WinFax PRO 9 and 10 and Microsoft Outlook Integration

We’re grateful that Ken Slovak took the time to put together the information on this page about WinFax PRO 9 and how it integrates with Microsoft Outlook. A couple of highlights:

Contents

About WinFax PRO 9

A new user interface makes TalkWorks/WinFax appear more like Outlook 98, with a Folder List and Side Bar (like the Outlook Bar).

A new feature – Fax Sharing – will allow one machine on a TCP/IP network to act as a Fax Host (server) for all machines designated as Clients. Those machines do not have to have a modem installed.

Features for all versions of Outlook

The WinFax menu present in previous versions of WinFax no longer appears.

A Fax toolbar button in Outlook’s Standard toolbar will launch the TalkWorks/WinFax Send Fax Wizard or (if the wizard was turned off) the TalkWorks/WinFax Send New Fax Dialog.

A menu option – Actions | New WinFax – will launch the TalkWorks/WinFax Send Fax Wizard or (if the wizard was turned off) the TalkWorks/WinFax Send New Fax Dialog.

Within TalkWorks/WinFax, Outlook folders are available under the Microsoft Exchange/Outlook/Personal Folders tree hierarchy. Deleting an item from an Outlook folder places the item in the Outlook Deleted Items folder. Opening the item will open the underlying Outlook form for editing. Copy To and Move To actions are available for selected items either from the Edit menu or the right click context menu. Print Message is available from the File Menu, as is Print Event from the context menu for items in the Calendar, Inbox, Drafts, Sent Items and Notes folders. Forward is available as an action from either the Send menu or the context menu for all folders.

The Outlook Contacts folder and Personal Address Book (MAPI only) will be usable in the TalkWorks Telephone as a source of phone numbers.

If more than one fax number is entered for a contact in Outlook, a combo box will appear in the Number field of the Send New Fax Dialog, allowing selection of which number will be used for the fax. You'll see only two numbers, even if you used all of Outlook's fax number fields.

In TalkWorks/WinFax, the Outlook Inbox will be accessible from Go | Exchange Inbox.

The new Fax Sharing feature will work with both modes of Outlook 98 and in combinations of modes. Either mode of Outlook 98 may act as a Fax Client or Host machine. TCP/IP network protocols must be installed on the network for Fax Sharing to work. 

Features specific to Outlook 97/Outlook 98/2000 CW (MAPI modes)

The TalkWorks/WinFax Logs folders will be available in Outlook, including voice messages. Opening a TalkWorks/WinFax item in Outlook will launch the TalkWorks/WinFax Viewer.

Any two of Outlook's three fax numbers can show up for each Contact entry. The display order is Business Fax, then Home Fax, and then Other Fax. The non-blank entries of these three fields will appear in separate lines in the Send New Fax Dialog and in the Phonebooks folder. However, you'll see only two numbers, even if you used all three of Outlook's fax number fields.

The combo box for the Number field in the Send New Fax Dialog shows only the first 2 of these non-blank number fields, in order of Other Fax, Business Fax, Home Fax. This applies no matter which entry (Business Fax, Home Fax, Other Fax) line is selected as the recipient.

No voice numbers will appear in the Phonebooks folder for MAPI modes (no matter what voice field is populated in Outlook).

Contacts’ sorting is by Last Name, First Name in MAPI modes.

WinFax 10.0 integrates in essentially the same manner as WinFax 9.0, except that it does not make the necessary changes on your system to allow you to include the WinFax logs in your Outlook profile. Symantec's bulletin WinFax PRO logs do not appear in Outlook after installing WinFax PRO 10 explains how to fix this problem.

Features specific to Outlook 98/2000 (IMO mode)

WinFax SE logs (sent and received faxes) can be imported into TalkWorks/WinFax, through the import log wizard. This is a manual operation, since some users may continue to maintain their logs in Outlook.

TalkWorks/WinFax can be configured to automatically copy (with optional deletion from the TalkWorks/WinFax logs) received faxes and voice messages to the Outlook Inbox and sent faxes to the Outlook Sent Items folder if WinFax SE is installed. ***See Workaround if WinFax SE has been removed using the instructions in Q18294

WinFax SE cover pages will be automatically imported into TalkWorks/WinFax (into a new cover page folder) during installation.

Exchange/Outlook integration will be enabled in TalkWorks/WinFax by default on installation if upgrading from the SE version.

A Welcome message will appear in the Outlook inbox after installation. It will describe some of the new features, provide a link to the TalkWorks/WinFax program setup, and provide a link to on-line help for more information.

The WinFax SE account in Outlook, including its printer driver, will automatically be removed on installation. The Fax tab in Outlook | Tools | Options will say that WinFax SE has been upgraded to the full version and have a command button that will open the TalkWorks/WinFax program setup.

Uninstalling TalkWorks/WinFax will re-enable the WinFax SE. Because of this, WinFax SE files will not be deleted. See WinFax SE’s role in Outlook integration with TalkWorks/WinFax.

You will no longer be able to use an e-mail form as a fax template, as is possible with WinFax SE.

The first two non-blank numbers of the Other Fax, Business Fax, Home Fax fields (in that order) will appear in the Send New Fax Dialog in TalkWorks/WinFax. Names with more than one fax number will appear on one line and when selected, a combo box will appear with a choice of both numbers.

The Phonebooks folder shows one fax number, in the same order of retrieval if there is more than one fax number (Other Fax, Business Fax, Home Fax).

The sort order of names in IMO mode is by First Name, Last Name.

There is access to one voice number (Business), and the cellular (Mobile) number in Phonebooks & Telephone.

Outlook 2000 Installation

1. Install Outlook 2000.
2. Install WinFax PRO 9.
3. Get LiveUpdate for WinFax from the Message Manager | Help menu to upgrade to version 9.03 or later.

If you install WinFax 9 before Outlook 2000, you should reinstall WinFax. That should ensure that it detects Outlook 2000 and enables all the right features. You should not need to perform any of the integration workarounds required for Outlook 98.

WinFax SE’s role in Outlook integration with TalkWorks/WinFax (Outlook 98)

Integration workaround if WinFax SE has been removed (Outlook 98)

The usual disclaimers about modifying or editing the Registry apply. (In other words, proceed at your own risk, and make a backup first.) If you want to try these registry entries in Outlook 2000, replace 8.0 with 9.0.

Create the following 2 Registry keys using Regedit:

In HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\8.0\Outlook\OLFax\7.0\WinFax, create the following String Values and set them to these settings:

In HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\8.0\Outlook\OLFax\7.0\OLFax, create the following String Values and set them to these settings:

Please note that PROGRA~1 and MICROS~1 above may differ on different machines depending on the creation order of various folders.

PROGRA~1 is Program Files.

MICROS~1 is Microsoft Office.

Troubleshooting 

More Information

Symantec product information:

Symantec Knowledge Base Articles relating to Outlook (information may not be up to date):

This page is printer friendly