How to set up the Small Business Server 2000 Shared Fax service

Article translations Article translations
Article ID: 325807 - View products that this article applies to.
This article was previously published under Q325807
This article has been archived. It is offered "as is" and will no longer be updated.
Expand all | Collapse all

On This Page

SUMMARY

This article describes how to install and setup the Small Business Server (SBS) 2000 Shared Fax services on the server and on the SBS 2000 domain workstations. This article assumes that at least one Class 1 fax modem has been installed. SBS 2000 supports a maximum of four modems.

Disable the Windows 2000 Fax Service

By default, when you install a modem in a Windows 2000-based computer, the Fax Service is enabled. The service is a core component and you cannot remove it. This client-only service is different from the SBS Shared Fax service. You must disable the Windows 2000 Fax Service. To do so:
  1. Click Start, point to Programs, point to Administrative Tools, and then click Services.
  2. Right-click Fax Service, and then click Properties.
  3. Under Startup Type, click Disabled, and then click OK.

Install SBS 2000 Shared Fax Service

  1. Click Start, point to Settings, and then click Control Panel.
  2. Double-click Add/Remove Programs.
  3. Click Microsoft Small Business Server 2000, and then click Change/Remove.
  4. On the Microsoft Small Business Server 2000 Setup Wizard page, click Next.
  5. On the Product Identification page, click Next.
  6. On the Automatic Logon Information page, click Manually log on, and then click Next.
  7. On the Company Information page, click Next.
  8. On the Telephony Information page, click Next.
  9. On the Domain Information page, click Next.
  10. On the Component Selection page, click the Install action for the Microsoft Shared Fax component, and then click Next.

    NOTE: To change the location to which the files install, by click Microsoft Shared Fax, click Change Path, and then click the new location.
  11. On the Data Folders page, you can define the Fax Archive Root Directory. This folder will contain the Activity Logs, Fax Queue, and Sent Items. You can change the folder location later in the Microsoft Shared Fax Service Manager. If you want to change the folder location now, click Change Folder, click the new location, and then click Next.
  12. On the Installation Summary screen, you can review your installation choices. To make changes, click Back, otherwise click Next.
  13. Installation starts and prompts for Microsoft Small Business Server 2000 disks 2 and 3.
  14. When installation completes, and the Completing the Microsoft SBS 2000 Setup Wizard page appears, click Finish.

Install the SBS 2000 Shared Fax Client on the Client Computers

NOTE: You do not have to complete these steps on the SBS 2000 server.

Install the Fax Client on computers that are running Microsoft Windows XP

NOTE: Windows XP includes a fax client. You must use this fax client on the SBS 2000 network. You cannot install the SBS 2000 Shared Fax client on a Windows XP-based computer. If you try to do so, you receive the following error message:
The Fax client is included with the installed operating system. To install the Fax client, after completing client Setup, open the Add/Remove Programs utility in Control Panel, click Add/Remove Windows Components, select Fax, and then follow the on-screen instructions to complete the Windows Component Wizard.
To install the Fax client on Windows XP-based clients, follow these steps:
  1. Log on to the Windows XP-based computer as a user with local administrator rights.
  2. Click Start, click Control Panel, and then click Add or Remove Programs.
  3. Click Add/Remove Windows Components.
  4. Click to select the Fax Services check box, and then click Next. If you are prompted to do so, insert the Windows XP CD-ROM.
  5. Click Finish.
To connect the Shared Fax printer to Windows XP-based client computers:
  1. Click Start, and then click Run.
  2. Type \\SBS 2000 servername, and then click OK.
  3. Right-click the SharedFax printer, and then click Connect.

Install the Shared Fax Client on computers that are not running Windows XP

  1. On the SBS 2000 server, open the Small Business Server Administrator Console.
  2. Under the Small Business Server (BackOffice Manager) node, click Computers.
  3. On the lower right-hand side, click the Tips - Setting Up Client Computers tab.
  4. Click the client computer, and then click Add Software to Computer.
  5. On the Welcome to the Set Up Computer Wizard page, click Next.
  6. On the Applications page, click to select the Microsoft Shared Fax Client check box, and then click Next.
  7. On the Completing the Set Up Computer Wizard screen, click Finish.
  8. On the client computer you selected in step 4, log on as a user.

