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INFORMATION SYSTEMS SERVICE NETWORKS SECTOR Installation and Configuration Guide for the RightFax Fax Service Operating System: Windows XP August 2011

Transcript of INFORMATION SYSTEMS SERVICE NETWORKS SECTOR€¦ · INFORMATION SYSTEMS SERVICE NETWORKS SECTOR...

INFORMATION SYSTEMS SERVICE

NETWORKS SECTOR

Installation and Configuration Guide for the RightFax Fax

Service

Operating System: Windows XP

August 2011

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Α. INSTALLING THE APPLICATION

B. USING THE APPLICATION

A. Installing the Application

The installation files have been placed on the ISS SVN repository, under the directory iss

> SOFTWARE > NOC > Fax Client. In case you do not have access to this repository, you

may acquire the software from the Information Systems Service Help Desk (phone:

22894444 or e-mail: [email protected])

Open the folder that contains the installation files for the Fax Service. Double click on the

Setup file as shown below:

On the new window that will appear, select Next in order for the installation process to

begin:

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Click the radio button next to “I accept the terms in the license agreement” and then click

Next:

On the following window that will appear select the checkbox that reads “Do not check for

updates” and then click Next:

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Select the Typical Client radio button and then click Next:

The next window that appears informs you on some requirements that have to be met in

order for the installation wizard to proceed. Click Next in order to allow the wizard to

automatically install any required software / updates:

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Select Apply in order to grant the system permission to install any additional software /

updates that are required for the RightFax software to run:

Click Next to proceed with the installation process:

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On the next screen that will appear, you are requested to specify the folder in which the

software will be installed. It is recommended that you do not change the default location.

(C:\Program Files\RightFax). Click Next:

Click on Apply for your previous selections to take effect and proceed with the installation:

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At this point you do not have to perform any actions. Wait a few seconds until the

installation tasks are completed:

Click Next:

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At this point you are requested to enter the server for RightFax Service. Fill in the blank

shown below with: faxsrv.ucy.ac.cy and then click on Next.

Select Apply:

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Wait for a few seconds until the wizard completes the configuration of the software:

The RightFax Fax Client installation process has been completed. Click on the Close button.

Follow the link Using the Application in order to get familiar with the use and basic functions

of the software:

B. Using the Application

Below you can find information on how to use these features:

1. Start up and access to the Fax Service

2. Change Password

3. Application Interface

4. Create a new document to send

5. Phonebook

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1. Start up and access to the Fax Service

Launch the Fax Client application by selecting Start > All Programs > Captaris > RightFax

FaxUtil:

The first time you launch the application you will get the following error message. Select OK

and the application will proceed normally:

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At this point you will have to enter the username and password you have been given for the

Fax Service. Enter these credentials and select OK:

For enhanced security purposes, it is strongly recommended that you proceed to changing

your password as soon as possible. You can find guidelines on how to change your password

in paragraph 2: Change Password.

2. Change Password

From the application toolbar select Tools and then click on Options:

A new window will appear. Select the fourth tab User Information and then click on the

Change Password button. On the new dialogue box that will appear (see screenshot below),

you will have to fill the Old Password field with your current password and then enter the

new password in the fields New Password and Confirmation. Once you have completed

these fields select OK and OK again to return to the main menu.

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3. Application Interface

The following screenshot gives some details on the functionality of each button in the

application’s toolbar. Please note that, in order to make use of some of these features, you

will first have to select one or more documents on which to apply the desired features.

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The following screenshot presents the main screen of the application. On the left side, the

user sees the three default application folders – All, Main and Trash. In case a user has

chosen to create more personal folders, they will be shown on the folder tree to the left.

Each document in the document list will be preceded by one or more icons. The meaning of

these icons is explained below:

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4. Create new document to send

Select the new document icon from the toolbar. Alternatively, you can choose Fax >

New from the command bar, or press Ctrl + N on your keyboard. A new window will appear

as the one shown in the screenshot below. You will have to fill in the Fax Number field or

choose an entry from your Phonebook. Fill in any other information you wish, such as

Company, City / State etc.

If you need to include a Cover Sheet with your document, go to the Cover Sheet Notes tab.

To attach a document, go to the third tab Attachments, browse for the document and

attach it.

To send the document, click on the Send button at the downright corner of the dialogue

box.

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5. Phonebook

The Fax Service allows users to keep and make use of a personal e-mail and fax phonebook.

Users can add both individual and group entries. By using group entries, sending one

document to multiple recipients becomes a very easy and time-saving process.

Phonebook entries can be private or published. When a new entry is registered, it is set to

private by default. Private entries can be viewed only by the user. Published phonebook

entries are visible to any other FaxUtil user on the network.

Create an Individual Phonebook Entry:

i. Select the Phonebook icon from the application’s toolbar:

ii. Click on the New Entry button. Enter the desired name for the new contact in the ID field.

Enter the complete fax number in the Fax Number field. Please note that you should always

include the digit 9 before any fax number you are using. If you wish to make this phonebook

entry published, select the appropriate check box to the right.

You can also add several other information regarding the new contact you are registering,

such as physical address, company and secondary fax number. Once you have filled all the

information needed, click OK. The new entry will now appear to your Phonebook.

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If you wish to create a group of contacts, click on the Phonebook icon to open the

phonebook and the select the New Group button. A dialogue box will appear as the one

shown below. On the left pane you will see the list of all the entries in your Phonebook.

Fill in the field ID with an appropriate name for the group that is to be created.

Choose the contact that you wish to add to the group and then click the button to

move it to the right pane. Repeat until you have moved to the right all the contacts that you

wish to add to the group. To select multiple contacts at once, hold down the Ctrl key and

click on the contacts you wish to select. If you want to remove a contact from the group,

select it from the right pane and then press the button.

Other Phonebook features:

The FaxUtil Phonebook has other useful features such as the Edit Entry, Delete Entry and

Print Selected features. To use these, click to open the Phonebook, select a contact and then

click on the button that corresponds to the feature you want to use.