IP Fax User Guide

This article explains how to use the University of Michigan IP Fax (iFax) web portal to log in, send and receive faxes, manage contacts and distribution lists, review/repair outbound fax jobs, adjust settings, and delete faxes.

Requirements / Access

• VPN is required when working remotely.
• If you do not have an IP Fax account: contact your authorized signer to order one.
  • If you don’t know your authorized signer or need help ordering: email [email protected].

Log In to Your IP Fax Account

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Enter your username (your 10-digit account phone number, e.g., 7341234567).
3. Enter your password.
   • ITS provides an initial password when your account is created (you can change it in My Settings).
4. If you forgot your password, click Lost your password to receive a temporary password at your U-M email.
5. Click Login (your Inbox opens after login).

Send a Fax

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Select Send Fax from the iFax menu.
3. In Destination Fax Number, choose one of the following:
   • Manually enter a fax number
     • Enter 10 digits (5-digit and 7-digit dialing are not supported).
   • Select from Distribution Lists
     1. Choose Distribution Lists in the Destination Fax Number field.
     2. Select the list.
     3. Click Add.
     4. Click Close Window.
   • Select from Contacts/Fax Numbers
     1. Choose Contacts/Fax Numbers in the Destination Fax Number field.
     2. Select contact(s).
     3. Click Add.
     4. Click Close Window.
4. Select a file to fax
   1. Click Browse (Windows) or Choose File (Mac).
   2. File requirements:
      • Allowed formats: .PS, .PDF, .TIF, .TXT
      • Max size: 40 MB
      • If your document isn’t in an allowed format (or is handwritten), re-save/scan into one of the accepted formats.
   3. To remove an attached file before sending, click Delete next to the file name.
5. Select Fax Options (Options menu)
   • Notify on requeue: emails you (address in My Settings) if the fax did not send successfully.
   • Schedule delivery: send at a specific time.
   • Kill time: cancel after a specified number of hours/minutes or failed attempts.
   • Number of tries: number of failures allowed before killing the job (max 3 suggested).
   • Use cover page: enables cover page fields to complete before sending.
6. Click Send.

Notes

• Faxes sent to email addresses are received as .tif files.
• Faxes sent to a fax phone number are received as .pdf files.

View and Manage Your Fax Inbox (Inbound Faxes)

1. Login to the IP Fax Inbox from this website: https://fax2.miserver.it.umich.edu
2. When a fax is sent to your iFax account:
   • It appears briefly in your Inbox and Archive
   • NOTE: A copy is always forwarded to your designated email address

Archive retention note: Faxes are automatically deleted from the Archive every 24 hours.

In the Inbox, management options appear to the right of the fax image, including:

• View Fax
• Download Fax
• Reply to Fax
• Email PDF
• Add a Note

Additional tips:

• Green arrow icons open sent (outbound) or received (inbound) faxes.
• To view sender information, click the name under Company to open the Fax Numbers window.
  • Do not modify this information—changing it affects how prior faxes from that number display.

Manage Faxing Contacts

Add Contacts

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Click Contacts.
3. Select Contacts (from the three contact types).
4. Enter Name (first/last) and Email.
5. Click Create.
6. Click Back to confirm the entry appears.

Add Fax Numbers

1. Click Contacts.
2. Select Fax Numbers.
3. Fill in fields as needed:
   • Category (optional)
   • Company
   • New fax number
   • To
   • Location
   • To voice number (10-digit)
   • Description
4. Note: These fields appear on the cover page of outbound faxes to this contact.
5. Click Create, then Back to confirm.

Create and Manage Distribution Lists

Create a list

1. Click Contacts → Distribution Lists.
2. Enter List Name.
3. Click Create (a new page opens to manage the list).

Add entries

1. Click Add entries from the Distribution Lists screen.
2. In the Fax Numbers Search window, search/select an entry.
3. Click Add (repeat as needed).
4. Click Back to confirm.
5. Close the Fax Numbers Search window.
6. Click Refresh List.
7. Click Save list name.

Modify a list

1. Select the list.
2. Click Add Entries or Remove Entries.
3. Click Save list name.

Delete a list

1. Select the list.
2. Click Delete List.
3. Click OK to confirm.

Manage Your Fax Outbox (Outbound Jobs)

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Clicking Send moves a fax into your Outbox.
3. If it sends successfully:
   1. It appears briefly in your Archive (temporary storage)
   2. A copy is forwarded to your email address
   3. Note: Archive faxes are deleted every 24 hours
4. If it fails:
   1. It remains in your Outbox so you can review status and take action

Abort (kill) a failed fax: click the X next to the Job ID.
Modify a failed fax: click the checkmark next to the Job ID to open Modify Job, where you can:

1. Enter a new destination fax number (or select different contacts)
2. Assign a priority
3. Set Number of tries and Kill time (max 3 tries suggested)
4. Schedule delivery
5. Save settings before re-sending

Manage Fax Settings (My Settings)

Information on My Settings appears on your fax cover sheet.

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Click My Settings.
3. Review Your Name, Fax Number, and Email (created by IP Fax staff during setup).
   • Do not change Your Name (it contains your iFax account number).
   • Email is where inbound/outbound faxes are sent; a group email is recommended.
4. Set:
   • Company: University of Michigan
   • Location: your campus address
   • Voice Number: callback number
5. Change password (optional):
   • Enter Old Password, New Password, and Verify Password
6. Optional settings:
   • Add an email signature
   • Do not change Language from English (it changes iFax headers)
   • Do not change Select cover page from Generic
   • Adjust how many faxes display using Inbox - show and Archive - show

Delete Faxes (Inbox/Archive) and Kill Failed Outbound Jobs

You can permanently delete a fax from your Inbox or Archive, or kill a failed outbound fax job from your Outbox.

Delete a Fax from your Inbox

1. Go to the IP Fax Services webpage: https://fax.umich.edu.  
2. Click Inbox.
3. Click the Trash icon next to a fax, or
4. To delete multiple: click Select All Faxes, then click the Trash icon.

Delete a Fax from your Archive

Note: Faxes are automatically deleted from the Archive every 24 hours. To delete sooner:

1. Click Archive.
2. Click the Trash icon next to the fax.
3. Click Permanently delete.

Kill a Failed Fax Job in your Outbox

1. Click Outbox.
2. Click the X next to the Job ID.
3. Click OK to confirm.