    NOTE: On Microsoft Windows 2000 and Microsoft Windows NT 4.0 clients, the user must have administrative rights on the local computer to install the software.
  9. If the Small Business Server Client Application Installer runs, click Start Now to start the installation. If the Installer does not run, specify SBS_LOGIN_SCRIPT.bat as the user's logon script on the server, log off, and then logon at the client computer.
  10. When the installation is complete, click OK.

Enable E-mail Receipt of Delivery Notification to Sender

NOTE: This configuration is optional and not required to send and receive faxes by using the SBS 2000 Shared Fax Service.
  1. Click Start, point to Programs, point to Microsoft Shared Fax, and then click Shared Fax Service Manager.
  2. In the console tree in the left panel, right-click Microsoft Shared Fax (Local) node, and then click Properties.
  3. On the Receipts tab, click to select the Enable SMTP e-mail receipts delivery check box.
  4. In the From e-mail address: box, type the e-mail address of the sender of the delivery notification receipt. For example, administrator@domain.com.
  5. In the Server address: box, type the SBS server's NetBIOS computer name. Do not type the server's fully qualified domain name (FQDN).

    To determine the SBS server's NetBIOS computer name, type hostname at the command prompt, and then press ENTER.
  6. In the Port: box, type 25. If the SMTP port has changed, type the appropriate port.
  7. Click the Authentication button, click the Anonymous access option, click OK, and then click OK again.
NOTE: The authentication method you selected must match the authentication method defined in the Exchange 2000 SMTP server. By default, it is set to Anonymous access. To verify this:
  1. Start the Exchange System Manager.
  2. If the administrative groups are displayed, expand Administrative Groups, and then expand first administrative group.
  3. Expand Servers, expand servername, expand Protocols, and then expand SMTP.
  4. Right-click Default SMTP Virtual Server, click Properties, and then on the Access tab, click the Authentication button.
  5. Verify that Anonymous access is enabled.

Send a Fax using the Send Fax Wizard

  1. Start the Shared Fax Service Console.
  2. Click the File menu, and then click Send a New Fax....
  3. On the Welcome to the Send Fax Wizard page, click Next.
  4. On the Recipient Information page, type the name and number of the person you want to send the fax to, or click Address Book to locate a contact from a list of contacts, and then click Next.
  5. On the Preparing the Cover Page page, click a cover page, type what you want in the Subject line: and Note: boxes, and then click Next.
  6. On the Scheduling Transmission page, specify the time to send the fax, and then click Next.
  7. On the Delivery Notification page, specify how you want to receive a notification when a delivery is complete, and then click Next.
  8. On the Completing the Send Fax Wizard screen, click Finish.

Using the Address Book in the Send Fax Wizard

The Address Book button in the Send Fax Wizard lists the contacts from the default e-mail client that is defined on the client computer. To specify the default e-mail client, follow these steps:
  1. Open Control Panel, and then double-click Internet Options.
  2. Click the Programs tab.
  3. In the E-mail drop down list, click the program you want the Address Book in the Send Fax Wizard to use.

    Note If you want access to fax contacts from a public folder in Microsoft Exchange 2000 Server, you must have Microsoft Outlook installed on the client and click Microsoft Outlook in Step 3.

Send a Fax By Using Microsoft Outlook 2000

Use one of the following procedures, as appropriate.

Configuring Outlook 2000 to send faxes on computers that are running Windows XP

  1. On the desktop, right-click the Microsoft Outlook icon, and then click Properties.
  2. On the Services tab, click Add.
  3. Click Fax Mail Transport, and then click OK.
  4. If you want to include a cover page when you send faxes from Outlook, click Fax Mail Transport, click Properties, click Include a cover page with faxes, and then click OK.
  5. Click OK to close Microsoft Outlook Properties.

