XM Fax integration with Microsoft Exchange/Outlook

Administrator -

A description on how to perform fax integration with Microsoft Exchange and Microsoft Outlook (with or without fax forms for Outlook).


Basically, there is no need for a specific configuration to allow Outlook users to send faxes through an Exchange server, as long as the Exchange server is able to send and receive faxes to and from the Internet. Users will be able to use the basic syntax provided in: XM Fax Integration with Email Infrastructures.

However when Outlook is connected to an Exchange server, several options become available depending on your integration needs:

Fax Contacts

If you require to allow Outlook users to use fax contacts from the Outlook/Exchange contacts:
  1. You will need to create in MS Exchange an SMTP send-connector with a "FAX" type address space (see Creating an SMTP Send-Connector of Type "FAX").
  2. The syntax to be used by users will then slightly change (see Sending Faxes: Overview).

XM Fax Forms

You can also enable users to benefit from dedicated fax forms in their MS Outlook; this requires:
  1. Creation of SMTP send-connector with a "FAX" type address space.
  2. Installation of the forms on the Exchange server (see Installing the Microsoft Outlook Forms).

Creating an SMTP Send-Connector of Type "FAX"

The procedure to follow depends on your Microsoft Exchange version: With Microsoft Exchange 2000/2003 or With Microsoft Exchange 2007 and Above.

With Microsoft Exchange 2000/2003

  1. From the Exchange System Manager, right-click the Connectors node and select New > SMTP Connector.
  2. In the General tab:
    1. Give the connector a Name. For example: FaxServer.
    2. Select the Forward all mail through this connector to the following smart hosts option.
    3. Enter the URL supplied to you by your Enterprise provider.
    4. Add a bridgehead server by clicking Add and making a selection in the available list.
  3. Create the address space:
    1. Select the Address Space tab, click Add, and then select Other.
    2. Ihe Other Address Space Properties dialog, complete the following fields:
      • Type: FAX
      • Cost: 1
      • Address: *
    3. Click OK and close the dialogs.
    The new SMTP connector appears in the Connectors node of the Exchange System Manager.

With Microsoft Exchange 2007 and Above

  1. Open the Exchange Management Shell.
  2. From the command prompt, execute the following command:
    New-SendConnector -Name FAX -AddressSpace "fax:*;1" -SmartHosts "<Domain>" -DNSRoutingEnabled $false -SourceTransportServers "<HubTransportServers>"
    • <Domain> must be replaced by the domain corresponding to the region of your enterprise account (i.e. xmedius.com for North America or xmedius.eu for Europe).
    • <HubTransportServers> must be replaced with the names of the Hub Transport servers that can use this Send connector.
    The SEND connector will appear in the organization's Hub Transport list of the Exchange Management Console.
    Note: For more information about the New-SendConnector command, refer to the following Web link: http://technet.microsoft.com/en-us/library/aa998936(EXCHG.80).aspx

Installing the Microsoft Outlook Forms

There are several XM Fax forms available for use in Microsoft Outlook:
  • Notification Incoming Success;
  • Notification Incoming Failed;
  • Notification Outgoing Success;
  • Notification Outgoing Failed;
  • Composition;
  • Preview;
  • Notification Broadcast.
The forms can be published as a bundle or individually. Prior to publishing them, please verify the following points:
  • Microsoft Exchange (2000 or later) must be already installed;
  • You must have previously performed the Microsoft Exchange Integration (see previous sections above);
  • Microsoft Outlook (2000 or later):
    • must be already installed (on a different machine than Exchange);
    • must not be set to Cached Exchange or Work Offline mode.
  • Still on Outlook: the account used to publish the forms must have at least the reading and writing rights on the public folders base of Exchange and at least an Editor role on the Organizational Forms Library folder, if it already exists.
    Note: For the users, the only needed right for using the published forms is a reading right on this folder.

To make the forms available for all Outlook users, you only need to publish them once. To publish the forms:

  1. Download the OutlookForms.zip file (see XM Fax Forms for Microsoft Outlook).
  2. Unzip the file.
  3. Double-click on the publishforms.exe executable.
  4. A window appears displaying information about the forms.

    Choose among the available options to install the forms you want.

  5. In the Host Name or URL field of the dialog that is displayed, enter the URL to connect to your XM Fax Service account (obtained from us after creating your account).
    Remember: This URL has the following syntax:
    • {domain} is the domain corresponding to the region of your enterprise account (i.e. xmedius.com for North America or xmedius.eu for Europe).
    • {account} is your account short name (visible in the URL to access your cloud faxing service portal).
  6. After you have entered the URL, a field appears for entering an Access Token (used for authentication to the XM Fax Service).
    Note: The Access Token must have the Send and manage faxes permission type. To create and retrieve such a token, go to Access Tokens from the navigation bar of your cloud faxing service portal.
  7. Select the Outlook profile to be used to publish forms.
    Note: The selected account should have sufficient privileges assigned.
    As each form is published, you may be prompted to enable or disable the macros.
  8. Click Disable Macros, each time. The Outlook forms are published as selected.
  9. Click on Exit.
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