How To Use Zoom Online Fax

Access Online Fax through Zoom Phone

Sign in to the Zoom desktop app.
Click the Phone tab.
Click the Fax tab.
You will be directed to the default Inbox tab.

Access Online Fax through the top navigation menu

Sign in to the Zoom desktop app.
Click the Fax tab.
In the navigation menu, click the following tabs to navigate Online Fax:
- Inbox
- Follow up
- Outbox
- Drafts
- Deleted

How to navigate Online Fax on the Zoom Workplace app

Use the Inbox tab

View the Inbox tab

Access the Inbox tab on the Zoom desktop app.
(Optional) At the top of the page, click the following filters:
- Status: Filter by Read or Unread.
- Follow up: Filter by faxes marked as follow-up.
- Lines: Filter by lines.
(Optional) At the top of the page, click the refresh icon to refresh the page.
View the following information in the inbox:
- From: Displays the name and/or number of the sender.
  Notes:
  - Phone numbers and location are only displayed for external contacts.
  - (Optional) The From number depends on the user configuration. The admin must add outbound caller IDs for auto receptionists, call queues, and shared line groups if needed.
- To: Displays the name and/or number where the fax was sent.
- Attachment: Displays the PDF file type and number of pages. Clicking the fax will display the PDF details, where you can download, zoom in/out, share, or edit the PDF.
  Note: Hover your cursor over the attachment to view a preview of the PDF.
- Time: Displays the date and time the fax was received in the inbox.
Hover your cursor over the fax you want to manage, then click from the following actions:
- Click the download button to download the fax. After the fax downloads, click the folder icon to view the fax PDF.
- Click the ellipsis to see the following quick actions: Note: These actions will depend on whether you sent or received the fax.
  - Phone call : Call the contact.
  - Send text messages : Send the contact a text message.
  - Mark as read /Mark as unread : Mark the fax as read/unread.
  - Copy number : Copy the contact number.
  - Delete : Delete the fax.

View fax details

Access the Inbox tab on the Zoom desktop app.
Click the fax you want to view.
The fax details will be displayed.
With the fax fully open, use the following Actions available next to the contact information:
- To the right of the contact's phone number, click the copy icon to copy the number.
- Click the phone icon to call the contact number.
- Click the message icon to send the contact number a message.
With the fax fully open, use the following available actions above the fax body:
Note: These actions will depend on whether you sent or received the fax.
- Download : Download the fax. Note: You can also hover your cursor over the fax preview and click the download icon to download the PDF.
- Mark as unread : Mark the fax as unread.
- Mark as Follow up : Mark the faxes as a follow-up.
- Delete : Delete the fax.
Under the fax body, use the toolbar to scroll through pages and zoom in/out.

Mark faxes as a follow-up

Access the Inbox tab on the Zoom desktop app.
To the left of a fax you want to manage, click the follow-up icon . The follow-up icon will be marked .

You can access the follow-up faxes in the Follow up tab.

Use bulk actions

Access the Inbox tab on the Zoom desktop app.
To the left of the faxes you want to manage, select the checkboxes.
- (Optional) In the top-left corner, to the left of From, select the checkbox to select all checkboxes.
At the top of the page, click the bulk action you want to use:
- Download : Download the selected faxes. Note: You can download up to 5 items at once.
- Follow up : Mark selected faxes as follow-ups.
- Delete : Delete selected faxes.

Use the Follow up tab

Access the Follow up tab in the Zoom desktop app.
(Optional) At the top of the page, click the following filters:
- Status: Filter by Read or Unread.
- Lines: Filter by lines.
(Optional) To the left of a fax, click the follow-up icon to unmark it as a follow-up.
Hover your cursor over the fax you want to manage, then click from the following actions:
- Click the download button to download the fax. After the fax downloads, click the folder icon to view the fax PDF.
- Click the ellipsis to see the following quick actions: Note: These actions will depend on whether you sent or received the fax.
  - Phone call : Call the contact.
  - Send text messages : Send the contact a text message.
  - Mark as read /Mark as unread : Mark the fax as read/unread.
  - Copy number : Copy the contact number.
  - Delete : Delete a fax.

