Apple Fax User Manual



Apple Fax

User’s Guide

K Apple Computer, Inc.

reserved.

Under the copyright laws, this manual may not be copied, in whole or part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.

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, AppleScript, GeoPort, Macintosh, the Mac OS logo, PowerTalk, PlainTalk and Power Macintosh are trademarks of Apple Computer, Inc., registered in the U.S.A. and other countries.

Finder, the GeoPort logo, Mac, and System 7 are trademarks of Apple Computer, Inc.

Adobe, Acrobat, the Acrobat logo, Adobe Illustrator, Adobe Photoshop, and PostScript are trademarks of Adobe Systems Incorporated or its subsidiaries and may be registered in certain jurisdictions.

EasyReader, the Optical Character Recognition (OCR) software application included with Apple Fax, uses a neural network recognition system developed by Mimetics. Additional language dictionaries can be obtained by contacting Mimetics at the following address:

Mimetics 5, Central Park Avenue Sully Prud’homme 92298 Châtenay-Malabry France

FastPrint is a trademark of Mimetics.

Hayes is a trademark of Hayes Microcomputer Products, Inc.

QuarkXPress is a registered trademark of Quark, Inc.

Touch-Tone is a trademark of Western Electric.

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 xi

Part I

Chapter 1 Apple Fax Quick Start 1

Sending a fax 2

Faxing is like printing 2

Preparing your document 2

Setting preferences 3

Choosing Fax Sender or Fax Sender GX 6

Addressing your fax 7

Cover page information 9

Previewing your fax 10

Sending your fax 11

Monitoring the status of your fax 11

Apple Fax status information 11

Apple Telecom Status program 12

Fax log information 13

Receiving a fax 14

Preparing to receive faxes 14

Checking for received faxes 15

Viewing and printing a fax 15

Opening fax for viewing 16

Printing a fax 16

iii

Quick Fax 17

Sending a single sheet Quick Fax 17

Adding enclosures 19

Addressing a Quick Fax 20

Chapter 2 Apple Fax Main Window 23

Accessing Apple Fax 24

Apple Fax main window 24

Outgoing view 25

Understanding the display information 25

Viewing recipient information 27

Deleting a fax that has been sent 28

Sorting faxes that have been sent 29

Readdress, Resend, and Merge 29

Opening and viewing a fax that has been sent 31

Incoming view 32

Understanding the display information 32

Editing the name of a received fax 33

Sorting faxes that have been received 33

Forwarding a fax that has been received 33

Deleting a fax that has been received 34

Opening and viewing a fax that has been received 35

Using the button bar 36

Quick Fax 37

Address Book 38

Log 39

Apple Telecom Status 40

Preferences 41

iv Contents

Part II

Chapter 3 Fax Send Advanced Options 45

Sending faxes using Fax Sender 46

Choosing Fax Sender 46

Fax Sender Page Setup 48

Entering cover page information 50

Selecting a cover page 52

Preview options 53

Fax Sender Options 54

Setting send time 54

Setting your location 56

Using manual dialing 58

Sending faxes using Fax Sender GX 60

Choosing Fax Sender GX 60

Fax Sender GX Page Setup 61

Print dialog options 62

Addressing your fax 63

Print time and send time 64

Drag and drop fax send 64

Using Fax Sender GX on an AppleTalk network 65

Sharing a fax server 65

Sending a fax from a network client 66

Recipients and recipient lists 67

Contents

Chapter 4 Fax Receive Advanced Options 71

Receiving a fax 72

Setting Apple Fax to receive 72

Checking for received faxes 73

Receiving manually 74

Opening a received fax document 75

Forwarding received faxes 76

Forwarding multiple faxes using Merge 77

Chapter 5 Viewing, Editing, and Printing Faxes 79

Opening a fax 80

Viewing a fax 81

Moving around a document 81

Changing the page orientation 82

Scaling the view 83

Printing a fax 83

FastPrint 83

Editing a fax 84

Copying, cutting, or clearing a page 84

Pasting a page 85

Selecting a portion of a page 86

Converting a fax to a PICT file 87

vi Contents

Optical Character Recognition 88

OCR Dictionaries 88

OCR tips 89

Working with OCR 89

Converting part of a document to text 90

Converting a page of a document to text 91

Converting a whole document to text 92

Chapter 6 Creating and Managing Cover Pages 93

Customizing cover pages 94

Cover page fields and labels 94

Creating a new cover page 95

Using the tool bar 96

The Selection tool 96

The Text tool 96

The Field tool 96

The Scale tools 97

The Graphic tool 97

Customizing fields 98

Positioning and resizing fields 98

Modifying fields 99

Using the grid and aligning fields 100

Creating fields 103

Editing label text 104

Adding graphics 105

Installing cover pages 106

Removing cover pages 106

Contents

vii

Chapter 7 Using the Apple Fax Log 107

Viewing the fax log 108

Fax log information 109

Printing the fax log 109

Saving the fax log 110

Clearing the fax log 111

Chapter 8 Apple Fax Preferences 113

Apple Fax Preferences 114

Accessing preferences 114

