Monash Fax FAQs

1. What is a Multifunctional Device?
2. How will I send a fax?
3. How will I receive a fax?
4. Will fax numbers remain the same?
5. How will the fax accounts be created?
6. In what file format will documents be sent and received?
7. How do I fax documents whose soft copies are not available?
8. Will all the fax machines be replaced?
9. What do I do with my old fax machine?
10. If faxes are received as email, will the email quota be increased?
11. What will happen to incoming faxes if my email quota is full?
12. Will there be a maximum file size for a fax sent via email attachment?
13. Can I fax directly from other applications like SAP?
    

1. What is a Multifunctional Device?
A multifunctional device is a machine that has photocopy, scan to mail, and print capabilities.

2. How will I send a fax?
Staff will be able to send faxes using their email client. The email will form the coversheet, and any attached documents will be appended to the fax. Fax numbers will be entered into the "To" field in the format of: <fax number>@fax.monash.edu.au>. Faxes can also be sent directly from a multifunctional device using the 'scan-to-email' function.

3. How will I receive a fax?
Incoming faxes will be converted into a PDF format and sent as an email attachment. The email will be directed to either a role (shared email) or an individual's email account.

4. Will fax numbers remain the same?
We expect to maintain current fax numbers.

5. How will the fax accounts be created?
Fax numbers will be mapped to existing individual and group accounts. Staff who currently have a dedicated fax number for their role will soon be able to receive faxes directly to their email inbox (fax-to-email). Faxes sent to a shared fax number will be routed to an agreed delegate.

6. In what file format will documents be sent and received?
Users of the Monash Fax service will receive their incoming faxes as a 200 dpi PDF document. If the recipient is using a traditional fax machine, they will continue to receive faxes in a printed form.

7. How do I fax documents whose soft copies are not available?
Use the 'scan-to-email' function of a multifunctional device (MFD) to convert a hard-copy document into a soft-copy form.

8. Will all the fax machines be replaced?
The aim of the project is to replace fax machines in the University with the new Monash Fax service. In some cases, there may be a business need to keep a traditional analogue fax, but this will need to be ordered.

9. What do I do with my old fax machine?
With the introduction of Monash Fax, some equipment in your department may become obsolete.

Monash has a wide range of socially and environmentally-conscience policies that can be adopted for the disposal of old or unused equipment.

Please visit the Recycling at Monash website for options for disposing of your unwanted electronic equipment.

10. If faxes are received as email, will the email quota be increased?
Currently there are no plans to increase the email quota.

11. What will happen to incoming faxes if my email quota is full?
It is recommended that staff follow the Monash Email Quota guidelines. 
Similar to the email service, staff will not receive new faxes to their email account if they have exceeded their quota. The fax server will attempt to retry the transmission before sending a failure message.

12. Will there be a maximum file size for a fax sent via email attachment?
The maximum size of the attachment allowed at Monash is 10MB.This includes the email body and attachments.

13. Can I fax directly from other applications like SAP?
Currently, there are no plans to link the fax service with SAP so that the purchase orders generated can be faxed directly to vendor. This project is outside the scope of the ICE Program.