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Setting Up A Fax Server With Whs 2011

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#1
Klode

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I really liked the ability to send and receive faxes from my WHS V.1. I asked myself if I could set up a fax machine also with WHS 2011 so other users on my network could send faxes from their desktops without needing to print the document first. I had no idea how tedious and complicated it would be, with very little cohesive help online. I have found this guide on Expert Exchange from user PSi and share it with you. I've made few minor changes to reflect how I finally installed it.

What You Will Need
• A computer running Windows Home Server 2011 as your fax server (you can probably use Windows 7 just as well but I haven't tested it).
• A fax modem, internal for DIY server or USB if you install on MediaSmart, EasyStore, or other model.
• Details of your SMTP server for routing faxes by email (optional).


Configure The Server:

1- Install the hardware modem
Install the fax modem on your Windows Home Server 2011 box (from here on just called 'the server'). Instructions on how to do this should come with the fax modem itself, along with the drivers it needs. Once this is complete a new Fax device should appear in the Devices and Printers window (Start > Devices and Printers).

1. In the list of printers, right-click Fax, click Printer properties, click the Sharing tab, select Share this printer, and then type a name for the printer that you want your network users to see. If you want to enable users with computers running different versions of Windows to use this printer, click Additional Drivers to install the needed drivers. In Additional Drivers, select the check box for the architecture that you want to support. You are prompted to provide a path to the driver. Provide the path to the %windir%\System32\DriverStore\FileRepository\prnms002.inf file on a computer that is of the architecture that you want to support.

2. To confirm that the files were copied properly, in Windows Explorer navigate to %windir%\System32\spool\drivers\ and look for the folder that contains the files for the selected architectures.

2- Install the Fax Server Role
1. Open the Server Manager console. There's usually a shortcut in the Quick Launch bar but if not find it under Start > Administrative Tools.
2. In the Roles Summary section in the right-hand pane of the Server Manager click Add Roles.
3. The Add Roles Wizard launches. Click Next on the Before You Begin page.
4. On the Server Roles page check the box alongside Fax Server. Click Next and progress through the wizard until the new role is installed. Add any user account to grant them fax server access in addition of administrators group.

3- Connect to Fax Modem
1. Open Windows Fax And Scan. This is usually found in Start > All Programs.
2. Select Tools > Fax Accounts... from the Windows Fax And Scan toolbar.
3. In the Fax Accounts window that opens click Add....
4. The Fax Setup wizard launches. Click Connect to a fax modem.
5. Enter a friendly name for the account. It doesn't matter what you choose, and unless you're planning on connecting multiple fax modems to this machine you'll probably never care what you entered here. When you've entered a name click Next.
6. Click on Answer automatically.
7. The Fax Setup wizard closes. There should now be a new account in the Fax Accounts window. Click Close.

At this point the server should be ready to send a fax. Let's test it!

4- Send a Test Fax
1. In Windows Fax And Scan click the New Fax button on the toolbar.
2. A New Fax window opens. It's just like writing an email, except in the To: box you enter the destination fax number. To send a test fax you're going to need another fax machine that you know is working to send to. Don't forget, if you need to dial 9 to get an outside line on your telephone, you need to prefix the destination fax number with a 9 too.
3. Enter some text in the Subject: field and the body of the message.
4. Hit the Send button.
5. Click on the Outbox folder in the left-hand pane of Windows Fax And Scan and you'll see the message you just sent, along with the status of its transmission. When transmission completes successfully it'll move the to the Sent Items folder.

If this test doesn't work you need to troubleshoot it until it does because nothing after this point will work either until you can send faxes directly from the server like this.

5- Route faxes to Email Address (Optional)
If you want to you can configure the server to automatically deliver faxes it receives to an email address. As far as I can determine you can only route to one address. Here's how:

1. Open the Fax Service Manager (Start > Administrative Tools > Fax Service Manager).
2. In the left-hand pane right-click on the top node in the tree, probably Fax (local), and click Properties.
3. In the Properties window select the Receipts tab.
4. Check the box alongside Use these SMTP settings for the Route Through E-Mail incoming routing method.
5. In the From e-mail address: box above enter the email address from which routed faxes will be sent.
6. In the Server address: box enter the SMTP server for your mail account.
7. In the Port: box enter the port that your SMTP server uses. This will almost certainly be 25.
8. Click the Authentication... button.
9. In the Authentication window ensure that Anonymous access is selected.
10. Click OK to close the Authentication window.
11. Click OK to close the Fax (local) Properties window.
12. In the left-hand pane of the Fax Service Manager expand the Devices and Providers node, then Devices, the node named after your fax modem, and finally select Incoming Methods.
13. In the right-hand pane, right-click on Route through e-mail and choose Properties.
14. In the Route through e-mail Properties window select the E-mail tab and enter the email address to which you want faxes to be delivered, then click OK.
15. In the right-hand pane, right-click on Route through e-mail again and choose Enable.

You can now test this by sending a fax from your secondary, test fax machine to the number of the phone line to which your fax modem is connected. You should see it appear in the Incoming folder in Windows Fax and Scan until it is fully received, after which it'll move to the Inbox, and an email will be delivered to the address you specified in step 14.

6- Configure Clients to Send Faxes
If you want to be able to send faxes using your fax server from a client workstation, this is how.