Notification preferences 115

Modem preferences 116

Log preferences 119

OCR preferences 121

Personal preferences 123

Reverting and saving preferences 124

viii Contents

Chapter 9 Using Apple Fax Gateway 125

About Apple Fax Gateway 126

Configuring Apple Fax Gateway 127

Adding fax services to your Key Chain 127

Configuring fax services 128

Using Apple Fax Gateway 129

Sending fax documents 129

Adding fax addresses to your PowerTalk information cards 130

Receiving fax documents with PowerTalk 132

Opening received fax documents 132

Problem alerts 133

Index 135

Contents

PREFACE

How to Use This Book

This manual provides complete information for operating Apple Fax.

It is assumed that you are familiar with basic Macintosh desktop operations. If not, refer to the Macintosh Guide in the Guide menu (the Guide menu is the one with the question mark icon), or the documentation that came with your computer.

Part I

m Chapter 1 introduces the software for sending, receiving,

and managing faxes with your Macintosh computer. It guides you through the steps for sending your first fax, getting ready to receive faxes, and using the QuickFax feature. Everything you need to get started is included in this chapter.

m Chapter 2 provides more complete information on the

Apple Fax main window. It explains in detail all of the interface elements of the main window and how they pertain to managing faxes and accessing important parts of Apple Fax and related programs.

Part II

m Chapter 3 covers fax send advanced features using

Fax Sender and Fax Sender GX, as well as managing recipients and recipient lists using Apple Address Book.

m Chapter 4 covers fax receive advanced features. m Chapter 5 covers viewing, editing, and printing faxes. It

also explains the use of the OCR (Optical Character Recognition) feature for converting all or part of a received fax to text.

m Chapter 6 covers creating and managing customized fax

cover pages.

m Chapter 7 covers the log of incoming and outgoing faxes

that Apple Fax maintains.

m Chapter 8 covers all of the Preferences settings and

options of the Apple Fax program.

m Chapter 9 covers the use of Apple Fax Gateway for

PowerTalk.

What You Need

To use Apple Fax you need

m System 7.1 or later m a communications device compatible with Apple Fax

To use the drag and drop capabilities in Apple Phone you also need

m System 7.5 or later, or the Macintosh Drag & Drop extension

for System 7.1.1 or 7.1.2

To send faxes to address book entries using Apple Fax you also need

m Apple Address Book

xii

Preface

Part I

CHAPTER

Apple Fax Quick Start

In this chapter

This chapter introduces you to the basic operation of Apple Fax. It gives you step-by-step instructions for the most commonly used functions, including

m sending a fax m receiving and printing a fax m using Quick Fax

Before you begin

Please make sure that your modem hardware is properly installed. Depending on your configuration, installation may need to be done by your Apple-authorized service provider. You must also install the software before using it.

To understand the information presented in this chapter, you should be familiar with the basic operation of your Macintosh and should know how to print a document. Refer to the Macintosh Guide in the Guide menu (the one with the question mark) or the documentation that came with your computer if you need help with these basic functions.

Sending a fax

This section introduces Apple Fax and guides you through the steps for sending a fax. If you follow these steps, you will learn everything you need to know about basic fax send. Advanced fax send features are covered in Chapter 4, “Fax Send Advanced Options.”

Faxing is like printing

You can think of sending a fax as printing to a printer that is connected to your computer by a telephone line. Any document or window that can be printed by a program or by the system can be sent as a fax. To send a document as a fax you follow all of the same steps that you would to print it, plus the additional step of identifying the recipient or recipients and their fax numbers.

Preparing your document

Before sending a document as a fax, prepare it as you would prepare it to print. You can use any program that prints, such as a word processor, spreadsheet, or drawing program. For your convenience, a sample document in SimpleText format, named “My First Fax”, has been provided for you in the Fax Folder inside the Telecom Applications folder on your hard disk.

1 Open the Telecom Applications folder, then open the Fax

Folder, then open “My First Fax” by double-clicking it.

It opens as a SimpleText document.

Chapter 1

Setting preferences

Before sending your first fax, you need to configure Apple Fax for your modem. Once this is done, you won’t have to worry about the basic modem preferences again unless your modem configuration changes. The first time you run Apple Fax a setup window automatically opens for you to configure your modem.

