Microsoft Exchange 2003 Module

Captaris® Training: Microsoft Exchange 2003 Module

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© Captaris, Inc. ® all rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any format, or by any means without the written permission of Captaris.

Companies, names and data used in examples and exercises herein are fictitious unless otherwise noted. The information contained herein is subject to change without notice. Revisions will be issued in the case of changes and/or additions.

Correspondence regarding this publication should be forwarded to Captaris Learning, [email protected].

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Table of Contents

Microsoft Exchange 2003 Module ................................................................................. 1 Module Objectives ...................................................................................................... 1

The Exchange Gateway Service ........................................................................... 3 The RightFax Connector Service .......................................................................... 3 Pulse.TXT .............................................................................................................. 3 Outbound Process - Sending a Fax from E-Mail ................................................... 4 Inbound Process - Receiving a Fax in E-Mail ........................................................ 5

Requirements ............................................................................................................. 6 Schema Modifications ........................................................................................... 6

Adding and Configuring the RightFax Microsoft Exchange Gateway ........................ 7 Installing the Connector ........................................................................................... 11 Configure and Start the E-mail Gateway .................................................................. 15 Connector Options ................................................................................................... 16

General ................................................................................................................ 17 Fax Server ........................................................................................................... 18 Address Space .................................................................................................... 19 Delivery Restrictions ............................................................................................ 20 By default, messages from everyone are: ........................................................... 20 Details ................................................................................................................. 21 Lab 1: Install the RightFax Microsoft Exchange Module ..................................... 22

Sending a Fax from Outlook .................................................................................... 23 Manually Addressing a Fax in Outlook ................................................................ 23 Installing the Advanced Outlook Form................................................................. 24 Sending Faxes using an Advanced Form............................................................ 24 Sending Faxes using an Outlook Contact ........................................................... 26 Configure connection to RF Server ..................................................................... 27 Add a Library Document ...................................................................................... 28 Billing Code Lookup ............................................................................................ 29 Show Document Conversion Options .................................................................. 30 Secure Docs Options .......................................................................................... 31 Receiving Faxes using the Advanced Form ........................................................ 32 Monitoring the Status of a Sent Fax .................................................................... 33

Troubleshooting Exchange ...................................................................................... 35 Review Questions .................................................................................................... 36

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Microsoft Exchange 2003 Module

Module Objectives

Upon completion of this module, you should be able to:

• Explain how the RightFax Microsoft Exchange 2003 Module works

• Install the RightFax Microsoft Exchange 2003 Module

• Install the RightFax Form for Outlook

• Send a fax from Outlook

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Module Revision Control Page

Revision Number

Date Issued

Revision Description

0.1 12/3/08 First edition covering RightFax 9.4.

© Captaris, Inc. ® all rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any format, or by any means without the written permission of Captaris.

Companies, names and data used in examples and exercises herein are fictitious unless otherwise noted. The information contained herein is subject to change without notice. Revisions will be issued in the case of changes and/or additions.

Correspondence regarding this publication should be forwarded to Captaris Learning, [email protected].


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Overview

RightFax provides the ability to send and receive faxes from directly within Microsoft Outlook.

The RightFax Server communicates with the Exchange Server via a Gateway service installed on the RightFax Server and a Connector service installed on the Exchange Server (collectively known as the Exchange Module). These services use a polling file named Pulse.TXT to monitor the status of the inbound and outbound queues. The queues are subdirectories of the RFaxGate folder that is installed with the Connector Service in an Exchange 2003 implementation.

The Exchange Gateway Service

The gateway service is installed on the RightFax server. The gateway accesses the RFaxGate\In and RFaxGate\Out directories for inbound and outbound faxes. These directories are created on the Exchange server by the RightFax Connector.

The RightFax Connector Service

The RightFax connector service is installed on the Exchange server and is associated with a system account. It accesses the RFaxGate\Out and the RFaxGate\In directory.

