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Sending a fax

Last updated on June 30, 2022
You can send faxes:
  • To one or multiple contacts at a time
  • Immediately or at a scheduled date and time
Desktop & web
Mobile
Admin Portal
Email
Phone app
  1. Open the RingCentral app on your desktop or web browser. 
  2. Click the plus icon next to Fax or the Fax icon at far right.
Note: Depending on how your tabs are customized, you may need to click More > Fax.
  1. In the upper right corner, select the Fax icon.
Fax navigation.
  1. Enter the phone numbers or names from your contacts list in the To field.
Note: You can add up to 50 recipients. To add more, Fax broadcasting must be turned on. Learn how
  1. Select a Cover page style or click Add cover page and select a template. If you don't want to use a cover page, select None. If you’d like, add a Cover page note.
Enter the phone numbers or names
You can send a fax with a custom cover page where you can assign a name, upload a file, or download a template you can configure before uploading. Previously uploaded custom cover fax pages are readily available to be selected, and you have an option to preview, edit or delete it.
  • Drag and drop or attach a .docx file
  • Click sample.docx to customize a new cover page and then upload
Click sample.docx
  1. Click the Attach file paperclip and select the files you want to send.
Note: Make sure the files are smaller than 50 MB combined and that they are one of the supported file types
  1. To send the fax immediately, click Send now. To send the fax at a future date and time, select Send later, enter a date and time, then click Schedule.
To confirm whether a fax was sent, go to Sent or All faxes. A fax’s status shows as Processing, Submitted, Sent, Failed, or Received.
  1. Open the RingCentral mobile app. 
  2. Tap More > Fax in the bottom navigation bar
Mobile app fax location.
Note: Depending on how your tabs are customized, you may need to tap More > Fax.
  1. Tap the plus icon in the upper right corner.
Fax icon location.
  1. Enter the phone numbers or names from your contacts list.
  1. Note: You can add up to 50 recipients. To include more, Fax broadcasting must be turned on. Learn how
  1. Tap Cover page and choose a style. Toggle off if you don’t want to include a cover page. If you’d like, add a Cover page note. You can send a fax with a custom cover page by toggling on Use cover page, and then tapping the plus icon to upload the cover page from your device. You can assign a name, upload a file, or download a template you can configure before uploading. Previously uploaded custom cover fax pages are readily available to be selected, and you have an option to preview, edit or delete it.
  2. Tap Save
  3. Tap Add attachment and select Attach files or Attach photos
Fax icon location.
  1. Select the files or photos you want to send.
  1. Note: Make sure the files are smaller than 50 MB combined and that they are one of the supported file types.
  1. If you’d like to delete one or more of the attachments or rearrange their order, tap Edit
    1. To delete, tap the minus icon. 
    2. To rearrange their order, tap and drag the three lines on the far right. 
  2.  To send the fax immediately, tap Send.
  1. Note: To save as a draft, tap the Back icon in the upper left corner and tap Discard changes or Save draft. If you tap Save draft, the fax will be labeled as a Draft in your list. 
To confirm whether a fax was sent, tap Fax in the bottom navigation bar. A fax’s status shows as Sending, Sent, Failed, or Received.
  1. Sign in to the Admin Portal.
  2. Click the More menu and select FaxOut.
FaxOut location.
  1. Add the desired recipients in the To field by:
    1. Entering phone numbers, then pressing Enter on your keyboard.
    2. Clicking the plus icon to the right of the To field, then searching for or selecting the recipients from the Contacts and Groups tabs.
Note: You can add up to 50 recipients. To include more, Fax broadcasting must be turned on. Learn how
FaxOut location.
  1. To include a cover page:
    1. Click Enable > Select.
    2. Select a style. 
    3. Select Done.
    If you’d like, add Cover Page Notes.
  1. Click Attach Files and select My Computer, Box, Dropbox, or Google Drive.
  1. Note: Make sure the files are smaller than 50 MB combined and that they are one of the supported file types
  1. Click Browse. If you’re attaching a file from cloud storage, you may have to authorize RingCentral to access it. 
  2. To send the fax immediately, click Send Now. To send the fax at a future date and time:
    1. Check Enable under Schedule.
    2. Click Send on and select a date and time.
    3. Click Schedule.
To confirm whether a fax was sent, go to Messages > Sent Items. Successfully sent faxes are shown with the date and time in the Sent column. Sent faxes that are still pending appear in your Outbox. Unsuccessfully sent faxes show as Failed in the Scheduled column.
Sending fax
Runtime 2:22
You can send up to 50 faxes at a time from your email if your company admin has turned on Email-to-fax. To include more, Fax broadcasting must be turned on. Learn how
 
Before sending faxes by email, make sure you’ve set up your email address to send them.
  1. Sign in to an email account that’s set up to send faxes.
  2. Start a new email.
  3. In the To field, enter the phone number as you would dial it, then @rcfax.com if you’re sending to 50 recipients or fewer. For example, 18005551212@rcfax.com. Use a semicolon and a space to enter multiple recipients. If you’re sending to more than 50 recipients, enter @rcfaxbroadcast.com after the phone number.
 
Up to 50 recipients
51 or more recipients
Start with the phone number:
Example US phone number 
1235551212
1235551212
Example International phone number 
+011235551212
+011235551212
Add the email domain:
Email domain
@rcfax.com
@rcfaxbroadcast.com
 
Example email To: field
1235551212@rcfax.com; 23477712122@rcfax.com; +0115678902323@rcfax.com
1235551212@rcfaxbroadcast.com; 4835596854@rcfaxbroadcast.com; +0115678902323@rcfaxbroadcast.com
  1. To include a cover page note, enter it as the Subject.
  2. Attach the documents you want to fax.
    Note: Make sure file names don’t include special characters, the files are smaller than 50 MB, and they are one of the supported file types.   
  3. Make sure the email body is empty. Remove any signature, images, or footnotes.
  4. Send your email.
You’ll receive an email confirmation with the fax transmission results.
  1. Open the RingCentral Phone app.
  2. Select Compose fax from the bottom navigation bar.
Select Compose Fax icon
  1. In the To field, click the plus icon to select a name from your contact list, or enter the recipient’s phone number. 
  2. Select a cover page style by clicking the arrow to the right of the Cover Page field. 
    1. View a sample of your selected style by clicking the eye icon at the far right. 
    2. Click the checkmark in the upper right corner to confirm your choice. 
  3. If you’d like, include a Note on the cover page.
  4. Drag and drop the files you want to fax under Attachments, or use the paperclip to browse and attach your file. 
Select Compose Fax icon
Note: Make sure the files are smaller than 50 MB combined and that they are one of the supported file types.
  1. Choose when to send your fax:
    1. Select Send later to pick a date and time, and click Schedule send
    2. Select Send now to send immediately.
Once your fax is submitted, a status banner will appear. To confirm the fax status, go to Messages > Fax. Faxes will show as Fax submitted, Fax sent, or Fax failed
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