Using Online Fax

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

1. Sign in to the Zoom mobile app.
2. Tap More .
3. Tap Fax .
   You will land in the default Inbox tab.
4. At the top of the Inbox tab, to the right of Inbox, tap the down arrow , then tap from the following tabs to navigate Online Fax:
   • Inbox
   • Follow up
   • Outbox
   • Drafts
   • Deleted

View the Inbox tab

1. Access the Inbox tab on the Zoom desktop app.
2. (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.
3. (Optional) At the top of the page, click the refresh icon  to refresh the page.
4. 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.
5. 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

1. Access the Inbox tab on the Zoom desktop app.
2. Click the fax you want to view.
   The fax details will be displayed.
3. 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.
4. 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.
5. Under the fax body, use the toolbar to scroll through pages and zoom in/out.

Mark faxes as a follow-up

1. Access the Inbox tab on the Zoom desktop app.
2. 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

1. Access the Inbox tab on the Zoom desktop app.
2. 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.
3. 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.

View the Inbox tab

1. Access the Inbox tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the filter icon to filter by Follow up, Read, Unread, or Line.
3. Long-press a fax to view the following quick actions:
   Note: These actions will depend on whether you sent or received the fax.
   
   • Phone call : Call the contact number.
   • Send text message : Send the contact number a text message.
   • Follow up /Remove Follow up : Mark or unmark the fax as a follow-up. The fax's follow-up icon will be marked .
   • 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

1. Access the Inbox tab in the Zoom mobile app.
2. Tap a fax you want to view.
   The fax details will be displayed.
3. With the fax fully open, use the following actions available next to the contact information:
   • To the right of the contact's phone number, tap the copy icon to copy the contact number.
   • Tap the phone icon to call the fax number.
   • Tap the message icon to send a message to the fax number.
4. At the top of the opened fax, tap View to download and view the fax.
5. At the bottom of the opened fax, use the following available actions:
   Note: These actions will depend on whether you sent or received the fax.
   
   • Mark as unread : Mark the fax as unread.
   • Follow up : Mark the fax as a follow-up. The fax's follow-up icon will be marked .
   • Delete : Delete the fax.

Use bulk actions

1. Access the Inbox tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the Select button to select multiple faxes, then tap from the following bulk actions:
   Note: After selecting at least 1 fax, you can tap the Select all button to select all faxes.
   • Follow up : Mark selected faxes as follow-ups. The selected faxes' follow-up icons will be marked .
   • Delete : Delete selected faxes.

Use the Follow up tab

1. Access the Follow up tab in the Zoom desktop app.
2. (Optional) At the top of the page, click the following filters:
   • Status: Filter by Read or Unread.
   • Lines: Filter by lines.
3. (Optional) To the left of a fax, click the follow-up icon to unmark it as a follow-up.
4. 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

1. Access the Follow up tab in the Zoom desktop app.
2. To the left of the faxes you want to manage, select the checkboxes.
3. 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 Follow up tab

1. Access the Follow up tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the filter icon to filter by Read, Unread, or Line.
3. (Optional) To remove a fax from being a follow up, tap the marked follow up icon . The icon will be unmarked .
4. Long-press a fax to view the following quick actions:
   Note: These actions will depend on whether you sent or received the fax.
   
   • Phone call : Call the contact number.
   • Send text message : Send the contact number a text message.
   • Remove Follow up : Unmark the fax as a follow-up.
   • Mark as read /Mark as unread : Mark the fax as read/unread.
   • Copy number : Copy the contact number.
   • Delete : Delete the fax.
5. Tap the follow-up fax you want to view.

Use bulk actions

1. Access the Follow up tab in the Zoom mobile app.
2. At the top of the page, use the Select button to select multiple faxes, then tap Delete to delete selected faxes.
   Note: After selecting at least 1 fax, you can tap the Select all checkbox to select all faxes.

Use the Outbox tab

Notes:

• Failed faxes will appear in this tab.
• When a fax is being sent, a Sending status will appear next to the fax.

