AT&T Online Fax Allows You to Send and Receive Faxes in Email

AT&T Online Fax allows you to send and receive faxes in email

format, access your faxes from virtually any device with internet without the need for a dedicated fax line.

©2017 AT&T Intellectual Property. All rights reserved. AT&T, the Globe logo, Mobilizing Your World and other marks are trademarks and service marks of AT&T Intellectual Property. All other marks are the property of their respective owners. The information contained herein is not an offer, commitment, representation or warranty by AT&T and is subject to change. Page 0

Contents Understanding Online Fax Navigation ...... 3 Navigating the Main Menu ...... 3 Navigating the Secondary Menu ...... 4 Managing your Online Fax Settings ...... 5 Contact Details ...... 5 Cover Page ...... 6 Preferences ...... 6 Password ...... 7 Additional Accounts ...... 7 Blocked Numbers ...... 9 Managing the Fax Inbox ...... 10 Fax Notification ...... 11 Encrypted Fax ...... 12 Management Options ...... 12 To email as an attachment: ...... 13 Sending Faxes ...... 16 Monitoring the Outbox ...... 18 Archiving Sent and Received Faxes ...... 18 Managing Contacts ...... 19 Fax Contacts ...... 20 Contact Import ...... 21 Usage of Online Fax account ...... 22 Email to Fax ...... 22 Frequently Asked Questions ...... 25

Welcome to Online Fax AT&T Online Fax allows you to send and receive faxes online and in email format, access your faxes through a fax portal or email on a mobile device or desktop computer. With Internet access, Online Fax allows you to send faxes without using a fax machine or a second phone line.

With Online Fax, you can send and receive faxes, view queued/archived faxes, add contacts from the following North American locations:

• Toll Free Numbers – Standard (Non Data-encrypted) U.S.

and Canada; Puerto Rico and the Virgin Islands are

excluded.

• Toll Free – Data-encrypted

U. S. and Canada as well as Puerto Rico and Virgin Islands.

• US Local Numbers – Standard and Data-encrypted U.S. and

Canada; Puerto Rico and the Virgin Islands are excluded.

An alternative Online Fax offering is the data-encrypted service/version. Using data-encryption allows you to limit the movement of your fax transmission – all faxes are stored encrypted and can only be viewed online, through an SSL browser enabled connection. For more information on using data-encryption, please see the Encrypted Fax section.

Note: For those in the healthcare and related industries, the encrypted version helps meets additional technical, operational and administrative requirements, which support the Health Insurance Portability and Accountability Act (HIPAA). Note: Once an Online Fax account has been setup, modifications to the primary email address are not permitted. Please ensure that the account information is correct. To change the primary email or update an Online Fax plan, contact Customer Service or Sales.

TO LOGIN TO ONLINE FAX:

1. Navigate to your Online Fax Login page. 2. Enter your Fax Number. 3. Enter your Online Fax Password.

4. Click Log in.

Understanding Online Fax Navigation Online Fax provides a main menu, which allows you to view sent and received faxes, send a fax, and manage contacts. Online Fax also provides a secondary menu, which allows you to configure fax settings, open the online help, navigate to the home page or log out of the system. Navigating the Main Menu When you log in to Online Fax, the main menu is listed with details regarding each option. Once you select an option, the main menu moves to the top-right corner of the page. The following options are available: Inbox, Send Fax, Outbox, Archive, Contacts. Please see the table below for more details regarding each menu option.

Main Menu Description

The Inbox page allows you to manage received faxes. Each fax is Inbox stored in the Inbox, where you can view, download as a PDF or TIFF, move to an archive, or delete.

Send Fax The Send Fax page opens a screen that allows you to create and send faxes online.

Outbox The Outbox page allows you to view the queue of all outbound faxes.

Archive The Archive page displays faxes that have been archived on our system. These faxes are held for a period of one year.

Contacts The Contacts page allows you to create, manage and store fax and email contacts.

Navigating the Secondary Menu The Secondary Menu is located in the top left corner of the Administration Panel of Online Fax and consists of the following links: Home, Getting Started, Help and Feedback.

Secondary Menu Description

Home The “Home” link directs you to your Inbox

Getting Started The “Getting Started” link directs you to the “Getting Started with Online Fax” screen.

Help The “Help” link will guide you through managing fax to email.

Settings The “Settings” link allows you to update your account information: company details, your personal signature.

Logout The “Logout” link will log you out of the current session of Online Fax.

Managing your Online Fax Settings The Settings page allows you to update your account information: company details and your personal signature as well as your preferences in terms of your cover letter template and attachment format. Contact Details In this section you can edit your contact details that will appear on your cover letter of your fax. The fields that you can edit are: Your name, Company, Location and Phone number.