To start Apple Fax

1 Choose Apple Telecom Status from the Apple (K) menu.

Apple Telecom Status opens.

Apple Fax icon

2 Click the Apple Fax icon, or choose Open Apple Fax from

the File menu.

Apple Fax opens and presents the setup window.

Apple Fax Quick Start

3 Read the introductory text, then click Next or select

“Choosing a Modem” from the Topics pop-up menu.

The “Choosing a Modem” panel appears

4 Choose your modem type from the modem pop-up menu,

then click Next.

Important If you choose a modem type that attaches to an

external serial port or PC card slot, be sure to set the port or slot correctly in the control panel provided with your modem (the Apple Serial Modem control panel, for example). Unless the port is set correctly, Apple Fax will not be able to communicate with your modem.

If you have an internal modem or a GeoPort Telecom Adapter, there is no choice to make.

Chapter 1

The “Changing your settings” panel appears.

5 The descriptive text explains how to change these and other

settings. Read it, then click Done to confirm your settings and close the setup window.

These are the basic settings that you must make before you can use Apple Fax to send and receive faxes.

See also: Chapter 8, “Apple Fax Preferences” for a complete explanation of these and other preference options.

Apple Fax Quick Start

Choosing Fax Sender or Fax Sender GX

Before sending your fax, you need to choose either Fax Sender or Fax Sender GX, depending on your configuration, to image and transmit your fax. Choosing Fax Sender or Fax Sender GX is like choosing a printer.

1 Open the Chooser from the Apple (K) menu.

The Chooser appears.

2 From the panel on the left, select Fax Sender GX if you have

QuickDraw GX installed as part of your system. Otherwise, select Fax Sender.

3 If you selected Fax Sender GX in step 2, click Create. This

creates a desktop printer icon for Fax Sender GX. You can send documents as faxes by dragging and dropping them on this icon.

See also: Chapter 4, “Fax Send Advanced Options” for a complete explanation of this feature.

Chapter 1

4 Close the Chooser. Fax Sender or Fax Sender GX is now

selected so that you can use the Print command to send faxes.

Important As an alternative to the above method of

selecting Fax Sender, hold down the Control and Shift keys while choosing Print 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 Fax Sender in conjunction with all other programs. It does not work for Fax Sender GX; for Fax Sender GX, create a desktop printer icon instead.

5 Return to SimpleText to send the document“My First Fax”.

Addressing your fax

You can send a fax to one or more recipients. Using the Apple Address Book program, you can create entries for individuals, companies and groups. For example, if you have a group of colleagues to whom you regularly send the same faxes, you can create a distribution list (a group of individual and company entries) and send a fax to everyone in the list in a single step.

See also: Chapter 4, “Fax Send Advanced Options” and the Apple Address Book User’s Guide for a complete explanation

of recipients, distribution lists, and interaction between Apple Fax and the Apple Address Book.

Apple Fax Quick Start

You can also send a fax to a recipient who does not have an address book entry simply by typing the fax number into the “Other Recipient Number” field of the Fax Sender print dialog box. This is the method used in this example.

1 Choose Print from your program’s File menu.

The Fax Sender or Fax Sender GX print dialog box appears. Both dialogs are shown below. If you are using Fax Sender, skip ahead to step 3.

The Fax Sender print dialog box

The Fax Sender GX print dialog box

Chapter 1

2 Make sure that Fax Sender GX is shown in the “Print To”

pop-up menu. If not, select it from the pop-up menu. For now, just accept the default settings and click Fax.

The Fax Sender print dialog box appears.

See also: “Sending faxes using Fax Sender GX” in Chapter 3, “Fax Send Advanced Options” for a complete explanation of Page Setup and Print dialog box options.

3 Type the fax number of your recipient into the “Other

Recipient Number” field.

Cover page information

If you wish, you can include a cover page for your fax. Several sample cover pages are automatically installed for you when you install Apple Fax. You can create and install your own customized cover pages if you wish. The cover page information for the recipient is filled in automatically from the recipient entries in the Apple Address Book. Information about you, the sender, is filled in from the Apple Fax Personal preferences.

See also: Chapter 3, “Fax Send Advanced Options” and Chapter 6, “Creating and Managing Cover Pages” for a complete explanation of cover page options and Chapter 8, “Apple Fax Preferences” for an explanation of how to enter the information about yourself.

1 If you want a cover page, select a cover page from the Cover

Page pop-up menu.

2 If you wish to include a note on the cover page, enter its

text in the Cover Page note field.