Pulse.TXT

Both the RFaxGate\In and RFaxGate\Out contain a Pulse.TXT file. The Connector Service writes this file to the RFaxGate\In directory and the Gateway Service writes this file to the RFaxGate\Out directory. The Connector service verifies that the Pulse.TXT file has been updated in the RFaxGate\Out directory within the defined polling interval to insure the Gateway service is running. The Gateway service verifies that the Pulse.TXT file in the RFaxGate\In directory has been updated within the specified time interval to insure the Connector service is running.

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Outbound Process - Sending a Fax from E-Mail

The steps that occur when sending a fax from Outlook are:

1. A user creates an e-mail that is addressed using a format that is recognizable to the RightFax connector.

• [rfax:name@/fn=faxnumber] or [fax:name@/fn=faxnumber]

• The subject of the email becomes notes on the coversheet.

• The body of the email becomes the first page of the fax.

• Any attachments will become the additional pages of the fax.

2. The connector recognizes the message as a fax and creates temporary files that are placed in the rfaxgate\out directory.

HXXXXXXX.tmp. This file includes header information on the fax.

MXXXXXXX.tmp. This file is the body of the email that will become the first page of the fax.

AXXXXXXX.tmp. These files are any attachments to the e-mail that becomes additional pages of the fax.

3. The gateway service on the RightFax server reads the files from the rfaxgate\out directory in the time specified by the interval set in configuration.

4. The gateway service notifies the server service of a new outbound fax document.


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Inbound Process - Receiving a Fax in E-Mail

The steps that occur when receiving a fax intended for outlook are:

1. A fax is processed in the RightFax system and matched with an intended recipient in the database.

2. If the user record in the database is associated with a routing type of Exchange the system creates three temporary files:

HXXXXXXX.tmp. This file includes header information on the intended recipient of the email.

MXXXXXXX.tmp. This file includes the history information of the fax and becomes the body of the e-mail.

AXXXXXXX.tmp. This file is the attachment of the file type specified in the database for the user.

3. The three files are moved into the rfaxgate\in directory on the Exchange server by the gateway service in the time interval specified.

4. The RightFax connector moves the files into Exchange for processing.

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Requirements

• Microsoft Exchange 2003 SP1 or later

• Microsoft .NET Framework 2.0*

• Microsoft Visual C++ 2005 runtime components*

• Microsoft Windows Installer 3.1*

*Installed during RightFax setup

Important Net Framework 2.0 or later must be installed on the Exchange server you will be installing the Connector to. If not, the Connector setup will install .Net Framework that will require a reboot.

Schema Modifications

During setup, RightFax design elements are inserted into the Active Directory schema. These changes are minor and can be viewed before you run setup at http://www.captaris.com/schemas . Because setup writes to Active Directory, the Windows account used to install the connector must belong to the following groups:

• Domain Admins

• Enterprise Admins

• Schema Admins


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Adding and Configuring the RightFax Microsoft Exchange Gateway

1. Log on to the RightFax server computer as a local administrator.

2. Open the Windows Control Panel and double-click the RightFax E-mail Gateway Module. The E-mail Configuration opens.

3. Click Add Gateway. The E-mail Gateway Selection window opens.

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4. Click Microsoft Exchange followed by Select. The email configuration opens.

The options available in the email gateway configuration are:

• Location of mail files. The location of the gateway directory for inbound and outbound faxes. This location will be a UNC path to the Exchange server where the connector is installed.

• From message. Specifies the information placed in the ‘from’ field of the inbound e-mail.

• Default form. This global setting allows the administrator to specify the Outlook form that will be used when sending and receiving faxes from Outlook. The form type set here can be overridden by settings in the individual accounts.

• Event Log level. Information can be written to the Application Event Log.

• Remote E-mail gateway service. Check this option if you are running the gateway remote to the RightFax server.

