Sending and receiving faxes with Microsoft Outlook and Lotus Notes (mail to fax)

XPhone Unified Communications 2011 integrates seamlessly in the Microsoft Outlook or Lotus Notes interface. One click is all that is required here to send faxes. Inbound faxes are made available by e-mail.

Sending faxes as easily as writing e-mails 

One special feature of XPhone UC is represented by the fax forms available for Outlook and Notes making it possible to select contacts as recipients from any address data base available in XPhone (mail to fax). These forms also make it easy to enter fax numbers the same way as you enter them on a fax machine. 

Sending and receiving faxes with the XPhone UC Commander

You can easily send and receive faxes directly from XPhone UC Commander.

Receiving and sending faxes with mobile phones 

XPhone Unified Communications 2011 even enables you to send and receive faxes using your mobile phone. If you wish to send a fax from your mobile, simply open your e-mail programme and enter the respective fax number (e.g. 089840798100@fax.meine-firma.de), the reference line and your message, and then send it. Inbound faxes are simply received by e-mail.

Sending faxes from Microsoft Word

Faxes are also easily sent from Microsoft Word. Use the XPhone plug-in to select the recipient, enter a reference line and send the Word document by fax.

Confirmation of faxes sent

Receive confirmation of each fax sent by e-mail. With the fax document attached depending on the settings.

Fax preview

XPhone Unified Communications 2011 offers a convenient preview feature which is also available for Microsoft Outlook and Lotus Notes. The fax is displayed in the preview window exactly as the recipient will receive it.

Individual fax templates

XPhone Unified Communications is supplied with fax templates - with or without cover sheets - for immediate use. They can be adapted at any time to your corporate design and individual requirements. The templates are in RTF format and do not therefore require any special editors.

Sending faxes directly to printers (fax to print)

If faxes need to be printed, you can send them directly to a printer which prints all inbound fax messages immediately.

Saving the environment, time and costs

The XPhone UC fax solution helps you to save the environment. Faxes are no longer automatically printed on paper but rather only as required. This means you save printing ink and the postage costs incurred by sending a letter.

Simple and convenient

You'll never have to run to the fax machine again or even go searching for fax documents within your organisation. XPhone UC provides you with all of the information you need directly at your PC workstation. Faxes can be forwarded by e-mail and you can improve the design of your workflows thanks to digital fax processing.

Personalised serial faxes

Personalised serial faxes such as advertising mailings, for example, can also be sent directly from Microsoft Word using the serial letter feature. After personalisation, indicate when and whether the fax is to be sent with or without a cover sheet. An appropriate serial fax macro for Word is included as standard.

Time-controlled fax dispatch  

Should faxes be sent immediately or not until later? You can specify when each fax is to be sent. Either immediately or at a specified time in the future. Prioritised fax dispatch is also possible which means that urgent order confirmations are always given priority over advertising mailings. By defining specific time slots, faxes can also be sent at more favourable times (economy tariffs, low peak). 

Fax receipt (fax to e-mail)

Faxes received are supplied as TIF or PDF files in your XPhone UC Commander or sent as e-mail attachments. Whatever is more convenient for you.

Sender ID

XPhone Unified Communications 2011 accesses all integrated data bases (e.g. CRM or ERP systems, Microsoft Outlook, Lotus Notes etc.), automatically establishes the sender on the basis of the fax number and makes the information available.

Fax archive

Inbound and outbound fax messages can be sorted and archived in TIF or PDF format. Structured archiving in the file system enables importing into document management systems, for example.

Application integration

XPhone UC even enables you to avail of server-server communication for receiving and sending centralised faxes from host systems, for example, (via SMTP / file system). 

Sending faxes from other Windows programmes

XPhone Unified Communications 2011 enables you to send faxes from practically any Windows application. Regardless of whether you wish to send faxes from your CRM, the ERP or your accounting software, you can integrate fax dispatch in practically any of your business workflows.

Fax printer driver

XPhone UC recognises special control characters in fax documents and automatically scans the recipient´s name and fax number.

Automatic redial

If a fax is unable to be sent (e.g. recipient is engaged), the connection is repeated automatically at regular intervals as specified by you.

Access by fax for perfect customer service

This feature makes documents available around the clock for access by fax. The recipient dials a fax number defined by your company and receives documents as faxes. This enables you to provide your customers or partners with new offers on a regular basis without having to send unsolicited advertising by fax.

Spam filter

The integrated fax server in XPhone UC 2011 contains a spam filter protecting you from unwanted faxes (e.g. advertising) which can be forwarded to a certain recipient (e.g. spam box) or rejected altogether. Filtering according to station ID (CSID) and sender phone numbers can be used.