Purpose
This guide explains how to configure Microsoft 365 Shared Mailboxes for UniFax customers who want multiple users to send outbound faxes using the same department fax number.
This setup is commonly used for department fax numbers such as Accounting, Billing, Human Resources, Intake, Medical Records, or similar shared workflows.
Important
For UniFax Email-to-Fax, the fax number must be associated with the email address authorized to send faxes.
Fax number and email assignments are configured on a 1:1 basis.
This means users cannot send from their individual email addresses while presenting the same shared department fax number. To allow multiple users to send from one fax number, the fax number should be associated with a Microsoft 365 Shared Mailbox.
Recommended Setup
1. Create a Shared Mailbox
Create a Microsoft 365 Shared Mailbox for the department fax number.
Examples:
This Shared Mailbox will be the authorized email address associated with the UniFax fax number.
2. Associate the Fax Number with the Shared Mailbox
Contact UniVoIP Support or work with your UniVoIP implementation team to associate the department fax number with the Shared Mailbox email address.
Example configuration:
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Department Fax Number: (555) 555-1234
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Authorized Sending Email Address: accountingfax@company.com
3. Grant Users Access to the Shared Mailbox
In Microsoft 365, grant the required users access to the Shared Mailbox.
Users who need to send outbound faxes should be assigned:
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Full Access
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Send As
Do not use Send on Behalf of for UniFax outbound faxing.
4. Send the Fax from the Shared Mailbox Address
When sending an outbound fax by email, the user must select the Shared Mailbox address in the From field before sending.
Example:
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To: recipient fax address using the UniFax Email-to-Fax format
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Attachment: Document to be faxed
The fax transmission will then be associated with the fax number assigned to the Shared Mailbox.
Need Assistance?
If you need help associating a UniFax fax number with a Shared Mailbox or validating your configuration, please contact UniVoIP Support.
UniVoIP Support: (877) 660-6677