• Frequency. This is the time in seconds that the Gateway will check the IN and OUT subdirectories for work (Such as received faxes to route). Decreasing this value is not recommended as it may increase the workload on the RightFax server.


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• Use PCL converter for text files. RightFax has a PCL conversion engine for e-mail to fax. Enable this to produce more accurate Fax images of ASCII text rather than RightFax native conversion engine.

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• Top margin of message header. Formats a mail message header. The value set here will move the message down a number of lines. Without this top margin, some plain paper fax machines may cut off the top of the message header.

• Disable outbound faxing. RightFax will not send mail messages as faxes out via the gateway when checked. The gateway will continue to route incoming faxes.

• Send through Default user when e-mail sender is unknown. The Default User ID will be assigned as the owner of any faxes sent when a Fax has been sent from an Outlook client, who does not have an account on RightFax.

Note If this option is not checked, faxes sent from Outlook that do not match a RightFax User ID will fail.

• Process outbound email for this server only This option should only be considered in organizations that use multiple Exchange Gateways. In a multiple gateway environment, each gateway can process faxes. If enabled, this option will restrict all other gateways from processing faxes sent from Outlook clients using the RightFax form. Disabling this option allows all Exchange Gateways within your organization to process RightFax email.

• Include fax with notifications Include fax with notifications is available for all gateway types. If checked, notifications of successfully sent faxes or notifications of faxes that failed to send will include a viewable copy of the fax. Once enabled, select TIF or PDF format. Choose First Page if you want only the first page of the fax to be included with the notification. Choose All Pages if you want the full fax to be included. When finished, click OK.

• Select Service Account. Specifies the Windows account that will be associated with the gateway service. This account must have permission to read and write to the gateway share, which will be created, on the Exchange server after the installation of the connector.

• Custom Messages. Allow you to specify how the email header is populated when the fax is received in Outlook.

5. Click OK to complete the Gateway installation. It may take 2 to 3 minutes for the gateway configuration to be saved.


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Installing the Connector

Once the gateway has been added and configured on the RightFax server, you must install the connector on the Exchange server.

Although this demonstration will show the setup of the RightFax Connector for Exchange on an existing RightFax server, this is not a recommended practice and is shown here only because of the limitations associated with a classroom environment. If possible, install all RightFax Web Applications on a dedicated Exchange server.

Note If the Exchange server you are using is the instructor’s machine you will not need to perform the connector install. The install will be demonstrated for you.

To install the connector

1. Log on to the Exchange 2003 server using a Windows account that is a member of the Domain, Schema, and Enterprise Admins groups.

2. Insert the RightFax Product Suite DVD. Double-click Setup.exe. The RightFax Product Suite Setup wizard opens.

3. Choose the option to Add or remove features and click Next.

4. At the Select features step, click the plus (+) sign next to Exchange Connectors. Click the box next to Exchange Connector and click Next:

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5. The Preview Requirements step lists third-party software required by the Exchange Connector and lists the status of setup operations. Software that must be installed will have a status of Not Installed. To continue, click Next.


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6. At step 5, the warning shown below will appear. This step and warning will only occur when modifying an existing RightFax installation. New installations will not encounter this message. Check the box next to ‘I have shutdown all remote RightFax services’, and click Next. Also, click Next at the Applications and Services step that also appears because we are modifying an existing RightFax installation.

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7. To apply your settings and install required third-party software, click Apply. This may take several minutes. When finished, click Next.

8. To begin installing RightFax software, click Apply. This may take several minutes.

9. To update the Active Directory schema, click Yes. A message may appear indicating that the install is unable to add the connector object. Click Retry to check the progress of the update. If the update is still in progress, the message will reappear. If the update is complete, the message will close and the install will continue.

Note In a production environment, the schema update may take a few minutes or as long as several hours, depending on the size of your Active Directory.

10. To begin the final configuration, click Next followed by Apply. This may take a few minutes.

11. To complete Setup, click Close.


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Configure and Start the E-mail Gateway

1. On the Exchange server, share the Rfaxgate directory to enable the RightFax Gateway to communicate with the connector.

