Apple Express Fax,Modem User Manual



Express Fax/Modem

User’s Guide

K Apple Computer, Inc.

The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries. Use of the “keyboard” Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws.

Every effort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical errors.

Apple, the Apple logo, APDA, AppleLink, AppleShare, AppleTalk, ImageWriter, LaserWriter, LocalTalk, Macintosh and MacTerminal are trademarks of Apple Computer, Inc., registered in the U.S. and other countries.

AppleTalk Remote Access, Finder, PowerBook, System 7, and TrueType are trademarks of Apple Computer, Inc.

Adobe, Adobe Illustrator, and PostScript are trademarks of Adobe Systems Incorporated, registered in the United States. Adobe Photoshop is a trademark of Adobe Systems Incorporated.

Hayes is a trademark of Hayes Microcomputer Products, Inc.

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Simultaneously published in the United States and Canada.

Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with regard to the performance or use of these products.

Contents

Preface How to use This Book ix

Communications regulation information x

FCC and DOC information xi

Chapter 1 Introducing the Express Modem 1

Your modem package 2

Other materials 3

Other software you can purchase 3

AppleTalk Remote Access 3

On-line services 4

General communications applications 4

Modem design 4

Express Modem software 5

Express Modem features 5

Express Fax software 6

Express Fax features 6

Express Fax structure 7

Connecting your Macintosh 8

Installing the Express Modem software 9

iii

Chapter 2 Using Your Modem 11

What modems do 12

Setting up a connection 12

Determining the speed 13

Error control 13

Data compression 13

Reaching another modem 14

Chapter 3 Express Fax Quick Start 21

Using Fax Quick Send 22

If Fax Terminal will not open 28

Receiving your first fax 29

Getting ready to receive faxes 29

Checking for received faxes 30

Chapter 4 Getting the Most Out of Your Express Fax 33

Setting up the fax environment 34

Entering fax station information 34

Setting Preferences 35

Using Fax Sender 37

Selecting Fax Sender 37

Fax Sender Page Setup 38

Entering cover page information 39

Using a telephone credit card 41

Selecting a cover page 43

Automatic dialing 44

Using Fax Phone Book 45

Setting send time 49

Previewing a fax 50

Manual dialing 51

Monitoring a fax 54

ONTENTS

Accessing Fax Terminal 55

Forwarding a fax 57

Resetting the send time 58

Canceling a fax 60

Deleting faxes 61

Using the Fax Log 62

Receiving a fax 64

Setting Fax Terminal preferences for receiving 64

Checking for received faxes 65

Opening a fax document 67

Receiving manually 68

Chapter 5 Fax Viewer 69

Opening a fax 70

Viewing a fax 71

Positioning a document 71

Scrolling pages 71

Changing the page orientation 72

Improving fax display 72

Editing a fax 74

Cutting a page 74

Copying a page 74

Pasting a page 74

Clearing a page 75

Selecting a portion of a page 75

Resequencing a fax 77

Printing a fax 77

Converting a fax document to a PICT file 77

Forwarding a fax 79

ONTENTS

Chapter 6 Fax Cover 81

Customizing cover pages 82

Customizing fields 82

Positioning and resizing fields 85

Using the grid 86

Aligning fields 86

Adding graphics 89

Installing cover pages 93

Removing a cover page 94

Appendix A Technical Information 97

Express Modem control panel 98

Setting the modem 98

Monitoring the modem 98

Turning the modem on and off 99

Express Settings 100

Blind dialing 101

Auto-Answer 101

Wake Macintosh on ring 102

Speaker pop-up menu 102

Selecting the serial port 102

Express Status 103

Selecting Express Status 103

Communications Toolbox compatibility 104

Call management 105

Setting auto-answer at the application level 106

Answering manually 107

Software specifications 108

Hardware specifications 109

ONTENTS

Appendix B Modem Command Set 111

Modem states 112

Moving between command and on-line states 112

Using AT commands 113

Entering AT commands from MacTerminal 113

Commands documented in this appendix 115

Integrated (non-serial port) modems 115

Command set rules 115

AT command set 117

Special commands 117

Standard AT commands 118

S registers 123

Verbalize result codes 128

MNP-specific AT commands 134

ASCII character set 136

Appendix C Tips and Troubleshooting 137

Checking the installation 138

Glossary 153 Index 167

Checking the telephone line 139

Ve rifying that your software is installed 141

Common problems 142

Other screen display problems 145

Messages and alerts 146

Express Modem control panel status messages 146

Express Modem Tool alerts 147

Express Fax messages 147

Connecting to older modems 148

Setting up AppleTalk Remote Access 149

Setting up AppleLink 151

ONTENTS

vii

Preface

How to Use This Book

This manual provides complete information for operating the Express Modem.

It is assumed that you are familiar with basic Macintosh desktop operations. If not, refer to the manuals that come with your Macintosh.

m Chapter 1 explains how fax/modems work and describes the installation of

the Express Modem software.

m Chapter 2 covers the use of the Express Modem for data communications.

If you have never used a modem, you should read this part to familiarize yourself with modem operation. Use this chapter as a complement to communications software packages you may own.

m Chapters 3 through 6 cover the use of the Express Fax software for

sending and receiving faxes with your Macintosh. These chapters provide complete information on the easy-to-use Express Fax program.

In the back

m At the back of the book you’ll find appendixes, a glossary, and an index.

The appendixes include information on the modem technical specifications, the AT command set, and modem tips and troubleshooting.

Communications regulation information

The following information is provided in compliance with US FCC (Federal Communications Commission), Canadian DOC (Department of Communications).

Important

This equipment has been tested and found to comply with the limits for a Class B digital device in accordance with the specifications in Part 15 of FCC rules. See instructions if interference to radio or television reception is suspected.

Radio and television interference

The equipment described in this manual generates, uses, and can radiate radio-frequency energy. If it is not installed and used properly—that is, in strict accordance with Apple’s instructions—it may cause interference with radio and television reception.

This equipment has been tested and found to comply with the limits for a Class B digital device in accordance with the specifications in Part 15 of FCC rules. These specifications are designed to provide reasonable protection against such interference in a residential installation. However, there is no guarantee that interference will not occur in a particular installation.

You can determine whether your computer system is causing interference by turning it off. If the interference stops, it was probably caused by the computer or one of the peripheral devices.

If your computer system does cause interference to radio or television reception, try to correct the interference by using one or more of the following measures:

m Turn the television or radio antenna until the interference stops. m Move the computer to one side or the other of the television or radio. m Move the computer farther away from the television or radio. m Plug the computer into an outlet that is on a different circuit from the television or radio.

(That is, make certain the computer and the television or radio are on circuits controlled by different circuit breakers or fuses.)

If necessary, consult the service and support information that came with your computer for instructions on how to contact an Apple-authorized service provider or Apple for assistance. Or, contact an experienced radio/television technician for additional suggestions. You may find the following booklet helpful: Interference Handbook (stock number 004-000-00345-4). This booklet, prepared by the Federal Communications Commission, is available from the U.S. Government Printing Office, Washington, DC 20402.

Important

Changes or modifications to this product not authorized by Apple Computer, Inc., could void the FCC Certification and negate your authority to operate the product.

This product was tested for FCC compliance under conditions that included the use of shielded cables and connectors between system components. It is important that you use shielded cables and connectors to reduce the possibility of causing interference to radios, television sets, and other electronic devices. For Apple peripheral devices, you can obtain the proper shielded cables through an Apple-authorized dealer. For non-Apple peripheral devices, contact the manufacturer or dealer for assistance.

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DOC Class B Compliance This digital apparatus does not exceed the Class B limits for radio noise emissions from digital apparatus set out in the radio interference regulations of the Canadian Department of Communications.

Observation des normes—Classe B Le présent appareil numérique n’émet pas de bruits radioélectriques dépassant les limites applicables aux appareils numériques de la Classe B prescrites dans les règlements sur le brouillage radioélectrique édictés par le Ministère des Communications du Canada.

Notify your local telephone company

Some telephone companies require that you notify the local business office when you hook up a modem to their lines.

