Apple Fax User Manual

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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.

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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 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

The Quick Fax window appears.

2 Enter the text you want to appear in the Subject field of the

cover page.

The Subject text you enter is also used to identify the fax in Outgoing view in the Apple Fax main window.

3 Select the cover page you want to use for your Quick Fax

from the Cover Page pop-up menu.

4 Enter the fax number of your recipient in the “Other

recipient number” field if you don’t have an address book entry for your recipient.

Addressing a Quick Fax to one or more recipients for whom you have address book entries is discussed later in the section “Addressing a Quick Fax”.

5 Enter the note or memo text that you want to appear in the

Note field of the cover page in the text field.

6 Click Send.

These are the only steps you need in order to send a single sheet Quick Fax with your text in the Note field.

Chapter 1

Adding enclosures

You can add documents created by a program such as a word processor or paint program as enclosures to a Quick Fax. When you enclose a document in a Quick Fax, Apple Fax tells the program that created it to open it and print (fax) it during the send process. You must have the program installed on your hard disk in order to send its documents as enclosures.

Quick Fax enclosures work with any program that supports printing through the Print Apple Event. Most programs that print support the Print Apple Event.

To add one or more enclosures to a Quick Fax

1 Click the Enclosures button in the Quick Fax window.

The file selection dialog box appears.

2 Navigate to the folder that contains the document you want

to enclose, if necessary.

3 Double-click the file that you want to enclose, or select it,

then click Add.

Apple Fax Quick Start

You can repeat these steps for as many enclosures as you wish. Each time you add a file, its name appears in the enclosures list. To remove a file from the list, select it, then click Remove.

The Quick Fax file selection dialog box supports Drag and Drop. You can drag files from the Finder into the “Files to add” field as an alternative to steps two and three.

4 When you have finished adding enclosures, click Done.

Addressing a Quick Fax

If you want to send a Quick Fax to a recipient or list of recipients for whom you already have entries in your address book, you can choose them from the recipients dialog box instead of typing a number into the “Other recipient number” field.

To address a Quick Fax to recipients from one or more address books

1 Click the Recipients button in the Quick Fax window.

The Address Book dialog box appears.

Click here to select another address book.

2 If necessary, select the address book you want to use by

clicking the icon and choosing from the list of registered address books.

Chapter 1

3 For each recipient, select the corresponding entry in the

scrolling list, then click To.

4 When you have added all recipients to the list, click Done.

You can add new entries to the current address book by clicking New; you can edit an existing entry by selecting it and clicking Edit.

See also: Apple Address Book User’s Guide for a complete explanation of creating, editing, and managing address books.

Apple Fax Quick Start

CHAPTER

Apple Fax Main Window

In this chapter

This chapter covers the Apple Fax main window, which serves as a central location for displaying information about faxes you send and receive, managing faxes, and accessing frequently used features of Apple Fax and related programs.

m Apple Fax main window m Outgoing fax view m Incoming fax view m Managing faxes m Using the button bar to access features of the Apple Fax

program and related programs

Accessing Apple Fax

When you install the Apple Telecom software, the Installer places Apple Fax in Fax Folder in the Telecom Applications folder on your hard disk. You can start Apple Fax by doubleclicking its icon.

Apple Fax is also available from the Apple Telecom Status program. For your convenience, Apple Telecom Status is installed in the Apple (K) menu.

To access Apple Fax

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

2 Click the fax machine icon or choose Open Apple Fax from

the File menu.

Apple Fax main window

The Apple Fax main window presents two different views— Outgoing and Incoming. You can switch between them by clicking the Outgoing and Incoming buttons in the main window. Depending on the view you choose, the buttons and options available in the main window change. In either view information about sent or received faxes is displayed. The following sections cover both views, first Outgoing, then Incoming.

You can resize the main window in the vertical direction, by dragging the grow box in the lower right corner. Clicking the zoom box in the upper right corner toggles the window size between full screen and the smallest size you have used. Clicking the close box in the upper left corner closes Apple Fax main window. You can reopen it by selecting Apple Fax from the Windows menu.

Chapter 2

Outgoing view

Outgoing view shows you information about faxes you have sent or those waiting to be sent. You can also access information of about the recipient or recipients of any fax.

Understanding the display information

Faxes that have been sent or are waiting to be sent are shown in the order that they were sent or are scheduled to be sent, with the most recent first. You can view them in reverse order, oldest first, if you wish. See “Sorting faxes that have been sent” later in this chapter.

Apple Fax shows you the name, date and time, number of pages, and status of each fax. The name, which you can edit if you like, is the name of the document as it was sent with Fax Sender or Fax Sender GX, or the text you entered in the Subject field of a Quick Fax.

Apple Fax Main Window

The status of a fax is Sent for a fax that has been sent successfully, Deferred for a fax that is waiting to be sent at a later time, or Failed, if the fax could not be sent for some reason. For a Failed fax, Apple Fax shows you the number of recipients to whom the fax could not be sent. For example, Apple Fax shows a status of “1 of 3 failed” for a fax that you sent to three recipients and was sent successfully to two of them. In addition, the icon at the far left of the display is different depending on the status.