2. On the RightFax Server open the e-mail gateway service in Enterprise Fax Manager and change the location of mail files to the share you created on the Exchange server.

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Connector Options

To change settings on the connector:

1. Open the Exchange System Manager console on the Exchange server.

2. Expand the Connectors folder and right-click Connector for Captaris RightFax. Chose Properties. The Connector properties window opens.


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General

Message size

Select No limit to accept all messages from the fax server regardless of the file size of the message. Select Maximum (KB) to specify the maximum file size of messages that the Exchange server will pass to the fax server. Enter the maximum file size in kilobytes. Messages that exceed this file size will not be forwarded to the fax server.

Delivery order

Select the sequence that the Exchange Message Transfer Agent (MTA) will use when delivering mail to the connector:

• FIFO. The MTA delivers messages to the connector on a first-in first-out (FIFO) basis.

• Priority. The MTA delivers messages marked with a high priority first.

• Size. The MTA delivers messages that are smallest first.

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Logging level

Select the level of information that will be logged in the Application Event Log under the service name is RightFax E-mail Gateway Module.

Normal. Records critical errors only.

Debug. Records all significant events and is most useful for tracking and resolving problems.

Fax Server

Message transfer directories

Message transfer directories store the mail messages that are being routed to the fax server and the fax images that are being routed to the Exchange server. You must specify one message transfer directory for each fax server that the Exchange connector will communicate with. The message transfer directory must be a local folder on the Exchange server, and it must be specified as a standard path (for example, C:\Program Files\RightFax\RFaxGate).The RightFax Exchange gateway must be configured to communicate with a message transfer directory.

Each message transfer directory is assigned a priority. The RightFax connector will always use the message transfer directory with the lowest priority setting. If a directory


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cannot be found, it will use the next lowest. If two directories have the same priority, the connector will alternate directories.

Administrator

Select an Exchange Admin account that will receive undeliverable inbound fax messages and notification of synchronization events.

Address Space

Add, modify, or remove an address space

This is a list of the Exchange address spaces that will be routed to the fax server. All messages within the address spaces specified here will be routed to the fax server. By default, messages with the FAX and RFAX address types will be routed to the fax server by the connector.

Connector scope

Select Entire organization to enable the connector for all servers on your network. Select Routing group to enable the connector only for servers in the local routing group.

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Delivery Restrictions

By default, messages from everyone are:

Select Accepted to accept fax-bound messages from all sources. If you select this option, you will still be able to reject messages from specified sources. You should select this option if you intend to accept messages from all but a few sources. Specify the exceptions in the Reject messages from field.

Select Rejected to reject fax-bound messages from all sources. If you select this option, you can still accept messages from specified sources. You should select this option if you intend to accept messages from only a few sources. Specify the exceptions in the Accept messages from box.

• Accept messages from. This is a list of senders from whom messages will be accepted. You may want to add Exchange users to this list if you select Rejected as the default for all users. If so, the connector will only accept messages from users listed here.

• Reject messages from. This is a list of senders from whom messages will be rejected. You may want to add Exchange users to this list if you select Accepted as the default for all users. If so, the connector will accept messages from all users except those listed here.


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Details

• Administrative note. Add an optional note, up to 1024 characters.

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Lab 1: Install the RightFax Microsoft Exchange Module

In this exercise, install the RightFax Connector for Exchange 2003 and the RightFax Exchange E-Mail Gateway.

