How to Send a Fax Using Communicator Desktop Overview

Communicator Desktop allows users to send faxes directly from their computer without the need for a physical fax machine. This article explains how to create and send a fax using the Communicator Desktop application.

Prerequisites

Before sending a fax, ensure that:

• You are signed in to Communicator Desktop.
• The document you want to fax can be printed to the Communicator Fax printer through an application like Word or saved on your computer as a pdf document.
• You have the recipient’s fax number available in your contact list, or you can type it out manually.

Supported Document Types

• PDF (saved document or printed from application)
• Microsoft Word (.doc/.docx) (printed from application)
• Microsoft Excel (.xls/.xlsx) (printed from application)
• Image files (.jpg, .png, .tif) (printed from application)

Sending a Fax from an application

For this demonstration we will use Microsoft Word, however the steps are the same from Excel etc.

Step 1: Create your Document

1. Create the document you want to fax through Word or other application.
   

Step 2: Print your Document

1. Select File > Print
2. Select Communicator Fax from the Printer drop down
3. Select Print
   

Step 3: Enter Recipient Information

1. The Fax Cover Page will open
2. Enter the Fax recipient’s information.
3. If your Outlook or Google Calander is connected to Communicator, you can search for the contact in the name field and pull up all their contact information to populate the fields.
   • Include the area code in the fax number field
     

Step 4: Add a Cover Page (Optional)

1. Select Include Cover Page if desired.
2. Complete the cover page fields:
   • Recipient Name
   • Company Name
   • Subject
   • Message

Step 5: Click Send Fax

1. Once you are ready to send the document click Send Fax.
2. A status bar will appear.
3. Once the fax is complete you will get a notification message pop up right above the clock, bottom right of your screen, informing you if the fax was successful or failed.

Sending a Fax Directly from Communicator

 Confirming Fax Delivery

1. Click the 3 dots in the Icon bar and select History Fax.
2. Locate the fax you just sent.
3. Review the status:
   • Pending – Fax is being processed.
   • Sent – Fax was successfully delivered.
   • Failed – Delivery was unsuccessful.

If a fax fails, verify the fax number and resend the document.

Troubleshooting

Unable to Send a Fax

• Verify your internet connection.
• Confirm that fax services are enabled on your account.
• Ensure the recipient fax number is entered correctly.
• Check that the attachment format is supported.

Fax Status Shows Failed

• Confirm the recipient fax number.
• Verify the recipient’s fax machine is operational.
• Try sending the fax again after a few minutes.

Attachment Will Not Upload

• Ensure the file is not open in another application.
• Verify the file size is within supported limits.
• Save the document in a supported file format and try again.