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This video will show you how to configure the Microsoft Outlook clients and RightFax Server to enable inbound and outbound faxing through Microsoft Office 365 using Microsoft Exchange Online.

For outbound faxing (Office 365 to RightFax), a Transport Rule must be created to route the fax to a dedicated POP3 mailbox.
For inbound faxing (RightFax to Office 365) and routing of notifications, only the proper SMTP settings are required.

Requirements

RightFax 10.0 and higher has TLS or SSL security and customizable ports for the RightFax SMTP Gateway. These options are required for integration with Microsoft Office 365.
You must create an Office 365 mailbox exclusively for use by RightFax Server.
For outbound faxing (Office 365 to RightFax), choose an addressing scheme to use. For more information, please refer to the RightFax Administrator’s Guide that corresponds to your version of RightFax.
SMTP and POP3 integration with Microsoft Office 365 uses outgoing ports 587 and 995, respectively. You may need to enable communication through these ports on your network Edge devices.

Configuring Office 365 for RightFax

For outbound faxing (Office 365 to RightFax), a new Transport Rule must be created that routes anything sent to a fictitious domain to a POP3 account exclusively used for RightFax. This fictitious domain does not need MX DNS records to be created or added to the accepted domains list in Exchange.

The example in this video uses the fictitious domain name “RightFax.pop.”

Creating a Transport Rule

Log into Office365 and then go to Admin Centers and select the Exchange Admin Center.

Select "mail flow" on the left side-pane.

To create a new Transport Rule, choose the down arrow next to the "+" menu, and choose to create a new rule for arriving messages.

In the new inbox rule window, choose the more options section; below "Apply this rule," under "If," select "The recipient address includes..." from the drop-down list.

Select "Enter words," and type "RightFax.pop" in the text box. This is a fictitious domain that is only used internally.

Under "Do the following," select "Redirect the message to..." from the drop-down list.

Click "Select people," and select the POP3 account used for RightFax.

Verifying that the Transport Rule works

From an Office 365 mailbox, send a fax to anything@RightFax.pop.
Log on to the mailbox that you created for RightFax. You should see the email that you sent.

Configuring RightFax for Office 365

SMTP or POP3 configuration settings for Office 365 are available in the Office 365 Outlook Web Mail client under the "Cog" menu > Options > and then choose “Settings for POP, IMAP, and SMTP access.”

Configuring the RightFax E-mail Gateway for SMTP

Open Windows Control Panel.
Double-click the RightFax E-mail Gateway.
Add an SMTP gateway if one is not already present by clicking Add Gateway and selecting SMTP/POP3.
Configure SMTP (inbound):
SMTP Server: for our example, this will be smtp.office365.com
Port: 587
Encryption type: TLS/SSL
Select the "This server requires authentication" check box.
Enter the credentials for the Office 365 mailbox account dedicated to RightFax.

Configure POP3 (outbound):
POP3 Server: for our example, this will be outlook.office365.com
Port: 995
Encryption type: TLS/SSL
Enter the credentials for the Office 365 mailbox account dedicated to RightFax.
Optionally, select "Send through this user," and type a RightFax account to use by default.

Configuring Outlook

There are two ways to address a fax for RightFax: manually or automatically (using the RightFax fax extension for Outlook). The fax extension adds an icon in the Outlook toolbar that users can select to address a fax quickly.

The IETF addressing scheme format is compatible with the simple fax forms provided by RightFax Outlook Advanced Fax Extensions available in Outlook. For more information on the IETF addressing scheme, see Additional Information.

To configure Outlook for the RightFax fax extension, perform the following steps:

Install the RightFax client using a typical installation. By default, this installs the fax extension for Outlook.
Open Outlook.
NOTE: You may receive an error the first time you open Outlook. The error should not appear afterwards.
Go to the backstage area by clicking on the File menu; select RightFax, and then select SMTP Conversion Options.

In the Fax Gateway Internet Mailbox field, enter the value used for the “The recipient address includes" field in the Exchange Online Transport Rule (Mail Control rule) created earlier (for example, RightFax.pop).

The “Send a fax” form provided by the RightFax Outlook Advanced Fax Extensions add-in addresses fax-bound messages using the IETF fax addressing format. Ensure that you select the “Use IETF fax addressing” check box in the RightFax SMTP Gateway.

Verifying that inbound faxing works

Configure a RightFax user for SMTP.
Double-click on a RightFax user in Enterprise Fax Manager.
Notification tab: Set Method to SMTP and in the Notification Info box type in the user's email address.
Inbound Routing tab: Set Routing Type to SMTP and Routing Info to the user's email address.

Send the user a fax.
Within a couple minutes, the fax should be in the user's Office 365 mailbox. If not, check the Windows Event Logs for any errors.

Verifying that outbound faxing works

For outbound faxes, the fax is sent to the POP3 account using the Transport Rule. Then, every 45 seconds, the RightFax E-mail Gateway logs on to the POP3 mailbox and pulls any faxes. The addressing information must be in the recipient's address.

From an Office 365 account, send a fax using one of the support SMTP addressing schemes. For more information on supported RightFax SMTP addressing schemes, see Additional Information.

Example of using the RightFax SMTP addressing scheme:

/name=Test/Fax=555-1212/ <anything@RightFax.pop>

NOTE: If Outlook adds semicolons to the email address, remove them (as shown above).

Within 45 seconds, the RightFax E-mail Gateway should process the fax and appear in Faxutil.
If the fax does not appear in Faxutil, check the Windows Event logs (under Application) for any errors from the RightFax E-mail Gateway module.