Using Online Fax

Access Online Fax through Zoom Phone

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

Access Online Fax through the top navigation menu

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

Access Online Fax through Zoom Phone

1. Sign in to the Zoom mobile app.
2. Tap Phone.
3. Tap the Fax tab.
   You will be directed to the default Inbox tab.

Access Online Fax through the top navigation menu

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.
   • Note: Add or view notes. You can add follow-up notes to faxes, with sharing permissions that vary based on whether the fax is shared between users or sent individually.
   • 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.
   
   • Add Notes / View Notes : Add or view a follow-up note for this 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.
   • Add a note / View a note : Add or view a follow-up note for this fax.
   • 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:
   Note: If you don't see some of these actions, tap the ellipsis , then tap the action you want to use.
   
   • 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.
   • Tap Add a note or View a note to add or view a follow-up note for this fax.
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. (Optional) To the right of a fax, under the Note column, add or view notes.
   You can add follow-up notes to faxes, with sharing permissions that vary based on whether the fax is shared between users or sent individually.
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 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.
   • Remove follow up : Remove the selected faxes from the Follow up tab.

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.
   • Add a note / View a note : Add or view a follow-up note for this fax.
   • 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. (Optional) To the right of a fax, under the Note column, add or view notes.
   You can add follow-up notes to faxes, with sharing permissions that vary based on whether the fax is shared between users or sent individually.
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:
     
     • Phone call : Call the contact.
     • Send text messages : Send the contact a text message.
     • Copy number : Copy the contact number.
     • Delete : Delete a fax.
5. (Optional) To the right of a fax that has a Sending status, click the Cancel icon to cancel sending the fax. 
   If a confirmation window appears, click Stop sending.
   Note: Some pages may have already been delivered. If you cancel sending the fax, the remaining pages won't be sent. Pages already sent will be delivered.

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.
   • Add a note / View a note : Add or view a follow-up note for this fax.
   • Delete : Delete the fax.
6. (Optional) To the right of a fax that is in the process of being sent, swipe left and tap the Cancel icon  to cancel sending the fax. 
   If a confirmation window appears, click Cancel sending.
   Note: Some pages may have already been delivered. If you cancel sending the fax, the remaining pages won't be sent. Pages already sent will be delivered.

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, 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.
   • Cover page: Select from the following options:
     • None: Select this option if you do not want a fax cover page.
     • + Add a cover: Select this option to add a fax cover page.
     • Select an existing fax cover page.
     • Click View all to view all options of the fax cover pages.
       1. In the navigation menu, click the Recommended cover page tab to view cover page recommendations, or click the My cover page tab to view your created cover pages.
       2. (Optional) Hover your cursor over a template, then click Preview to preview the template.
       3. (Optional) Hover your cursor over a template, then click Use to select the template.
     • (Optional) In the Notes field, add a note about the fax cover page. This is only available when you select a cover page.
   • Attachments: 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 or 300 pages.
     • 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 an email address or a fax number.
     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.
   • 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, then select from the following options:
     • Tap the Recommended cover page tab to view and select cover page recommendations.
     • Tap the My cover page tab to view and select your created cover pages.
     • Tap the My cover page tab, then tap + New cover page to add a fax cover page.
     • (Optional) In the Notes field, add a note about the fax cover page. This is only available when you select a cover page.
   • 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 formats are PDF, JPG, JPEG, TXT, PNG, DOC, and DOCX. The total attachment size must not exceed 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.

Users can create and manage custom cover pages that automatically synchronize across all their clients, and they have access to an expanded compose interface for better document preparation.

Create a fax cover page

1. Create a fax.
2. In the Cover page section, click + Add a cover.
   Note: You can also click View all, then click + New cover page.
3. A pop-up window will appear.
4. In the window, enter the following details:
   
   • Cover name: Enter a cover name.
   • Cover style: Click the dropdown and select the cover style.
   • (Optional) Cover logo: Upload a JPG or PNG file, up to 2 MB.
   • Fax number: Select from the following options:
     • Use sender's fax number
     • Use the fax number specified below: When this option is selected, enter a fax number.
   • (Optional) Phone number: Enter a phone number.
   • (Optional) Company: Enter the company name.
   • (Optional) Country/Region: Click the dropdown and select a country or region.
   • (Optional) State/Province/Territory: Click the dropdown and select a state, province, or territory.
   • (Optional) Street Address: Enter the street address.
   • (Optional) City: Enter the city.
   • (Optional) ZIP/Postal code: Enter the ZIP/postal code.
5. View the fax preview on the right side of the window.
6. Click Save.
   The created fax cover will appear and be selected in the Cover page section. It will also appear in the My cover page tab, where you can use it as a future selection.

Edit a cover page

1. Create a fax.
2. In the Cover page section, click View all.
   A pop-up window will appear.
3. In the window's navigation menu, click My cover page.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Edit .
5. Edit the cover page details, then click Save.

Delete a cover page

1. Create a fax.
2. In the Cover page section, click View all.
   A pop-up window will appear.
3. In the window's navigation menu, click My cover page.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Delete .
   A confirmation window will appear.
5. In the window, click Delete.
   Note: After you delete this cover, this cover can not be restored.

Choose default templates

1. Create a fax.
2. In the Cover page section, click View all.
3. In the window's navigation menu, click either the Recommended cover page tab or the My cover page tab.
4. In the top-right corner of the cover page tile you want to manage, click the ellipsis , then click Set as default cover.
   The cover page will be set as the default cover.

Create a fax cover page

1. Create a fax.
2. In the Cover page section, tap Add.
3. Tap the My cover page tab.
4. Tap + New cover page.
5. Enter the following details:
   
   • Cover name: Enter a cover name.
   • Cover style: Tap the dropdown and select the cover style.
   • (Optional) Add a cover logo: Upload a JPG or PNG file, up to 2 MB.
   • Fax number: Select from the following options:
     • Sender's fax number
     • Specified a fax number: When this option is selected, enter a fax number.
   • (Optional) Phone number: Enter a phone number.
   • (Optional) Company name: Enter the company name.
   • (Optional) Country/Region: Click the dropdown and select a country or region.
   • (Optional) State/Province/Territory: Click the dropdown and select a state, province, or territory.
   • (Optional) Street Address: Enter the street address.
   • (Optional) City: Enter the city.
   • (Optional) Recipient company: Enter the recipient's company.
   • (Optional) ZIP/Postal code: Enter the ZIP/postal code.
6. Tap Save.
   The created fax cover will appear and be selected in the Cover page section. It will also appear in the My cover page tab, where you can use it as a future selection.

Edit a cover page

1. Create a fax.
2. In the Cover page section, tap Add.
3. Tap the My cover page tab.
4. In the bottom-right corner of the cover page tile you want to manage, tap the ellipsis , then tap Edit .
5. Edit the cover page details, then tap Save.

Delete a cover page

1. Create a fax.
2. In the Cover page section, tap Add.
3. Tap the My cover page tab.
4. In the bottom-right corner of the cover page tile you want to manage, tap the ellipsis , then tap Delete .
   A confirmation window will appear.
5. In the window, tap Delete.
   Note: After you delete this cover, this cover can not be restored.

Choose default templates

1. Create a fax.
2. In the Cover page section, tap Add.
3. Tap the My cover page tab.
4. In the bottom-right corner of the cover page tile you want to manage, tap the ellipsis , then tap Set as default.
   The cover page will be set as the default cover.