Connect RightFax to Microsoft 365, Gmail, Zoho Mail, and AWS – Full Setup Guide (20.2–24.4)

Email to Fax, Fax to Email: Using RightFax with Cloud Mail Providers

Connecting RightFax to Cloud Email Providers (AWS, Google, M365, Zoho Mail)

Supported Versions

This article applies to:

  • RightFax 20.2

  • RightFax CE 22.2

  • RightFax CE 24.4

Overview

RightFax supports sending and receiving faxes using cloud-based email platforms such as:

  • Microsoft 365 (Exchange Online)

  • Google Workspace (Gmail)

  • Zoho Mail

  • Amazon SES/WorkMail
    These connections allow users to fax by email and receive notifications via SMTP, using the RightFax Email Gateway or Connector services.

Benefits of Using Cloud Email with RightFax

  • High Availability: Cloud email providers offer redundant infrastructure with SLA-backed uptime.

  • Simplified IT Maintenance: Eliminates the need for maintaining on-prem Exchange servers.

  • Modern Authentication: Support for OAuth2 (Exchange Online, Google) improves security.

  • Scalability: Easier to expand across user bases and distributed teams.

Limitations and Considerations

  • TLS Enforcement: Most cloud providers require STARTTLS for SMTP relay and encrypted POP3 connections.

  • OAuth2 Requirement: Basic authentication is deprecated. OAuth2 is mandatory for Microsoft 365 and Google.

  • POP3/SMTP Limits: Some providers (like Gmail) have strict daily sending limits and rate caps.

  • Static IP Requirement: Outbound SMTP relays often require a static IP address and SPF/DKIM setup.

  • Queue Dependency: If SMTP fails or is delayed, fax jobs can queue up on the DocTransport module.

  • Port Accessibility: RightFax must reach mail servers on ports 25/587 (SMTP) and 995 (POP3).

Requirements



Item
Notes
RightFax Email GatewayMust be installed and configured with correct email server info.
Firewall PortsSMTP (25/587), POP3 (995), DNS resolution for mail hostnames.
Cloud MailboxMust support SMTP relay and POP3 retrieval (or IMAP for OAuth2).
OAuth2 SetupRequired for Microsoft 365 and Google; optional for Zoho and AWS.
Outbound DomainProper SPF/DKIM records should match RightFax SMTP identity.

Outbound Fax Flow (Email-to-Fax)

  1. A user sends an email (manually or via app) to FAXNUMBER@fax.domain.com.

  2. The cloud email provider relays this to the RightFax server’s SMTP/POP3 gateway.

  3. The RightFax SMTP Gateway receives the message and parses it into a fax job.

  4. The job is passed to the DocTransport module for conversion and fax transmission.

  5. A success or failure notification is sent back via SMTP.

Inbound Fax Flow (Fax-to-Email)

  1. RightFax receives a fax call and assigns it to a user or group.

  2. Based on routing rules, the fax is emailed via the SMTP Gateway.

  3. The message is delivered to the user’s mailbox or a shared mailbox in the cloud.

  4. Optional: cover page, unique ID, and metadata can be included in the body or subject line.

Supported Connection Scenarios




Cloud Provider
SMTP Auth
POP3 
OAuth2 Support 
Microsoft 365Yes (via relay or auth)YesYes
Google WorkspaceYesYesYes
Zoho MailYesYesYes
AWS SESYes (via IAM SMTP creds)NoNo
AWS WorkMailYesYesLimited

Authentication Notes

  • Exchange Online: Use OAuth2 with EWS or POP3/SMTP. App Registration in Azure required.

  • Gmail: OAuth2 is preferred; enable Gmail API and create OAuth client.

  • Zoho Mail: Use OAuth2 tokens or app passwords.

  • AWS SES: Requires SMTP credentials generated via IAM.

  • Email Gateway Setup: RightFax Administrator Guide – “Configuring SMTP/POP3 Gateway”

  • OAuth2 Setup: RightFax Exchange Connector Guide – Chapter 4: Configuring Azure AD

  • Notifications: Integration Module Guide – Chapter 11: Creating Notification Channels

What to Include in Your Support Request

When contacting support, provide:

  • Version of RightFax

  • Type of mail server and authentication used

  • Whether issue is outbound, inbound, or both

  • Copy of logs (SMTPGateway.exe -d -1 for debug mode)

  • Screenshot of error messages if applicable