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Home > RingEX > Fax > Viewing and managing a fax

Viewing and managing a fax

Last updated on January 30, 2023

RingCentral lets you send and receive faxes without a fax machine. You can receive, view, download, forward, print, or delete your faxes from the RingCentral desktop, web, and mobile apps, from the Admin Portal, from your email account, or from the RingCentral Phone app.

Desktop & web

Mobile

Admin Portal

Phone app

In the left navigation bar, click Fax.

Note: If you have any unread faxes, a numbered badge on the Fax icon will indicate how many you have.

Hover over a fax entry to show your options at the far right:
- Contact: Create new contact or Add to existing.
- View: See your fax.
- Download: Save the fax to your device.
- Forward: Forward your fax to another recipient.
- Retry: Resend a fax that didn’t go through.
- More: Select Mark as read/unread, Block number, or Delete:
  - ○ Mark as read/unread: Mark a fax as read or unread without opening it.
  - ○ Block number: Block the contact who sent you the fax. Click Block in the popup to confirm.
  - ○ Delete: Delete the fax. Click Delete in the popup to confirm.

Note: All faxes are marked with one of the following: Sending, Sent, Received, or Failed.

Printing received faxes

From the RingCentral desktop and web apps, you can print your received faxes manually or automatically.

Printing one fax at a time

In the left navigation bar, click Fax.
In the left panel, click Received to view all your received faxes.
Hover over the fax you want to print, then click the View icon.
Your fax will open in a popup window. Click the Print icon at the upper right.

Automatically printing incoming faxes

In the left navigation bar, go to Settings > Phone.
Click the toggle next to Automatically print incoming faxes. Note: The toggle is off by default. You won’t be able to turn on the toggle if you haven’t connected any printers to your computer.
Select your printer from the dropdown. This will become your default fax printer.

Downloading the Print to fax plugin

To print your faxes, you may need to download the Print to fax plugin:

In the left navigation bar, go to Settings > Phone > Print to fax.
Click Install to install the plugin.

In the bottom menu, tap Fax.

Note: Depending on how your tabs are customized, you may need to click More > Fax.

Tap any fax to view it. You can:
- Tap the fax to preview it in full screen, then tap the back arrow to return to the Fax tab.
- Tap the sender’s or recipient’s name in preview mode to view their contact info.
- Tap the three-dot More icon > Delete to delete the fax.
- Tap the three-dot More icon > Open in… to save the fax to your mobile device, open it in another app, or share it.
- Tap the three-dot More icon > Forward as fax to send it to another recipient.
Tap the three-dot More icon > Mark as unread to mark the fax as unread.

Note:

● Faxes are marked Sending, Sent, Received, or Failed.
● In the bottom menu, a numbered badge on Fax indicates the number of unread faxes. Unread faxes in the Received list appear in blue.

Forwarding faxes

In the bottom menu, tap Fax.
To forward a fax to email:
1. Android users: Tap and hold the fax, then tap Share.
2. iOS users: Swipe left on the fax, then tap More > Share. If there’s no Call option, swipe left on the fax, then tap Share.
  Note: Swipe left to share is also available for managing voicemail messages and text messages.

Printing received faxes

In the bottom menu, tap Fax.
Tap an entry to view its fax.
To open the fax:
- Android users: In the top menu bar, tap the three-dot More icon at the top right.
- iOS users: tap the Share icon at the top right, then tap Open in.
Tap Print.

Calling a fax sender

In the bottom menu, tap Fax.
To call a fax sender:
1. Android users: Tap and hold the fax, then tap Call.
2. iOS users: Swipe left on a fax, then tap Call.
  Note: Swipe left to call a contact is also available for managing voicemail messages and text messages.

Note: You can only call back the sender of a fax if they have a phone number.

Go to the Admin Portal and sign in. If you’re signed in as an admin, click My Extension.
In the top menu, click Messages.
In the left panel, choose the faxes you want to view:
- Inbox: Received voicemail messages and faxes
- Outbox: Outgoing faxes, including faxes you’re sending or ones that failed to send
- Sent Items: Faxes you’ve sent
- Deleted Items: Voicemail messages and faxes you’ve deleted
Click the Fax icon under the Message column to view the fax.

Managing your faxes

Go to the Admin Portal and sign in. If you’re signed in as an admin, click My Extension.
In the top menu, click Messages.
In the left panel, choose the folder where you want to view your faxes:
- Inbox
- Outbox
- Sent Items
- Deleted Items
To label a fax, check the box to the left of its entry, then select Mark Read, Mark Unread, Delete, or Block from the menu bar.

Select Mark Read, Mark Unread, Delete, or Block

In the Actions column, click the three-dot More icon, then select Download or Forward. If a fax fails to send, you can select Resend.

Restoring a deleted fax

Go to the Admin Portal and sign in. If you’re signed in as an admin, click My Extension.
In the top menu, click Messages.
In the left panel, go to Deleted Items.
Check the box next to the fax you want to move, then select Restore.

Before viewing faxes by email, make sure you’ve set up your email address for faxing.

Sign in to an email account that’s set up to view faxes.
Open an email that has New Fax Message from in its subject line.
Open the attached document.

Note: The fax body will include such details as the fax’s sender, recipient, timestamp, and number of pages.

Note: All faxes you’ve sent and received appear under Fax. Unread faxes appear in blue.

In the top menu, click the Messages icon.
Click Fax.
Click any fax to access the following features:
- View: See your fax.
- Save: Save a copy of the fax as PDF.
- Forward: Forward your fax to another recipient.
- Resend: Resend a fax that didn’t go through.
- Mark as read/unread: Mark a fax as read or unread without opening it.
- Block number: Block the contact who sent you the fax. Click Block in the popup to confirm.
- Delete: Delete the fax. Click Delete in the popup to confirm.

Click the Info icon at the far right to see:
- The sender’s name
- The sender’s phone number and location
- The number that received the fax
- The fax’s status: Submitted, Sent, Received, or Failed
- The date and time that the fax was received or sent.
- The sender’s title, department, and office (if they’re part of your company)

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