The UChicago Fax service allows you to send and receive faxes directly to and from your computer instead of a dedicated fax machine. Below is a list of related questions and answers. Select a topic to learn more.

 

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How will I know I've received a fax?

Your email inbox will indicate you have an email from the University of Chicago Fax Server [RFAX@uchicago.edu]. You will also see the date and time received. You may also receive the incoming fax number and the name of the business sending the fax, provided this information is transmitted with the fax.

How will the fax appear?

The fax will be received as a portable document format (PDF), which can be saved and stored as you would any PDF file.

How are faxes stored?

The fax is delivered to your email address and may get deleted, forwarded, or saved/stored just like any email you may receive. The fax server will not store faxes. Therefore, once delivered to your email, IT Services cannot find and re-forward to your email.

If this service relies on email for fax delivery, what happens if an email server is not available to deliver faxes due to maintenance or an outage?

In this case, the faxes remain in the queue for delivery on the fax server. Faxes are delivered when the email server is ready to receive incoming mail. During this lapse in email service, the faxes cannot be reviewed, retrieved, or redirected.

Can I print faxes instead?

Inbound faxes can be redirected to a printer or multi-functional device on the University network. IT Services cannot redirect faxes to a fax machine. This service is considered "green" in that it can reduce the paper and toner consumption of a traditional faxing machine.

My coworkers may also require access to the same fax to fulfill our team's work. How can they access my email to receive the faxes?

IT Services can assign a group fax number to be directed to a group email. Just like any group email, these documents can be assigned and shared, saved as images to either email or a client application, and accessed electronically for long-term use. Group email faxing can easily replace the need for a fax machine where documents can be easily viewed by any employee visiting the machine. Group email faxing can improve the security and confidentiality of this service. For more information, read this Mailing List Overview article.

We often receive spam faxes at our fax machine. Does this mean I'll receive spam faxes in my email?

IT Services will register approximately 2,000 telephone numbers, reserved for faxing, to the Do Not Call Registry. This will help ensure your fax number or your group's fax number will see a reduced volume of spam faxes.

Will my fax server number change?

We do not require a change in existing fax server telephone numbers. New fax numbers will be assigned from a standard range: 773.926.0000 through 773.926.0499.

Can I send faxes from email too?

Yes. Follow these steps to send faxes from email:

• Prepare your communication, including content and attachments in an email.
• When you are ready to send, include the following information in the "To:" field. (Follow each example based on your destination.)
  
  • On-campus faxing: "/name=Andy/fax=31002/ ucfax@uchicago.edu"
  • Off-Campus faxing: "/name=Andy/fax=917735551234/ ucfax@uchicago.edu"
  • International faxing: "/name=Andy/fax=901152554601265/ ucfax@uchicago.edu"
• Name = recipient name or group. The Name is optional. For example, "/fax=31002/ ucfax@uchicago.edu" is acceptable even though no name is included.
• Fax = distant fax number. Include 9 for outside dialing (outside of UChicago destinations) 1+Area Code for dialing outside campus. Use 011+correct country code for international access.
• Verify the number inserted in the dialing string is correct. To verify, call the number. If you hear a fax tone, proceed. If you hear a voice or answering machine, obtain a new number or listen to the instructions in the voicemail to send a fax.
• The fax server will make five attempts to reach the number before failing.

Will the outbound fax include a cover page?

Yes. For now, the cover page is standard and includes:

• Sender's name
• Private fax number
• General fax number
• Voice number

This information is entered as IT Services creates your fax ID.

If I use more than one email, can I send a fax from any email address?

Your inbound fax ID will automatically allow outbound faxing. To add email addresses, please contact IT Services to ensure your email addresses are authorized for sending. There will be no additional charge to meet this request.

What will the recipient receive and how will I know the individual received the fax?

• They will receive a University of Chicago Fax Cover Page, which will include your contact information.
• Attachments will automatically open as the fax is transmitted.
• You will also receive a transmission confirmation email when the fax has been delivered successfully.
• This article, File Formats that Convert to Fax Format lists the most common approved file attachments.

Will my department's multi-functional device (copier, printer, scanner, analog fax) automatically use the fax server to send faxes?

Not all multi-functional devices are compatible with fax servers, therefore, you may need to adjust your multi-functional device and the fax server. If this is not an option for your department's multi-functional device, the standard analog line faxing is an option at monthly analog fax rates. The Xerox devices available to hospital personnel are compatible with the RightFax server. For more information, please contact the Xerox office at purchasing.xerox@uchospitals.edu or by calling 773.702.1398.

What is the cost of this service and how does this compare to standard fax machine faxing?

• The monthly cost of this service is $2.24.
• The monthly cost of an analog line for a fax machine is $31.72. Field visits are billed at $35/visit for installation and repair.
• Local and long-distance use are included.
• International use is billed to the FST account for the originating email.

How can I request this service?

• Review this service with your manager.
• Have your manager submit a request to the IT Services Self-Service Portal to request this service. Include the FST account receiving the monthly charges.
• You must also provide the email address receiving the fax and an existing fax number for reuse.

How can I preview documents rather than open the document?

Most email clients allow preview using a plug-in. If this does not seem to work, contact IT Services at 773.702.5800 (2-5800) for assistance.

How can I receive assistance or report a problem?

Contact IT Services to report a problem and request assistance.