply click the “Preview Fax” button and on the next screen you’ll be presented with a preview of the fax you are going to send. If everything looks as intended, go ahead and press the orange “Send Fax” button in the bottom right corner of your screen. That’s it! If you elected to have a confirmation email sent to you, be on the lookout for a message to make sure your fax sent successfully. 

If your fax doesn’t happen to send successfully, here are some helpful tips for a successful transmission:

  • If you are trying to send a fax longer than 10 pages, try splitting the fax up into multiple sections of 10 chunks.
  • Make sure that the resolution on your faxes is set to 72ppi.
  • Confirm that all of your pages are oriented the same way. For example, if you have 9 pages that are vertical with one horizontally aligned page, change the orientation of that horizontal page to vertical.

That’s all for this week! For those of you that prefer some interactive, hands-on learning, check out the video below. Remember to tune in next Monday and we will jump into some small business themed setups!