1. Access the Outbox tab in the Zoom desktop app.
2. (Optional) At the top of the page, click the following filters:
   • Follow up: Filter by faxes marked as follow-up.
   • Lines: Filter by lines.
3. 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

1. Access the Outbox tab in the Zoom desktop app.
2. To the left of the faxes you want to manage, select the checkboxes.
3. 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 Outbox tab

1. Access the Outbox tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the filter icon to filter by Follow up or Line.
3. View the following information:
   • The name and/or number where the fax was sent.
   • The Sent fax status.
   • The date and time the fax was sent.
4. (Optional) To the right of a fax you want to manage, tap the follow up icon to mark the fax as a follow-up.
   The fax's follow up icon will be marked .
5. Long-press the fax you want to manage to view the following quick actions:
   
   • Phone call : Call the contact number.
   • Send text message : Send the contact number a text message.
   • Follow up /Remove Follow up : Mark or unmark the fax as a follow-up. The fax's follow-up icon will be marked .
   • Copy number : Copy the contact number.
   • Delete : Delete the fax.

Use bulk actions

1. Access the Outbox tab in the Zoom mobile app.
2. At the top of the page, use the Select button to select multiple faxes, then tap from the following bulk actions:
   Note: After selecting at least 1 fax, you can tap the Select all checkbox to select all faxes.
   • Follow up : Mark selected faxes as follow-ups. The selected faxes' follow-up icons will be marked .
   • Delete : Delete selected faxes.

Use the Drafts tab

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

Discard a draft

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

Use bulk actions

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

Use the Drafts tab

1. Access the Drafts tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the filter icon to filter by Line.
3. (Optional) Long-press a draft you want to manage to view the following quick actions:
   • Edit : Edit the draft.
   • Discard : Delete the draft.
4. Tap a draft to continue editing your fax message.
5. When you're finished editing your message, use the following actions:
   • Tap Send to send the message.
   • Tap the ellipsis , then tap Save as draft.

Use bulk actions

1. Access the Drafts tab in the Zoom mobile app.
2. At the top of the page, use the Select button to select multiple faxes, then tap the Discard icon to discard the selected drafts.
   Note: After selecting at least 1 fax, you can tap the Select all checkbox to select all faxes.

Use the Deleted tab

You can delete your received and sent faxes.

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

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

Recover deleted faxes

1. Access the Deleted tab in the Zoom desktop app.
2. 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

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

Use bulk actions

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

Use the Deleted tab

You can delete your received and sent faxes.

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

1. Access the Deleted tab in the Zoom mobile app.
2. (Optional) At the top of the page, use the filter icon to filter by Read, Unread, or Line.
3. Long-press a fax, then tap from the following options:
   • Recover : The fax will be recovered and will be moved from the Deleted tab to the Inbox tab.
   • Delete : The fax will be permanently deleted.

Use bulk actions

1. Access the Deleted tab in the Zoom desktop app.
2. At the top of the page, tap the Select button.
3. To the left of the faxes you want to manage, select the checkboxes.
   Note: After selecting at least 1 fax, you can tap the Select all checkbox to select all faxes.
4. Tap from the following bulk actions:
   
   
   • Recover
   • Delete forever

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

1. Access Online Fax on the Zoom desktop app.
2. In the top-right corner of the left navigation menu, click the add button .
   A pop-up window will appear.
3. In the window, enter the information for the fax:
   • To: Select a contact or enter a fax number. After adding the contact or phone number, press Enter.
     Note: You can add up to 50 recipients.
   • 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: You can have up to 5 attachments per fax. The acceptable file format is PDF, up to 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.
4. (Optional) In the bottom-left corner, click Save as draft.
   The fax will be saved as a draft.
5. Click Send.

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

1. Access Online Fax on the Zoom mobile app.
2. Tap the + New button.
3. Enter the information for the fax:
   • To: Select a contact or enter a fax number.
     Note: You can add up to 50 recipients.
   • My fax number: Tap the field and select the number (for example, direct number, auto receptionist, and so on) from which you want to send the fax.
   • Fax cover: Tap Add to select a cover from the Default templates or Custom templates.
   • Attachment: Tap Add attachment to select the upload method. You can also choose to upload files from third-party cloud providers.
     Note: The acceptable file format is PDF, up to 50 MB.
     
