MS Outlook: Send a Fax

HOW TO SEND A FAX USING OUTLOOK

In June 2022 TCC discontinued using copiers for faxing. Faxing is done strictly using the Outlook client or online Outlook.​​​​​​​

Rightfax is the name of our fax system.

All Outlook users may “Send” faxes using email but only those users who have been assigned a fax number may “Receive” a fax.

There are a few departments who still use analog fax lines due to security requirements. If unsure, please reach out to your department supervisor, but please note this is a very limited audience that use this method.

Typically, if you want to fax a document (in which you only have on paper) use the copier to scan-to-email the document (to yourself) and once it is in your mailbox save the document to your device. You can then attach the scanned doc to the email-fax like any other email attachment.

Otherwise you can just attach the necessary documents to an email using the steps below:

Steps to faxing using Outlook and attach any documents you wish to fax.

1. ​​​​​​​Open Outlook
2. Create a New Message; fill out the subject line as needed
3. In the recipient field of the message enter the fax number followed by "@fax.tccd.edu"
        Local Fax Number: In the “To” line use the following syntax:
        area code + 7-digit number+ @fax.tccd.edu
        For Example: 8175150563@fax.tccd.edu 
   • In the Example:   8171234567@fax.tccd.edu  
     • 817 = 3 digit area code 
     • 1234567 = 7 digit phone number 
     • @fax.tccd.edu = which tells the Exchange Relay server that this is a fax 
4. Attach necessary documents and hit send
5. Long distance fax requires a ‘1’ before the area code: 1817#######
        Long Distance Fax Number: In the “To” line use the following syntax:
        1 + area code +7-digit number + @fax.tccd.edu
        example: 13125896565@fax.tccd.edu
6. ​​​​​​​Attach necessary documents and hit send

NOTE: Recently some users have been receiving permission errors when attempting to fax using Outlook.

If you find that you are unable to fax, please open a TDX ticket, as this maybe solved by requesting that a Rightfax number be assigned to your email address, shared mailbox or email enabled public folders. Or it maybe the department already has a Rightfax number assigned to a shared mailbox and permissions may need to be adjusted. Getting a TDX ticket open will be the quickest way to sort and resolve these issues if the above steps do not work and you get an error message. Be sure to attach a snip of the error message to the TDX ticket.