Using Zoom Phone Fax Features

This article contains information on how to use various Zoom Phone fax features.

Access to Zoom Phone fax is enabled on a case-to-case basis. If you have questions about obtaining fax permissions, please contact Telecom at [email protected].

To use fax on Zoom, your desktop client must be updated to the global minimum version or higher.

Getting started

Expand or collapse content Accessing fax in Zoom Phone

1. Open and sign into the Zoom desktop app. Click the Phone tab. Then, click the Fax tab.

Zoom Phone interface
  1. Click the Phone tab.
  2. Click the Fax tab.
Expand or collapse content Viewing your fax folders

View your fax messages. You can select which folder to view, filter messages by status, lines, and/or follow-up status, and view messages in more detail.

If you have any unread faxes, you'll see a red number encircled on the Phone icon and on the Fax tab indicating the number of unread items.

Zoom Phone fax window
  1. Use the fax navigation pane on the left side of the window to select whether you want to send a new fax or view your inbox, follow up items, outbox, or drafts.
  2. Use the Status drop-down menu to filter faxes by status (all, read, unread.)
  3. If you have multiple fax lines, use the Lines drop-down menu to filter by receiving fax number.
  4. Click Follow up to view items that you have marked to follow up.
  5. Click on a fax line to view the message details.
Expand or collapse content Viewing fax message details

After clicking on a fax, the message detail window opens.

Message details window

The top of the page includes the message header and actions.

Message header and controls
  1. Click Back to return to the folder that you came from.
  2. Click Refresh to refresh the page.
  3. Click the paper icon to copy the sender's number.
  4. Click the phone icon to call the sender.
  5. Click the text bubble icon to send the sender a text message.
  6. Click the down arrow to download the fax.
  7. Click the envelope icon to mark the message as read or unread.
  8. Click the ribbon icon to mark the message as a follow up.
  9. Click the trash icon to delete the message.

The lower part of the page displays the message and view options.

message details window
  1. Use the panel on the left of the page to view thumbnails of all fax pages. Click a thumbnail to open that page.
  2. View the message content in the view panel.
  3. Click the square icon to collapse the left panel.
  4. Navigate through the pages by using the arrows or entering a page number.
  5. Zoom in or out using the plus or minus buttons or the drop-down menu.

Sending fax messages

Expand or collapse content Send an electronic fax

1. Click New fax.

New fax button

2. Enter the recipient(s) of the fax. Select which number to send the fax from. Attach or upload the file to be faxed. Then, click Send.

Accepted file formats: DOC, PDF, JPG, JPEG, DOCX, TXT, PNG
File size limit: 50 MB
Page limit: 300 pages
Maximum recipients: 50

New fax window
  1. In the To field, add the contact, fax number, or email address of the fax recipient. You do not need to add any symbols or spaces when typing the number. If sending to a domestic number, enter the area code and 7-digit fax number (e.g., 657 278 3557.) If sending to an international number, enter exit code 011, the country code, and fax number (e.g., 011 44 161 999 8888.)
  2. In the From menu, choose the number you’ll use to send the fax.
  3. (OPTIONAL) Click Select a cover page to choose a cover sheet from the available templates.
  4. Click into the Attachment box to select a file to upload, or drag and drop your file into the box.
    OR
  5. Click the relevant option to upload a file from Google Drive, OneDrive, Box, or SharePoint.
  6. (OPTIONAL) Click Save as Draft to save your message and return to it later.
  7. Click Send.

3. A message appears while the fax is sending. Click View to track its progress in your fax outbox.

Pop-up with fax sending in outbox

Additional Features

Expand or collapse content Marking faxes as read/unread

Folder view

Hover over the fax until you see the ellipses (three dots.) Click the ellipses to open the Quick Actions menu. Then, select Mark as unread/read.

mark as unread in quick actions menu
  1. Hover over the fax and click the ellipses to open the Quick Actions menu.
  2. Click Mark as unread or Mark as read.

Message details view

Click the envelope icon to mark the message as read or unread.

mark as unread in message details window
Expand or collapse content Downloading fax messages

Folder view

Click on the attachment to save it to your computer.

arrow pointing to attachment

OR

Hover over the fax and click the down arrow to download it.

arrow pointing to download button

Message details view

If viewing the fax details, click the down arrow to download the message.

download button in fax details pane
Expand or collapse content Follow up items
Expand or collapse content Marking faxes as follow up
Folder view

Click the ribbon icon to mark a fax as a follow-up.

follow up icon

To mark multiple items for follow-up, select their checkboxes, then click Follow Up.

bulk follow up
Message details view

Click the ribbon icon to mark the fax as a follow-up.

follow up icon in message details
Expand or collapse content Viewing follow up items
Follow-up items are marked with a yellow icon.
item marked as follow up
Click the Follow up sorting button to view follow-up faxes in the current folder.
Follow up messages in outbox
To view all follow-up items across all folders, select Follow up in the navigation panel on the left.
Follow up window
Expand or collapse content Deleting faxes

Folder view

1. To remove messages, place a check next to the message(s), then click Delete. You can also select Delete from the Quick Actions menu next to a fax to erase that message.
fax inbox
  1. Place a check next to the message(s) that you want to delete.
  2. Click Delete.
    OR
  3. Click the ellipsis (three dots) to open the quick actions menu.
  4. Select Delete.
2. Click Confirm.
confirmation prompt

Message details view

1. Click the trash icon.
trash icon in message details view
2. Click Confirm.
confirmation prompt
Expand or collapse content Viewing outgoing/sent messages in your outbox
Zoom fax outbox
  1. If you have multiple fax lines, use the Lines drop-down menu to filter by sender fax number.
  2. Click Follow up to view items that you have marked to follow up.
  3. While a fax is being sent, its status shows as “Sending...”
  4. A red exclamation mark indicates a fax that wasn’t sent successfully. The attachment will also display “Send failed.”
  5. Hover over a message to display additional actions. The ellipsis opens the Quick Actions menu. Depending on the message status, you will see either a pencil or a down arrow icon. For unsent items, the pencil icon allows you to send a new fax to the recipient. For successfully sent items, the down arrow allows you to download the message.
Expand or collapse content Viewing saved drafts
drafts folder
  1. If you have multiple fax lines, use the Lines drop-down menu to filter by sender fax number.
  2. To delete a draft, hover over the draft and click Discard.
  3. Click on a draft to continue working on it.

Need More Help?

View the Zoom Troubleshooting & Resources guide.

View Zoom's support guide for Zoom Phone.

For inquiries about fax access, contact Telecom at [email protected].

Contact the IT Help Desk at [email protected]or 657-278-7777 for additional assistance. View the Help Desk website for business hours.