TO MODIFY CONTACT DETAILS: 1. Enter your data in the text fields provided. 2. Click Apply to save changes.

3. Click Cancel to dismiss the changes made. Note: Entering your name is mandatory. Also please note that you will not be able to edit your email address and fax number. Cover Page In this section you can chose a cover page template.

TO SELECT A COVER PAGE:

1. Click on to zoom in on a chosen template. 2. Click on the chosen template. As soon as you click on a template it will be displayed with a check mark. 3. Click Apply.

Preferences In this section you can choose the format of the fax attachment, as well as the language in which you would like to use the application.

TO MODIFY FAX PREFERENCES: 1. Select the preferred language from the drop-down.

2. Choose the attachment format you wish by clicking on the radio button. (PDF or TIFF) 3. To have the deleted faxes, which have exceeded their storage period sent to your email, check the Email me a copy of all automatically deleted faxes that have exceeded their storage period check box. 4. To use a cover page when sending faxes from your email account, check the Use a cover page for faxes sent from my email account check box. 5. Click Apply to save the changes made. 6. Click Cancel to dismiss the changes. Password In this section you can change your current password.

TO CHANGE YOUR PASSWORD:

1. Enter your current password in the Current password field. 2. Enter a new password in the New Password field 3. Enter your new password again into the Confirm password field. 4. Click Apply to save the changes made 5. Click Cancel to dismiss the changes made. Note: Your password must be between 5-10 characters. Additional Accounts In this section you can add up to 5 additional accounts.

TO ADD A NEW ACCOUNT:

1. Click Click to add an additional account. The “Additional accounts details” box on the right will become active.

2. Enter an email address in the box provided. Note: Email address is mandatory.

3. Check off one or both of the functionality that you want to add to your email address: “Receive faxes in my email account” or “Send faxes from my email account”. Note: You must choose at least one of the options.

4. Click Add.

5. Click Cancel to dismiss all the changes made.

TO VIEW AN EXISTING ACCOUNT:

1. Click on to view the details of the account.

2. The “Additional accounts details” section on the right will become active and it will display the details of the chosen account.

O DELETE AN ACCOUNT:

1. Click on to delete an account. A pop-up will ask you to confirm the deletion of the chosen account.

2. Click Yes to confirm the deletion.

3. Click No to cancel the deletion.

Blocked Numbers

In this section you may block fax number(s).

TO SEARCH FOR A BLOCKED FAX NUMBER:

1. Enter a fax number in the Fax number field. Note: The proper fax number format includes only numbers and dashes. The area code must be included.

2. Click Search. The results will be displayed within the same page. Note: This search will only display blocked fax numbers.

TO BLOCK A FAX NUMBER:

1. Enter a fax number in the “Fax number” field. Please note that the proper fax number format includes only numbers and dashes. The area code must be included.

2. Click “Block” in order to block the fax number entered.

TO DELETE A BLOCKED FAX NUMBER:

3. Enter a fax number in the Fax number field. Please note that the proper fax number format includes only numbers and dashes. The area code must be included.

4. Click Search. The results will be displayed within the same page. Note: This search will only display blocked fax numbers.

5. Click on the icon besides each number in order to delete the number.

6. Click Yes to confirm the deletion or click No to cancel the deletion.

Managing the inbox The inbox allows you to manage all received faxes. Faxes are stored in the inbox and displays the following information each fax that you have received: • Fax Number • Company name • Pages • Date Received • Management Utilities (icons)

Fax Notification When faxes are received, they are delivered to your Inbox and you will also be notified through email. The email details the date and time of receipt, the number from which the fax was sent, the number of pages included in the fax, as well as a PDF fax attachment.

If you are using a data-encrypted fax service, your email notification will contain all of the details about your fax; however, it will not contain the attachment. All secured faxes must be viewed through the Online Fax portal.

TO VIEW YOUR SECURED FAX:

1. Open your “Fax Receipt Success” email. 2. Click on the Fax link. 3. Log-in to your Online Fax portal. Your fax will open.

Encrypted Fax If you have Online Fax Encrypted service, your fax content is encrypted while stored on our servers. All encrypted faxes are viewed over a secure connection; therefore, when you receive a fax, you will be notified by email and provided a link, you will be required to log into your account to view your fax. When using Online Fax Encrypted, faxes cannot be sent or received through email as an attachment. Note: For those in the healthcare and related industries, Online Fax Encrypted helps meet additional technical, operational and administrative requirements, which support the Health Insurance Portability and Accountability Act (HIPAA). If you are using Online Fax Encrypted, the secured lock is displayed in the portal. Securing your data ensures that when you are not actively sending or receiving faxes, your data is encrypted and secure. Note: If your faxes are secured, they cannot be forwarded via email. Notice the image below contains the Secured Data icon; however, the email icon is not available.

