Desktop & web

Managing faxes in the RingCentral app desktop and
web | RingCentral app

Once you’ve sent a fax or received one from someone else, you can view it by navigating to the Phone menu via the left-hand navigation bar. Here, you will find the Fax section where you can view either all faxes, sent faxes, received faxes, or failed faxes.

No matter which page you’re on, you can perform a set of actions for your faxes. These actions, such as downloading or viewing a fax, may differ depending on the status of a fax (more on that below).

Viewing your faxes

When you’re viewing a list of faxes, each entry displays the fax recipient’s name, number, and the status of the fax. If you hover your mouse over that fax, a series of icons will appear at far right, which you can interact with to perform specific actions on that fax. As discussed above, these actions will depend on the status of the fax.

The status of a fax tells you if your fax was successfully sent or not. Let’s review fax statuses below.

Understanding the status of a fax

When you send or receive a fax, that fax will have one of the following statuses:

Submitted: These faxes have been sent but not yet received. When a fax is in this state, you can still cancel it via the Cancel x icon that appears at far right when you hover your mouse over that fax
Sent: These are faxes that have been delivered to the recipient
Received: These are faxes that have been sent to you and you have received
Failed: These are faxes that have failed to send due to technical issues

Now that we’ve reviewed the different statuses of a fax, let’s review how you can manage faxes that have each of these statuses.

Managing submitted faxes

If a fax has the Submitted status, this can mean that either a fax is being sent but not yet processed, or that it has already sent and is currently being processed on the other side.

When a fax is submitted but not yet processed, that fax is still waiting to be prepared by the server.

Once a fax is submitted and processed, that fax has been successfully sent to the server and is waiting in the queue to be sent to the given recipient. Faxes that have been submitted and processed will show the number of fax pages beneath their status.

You can find submitted faxes either in the All faxes or Sent page via the Phone menu. When you hover your mouse over a submitted fax, a series of icons will appear at far right that you can select to perform one of the following actions:

View: Click the eye icon to preview the fax
Download: Click the downward arrow to download the fax
Forward: Click the right-pointing arrow to forward the fax to another contact. This opens the New fax modal window, where you can make any necessary changes before forwarding the fax
Cancel: Select the x icon to cancel sending that fax

Please note: If a fax has been submitted but not processed, they will only have the option to cancel that fax. No other options are available.

Managing sent faxes

If a fax has the Sent status, that means that you have sent a fax and it has been received by the recipient. Sent faxes can be found in the Sent page via the Phone menu. When you hover your mouse over a sent fax, a series of icons will appear at far right that you can select to perform one of the following actions:

View: Click the eye icon to preview the fax
Download: Click the downward arrow to download the fax
Forward: Click the right-pointing arrow to forward the fax to another contact. This will open the New fax modal window, where you can make any necessary changes before forwarding the fax
Resend: Click the looping arrows icon to resend the fax
Delete: Select the trash can icon to delete the fax

Managing received faxes

Received faxes can be found in the Received page via the Phone menu. When you hover your mouse over a received fax, a series of icons will appear at far right that you can select to perform one of the following actions:

View: Click the eye icon to preview the fax
Download: Click the downward arrow to download the fax
Forward: Click the right-pointing arrow to forward the fax to another contact. This will open the New fax modal window, where you can make any necessary changes before forwarding the fax
Mark as unread: Click the flag icon to mark the fax as unread
Block number: Select this option to block the phone number associated with the sent fax
Delete: Select this option to delete the fax

Please note: Some of the options mentioned above may appear beneath the More kebab menu. Select this icon to reveal a list of additional options.

Managing failed faxes

If a fax has the Failed status, that means that the fax has failed to send. Failed sent faxes can be found in the Failed page via the Phone menu. When you hover your mouse over a failed fax, a series of icons will appear at far right that you can select to perform one of the following actions:

Resend: Click the looping arrows icon to resend the failed fax
Delete: Click the trash can icon to delete the failed fax

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Managing faxes in the RingCentral app desktop and web | RingCentral app