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With Microsoft Exchange and Microsoft Outlook June 16, 2003 Integrating the Faximum Fax Messaging Server (FMS) with Microsoft Exchange and Microsoft Outlook Application Note AN3 Faximum Software Inc. P (604) 925 3600 #300 - 1497 Marine Drive F (604) 926-8182 West Vancouver, BC E [email protected] V7T 1B8 W www.faximum.com Executive Summary Faximum Fax Messaging Server (FMS) is a fax server software package designed to provide fax-to-email and email-to-fax gateway services to networks of Windows, Mac, Linux, and UNIX users. It has been proven in mission-critical environments handling thousands of faxes a day on servers with 48 inbound DID lines and 64 outbound lines. FaximumDRAFT FMS has been engineered for Linux and UNIX servers because these platforms are robust, reliable, and dependable. This, of course, raises the reasonable question of how (and why) to use this product to fax-enable users connected to Microsoft Exchange and/or using Microsoft Outlook (or Outlook Express). This application notes explains how Faximum FMS interoperates with Microsoft Outlook and Microsoft Exchange. It also outlines the significant benefits of using a separate, Linux-based fax server to fax- enable Microsoft Exc hange which include higher reliability and lower cost than using a Windows-based approach. This note also applies to FMS interoperating with any Internet (SMTP) email server running on a server connected to the FMS server. To see if you have the most current version of this Application Note, please visit http://www.faximum.com/appnotes/ This version of AN-3 was revised June 16, 2003. AN3-1 QA WITH MS OUTLOOK Interoperability with Microsoft Outlook, Outlook Express, and Exchange are AND EXCHANGE critically import features of the Fax Messaging Server and every release of FMS is tested against these three Microsoft products to ensure compatibility. Faximum runs a copy of Microsoft Exchange 2000 in its QA Labs for the sole purposes of ensuring that FMS and Exchange work smoothly together. The few compatibility problems with the beta release of FMS 2 that were experienced by customers in the field were rapidly escalated to Engineering and resolved. Should any such problems arise in future they will be addressed expeditiously. APPLICATION OF THIS Although this Application Note has been written specifically to show how a NOTE TO NON- Linux- or UNIX-based Faximum Fax Messaging Server can be used to provide EXCHANGE EMAIL fax-to-email and email-to-fax services to users of Microsoft Exchange, it SERVERS applies equally to almost any SMTP (i.e. Internet) email server package running on a server other than the one on which FMS is installed. BENEFITS OF USING There are many reasons to consider Faximum FMS as the fax component of FAXIMUM FMS TO FAX- your integrated messaging architecture but they all relate to two prime benefits: ENABLE WINDOWS? FMS is more cost-effective and more reliable than putting a fax server on top of your Microsoft Exchange Server. It is more cost-effective because a dedicated Linux-based fax server platform costs less than the Windows equivalent as shown below. Here is the cost for a dedicated FMS server that supports ten users and a single fax phone line: Faximum FaxDRAFT Messaging Server $495 Linux Operating System $0 and up MultiTech Fax Modem $100 Low-end server platform sufficient to run Intel 486, 32Mb RAM, 256Mb disk Linux and FMS TOTAL $600 + platform All prices in US funds FOB USA. For customers running an entirely Microsoft Windows environment and who would prefer not to introduce another operating system platform to their environment but wish to benefit from the reliability and substantial cost savings of using Faximum FMS, Faximum provides a turn-key fax server appliance which combines the functionality of FMS with an embedded operating system in a small dedicated fax appliance that requires no operating system AN3-2 Integrating Faximum FMS with Microsoft Exchange Linking FMS 2 and Microsoft Exchange administration skills. Please contact us for more information on our Faximum Image Messaging Gateway (IMG) product line. Compare this to (for example): RightFax Fax Server $1,995 Windows 2000 Server $1,199 Brooktrout two-line fax card $499 Server platform sufficient to run Windows 2K Pentium II 233, 256Mb RAM, 3Gb disk TOTAL $3,700 + server platform It is more reliable because: 1. Windows is more robust when it is dedicated to handling a single application and so running fax on a server separate from your Microsoft Exchange server will make your Exchange server more reliable. 