Deferred fax

Failed fax

Successfully

sent fax

Chapter 2

Viewing recipient information

In order to keep the status information from becoming cluttered, information about the recipient or recipients is hidden by default and shown only when you specifically choose to do so.

To display recipient information about a fax in the list

1 Click on the small triangle to the left of the fax icon.

The recipient list for the fax opens and each recipient or group of recipients to whom the fax was addressed is shown.

Apple Fax shows the name, fax number, and status for each recipient on a separate line.

2 For a recipient that is a distribution list entry, click on the

small triangle to the left of the name to display each recipient in the group individually.

3 To get more information about a recipient, double-click the

recipient, or select the recipient, then choose Recipient Info from the Fax menu or click the Open button.

Apple Fax Main Window

A recipient Info window appears.

For a fax that is waiting to be sent, you can edit the fax number or the send time. You cannot change this information for faxes that have already been sent.

Deleting a fax that has been sent

Fax documents that you send and receive are saved in a special fax image format. You can keep as many sent and received fax documents as you have disk space to hold. However, you might want to delete faxes that you no longer need.

To delete faxes from the list

1 Select the faxes you want to delete. You can select multiple

faxes by shift-clicking (hold down the Shift key as you click).

2 Click Delete.

A dialog box asks you to confirm.

3 Click OK.

The selected faxes are deleted. You can also delete a fax by dragging it from the main window to the trash.

Chapter 2

Sorting faxes that have been sent

You can sort the list of sent faxes by document name, date, number of pages, or status. Date is the default sort criterion and it is the one that you will likely use most of the time.

To choose a sort criterion

1 Click on a column name (Document, Date, Pages, or Status)

to sort the list by that criterion. To sort in reverse order, from the end of the alphabet or oldest fax, for example, option-click the appropriate column.

Readdress, Resend, and Merge

In Outgoing fax view, the button next to the Print button is named Readdress, Resend, or Merge, depending on the faxes selected from the list.

If you select a fax that is waiting to be sent, the button is named Readdress. It lets you modify the recipient list for the waiting fax before it is sent.

If you select a fax that has already been sent, the button is named Resend. It lets you resend the fax to the same or different recipients.

Apple Fax Main Window

If you select multiple faxes, the button is named Merge. It lets you combine several faxes into a single fax and send the combined document to one or more recipients.

When you select one or more faxes and click Resend, Readdress, or Merge, a window similar to the Quick Fax window appears.

You can fill in or change the various options and then click Resend, Readdress, or Merge.

Chapter 2

Opening and viewing a fax that has been sent

You can open a sent fax into a fax view window for editing or printing by selecting it and clicking Open or by double-clicking it.

See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for more information.

Apple Fax Main Window

Incoming view

Incoming view shows you information about faxes that you have received.

Understanding the display information

Received faxes are shown in the order that they were received, most recent first. You can view them in reverse order, oldest first, if you wish. Apple Fax shows you the document name, the date and time of reception, and the number of pages for each received fax. Apple Fax names received faxes using the sender information (provided by the sending machine, also called station ID by some fax machines) and the date.

Chapter 2

Editing the name of a received fax

You can edit the name of a received fax by selecting the text you want to edit and then typing the new information. Since the sender information is often a phone number, this allows you to change it to something more easily identifiable.

Sorting faxes that have been received

You can sort the list of received faxes by document name, date received, or number of pages. Date is the default sort criterion and it is the one that you will likely use most of the time.

To choose a sort criterion

1 Click on a column name (Document, Date, or Pages) to sort

the list by that criterion. To sort in reverse order, optionclick the appropriate column.

Forwarding a fax that has been received

You can forward a fax that you have received by selecting it and clicking Forward. The Forward button functions in a similar manner to the Readdress, Resend, and Merge buttons discussed in the section on Outgoing fax view.

To forward a fax

1 Select the fax you want to forward, then click Forward.

Apple Fax Main Window

The Forward Fax window appears.

2 Enter the information you want, then click Forward.

Deleting a fax that has been received

Deleting received faxes works in the same way as deleting sent faxes.

To delete faxes from the list

1 Select the faxes you want to delete. You can select multiple

faxes by shift-clicking (hold down the Shift key as you click).

2 Click Delete.

A dialog box asks you to confirm.

3 Click OK.

The selected faxes are deleted. You can also delete a fax by dragging it from the main window to the trash.

Chapter 2

Opening and viewing a fax that has been received

You can open a received fax into a fax view window for editing or printing by selecting it and clicking Open or by double-clicking it.

See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for more information.

Apple Fax Main Window

Using the button bar

The Apple Fax main window contains a button bar that lets you navigate easily to other parts of the program and links Apple Fax to closely related programs, such as Apple Address Book and Apple Telecom Status. It gives you a visual reminder of several key fax-related functions and makes them quickly accessible.

