How to use Mitel eFax
Relevant to: Faculty and Staff
Introduction:
Before using eFax, you need to setup a shared mailbox in Outlook to be able to send and receive faxes. If you are unsure of the shared mailbox name, your department secretary should have it or you can contact the Service Desk at ext. 2420.
Sending an eFax
You can use MiCloud Connect Fax to send a fax via email. For information about your cover page included with your fax, please use the Mitel Oneview link below in step 3.
1. Compose an Email message addressed to one of the following, depending on your account location:
2. Add attachments: You can attach as many documents and other files as you want to your fax, just as you do when
attaching to regular Emails. Converting files to a PDF will eliminate issues with font styles. Make sure to check
your work and send.
3. The following Mitel url will provide additional information: https://oneview.mitel.com/s/article/Using-Mitel-Connect-CLOUD-Fax
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Faxing to U.S., Canada, or the Caribbean:
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Example;
17325551212@shoretelfax.com
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Always use "1" plus the area code and fax number, even if you are faxing to a local number.
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Faxing to all other countries:
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Example;
81312345678@shoretelfax.com
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Always begin the fax number with the country code. Do not use the country's international calling access code of "011" or "00." The example to the left is for sending a fax to Japan, where the country code is "81"
· Note: If attempts to send faxes to international fax numbers are not successful, contact ShoreTel Sky Support.
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Cover Page Option is Selected by Default
A system generated cover page will be created automatically and is included as the first page of each fax. A fax cover page consists of the date, the department’s shared fax email, the number of pages in the fax, and the following sections, which are populated from the content in the email that is used to send the fax:
- From - Populated with the user's name
- To - Populated with the fax recipient's "To" email address, which is faxnumber@shoretelfax.com
- Subject - Populated with the text typed in the "Subject" line of the email
- Comments - Populated with the text typed in the body of the email
If you type a lot of text in the email, the Comments will continue on a second cover page. Any documents that you attach, such as a Word doc, Excel file, or JPEG image, will follow the cover page with each document starting on a new page. If you do not include any text in your email, the cover page is still included, but the Comments area is not populated.
Attaching Documents
You can attach documents and other files to the email you are faxing, as many as you want, just as you do when attaching documents to regular emails. The following are a few things you can do to maximize your success when faxing attachments:
- Do not send password-protected documents. The ShoreTel Sky Fax network cannot convert a password-protected document into a fax because the network does not have access to the password that is required to "print" the documents to a fax-compatible format.
- Each attached file is displayed on its own page.
- The order in which attached files are displayed is random.
- Each image, whether embedded in the body or signature area of an email, is treated the same as a file attachment.
- It is recommended that you print or save documents to a PDF and attach the PDF to the fax email. Printing to a PDF ensures that graphics are embedded and eliminates issues with fonts. If you are not able to print files to a PDF before attaching them to the fax email, use the following tips:
- Make sure any graphics or other files that are referenced in your document are embedded in the document and not just linked to another source such as your hard drive or a web site. Linked objects are omitted from faxed documents.
- Avoid using unusual fonts. If you use a font that the email system does not contain and the font is not embedded inside your document, the system can only substitute another font.