Management Options Management options are a series of icons, which provide the ability to store or send your fax contents. The table below provides a brief description for each icon and a link to the step-by-step instructions. Utility Description

Preview See a thumbnail preview of your fax

View View a full-size version of your fax

Rotate Fax Rotate your fax to adjust the view Email fax document Send a received fax as an email attachment

Download PDF Download your fax as a PDF document

Download TIFF Download your fax as a TIFF document

Move to Archive Move the fax to your archive folder

Delete Permanently delete the selected fax TO PREVIEW THE FAX:

• Click the View Fax icon. TO VIEW A FAX:

• Click the View Fax icon . The fax thumbnail is displayed. TO ROTATE THE FAX: • Click the Rotate Fax icon. The fax image will rotate 90° clockwise.

TO EMAIL A FAX AS AN ATTACHMENT: 1. Click the Email fax document icon. The Forward fax via email screen opens. Note: Secured fax transmissions cannot be forwarded via email.

2. Enter the email address in the Email Recipients field. Note: Multiple entries must be separated by commas. Alternatively, click the Select contact(s) link to add a contact from the list of existing contacts

3. Enter the message description in the Email message field.

4. Click Send. TO DOWNLOAD FAX AS A PDF: 1. Click the Download PDF icon. All the fax contents will be converted into a PDF document in a detached window.

2. Click the Save icon. TO DOWNLOAD FAX AS A TIFF: • Click the Download PDF icon. All the fax contents will be converted into a TIFF document. TO MOVE A FAX TO THE ARCHIVE:

1. Click the Move to Archive icon.

2. On the Confirmation dialog, click Yes. TO DELETE A FAX:

1. Click the Delete icon.

2. On the Confirmation dialog, click Yes. Note: Faxes that have been deleted are permanently removed from the system and cannot be restored.

Sending Faxes The Send Fax section allows you to create and send files on your computer as faxes; you can also send faxes to multiple recipients simultaneously. Once sent, a fax will be queued in the Outbox for delivery. When sending a fax, you have the option to include a cover page, include recipients from your contact list, and add multiple attachments.

TO SEND A FAX:

1. Enter the fax number in the Destination Fax numbers text box. Alternatively, enter multiple fax numbers by:

• Manually enter multiple numbers. Note: Separate multiple fax numbers with a semi-colon. • Click Add from contacts to select numbers from your saved contacts. Note: A dialog opens, where you can select the fax numbers that you want to add.

2. Too attach files to your fax, click Browse in the File(s) to Fax. You may attach up to three files.

3. To add a cover page, select the Yes radio button and complete the following:

• Select the cover page Language from the drop-down.

• Enter the following information: " Person" - (to whom will you address this fax)

• Enter the Company Information - (company name) - (location) (phone number, - (subject line - Regarding), and - (comments). • If you wish to change the cover page template click the Change cover page link. A new window will open where you will be able to choose a new template.

4. Click Send. Your fax will be placed in the Outbox with status message indicating success /failure of delivery. Note: An attached file cannot exceed 10 MB in size. You can attach up to 3 files.

Monitoring the Outbox The Outbox contains faxes that have been queued for sending. A maximum of twenty faxes are queued at any given time (each fax number in a fax with multiple recipients is counted as a separate fax in the queue). The speed at which the faxes are sent and the queue cleared depends on the complexity of the images being faxed, the length (number of pages) of each fax, and the fax transmission speed with the receiving fax machine.

Online Fax will make 5 attempts to send your fax to each recipient. Once a fax has been successfully sent, the fax will be automatically moved from Outbox to your Archive folder; you will also receive a notification by email that the fax was sent successfully.

Archiving Sent and Received Faxes The Online Fax Archive provides storage capability for both sent and received fax transmissions. All faxes that have been successfully sent are automatically moved into Archive. However, if you wish to store received faxes in your archives, you must select the Move to Archive option from the Inbox. For more details on how to move items from the Inbox, see the “To Move a Fax to the Archive:” section.

The Archive page is separated into two sections: the Archive Search section provides a search provides search parameters, which allows you to narrow or broaden your search criteria as needed. The Archive Results section displays a list of fax transmissions and is based on the search criteria entered. Please note that the default list is “All Items”. Within the Archive Results section, you can use the same Fax Management Tools that are available in the Inbox. For more information regarding the fax management options, please see the “Management Options” section.