Information you need in the United States

A label on the modem contains, among other information, the FCC registration number and ringer equivalence number (REN). If requested, provide this information to your telephone company.

m FCC ID number Part 15: BCGM7784

This number confirms that your modem has been approved by the FCC.

m FCC registration number Part 68

This number appears on your Macintosh.

m Ringer equivalence number: 0.7B

The ringer equivalence number (REN) is useful to determine the quantity of devices you may connect to your telephone line and still have all of those devices ring when your number is called. In most, but not all areas, the sum of RENs of all devices should not exceed five (5). To be certain of the number of devices you may connect to your line, as determined by the REN, you should call your telephone company to determine the maximum REN for your calling area.

m Model number: M7784 m Manufacturer: Apple Computer, Inc. m Telephone jack type: USOC, RJ-11

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Information you need in Canada

The Canadian Department of Communications (DOC) label identifies certified equipment. This certification means that the equipment meets certain telecommunications network protective, operational, and safety requirements. The Department does not guarantee the equipment will operate to the user’s satisfaction.

Before installing this equipment, users should ensure that it is permissible to be connected to the facilities of the local telecommunications company. The equipment must also be installed using an acceptable method of connection. In some cases, the company’s inside wiring associated with a single-line individual service may be extended by means of a certified connector assembly (telephone extension cord). The customer should be aware that compliance with the above conditions may not prevent degradation of service in some situations.

Repairs to certified equipment should be made by an authorized Canadian maintenance facility designated by the supplier. Any repairs or alterations made by the user to this equipment, or equipment malfunctions, may give the telecommunications company cause to request the user to disconnect the equipment.

Users should ensure for their own protection that the electrical ground connections of the power utility, telephone lines, and internal metallic water pipe system, if present, are connected together. This precaution may be particularly important in rural areas.

Warning

Users should not attempt to make such connections themselves, but should contact the appropriate electric inspection authority or electrician.

m Load number: 5

The load number (LN) assigned to each terminal device denotes the percentage of the total load to be connected to the telephone loop that is used by the device, to prevent overloading. The termination on a loop may consist of any combination of devices and is subject only to the requirement that the total of the load numbers of all devices does not exceed 100.

m Telephone jack type: CA-11

xii

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Telephone line problems

If your telephone doesn’t work, there may be a problem with your telephone line. Disconnect the modem to see if the problem goes away. If it doesn’t, report the problem either to your local telephone company or to your company’s telecommunications people.

Consult the service and support information that came with your computer for instructions on how to contact an Apple-authorized service provider or Apple for assistance. The telephone company may ask you to disconnect this equipment from the network until the problem has been corrected or you are sure that the equipment is not malfunctioning.

If your modem causes harm to the telephone network, the telephone company may discontinue your service temporarily. If possible, they will notify you in advance. But if advance notice isn’t practical, you will be notified as soon as possible. You will be advised of your right to file a complaint with the FCC.

Your telephone company may make changes in its facilities, equipment, operations, or procedures that could affect the proper operation of your equipment. If the telephone company makes such changes, you will be given advance notice so as to give you an opportunity to maintain uninterrupted service.

Important

The modem will not work with party lines, cannot be connected to a coin-operated telephone, and may not work with a digital private exchange (PBX).

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xiii

Introducing the Express Modem

In this chapter

This chapter informs you about

m Your modem package m Other materials m Modem design m Express Modem capabilities and features m Express Fax capabilities and features m Connecting your Macintosh m Installing the Express Modem software

Before you begin

Before connecting your Macintosh to your telephone line, be sure you have everything you need.

Your modem package

The Express Modem package contains:

m the Express Fax/Modem User’s Guide m a length of telephone cord m a disk containing the modem and fax software m depending on your CPU model, a country Data Access Arrangement (not

pictured here)

If you’re missing something, see the service and support materials that came with your computer for a number to call.

The contents of your package are shown below.

Express Fax/Modem User’s Guide

Express Modem Install

disk

Telephone cord

Note: Your telephone cord may look different from the one pictured. Te lephone connectors vary by region. Your package contains the telephone cord appropriate for your region.

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Other materials

To use your Express Modem, you may also need: m A modular connector on your telephone line If your telephone cord

cannot be removed from the wall or has a non-standard jack, you’ll need a modular adapter or a new telephone system that provides a modular jack. Ask your local telephone retailer for assistance in selecting the most appropriate solution for a modular jack.

m An analog telephone line The Express Modem is designed for use with a

traditional telephone system (also called an analog system). Most homes use an analog system.

m Communications Toolbox compatible software The Express Modem

comes with CTB compatible fax software. If you plan to use a terminal emulator or other data communications package, you must purchase it separately. It should be CTB compatible.

m PowerBook options Depending on the PowerBook model you have, you

can purchase an approved travel adapter for correct modem configuration in the country you’re visiting. Ask your Apple dealer for details.

Other software you can purchase

In addition to the Express Modem and Express Fax software, you can purchase communications software, such as MacTerminal, that fits your own needs. A few types of software are discussed below.

AppleTalk Remote Access

AppleTalk Remote Access software allows you to connect to your office AppleTalk network over telephone lines. With AppleTalk Remote Access you can work anywhere there is a phone line, transferring files and accessing electronic mail, printers, servers, and other network devices. The high speed of the modem (up to 14400 bps) makes the connection time shorter and therefore less expensive. See “Setting up AppleTalk Remote Access” in Appendix C.

N T R O D U C I N G T H EEXPRESSMODEM

On-line services

On-line services offer connection to data bases, bulletin boards, and a variety of other services. Access software is provided at subscription time.

General communications applications

General communications applications allow simple terminal emulation, file transfer, and remote connection. This type of software gives you the broadest range of options, and allows you to take full control of your modem if you decide to use the direct modem AT commands described in Appendix B.

If you want to use your modem for purposes beyond on-line services for example to send a file from your computer to a friend’s computer, you should acquire software compatible with the Macintosh Communications To olbox, such as MacTerminal. However, the Express Modem supports most non-CTB compatible applications.

Some of the information in this guide may not apply to your particular communications software. For in-depth information, see the user’s guide that comes with the communications software you purchase.

. See also: Appendix A, “Communications Toolbox compatibility.”

Modem design

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Communications capabilities are built into your modem, but you can’t use them without installing the Express Modem and Fax software.

Once installed, the modem software and hardware work together as a team. Many of the modem’s traditional functions, such as data compression, are handled by the software.

With most commercially available modems, if you want to take advantage of improved technology, you must buy new hardware. The advantage of having a software modem is that you can easily upgrade your modem just as you upgrade any other software. As such, you can obtain the latest improvements by upgrading your software from a disk or server.

Express Modem software

The Express Modem software consists of: m Express Modem, a control panel, available from the Apple Menu, for

turning the modem application on and off, controlling the modem, and monitoring modem status

m Express Modem Tool, a tool compatible with the Macintosh

Communications Toolbox for setting up and using your modem

Express Modem features

Here is a summary of Express Modem features:

m Hayes compatible m High-speed data transfer at up to 14400 bits per second (bps) m Error control for data integrity and reliability; data compression for

increased data throughput (up to 4 to 1)

m Simple interface that automatically allows the modem to make the best

connection without bothersome setup

m Easy upgrades and feature enhancement at lower cost

N T R O D U C I N G T H EEXPRESSMODEM

Express Fax software

The Express Fax software consists of five programs to handle fax functions: m Fax Terminal, a program for monitoring faxes during send and receive,

available from the Apple menu

m Fax Viewer, a program for viewing faxes you have sent or received m Fax Sender, a printer driver for sending faxes and managing addresses m Fax Extension, a system extension for managing send and receive between

the fax software and the modem

m Fax Cover, a program for making fax cover pages

Express Fax features

The Express Fax software supports Group 3 fax send and receive capability. Express Fax allows you to convert any Macintosh program document to fax format and send it to another computer capable of receiving faxes or to a dedicated fax machine. Express Fax allows you to receive a fax from a Group 3 remote fax device.

Here is a summary of Express Fax features:

m Easy send and forward of fax documents by printing to a remote fax device m Fax receive m V.17, V.29, and V.27 ter CCITT high-speed, reliable fax send and receive

(14400, 12000, 9600, 7200, 4800, 2400) for Group 3 fax

m Shortcut selection of Fax Sender m Viewing, printing, forwarding, and copying of faxes m Fast imaging m Fax Quick Send m Te lephone credit card support m Fax smoothing feature that dramatically improves fax display m Personalized fax cover page design

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Express Fax structure

The Express Fax programs handle assembly, transmission, and reception of faxes. The following diagram shows how the programs interrelate.

