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Concord Fax OnlineforMicrosoft OfficeUser GuideVersion 2.2October 2010

Concord Fax Online for Microsoft Office: User GuideTable of ContentsIntroduction . 3Getting Started: Enabling Internet Fax for Microsoft Office . 3Establishing User Preferences. 4Profile - Customer Contact . 5Password . 5Preferences . 6Options . 6Display Options . 7Receiving Email. . 7Sending Email. . 8Activate PC. . 9Activity Reports. . 10 - 11Sending a Fax Using Microsoft Office Applications . 12-13Coversheet. 14- 15Addressing Your Internet Fax. . 16Receiving Faxes. . 17Making Changes To Your Outbound Fax Service . 17Email Notification . 18Getting Help. . 18Contacting Concord Technologies Customer Service . 18Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)2

Concord Fax Online for Microsoft Office: User GuideIntroductionWelcome to Concord Fax Online for Microsoft Office. This User Guide will provide you with information andinstructions on how to use your Concord Fax Online for Microsoft Office service. This service is a simple and costeffective way to send all of your faxes directly from Microsoft Office 2003/2007 applications and receive them inOutlook 2003/2007.Please be aware of the fact that you must have both Microsoft Outlook 2003/2007 and Microsoft Office2003/2007 in order for the Microsoft Internet Fax feature to work.This User Guide explains: How to send and receive faxes using the Internet Fax for Microsoft Office service. How to adjust your outbound fax settings. How to configure your notification settings. Customer Support options.Getting Started: Enabling Concord Fax Online for Microsoft OfficeDuring the signup process for an Internet Fax for Microsoft Office service, you were prompted to run theactivation file by clicking on Download Activation Tokens (see Figure 1). These security token prepareMicrosoft Outlook and all Microsoft Office applications to use the Concord Internet Fax feature.Figure 1: Account activation and downloading of security tokens.After downloading these Security Tokens, you are automatically forwarded to the Concord AccountAdministration Center (AAC). This section will enable you to establish your inbound and outbound userpreferences, change your password, as well as perform other administrative tasks.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)3

Concord Fax Online for Microsoft Office: User GuideEstablishing User PreferencesBefore you start faxing, you will need to confirm your User Preferences. You will have been automaticallyforwarded to this section, but the Concord Account Administration Center is also accessible by visiting theConcord website (www.concordfax.com) and clicking on the “My Account” tab.Enter your assigned fax number and password in order to login. If you have forgotten your password, you mayrecover by clicking on the "Forgot Password?" link on the login page. Follow the prompts and your password willbe sent to the email address recorded for your account.Figure 2: The AAC login page. The forgotten password recovery mechanism will send a new password to the email accountregistered for the fax number provided.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)4

Concord Fax Online for Microsoft Office: User GuideProfile – Customer ContactAfter logging in, the completed Customer Contact page under the Profile area will be displayed. (See Figure 3).By default, you are greeted by the Customer Contact page under the Profile area when you log in.Figure 3: This screen displays your contact information.On the Customer Contact page you can edit your name, address, and other contact information. Please confirmthat all of the information in the Customer Contact section is accurate.You may also navigate to this area by selecting Contact Info under Profile in the menu bar located in the lefthand margin of the AAC.If you wish to verify or change your Password, please navigate to the Password option under Profile in the menubar located in the left-hand margin of the AAC. Otherwise, please click on Preferences, also located in the lefthand margin.PasswordFrom this screen, you may verify and change the Password, or PIN that was issued to you. (See Figure 4) Tochange your password, enter the password originally assigned to you (“Current Password”) and then type in yournew password in the “New Password” and “Verify Password” fields. After this, click on the „Submit‟ button toinitiate the change. Passwords must be numeric and between 4 and 10 characters in length.Figure 4: Verify and change your password here.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)5

Concord Fax Online for Microsoft Office: User GuidePreferencesTo edit your preferred settings for your Internet Fax for Microsoft Office, please click on Preferences in themenu area in the left hand margin of the screen. There are 6 choices to select from in the Preferences area:Options, Display Options, Receiving Email, Sending Email, Activate PC, and Phone Numbers.Figure 5: Administrative options under “Profile”OptionsUnder Sending Faxes, you may change the Fax CSID (Call Subscriber ID). Your fax number is recommended,though some people choose to use the name of their business, or full name. It is unlawful to send a fax without aCSID. The CSID field in a fax transmission identifies the calling party and is a requirement for every fax.Below the Fax CSID field, there is a box to check if you would like to be notified, when your faxes are sent.The Message Notification area allows you to designate the email address to use for notification. The sent faxnotification address need not be the same address you use for sending and receiving messages.Be sure to press Update to implement your changes.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)6

Concord Fax Online for Microsoft Office: User GuideDisplay OptionsThe Display Options area provides you with the ability to change your time zone designation as well as the formatfor the date and time information that is printed on your fax header. These tools allow you to customize the lookand feel of your outbound fax messages.A sample of the date and time formats are displayed and you may choose from the corresponding drop-downmenus.Be sure to press Update to implement your changes.Receiving EmailThis section is for adding, removing, and editing email addresses used for receiving fax messages. Your ConcordFax Online for Microsoft Office account allows you to forward your inbound faxes to up to five (5) emailaddresses. Be advised, it can take up to two (2) minutes to add each additional email address.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)7