1. On a Windows 7 PC open the Devices and Printers window (Start > Devices and Printers).
2. Click the Add a Printer button.
3. Click Add a network, wireless or Bluetooth printer.
4. Select a shared printer by name and then in the box beneath enter two backslashes and then the name of your server followed by a backslash and the share name of the modem, e.g. \\faxserver\fax. In my case this didn't work as easily as that - I had to click on the Browse... button, find my fax server in the listed network devices, and then when I double-clicked on it I was prompted for login credentials. After entering the username and password of an administrator account on the server I was able to select the modem connected to the server.
5. Click Next and complete the Add Printer wizard. Don't set the fax as your default printer when prompted.
6. Still on the Windows 7 PC rightclick on Windows Fax and Scan (Start > All Programs > Windows Fax and Scan) and choose run as administrator.
7. Choose Tools > Fax Accounts... from the toolbar.
8. In the Fax Accounts window click the Add... button.
9. Click Connect to a fax server on my network and click Next.
10. In the Name box enter two backslashes and then the name of your fax server, e.g. \\faxserver and click Next.
11. In the Name box enter a friendly name for the fax account. Just as when we did this on the server, it doesn't matter what you enter and probably never will unless you're connecting to multiple fax servers. Click Done when you've entered a name.
12. Click Close to close the Fax Accounts window.

You should now be able to send a test fax, following the instructions in step 4: Send A Test Fax above..

7- Send a Fax From Microsoft Word
Sending a fax from Word is easy.

1. Open up Word and type your document
2. Go to print the document. In the Print dialogue, select the fax as your printer, and click OK to print.
3. Because this is the first time you've done this you may get a warning message pop up saying something about needing to connect to a fax account. If so, just click OK.
4. A New Fax window opens, the same as when you create a new fax in Windows Fax and Scan, with your document attached as an image. In the To: box enter the recipient's fax number, and enter a subject and some text in the body if you wish.
5. Click Send.

8- Configure Microsoft Outlook to Send Faxes
You can also configure Outlook to send faxes.

1. Open Outlook (I'm using Outlook 2007, other versions will probably differ slightly in where things can be found).
2. Click on Tools > Account Settings... from the toolbar.
3. In the Account Settings window click New....
4. Select Other and then Fax Mail Transport and click Next.
5. Complete the wizard.
6. In the Account Settings window select the Fax Mail Transport account you just created and click on the Change... button above.
7. In the Fax Mail Transport window ensure that under Fax Printers: your fax printer is selected, then click OK.
8. Click Close to close the Account Settings window.

9- Send a fax from Microsoft Outlook

1. Create a new email message in the usual way.
2. Click the Account button under the Send button and choose Fax Mail Transport.
3. Create you message in the usual way.
4. In the To: box enter the recipient's fax number like this: [Fax:nnnnnnn], including the square brackets, with no spaces, where nnnnnnn is the recipient's number.
5. Click Send.

You are now done. Enjoy sending and receiving faxes from any workstation using WHS 2011.

Claude
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#2
RedCat

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Fax Server is one of the best features of WHS and one the most difficult to configure. Having incoming Faxes distributed through email is great. I have been using Windows fax services since Win 98 and it has always been difficult to get working.

With WHS 2011 I had completed configuring my Fax Server before I found this thread. I encountered 2 problems not covered in the above instructions.

1) PHONE LINE NOT BEING ANSWERED BY FAX MODEM
I expected the Fax to answer after 1 or 2 rings, the problem was the default setting was 5 rings. This can be changed in the Fax Service Manager. Control Panel, Administrative Tools, Fax Service Manager, open Devices and Providers, click on Devices, in right window right click on your fax modem and select Properties. There you can set the "Rings before answering". Also make sure "Automatic Answer" is selected.

2) FAX SERVER STOPS WORKING, FAX MODEM DISAPPEARING FROM DEVICES IN FAX SERVICE MANAGER
Often after a reboot of the server I would lose the modem from the devices in the Fax Service Manager (also occurred in WHS V1) causing the fax server to stop working. Apparently my modem was not available to the system before the Fax Service started. Changing the Fax Service to "Delayed Start' seems to have solved the problem. Control Panel, Administrative Tools, Services, Fax, then change to Automatic (Delayed Start).
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#3
Ian

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Good thread you guys. When I migrate I will do this.

#4
RedCat

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XP UNABLE SEND FAXES WITH WHS 2011 FAX SERVER

Although the shared Fax printer from WHS 2011 can be installed in XP you will most likely not be able to send faxes from XP.

Fax user accounts, Permissions and the correct XP DLL’s must be in place for XP to send faxes.

FAX USER ACCOUNTS
User accounts with the same name and password as the XP client must be added to WHS 2011. I setup my users as Administrators.
Fax Users and Permissions must be added to the WHS 2011 Fax Printer. Right click on the Fax printer in WHS 2011, select Properties, click on the Security tab and add your users. I selected Print, Manage this printer and Manage documents permissions for each user I added.

XP DLL’s
When the WHS 2011 Fax printer is installed on XP the Fax DLL’s are replaced with files dated 11/20/2010. The DLL’s below must be used. I believe these files originated from the WHS V1. I found mine on a XP box that had not be updated. They are located in the following folder:

C:\WINDOWS\system32\spool\drivers\w32x86\3

FXSAPI.DLL 457 KB 7/12/2008 09:52 PM
FXSDRV.DLL 19 KB 7/12/2008 09:52 PM
FXSRES.DLL 720 KB 7/12/2008 09:52 PM
FXSTIFF.DLL 383 KB 7/12/2008 09:52 PM
FXSUI.DLL 90 KB 7/12/2008 09:52 PM
FXSWZRD.DLL 83 KB 7/12/2008 09:52 PM

To replace the files I had to start XP in the Safe Mode.

#5
fifexltd

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Hi

I have installed a usb modem on my whs2011 set-up but I don't have a Fax listed in the deivces and printers.
Is there something else I need to do to install the Fax?

thanks in advance

paul

#6
fifexltd

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Hi

Managed to get it working by re-installing the modem.

Cheers

Paul




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