On the VPC named New York:

1. Run the RightFax Product Suite DVD and install the Connector for Exchange 2003.

2. Accept the defaults for the Advanced Options and click Next

3. Accept the defaults for Advanced Options-Page 2 (Note the Path for the In/Out Directories). Click Next.

4. Click Install and Update the Schema when prompted.

Note Do not restart the server

5. When finished, configure the RFaxGate share permissions for use with the RightFax Exchange Module.

On the VPC named Seattle:

6. In Control Panel, open RightFax E-Mail Gateway.

7. Add the gateway for Exchange.

8. The Mail Files are located in the shared RFaxGate folder that was created during the Exchange Connector Installation.

9. Retain all of the other default settings and click OK to complete the configuration.

10. Open EFM.

11. On the lower right pane, scroll through the list of services to E-mail Gateway Module.

12. Right-click the module and select Start Service.


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Sending a Fax from Outlook

Sending a mail message as a fax from Outlook is very similar to sending an e-mail except the addressing format is different.

Text that is entered in the subject line will appear on the cover sheet as notes and the body of the message will appear as the second page of the fax, any attachments seen in the e-mail are sent as additional pages.

Manually Addressing a Fax in Outlook

Create a new mail message and address the e-mail as follows:

[RFAX:Recipient Name@/FN=Fax Number]

e.g. [RFAX:Lesley Bamford@/FN=15203207000]

Other switches that can be added to the address after the /FN are:

/VN. Voice Number

/CO. Company

/CI. City

/AN. Billing Code1

/MN. Billing Code 2

/CS. Include Cover Sheet

/CF. Cover Sheet Name to be used.

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Installing the Advanced Outlook Form

The RightFax Advanced form for Outlook adds additional functionality when sending and receiving fax within Outlook. The form must be installed on each Outlook Client. The form can be installed manually or silently.

Sending Faxes using an Advanced Form

To send a fax using the advanced form:

1. Click the Fax button on the toolbar. An addressing dialog opens.

2. Once the user completes the addressing dialog box, the mail message will is automatically formatted using the RFAX addressing syntax.

3. The user can enter information into the subject line and this will appear as notes on the Cover Page. Text in the body of the message and any attachments will appear on subsequent pages of the fax.


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4. By clicking on the Advanced Faxing Options, users can add billing codes, change cover sheets and use smart resume. The settings for the user can be reconfigured, the billing codes can be looked up and library documents can be added by using the configuration buttons.

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Sending Faxes using an Outlook Contact

A client can also send faxes using Microsoft Outlook Contacts. The user selects a contact or multiple contacts that has a fax number then selects the FAX button on the tool bar. This will automatically address the fax to the recipient(s).

1. Select Contact. 2. Click the Fax button.

Note the addressing scheme.


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Configure connection to RF Server

You may specify the name of the Fax server that connects to the RightFax database where your user account information is stored and which protocol and authentication method should be used to access your account info.

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Add a Library Document

Select the Library Document(s) in the upper frame of the dialog box, and click the paper clip button to add them to the Selected Attachments list. When you are finished, click OK.


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Billing Code Lookup

If you are using Billing Codes in your RightFax implementation, you may search for a valid code by typing a search value in any one of the Billing Code fields. Click Search to perform the lookup. Select the appropriate code from the Results pane and click OK.

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Show Document Conversion Options

If you are submitting a password-protected file attachment, specify the password for it. You may also configure how the Fax server will handle PowerPoint, Excel and Visio attachments.


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Secure Docs Options

If you have installed the Secure Docs/Certified Delivery Module for RightFax, you may choose to create a password-protected PDF of the Fax job that you submit. You may also specify the options the recipient will have in regard to the PDF file they receive via the Secure Docs service. Click the Use Certified Delivery checkbox to deliver receipt status update back to the RightFax Secure Docs Database. See the Captaris Knowledge Base for more information on this topic.

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Receiving Faxes using the Advanced Form

If the advanced form has been installed, the fax viewer is built into the Outlook Form.

• The RightFax tab allows for fax configuration, save, print, select area, zoom, rotate, move up and down faxes and annotations. Annotations can be added to the fax, such as a received stamp, draft, or approved. Text can also be added to the fax.

