Sending a Fax via Scanning

Modified on Thu, May 23 at 11:12 AM

These instructions can be followed by any branch or department employee that has a Ricoh multi-function device (copier/printer/scanner) that allows you to scan documents to email. Our e-fax provider will take the scanned email and send it as a fax to the fax number.

Your branch/department may no longer have a traditional phone line to send outbound faxes (i.e. your phone number was ported to our e-fax provider and the fax machine does not have a dial tone), so you can follow the steps below to continue sending faxes via your scanner.

1. Switch to Scan mode
On the multi-function device, enter Scan mode by pressing the Scanner button on the machine. Do NOT use the Fax option.

On the screen, make sure you are on the "Email" tab, as opposed to the "Folder" tab.
2. Enter the Fax Number as an Email Address
Press the "Manual Entry" button* on the screen to enter the recipient's fax number in this format:
Current Method (AT&T):
[faxnumber]@rcfax.com
Do NOT begin with a '1' - simply start with the area code.
e.g. [email protected]

Press OK.

*If you do not see a Manual Entry button on your screen, there should be a button to the right of the screen that states "Simple Screen." When you press that, the "Manual Entry" option should appear on the screen.
3. Start Scanning
Press the green Start button to begin scanning the document(s). When finished scanning all documents, press # (Enter) to finish and send.
4. Check Result
In the top-right of the screen, you can press the Scanned Files Status button to verify the scan was "Completed" or if there was an error.

IT Notes/Troubleshooting:
- To prevent users from needing to specify a sender, check these settings on the machine: User Tools button --> System Settings --> File Transfer. Administrator's email address must be [email protected]. Scroll down the list and make sure that Auto Select Sender Name is set to "On." Also, the recipient can not simultaneously be registered as a sender in the Address Book (see Protection tab in Address Book).

Sending a Fax via Scanning

1. Switch to Scan mode

2. Enter the Fax Number as an Email Address

3. Start Scanning

4. Check Result