Apple Address Book

Telecom Status

Quick Fax

Apple Fax log

Each of the buttons in the button bar is explained in the following sections.

Preferences

Chapter 2

Quick Fax

The Quick Fax button opens the Quick Fax window.

See also: Chapter 1, “Apple Fax Quick Start” for a step-by-step tutorial on sending a Quick Fax, with or without enclosures.

Apple Fax Main Window

Address Book

The Address Book button in the button bar opens the Apple Address Book program, if it is not already open, and brings it to the front. The Apple Address Book program allows you to create entries for individuals, companies, and distribution lists. It stores all of the necessary address, phone, and fax information about them in a single place that can be accessed by several different programs, including Apple Fax.

See the Apple Address Book User’s Guide for a complete explanation of all of the Address Book editing and management options.

Chapter 2

Log

The Log button lets you access the Apple Fax log. All outgoing and incoming fax transmissions have entries in the fax log.

See also: Chapter 7, “Apple Fax Log” for a complete explanation of fax log options, and “Log preferences” in Chapter 8, “Apple Fax Preferences” for more information on setting log preferences.

Apple Fax Main Window

Apple Telecom Status

The Apple Telecom Status button in the button bar opens the Apple Telecom Status program, if it is not already open, and brings it to the front. It gives detailed status information about modem activity, which is updated continuously according to the action in progress.

Shows Current status

Cancels current activity

Opens Apple Phone Opens Apple Fax

Apple Telecom Status is a separate program. It is not part of Apple Fax. You can leave it open even when the Apple Fax main window is not open. This can save screen space; the Apple Telecom Status program lets you check on fax activity, so that you only open the Apple Fax main window when needed. You can use Apple Telecom Status to open Apple Fax or Apple Phone, or to cancel the current activity.

The Apple Telecom Status window can be shown in expanded or collapsed view. To expand or collapse it, click the zoom box in the upper right corner.

Chapter 2

Preferences

The Preferences button lets you access the Preferences window. You can use the preference settings to configure Apple Fax for your particular environment and preferred way of working.

See also: Chapter 8, “Apple Fax Preferences” for more information on setting preferences.

Apple Fax Main Window

Part II

CHAPTER

Fax Send Advanced Options

In this chapter

Apple Fax contains many advanced features for sending faxes using Fax Sender and Fax Sender GX. These features are covered in this chapter, including

m sending faxes using Fax Sender m sending faxes using Fax Sender GX m recipients and recipient lists

Sending faxes using Fax Sender

You can send any document that can be printed as a fax using either Fax Sender or Fax Sender GX, depending on your system configuration. If you have QuickDraw GX installed as part of your system, you will send faxes using Fax Sender GX, which is covered later in this chapter. Otherwise, you will use Fax Sender, which is covered in this section. Fax Sender and Fax Sender GX are system software that allow you to send faxes, in the same way that you print documents, from any program that supports printing.

Choosing Fax Sender

Before sending a fax using Fax Sender, you need to select Fax Sender to image your document, just as you would a printer. There are two ways to select Fax Sender.

To select Fax Sender temporarily (just for imaging and transmitting the current document) without changing anything in the Chooser

1 Hold down the Control and Shift keys while choosing Page

Setup or Print from the File menu of your program.

The Fax Sender page setup or print dialog box appears. When you finish sending your fax, the printer or other device that was previously selected in the Chooser remains selected and will be used for subsequent printing.

Important This shortcut works only with Fax Sender. It

does not work with Fax Sender GX; to use Fax Sender GX, create a desktop printer icon instead.

Chapter 3

You can also make Fax Sender the selected output device, just as you might select a printer. When Fax Sender is the selected output device, each time you print from a program or from the system your document is sent as a fax instead of being printed.

To make Fax Sender the selected output device

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

The Chooser appears.

2 Select Fax Sender from the upper left panel.

3 Close the Chooser.

Fax Sender remains selected until you choose another device in the Chooser.

Note: If you plan to print to a printer and only occasionally

send faxes, you should leave your printer selected in the Chooser and use the Control-Shift shortcut for selecting Fax Sender when you want to send a fax.

Fax Send Advanced Options

Fax Sender Page Setup

You select the options that are specific to imaging your document as a fax, such as page size, orientation, and quality, from the Fax Sender Page Setup dialog box.

To access the Fax Sender Page Setup dialog box

1 Make sure that Fax Sender is selected in the Chooser.

2 Select Page Setup from the File menu of your program.

As a shortcut for steps 1 and 2, hold down the Control and Shift keys while choosing Page Setup from the File menu.

The Fax Sender Page Setup dialog box appears.

The page setup options are explained in Table 3-1.

Chapter 3

Table 3-1 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 Highest image quality, but longest to

send.

Standard Normal image quality. Fastest to send.

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.

