SBS: How to configure the Shared Fax service to route incoming fax jobs to a common inbox

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Article ID: 311529 - View products that this article applies to.
This article was previously published under Q311529
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SUMMARY

This article describes how to route incoming faxes to a common mailbox that all users on a Microsoft Windows Small Business Server 2000 or Microsoft Windows Small Business Server (SBS) 2003-based network can use. This scenario may be better than the scenario that routes all incoming faxes to an existing user's mailbox and the user must forward all the faxes to the intended recipients.

MORE INFORMATION

To route incoming faxes to a common mailbox on a SBS 2000 or a SBS 2003-based server, follow these steps:
  1. Create a Fax mailbox on the server:
    1. On SBS 2000, click Start, point to Programs, point to Administrative Tools, and then click Active Directory Users and Computers. On SBS 2003, click Start, point to Administrative Tools, and then click Active Directory Users and Computers.
    2. Expand the domain object, right-click Users, point to New, and then click User.
    3. Type an easy-to-remember first name and logon name for the user, such as Fax, and then click Next.
    4. Enter a password for the new user, and then click Next.
    5. Click Create an Exchange mailbox, and then click Next.
    6. Click Finish to create the Fax user.
    7. After you create the Fax user, click Users, right-click the Fax user in the list of users, and then click Properties.
    8. Click the Exchange Advanced tab. If this tab does not exist, close the Fax user Properties, click Advanced Features on the View menu, and then open the Fax user Properties again.
    9. On the Exchange Advanced tab, click Mailbox Rights, and then click Add.
    10. Click to select the Domain Users group, click Add, and then click OK.
    11. Under the Allow column, click to select the Full mailbox access check box, and then click OK two times.
  2. Configure the Microsoft Shared Fax service to route incoming faxes to the Fax mailbox.

    Note On SBS 2003, we recommend that you configure the Fax service by running the Fax Configuration Wizard. To start the Fax Configuration Wizard on SBS 2003, click Configure Fax on the To Do List in Server Management. If you are running SBS 2000 or if you prefer to configure the Fax service manually on SBS 2003, follow these steps:
    1. On SBS 2000, click Start, point to Programs, point to Microsoft Shared Fax, and then click Shared Fax Service Manager. On SBS 2003, click Start, point to All Programs, point to Accessories, point to Communications, point to Fax, and then click Fax Service Manager.
    2. On SBS 2000, right-click Microsoft Shared Fax (Local), and then click Properties. On SBS 2003, right-click Fax (Local), and then click Properties.
    3. Click the Receipts tab.
    4. Click to select Enable SMTP e-mail receipts delivery.
    5. In the From e-mail address box, type the e-mail address that you want the e-mail receipt messages to come from. For example, if you want the Administrator account's e-mail address to be on the From line in the e-mail receipt messages, type Administrator@Domain.com.
    6. In the Server address box, type the SBS server's NetBIOS computer name. Do not type the server's fully qualified domain name (FQDN).

      To determine the SBS server's NetBIOS computer name, open a Command Prompt window, type hostname, and then press ENTER.
    7. In the Port box, type 25.
    8. Click to select Use this configuration for the Route Through E-mail incoming routing method, and then click OK.
    9. Expand Devices and Providers, expand Devices, expand the device used for incoming faxes, and then click Incoming Methods.
    10. Right-click Route through e-mail, and then click Properties.
    11. Click the E-mail tab, type the Fax user's e-mail address in the Mail to box, and then click OK.

      The e-mail address must be the Fax user's full e-mail address. For example, type the address as fax@example.com.
    12. Right-click Route through e-mail, and then click Enable.
  3. Follow these steps to configure each client computer that is running Microsoft Outlook 2000:
    1. Right-click the Outlook icon on the desktop, and then click Properties. If Outlook is running, you can instead click Services on the Tools menu.
    2. Click the Microsoft Exchange Server service, and then click Properties.
    3. Click the Advanced tab.
    4. In the Open these additional mailboxes section, click Add.
    5. Type the name of the mailbox that you want (in this example, type Fax), and then click OK. Close the properties.
    6. If Outlook is running, quit it, and then start it again.
    7. View the Fax Inbox in Outlook Folder view to gain access to the routed faxes.
  4. Follow these steps to configure each client computer that is running Outlook 2002 or Outlook 2003:
    1. On the Tools menu in Outlook, click E-Mail Accounts.
    2. Click View or change existing e-mail accounts, and then click Next.
    3. In the list of e-mail accounts, click the Microsoft Exchange Server account, and then click Change.
    4. Click More Settings, and then click the Advanced tab.
    5. In the Open these additional mailboxes section, click Add.
    6. Type the name of the mailbox that you want (in this example, type Fax), and then click OK.
    7. Click OK, and then click Next.
    8. Click Finish to close the E-mail Accounts dialog box, and then restart Outlook 2003.
    9. View the Fax Inbox in Outlook Folder view to gain access to the routed faxes.
On SBS 2003, you can route faxes to a document library in the CompanyWeb site instead of routing to an Exchange mailbox. For information about routing faxes to the document library, see the Route faxes to the fax document library topic in Small Business Server Help and Information.

REFERENCES

For additional information, click the following article number to view the article in the Microsoft Knowledge Base:
283072 SBS: How to route incoming faxes to a mailbox other than the administrator without Microsoft Outlook on the SBS server

Properties

Article ID: 311529 - Last Review: December 3, 2007 - Revision: 3.2
APPLIES TO
  • Microsoft Small Business Server 2000 Standard Edition
  • Microsoft BackOffice Small Business Server 2000 Service Pack 1
  • Microsoft Windows Small Business Server 2003 Premium Edition
  • Microsoft Windows Small Business Server 2003 Standard Edition
Keywords: 
kbhowto kbenv KB311529

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