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Intranet Uni WH | Faxing

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Services for all

at UW/H

Services for all

at UW/H


Faxing with Outlook

You can use Outlook to send and receive faxes via a fax-enabledfunctional mailbox. If you do not yet have access to such a mailbox, please contact your team leader, who can instruct us to give you access to an existing fax-enabled mailbox. If necessary, we will then also set up an additional mailbox.

Here is some important information about faxing using Outlook:

  • To send a fax using Outlook, please enter the following as the e-mail address:[FAX:<number>] Example: [FAX:0023155599] if you want to fax to the number 55599 in Dortmund. (So square brackets are used here, which you can reach on the keyboard with "AltGr" and "8" or "9").
  • When faxing to external numbers, please use a leading zero as you would when making a phone call.
  • The subject line of such a fax mail will *not* appear on the fax. However, you can still use the subject line, e.g. to be able to find the fax better later in the "Sent" folder.
  • In the "From" field, please be sure to enter the name of the fax-enabled mailbox that was given to you by the BIT, otherwise you will only receive an error message. You can select this FAX mailbox from the Outlook address book (if you don't see a "From..." field above the "To..." and "Cc..." fields in the window for a new mail, please click on "Options" in the window's menu and then activate the "From" button).
  • You can simply type the content of the fax into the body of the email or attach Word and PDF documents to the mail. The fax server creates a fax from this, which first contains the content of the mail body, then the content of the attachments.
  • You receive a send protocol for each fax, which informs you about success or failure - e.g. because of a wrong fax number. This transmission protocol is also sent to your fax mailbox.
  • Incoming faxes also land in your fax mailbox and contain the content of the fax as a PDF document.

Send fax via MFP/central printer

If you do not have the documents to be faxed in electronic form, you can also use the MFPs/central printers for faxing.

First, log in with your FAX PIN. (To do this, enter the PIN directly on the first login screen, and donot use your SmartCard). The FAX PIN corresponds to the fax extension with three leading zeros, e.g. "000220" if your fax extension is "220". If your fax extension starts with "44", please use only the last three digits. The FAX PIN only authorizes scanning and faxing, *not* printing or copying.

  • Place your document to be faxed on the scanner glass or in the machine's automatic fe eder.
  • Select"Scan" on the right side of the device display, then "Fax".
  • Select "Settings" to access a menu where you can select the document size, orientation, and duplex mode (single-sided or double-sided). You should not change the setting for the resolution (DPI) and the color mode, even if your original is in color.
  • Now enter the recipient's fax number - just as you would when dialing an external numberwith a leading zero.
  • Select "Start". If you are using the scanner glass, you now have the option to place and scan another page (-> Scan more pages) or to end the scanning process (-> Send).
  • Do not forget to log off!

After scanning, the originals are sent to the fax server, which sends the fax and sends you a send protocol via e-mail.Please note that this mail with the send protocol arrives in your fax mailbox, *not* in your personal mailbox!

The most common error messages and what they mean

Possible causes:

a) You have tried to send a fax by e-mail with your personal sender address instead of the address of the fax mailbox. Please enter the fax box in the "From..." field! See "Faxing with Outlook" for more details.

b) You have logged on to the MFP with your personal PIN instead of the PIN of the fax mailbox. The PIN of the fax mailbox corresponds to the fax extension with three leading zeros. See "Sending a Fax via MFP/Central Printer" for details.


You have tried to send a fax to an external number without pre-dialling the leading zero. The leading zero in the above example is the zero of the Dortmund area code, but the zero for the external connection is missing. The system behaves here in the same way as you are used to from telephoning.