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Getting started with fax broadcasting

Welcome to getting started with Fax Broadcasting!

 

 

 

 

Step 1 – Fax broadcast list

Fax broadcasting requires a CSV list to be uploaded with the numbers in column A. This step explains how to create it.

  1. Launch your desired spread sheet application such as Microsoft Excel and create a new spread sheet.
  2. Insert desired fax numbers in column A, ensuring they are properly formatted to include both country and area code, e.g. the number (02) 9988 7766 would best be formatted as 61299887766.
  3. (Optional – for mail merge) – You will need to name each column with a header row. The first cell (A1) must have the word “Fax”.
    Note: The first column must always contain the fax numbers as UTBox will not accept any other format, all other header rows must not contain spaces and should correspond to your merge fields.
  4. Once you have created your columns and inserted all relevant data the document must be saved as a CSV (Comma Separated Values) file. To do so click "File > Save As". In Microsoft Excel 2007/2010 you will need to click on the circular office button in the top left hand corner followed by selecting "Save As" from the drop down menu.
    Note: The default excel spreadsheet format is *.xls so the document must be saved as a *.csv or the UTBox system will not accept the list.

Example fax list (with available merge field “Name”):

Example fax list

 

Step 2 – Uploading new fax broadcast number list

Before fax broadcasting can start the fax number list will need to be uploaded to the UTBox Member Centre.

  1. Click Broadcasting in the UTBox Member Centre.
  2. Select the link ‘Upload a List’ on the left side of the page.
  3. Click Browse to select your desired fax list. Locate your CSV file and click open to select it.
    Note: If you do not have a fax list see Step 1.
  4. Give your list a name or description so later when you want to choose the list it can be easily recognised.
  5. Ensure the email address for the import notification is correct. Once the list has been imported and is available for use you will receive an email.
  6. Click ‘Submit’.

 

Step 3 – Starting a fax broadcast

Setting up a fax broadcast involves selecting a list and uploading the document to be broadcasted.

  1. Click Broadcasting in the UTBox Member Centre.
  2. Select the link ‘New Broadcast’ on the left side of the page.
  3. Click Browse to select your desired document to be broadcasted. Locate your document and click open to select it. Note: Please see our supported file types.
  4. Select the list of fax numbers you wish to broadcast to.
    Note: If you have nothing displayed address book see Step 1 and Step 2.
  5. Enter the email address you wish to receive broadcast report to.  If you do not wish to receive a report then un-tick the checkbox.
  6. Enter a desired TSI for your fax broadcasts. 
    Note: The Transmitting Subscriber Identification is the number that identifies the sender of a fax. Some receiving fax machines will print this on the top of each page of the fax. By Default this will be your UTBox fax number.
  7. Choose desired broadcast resolution. 
    Note: There is a surcharge on fine resolution broadcasts and we recommend in almost most cases to use the standard setting.
  8. If the broadcast is a mail merge tick the ‘Fax mail merge’ checkbox. This will require the document being used to be a specially formatted Word Document file.
  9. Click ‘Next’ to advance to the preview screen and review all the details.
  10. If you wish to schedule your broadcasts tick the ‘Select a start time’ checkbox and select desired date/time of the broadcast.
  11. Choose your desired ‘Target maximum end time’.
    Note: This is the time in which you wish your broadcast to be completed by.
  12. Check your details once more. If they are all correct then click ‘START BROADCAST’.

 

Step 4 – Viewing current and past fax broadcasts

 Fax broadcast reports are available in three forms: all successful numbers, all failed numbers and a combined list.

  1. Click Broadcasting in the UTBox Member Centre.
  2.  Select the link ‘Current/Past Broadcasts’ on the left side of the page.
  3. To download broadcast reports select relevant icon under the ‘Report’ column on the right.
    Note: Three different report types can be downloaded
  • Success Only Broadcast Report
  • Failure Only Broadcast Report
  • Complete Broadcast Report



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