Concord Fax Online for Microsoft Office: User GuideSending EmailThis section is for adding, removing, and editing email addresses used for sending fax messages. After each newsending email address is added, a validation request is generated and emailed back to you at that address. Inorder to activate each new sending address, you will need to open this email and click on the appropriate hyperlink in the email of the body of the validation request. Only addresses that have been validated will be able tosuccessfully send a fax message. You may select up to three (3) sending email addresses per account.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)8

Concord Fax Online for Microsoft Office: User GuideActivate PCDuring the sign up process, you were asked to download an Activation file. Your Concord Fax Online for MicrosoftOffice service will only work on a computer that has had the Activation file successfully installed onto it. You willneed to have administrative privileges on the PC to ensure that this is done. When installing Concord Internet Faxfor Microsoft Office on another computer, please repeat the following process from this section of the AccountAdministration Center: Close all Microsoft Office applicationsPress the button that says Download Activation File to Activate your PCOpen Outlook – Click File – New – Internet Faxo If, after the Activation has run a screen opens prompting the user to select a Fax serviceprovider, you will need to contact Customer Service to discover what problem is occurringo If a Fax screen opens then the activation file has successfully loaded onto your PCRefer to the two images at the top of page 9If you plan on using a PC that you do not own (libraries, internet cafés, etc.), an alternate Concord service maybe a better fit for you. Please contact Customer Service for more information.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)9

Concord Fax Online for Microsoft Office: User GuideActivity ReportsWhile your Internet Fax for Microsoft Office service has now been configured, here are some additional features of yourAccount Administration Center.By clicking and expanding on Activity Reports in your online account you will be able to access activity reports for bothreceived (Received logs) and sent (Sent logs) activity. By default, your “Received Logs” is displayed first. Select thetime period you would like displayed and a report will automatically be generated. (See „A Sample of the Sent Log‟ atthe top of page 10)A sample of a Sent LogIf there are no messages sent or received in the period, the message “No Records Found” will be displayed inred print. (See “A sample of a „Received‟ Log” below)A sample of a ‘Received’ LogConcord Fax Online for Microsoft Office User Guide 2.2 – (2010)10

Concord Fax Online for Microsoft Office: User GuideMessages found in the queried period will display the date and time the message was sent or received, thedestination or origin, the number of pages in the message, the status of the transmission, and a Message ID whichuniquely identifies each specific message. Account activity for the last 1, 7, 14, 30, 45, and 60 days are alloptions when the down arrow in the “Show Last:” field is clicked on. (In the sample above it is set to 60).Should you require access to this information, remember to return to the Account Administration Center toaccess your sent and received log information.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)11

Concord Fax Online for Microsoft Office: User GuideSending a Fax Using Microsoft Office ApplicationsNow that you are set up, you can send faxes directly from any Microsoft Office application!If you are in Microsoft Word 2003, for example, simply click on File / Send To / Recipient Using Internet Fax andthe Internet Fax tool will open with your Word Document attached and ready to send as a fax. (With MS Office2007 just click on the „Office Button,‟ choose „Send,‟ and then select the „Internet Fax‟ option). (With MSOffice 2010 go to "File" and then "Save & Send" and select "Send as Internet Fax" option). The same stepswould be followed within Microsoft Excel, Access, Publisher, and PowerPoint. With Internet Fax for MicrosoftOffice, the programs in Microsoft Office Suite are now available for you to easily and efficiently send faxes.MS Word Application 2003MS Word Application 2007MS Word Application 2010Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)12

Concord Fax Online for Microsoft Office: User GuideUsing Concord Internet Fax for Microsoft Office, you can send a single fax to up to five (5) different fax numbers.To send the same fax to more than 5 fax numbers, you will need to send the first fax that has the five (5) faxnumbers added, and, open Microsoft‟s Internet Fax tool and send an additional fax. The limit, per fax event, isfive (5) recipients.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)13

Concord Fax Online for Microsoft Office: User GuideCOVER SHEETSAfter designating your Microsoft Office document to be sent via Internet Fax, you will see that you have theoption to use a cover sheet. A check box determines whether or not a cover sheet will be used, and a drop-downmenu allows you to select the desired cover sheet.You may select from the cover sheet template section (For example: With Microsoft Office 2003, the StandardFax, Personal Fax, or Business Fax), or you may custom design your own cover sheet.You can also choose to have „no‟ cover sheet at all by un-checking the „Use cover sheet‟ box. (See the MS Office2003 example below).With Office 2007 & 2010 there are additional fax cover sheet options such as the Equity Fax, Median Fax, OrielFax, Origin Fax, and Urban Fax cover sheets. Of course, you will also have the option to use your own coversheet, or use „no‟ coversheet at all. (See the MS Office 2007 & 2010 example on page 15)Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)14

Concord Fax Online for Microsoft Office: User GuideMS Office 2007MS Office 2010Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)15

