Fax over IP (FoIP): Sending a Fax using Outlook

*** Do not send any PI (Personal Information such as social security number, driver license or ID card, bank or credit card info, etc) or PHI (Protected Healthcare Information, such as medical or health insurance records). If you need to send PI or PHI data via fax, you must use a standard fax machine or a multifunction printer connected to an analog fax line.


To send a fax using Outlook:

1. Create a new e-mail.


2. Encrypted/digitally signed e-emails are NOT SUPPORTED when sending a fax.  On the e-mail/fax:

  • Click on the OPTIONS tab
  • In the PERMISSIONS group, make sure the PERMISSIONS, ENCRYPT, and SIGN icons are not highlighted.  If they are, please click on each of them once to turn them off.


3. Enter a subject and type the message as you would do for a regular e-mail (the subject will be displayed on the cover sheet of your fax).  The message can be HTML, Plain Text or Rick Text format.


4. If needed, add attachments that will constitute the pages of the fax.

  • Supported files: Word, Excel, PowerPoint, PDF, JPG, and BMP (picture files)
  • Not supported files: audio and video files


5. In the TO field, enter the actual fax number using the format 1234567890@fax.barry.edu.

  • If the fax number is a long distance number or international number, the codes will be automatically embedded in the number when sending the fax.


6. Click SEND to send the fax as you would do for an e-mail.

7. Faxing may take several minutes.  If the fax has been successfully delivered, you will receive a confirmation through e-mail (the confirmation will also be attached in the e-mail).


8. If the fax is not successfully delivered, you will receive an e-mail message containing the error.  Please check the reason section for the error and take appropriate action to correct the problem.  If the message states "...absence of conversion engine" (see below), please ensure you are attaching one of the supported files (Word, Excel, PowerPoint, PDF, JPG, and BMP).


If you need assistance, please contact the Support Desk at 305-899-3604 or via email at helpdesk@barry.edu.


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Article ID: 1869
Tue 7/15/14 3:56 PM
Tue 8/20/19 12:14 PM