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Fax user guides and FAQs
User guides
Frequently asked questions
1. How do I send a fax message from my email?
Refer to the relevant user guide above, based on your email client.
2. What is the number/address format for sending fax messages?
| Fax destination |
Format for entering the fax number |
| General format to send a fax message |
<recipient’s fax number>@fax.monash.edu.au
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Internal to Monash University
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<extension number>@fax.monash.edu.au
For example: 51233@fax.monash.edu.au
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| External to Monash University |
0<fax number>@fax.monash.edu.au
For example: 091234568@fax.monash.edu.au (STD code not required for Melbourne numbers)
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| Outside Victoria/interstate |
0<area code><fax number>@fax.monash.edu.au
For example: 00291234568@fax.monash.edu.au
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| Outside Australia/international |
0<0011><country code><area code><fax number>@fax.monash.edu.au
For example: 0001161391234598@fax.monash.edu.au
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3. Will I get a failure message if the fax is not delivered?
Yes, a failure message is sent stating the reason for failure (example below).
If a fax was sent from your PC the failure message will be sent to your email address.
If a fax has been sent directly from the 'scan to email' function on a multifunction device (MFD), the group email address attached to the MFD will receive the error message. It will not appear in your individual email inbox.
| Error codes |
Resolution |
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Status: special information detail, tone, or circuit
Meaning: fax number is incorrect.
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Check if the correct fax number has been typed. |
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Status: no loop current or A/B signalling bits
Meaning: number is not a fax, but a phone number.
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Confirm if the number entered is a fax number and not a telephone number. Alternately, ask the intended recipient to turn on the fax function of the receiving device. |
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Status: destination is busy
Meaning: number is most likely correct but busy.
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Try sending a fax again.
Note: The fax server attempts to resend a fax on initial failure for up to 5 min before sending the delivery failure message.
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Status: message contains a document type which is not supported by the server
Meaning: document type is not recognised by the fax gateway.
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Check the file extension of the document attached to the fax.
The following file extensions are allowed by the server:
bmp, doc, docx, gif, jpg, pdf, rtf, txt, xls, xlsx,ppt, htm/l,vcf
Note: If an application is deemed important enough that it should be recognised by the faxing service, log a service desk request.
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Status: message could not be sent as it contains invalid or unsupported data
Meaning: this error message is similar to the one above. The error maybe due to a linked item in the email signature for e.g. Users may have a website linked to the Monash logo as part of their email signature.
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Any linked items in the signature needs to be removed. |
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Note: General email issues or other outages may also cause message deliveries to fail.
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3. My fax was sent without a failure notice but the other end has not received it?
If the fax was sent less than 5 minutes ago the fax could still be being transmitted. The fax system will send an error message if it is unable to transmit a message in 5 minutes.
Delays may be experienced if the Monash email system (on which the fax service relies) is under heavy load, or the fax server itself is under heavy load. If no failure message is received in 15 minutes and the fax has definitely not been received, please submit an ITS request.
4. What is the maximum file size of a fax message that can be sent?
The maximum size of a fax message is 10MB.This includes the email body and attachments.
5. What is a 'multifunction device'?
A multifunction device is a machine that can photocopy, scan and print.
6. Whom do I contact to add a new staff member to PC faxing?
(This information will be available shortly).
7. What kind of document can I fax or attach?
The following types of documents can be attached to your email message:
- Microsoft Office (97-2003, 2007) documents (.doc, .xls, .ppt)
- PDF, TXT, RTF formats
- HTML and images (such as gif, jpeg, bmp)
8. How do I fax paper-based documents?
The 'scan to email' feature in a multifunctional device can be used to capture documents if no soft copies are available. Refer the user to the relevant user guide on faxing via a multifunction device.
For more information
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