Fax Send Advanced Options

Entering cover page information

You can include information about yourself, the sender, along with the recipient information on the cover pages of the faxes that you send. This information can include your name, address, voice and fax numbers, fax header, subject, and a text note for your fax. The fax header information, sometimes referred to as the station ID, can be up to 20 characters long. It appears on each page of the faxes that you send to fax machines or fax modems that support this feature.

The information about you for cover pages is entered and managed in the Apple Fax Personal preferences.

To enter cover page information

1 Choose Preferences from the Edit menu or the Windows

menu or click the Preferences button in the button bar.

The Preferences window appears.

2 Click Personal in the panel on the left to select the Personal

preferences.

The Personal preferences panel appears.

Chapter 3

3 Enter the information about yourself as you would like it to

appear on the cover page of faxes you send.

4 Click OK to confirm your settings and close the Preferences

window.

The information that you enter here is automatically filled in by Fax Sender or Fax Sender GX when you send faxes that have cover pages.

Note: If you have already entered your personal information

into the Personal preferences of Apple Address Book, you do not need to reenter it in the Apple Fax Personal preferences. Apple Fax will use the information from the Apple Address Book preferences. When you change the information in one place, it is updated in the other.

Fax Send Advanced Options

Selecting a cover page

You can choose a cover page to be sent with your fax, or you can choose to have no cover page. Several sample cover pages are provided for you; they are installed when you install the Apple Fax program. In addition, you can create and install as many customized cover pages as you like.

See also: Chapter 6, “Creating and Managing Cover Pages” for a complete explanation of creating and managing cover pages.

You can select a cover page from the Fax Sender dialog box or Quick Fax window that appears whenever you send, readdress, resend, merge, or forward fax documents.

Choose cover page

from this pop-up menu

To select a cover page for a fax document from the Fax Sender dialog box or Quick Fax window

1 Select the cover page (or None, if you don’t want any cover

page) from the Cover Page pop-up menu.

All installed cover pages appear in the pop-up menu.

Chapter 3

Preview options

You can preview any fax or Quick Fax document to see how it will appear to the recipient when you send it.

To preview a fax from the Fax Sender dialog box or Quick Fax window

1 Click Preview.

Your fax is imaged and displayed as it will appear when you send it.

2 Use the scroll bar to navigate from page to page.

Fax Send Advanced Options

3 Use the Scale icons in the lower left corner to set the

display size.

4 When you have finished previewing your fax, click Send to

send it as it is, or click Cancel.

Important If you click Cancel from a Quick Fax preview,

you return to the Quick Fax window. If you click Cancel from a Fax Sender preview, you return to the program that created the document you were previewing. You do not return to the Fax Sender print dialog box.

Fax Sender Options

If you want to send your fax at a later time, you can set the send time in the Fax Sender Options dialog box.

Setting send time

Fax Sender can send your fax immediately or at a later time and date you specify. Send Immediately is the default since you will probably most often want to send faxes immediately once they are prepared and addressed. However, you may want to set a specific send time if your recipient is in another time zone or if you want to take advantage of reduced long-distance toll charges during certain hours.

Chapter 3

To set the send time for a fax from the Fax Sender dialog box or Quick Fax window

1 Click Options.

The Options dialog box appears.

2 Click the Send At radio button.

3 Set the time and date you want by selecting what you want

to change and using the up and down arrows.

The time and date you set must be later than the current time and date.

4 Click OK.

The Options dialog box closes and you return to the Fax Sender dialog box or Quick Fax window.

5 Click Send.

Your fax is imaged when you click Send and placed into the Waiting to be Sent folder. You can see in the main window Outgoing fax view that your fax has a status of Deferred. At the time you selected, the modem dials your recipient and transmits your fax.

Important Your computer must be on at the

specified time.

Fax Send Advanced Options

Setting your location

Apple Fax uses the Location preferences settings in Apple Address Book to take into account where you are “dialing from” when you make an outgoing call.

Let’s assume, for example, that you are sending a fax to a number in New York City that is stored in your address book as 1-212-324-1005. If you set your location to New York, Apple Fax knows that the “1” and the “212” area code are unnecessary and dials only the local number (324-1005). If you are in New Orleans, Apple Fax dials “1”, then the “212” area code for New York, then the local number. By the same token, if you store a number in Paris as 33-1-45 75 09 85, this entire number is dialed when your location is set to New York. But, if you are in Paris (and set your location to Paris in the address book), Apple Fax dials only the local number (45 75 09 85).

The location feature lets you keep all necessary information for each entry in your address book and uses intelligence about your current location to dial only the numbers necessary for a given call.

You could also create a location that has a special prefix, such as 0 or 9, to get an outside line from an office.

You set your location in the Apple Address Book Preferences. Apple Fax only uses the information stored there.