Concord Fax Online for Microsoft Office: User GuideAddressing Your Internet FaxIf you are using a cover sheet, populate the sender and recipient information as indicated on the cover sheet.There are, in addition, “Subject” and “Comment” fields that you may wish to populate. This is optional.In the “Fax Recipient” field, type in the name of the recipient. There are three boxes that need to be populatedfor the “Fax Number”. The first box is for “Country/Region”. A drop-down menu is provided for your reference.The second box is for the “City/Area” code. The last box is for the local number (this number is 7-digits long inthe US and Canada). To add additional recipients, click on the “Add More” text directly following the localnumber text box.The screen below shows what occurs after “Add More” is clicked You may populate the “Subject:” as you wish. The default is “Sent with Microsoft Office {2003} Fax Service.”If you wish to attach an additional Office 2003, 2007 or 2010 document, simply click on the “attach” icon ( )and browse to the Microsoft Office file that you wish to fax. The name of the file will appear in the attachmentfield within Outlook. Only the following approved Microsoft Office file formats will be accepted as allowableattachments:The following file types are supported: .TIF/TIFF (Tagged Image File Format).TXT (Plain Text).HTML(Hypertext Markup Language).RTF (Rich Text Format).DOC, DOCX (Microsoft Word Windows v.97, 2000, XP, 2003, 2007, 2010) (shown in the example above).XLS, XLSX (Microsoft Excel Windows v.97, 2000, XP, 2003, 2007, 2010).PPT, PPTX (Microsoft PowerPoint Windows v.97, 2000, XP, 2003, 2007, 2010).PDF (Adobe Portable Document Format).JPG, VSD (Visio and JPEG).GIF (Graphics Interchange Format)To “Preview” the Fax, simply click Preview in the column on the right and the complete fax will be displayed.The Calculate Cost feature is designed to give you an estimate of how much it will cost to deliver the fax. It isonly an estimate, and should not be regarded as a literal charge, or cost of sending the fax. The Calculate Costfeature estimates how much it will cost to send the number of pages submitted to the destination you haveselected. The Calculate Cost feature uses average transmission times and does not take dense graphics andslower fax machines into consideration.Press Send to deliver your fax. Attachments will be converted to fax images on your local machine before beingtransmitted and delivered to your designated fax recipients. If you have elected to receive a notification for sentmessages, you will receive an email from [email protected]! You have successfully sent a fax.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)16

Concord Fax Online for Microsoft Office: User GuideReceiving FaxesFaxes sent to your Internet Fax for Microsoft Office account will be sent to email addresses that you havespecified in “Receiving Email” under the “Preferences” section during your set-up process. Again, you can havefaxes forwarded to up to five (5) different email addresses.Simply double-click on your received fax message file, and a designated Microsoft application will open your faxfor viewing.Your fax message will be delivered to you as a .tif, or TIFF file (Tagged Image File Format). Depending on yourOperating System, you have different programs available to open .tif / TIFF files. Windows XPoMicrosoft Office Document ImagingoWindows Picture and Fax VieweroMicrosoft Office Picture ManagerWindows VISTAoWindows Photo GalleryGenerally, your fax message should open up automatically by double-clicking on it. If you are unable to open the.tif file, you will first need to save the attachment to your desktop. By then right-mouse clicking on theattachment, you will have the option to „Open With‟. This will give you a drop-down menu of options. Pleaserefer to the Tiff viewer options listed above to choose the appropriate viewing program.Making changes to your Outbound Fax ServiceYou may enable Password Protection for each individual email address or delete any or all of the email addressesfor outbound faxing. To delete an email address, simply click the Delete „option,‟ right of the address, from youraccount on the web page.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)17

Concord Fax Online for Microsoft Office: User GuideEmail NotificationIf you wish to be notified by email every time you receive a fax you may enable this option directly from the websiteunder the “Preferences” section. Enter the email address to which you‟d like the notification delivered and you willreceive an email shortly after a fax enters your mailbox.Getting HelpThis section explains how you can contact Concord Technologies‟ Customer Service, for questions regarding yoursupport and customer service issues.Contacting Concord Technologies Customer ServiceNormal service hours are Monday–Friday from 7:30 AM to 5:00 PM (Pacific Time).Telephone: 1 (206) 441-3346 or 1-800-792-0329For support, in writing, please either fax or e-mail your question to the number or address below and arepresentative will respond within one business day:Fax: 1 (206) 441-7965 or 1-800-301-0329Email: [email protected] can contact Concord Technologies Customer Service to: Inquire about billing and charges. Change your current account information. For example, if you want to switch your current credit cardbilling to another credit card, contact Customer Service. All account changes are subject to theappropriate credit approval.We recommend that you visit our web site at www.concordfax.com for frequently asked questions regarding ourservices.Concord Fax Online for Microsoft Office User Guide 2.2 – (2010)18

When installing Concord Internet Fax for Microsoft Office on another computer, please repeat the following process from this section of the Account . numbers added, and, open Microsoft‟s Internet Fax tool and send an additional fax. The limit