TO SEARCH FOR A FAX:

1. Enter any of the following:

• Keywords within a fax

• Company name

• Select whether you want to search faxes that were Sent, received or both

• Start Date and End Date select the date.

2. Click Search.

Managing Contacts The Contacts section of Online Fax allows you to maintain a contact list of fax numbers. This section is separated into two pages: the Fax Contacts page displays a list of contacts along with their details. The Contact Import page provides can be added to your list manually or imported via .csv (comma separated value) file. Fax contacts may be used when sending or replying to a fax.

Fax Contacts The Fax Contacts page contains two sub-sections: the Contact list and the Contact details. The Contact list displays a list of all contacts added to Online Fax. The Contact details section allows you to edit the information associated with a contact. TO ADD A CONTACT TO YOUR LIST:

1. Click the Fax Contacts link.

2. In Contact list section, click on Add a contact. 3. In the Contact Details section, enter the required information.

4. Click Add.

TO DELETE A CONTACT TO YOUR LIST:

1. In Contact list section, click on the contact for which you want to delete.

2. Click the Delete icon.

3. In the Confirmation dialog, click Yes.

Contact Import The Contact Import page allows you to upload multiple contacts into your list via .csv file. When uploading contacts, it is important to note that the .csv file must have the required fields populated.

Please make sure your list adheres to the following format:

"Company One Name", Fax Number, "Contact Person", "Location", "Phone number", "Description", "Email Address"

Note: CSV (Comma Separated Value) file must follow a specific format in order to be successfully imported; click the "View a sample CSV file" link located above the "File Name" field.

TO IMPORT A CONTACT LIST:

1. Click the Contact Import link.

2. In File name filed, click Browse.

3. Choose to ignore or overwrite duplicate contacts.

4. Click Import.

Usage of Online Fax account Your Online Fax account has a monthly limit. This limit varies by the specific package type you have chosen. Once an account has exceeded its monthly page quota, the user will be charged on a per-page basis. Quota warnings are emailed to the user at 80%, 90%, and 100%.

Email to Fax The email to fax feature allows you to send a fax, using your email client, from any of your existing Online Fax account numbers. You do not need to log in to the Online Fax application to use this feature. Note: If you have multiple fax numbers associated with your account, you must specify which fax number you are sending the fax from.

Send Fax from Email

1. From your email account, create new email. 2. In the “To” field, enter one of the following:

• If you only have one fax number associated with your email address, enter the “fax number to” followed by @fax.domain.com

Example: [email protected]

• If you have more than one fax number associated with your email, enter the “fax number to” + “fax number from” followed by @fax.domain.com

Example: [email protected]

Note: Do not use spaces or hyphens in the in the subject line. Any unnecessary characters will prevent successful fax transmissions.

Frequently Asked Questions

Do I need to download any software or make any installations? There is no need for installation or software. Online Fax is entirely web-based and ready to go once you sign up.

How do I see my faxes? As an Online Fax customer, you have the option to view your faxes in two ways. You can view your faxes through your email or you can log into the Online Fax application to access your faxes.

Accessing faxes through your email. 1. Log into your AT&T email account: https://webhosting.att.com/client-login/ 2. Open the email message that you have received. 3. Double-click on the attachment.

NOTE: All faxes received in your inbox will be sent in .PDF or .tiff format. You can configure which format you prefer to receive your faxes in by logging into the Online Fax application and changing your preferences.

Accessing faxes through the Online Fax application. 1. Log into your AT&T control panel: https://webhosting.att.com/client-login/ 2. Click on PROMOTE & PRODUCTIVITY 3. Click on the Online Fax application to launch. 4. Click on the link that reads “Inbox” 5. Any faxes that you have received in the last 30 days will be stored there, unless they have previously been deleted.

To open a fax, mouse over the fax to either see a preview of it, or select the view button. Once the fax is open, you can click the Download button and save the fax to your computer.

I’m receiving this error message. What does it mean? "Outlook Express removed access to the following unsafe attachments in your email" This error is caused by a security setting in Outlook Express 6. To disable the blocking option, please follow the instructions below: 1. From the Outlook Express menu, click Tools, then Options. 2. On the Security Tab, Uncheck the box that says, "Do not allow unsafe attachments to be saved or opened that could potentially be a virus." 3. Click OK.