Chapter 3

To set your location

1 Click the Address Book button to open Apple Address Book.

Address Book

2 Choose Preferences from the Edit menu.

3 Click Locations to display the Locations panel.

4 Enter the desired location information.

5 Select your current location, then click Current.

6 Click OK to confirm your settings.

You need to remember to change the location when you move from place to place in order to take advantage of intelligent dialing.

Numbers that you type into the Other Recipient Number field are dialed exactly as you enter them, regardless of the location setting.

Important Changing your location for intelligent dialing

purposes does not change the settings or capabilities of your modem. The country configuration of your modem is dependent on the hardware, not on your location setting.

See also: Apple Address Book User’s Guide for more information about setting the Location preferences.

Fax Send Advanced Options

Using manual dialing

Apple Fax can send faxes using either automatic or manual dialing. Most dedicated fax machines use automatic dialing. This is the default method, since it is the setting you will probably use most of the time. Automatic dialing offers the convenience of using Apple Address Book and all of the recipient and distribution list features of Apple Fax. When you use manual dialing, you dial your recipient’s fax number yourself using your handset.

You set the default dialing method in the Personal preferences.

See also: Chapter 8, “Apple Fax Preferences” for a description of how to set the Personal preferences.

Note: Manual dialing may not be available in certain

hardware configurations and in certain countries. To send a fax using manual dial

1 Make sure that you have chosen Manual as the default

dialing method in the Personal Preferences.

2 Choose Print from the File menu.

The Fax Sender dialog box appears.

Chapter 3

3 Choose a recipient or type a number in the “Other Recipient

Number” field.

4 Click Send.

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

5 Select Apple Telecom Status from the Application menu.

The Manual Dial dialog box appears.

6 Follow the instructions in the Manual Dial dialog box.

m Dial your recipient’s fax number from your handset. m Click Send when you hear your recipient’s fax tone.

Fax Send Advanced Options

Sending faxes using Fax Sender GX

Choosing Fax Sender GX

1 Select Chooser from the Apple (K) menu.

The Chooser dialog appears.

2 Scroll, if necessary, in the upper left panel until Fax Sender

GX is visible.

3 Click the Fax Sender GX icon to select it.

4 Click the Create button in the lower right corner.

This creates a desktop printer icon for Fax Sender GX. Using desktop printer icons for drag-and-drop printing is discussed later in this chapter.

5 Click the close box in the upper left corner to close

the Chooser.

Documents printed by programs will now be sent as faxes by Fax Sender GX.

Chapter 3

Fax Sender GX Page Setup

Before sending your document, you need to select the appropriate Page Setup options.

1 Select Page Setup from the File menu.

The Fax Sender GX Page Setup dialog box appears.

2 To see more options, click More Choices.

3 Select the Paper Type, Orientation, and Scale settings you

want. Be sure that Fax Sender GX is selected in the “Format for” pop-up menu.

4 Click Format.

Fax Send Advanced Options

Print dialog box options

You are now ready to send your fax.

1 Select Print from the File menu.

The Fax Sender GX print dialog box appears.

2 To see more options, click More Choices.

3 Select the General print icon in the upper left corner if it is

not already selected.

4 Be sure that Fax Sender GX is selected in the “Print to” pop-

up menu.

Chapter 3

5 Select the fax quality (Fine, Standard, or Bitmap Alignment)

you want from the Quality pop-up menu.

See also: “Fax Sender Page Setup” earlier in this chapter for an explanation of the quality settings.

6 Click Fax.

Fax Sender GX images your fax. When imaging is complete, the Fax Sender print dialog box appears.

You still need to set the transmission options, such as the recipient’s fax number and cover information.

Addressing your fax

1 Choose recipients, fill in cover information, and select

transmission time, if you want to send your fax at a later time.

2 Once you have addressed your fax, Click Send.

If you have selected Send Immediately (the default setting) in the Fax Sender Options dialog box, your modem dials and transmits your fax.

Fax Send Advanced Options

Print time and send time

QuickDraw GX allows you to set the print time by selecting the Print Time panel in the Print dialog box. This feature is more useful for printing than for faxing, since Fax Sender already allows you to specify the send time.

The time you set here is the time at which your document is passed to Fax Sender GX for processing. The send time that you set in the Fax Sender Options dialog box is the time at which the modem dials your recipient’s fax number and transmits your fax over the phone line.

Important If you want to send your fax at a specified time,

you should set the time in the Fax Sender Options dialog box rather than in the Print dialog box. Leave Print Now set in the Print Time panel of the print dialog box.

Drag-and-drop fax send

One of the most powerful features of QuickDraw GX is drag-and-drop printing. You create a desktop printer icon for a printing device, then simply drag documents and drop them onto the icon for printing. You can send faxes the same way using Fax Sender GX.

Chapter 3

If you followed the steps at the beginning of this chapter, you have already created a desktop printer icon for Fax Sender GX. Once you have created a desktop printer icon for Fax Sender GX, you can simply drag a document and drop it onto the Fax Sender GX icon to send the document as a fax.

