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Faxing User Guide

This guide will provide instructions for performing the most commonly used features in RightFax. If this guide does not cover a function you are curious about, check the Further Resources section.

Using RightFax

Creating/Sending a New Fax

  1. Select the New Document button (this can also be done by pressing Ctrl+N), this will open the Fax Information dialog box.
  2. At minimum, you will need to add the Name and the Fax Number of the fax recipient in the correct fields. Be sure that you are following PSU's dialing plan when entering the recipient's fax number.
    Note: If you have set up your RightFax Phonebook, you could select your contact by selecting the "Phonebook..." button, double-clicking the contact you'd like to add, and pressing the OK button. You can select any number of recipients and they will be represented in the Current Recipients box at the bottom. If you select multiple recipients, the total number of recipients will be represented in the Name box, not the names of the recipients.
  3. Specify your cover sheet notes and option, file and library attachments, and other sending preferences.
  4. Select Send to fax the document.

To Include a Cover Sheet with Your Document

  1. In the Fax Information dialog box, select the Use Coversheet option.
  2. Select the Cover Sheet Notes tab.
  3. In the Notes box, you can add up to 21 lines of text which will be sent on the front of the fax cover sheet.
  4. In the Comments for your Records Field, you can add a line of text that will not be sent but will appear in your FaxUtil window.
  5. If you click the More Options tab, you can change your cover sheet (the default will be a Portland State University cover sheet, which we recommend).
  6. You can add your contact information to the cover sheet by filling in the From box fields, this information will then appear on the cover sheet.

To Attach Files to Your Fax

  1. In the Fax Information dialog box, select the Attachments tab
  2. Select a document by first pressing the Browse button (the file folder icon in the upper right hand corner of the the Available Attachments box). You will see the document name appear in the bottom box, labeled Selected Attachments.
  3. When you are finished with ALL of your choices, select the Send button and the system will send your fax with the selected documents attached.

To Send a Fax Through the Virtual Printer

  1. On any file or document, select the Print command.
  2. Select the RightFax Fax Printer option from your list of choices.
  3. Enter your username and password, when prompted.
  4. Send the fax as you would normally.

Adding Phonebook Entries (Individual)

  1. Select the Open Phonebook button in the FaxUtil toolbar (or you can press Ctrl+B).
  2. Select the New Entry button.
  3. Enter a name in the ID box.
  4. Enter the fax number in the Fax Number 1 box, being sure to use all PSU dialing instructions.
  5. Complete the rest of the boxes for your phonebook entry.
  6. Choose any options that are applicable.
  7. Select the OK button and the new entry will appear in your phonebook.

Adding Phonebook Entries (Group)

  1. Select the Open Phonebook button in the FaxUtil toolbar (or you can press Ctrl+B).
  2. Select the New Group button.
  3. Enter a name for the group in the ID field.
  4. Select all of the Phonebook entries you want included on your list and press the Add to Group (>>) button.
  5. Select the OK button and the new entry will appear in your phonebook.

To Forward a Document to a Fax Number

  1. Select the document you'd like to forward, then select the Forward to New Number button.
  2. Complete the addressing boxes in the Fax Information dialog box.
  3. Select the OK button to send.
    Note: If you forward an item, you will keep a copy of it in your fax mailbox.

To Forward a Document to Another RightFax User at PSU

  1. Select the document you want to forward and select the Forward to User button.
  2. This will open a list of RightFax users at PSU, select the group(s) you want to forward the item to.
  3. Select the OK button to send.
    Note: If you forward an item, you will keep a copy of it in your fax mailbox.

To Route a Document to Another RightFax User at PSU

  1. Select the document you want to route and click the Route to User button.
  2. This will open a list of RightFax users at PSU, select the group(s) you want to forward the item to.
  3. Select the OK button to send.
    Note: If you route an item, you will NOT keep a copy of it in your fax mailbox.

FaxUtil Screen Layout


RightFax Viewer Screen Layout


Note: The OCR function is not enabled on the PSU RightFax System.

Further Resources

For further training, we recommend these training videos:

If you are having technical issues or need assistance with RightFax, or if you have questions regarding how your group could take advantage of RightFax, contact Telecommunication Systems. Please be ready with all of the information you have about the error or problem you are experiencing.

You can also contact the Helpdesk for additional assistance.