How can I change my fax file format for receiving faxes?  To change the file format log into the Online Fax application and click on Settings, then click on Preferences. You will see Attachment Format options. Select either PDF (.pdf) or TIFF (.tif).  You can view your incoming faxes in two different formats: 1. TIFF which supports multi-page images. A TIFF file is denoted by the .tif extension and can be opened in many programs, including Imaging (the default Windows TIFF viewer) and Online Fax. 2. PDF which can be viewed with the Adobe Acrobat Reader software. A PDF file is denoted by the .pdf extension.

How do I open my faxes on a Mac computer? As an Online Fax customer, you can open your faxes two ways: 1. Your faxes are sent to you in the form of an email attachment to the email address on your account. Click on the attachment in the email message from Online Fax and your faxes should open automatically in Preview. 2. Your faxes are sent to the Online Fax application. Log into your account, click Inbox and you will be able to view all of your faxes received within the last 30 days. You can read your faxes, save your faxes or forward them to a separate email address(es). When you open the file attachment, preview will automatically open. You will see the first page of your fax in the main window.

Why are my faxes difficult to read? The fax message you receive is identical to what was sent by the sender of the fax. If the quality of your fax is poor, it is likely a problem on the sender's end. Please have the sender resend the fax using a higher resolution on their fax machine, such as Photo Mode.

Someone sent me a fax. Why haven't I received it? There are a few reasons you may not be receiving your fax messages: 1. Your email provider is experiencing problems: Occasionally, your email provider can experience problems sending certain files through to your email. Because your faxes are sent to your email as attachments, this may cause a problem with delivery. If you are experiencing this problem please check to see if your fax has been received within the Online Fax application.

2. The sender has the wrong fax number: Occasionally a sender will send to the wrong fax number. If you have not received a fax you were expecting, please have the sender check the number and try again.

How do I know when someone sends me a fax message? When someone sends you a fax, the message is delivered to the email address on your account and also into the Online Fax application. Please see the information below for more details:  Your faxes will come from the email address [email protected]  The subject line of your email will be Fax: Number Sent dd.mm.yyyy time. (example - Fax: 9056731331 11.07.2008 10:04)  Faxes are also delivered to the Online Fax applicaiton. If you log into your Online Fax account and click on the Inbox, you will be able to view all new and saved faxes. Faxes are received and stored for up to 30 days or until you delete them within the 30 day period.

Can anyone send me a fax or must they be Online Fax subscribers? Anyone can send a fax to your Online Fax number. Potential senders do not need to be Online Fax subscribers, but they do need to be located in Canada and/or the United States. <<>> This is assuming we are talking about the Toll Free Fax number. When AT&T provides local US numbers than customer can send and receive faxes globally.

Can I reply to a fax message I received? Your faxes are sent to your email from [email protected]. If you click "Reply" in the email you received from Online Fax, the message will be sent back to Online Fax as undeliverable.

How can I make sure the faxes I sent were successful? When you send a fax you will receive a Send Receipt to your email confirming transmission.

I cannot log into my account. If you do not remember your Online Fax number and password, you can click on the Forgot Password link or call 1-888-WEB-HOST. Technical support is available 24/7, 365 days a year.

Preferences & Settings

How do I change the email address on my account? To make changes to the main email account associated with your Online Fax application, please contact support at 1-888-WEB-HOST. In addition, you are able to add up to 5 additional email address to your Online Fax account that will receive all faxes sent to your provided fax number.

How do I change my billing information? To update your billing information please call 1-888-WEB-HOST.

How can I stop unsolicited faxes to my Online Fax account? If you believe that you are in receipt of a junk fax, please do the following:  You can block unwanted fax senders by “blacklisting” their fax number. To do so log into the Online Fax application, click on Settings and then click on Blocked Numbers. Then add the unwanted fax number to the list.  If the fax contains any information that will allow you to Unsubscribe, please do so.

Does my computer have to be turned on to receive faxes? No. You will receive faxes whether your computer is on, or off.

Number Porting If I cancel my AT&T Online Fax service, how do I keep my ported number? If you choose to cancel your AT&T Online Fax service but want to keep your ported number, the following steps must be taken: 1. Request the local or 800 number be ported back to the original service provider by working with the original provider. 2. If AT&T was the original local service provider the following are the numbers to contact: (use state where service address is) a. IL, IN, MI, OH, WI – 214.527.0413 b. AL, FL, GA, KY, LA, MS, NC, SC, TN – 855.829.3412 c. AR, KS, MO, OK, TX – 877.920.0326 d. CA, NV – 877.920.0455 3. If AT&T was the original 800 number provider, an AT&T sales representative should be contacted. 4. Once the number has been ported back to the original provider; the customer must call to cancel the AT&T Online Fax service by calling 888.932.4678, billing option.