FaxOut is a fax sending tool, embedded on the RingCentral Online account, to send out faxes from your computer even without a fax machine. Using FaxOut, you may send faxes to a single contact or a contact group right away or on a selected schedule.
Log in to your RingCentral Online Account.
Click FaxOut, located at the upper right portion of the page right below the Logout link.
Enter the Recipient's Fax Number.
You can enter the Recipient's fax number on the box provided. If you want to send the fax to multiple recipients (up to 50), you can enter the fax numbers separated by commas or semi-colons.
To include the Name of the Fax Recipient in the Fax Cover Page, format should be “firstname lastname”<space>Fax number. Example: "James Reid" (6505393557)
NOTE: By using this method, only the Recipient's Name and Fax Number can be included in the Fax Cover Page.
NOTE: The Fax Recipient's information is auto-populated in the Fax Cover Page. This information is based on what is supplied in your Personal Contacts list.
If you want to include a Cover page to the Fax message, continue below.
If you want to send attached files only (no Cover page) as a Fax message, skip to Step 5.
Include a Cover Page
Tick the box I want a cover page.
When you select I want to cover page, you will have the option to Select a Cover Page template from the drop-down list.
To preview your selected cover page template, click the Preview button.
IMPORTANT: The Preview button will only show the image of the cover page template that you have selected. This image will not include the Recipient's information, your information, and the note that you have typed in the Cover Page Notes box.
After selecting the Cover Page template, type your message/note in the box provided for the Cover Page Notes.
To attach documents to your Fax message, click the source of the files to be attached.
If you want to attach a document from your cloud storage (Dropbox, Box, or Google Drive), you will need to authorize RingCentral service to access your cloud documents.
NOTE: To prevent fax attachment issues, • Ensure that the attached files are supported. The file name of attached files should not include ampersands (e.g. &) or other special characters.
• Ensure that the number of pages do not exceed 200 pages per attachment.
• Ensure that the total size of attached files do not exceed 20 MB.
• If you need to send a file larger than 20 MB or a file with more than 200 pages, you may need to split it into multiple files and send those files separately to meet the above requirements.
You can schedule your fax to be sent immediately or at a later time.
To send your fax immediately, tick Send Now, and then click Send Now.
To cancel a fax that has already been sent but not answered yet, go to Outbox Folder.
To send your fax at a later time, tick Schedule, and then choose the Date and Time when RingCentral will send the fax message.
Once the Date and Time is set, click Schedule.
NOTE: The fax message that you scheduled to be sent at a later time will be saved in your Outbox folder.
For steps on how to cancel a scheduled fax, scroll down or go to Outbox Folder.
Checking the Status of a Fax message
When you Send or Schedule a fax, the fax message is saved in your Outbox folder until it is answered by the Receiving Fax number. To access your Outbox folder, follow the steps below:
If you are a User with no Administrator access, click the Messages tab on your RingCentral Online account.
If you are an Administrator, you have to switch to My Extension view, and then click the Messages tab.
RingCentral will need to process and covert your fax message into a format that regular fax machines can read before sending. You can still cancel your fax message before it is sent or answered by the receiving number.
If the view button on a fax message is grayed out, it means that RingCentral has not attempted to send it yet, which means that you can still cancel the fax message.
IMPORTANT: If the view button on a fax message is illuminated, it means that RingCentral has started to send it. Once RingCentral has attempted to send your fax message, it can no longer be cancelled even after deleting it from your Outbox folder. When the fax failed to send on the 1st attempt, RingCentral will automatically attempt to resend the fax within 5-10 mins after the attempt. This is useful when the Recipient's number is busy. When the fax still fails to send on the 2nd attempt, RingCentral will resend the fax for the last time and marks it as failed when it still fails on the 3rd attempt.
NOTE: When your fax message has been sent successfully, the fax will disappear from the Outbox folder and move to the Sent items folder. When the fax message failed to send (3rd attempt), it stays in the Outbox folder so you can attempt to resend at a later time.
For more information on why the fax sending failed, you can check the Call Log section of your account.
The example below shows the Call Log section filtered to show the status of Sent Faxes .
Under the Call Log section, open the Advanced Features, filter the following information and click the Show button.• Date: You can specify the date or choose to show logs for the last 7, 30 or 60 days.
• Type of Call: Select Fax
• Direction: You can choose to show Inbound, Outbound or Both.
On the sample log below, it shows the Recipient's Fax Number under the Phone Number column, and the status of the sent fax under Results. When you hover your mouse over the result, you will get a bubble showing more information about the result.