Configuring Outlook 2000 to send faxes on computers that are not running Windows XP

  1. On the desktop, right-click the Microsoft Outlook icon, and then click Properties.
  2. On the Services tab, click Fax Mail Transport (if it is listed), and then click Remove.
  3. On the Services tab, click Add.
  4. Click Microsoft Shared Fax Mail Transport, and then click OK.
  5. If you want to include a cover page when you send faxes from Outlook, click Microsoft Shared Fax Mail Transport, click Properties, click Include cover page with faxes, and then click OK.
  6. Click OK to close Microsoft Outlook Properties.
After you configure Outlook 2000, follow these steps to send faxes:
  1. Start Outlook 2000.
  2. Click File, point to New, and then click Mail Message.
  3. In the To.. field, specify the fax recipient. To do so, click the To.. button, or type the fax number in the format [FAX:n,nnnnnnnnnnn]. For example, type [FAX:9,13215551234] where 9 is the number to dial an outside line, 1 is the number to dial long distance, and (321) 555-1234 is the area code and the phone number.

    Note If you click the To button to select a contact, the Business Fax field in the contact's properties must include the fax number in the [FAX:n,nnnnnnnnnnn] format.
  4. Type the subject and body of the fax.
  5. Click Send.

Send a Fax by Using Microsoft Outlook 2002

Configuring Outlook 2002 to send faxes on computers that are running Windows XP

To configure Outlook 2002 to send faxes on Windows XP-based computers, follow these steps:
  1. On the desktop, right-click the Microsoft Outlook icon, and then click Properties.
  2. Click E-Mail Accounts.
  3. Click View or change existing e-mail accounts, and then click Next
  4. Click Add.
  5. Click Additional Server Types, and then click Next.
  6. Click Fax Mail Transport, and then click Next.
  7. Click OK when you receive the following message:
    The E-mail Account you have just added will not start until you choose Exit from the File menu, and then restart Microsoft Outlook.
  8. If you want to include a cover page when you send faxes from Outlook, click Fax Mail Transport, click Change, click Include a cover page with faxes, and then click OK.
  9. Click Finish, and then click Close.

Configuring Outlook 2002 to send faxes on computers that are not running Windows XP

  1. On the desktop, right-click the Microsoft Outlook icon, and then click Properties.
  2. Click E-mail Accounts.
  3. Click View or change existing e-mail accounts, and then click Next.
  4. If Fax Mail Transport appears in the list, click Fax Mail Transport, click Remove, and then click Yes when prompted to confirm.
  5. Click Add.
  6. Click Additional Server Types, and then click Next.
  7. Click Microsoft Shared Fax Mail Transport, and then click Next.
  8. Click OK when you receive the following message:
    The E-mail Account you have just added will not start until you choose Exit from the File menu, and then restart Microsoft Outlook.
  9. If you want to include a cover page when you send faxes from Outlook, click Microsoft Shared Fax Mail Transport, click Change, click Include cover page with faxes, and then click OK.
  10. Click Finish.
  11. Click Close.
After you configure Outlook 2002, follow these steps to send faxes:
  1. Open Outlook 2002.
  2. Click File, point to New, and then click Mail Message.
  3. In the To.. field, specify the fax recipient. To do so, click the To.. button, or type the fax number in the format [FAX:n,nnnnnnnnnnn]. For example, type [FAX:9,13215551234] where 9 is the number to dial an outside line, 1 is the number to dial long distance, and (321) 555-1234 is the area code and the phone number.

    Note If you click the To button to select a contact, the Business Fax field in the contact's properties must include the fax number in the [FAX:n,nnnnnnnnnnn] format.
  4. Type the subject and body of the fax.
  5. Click Send.

Routing Incoming Faxes

You can configure the SBS 2000 Shared Fax Service to route incoming faxes to a folder, a printer, and an e-mail address. You can apply more than one incoming method to an incoming fax. By default, all incoming faxes are archived in the Fax Archive Root Directory that you specified during the installation. To route incoming faxes:
  1. Click Start, point to Programs, point to Microsoft Shared Fax, and then click Shared Fax Service Manager.
  2. Expand Devices and Providers, expand Devices, expand Modemname, and then click Incoming Methods. You can configure, any, all, or none of the following Incoming Methods:
    • Store in a Folder.
      1. Right-click Store in a Folder, click Properties, click the Store in Folder tab, in the Store in folder: box, type the name of the folder to which you want to save incoming faxes, and then click OK. For example, C:\FaxStore.
      2. Right-click Store in a Folder, and then click Enable.
    • Print.
      1. Right-click Print, click Properties, click the Print tab, in the Printer name: box, click the printer that you want to print incoming faxes, and then click OK.
      2. Right-click Print, and then click Enable.
    • Route through e-mail.
      1. In the console tree in the left panel, right-click Microsoft Shared Fax (Local), and then click Properties.