     1. (Optional) Tap Edit to edit the file(s):
        • To the left of the file, tap the icon to remove the file.
        • Tap and press the 3 lines to change the order of the attached files.
     2. Tap Done after you're finished editing the attachments.
4. (Optional) While creating a fax, in the top-right corner, tap the ellipsis , then tap Save as draft.
   The fax will be saved as a draft.
5. Tap Send.

Admins can create and manage fax covers. Users can apply the fax covers created by admins when creating a new fax.

Choose default templates

1. Create a fax.
2. After clicking Select a cover, click the Default templates tab.
3. (Optional) Hover your cursor over a default template, then click Preview to preview the template.
4. Click one of the available default templates to use it.
5. Click Save.
   The template will be selected as the fax cover.

Manage custom templates

Choose a custom template

1. Create a fax.
2. After clicking Select a cover, click the Custom templates tab.
3. (Optional) Hover your cursor over a default template, then click Preview to preview the template.
4. Click one of the available custom templates to use it.
5. Click Save.
   The template will be selected as the fax cover.

Create a custom template

1. Create a fax.
2. After clicking Select a cover, click the Custom templates tab.
3. Click + Add a new cover.
4. Enter the following information:
   • Cover page name: Enter the cover page name.
   • Choose whether you want to generate a cover or upload a cover file:
     • Generate a cover:
       1. Click the Generate a cover tab.
       2. Under Cover type, click the dropdown and select the cover type.
       3. Enter the following information:
          • (Optional) Recipient name
          • (Optional) Recipient company
          • (Optional) Note
       4. Click Save.
          The generated cover will be saved.
     • Upload a cover file:
       1. Click the Upload a cover file tab.
       2. Upload your own file, or use the provided sample to customize a new cover page and then upload it.
          Note: Only .docx files are accepted.
       3. Under Cover page name, enter the cover page name.
       4. Click Save.
          The generated cover will be saved.

Edit a custom template

1. Create a custom template.
2. In the Custom templates tab, locate the custom template you want to edit.
3. In the top-right corner of the custom template, click the ellipsis , then click Edit.
4. Edit the custom template, then click Save.

Delete a custom template

1. Create a custom template.
2. In the Custom templates tab, locate the custom template you want to delete.
3. In the top-right corner of the custom template, click the ellipsis , then click Delete.
   A confirmation window will appear.
4. In the window, click Delete.
   Note: Once deleted, it cannot be recovered.

Choose default templates

1. Create a fax.
2. After tapping Add under the Fax cover field, tap the Default templates tab.
3. (Optional) To the right of the template name, tap the ellipsis , then tap Preview to preview the template.
4. Tap the template you want to use, then tap Save.
   The template will be selected as the fax cover.

Manage custom templates

Choose a custom template

1. Create a fax.
2. After tapping Add under the Fax cover field, tap the Custom templates tab.
3. (Optional) To the right of the template name, tap the ellipsis , then tap Preview to preview the template.
4. Tap one of the available custom templates to use it.
5. Tap Save.
   The template will be selected as the fax cover.

Create a custom template

1. Create a fax.
2. After tapping Add under the Fax cover field, tap the Custom templates tab.
3. Click + New cover.
4. Choose whether you want to generate a cover or upload a cover file:
   • Generate a cover:
     1. Tap Generate a cover.
     2. Enter the following information:
        • Name: Enter the cover page name.
        • Subject: Select if you want the subject to be Basic, Urgent, or Confidential.
        • (Optional) Recipient name: Enter the recipient's name.
        • (Optional) Recipient company: Enter the recipient's company.
        • (Optional) Note: Enter a note.
          Note: The maximum character count is 1024.
     3. Tap Save.
        The generated cover will be saved.
   • Upload a cover file:
     1. Tap Upload a cover file.
     2. Enter the following information:
        • Name: Enter the cover page name.
        • Cover file: Tap upload to upload a file.
          Note: Only .docx files are accepted.
     3. Tap Save.
        The generated cover will be saved.

Delete a custom template

1. Create a custom template.
2. In the Custom templates tab, locate the custom template you want to delete.
3. To the right of the template name, tap the ellipsis , then tap Delete.
   A confirmation window will appear.
4. In the window, tap Confirm.
   Note: Once deleted, it cannot be recovered.