HOWTO: Add Fax contacts to the Exchange 2000 Global address list.

ZTN1188

ID: ZTN1188

This Zetafax technical note applies to:

• Zetafax Connector 7.5.0.65

Summary

This documents details various methods for addressing faxes from Outlook, including populating the global address list recipients with fax addresses which can be used by the entire organization.

More information

To add fax contacts to the global address list (GAL) follow these steps:

Adding a Contact in the Active Directory (Public contact).

1. Log on to a system on the network and open the Active Directory Users and Computers MMC snapin.
2. Right-click on the container where you want to add the custom recipient (e.g. Users).
3. Select 'New > Contact'.
4. Fill the details of the contact in the 'New Object - Contact' dialog:

5. Click the 'Next' button.
6. Keep the 'Create an Exchange e-mail address' box checked.

7. Click the 'Modify.' button to modify the e-mail address.
8. In 'New E-mail Address', select 'Custom Address' and click the 'OK' button.

9. In the 'E-mail address:' box, enter the name, company and fax number in the following format: name@company@phone number.

10. In the 'E-mail type:' box, enter 'FAX'.
11. Click 'OK'.
12. Back in the 'New Object - Contact' dialog, click 'Next' and 'Finish'.
13. The contact you've just created can be used from Microsoft Outlook in the Global Address List. (Note: due to synchronization you may have to wait a few seconds before this new contact becomes visible for all users in the organization).

Adding contacts with a fax address in a users mailbox using Outlook (Private contact).

1. In Microsoft Outlook open 'Tools > Address Book.'
2. In 'Show Names From The.' select 'Contacts'.

3. Select 'File > New Entry'
4. In the 'New Entry' dialog select 'New Contact' in the list box and click 'OK'.

5. In the 'Contact' window enter the details of the contact (name, company.) and the fax number in the business fax field (Note: The fax number must be entered in the business fax field for the contact).
   
6. Click 'Save and Close'.
7. Close the 'Address Book' window.

Additional information

Users are also able to use the following features to add/retrieve fax addresses when sending faxes.

• When using the Zetafax forms. Previous recipients are stored for you within Outlook. More information can be found in the Zetafax Software Guide under the Installing the Zetafax e-mail gateway for Microsoft Exchange 2000 section).
• Users can enter the fax address directly in Outlook 'To..:' field (not in the Zetafax forms) in the following format: [FAX: name@company@phone number] (the square brackets are necessary as in the example below). The recipient will not be stored.

References

Installing the Zetafax e-mail gateway for Microsoft Exchange 2000 in the Zetafax Software Guide

Last updated: 29 September 2002 (EG/SV)