Sending a fax is just like printing, except that when you use drag and drop to send a fax there is one additional step—addressing your fax. When you drop a document onto the Fax Sender GX desktop printer icon, the Fax Sender dialog box appears, so that you can choose your recipient or recipients just as you would ordinarily.

Using Fax Sender GX on an AppleTalk

network

Using Fax Sender GX, you can set up one machine on an AppleTalk network to be a central server for sending faxes. Other users on the network can then send faxes without having the modem hardware installed in their computers.

In order to do this, the server must have the appropriate modem hardware installed. Both the server and client machines must have the Apple Fax software installed.

Sharing a fax server

Once you have created a desktop printer icon for Fax Sender GX on the server, you can share access to it across the AppleTalk network just as you might share a hard disk or CD-ROM drive. See your Macintosh documentation for details on the sharing process.

Fax Send Advanced Options

If you are sharing your modem on an AppleTalk network, try to minimize the time you spend previewing faxes. While you are previewing, remote Fax Sender GX users are temporarily blocked.

Sending a fax from a network client

Once a fax send server has been created and shared on your AppleTalk network, other users on the network can access it as a client, provided that they have the necessary access privileges.

When these conditions are met, sending a fax as a network client is no different from sending a fax from your local Macintosh. The only exception is that you must select Servers in the “Connect via” pop-up menu in the Chooser dialog.

Important When a transmission problem occurs, the error

is reported on the server, that is, the Macintosh that has the modem hardware installed. Therefore, if you send faxes as a network client, you should check the fax log of the server frequently to verify that your faxes have been sent correctly.

Chapter 3

Recipients and recipient lists

Apple Fax offers a rich variety of features for sending faxes to individuals and groups. If you frequently send faxes to the same group of recipients, you can create a distribution list entry that contains all of the individual or company entries in the list and send a fax to all of them simply by dragging the distribution list to the Recipients field of the Fax Sender print dialog or Quick Fax window. You can also send the same fax to individuals, companies, and distribution lists in any combination by dragging their address book entries to the Recipients field.

To address a fax to a list of individual, company, and distribution list recipients

1 Prepare to send your fax by clicking the Quick Fax button or

by choosing Print from the File menu of another program. Fax Sender or Fax Sender GX must be selected in the Chooser, or you can hold down Control-Shift while choosing Print if you are using Fax Sender.

Fax Send Advanced Options

The Fax Sender or Quick Fax print dialog appears.

2 Click the Recipients button.

An Address Book dialog box appears, showing you a scrolling list of the entries in the current address book.

Individual entry

Company entry

Chapter 3

3 To choose a different address book, click the icon to the left

of the current address book name.

A file selection dialog box opens showing the last folder selected.

4 Choose the address book that you want to use if it is shown.

Otherwise, click Browse to locate it in another folder.

5 For each individual, company, or distribution list entry you

want to receive your fax, either drag the entry from the address book to the Recipients field of the print dialog box, or select the entry, then click To.

You can also add new entries by clicking New and entering the information for a new entry, and you can edit an entry by selecting the entry and clicking Edit. Although the address book entries are managed by the Apple Address Book program, changes you make within Apple Fax are reflected the next time you open the address book with the Apple Address Book program.

Important Address books may be used by other programs.

Remember that any modification that you make will affect other programs that share the address book you are editing.

Fax Send Advanced Options

6 When you have added all of your recipients to the Recipients

field, click Done.

Your fax is now ready to send to each recipient, including all of the entries that make up a distribution list entry, when you click Send.

See also: Apple Address Book User’s Guide for a complete explanation of creating, editing, and managing the address books that are used by Apple Fax and other programs.

Chapter 3

CHAPTER

Fax Receive Advanced Options

In this chapter

This chapter introduces you to the advanced options for fax reception, including

m setting up to receive faxes automatically m checking for received faxes m receiving a fax manually m opening a received fax document m forwarding a received fax to another recipient

Before you begin

This chapter expands on the material presented in Chapter 1, “Apple Fax Quick Start”, and introduces some additional options for receiving faxes. In order to understand the material presented in this chapter, you should already be familiar with Chapter 1.

Receiving a fax

Apple Fax allows you to receive faxes automatically or manually, as well as to view, edit, and print them. You can also convert a received fax document to text using optical character recognition (OCR), and forward a received fax to one or more recipients.

Setting Apple Fax to receive

You will probably most often want to receive faxes automatically. When set to receive automatically, Apple Fax functions like a dedicated fax machine as long as your computer is turned on. You can receive faxes unattended while you are away from your computer, and you can receive them in the background while you are doing other work. The Apple Fax window does not have to be in front, or even open, in order to receive a fax.

In order to receive a fax automatically, you need to set Apple Fax to answer incoming calls automatically (Fax Answering on).

To set Apple Fax to receive faxes automatically

1 Click the Fax Answering button in the main window so that it

moves to the “on” position.