Use bulk actions

Access the Follow up tab in the Zoom desktop app.
To the left of the faxes you want to manage, select the checkboxes.
At the top of the page, click the bulk action you want to use:
- Download : Download the selected faxes.
- Delete : Delete selected faxes.

Use the Outbox tab

Notes:

Once a fax is successfully transmitted, it moves into the Outbox.
Failed faxes will appear in this tab.
When a fax is being sent, a Sending status will appear next to the fax.

Access the Outbox tab in the Zoom desktop app.
(Optional) At the top of the page, click the following filters:
- Follow up: Filter by faxes marked as follow-up.
- Lines: Filter by lines.
Hover your cursor over the fax you want to manage, then click from the following actions:
- Click the download button to download the fax. After the fax downloads, click the folder icon to view the fax PDF.
- Click the ellipsis to see the following quick actions:
  - Phone call : Call the contact.
  - Send text messages : Send the contact a text message.
  - Copy number : Copy the contact number.
  - Delete : Delete a fax.

Use bulk actions

Access the Outbox tab in the Zoom desktop app.
To the left of the faxes you want to manage, select the checkboxes.
At the top of the page, click the bulk action you want to use:
- Download : Download the selected faxes.
- Follow up : Mark selected faxes as follow-ups.
- Delete : Delete selected faxes.

Use the Drafts tab

Until a fax is successfully transmitted, it will remain in the Drafts tab

Access the Drafts tab in the Zoom desktop app.
(Optional) At the top of the page, click the Lines filter to filter by lines.
Click a draft to continue editing your fax message.
After you're finished editing your draft, click Send.

Discard a draft

Access the Drafts tab in the Zoom desktop app.
Hover your cursor over a draft, then click Discard.

Use bulk actions

Access the Drafts tab in the Zoom desktop app.
To the left of the faxes you want to manage, select the checkboxes.
At the top of the page, click the Discard bulk action to discard the selected drafts.

Use the Deleted tab

You can delete your received and sent faxes.

Note: Faxes in the trash will be permanently deleted after 28 days.

Access the Deleted tab in the Zoom desktop app.
(Optional) At the top of the page, click the following filters:
- Status: Filter by Read or Unread.
- Lines: Filter by lines.
View the faxes that you have deleted.

Recover deleted faxes

Access the Deleted tab in the Zoom desktop app.
Hover your cursor over a fax, then click the Recover icon . The fax will be recovered and will be moved from the Deleted tab to the Inbox tab.

Remove deleted faxes

Access the Deleted tab in the Zoom desktop app.
Hover your cursor over a fax, then click the Delete icon .

Use bulk actions

Access the Deleted tab in the Zoom desktop app.
To the left of the faxes you want to manage, select the checkboxes.
At the top of the page, click from the following bulk actions:
- Recover
- Delete forever

How to create faxes

Note: You cannot create a fax without a direct number. Please reach out to your admin.

Access Online Fax on the Zoom desktop app.
In the top-right corner of the left navigation menu, click the add button . A pop-up window will appear.
In the window, enter the information for the fax:
- To: Select a contact, email address, or enter a fax number. After adding the contact or phone number, press Enter.
  Notes:
  - You can add up to 50 recipients.
  - Account owners and admins must add authorized email addresses from verified domains in order for users to send faxes via email.
- From: Click the dropdown and select the fax number you want to send the fax from.
- Fax cover: Click Select a cover to select a cover from the Default templates or Custom templates.
- Attachment: Click to upload or drop a local file. You can also choose to upload files from third-party cloud providers.
  Note: The acceptable file formats are PDF, JPG, JPEG, TXT, PNG, DOC, and DOCX. The total attachment size must not exceed 50 MB.
  - Use the six dots by each attachment to change the attachment order.
  - To the right of an attachment, click the icon to remove the attachment.
(Optional) In the bottom-left corner, click Save as draft.
The fax will be saved as a draft.
Click Send.

How to use fax templates

There are 3 different cover sheet templates to choose from: Normal, Urgent, Confidential.

Choose default templates

Create a fax.
Click Select a cover.
(Optional) Hover your cursor over a default template, then click Preview to preview the template.
Click one of the available default templates to use it.
Click Save.
The template will be selected as the fax cover.