Faxing is still an important part of many businesses across the United States. Hospitals, clinics, banks, law firms and other institutions rely on faxes for important prescriptions, records and legal documents. But many professionals work from home, and organizations struggle to ensure faxes are delivered to the right person.
Fortunately, there is a “fax forwarding” function built into most fax and multifunction machines. Here, we’ll outline the basics and how to set up fax forwarding on your device.
Fax forwarding is a routing function that automatically sends incoming faxes directly to a preprogrammed email address and/or network folder instead of printing them at the fax machine.
Having your faxes sent to a designated inbox or default file folder offers several benefits, including:
Instead of printing a fax, fax forwarding sends and stores faxes to a specified email address or folder. Many multifunction printers (MFPs), including those offered by Troyka-TC, have a built-in fax machine and include this feature.
Received faxes can be routed via criteria in the fax header touch screen of the device such as the sender’s fax phone number so you can send it to an alternate location. You can even create multiple fax routing conditions according to a time schedule, or turn the routing on or off for periods of the day. This is a great way to secure information and control wasteful junk faxes.
The following steps and corresponding screenshots demonstrate how to forward faxes to an email address on the Canon imageRunner line of multifunction devices. However, the process is very similar for all MFPs. For example on Ricoh devices, the built-in Fax Forwarding function is found in the Fax Feature settings.
To ensure the proper routing of faxes and to prevent unauthorized users from seeing sensitive faxes, follow these steps.
1. Log in to your control panel as an administrator and click on Receive/Forward under Function Settings.
3. In the Edit Conditions screen, you will find forwarding options, including all available conditional options. Enter the Forwarding Conditions, Forwarding Destination, and Forward Settings, including your desired timing and formats.
Once you select and save your settings, we recommend sending a test fax to ensure the routing is properly configured. If there are issues, you may need to talk with your IT department to ensure your SMTP server and IP address are properly configured with your device. If you have questions about your print device’s settings, you can also contact your Managed Print provider.
We hope this fax forwarding tutorial is helpful. Need to upgrade your printer to include fax and fax forwarding capabilities? Contact us today.