Cover pages may include a Note field for a brief (up to 255 characters), descriptive note about the contents of the fax.

Apple Fax Quick Start

Previewing your fax

Before sending, you can preview your fax as it will appear on your recipient’s fax machine.

1 Click the Preview button in the Fax Sender print dialog box.

You can preview your fax, move through the pages, and change the scale according to your wishes.

See also: “Preview options” in Chapter 3, “Fax Send Advanced Options” for more information on fax preview options.

Chapter 1

Sending your fax

You can send your fax from the preview dialog box or from the Fax Sender print dialog box.

1 Click Send in either the preview dialog box or the Fax

Sender print dialog box.

Your fax, including the cover page, if any, is imaged. Then, the recipient’s number is dialed and your fax is transmitted when the remote fax machine answers.

Monitoring the status of your fax

Once you have have initiated the sending of your fax, you can monitor its progress.

Apple Fax status information

Status information about sent faxes is given in Outgoing view.

1 Click the Outgoing button in the main window to display

Outgoing view.

Apple Fax Quick Start

You should see the fax you just sent at the top of the list. (Faxes are normally displayed most recent first. You can choose to display them according to other criteria, if you like. See “Sorting faxes that have been sent” in Chapter 2.) You can view its status in the Status column on the right side of the window. The status is shown as either Sent or Failed upon completion.

Apple Telecom Status program

If you wish to monitor the status of the modem in more detail as it sends your fax, you can do so by opening and viewing the Apple Telecom Status program.

1 Click the Telecom Status icon in the button bar in the Apple

Fax main window.

Telecom Status

The Apple Telecom Status program appears.

The information about your fax transmission is updated at each stage of the process. The Apple Telecom Status program and Apple Fax are designed to work together. You can keep both of them open at the same time if you like.

Chapter 1

Fax log information

You can access detailed information about sent and received faxes using the fax log. Information about each transmission or reception is stored in the fax log file.

To view the log information once your fax has been sent

1 Click the Log icon in the button bar in the Apple Fax

window.

Apple Fax log

The fax log appears.

The information for the fax you just sent appears at the top of the list.

See also: Chapter 7, “Using the Apple Fax Log” for more information on the log, and “Log preferences” in Chapter 8, “Apple Fax Preferences” for more information on fax log preference options.

Apple Fax Quick Start

Receiving a fax

You can receive, view, edit, and print faxes using Apple Fax. This section explains how to set your environment up for receiving, how to check for received faxes, and how to open and print a received fax.

Preparing to receive faxes

In order to receive a fax, you must either set Apple Fax and your modem to answer incoming calls automatically (autoanswer) or carry out the steps to receive a fax manually. This section explains how to receive faxes automatically, as this is by far the most common method.

To have incoming fax calls answered automatically

1 Click the Incoming button to display Incoming view.

2 Set the Fax Answering button to on.

Incoming fax calls will now be handled automatically by Apple Fax. Reception happens in the background, so the Apple Fax window does not have to be in front, or even open, in order to receive a fax.

Chapter 1

Checking for received faxes

When you look at Incoming view, received faxes are displayed in the order in which they were received, with the most recent at the top of the list. Faxes with a checkmark to the left of their name have been read; those with no checkmark are unread.

Read

Unread

Viewing and printing a fax

The Apple Fax main window is for managing sent and received faxes. To view, edit, or print a received fax, open it in a fax view window.

Apple Fax Quick Start

Opening a fax for viewing

To open and view a received (or sent) fax

1 Select the fax you want to read from the list of received (or

sent) faxes.

2 Click Open.

You can also double-click the icon of the fax you want to view.

The fax appears in a fax view window.

See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for a complete explanation of fax view windows and options.

Printing a fax

You can print a fax from the fax view window.

To print a fax that you have opened in a fax view window

1 Make sure that you have selected a printer in the Chooser

(not Fax Sender or Fax Sender GX).

2 Select Print from the File menu.

Chapter 1

Quick Fax

In many cases you may want to send a quick note or memo, essentially a cover sheet with some additional information in the Note field. Quick Fax allows you to send a fax of this type without preparing a document beforehand in a program such as a word processor.

You can also add other documents as enclosures and send them with your Quick Fax without opening the program that created them (although it must be installed on your hard disk). Sending a Quick Fax with an enclosure is the fastest way to send a document when the program that created it is not open.

Both of these types of Quick Fax are explained in the following sections.

Sending a single sheet Quick Fax

To send a single sheet Quick Fax

1 Click the Quick Fax button in the Apple Fax window. (Quick

Fax is available in both the Outgoing and Incoming views.)

Quick Fax

Apple Fax Quick Start

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