Fax Cover

Run this application to manage cover pages

Attach cover

Prepare a document

in your application.

Press Shift-Control

keys while choosing

Fax from File Menu

Fax Sender

Appears in place of Print dialog box

ForwardSend

Fax Terminal

Opens automatically when you send or receive a fax

Fax Extension

Manages send and receive between Fax Te rminal and Express Modem

Forward

View

Save

Fax Viewer

Run this application to view sent and received faxes

Express Modem

N T R O D U C I N G T H EEXPRESSMODEM

Connecting your Macintosh

To link your Macintosh to your telephone line, connect one end of the telephone cord to your Macintosh and the other to your telephone line.

1Make sure that your computer is turned off.

2 Locate the internal modem on the back of your computer (RJ-11 receptacle).

3Plug one end of the cord into your computer’s internal modem jack receptacle.

Internal Modem port icon

Internal Modem port jack receptacle

Modem connector (RJ-11)

Note: The Internal Modem port in your CPU may be different than the port pictured above.

4Plug the other end of the cord into your telephone wall jack.

If a telephone is plugged into the jack you want to use, unplug your telephone cord from the jack.

Note: Before attempting to use your modem over the telephone lines, make sure the modem is properly connected.

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Installing the Express Modem software

The Installer places items in your System Folder and Extensions folder. Some of these items are control panels and programs that you will use to send and receive data and fax.

Note: If you are reinstalling or upgrading the modem and fax software, the installer will not overwrite any existing fax phone book or cover pages.

. See also: Chapter 2, “Using Your Modem,” and refer to the user’s guide that came with your communications software. To send and receive faxes, see Chapter 3, “Express Fax Quick Start.”

1 Turn your computer on, and wait until the desktop appears.

2 Insert the Express Modem disk in your disk drive and, if necessary, double-click the disk

icon to open the Install window.

The Express Modem window opens.

3 To open the Installer, double-click the Installer icon.

N T R O D U C I N G T H EEXPRESSMODEM

The Easy Install dialog box appears. Easy Install automatically detects the Macintosh model you are using and installs the software correctly.

4Make sure that the hard disk indicated in the box is where you want to install the

software.

If the wrong disk name appears, click the Switch Disk button until the correct disk name appears.

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5 Click Install.

A message informs you when the installation has been successfully completed.

6Click Restart to restart your computer and activate the software.

. See also: Appendix A for information on using the Express Modem control panel.

Using Your Modem

In this chapter

This chapter informs you about

m What modems do m Reaching another modem

Before you begin

If you have followed the installation steps in Chapter 1, you are ready to connect to another modem.

What modems do

Before two computers can exchange data via a modem connection, they must be able to recognize each other and agree on how data will be transmitted. Without modems, computers cannot exchange data over long distances because the signal will degrade after a few meters. Therefore, to pass across the PSTN (Public Switched Telephone Network), digital information from your computer is converted to a sound modulated signal. The signal is reconverted to digital by the receiving modem.

Modems also dial and establish connections between computers. They control the flow of data across the telephone line so transmission takes place with optimal speed and accuracy.

Setting up a connection

When two computers connect through their modems, the modems’ first task is to reach agreement on speed, error control, and data compression. Reaching agreement is called handshaking.

Handshaking is equivalent to saying, “I’m German; you’re French, but we both speak English. So let’s speak English a little slowly. If we’re both English, we can speak more quickly.”

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Your modem is already set to automatically make the best possible handshaking agreement. See Appendixes A and B for a complete list of specifications and default settings.

In general, it is best to accept your modem’s automatic settings. If you want to set your own speed, error control method, and data compression type, see the user’s guide that came with your communications software and the AT command set in Appendix B.

Determining the speed

Initially, your modem tries to connect at 14400 bps, its fastest speed. If the remote modem can’t connect at 14400 bps, your modem falls back to the next highest speed. Fallback continues until the two modems agree on their capabilities.

Error control

Error control is used by modems to check data for errors. Your modem and the remote modem must agree on an error control method. Your modem will try to use a method called V.42 and MNP class 2–4. If the remote modem doesn’t support this type of error control, both fall back until an agreement is reached.

Data compression

Data compression increases the speed of your modem by eliminating gaps and redundancies from the data. For instance, if you connect at 14400 bps with data compression enabled, the speed can increase up to 4 times the non-compression speed.

Your modem uses a type of data compression called V.42 bis or MNP class 5. If the remote modem doesn’t support these types of data compression, it will not use any.

SINGYOURMODEM

Reaching another modem

The following example uses MacTerminal, CTB compatible communications program. To use your communications software, you must select the modem connection tool that corresponds to your modem, in this case the Express Modem Tool. Most communications programs are similar, so you can probably use this example with your own software.

1Double-click the Sound control panel icon in the Control Panels window.

The Sound control panel appears.

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. See also: “Express Modem control panel” for additional speaker and other settings and “Communications Toolbox Compatibility” for using non-Communications Toolbox applications in Appendix A.

2If necessary, set the speaker volume above the lowest mark in the Sound control panel

then close the control panel.

Increasing the speaker volume allows you to listen as the modem dials the telephone number you specify.

3 Open the Express Modem control panel and verify that Express Modem is turned on.

Note: Refer to Appendix A for Express Modem control panel settings information.

4 Turn to the user’s guide that came with your communications software.

Your software’s user’s guide should explain how to choose the type of connection you want and how to connect to another modem. Most communications software programs have menus named Settings and Sessions, where you will find the options you need. Check in the user’s guide for the exact names.

If you have an on-line service, try dialing the service using the instructions found in the user’s guide. If you want to connect to an on-line service, you may have to match the service’s connection settings. Check the manual or telephone the company that provides the service. (To match your service’s settings, refer to Step 6 in this procedure.)

5 Open your communications software.

SINGYOURMODEM

6Choose Connection from the Settings menu and select Express Modem Tool in the

Connection Settings pop-up menu.

Express Modem Tool should appear in this pop-up menu.

This selection matches the Connections Method, the Express Modem Tool, to your Express Modem.

You can now modify the Express Modem settings choices.

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To make optimal connection, select Best Available. To connect without error correction or data compression, select None.

Match these settings to the remote modem’s when connected. Works when any of the above Data Features is selected.

7Click Dial Phone Number under Modem Settings, enter the phone number of a

remote modem in the box below it, then click OK.

8If you decide not to use Express Modem Tool, select another tool from the Connection

Settings pop-up menu.

For example, you can select Apple Modem Tool, Serial Tool, or another tool.

9Double-click the Internal Modem icon in the Current Port field.

SINGYOURMODEM

10 Choose Open Connection from the Session menu.

Selecting Open Connection is the same as lifting up the receiver of your telephone. Depending on the software application you’re using, you should be able to hear the modem dialing the telephone number for you if you have entered a phone number. If you can hear a dial tone and the modem dialing the telephone number or a busy signal, you’re properly connected to the telephone line.

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11 Select Express Status in the Express Modem control panel.

The Express Status field appears in the Express Modem control panel. This field monitors the connection process, providing you with information on connection speed, error and compression protocols, and status messages.

. See also: “Express Status” in Appendix A for additional information on this subject.

12 When you want to terminate the connection, choose Close Connection from the Session

menu.

If you connect to a service, you may have to log out and use the “hang up” command. Refer to your communications software or service software manual.

Note: Before attempting to use your modem over the telephone lines, make sure you understand how to dial a number and hang up.

SINGYOURMODEM

Express Fax Quick Start

In this chapter

m Using Fax Quick Send m Receiving and printing a fax

Before you begin

If you have skipped directly to this chapter, please make sure that you have connected your modem to the telephone line, verified your connections, and installed the Express Fax software. See Chapter 1 for software installation.

Using Fax Quick Send

You can start by sending an easy first fax with Fax Quick Send. Use this first fax exercise as a tutorial, then explore more advanced features in Chapter 4, “Getting the Most Out of Your Express Fax.”

1 Open the Express Fax Folder, then open “My first fax” by double-clicking it.

You can make a fax of a document from any program or any window on the desktop. The TeachText document “My first fax” has been provided for your convenience.

2Hold down the Control and Shift keys while choosing Fax from the File menu.

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The Fax Sender dialog box appears in place of the Print dialog.

