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Home > RingEX > Fax > Sending a fax

Sending a fax

Last updated on February 28, 2023
You can send faxes:
  • To one or more contacts at a time.
  • Immediately or at a later scheduled time.
Desktop & web
Mobile
Admin Portal
Email
Analog telephone adapter

From the desktop app or web browser

  1. Open the RingCentral app on your desktop or web browser. 
  2. Click the + icon on the top right and select Send new fax.
    OR
    Click Fax in the left navigation bar. Then in the left panel, click the + icon next to Fax.
Note:  If you don’t see Fax in the left navigation bar, click More > Fax.
  1. In the upper right corner, select the Fax icon.
Fax navigation.
  1. Enter the phone numbers or names from your contacts list in the To field.
Note: You can add up to 50 recipients. To add more than 50 recipients, you’ll need to turn on fax broadcasting.
  1. In the Cover page dropdown, select a style for your cover page or click Add cover page to choose a template from your computer. If you don't want to use a cover page, click None. 
  2. To add a custom cover page:
    1. Click Add cover page.
    2. Enter a name for your cover page in the Cover page name field.
    3. Drag and drop an existing file into the window, or click anywhere in the window to locate a file on your computer, then upload it. You can also click sample.docx to customize and upload a new cover page.
    4. Click Save. Cover pages are saved so you can use them again.
Click sample.docx
  1. Add additional information under the Notes section (optional).
  2. To attach files to your fax, click the Attach files icon and select the files from your computer.
Note:  All your file attachments must be in supported formats with a total size of less than 50 MB.
  1. To send the fax immediately, click Send now. To send the fax at a future time: 
    1. Click Send later.
    2. Enter a date and time.
    3. Click Schedule.

Faxing from the Print screen

You can fax any document or web page directly from the Print screen by adding RingCentral Fax to your list of printers.
 
Note: This feature is only available for Windows PCs.

Downloading the plugin

  1. Open the RingCentral app on your desktop or web browser.
  2. Go to Settings > Phone > Print to fax.
  3. Click the Install button to install the plugin.
Cllick Install

Sending documents or web pages

  1. Open the document or web page you want to attach to a fax.
  2. Click Print or press Ctrl + P.
  3. Select RingCentral Fax from the printer dropdown in the print window.
Click RingCentral Fax
  1. Click Print. The RingCentral app will open a new fax page with the document attached. 
  2. In the To field, enter phone numbers or names from your contacts list.
  3. Select a Cover page style or click Add cover page to select a template. If you don’t want to use a cover page, select None. 
  4. You can also add more information in the Notes field.
  5. To send the fax immediately, click Send now. To send the fax at a future time:
    1. Click Send later.
    2. Enter a date and time.
    3. Click Schedule.
To check the status of your sent faxes, go to Fax > Sent or Fax > All faxes. Fax status options are Processing, Submitted, Sent, Failed, or Received.

Faxing scanned documents

The RingCentral app allows you to send scanned documents via fax by scanning documents directly from the Fax screen.
 
Before using the feature, ensure your scanner has the most current driver and software installed. The app will automatically detect and recognize the scanner, then connect to it. Refer to your scanner's manual for more information.

Selecting your scanner

  1. Open the RingCentral app on your desktop or web browser.
  2. Go to Settings > Phone > Fax.
  3. Select your scanner from the dropdown next to Scanner.
    Note: If your scanner is turned off, the dropdown menu is grayed out.
Selecting a scanner in RingCentral app
The Scan icon will appear in the New Fax window when you have selected the scanner.
Scanner icon in RingCentral app

