How to Send a Distribution List Fax from Outlook
Sending faxes from Outlook requires a few more steps than using a traditional fax machine. The greatest benefit, however, is that you will decrease paper waste by using this method instead of a fax machine, since paper is not necessary.
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Instructions
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Preparation: Enable and Configure Fax Services
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Connect your PC to an active phone jack using a standard phone cable. If you are using a broadband Internet connection, you may have a filter that acts as a splitter in the phone jack and has two connections. If this is the case, plug this connection into the free outlet.
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Select "Control Panel" from your Start menu. Select "Add or Remove Windows Components" in the "Add/Remove Program" listing. Ensure the check box next to "Fax Services" is selected. Select "Next." Windows will now install and set up components needed for your fax services. Select "Finish" when process is complete.
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Select "All Programs" on the Start menu. Scroll up and select "Accessories." Select "Connections" under the Accessories listing, scroll down, and select "Fax" and then "Fax Console."
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Select "Configure Fax" found in the Fax Console Tool Menu. The Fax Configuration Wizard will now load on your screen. Select "Next." Enter the sender information as you would a fax cover sheet. Ensure your modem is selected under "Selected Device for Sending and Receiving Faxes."
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Enter your name and/or business name for "Transmitting Subscriber Identification" and your fax number for "Called Subscriber Identification." Select an approximate number of faxes to be sent and received within the "Routing Options" listing. Select "Next," then "Finish."
Sending Your Fax with Outlook
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Open Outlook and allow it to completely load on your screen. Select "E-mail Accounts," from the Outlook Tools Menu. Select "Add a new e-mail account," then "Next." Email configuration dialog box will now load.
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Select "Additional Server Types" found underneath "Server Types." Within the list select "Fax Mail Transport." Select "Next." You can now send a fax through Outlook.
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Select "New" on the Outlook toolbar as you would to send an e-mail. Select "Accounts" on the toolbar and then select "Fax Mail Transport."
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Prepare your fax. To fax your distribution list you have two options. If you have a copy saved on your computer select the "Attachments" icon. Select your distribution list found within your documents. Select "Insert."
If you do not have a saved copy, open your software you installed with your scanner. Scan your distribution list. When you are satisfied with the results, save the image to your computer. Attach the file as you did above. Although it shows as an attachment on your end, the distribution list will transmit as additional fax pages to the recipient.
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Fax your distribution list. If you want a message included with this fax, simply type it as you would an e-mail message. When complete, select "Send." You have just faxed your distribution list using Outlook.
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Tips & Warnings
Received faxes will transmit directly to the Fax Console, not Outlook.
Scanners can be purchased within an all-in-one printer package for about $50.