        Note If you have already completed the steps in the "Enable E-mail Receipt of Delivery Notification to Sender" section, you can go to step g. Otherwise, continue to the next step.

      2. On the Receipts tab, click to select the Enable SMTP e-mail receipts delivery check box.
      3. In the From e-mail address: box, type the e-mail address of the sender of the delivery notification receipt. For example, Administrator@domain.com.
      4. In the Server address: box, type the SBS server's NetBIOS computer name. Do not type the server's fully qualified domain name (FQDN).

        To determine the SBS server's NetBIOS computer name, open a Command Prompt window, type hostname, and then press ENTER.
      5. In the Port: box, type 25. If the SMTP port has changed, type the appropriate port.
      6. Click the Authentication button. Click the Anonymous access option, and then click OK.

        NOTE: The authentication method must match the authentication method defined in the Exchange 2000 SMTP server. By default, it is set to Anonymous access. To verify this:

        1. Open the Exchange System Manager.
        2. If the administrative groups are displayed, expand Administrative Groups, and then expand first administrative group.
        3. Expand Servers, expand servername, expand Protocols, and then expand SMTP.
        4. Right-click Default SMTP Virtual Server, click Properties, click the Delivery tab, and then click the Outbound Security button.
      7. On the Receipts tab, click to select the Use this configuration for the Microsoft Route through e-mail incoming routing method, and then click OK.
      8. In the console tree in the left panel, expand Devices and Providers, expand Devices, expand Modemname, and then click Incoming Methods.
      9. Right-click Route through e-mail, click Properties, click the E-mail tab, in the Mail to: field, type the e-mail address to which you want incoming faxes sent, and then click OK. For example, Administrator@domain.com.
      10. Right-click Route through e-mail, and then click Enable.
  3. Configure Incoming Routing priority:
    1. In the console tree in the left panel, expand Incoming Routing, and then click Global Methods.
    2. Right-click one of the incoming methods, and then click Move Up or Move Down to set the order in which incoming faxes will be processed. If a particular method is disabled, the fax is routed to the next enabled method.

Designate a User as a Fax Administrator

If you want to grant a user rights to all functionalities of the Shared Fax Service, but you do not want to grant that user full Administrator permissions on the domain, you can add that user to the BackOffice Fax Operators group. To do so:

NOTE: You do not have to use this configuration to allow users to send and receive faxes by using the SBS 2000 Shared Fax Service.
  1. Open the Small Business Server Administrator Console.
  2. Expand Active Directory Users and Computers, expand your domain name, expand MyBusiness, and then click Groups.
  3. Double-click the BackOffice Fax Operators group.
  4. On the Members tab, click the Add button to add the users who you want to have Full Control rights over the Shared Fax subsystem without making them full Administrators on the domain.

REFERENCES

311529 SBS: How to configure the Shared Fax service to route incoming fax jobs to a common inbox
283072 How to route incoming faxes to a mailbox other than the administrator without Microsoft Outlook on the SBS server
327702 Error message: The Fax Transport failed to deliver the message to this recipient. there are not any fax printers available
299400 How to manually remove fax jobs from the Shared Fax service
327671 Shared Fax Server settings are not preserved during upgrade to Small Business Server 2000 or Small Business Server 2000 S327671
307826 Shared Fax service does not dial "1" when it dials telephone numbers from the contact list
315830 How to manually remove the Small Business Server 2000 Fax Server component

Properties

Article ID: 325807 - Last Review: February 27, 2014 - Revision: 2.1
APPLIES TO
  • Microsoft Small Business Server 2000 Standard Edition
  • Microsoft BackOffice Server 2000
Keywords: 
kbnosurvey kbarchive kbhowto kbhowtomaster KB325807

Contact us for more help

Contact us for more help
Connect with Answer Desk for expert help.
Get more support from smallbusiness.support.microsoft.com