2. Linux is a more robust operating system than Windows for hosting I/O inten- sive applications such as faxing. Faximum has fax servers that have not been rebooted for six months or more. Such things are a rarity in the Windows world. Linking FMS 2 and Microsoft Exchange The Internet DRAFT Fax Modem(s) MS Exchange Server exchange.company.com • FMS 2 Server MS Exchange Users fms.company.com This diagram shows a typical MS Exchange installation with some number of users (with Outlook, Outlook Exchange, or other email client) connecting to a Microsoft Exchange server. This server, in turn, is able to exchange SMTP messages with the FMS 2 server running on Linux or UNIX. Integrating Faximum FMS with Microsoft Exchange AN3-3 Configuring Microsoft Exchange Configuring Microsoft Exchange If you are running an older version of Microsoft Exchange (i.e. prior to Exchange 2000) you may need to install the SMTP connector (if you have not already done so) in order to be able to transfer messages to the FMS 2 server. With Exchange 2000 the only configuration steps that need to be taken are: • enable SMTP • enable email relaying for all users who are to have access to the FMS server If it is not obvious from the Microsoft Exchange user interface or documentation how to do this please contact Faximum Software. We run a copy of Exchange 2000 in our Engineering Labs and can verify our configuration against yours should you experience problems. Sending a Fax from Outlook There are two methods of sending a fax using Microsoft Outlook and the Faximum FMS software depending on the type of message being sent: FAXING SIMPLE TEXT If one is faxing just a simple text message then all that need be done by the user MESSAGES OR CANNED is address the message to the fax number (e.g. “FAX=1-604-926- DOCUMENTS [email protected]” where fax.company.com is the domain name of your FMS system). The message will travel from MS Outlook running on the user’s desktop to the MS ExchangeDRAFT server. Exchange will see that the message is addressed to a different server (i.e. fax.company.com) and will forward the message to the FMS system. Once delivered by fax, FMS will email the status report to the originating user, retracing the path back to Microsoft Exchange and from there to the user. If the user is frequently sending (relatively) static documents such as product brochures, price lists, or other documents that do not change frequently then these can be converted into fax format1 in advance and attached to the message being emailed to the fax number. 1. Fax format in this context means TIFF-F format - the Internet standard for fax files sent by email (see IETF Proposed Standard RFC 2301). AN3-4 Integrating Faximum FMS with Microsoft Exchange Sending a Fax from Outlook FAXING FROM If users need to fax documents created in MS Word or other app then they will MICROSOFT WORD OR need to install the Faximum FMS Print Driver for Windows. OTHER PRODUCTIVITY APPS With this print driver installed they need only “Print to Fax” from their application which will cause the following dialogue window to pop up. The user can either enter the recipient’s information or call up their MS Outlook address book and select from the entries stored there. Once the recipient(s) have been entered/selected the user clicks on Send. This causes the MS Word printed output to be converted to fax format and the user to be launched into the MS DRAFT Integrating Faximum FMS with Microsoft Exchange AN3-5 Receiving a Fax - Manual Routing Outlook (Express) compose window with the document already attached (in fax format) as shown below: Receiving a Fax - Manual Routing In lower-volume installations FMS can be configured to either: • email all received faxes to a specified list of users who then forward the faxes to the appropriate person(s) using their email client • have all received faxes placed in a “general delivery inbox” that can be browsed by anyone with “Postmaster” authority. The Postmaster can then select theDRAFT appropriate recipient(s) from a pull-down list. The Postmaster uses any webbrowser (Internet Explorer, Opera, etc.) to view the coversheet (and coversheet only) of incoming faxes and select the intended user from a list. The following figure shows a browser displaying the cover sheet of a received fax along with a pull-down list of possible recipients. It is clear that distributing AN3-6 Integrating Faximum FMS with Microsoft Exchange Receiving a Fax - Manual Routing faxes in this manner is far more efficient and secure than manually collating and delivering paper documents. When faxes are delivered to the user they are in the form of a TIFF MIME attachment1. Most operating systems including Windows, MacOS, and Linux support DRAFTthe viewing and printing of such fax attachments. This is demonstrated in the next figure. 1. This complies with the relevant IETF Internet RFC standards and proposed standards. Integrating Faximum FMS with Microsoft Exchange AN3-7 Receiving a Fax - Automatic Routing The following illustrates viewing a received fax using Imaging for Windows: Receiving a Fax - Automatic Routing1 In higher-volume installations one can use Direct-Inward Dialing (DID) trunks (or the ISDNDRAFT equivalent).
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