• The Message tab displays transmission history information, including date, time and routing information. It also contains a file attachment representative of the received fax. The file type of this attachment may be configured on a per user basis. TIF is the default attachment type, and is the only type that will display using the Outlook Advanced Form.


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Monitoring the Status of a Sent Fax

The Outlook Fax extension adds an option to view real time status of all faxes stored in RightFax. To view the real time status of the faxes:

1. In Outlook click Action and then click Real Time Fax Status.

This details the status of all incoming and outgoing faxes.

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Lab 1: Use the Advanced Outlook Form

In this exercise, send a fax using the advanced form for Outlook.

On the VPC named Tucson:

1. Send a fax using the Fax button on the Outlook toolbar.

2. Create a contact the BJacoby account. Specify a fax number and send a fax to that contact.

3. Specify a different cover sheet to use with a fax you send via the Outlook client.

4. Send a fax with an attached RightFax Library Document.


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Troubleshooting Exchange

When troubleshooting the Exchange gateway you might want to put the gateway program into debug mode. Follow these steps to run this service in debug mode:

1. Stop the E-Mail Gateway service if it is not already stopped.

2. Open a command prompt and change to the \RIGHTFAX\GATEWAY directory.

3. Type EXCHGATEWAY –d –1

If the Exchange Gateway is not the first or only gateway installed, then you must specify the -s switch along with the number of the Gateway service you wish to run in debug mode.

Example. If the Exchange Gateway is the second gateway installed on your RightFax server, then it will be assigned the service number “1”. Thus, the syntax for debug would be as displayed below:

EXCHGATEWAY –d –1 –sGateway1

You can also run the RightFax connector for Exchange in debug mode. To have the connector run in debug mode you must first download a debug utility from the web. The URL to download the utility is http://www.sysinternals.com/dbgvnt.zip

Once the utility is downloaded and installed:

1. Run the Debug View Utility.

2. Open a command window and change the directory to RFAXGATE where the connector is installed.

3. In the command window type:

RFAXGATE NOTSERV RFAXGATE DEBUG

This will allow you to see debug information while the connector is running.

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Review Questions

1. Select the addressing format to use when sending faxes via the Exchange

Module.

a. [rfax@/fn=faxnumber]

b. [email protected]

c. [name@/fn=faxnumber]

d. [rfax:name@/fn=faxnumber]

2. The RightFax Connector for Exchange 2003 requires what version of Microsoft .Net Framework?

a. 1.1 or later.

b. 2.0 or later.

c. 3.0 or later.

d. 3.5 or later.

3. To install the RightFax Connector for Exchange 2003, you must logon to your Exchange server with an account that is a member of what groups?

a. Domain Admins, Enterprise Admins, and Schema Admins

b. Domain Admins, Enterprise Admins, and Exchange Admins

c. Domain Admins and Enterprise Admins

d. Enterprise Admins and Schema Admins

4. In the Exchange Email Gateway configuration, what is the Location of Mail Files box used for?

a. To specify the location of the Exchange mail transfer agent.

b. To specify the Exchange routing group where the connector is installed.

c. To specify the DNS name or IP address of the Exchange server where the connector is installed.

d. To specify the location of the gateway directory for inbound and outbound faxes. This location will be a UNC path to the Exchange server where the connector is installed.


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5. To install the Connector for Exchange 2003, the Active Directory schema must be modified?

a. True.

b. False.

6. Where is the RightFax Email Gateway for Exchange installed?

a. On the Exchange server during the Connector for Exchange installation.

b. On the RightFax server.

c. The Exchange gateway is not installed. Rather, it is a RightFax service that is added to the RightFax server via the Email Gateway Control Panel applet..

7. After installing the RightFax Connector for Exchange 2003, you must share the RightFax message transfer directory. What account must be granted read and write access to this folder?

a. The Connector for Exchange service account.

b. The local system account.

c. The Exchange email gateway service account.

d. Any local admin account.

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Microsoft Exchange 2003 Module

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