Sending scanned documents

  1. Open the RingCentral app.
  2. Click the + icon in the top right corner and select Send new fax.
    OR
    Click Fax in the left navigation bar. Then click the + New Fax icon. 
    Note: If you don’t see Fax in the left navigation bar, click More > Fax.
  3.  Click the Scan icon to scan and send attachments.
Select scanner to send fax in RingCentral app
  1. Enter the phone number(s) or name(s) from your contacts list in the To field.
  2. Select a Cover page style or click Add cover page to select a template. If you don’t want to use a cover page, select None. 
  3. You can also add more information in the Notes field.
  4. To send the fax immediately, click Send now. To send the fax at a future time:
    1. Click Send later.
    2. Enter a date and time.
    3. Click Schedule.
To check the status of your sent faxes, go to Fax > Sent or Fax > All faxes. Fax status options include Processing, Submitted, Sent, Failed, or Received.
  1. Open the RingCentral mobile app. 
  2. In the bottom navigation bar, tap More > Fax.
Mobile app fax location.
  1. Tap the + icon in the upper right corner for iOS or tap the message icon at the bottom right for Android.
Fax icon location.
  1. Enter phone numbers or names in the To field, then tap Next.
  1. Note: You can add up to 50 recipients. To add more than 50 recipients, you’ll need to turn on fax broadcasting.
  1. Select the number where you want the fax sent from in the Fax From field.
  2. Tap Cover page and choose a style.
    1. Tap the toggle if you don’t want to include a cover page.
    2. To select an existing template, select it, then tap the back arrow.
    3. To upload your cover page, go to Add > Upload cover page and follow the prompts to select a file from your device. 
    4. Tap Replace to select your new document. Cover pages are saved so you can use them again.
  3. If you want to send files and photos with your message, tap Add attachment.
    1. Attach files: Share a document.  
    2. Attach photos: Attach and share images.
    3. Take photo: Take a picture using your phone’s camera.
      Note: All your file attachments must be in supported formats with a total size of less than 50 MB.
  4. Send the fax:
    1. To send the fax immediately, tap Send in the upper right corner.
    2. To send a fax at a future time, tap Send later, enter a date and time, then tap Send in the upper right corner..
Send fax via mobile
  1. Note: To save your fax as a draft, tap the Back icon in the upper left corner, then select Save draft. Doing so will save the fax so you can edit it later. 
To confirm the status of a sent fax, tap Fax in the bottom navigation bar. Fax status options are Processing, Submitted, Sent, Failed, or Received.
  1. Sign in to the Admin Portal.
  2. Click the App Gallery icon at the top right, then select FaxOut.
FaxOut location.
  1. In the Send a Fax popup window, you can add recipients in two ways:
    1. In the To field, enter your contacts’ names or phone numbers.
    2. Click the + icon to the right of the To field, then select recipients from your contacts list. 
    3. When you’re done adding contacts, click Insert.
Note: You can add up to 50 recipients. To add more than 50 recipients, you’ll need to turn on fax broadcasting.
FaxOut location.
  1. To include a cover page:
    1. Check the Enable box, then click Select.
    2. Select a cover page style from the Cover Page dropdown, then click Done. 
  2. If you’d like, you can add more information in the Cover Page Notes field.
  1. In the Attach Files dropdown, select My Computer, Box, Dropbox, or Google Drive, then click Browse.
    Note: 
    • All your file attachments must be in supported formats with a total size of less than 50 MB.
    • If you’re attaching a file from cloud storage, you may have to authorize RingCentral to access it.
  1. To send your fax, click Send Now. To send the fax at a future time:
    1. Under Schedule, check the Enable box.
    2. Click Send on, then select a date and time.
    3. Click Schedule.
To check your fax’s status, navigate to My Extension > Messages > Sent Items in the Admin Portal. 
  • Successfully sent faxes appear in the Sent column, along with timestamps. 
  • Pending faxes appear in your Outbox.
  • Unsuccessfully sent faxes appear in the Scheduled column and are marked Failed.
Sending fax
Runtime 2:22
Before you send a fax by email:
  1. Sign in to your company email account.
  2. Compose a new email.
  3. To send a fax to:
    1. 50 or fewer recipients: In the To field, enter the phone number as you would dial it, followed by @rcfax.com (e.g., [email protected]). Use a semicolon and a space between recipients’ names. 
    2. 50 or more recipients: In the To field, enter the phone number as you would dial it, followed by @rcfaxbroadcast.com (e.g., [email protected]).
  4. To include a cover page note, enter it in the Subject field.
  5. Select attachments from your computer.
    Note: All your file attachments must be in supported formats with a total size of less than 50 MB.
  6. Leave the body of the email empty. Delete any signatures, images, and footnotes.
  7. Send your email.
 
Up to 50 recipients
51 or more recipients
Start with the phone number:
Example US phone number 
1235551212
1235551212
Example International phone number 
+011235551212
+011235551212
Add the email domain:
Email domain
@rcfax.com
@rcfaxbroadcast.com
 
Example email To: field
You’ll receive an email confirmation with the fax transmission results.
If you don’t have an analog telephone adapter (ATA) set up in your account, you will need to follow the steps for setting up and configuring a new ATA.

Configuring the ATA as your fax machine

To set up the ATA as the fax machine:
  1. Go to the Admin Portal and sign in.
  2. Click My Extension in the top right.
  3. Go to Settings > Phones & Numbers.
  4. Assure the ATA fax machine is listed and enabled.
    Note: You can disable other fax machines if needed.

Sending a fax via ATA

You’ll follow the same steps for sending a fax with an ATA, utilizing the Admin Portal.
  1. Go to the Admin Portal and sign in.
  2. Click the App Gallery icon at the top right, then select FaxOut.
Click the App Gallery icon
  1. In the Send a Fax popup window, you can add recipients in two ways:
    • In the To field, enter your contacts’ names or phone numbers.
    • Click the + icon to the right of the To field, then select recipients from your contacts list. 
  2. When you’re done adding contacts, click Insert.
    Note: You can add up to 50 recipients. To add more than 50 recipients, you’ll need to turn on fax broadcasting.
Add recipients
  1. To include a cover page:
    • Check the Enable box, then click Select.
    • Select a cover page style from the Cover Page dropdown, then click Done. 
  2. If you’d like, you can add more information in the Cover Page Notes field.
  3. In the Attach Files dropdown, select My Computer, Box, Dropbox, or Google Drive, then click Browse.
    Note: 
    • All your file attachments must be in supported formats with a total size of less than 50 MB.
    • If you’re attaching a file from cloud storage, you may have to authorize RingCentral to access it.
  4. To send your fax, click Send Now. To send the fax at a future time:
    • Under Schedule, check the Enable box.
    • Click Send on, then select a date and time.
    • Click Schedule. 
To check your fax’s status, navigate to My Extension > Messages > Sent Items in the Admin Portal.
  • Successfully sent faxes appear in the Sent column, along with timestamps. 
  • Pending faxes appear in your Outbox.
  • Unsuccessfully sent faxes appear in the Scheduled column and are marked Failed.
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