Apple Fax will now receive incoming faxes automatically, even if the Apple Fax main window is not open or if you quit the program.

Chapter 4

Checking for received faxes

You can choose what Apple Fax does when you receive a fax. According to the choice you make in the Notification Preferences, Apple Fax can open the Apple Telecom Status program when you receive a fax.

See also: “Notification preferences” in Chapter 8 for an explanation of this option.

Even if you choose to have no notification for incoming faxes, you can easily check to see if any have been received. To check for received faxes

1 Click the Incoming button in the Apple Fax main window to

display Incoming view.

Received fax indicator

A blinking indicator in the Incoming button tells you that you have received one or more new faxes.

Fax Receive Advanced Options

Received faxes are displayed in a scrolling list, sorted according to the criterion you choose. If you leave the default, Date, your faxes are displayed in the order they were received, most recent first. You can easily distinguished new, unread faxes from faxes you have read because a checkmark appears to the left of the icon of all faxes that have been read.

Receiving manually

Apple Fax allows you to receive faxes manually if you need to do so. Although you will ordinarily want to receive faxes automatically, there may be circumstances that necessitate receiving manually, such as if your telephone and computer share the same line. In that case, you will want to answer incoming calls yourself using the handset and receive manually once you determine that the incoming call is a fax. Manual reception is only available when Fax Answering is set to off in the main window.

Chapter 4

To receive a fax manually

1 Make sure that Fax Answering is set to off.

2 Answer the incoming call using the handset.

3 When your correspondent is ready to send you a fax, choose

Receive Manually from the Fax menu.

The Receive Fax dialog box appears.

4 When you hear the fax tone, click Receive.

When reception is complete, the fax appears in the list of received faxes.

Opening a received fax document

To open a received fax document for viewing, editing, or printing

1 Make sure you are viewing the main window display in

Incoming fax view (click Incoming, if necessary).

2 Select the fax you want to open from the list, then click

Open; or, double-click the fax you want to view.

The fax opens in a fax view window.

See also: Chapter 5, “Viewing, editing, and printing faxes” for a complete explanation of all of the features available in fax view windows.

Fax Receive Advanced Options

Forwarding received faxes

You can easily forward a fax you have received to one or more recipients. You can also merge several fax documents and forward them as a single document. When you forward faxes, they do not need to be imaged since they are already in fax format. This makes forwarding a relatively quick operation, certainly quicker than sending the document from the program that created it.

To forward a received fax

1 Make sure you are viewing the main window display in

Incoming fax view (click Incoming, if necessary).

2 Select the fax you want to forward from the list, then click

Forward.

The Forward Fax window appears.

The options for forwarding a fax (cover information, recipients, etc.) are the same as for sending a fax.

Chapter 4

See also: Chapter 1, “Apple Fax Quick Start” and Chapter 4, “Fax Send Advanced Options” for a complete explanation of all of the features related to fax send (and fax forward).

Forwarding multiple faxes using Merge

If you select multiple received faxes in the main window list by shift-clicking or command-clicking, the Forward button becomes Merge. Merge works the same in Incoming fax view as it does in Outgoing fax view. The documents you select are merged into a single document and are forwarded to the recipient or recipients you choose. Merge works just the same as Forward, except that it combines multiple documents.

Note: Forward and Merge forward the document or

documents you select with their original cover pages as well as whatever new cover you choose in the Forward Fax or Merge Fax window. If you want to forward or merge received faxes without their original covers, remove the cover pages by cutting or clearing them in a fax view window and saving the documents before forwarding or merging them.

See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for an explanation of cutting and clearing pages from a fax.

Fax Receive Advanced Options

CHAPTER

Viewing, Editing, and Printing

Faxes

In this chapter

This chapter introduces you to the options for viewing and editing fax documents that you receive, including

m opening a fax m viewing a fax m printing a fax m editing the pages of a fax m selecting part of a fax to paste into a graphics document m converting a fax to PICT format m Optical Character Recognition (OCR)

Before you begin

You should be familiar with the information in Chapters 1 and 4 on receiving faxes.

Opening a fax

You can open a fax for viewing, editing, or printing in a fax view window. Ordinarily you will want to view and print received faxes, but all of the operations described here can apply to sent faxes as well. You can open as many documents as memory allows and move among them using the Windows menu. Each document that you open appears as an item in the Windows menu.

To open a fax document

1 Select the document in the list of faxes in the Apple Fax main

window, then click Open; or double-click the document.

Chapter 5

Viewing a fax

Once you have opened a document, you can view it in several different resolutions and in several orientations, as well as navigate from page to page. Most of the operations for changing the view are available from both the tool bar at the top of the fax view window and from the FaxView menu.

Page navigation

Page orientation

View scale

Moving around a document

OCR

Use the scroll bars to position a page in the window and to navigate between pages of a fax.

