IT Connect

Information technology tools and resources at the UW

Centralized Fax Service

Service Description

Because paper and toner costs make operating traditional (physical) fax machines expensive, the UW-IT Centralized Fax Service is an excellent alternative to maintaining a physical fax machine. UW-IT Centralized Fax Service enables individuals or groups to send and receive faxes without maintaining a physical fax machine. Rather than having faxes print out, faxes are sent or received using email or by accessing a simple-to-use web page (https://fax.uw.edu/). Faxes are displayed using the PDF format and can be retained for up to 90 days.

Service Options

Account Type Receiving Faxes Sending Faxes
Personal Account Received faxes are sent to a personal email address. They can also be retrieved using the web interface. Personal inbound fax numbers are available. Sending a fax can be done using the email address associated with the personal fax account or by using the web interface. *Note – to send a fax via email, the “From” email address MUST match the email address used for the fax account. Outbound service requires the use of a campus email (@uw.edu or @washington.edu), and a campus phone number to be entered in the UW directory.

When sending a fax, the UW-IT CFS server will look up and use the fax number listed in the UW Directory. To update/add this number go to Employee Self-Service, available on your MYUW page, and then update the Campus Address information on the Address menu.

Personal Account – Shared number This is cross between a personal account and a shared account. Received faxes are sent to a distribution list. Sending faxes can be done using email or by using the web interface. However in the option each user does not see faxes sent by the other users.
Shared Account Received faxes are sent to a distribution list, that is then distributed to multiple people by the email server. Faxes can also be retrieved using the web interface. Sending faxes is done using the web interface. Since this is a shared user account, all sent faxes can be seen by everyone using the shared user account.

Eligibility

UW faculty, UW staff, UW students in residence halls, and multiple off-campus locations in the Puget Sound area.

NOTE: HIPAA is not supported at this time, however UW-IT is in the process in drafting a HIPAA compatibility document. If you would like to review the draft document, please contact Customer Service by calling 206.221.5000 or emailing help@uw.edu.

How to Order

Personal outbound service is open for Campus Telephone service customers.  Moves, adds, changes for personal inbound service and shared accounts for the UW-IT Centralized Fax Service are handled by submitting a request to Customer Service. Please provide 7‐10 business days advance notice.

Customer Service can be reached by calling 206.221.5000 or Order Here.

Availability

Hours available: 24 hours a day, 7 days a week

Price

$4.90/month per fax number. No setup fee.

  • includes 250 pages per month
  • $4.90/month for each additional 250 pages
  • Billing based on 6 month average

For customers with high volume faxing needs, please send a request to help@uw.edu for a custom quote.

(Rates are effective through August 31, 2017)

Price subject to change annually on July 1st.

Service Level Description

Please provide 7‐10 business days advance notice. Minimum scheduled downtime.

Customer Service can be reached by calling 206.221.5000 or emailing help@uw.edu.

Additional Information

Due to complexities in faxing to international numbers, the UW-IT Centralized Fax Service only supports outbound faxing to US and Canada. There is no such restriction on the inbound service.

Anyone who sends faxes regularly will tell you that from time-to-time fax failures do occur. When using the UW-IT Centralized Fax Service, there is a historical list of sent faxes in the web interface under the Outbound History link. The status of faxes are displayed in the Status column. Further investigation can be done by clicking on the failed link and reading the Description under the Error Information section. Reading this information is an excellent first step to understanding why faxes are failing. Note – similar information is available for inbound faxes under Inbound History.

See our list of Frequently Asked Questions.

The fax server also offers flexibility for notification of received or sent faxes. Several notification profiles are available to choose from to meet your needs:

Fax Notification Profile Notifications Attachment
Inbound fax Outbound Successful (confirmation) Outbound Failure PDF of fax included in email notification
1 Inbound fax, Outbound Success, and Outbound Failure, plus attached document

2 Inbound fax, Outbound Success, and Outbound Failure, no attached document

3 Inbound fax, Outbound Failure, plus attachment document

4 Inbound fax, Outbound Failure, no attachment document

Quick Reference Guides

Follow the links below for specific information pertaining to the UW-IT Centralized Fax Service:

Video Tutorials

Create and Send faxes using the web interface

Create and Send faxes using email

Support Information

UW Information Technology Service Center
Front Desk: UW Tower C-3000 (4333 Brooklyn Ave. NE)
Online Help Form: uw.edu/itconnect/help
Email: help@uw.edu
Phone: 206-221-5000


Maintenance

Last Review Date: 12/1/2016