Sending a fax is like printing to a remote printer.

IMPORTANT

Step 2 is a shortcut. You can also select Fax Sender in the Chooser (see Chapter 4, “Selecting Fax Sender”). This shortcut works with all programs, but some applications’ menus may not change Print to Fax. If the menu doesn’t change, choose Print from the File menu.

3 In the Fax Quick Send field, type the fax number of your recipient.

Put the recipient’s fax number in the Fax Quick Send box.

If you use a number to obtain an outside line from your present location, place it in the Dial Prefix box. Insert a comma after the number to indicate a pause.

XPRESSFAXQUICKSTART

4Click the Options button.

The Options dialog box appears. Make sure you select Tone or Pulse according to the type of phone you have.

5To save the information you entered, click OK.

You return to the Fax Sender dialog box.

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6 To fill in sender information, click the Cover Info button.

Ty pe information about yourself in the Cover Info dialog box. To move from field to field, use the Tab key. The information you type here will appear on your fax cover page.

The Station ID can be any combination of letters and numbers you wish to identify your fax with.

Type any special messages in the Notes field.

XPRESSFAXQUICKSTART

7To save the information you entered, click OK.

The Fax Sender dialog box reappears.

8To see your first fax before sending, click the Preview button.

Preview displays the fax with the cover page. The cover page selected is the Standard cover page. The sender information you entered in the Cover Info dialog box is displayed during preview. Click the right arrow in the scroll bar at the bottom of the Preview dialog box to view the other pages of your fax.

9 Click Send to transmit your fax.

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Your fax is transmitted immediately.

10 To monitor the sending of your fax, choose Fax Terminal from the Application menu at

the right end of the menu bar.

Application menu icon

Fax Terminal appears in the Application menu shortly after you click Send.

Fax Terminal appears.

The status window displays a series of messages during transmission.

Should transmission fail on the first attempt, Fax Sender automatically retransmits your fax twice. (You can change the number of retries in Fax Terminal Preferences; see “Setting Preferences” in Chapter 4.)

XPRESSFAXQUICKSTART

11 Choose Fax Log in the Fax Terminal Windows menu.

Once the fax is sent, you can check transmission results in the Fax Log. You have sent your first fax, and, equally important, you have verified that transmission was successful.

If Fax Terminal will not open

Fax Terminal will open in the background only if sufficient memory is available.

m If you are expecting a fax, be sure to quit any unnecessary applications to

free up memory. You may want to acquire more RAM memory for your Macintosh; see your Apple dealer.

m If Fax Terminal does not open, it may also be a result of the Fax Terminal

Preferences selected. See “Setting Preferences” in Chapter 4. Even if Fax Te rminal doesn’t open during reception, fax reception will occur without problem. You won’t lose any faxes.

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Receiving your first fax

Your Express Fax receives faxes just like an office fax machine. You can be working on your computer or away from home or office when a fax arrives.

By default, the fax software is not set to receive faxes when it is installed. The Auto-Answer checkbox in the Fax Terminal Preferences dialog box must be selected.

To receive a fax in your absence, you must leave your Macintosh turned on, but none of the fax programs need be open.

Getting ready to receive faxes

1Choose FaxTerminal from the Apple menu.

Fax Terminal opens.

2Choose Auto-Answer from the Fax menu.

This choice automatically sets the Auto-Answer checkbox in Fax Terminal Preferences.

. See also: “Setting Preferences” in Chapter 4 and “Auto-Answer” and “Call management” in Appendix A.

XPRESSFAXQUICKSTART

Checking for received faxes

1Look for the Fax Terminal icon blinking over the Application menu on the menu bar.

The Application menu is at the right side of the menu bar.

The blinking icon tells you that a fax is waiting in the Fax Terminal Received Fax folder.

2Choose Fax Terminal from the Application menu or the Apple Menu.

Fax Terminal appears.

3To select the received fax you wish to view, click its name in the Fax Terminal queue,

then click Open.

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You can also manage fax reception yourself.

. See also: “Receiving Manually” in Chapter 4.

Opening a document in the Fax Terminal queue automatically opens Fax Viewer, and your fax appears in a Fax Viewer window.

4 To set up your fax for printing, choose Page Setup, then choose Print from the

File menu.

You can use Fax Viewer to prepare your fax for printing, forwarding, or saving.

. See also: Chapter 5, “Fax Viewer,” for a complete reference of the Fax Viewer features.

Most of the time, you will want to print only incoming faxes. Fax Viewer handles printing in the same way any other Macintosh application does.

XPRESSFAXQUICKSTART

Getting the Most Out of Your Express Fax

In this chapter

m Setting up your fax environment m Using Fax Sender m Monitoring incoming and outgoing faxes m Receiving and opening a fax

Before you begin

Review the material in Chapter 3 to make sure you understand the basic steps of fax operation.

Setting up the fax environment

You can begin by setting up Fax Terminal to take advantage of all features.

Entering fax station information

This information provides your return address, allowing the recipient to identify you from the received cover page.You can enter cover information both in the Fax Sender Fax Cover Info and Fax Terminal Info dialog boxes.

1 Open Fax Terminal.

2Choose Fax Terminal Info from the Fax menu.

A Fax Terminal Info dialog box appears.

3Type information in the various fields of the dialog box.

4Click OK to save the Fax Terminal information.

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Station ID is a 20-character header line identification of your choice. If your recipient’s fax device has the capability, Station ID is printed on the top of each page of the fax document, along with the date and time.

Setting Preferences

The Preferences dialog box allows you to control Fax settings.

1Choose Preferences from the Fax Terminal Fax menu.

The Preferences dialog box appears.

Select this box to save

fax files. Check Fax Terminal fax folders

from time to time for

available disk space.

Check this box to activate Fax Terminal while a fax is being sent or received.

Displays notification for received faxes, manual dial, and errors. A batch of faxes may be interrupted by one unsuccessful fax. Selecting None allows a batch of faxes to be sent without interruption. Unsuccessful faxes can be resent.

Sets auto-answer and number of rings. You can always answer manually. See “Receiving Manually” later in this chapter.

2Click the options to make your choices.

Table 4-1 summarizes the choices available.

Note: If you select None in the Preferences dialog box, Fax Terminal does not interrupt sending a batch of faxes should a single fax fail for any reason.

3 To save your Preferences, click OK.

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WARNING

Certain fax image files may use large amounts of disk space. If you frequently receive large files, be sure that you have enough space on your hard disk.

Ta ble 4-1 Fax Terminal Preferences dialog options

Preference fields Result

Show Fax Terminal Allows Fax Terminal window to be displayed automatically during window send and receive. If not selected, you can still activate it during send

or receive.

Save fax image files Faxes are transmitted and received as image files. This checkbox

allows you to save sent fax image files.

Turn off V.17 If the remote fax does not support V.17, you may have to turn it off.

Turn off ECM If the remote fax does not support ECM, you may have to turn it off.

Auto-Answer Must be checked to receive faxes automatically. If unchecked, you

(unchecked by default) may still receive manually. Review procedures in “Receiving a fax”

in this chapter. Can be set in Fax menu.

When sending fails

Retry Sets the number of retries.

Time between tries Sets the time between tries.

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Resend all pages Resends the entire fax if transmission fails.

Resend only those Sends only the pages that failed to transmit. pages not already sent

Received Fax, Manual Dial, Error Notification

None No notification. Check the log for received faxes or failures. Check Fax

Terminal for received faxes.

Display icon Displays icon in menu bar so that you can check for received faxes and

transmission problems.

Display icon and alert Displays icon in menu bar so that you can check for received faxes and

transmission problems. Displays alert box for Manual Dial and Errors.

Using Fax Sender

Fax Sender handles all aspects of fax transmission including forwarding.

Selecting Fax Sender

Selecting Fax Sender is like selecting a local or network printer, such as an ImageWriter or a LaserWriter.

1Choose the Chooser from the Apple menu (

The Chooser window appears.

2Scroll down the icons in the upper-left box, if necessary, until you see the Fax

Sender icon.

3 Click the Fax Sender icon.

The modem icon appears in the box on the right side of the window.

4Close the Chooser by clicking the close box.

As long as Fax Sender remains selected, all print jobs go to the fax process, not to your printer. Be sure to reselect the printer icon in the Chooser when you have finished sending your fax.