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

and horizontal scroll bars at the right and bottom of the Fax View window.

m To scroll pages, use the Next Page and Previous Page buttons

on the right side of the tool bar. The current page number is shown as a pop-up menu between these buttons. Use the buttons to move from page to page; use the pop-up menu to go to a particular page.

Viewing, Editing, and Printing Faxes

In addition to the paging buttons, the FaxView menu offers commands for changing pages

m Previous Page allows you to move backward one page.

Next Page allows you to move forward one page.

m m

Go To Page displays a dialog box for moving to a

specific page.

Changing the page orientation

The options in the tool bar and in the FaxView menu allow you to view your fax in whatever orientation you prefer.

The four orientation tools in the tool bar have the same functions as the orientation items in the FaxView menu.

Rotate left

Flip page

Rotate right

Flip all pages

To change the orientation, either click the appropriate tool or choose the appropriate command from the FaxView menu.

m Rotate left turns the current page 90 degrees

counterclockwise. (Option-click the tool to rotate all pages.)

m Rotate right turns the current page 90 degrees clockwise.

(Option-click the tool to rotate all pages.)

m Flip page rotates the current page 180 degrees. m Flip All pages rotates all pages 180 degrees.

Your last orientation operation can be undone using the Undo command in the Edit menu.

Chapter 5

Scaling the view

You can view the currently displayed page at several different scale settings—100%, 200%, 400%, and 800% of the actual size—using the Zoom In and Zoom Out buttons in the tool bar. The current scale is shown in a pop-up menu. Use the Zoom In and Zoom Out buttons to go to the next larger or smaller scale; use the pop-up menu to go directly to a particular scale.

Zoom Out

Printing a fax

Zoom In

Scale pop-up menu

You print a fax the same way you print any document. See “Print a Document” and “Printing Your Work” in the Macintosh Guide in the Guide menu or the documentation that came with your computer. Make sure the printer is selected in the Chooser.

FastPrint

Apple Fax includes a FastPrint feature for printing fax documents more quickly on PostScript printers. The speed of printing can be significantly improved, but FastPrint requires more memory (at least 1.5 Mb of additional memory). You may need to increase the memory size allocated to Apple Fax.

Viewing, Editing, and Printing Faxes

To increase the Apple Fax memory partition

1 Select Apple Fax in the Finder. 2 Choose Get Info from the File menu (x-I).

3 Increase the number in the Preferred size field by at least

1500 K.

To enable FastPrint

1 Check the FastPrint checkbox in the Apple Fax print dialog

box.

Important FastPrint only works with PostScript printers.

Editing a fax

You may need to recorde pages, eliminate pages, or combine pages from several faxes. Editing in fax view windows is similar to editing in other applications such as paint programs. Generally, edit operations in Apple Fax fax view windows affect an entire page. The page is the basic unit in a fax document. Because a fax is a graphic image, you cannot edit the text as you can in a word processor.

Copying, cutting, or clearing a page

Entire pages can be copied or cut to the clipboard for later use, or cleared from the document.

To copy, cut, or clear a page

1 Make sure you’re viewing the page you wish to work on. 2 Choose Copy (x-C), Cut (x-X), or Clear from the Edit

menu.

Chapter 5

Copy places the current page on the clipboard. Cut places the current page on the clipboard, removes it from the document, and decreases the page count by one. Clear removes the current page and decreases the page count by one.

The clipboard holds one page at a time. Be sure to paste the page into a Apple Fax or paint program document before copying or cutting another page.

Pasting a page

You can paste a cut or copied fax page into any Apple Fax or paint program document.

To paste a page

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

2 Display the page that will follow the page you want to paste

in.

3 Choose Paste (x-V) from the Edit menu.

Notice that the page count increases by one page and that Apple Fax places the page in front of the one previously displayed.

Viewing, Editing, and Printing Faxes

Selecting a portion of a page

Paste operations in Apple Fax only operate on entire pages. However, you can select a portion of a page for pasting into a document created by another graphics program. Apple Fax provides a selection rectangle tool for selecting and copying portions of documents.

1 Select the page you wish to copy from.

2 Move 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.

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.

4 Choose Copy Selection from the Edit menu.

Apple Fax places the selected image at current resolution in PICT format in the clipboard.

5 Make your graphics program document the active window,

then choose Paste from the File menu.

The selected image appears in your document.

Chapter 5

Converting a fax to a PICT file

Apple Fax allows you to save a fax in Apple Fax or in PICT file format using the Save As command. Apple Fax documents can be opened only by the Apple Fax program. PICT files can be opened by many graphics programs. In other words, the Save As command acts as a conversion tool for fax documents.

1 Choose Save As from the File menu.

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

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

3 Rename the document if you wish, then click Save.

The current page is converted to PICT format and saved.

CONVERSION FILE FORMATS USE

Apple Fax Can only be opened by Apple Fax

PICT 72 dpi Standard PICT format

PICT 200 dpi High definition PICT format

Text (OCR) Text format

Viewing, Editing, and Printing Faxes

Apple Fax User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual