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Apple Fax
User’s Guide
KApple Computer, Inc.
©1996 Apple Computer, Inc. and its licensors. All rights reserved.
©1996 AirGo Communications, Inc. and Dayna Communications, Inc. All rights 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.
© 1996 Apple Computer, Inc. 1 Infinite Loop
Cupertino, CA 95014-6299 (408) 996-1010
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.
C O N T E N T S
Preface How to use This Book xi
Part I
Chapter 1 Apple Fax Quick Start |
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Sending a fax 2 |
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Faxing is like printing |
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Preparing your document |
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Setting preferences |
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Choosing Fax Sender or Fax Sender GX |
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Addressing your fax |
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Cover page information |
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Previewing your fax |
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Sending your fax |
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Monitoring the status of your fax |
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Apple Fax status information |
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Apple Telecom Status program |
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Fax log information |
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Receiving a fax 14 |
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Preparing to receive faxes |
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Checking for received faxes |
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Viewing and printing a fax |
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Opening fax for viewing |
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Printing a fax |
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Quick Fax |
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Sending a single sheet Quick Fax |
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Adding enclosures |
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Addressing a Quick Fax |
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Chapter 2 Apple Fax Main Window |
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Accessing Apple Fax |
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Apple Fax main window |
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Outgoing view |
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Understanding the display information |
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Viewing recipient information |
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Deleting a fax that has been sent |
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Sorting faxes that have been sent |
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Readdress, Resend, and Merge |
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Opening and viewing a fax that has been sent 31 |
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Incoming view |
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Understanding the display information |
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Editing the name of a received fax |
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Sorting faxes that have been received |
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Forwarding a fax that has been received 33 |
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Deleting a fax that has been received |
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Opening and viewing a fax that has been received 35 |
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Using the button bar |
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Quick Fax |
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Address Book 38 |
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Log |
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Apple Telecom Status |
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Preferences |
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Contents |
Part II
Chapter 3 Fax Send Advanced Options 45
Sending faxes using Fax Sender 46
Choosing Fax Sender |
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Fax Sender Page Setup |
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Entering cover page information |
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Selecting a cover page |
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Preview options 53 |
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Fax Sender Options |
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Setting send time |
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Setting your location |
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Using manual dialing |
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Sending faxes using Fax Sender GX |
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Choosing Fax Sender GX |
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Fax Sender GX Page Setup |
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Print dialog options |
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Addressing your fax |
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Print time and send time |
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Drag and drop fax send |
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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 |
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Chapter 4 |
Fax Receive Advanced Options 71 |
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Receiving a fax |
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Setting Apple Fax to receive |
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Checking for received faxes |
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Receiving manually 74 |
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Opening a received fax document |
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Forwarding received faxes 76 |
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Forwarding multiple faxes using Merge 77 |
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Chapter 5 Viewing, Editing, and Printing |
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Faxes 79 |
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Opening a fax |
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Viewing a fax |
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Moving around a document |
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Changing the page orientation 82 |
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Scaling the view |
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Printing a fax |
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FastPrint |
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Editing a fax 84 |
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Copying, cutting, or clearing a page 84 |
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Pasting a page |
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Selecting a portion of a page |
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Converting a fax to a PICT file 87
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Contents |
Optical Character Recognition 88 |
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OCR Dictionaries |
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OCR tips 89 |
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Working with OCR |
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Converting part of a document to text |
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Converting a page of a document to text 91 |
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Converting a whole document to text |
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Chapter 6 Creating and Managing Cover
Pages 93
Customizing cover pages |
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Cover page fields and labels |
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Creating a new cover page |
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Using the tool bar |
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The Selection tool |
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The Text tool |
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The Field tool |
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The Scale tools |
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The Graphic tool |
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Customizing fields |
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Positioning and resizing fields 98 |
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Modifying fields |
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Using the grid and aligning fields 100 |
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Creating fields |
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Editing label text |
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Adding graphics 105 |
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Installing cover pages |
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Removing cover pages |
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Contents |
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Chapter 7 Using the Apple Fax Log |
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Viewing the fax log |
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Fax log information |
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Printing the fax log |
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Saving the fax log 110 |
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Clearing the fax log |
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Chapter 8 Apple Fax Preferences |
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Apple Fax Preferences |
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Accessing preferences |
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Notification preferences 115 |
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Modem preferences |
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Log preferences |
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OCR preferences |
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Personal preferences |
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Reverting and saving preferences 124 |
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Contents |
Chapter 9 |
Using Apple Fax Gateway 125 |
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About Apple Fax Gateway |
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Configuring Apple Fax Gateway 127 |
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Adding fax services to your Key Chain |
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Configuring fax services |
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Using Apple Fax Gateway 129 |
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Sending fax documents |
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Adding fax addresses to your PowerTalk |
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information cards 130 |
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Receiving fax documents with PowerTalk |
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Opening received fax documents 132 |
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Problem alerts |
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Index 135
Contents |
ix |
P R E F A C E
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.
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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.
mChapter 4 covers fax receive advanced features.
mChapter 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
mSystem 7.1 or later
ma communications device compatible with Apple Fax
To use the drag and drop capabilities in Apple Phone you also need
mSystem 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
mApple Address Book
xii |
Preface |
Part I |
C H A P T E R
1
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
msending a fax
mreceiving and printing a fax
musing 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.
1
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.
1Open the Telecom Applications folder, then open the Fax Folder, then open “My First Fax” by double-clicking it.
It opens as a SimpleText document.
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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
1Choose Apple Telecom Status from the Apple (K) menu. Apple Telecom Status opens.
Apple Fax icon
2Click 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 |
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3Read the introductory text, then click Next or select “Choosing a Modem” from the Topics pop-up menu.
The “Choosing a Modem” panel appears
4Choose 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.
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Chapter 1 |
The “Changing your settings” panel appears.
5The 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 |
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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.
1Open the Chooser from the Apple (K) menu. The Chooser appears.
2From the panel on the left, select Fax Sender GX if you have QuickDraw GX installed as part of your system. Otherwise, select Fax Sender.
3If 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.
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Chapter 1 |
4Close 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 |
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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.
1Choose 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
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Chapter 1 |
2Make 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.
3Type 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.
1If you want a cover page, select a cover page from the Cover Page pop-up menu.
2If 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 |
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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.
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Chapter 1 |
Sending your fax
You can send your fax from the preview dialog box or from the Fax Sender print dialog box.
1Click 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.
1Click the Outgoing button in the main window to display Outgoing view.
Apple Fax Quick Start |
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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.
1Click 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.
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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
1Click 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 |
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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
1Click the Incoming button to display Incoming view.
2Set 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.
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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 |
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Opening a fax for viewing
To open and view a received (or sent) fax
1Select the fax you want to read from the list of received (or sent) faxes.
2Click 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
1Make sure that you have selected a printer in the Chooser (not Fax Sender or Fax Sender GX).
2Select Print from the File menu.
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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
1Click 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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