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IMPORTANT

As an alternative to the above method of selecting Fax Sender, hold down the Control and Shift keys while choosing Fax from the File menu. This shortcut does not deselect your regular printer; you return automatically to your previous printer settings for printing after the fax is sent. This shortcut works with all programs, but some applications’ menus may not change Print to Fax. If the menu doesn’t change, choose Print from the File menu.

Fax Sender Page Setup

A number of options are available in the Fax Setup dialog box.

1Choose Fax Setup from the File menu.

Be sure that you have selected Fax Sender in the Chooser. Otherwise, use the shortcut of holding down the Control and Shift keys when you select Fax Setup from the File menu. Note that the File menu items Print and Page Setup automatically change to Fax and Fax Setup respectively.

2Select Fax Setup options as needed, and then click OK.

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Refer to Table 4-2 for option settings.

Table 4-2 Fax Sender Page Setup options

Option Result

Orientation

Portrait Transmits the fax vertically.

Landscape Transmits the fax horizontally.

Reduce or Enlarge Reduces or enlarges the fax by the percentage you indicate.

Image Quality

Fine Converts fax to highest image quality for sending. Increases the send time.

Standard Converts fax to normal image quality for sending. Decreases the send time.

Bitmap Alignment Scales the Macintosh 72 dpi image so that every pixel is matched evenly

to the fax machine resolution. Produces the best-quality image for bitmapped documents, but enlarges the printed image to 108% of actual size.

Entering cover page information

The Cover Page Information dialog box is similar to the Fax Terminal Info dialog box. Both dialog boxes provide space for entering return address information to help your correspondent identify you. In addition, the Cover Page Information dialog box provides space for the document subject and a short note.

1Choose Fax from the File menu.

The Fax Sender dialog box appears instead of the usual Print dialog box.

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2To fill in cover page information, click the Cover Info button in the Fax Sender

dialog box.

The Cover Page Information dialog box appears.

3Type information you want to appear on the cover page of the fax you are sending.

The sender name you see when you first open the dialog box is the Owner Name you entered for AppleShare in the Sharing Setup control panel.

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If you have already entered your return address information in Fax Terminal, you can change the information, the document name, or add a note. When you change the information in the Cover Page Information dialog box, it changes the information entered in the Fax Terminal Info dialog box, and vice versa.

Using a telephone credit card

The Telephone Credit Card option allows you to use a credit card or calling card to send a fax.

Note: Until the dial card number is changed or deselected, all sent or forwarded faxes use this number. Be careful to remove the number for calls not dialed by credit card.

1Type the credit card access code in the Fax Sender Dial Prefix box.

2Click Options in the Fax Sender dialog box.

The Options dialog box appears.

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3To charge a fax to your credit card account, click the Telephone Credit Card checkbox,

then enter your credit card number.

Many phone systems send a tone to indicate when the calling card number and PIN should be entered.

To detect the tone, enter a colon (:) in front of the credit card number. If you find that the tone is not being properly detected, enter one or more commas to pause before sending the calling card number.

4To continue setting up your fax, click OK.

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Fax Sender protects your privacy by hiding your credit card number when the Options dialog box is reopened.

Using dial modifiers

Placing a comma in any position in the telephone number, Dial Prefix box, or Dial Card Number field requests a two-second pause. This may be useful when dialing long distance or overseas. To increase the pause time, add more commas.

You may need to put additional dial modifiers after the dial prefix or before the credit card number if your long distance service acknowledges an access code or telephone number with a tone before placing the call. See the Dial command in Appendix B.

Dial Modifier Result

Comma (,) Introduces a two-second pause before sending the next character.

“At sign” (@) Detects a specified period of silence before completing dial string.

Dial tone detect (W) Detects presence of dial tone before completing dial string.

Colon (:) Same as W. Detects a wider range of tones, such as Calling Card tones,

before finishing dial string.

Selecting a cover page

The fax software comes with three cover page choices: m Standard is a precomposed text-only cover page. You can use it as is or

modify it with the Fax Cover program. Standard appears in the Fax Sender Cover Page pop-up menu as the default selection. (Standard can be deleted as a cover page choice.) . See also: “Installing cover pages” in Chapter 6.

m None means that no cover page is attached to the fax. The first page of the

document can be used as a cover page.

m A sample cover page comes with the fax software in the Express Fax

Folder. This choice does not appear in the Fax Sender Cover Page pop-up menu unless installed with Fax Cover. . See also: “Installing cover pages” in Chapter 6.

You can create as many customized cover pages as you need.

. See also: “Customizing cover pages” in Chapter 6 to compose and modify customized cover pages.

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1Select a cover page from the Fax Sender Cover Page pop-up menu.

XYZ Cover is a customized cover page.

Automatic dialing

Auto Dial allows you to use the Fax Phone Book and delayed send features in Fax Sender. For example, you can use Fax Phone Book to send a fax to multiple recipients.

When you send the same fax to more than one person at a time and there is a delivery problem for any recipient, Fax Sender puts the fax to that recipient in the waiting queue for retry (according to the number of tries you selected in the Retry field in the Fax Terminal Preferences dialog box). At the same time, Fax Sender delivers the fax to the other recipients in the order placed in the Send To field.

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Auto Dial is the default selection in Fax Sender. When Auto Dial is selected, you can transmit your fax from the Fax Sender or from the Preview dialog box. Auto Dial applies to most cases. See “Manual Dialing” later in this chapter.

Using Fax Phone Book

Fax Phone Book holds a list of recipients along with their addresses and telephone numbers. You can enter, update, and remove entries from the list and then use the list to address your faxes by selecting recipients by name.

Adding addresses

You create a list of recipients one by one. You can add their addresses at send time or whenever you wish.

1Click New in the Fax Sender dialog box.

These are existing Fax Phone Book entries.

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This entry has been dragged into the Send To field for sending. A dimmed entry remains in the Fax Phone Book.

A New Entry dialog box appears.

2Enter the address information and click Add.

You must fill in the Last Name and Fax # fields. The other fields are optional.

Parentheses and dashes can be included in the Fax # and Voice # fields.

New names are added automatically to the Fax Phone Book when you click Add.

1To edit an address:

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Editing addresses

m Select an address in Fax Phone Book and click Edit in the Fax Sender

dialog box, or

m Double-click an address in Fax Phone Book while holding down the

Option key.

2Change the information by selecting the text and retyping, and then click one of the

buttons when you are finished.

m Change saves your edits. m Cancel restores the old address. m Delete removes the address from the Fax Phone Book.

Removing addresses

To remove an address from Fax Phone Book, select the address, then:

m Press the Delete key on your keyboard (you are asked to confirm the

deletion), or

m Press x-X. (You must use the keyboard shortcut for the Cut command.)

To remove addresses from the Send To scroll box:

m Drag the address outside the scroll box, or m Double-click the address.

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Addressing a fax

You can address a fax to one or more recipients. Fax Sender sends the fax to each recipient, one at a time, in the order placed in the Send To field.

To address a fax:

m Double-click the address in Fax Phone Book, or m Drag names from Fax Phone Book to the Send To field.

To obtain an outside line when dialing from office buildings, you may need to place a number, such as a 9, before the telephone number. Put this number in the Dial Prefix box. By placing the prefix number in the Dial Prefix box, you can keep the numbers in Fax Phone Book independent of the dialing prefix.

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Setting send time

You can change the send time in the Fax Sender Options dialog for the current fax and in Fax Terminal for any faxes in the queue.

Sending immediately

If the Send Immediately button is selected, your fax is sent immediately. Send Immediately is the default.

Delaying send time (“Send at”)

Fax Sender allows you to choose the time you want to send a fax.

1Click the “Send at” button in the Fax Sender Options dialog box.

The time displayed is the system time you set in the General Controls panel or with the Alarm Clock.

2Click any element in the time or date displays that you wish to change.

An arrow button appears and the element you are changing is highlighted.

3Click a directional arrow to set the time.

Be sure not to set the time back before the current hour or date.

You can also change the send time while a fax is waiting to be sent.

. See also: “Resetting the send time” later in this chapter.

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Previewing a fax

Preview is similar to the “print preview” feature of some programs. m If you wish to see your fax before sending, click Preview in the Fax Sender

dialog box.

Scrolling pages

Use the scroll bar at the bottom of the window to view each page. Clicking the arrow at the right end of the scroll bar allows you to move through the fax one page at a time beginning with the cover page.

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Changing views

Clicking the View button toggles between a reduced and an actual size view of a page. In actual size, you can move the page with the grabber hand to examine an undisplayed portion of the page.

Note: If you click Cancel while in the Preview dialog box, you go back to your document, not to the Fax Sender dialog box. Names that you have dragged to the Send To scroll box are lost; you will have to select Fax Sender again.

Manual dialing

Most fax machines can be dialed automatically. Occasionally, you may have to use your telephone to manually dial a recipient’s fax device. You might have to do this if the line is shared by several devices, is an extension, or needs to be set to receive.

IMPORTANT

same telephone jack as your modem. You can purchase a

To use Manual Dial, your telephone must be connected to the

adapter to make

this connection.

1Choose Fax from the File menu.

2 Click the Manual Dial button.

3 Drag a recipient name from your Fax Phone Book to the Send To scroll box or type a

number in the Quick Send field.

4 Click Send.

After Fax Sender has prepared your Fax for sending, a blinking icon notifies you that your fax can now be sent by dialing manually.

. See also: “Setting Preferences” earlier in this chapter.

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5When you see the blinking icon at the right end of the menu bar, select Fax Terminal

from the Application menu.

The Manual Dial dialog box appears.

6Follow the instructions in the Manual Dial dialog box.

m Dial your recipient’s fax device from your telephone. m Click Send when you hear your recipient’s fax tone. m Hang up the telephone.

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Table 4-3 Fax Sender options

Option Result

Dial

Auto Dials recipient’s fax number automatically. Manual Allows you to dial recipient’s fax number manually.

Dial Prefix Adds PBX or other access code prefixes at send time. Use commas for

two-second pauses.

Cover page

Standard Sends fax with text-only cover page. None Sends fax without cover page. Custom choices Sends fax with cover page designed in Fax Cover.

Fax Phone Book To add an address, click New. To edit an address, click Edit. To remove

an address, select the address and use the Delete key on the keyboard. You are asked to confirm.

Send to Displays the recipient addresses for the current fax. To remove an

address, drag outside the box or double-click.

Preview Allows you to preview your fax before sending.

Cover Info

Sender information Allows you to enter your name, address, voice, and fax numbers. Subject Prints document name or name you choose on cover page. Notes Prints a short note in cover page Notes field.

Options

Dial

Tone Pulse

Selects Touch-Tone dial. Selects pulse dial.

Send time

Send immediately Delay send (“Send at”)

Sends the fax immediately (default). Allows you to choose the time to send the fax.

Telephone Credit Card

Dial Card Number

Allows you to automatically append your credit card calling number to the telephone number. All faxes use this credit card number until changed. Place dial modifiers before credit card number if necessary.

New Allows you to create a new address and add it to Fax Phone Book.

Edit Allows you to edit and delete addresses in your Fax Phone Book.

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Monitoring a fax

Fax Terminal allows you to forward faxes, check the status of faxes currently being sent and received, review the list of sent and received faxes, cancel a currently transmitting fax, delete faxes from any of the queue folders, and reset the send time for faxes. You can also open and view the faxes in your lists.

Fax Terminal contains a log for keeping track of fax results.

Shows recipient or sender name for fax in progress.

Displays document file

name or name you

typed in Fax Sender

Cover Info Subject field.

A downward pointing

triangle indicates that

the folder’s contents are

displayed.

A right pointing triangle

indicates that

the folders contents are

not displayed.

Icons show status of fax in progress.

An unopened fax inside the Received Fax folder.

An opened fax inside the Received Fax folder.

The folders for Received, Sent, and Waiting To Be Sent faxes in the Fax Terminal queue. Double-click to display contents.

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Accessing Fax Terminal

Fax Terminal is a program that you will use frequently. For example, you may wish to check Fax Log quickly. As initially installed, Fax Terminal is accessible from the Apple menu (K).

While preparing your fax, Fax Terminal opens automatically and its name appears in the Application menu at the right end of the menu bar. Whether you view Fax Terminal automatically at send or receive time depends on the selection you made in the Fax Terminal Preferences dialog box. To bring Fax Terminal to the front:

m If you chose “Show Fax Terminal window when sending or receiving” in

the Preferences dialog box, choose Fax Terminal from the Application menu.

m If you chose not to show the Fax Terminal window, select Fax Terminal

from the Application menu and then choose Fax Terminal from the Windows menu.

. See also: “Setting Preferences” in this chapter.

Once transmission is complete, if the fax queue is empty, Fax Terminal closes automatically when you change to another open program.

IMPORTANT

If an alert message appears saying you don’t have enough memory to open Fax Terminal at send time, you must quit some of your active programs to provide enough memory for Fax Terminal to open. You won’t lose any work, and your fax is still prepared. As soon as you quit the programs, Fax Terminal opens and your fax is sent.

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Table 4-4 Fax Terminal document types

The Fax Terminal queue contains three types of folders: Received Fax Documents, Sent Fax Documents, and Waiting To Be Sent Documents.

Icon Document type

Received Fax Documents

Read

These documents have been received and read. They can be forwarded.

Unread

These documents have been received, but not opened. They can be opened and forwarded. See “Opening a fax document” later in this chapter.

Sent Fax Documents

Successful

These documents have been successfully sent. They can be opened and forwarded.

Unsuccessful

These documents were not sent because of transmission problems. They can be opened and forwarded. The preferences you selected for the original fax in Fax Terminal preferences apply to forwarded unsuccessful faxes.

Waiting To Be Sent Documents

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Send Immediately (Default)

If you send four faxes in rapid succession, one is sent while the three others take a place in the queue. You can change the order of transmission in the queue by dragging a Send Immediately fax up or down to a new position in the list.

Delayed Send (“Send at”)

A Delayed Send document’s send time is set in the Fax Sender Options dialog box. You cannot drag a Delayed Send document to a new position in the queue. See “Resetting the send time” later in this chapter to reset the send time.

Retry

A Retry is a fax that has returned to the queue after unsuccessful transmission. A Retry takes its next send time from the “Time between tries” setting in the Fax Terminal Preferences dialog box. You cannot reset the time of a Retry fax. A Retry becomes an unsuccessful fax after the number of retries expires.

Forwarding a fax

You may forward any fax you’ve sent or received.

1Select a fax document in either the Received Fax or Sent Fax Documents folders.

2Choose Forward Fax from the File menu.

The Fax Sender dialog box appears. The Send button changes to Forward.

3Enter a fax number in the Quick Send field or select an address from the Fax Phone

Book.

. See also: “A ddressing a fax” in this chapter.

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4 To forward your fax, click Forward.

You can limit the number of pages to forward by entering a range of page numbers.

m Received faxes are forwarded as received with the original cover page if

one was attached, and with your cover page if you select one.

m Sent faxes are forwarded without the original cover page, but you can

select and include one when you forward.

m To forward a fax without attaching your cover page, select None from the

Cover Page pop-up menu.

1To reset the send time of a delayed fax, open the Waiting To Be Sent folder and select a

2Choose Set Send Time from the Fax menu.

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Resetting the send time

You can reset the send time of a delayed fax in Fax Terminal. You cannot drag a delayed fax in front of another fax in the queue because you have already assigned it a specific send date and time in the Fax Sender Options dialog box, but you can change the assigned send time. See Table 4-4 “Fax Terminal document types.”

delayed fax by clicking its name.

3 To reset the send time, select the element of the date or time you want to change.

4 Click the arrow buttons in the Set Send Time box, then click OK.

In this example, the time of the second fax is set ahead so that it can be sent before the first fax.

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Canceling a fax

Canceling a fax stops sending or receiving of the fax in progress.

1 Bring the Fax Terminal window to the front.

2Choose Cancel Sending or Cancel Receiving from the Fax menu.

This menu item changes to Cancel Receiving, as the case may be.

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The current fax stops sending or receiving after a few seconds and Fax Terminal becomes available again. Cancel Sending does not affect faxes in the queue.

Deleting faxes

You can delete faxes from the lists inside the folders in the Fax Terminal queue. You can select several faxes discontinuously by opening the folders, holding down the Shift key, and clicking faxes.

1 Open one or more folders.

2Select one or more faxes to delete.

3Click the Delete button or press the Backspace or Delete keys.

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Using the Fax Log

The Fax Log keeps information about fax transmissions. This information may be useful to prove that a fax was actually sent or received at a given time. The log is especially useful when you need to check the results of delayed faxes.

Each fax, whether sent or received successfully or not, is automatically recorded as an entry in the log. When transmission is finished, you can check transmission results in the log.

m To see the log, choose Fax Log from the Windows menu.

The Fax Log appears and you can scroll up or down.

Managing log entries

1Choose Set Log Entries from the Fax menu and set the number of entries you wish.

2To save the log under a new name, choose Save Log As from the File menu.

3Type the name you want for the file, then click Save.

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For easy log management, you should limit the number of entries in the log, then archive the log by saving the contents as an archive file with a new file name. For example, you might name the archive files Faxes Jan, Faxes Feb, and so on.

The preset limit for the number of entries in the log is 50. To avoid losing entries, save the log under a different name as you approach the limit.

Clearing the log

Once you’ve saved the log as an archive file, you can clear the old entries from the log.

m To clear the log, choose Clear Log from the Fax menu.

This clears the entries in the log. Because you have saved the contents of the log under another name and then cleared the log itself, no information is lost.

IMPORTANT

It’s up to you to save the log under another name when you are approaching the limit. If you reach the limit without saving, the oldest entries are removed automatically so that the log never contains more than the chosen number of entries.

To check historical information on the results of a given fax, you can display any archived logs by opening them with TeachText or a word processor. You cannot open the Fax Log with TeachText or a word processor.

Table 4-5 Fax Terminal Fax Log

Menu option Result

File

Save Log As Saves log under a different name. Archived logs can be opened by

TeachText.

Fax

Set Log Entries Specifies the number of entries the log contains. Preset value is 50.

Clear Log

Clears entries in the log. (You should archive the log under a different name before clearing.)

Window

Fax Log Displays Fax Log. Log may be printed during display.

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Receiving a fax

1Choose Preferences from the Fax menu.

Faxes can be received automatically or manually. The Fax Terminal application doesn’t have to be open to receive a fax. Make sure your computer is correctly set to receive.

. See also: “Auto-Answer” in “Express Settings” in Appendix A.

Setting Fax Terminal preferences for receiving

If you want to receive faxes automatically, you must set Fax Terminal preferences or use the shortcut.

Choosing Auto-Answer is a shortcut for clicking Auto-Answer in Fax Terminal Preferences.

2Click the “Auto-Answer” checkbox in the Preferences dialog box, set the number of

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rings, then close the dialog box.

IMPORTANT

If you deselect the Auto-Answer checkbox, faxes can only be

received manually.

Checking for received faxes

Faxes are placed in the Received Fax Documents folder.

According to the choice made in the Fax Terminal Preferences dialog box, Fax Terminal provides the following notification for received faxes.

Fax Terminal Fax Terminal notification Preferences choice

None No notification. To see if you have received a fax, open Fax Terminal and

look for received fax documents in the queue or a blinking arrow in the Status box. You can also check Fax Log.

Display icon Fax Terminal displays a blinking icon in the menu bar when a fax is

received. See example below.

Display icon and alert Fax Terminal displays a blinking icon in the menu bar when a fax is

received. See example below.

The following example assumes that Display icon is selected.

1When you see the blinking icon, choose Fax Terminal from the Application menu.

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The Fax Terminal window appears.

2Look for the blinking arrow above the icon in the Status box.

A blinking arrow tells you when a fax has been received.

Receiving a fax while you're working

If you set Show Fax Terminal Window in Fax Terminal Preferences and you are working at your Macintosh, the Fax Terminal status field indicates the progression of a fax received.

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Opening a fax document

When you open a fax document in Fax Terminal, the Fax Viewer program automatically starts.

1Click a fax document in the Sent Fax Documents or Received Fax Documents folders.

2 To view your fax document in Fax Viewer, click Open.

The Fax Viewer program opens and your document appears in a Fax Viewer window.

. See also: “Viewing a fax” in Chapter 5.

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Receiving manually

Manual receive provides the option of sharing the same telephone line for fax and voice calls. If you receive faxes occasionally, you can keep your line open for voice calls and still receive faxes on the same line when you hear the fax tone.

Manual receive is always enabled. Even if Auto-Answer is disabled, you can always receive faxes manually.

1Answer the telephone.

2When your correspondent informs you he is ready to send you a fax or when you hear

the fax tone, choose Receive Manually from the Fax menu.

3When you hear the fax tone, click Receive.

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A Receive Fax dialog box appears.

When reception is complete, the fax appears in the Fax Terminal Received Fax Documents folder.

Fax Viewer

In this chapter

This chapter explains the Fax Viewer program features in the most likely sequence of events for handling a received fax

m Opening a fax m Viewing a fax m Improving fax display m Editing the pages of a fax or resequencing it m Selecting part of a fax to paste into a document created by a

graphics program

m Printing a fax m Converting a fax to PICT format m Forwarding a fax

Before you begin

You should be familiar with the information in Chapters 3 and 4 on receiving faxes.

Opening a fax

You can use several methods to open a sent or received fax for viewing in Fax Viewer.

m Open a Fax Viewer document by one of the following methods:

M Double-click a document in the Sent or Received Fax Documents

folders in the Fax Terminal queue.

M Select a document from the Sent or Received Fax Documents folders in

the Fax Terminal queue, and then click Open.

M Open a Sent or Received Fax document in Fax Viewer using the Open

command in the File menu.

M Double-click a Fax Viewer document in the Finder.

Your fax document appears in a Fax Viewer window.

Fax Viewer menu bar

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Paging scroll bar

Page icon

Page positioning scroll bars

Viewing a fax

You can view a fax document at different resolutions by choosing options in the Page menu:

m Actual Size displays your fax at the real page size (default). m Fit in Window displays a full page of your fax on your screen. m Fax Resolution View means that each dot of the 200 dots per inch (dpi)

fax is displayed as a pixel on the Macintosh screen. The resulting view is approximately 277% of actual size.

Positioning a document

Your screen may be too small to display an entire page within the active window.

m To examine undisplayed portions of a page, use the vertical and

horizontal page positioning scroll bars at the right of the Fax Viewer window.

Scrolling pages

m To scroll pages, use the paging scroll bar at the lower left of the Fax

Viewer window.

Clicking the arrow at each end of the paging scroll bar scrolls through the fax one page at a time.

To scroll to an approximate page, move the page icon along the scroll bar. For example, to view page 5 in a 10-page document, move the page icon to the center of the scroll bar.

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In addition to the paging scroll bar, the Page menu offers commands for changing pages:

m Previous Page allows you to move backward one page. m Next Page allows you to move forward one page. m Go To Page displays a dialog box for moving to a specific page.

Changing the page orientation

You may want to change the orientation of a page if a fax you received is turned the wrong way, for example upside down.

m Choose the orientation you wish from the Page menu.

M Rotate Right turns the current fax page 90 degrees clockwise. M Rotate Left turns the current fax page 90 degrees counterclockwise. M Flip Vertical rotates the current fax page 180 degrees. M Flip All Pages rotates all the pages in the current fax 180 degrees.

Improving fax display

Fax Viewer has a special smoothing feature that allows you to optimize fax display. Smoothing increases the sharpness of a fax on your screen, permitting easier reading and scanning with OCR software.

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1Set your monitor to Color or 256 Grays in the Monitors control panel.

Depending on the content of the received fax, you can experiment with the monitor settings and the Use Smoothing command to get the best resolution for display. Smoothing is enabled by default.

2Choose Use Smoothing from the Page menu.

How smoothing works

The resolution of a fax is 200 dots per inch (dpi). Your Macintosh converts the 200 dpi fax resolution to the 72 dpi of the Macintosh screen. The conversion process concentrates gray areas together, making the document appear darker. The smoothing feature looks for dark areas, and then applies a special algorithm known as dithering to improve document resolution.

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Editing a fax

You may need to resequence, eliminate, or combine pages from several faxes.

Cutting a page

Entire pages can be cut to the Clipboard for later use.

1Make sure you’re viewing the page you wish to cut.

2Choose Cut Page from the Edit menu.

Cut Page cuts the entire page. Notice that the page count decreases by one page.

Copying a page

Pages can be copied from a document to keep the original fax intact.

1Make sure you’re viewing the page you wish to copy.

2Choose Copy Page from the Edit menu.

The Clipboard holds one page at a time. Be sure to paste the page into a Fax Viewer or Paint program document before copying another page. Notice that the page count remains the same. Copied pages are not removed from the current fax.

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Pasting a page

You may paste a cut or copied fax page into any Fax Viewer or Paint program document.

1 Select the page you want and cut or copy it to the Clipboard.

2 Use the Scroll Bar to display the page that will precede the page you want to paste in.

3Choose Paste Page from the Edit menu.

Notice that the page count increases by one page and that Fax Viewer places the page after the one displayed.

Clearing a page

Clear Page deletes one page at a time.

1Make sure you’re viewing the page you wish to delete.

2Choose Clear Page from the Edit menu.

You can use Undo to restore the deleted page. The current page is deleted from the fax and the following page takes its place in the order. Notice that the page count decreases by one page.

Selecting a portion of a page

You may want to select a portion of a page for pasting into a document created by another program, such as MacPaint. Fax Viewer provides a selection rectangle tool for selecting and copying portions of documents.

1 Select the page you wish to copy from.

2Move the pointer over the page.

Notice that the arrow pointer becomes a crosshair. It now functions as a selection rectangle tool for selecting rectangular areas.

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3 Drag the selection rectangle tool across the image from the upper left to the lower right,

releasing the trackball or mouse button when the image is enclosed.

A moving dashed line encloses the selected image.

Moving dashed line

Selection rectangle tool

4Choose Copy Selection from the Edit menu.

Fax Viewer places the selected image at current resolution in PICT format in the Clipboard.

Note: To place a copy of your selection in the Clipboard at Actual Size regardless of what the viewing resolution is, press x-Option while choosing Copy Selection from the Edit menu.

5Make your Paint program document the active window, and then choose Paste from the

File menu.

The selected image appears in your document.

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Resequencing a fax

By using a combination of Cut, Copy, Paste, and Clear Page, you can resequence a fax. In fact, you can open several faxes and copy pages into a new Fax Viewer document.

Printing a fax

You print a fax the same way you print any document. See “Print a Document” and “Printing Your Work” in your Macintosh user’s guide. Make sure the printer is selected in the Chooser.

Converting a fax document to a PICT file

Fax Viewer allows you to save in Fax Viewer or in PICT file format. Fax Viewer documents can be opened only by the Fax Viewer program. PICT files may be opened by other programs, such as MacDraw or TeachText. In other words, the Save As command acts as a conversion tool for fax documents.

1Choose Save As from the File menu.

The Save As dialog box appears. Notice the pop-up menu, titled Format at the bottom of the dialog box.

2Change the document type using the Format pop-up menu.

In the following example, Fax Viewer is checked because the document is a Fax Viewer document. Dragging to PICT selects PICT format.

3When you’re finished, click Save.

The current page is converted to PICT format (72 dpi) and placed in the folder of your choice.

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Conversion file formats Use

Fax Viewer Can be opened only by Fax Viewer

PICT 72 dpi Standard PICT format

PICT 200 dpi High definition PICT format

Fax Viewer is a program for viewing and manipulating the fax documents you receive. Because a fax is a graphic image, it is similar to documents created in a Paint program. This means that you cannot edit the text as you can in a word processor.

IMPORTANT

Fax files can be quite large in size. Check the size of your Sent and Received Fax folders from time to time to make sure you are not running out of disk space. It is best to delete faxes that you don’t need to keep. Print them or make backup copies before deleting. You can use Fax Log to keep transmission records.

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Forwarding a fax

1 Open a Fax Viewer document using any of the several methods, then choose Forward

Fax Viewer forwards your faxes in the same way Fax Terminal does.

Fax from the File menu.

. See also: “Opening a fax” earlier in this chapter.

Choosing Forward Fax forwards an already imaged fax in the Sent or Received Fax Documents folders.

Choosing Fax Setup and then Fax reimages an existing fax document before sending.

The Fax Sender dialog box appears.

2 Forward your fax as you would in Fax Terminal.

. See also: “Forwarding a fax” in Chapter 4.

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Fax Cover

Fax Cover allows you to create, manage, and store fax cover pages.

In this chapter

m Customize the fields on a cover page m Align fields m Add graphics to a cover page m Install and remove cover pages

Before you begin

You don’t have to attach a cover page to a fax before sending. If you wish to use customized cover pages with your faxes, you must read this chapter.

Customizing cover pages

Cover pages contain fields for address information. Each field has field title and text. Field titles are labels, such as “To” and “From.” Field text is information you enter, such as your recipient’s name. You customize a cover page by rearranging the appearance and positions of the individual fields and by adding graphics.

Customizing fields

You can decide which fields to display, change title names, edit field title and field text appearance, and position and resize fields on the cover page.

Space for a

PICT graphic

Sender ID

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Recipient ID

Field

Field title

Field text

Printable

page area

1 Open the Fax Cover folder (installed on your hard disk) and double-click the Fax

Cover icon.

When a new cover page appears, it displays fields of titles and text. You can identify field text by the angle brackets (< >) surrounding it. Text in angle brackets acts as a placeholder for the text you enter in the Cover Page Information dialog box and Fax Phone Book in Fax Sender.

2Choose Show Fields from the Layout menu.

Initially, all fields are selected. The Show Fields command displays a dialog box for specifying which fields will be shown on the cover page. Clicking a field deselects it (removes the checkmark), and it will not appear on the page.

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3Position the cursor on a field title to change the field title name.

Clicking a field title automatically selects the entire title. When the arrow pointer is positioned over any part of a field title, it changes to an I-beam. You can edit all or part of the field title by selecting and typing over existing characters or by placing an insertion point in the field title and inserting or appending characters.

4 To change the font, size, and style of the field title, select all or part of the field title and

use the Font and Style menus.

You can use Select All Field Titles from the Edit menu, or you can Shift-click to select combinations of fields to edit simultaneously.

Use the Font menu to customize the font and size. Use the Style menu to customize the style (bold, italic, and so on) and alignment (left, center, and so on).

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5To change the font, size, and style of the field text, click anywhere in the text area to

highlight the field text and use the Font and Style menus.

You can use Select All Field Text from the Edit menu, or you can Shift-click to select combinations of fields to edit simultaneously.

Use the Font menu to customize the font and size. Use the Style menu to customize the style (bold, italic, and so on) and alignment (left, center, and so on).

Positioning and resizing fields

You can position and resize fields individually or in groups.

1 To select a field, click anywhere in the field text, not on the field title.

Clicking inside the field will highlight the text within the field, and handles will appear at the field corners.

2 To resize the field, drag one of the handles.

If you choose a font, size, and style for the field that would require vertical space greater than the current size of the field, the field will automatically increase to the required height.

3 To reposition a field, drag the field by its center (not by a handle) to a new location on

the page.

When a field is being moved, the outline of both the field and its title will be displayed to indicate that the field title is moving with the field.

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Using the grid

The grid allows you to align fields easily as you move them. When the grid is turned on, fields that you move or resize will automatically snap to the nearest grid line whether visible or not.

1To turn the grid on, choose Turn Grid On from the Layout menu.

2To see the invisible grid lines, choose Show Grid Lines from the Layout menu.

Aligning fields

You can align fields to the grid or to each other. The following examples show you how to align three fields to the grid and then three fields to each other.

Example 1: Aligning fields to a grid

1Shift-click three fields to select them.

You might choose fields at random in the following positions.

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2Choose Set Alignment in the Layout menu.

The following dialog box appears.

3Set Grid Spacing to 30 pixels.

4Click the Align Objects To Grid button.

5Click Left under the Horizontal option and None under the Vertical option.

6 Click OK.

The fields snap to the nearest left gridline.

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Example 2: Aligning fields to each other

Notice that the grid lines have been turned off in the Layout menu.

1Shift-click three fields to select them.

2Choose Set Alignment in the Layout menu.

The Set Alignment dialog box appears.

3Click the Align Objects To Each Other button.

4Click Right under the Horizontal option and None under the Vertical option.

5 Click OK.

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The fields snap to the farthest right side of the farthest right field.

Note: To reuse the same alignment settings, just choose Align from the Layout menu. The settings stay the same until you change them.

Apple Express Fax,Modem User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual