Canon CFX-L3500 User Manual

CFX-L3500IF

Laser Multifunction System

MultiPASS

Desktop Manager for Windows NT

Version 3.01

Software User’s Guide

™

®

Copyright

This manual is copyrighted by Canon U.S.A. with all rights reserved.
Under the copyright laws, this manual may not be reproduced in any
form, in whole or part, without the prior written consent of Canon
U.S.A.

© Canon U.S.A., Inc. 1999. All rights reserved.

Disclaimer

Canon U.S.A., Inc. has reviewed this manual thoroughly in order that it
will be an easy to use guide to your MultiPASS Desktop Manager for
Windows NT for your Canon CFX-L3500 IF. All statements, technical
information, and recommendations in this manual and in any guides or
related documents are believed reliable, but the accuracy and
completeness thereof are not guaranteed or warranted, and they are not
intended to be, nor should they be understood to be, representations or
warranties concerning the products described.

Your MultiPASS and the software media included with your system
have been sold to you subject to the limited warranties set forth in the
warranty card and license agreement enclosed with the respective
product. All software is licensed AS IS, as described in the license
agreement enclosed with the software media. Further, Canon U.S.A.
reserves the right to make changes in the specifications of the products
described in this manual at any time without notice and without
obligation to notify any person of such changes.

Trademarks

Canon is a registered trademark and MultiPASS, ScanGear, and UHQ
are trademarks of Canon Inc.

All other product and brand names are registered trademarks,
trademarks, or service marks of their respective owners.

ENERGY STAR® COMPLIANT

As an ENERGY STAR® Partner, Canon U.S.A., Inc. has determined that this
product meets the ENERGY STAR® guidelines for energy efficiency.

ii Preface

Contents

Chapter 1 Introduction ....................................................................................................1-1

Desktop Manager Features: an Overview...................................................1-2

Desktop Manager Software Package ...........................................................1-3

System Requirements.....................................................................................1-5

About This Guide ...........................................................................................1-5

Conventions Used in This Guide ..........................................................1-6

Other User Assistance ....................................................................................1-7

Chapter 2 Installing the Desktop Manager Software ...............................................2-1

Installing the Software ...................................................................................2-2

Preparing for the Installation.................................................................2-3

Installing the Software ............................................................................2-4

Overwriting the MultiPASS Printer Options.......................................2-6

Setting the Default Printer.............................................................................2-7

Setting Default Printing Options ..................................................................2-7

Chapter 3 Printing with the MultiPASS Printer.........................................................3-1

Printing a Document ......................................................................................3-2

Printing Envelopes ..................................................................................3-3

Changing the Printer Settings .......................................................................3-6

An Alternative Method for Changing Printer Settings......................3-6

Choosing a Print Mode ...........................................................................3-7

Setting and Saving a Custom Print Mode............................................3-9

Setting Paper Options ...........................................................................3-15

Chapter 4 Using the Desktop Manager........................................................................4-1

Desktop Manager: an Overview...................................................................4-2

Features of the Desktop Manager Window.........................................4-3

Understanding Desktop Manager Folders ..........................................4-6

System-Defined Folders .........................................................................4-6

User-Defined Folders ..............................................................................4-8

Viewing Documents in the Desktop Manager ....................................4-8

Contents iii

Chapter 5 PC Faxing.........................................................................................................5-1

Faxing with Your Computer .........................................................................5-2

Sending a Fax from Your Computer (PC Faxing) ...............................5-2

Specifying a Fax Recipient .....................................................................5-5

Defining Send Fax Options ....................................................................5-7

Processing the Fax ...................................................................................5-9

Creating a Fax Memo ............................................................................5-12

Receiving a Fax ......................................................................................5-13

Using the Fax Log..................................................................................5-14

Working with Jobs in the Send Fax Manager ....................................5-16

Setting Up the Address Book ......................................................................5-21

Address Book Features .........................................................................5-21

Working with Address Book Entries ..................................................5-22

Printing the Address Book ...................................................................5-27

Importing the Address Book................................................................5-27

Exporting the Address Book ................................................................5-29

Designing a Fax Cover Page .......................................................................5-31

Using the Cover Page Designer...........................................................5-32

Creating a New Cover Page.................................................................5-34

Making Image Adjustments.................................................................5-48

Adding Annotations to Your Cover Page ..........................................5-63

Opening and Modifying a Fax Cover Page .......................................5-65

Reverting to the Last Saved Version ...................................................5-66

Printing a Cover Page ...........................................................................5-67

Renaming a Cover Page .......................................................................5-67

Deleting a Cover Page...........................................................................5-68

Chapter 6 Scanning ..........................................................................................................6-1

Scanning Overview ........................................................................................6-2

Features of the ScanGear Window........................................................6-2

Scanning with the Desktop Manager...........................................................6-4

Scanning from a Windows Application.......................................................6-5

Setting the Preview Scan Options ................................................................6-6

Setting the Scan Mode.............................................................................6-6

Setting the Scan Resolution....................................................................6-7

Setting Preferences ..................................................................................6-9

Setting Paper Size ..................................................................................6-11

Setting Black and White Options ........................................................6-11

Adjusting the Preview Image for Final Scan ............................................6-12

Clearing the Preview Area ...................................................................6-13

Adjusting the Preview Image View ....................................................6-13

iv Contents

Adjusting the Selection Size.................................................................6-14

Moving an Image...................................................................................6-15

Reversing the Image Tone ....................................................................6-15

Mirroring an Image ...............................................................................6-15

Rotating an Image .................................................................................6-16

Scaling the Image Output Size ............................................................6-16

Adjusting the Tone of the Preview Image .................................................6-16

Features of the Tone Tab .......................................................................6-17

Adjusting Contrast and Brightness.....................................................6-18

Changing Gamma Curve Values.........................................................6-19

Adjusting Histogram Tone Levels ......................................................6-20

Using Tone Curves ................................................................................6-22

Adjusting Contrast/Brightness for Black and White Scan Mode ..6-25

Chapter 7 Working with Documents in the Desktop Manager...............................7-1

Managing Your Documents in the Desktop Manager...............................7-3

Selecting Documents in the Desktop Manager ...................................7-3

Printing a Document in the Desktop Manager ...................................7-4

Creating a Folder .....................................................................................7-5

Moving a Document ...............................................................................7-5

Copying a Document ..............................................................................7-6

Renaming a Document or Folder ..........................................................7-7

Deleting a Document or Folder .............................................................7-8

Restoring a Deleted Folder or Document ............................................7-9

Emptying the Trash Folder.....................................................................7-9

Importing a Document .........................................................................7-10

Exporting a Document..........................................................................7-10

Attaching a Document to Electronic Mail (E-mail) ..........................7-11

Manipulating a Document in Document View .................................7-12

Arranging Documents in Document View ........................................7-12

Scrolling Through a Multi-page Document.......................................7-12

Removing a Page from a Document ...................................................7-13

Splitting a Document ............................................................................7-14

Merging a Document ............................................................................7-14

Indexing and Searching for Documents.............................................7-15

Setting Up the Search Index.................................................................7-16

Assigning Index Criteria to Documents.............................................7-21

Searching Your Documents ..................................................................7-25

Redisplaying the Result of Your Last Search .....................................7-30

Modifying a Document................................................................................7-30

Features of the MultiPASS Viewer Window ......................................7-32

Contents v

Adjusting the Document Image ..........................................................7-34

Making Image Adjustments.................................................................7-39

Adding Annotations to Your Document ............................................7-54

Revising Your Annotations ..................................................................7-61

Reverting to the Last Saved Version ...................................................7-63

Printing the Document .........................................................................7-63

Adjusting the MultiPASS Viewer Default Options...........................7-66

Chapter 8 MultiPASS Printer Setup and Other Utilities in the Desktop

Manager ...........................................................................................................8-1

Setting Up Fax Options in the Desktop Manager ......................................8-2

Setting Up Fax Preferences.....................................................................8-3

Setting Up Send Fax Options .................................................................8-4

Setting Up Advanced Send Fax Options..............................................8-6

Setting Up Receive Fax Options ............................................................8-9

Setting Up Advanced Receive Fax Options.......................................8-11

Setting Up Speed Dial Assignments ...................................................8-15

Setting Up System Options .........................................................................8-18

Using the Launcher ......................................................................................8-20

Making a Phone Call from the Desktop Manager....................................8-23

Using the MultiPASS Status Monitor.........................................................8-25

Using the Minimized Status Monitor .................................................8-25

Using the Status Monitor Window......................................................8-26

Status Messages .....................................................................................8-27

Disconnecting the MultiPASS Printer ........................................................8-28

Restarting MultiPASS Connection ......................................................8-29

Removing the Desktop Manager................................................................8-29

Reinstalling the Desktop Manager......................................................8-31

Chapter 9 Frequently Asked Questions.......................................................................9-1

MultiPASS Printer Cannot Be Initialized.....................................................9-2

MultiPASS Service Cannot Be Restarted. ....................................................9-2

Faxes Are Not Being Sent Correctly..............................................................9-2

Faxes Are Not Being Received Correctly. ....................................................9-4

Images Are Not Scanning Properly..............................................................9-5

Documents Are Not Being Copied. ..............................................................9-6

Documents Are Not Printing Correctly........................................................9-6

Paper Is Not Loading Correctly. ...................................................................9-9

The Print Quality Is Not Satisfactory. ........................................................9-10

Appendix A Fax/Phone Characters.................................................................................. A-1

vi Contents

Glossary.................................................................................................................................. G-1

Index......................................................................................................................................... I-1

Contents vii

viii Contents

Chapter 1

Introduction

Welcome and congratulations on your purchase of the Canon CFX-L3500
IF and its accompanying MultiPASS Desktop Manager for Windows NT
software (hereafter referred to as the MultiPASS printer and Desktop
Manager, respectively).

With your MultiPASS printer, the Desktop Manager software package
enables you to perform a variety of tasks, meeting all your printing,
faxing, and scanning needs.

❏ Desktop Manager Features: an Overview ............................................1-2

❏ Desktop Manager Software Package.....................................................1-3

❏ System Requirements ..............................................................................1-5

❏ About This Guide.....................................................................................1-5

l Conventions Used in This Guide ...................................................1-6

❏ Other User Assistance .............................................................................1-7

Chapter 1 Introduction 1-1

Desktop Manager Features: an Overview

This section reviews some of the features of the Desktop Manager. For
detailed information and instructions, refer to later chapters in this guide.

❏ Print a Document

The MultiPASS printer can be configured as the Windows NT default

printer, allowing you to print a document in any Windows NT

application.

You can also define and customize print options that affect the output

of your printed documents.

❏ Fax a Document

You can fax a document from your computer, from within a Windows

NT application, or from the Desktop Manager. You can attach a fax

cover page and even schedule the transmission time that the fax

should be sent. Predefined fax cover pages are available for you to

use, or you can design your own.

For associates to whom you repeatedly send faxes or e-mail, you can

set up an Address Book, containing predefined fax and e-mail

information for each recipient (such as the fax or e-mail number).

When you send a fax or an e-mail message from your computer, the

recipient information is then readily available in the Address Book.

You can also receive faxes from your business and personal contacts

directly into your PC.

❏ Scan an Image

The TWAIN-compliant scan driver enables you to use the MultiPASS

printer to scan black and white documents, photographs, and other

images directly into the Desktop Manager or into another Windows

NT application.

❏ Import or Export a Document

You can import, export, store, and manage .BMP, .FPX, .JPG, .PCX, or

.TIF documents and images directly in the Desktop Manager.

1-2 Introduction Chapter 1

❏ Manipulate or Annotate a Document

You can manipulate or annotate any document placed in the Desktop

Manager — which occurs by sending or receiving a fax, scanning an

image, or importing a file. You manipulate a document by scrolling

through and viewing its contents; removing a page; splitting or

merging it with another document; editing it by cropping, rotating or

flipping; adjusting the document brightness, contrast, size, or image

type; or by printing the document. You annotate a document by

adding a text annotation, graphic or text stamp, sticky note,

highlighting, or by creating a simple drawn graphic.

❏ Set MultiPASS Printer Options

Options that affect certain operations of your MultiPASS printer can

be set manually on the MultiPASS printer itself or in the Desktop

Manager. These options include parameters that affect sending and

receiving faxes, and the assignment of speed dial numbers. Option

settings defined in the Desktop Manager override any corresponding

option setting you previously set up on the MultiPASS printer.

Desktop Manager Software Package

The Desktop Manager software package includes drivers and a set of
utility programs which are automatically installed on your system when
you install the software package. The drivers allow the MultiPASS
printer to communicate with software on your computer.

The following drivers and application programs are installed:

❏ MultiPASS Desktop Manager for Windows NT

The MultiPASS Desktop Manager for Windows NT coordinates

sending faxes directly from your computer (PC faxes), receiving faxes

into your computer, and scanning images. The Desktop Manager

enables you to store and manage the resulting documents.

❏ MultiPASS Printer Driver

The MultiPASS printer driver enables you to use the MultiPASS

printer as the default printer in any Windows NT application that

supports printing.

Chapter 1 Introduction 1-3

❏ MultiPASS Fax Driver

The MultiPASS fax driver enables you to send a PC fax from any

Windows NT application that allows faxing.

❏ Scan Driver (ScanGear for MultiPASS)

The scan driver enables you to scan an image into the Desktop

Manager or most Windows NT applications that supports TWAIN-

compliant scanning.

❏ MultiPASS Service

The MultiPASS Service (MPService) enables and controls all the

communication between your computer and the MultiPASS printer.

MPService must be running for jobs to be processed with the Desktop

Manager and the MultiPASS printer (such as receiving faxes in the

Desktop Manager, scheduling faxes, scanning, and printing).

MPService starts automatically when you start your computer, even

if you have not yet logged into Windows. If you log off Windows and

leave the computer on, MPService continues to run, to receive and

send any faxes to and from the Desktop Manager.

❏ MultiPASS Status Monitor

The MultiPASS Status Monitor monitors the activity occurring

through the bi-directional parallel port to which the MultiPASS

printer is connected. The Status Monitor displays status messages

about the current activity. The Status Monitor is installed as part of

the Windows NT startup group, and is automatically started when

you log into Windows.

❏ Send Fax Manager

The Send Fax Manager displays an ordered queue of fax jobs and

their status.

1-4 Introduction Chapter 1

System Requirements

To successfully install and operate the Desktop Manager with the
MultiPASS printer, your system must meet the following minimum
requirements:

❏ An IBM or compatible computer with a Pentium 90 processor or

higher. An Intel Pentium processor is recommended.

❏ Microsoft Windows NT 4.0

❏ Microsoft Windows NT Service Pack 3 or later

❏ 32 megabytes (MB) of RAM. 64 MB of RAM is recommended.

❏ 60 MB of available hard disk space. 150 MB of available hard disk

space is recommended

❏ CD-ROM drive, or access to one over a network connection

❏ 256-color SVGA monitor or greater

❏ A bi-directional, IEEE-1284-compatible parallel cable 6.6 feet (2

meters) in length or shorter. For help in purchasing the correct cable,
consult your dealer or retailer.

About This Guide

This guide assumes you have a basic understanding of Windows NT.
This includes how to start your system and navigate within the Windows
NT environment. You should be familiar with common Windows NT
terms such as window, dialog box, button, icon, menu, application, select,
open, close, click, double-click, drag, and list box.

For assistance in familiarizing yourself with Windows NT, refer to your
Microsoft Windows NT user documentation.

Chapter 1 Introduction 1-5

Conventions Used in This Guide

The following types of formatting identify specific types of information
provided in this guide.

Italicized text Used to stress the importance of a word

or phrase, or to refer to the title of
another guide. For example:

You cannot access the dialog box ....

—or—
...the Microsoft Windows NT User’s

Guide....

Text in quotation marks Used to refer to the title of a section

within the guide. For example:

...the “Installing the Software” section....

Click, double-click Use of the word click or double-click

provides instructions for selecting or
choosing a command or option,
generally with a mouse.

Monospaced text Used for commands you might type

when installing the software, or system
messages that may display on your
screen. For example:

A:\SETUP

1-6 Introduction Chapter 1

Other User Assistance

In addition to this guide, the following information and instructions on
using the MultiPASS printer and Desktop Manager software are
available.

❏ MultiPASS Desktop Manager Online Help

The online help includes context-sensitive help about a window or

dialog box and step-by-step instructions for performing Desktop

Manager tasks.

❏ Canon CFX-L3500 IF User’s Guide

This manual offers detailed information on how to operate your

CFX-L3500 IF. It includes setting up, paper handling, stand-alone

operations (versus PC faxing), daily maintenance, and

troubleshooting.

❏ Quick Start Guide

This guide summarizes the steps for setting up your MultiPASS

system.

Chapter 1 Introduction 1-7

1-8 Introduction Chapter 1

Chapter 2

Installing the Desktop Manager

Software

This chapter provides information and instructions for installing the
Desktop Manager software, and for setting the default printer and port.

❏ Installing the Software.............................................................................2-2

l Preparing for the Installation ..........................................................2-3

l Installing the Software .....................................................................2-4

l Overwriting the MultiPASS Printer Options ................................2-6

❏ Setting the Default Printer ......................................................................2-7

❏ Setting Default Printing Options ...........................................................2-7

If you followed the instructions in the Quick Start Guide and have already
installed all the MultiPASS software, you can skip this chapter.

Chapter 2 Installing the Desktop Manager Software 2-1

Installing the Software

Your MultiPASS software comes with a Master Installer that makes
installing the MultiPASS software fast and easy. The Master Installer
starts up and loads the software in this order:

❏ MultiPASS Desktop Manager (including the printer and fax drivers)
❏ MultiPASS ODBC (Open DataBase Connectivity) Interface
❏ ScanGear for MultiPASS.

By default, the Desktop Manager software is installed on your C: drive in
a folder named MultiPASS (C:\Program Files\Canon\MultiPASS\),
unless you specify another drive or folder during installation. The
installation process also changes some of your system files to allow all the
Desktop Manager components to work properly.

During installation, you are prompted to enter certain fax setup
information. This information can later be changed in the Desktop
Manager, as described in a later chapter.

The fax setup information you enter during installation adjusts
corresponding settings in your MultiPASS printer. Therefore, any fax
information you may have manually set on the MultiPASS printer is
replaced by the information you enter when installing the Desktop
Manager.

During installation, the MultiPASS Status Monitor is automatically added
to your Windows NT StartUp group. This setup enables your system to
automatically start the MultiPASS Status Monitor each time you start
Windows NT.

When installation is complete, the Master Installer determines whether or
not your computer needs to be restarted.

2-2 Installing the Desktop Manager Software Chapter 2

When you installed Windows NT on your computer, you may have
formatted the partitions on your hard drive with NTFS (New Technology
File System). In this case, you can operate the MultiPASS Desktop
Manager only if you log in as the Administrator or with Administrator
priveleges.

Preparing for the Installation

Before you begin installing the software, take some time to prepare your
system and fax setup information required for installation.

❏ Connect the MultiPASS printer to the parallel port on your computer.

The selected parallel port must be a dedicated port. The MultiPASS

printer does not operate with a redirected or virtual parallel port.
❏ Prepare the following fax setup information, which is entered during

installation:

l Your preferred mode for receiving faxes with the MultiPASS

printer: automatically switching between a telephone and fax
call, automatically receiving fax calls only, requiring you to
manually receive fax calls, or handling incoming calls with an
answering machine connected directly to the MultiPASS printer.

l Fax Heading/Unit Name

The name you want to appear in the fax header (usually your
name or company name), which appears in the top margin of
each page of a fax transmission.

l Fax Number

The number for the fax line connected to your MultiPASS printer.
This information is printed in the fax header, displaying in the
top margin of each page of a fax transmission.

l Company Name (for Cover Page)

Name of your company. Once entered, this information is
available to print on a fax cover page.

Chapter 2 Installing the Desktop Manager Software 2-3

l Outside Dialing Prefix

If applicable, the number for accessing an outside line through
your office phone system (usually 9).

l Fax Receive Mode

The method by which you want the MultiPASS printer to handle
incoming faxes when your PC is on: upload the fax directly to the
Desktop Manager or print the fax from the MultiPASS printer.

❏ Start Windows. If any Windows applications are open, close the

applications. With the applications closed, you ensure that the
Desktop Manager software installs properly.

In accordance with recent amendments to the FCC rules governing the
use of facsimile equipment, you are now required to include your fax
number, name or company name, and the date and time of the fax you
are sending every time that you send a fax. Be sure to enter this

information during installation.

If you are attempting to reinstall the Desktop Manager software, you
must first remove the current installation. For instructions on removing
the software, refer to Chapter 8, “MultiPASS Printer Setup and Other
Utilities in the Desktop Manager.”

Installing the Software

Once you have prepared your system and the required fax information,
you are ready to install the Desktop Manager software.

You must log on to Windows NT as Administrator or have Administrator
privileges before installing the Desktop Manager software. If you do not
have Administrator privileges for Windows NT, ask your system
administrator to install the MultiPASS Desktop Manager software on
your PC.

2-4 Installing the Desktop Manager Software Chapter 2

To install the Desktop Manager software:

1. Insert the installation CD into your disk drive.

2. If AutoRun is enabled, the installation Welcome screen automatically

appears.

If installation does not start automatically:

l On the Windows taskbar, click Start, and then click Run.

l In the Run dialog box, type the following command and click OK

(where D: is your CD drive).

D:\SETUP

3. Follow the on-screen instructions to complete the installation

process.

During installation, follow these guidelines:

l Click Next to move from one dialog box to the next.

l Make sure you click Next or OK on the current dialog box.

Chapter 2 Installing the Desktop Manager Software 2-5

l Be sure to wait for Windows NT to complete each setup step. If

you hear the computer working, wait until it is done.

For information about allowing the Desktop Manager software to
overwrite the MultiPASS printer setup options, refer to the “Overwriting
the MultiPASS Printer Options” section.

Overwriting the MultiPASS Printer Options

If you set options on the operator panel of your MultiPASS printer (such
as a phone line type), they are overwritten by the Desktop Manager
software under the following conditions:

❏ When the installation of the Desktop Manager software is completed

and you select to launch the MultiPASS Status Monitor

❏ After installation, when you open the MultiPASS Status Monitor

(which occurs automatically when you start Windows NT)

❏ After installation, when you save a change to the setup options in the

Desktop Manager (as described in Chapter 8, “MultiPASS Printer
Setup and Other Utilities in the Desktop Manager”).

When setting options, a message appears to remind you that the

MultiPASS printer options set on the operator panel will be

overwritten if set in the Desktop Manager.

You can choose to proceed with the update, overwriting the settings

in the MultiPASS printer, or you can cancel the action. When

canceling, you can first record your settings on the MultiPASS

printer. This enables you to reenter them in the Desktop Manager

when you resume operations.

2-6 Installing the Desktop Manager Software Chapter 2

Setting the Default Printer

When you install the printer driver software, the system automatically
sets the MultiPASS printer as the default printer. If necessary, however,
follow these instructions to set the default printer.

To set the default printer:

1. On the Windows NT desktop, click Start, and then point to Settings.

2. On the Settings menu, click Printers.

3. In the Printers dialog box, click the Canon CFX-L3500IF Printer icon.

4. On the File menu, click Set As Default.

Setting Default Printing Options

You can change the device settings automatically assigned during the
installation. You can select the feeder and the paper type that you want to
use as your default options for all of the documents you print. The
default settings that you choose, however, can be overwritten by
specifying different options when you print your document.

Chapter 2 Installing the Desktop Manager Software 2-7

To set default printing options:

1. On your Windows desktop, click Start, and then point to Settings.

2. On the Settings menu, click Printers.

3. In the Printers dialog box, select the Canon CFX-L3500IF Printer icon.

4. On the File menu, click Properties.

5. In the Printer Properties dialog box, click the Device Settings tab.

6. Specify your desired options. Click OK to save your changes and

close the dialog box. Click Cancel to close the dialog box without
saving your changes.

The General, Ports, Scheduling, Sharing, and Security tabs provide
standard Windows options for your printer driver. For details on these
options, see your Windows user documentation.

2-8 Installing the Desktop Manager Software Chapter 2

Chapter 3

Printing with the MultiPASS Printer

This chapter reviews the instructions for printing a document from a
Windows application with your MultiPASS printer and for changing the
printer settings.

❏ Printing a Document................................................................................3-2

l Printing Envelopes ...........................................................................3-3

❏ Changing the Printer Settings ................................................................3-6

l An Alternative Method for Changing Printer Settings...............3-6

l Choosing a Print Mode ....................................................................3-7

l Setting and Saving a Custom Print Mode.....................................3-9

l Setting Paper Options ....................................................................3-15

For details on the paper handling features of your CFX-L3500 IF, see the
Canon CFX-L3500 IF User’s Guide.

For details on the Windows NT printer driver for the CFX-L3500 IF, see
the information in this chapter.

Chapter 3 Printing with the MultiPASS Printer 3-1

Printing a Document

Once you have installed the software, you are ready to print a document
— from any Windows NT application that supports printing, such as
Word for Windows NT — using the MultiPASS printer.

Printer options are initially installed using default settings, enabling you
to print immediately. These options determine what your documents look
like when printed. For example, they define such settings as the paper
size and page orientation. For more information on printer settings, see
the “Changing the Printer Settings” section later in this chapter.

Instructions for printing a document can vary somewhat for different
Windows NT applications. Therefore, for detailed instructions, refer to
the user documentation for the specific application from which you are
printing.

The following instructions summarize the general procedures for
printing a document.

To print a document:

1. With your document open, click the Print command. (In most

Windows NT applications, the Print command is on the File menu,
toolbar.)

2. In the Print dialog box, make sure the Canon MultiPASS printer is

selected in the Printer text box.

The Canon MultiPASS printer always appears as the selected printer

if you specified it as the default printer when you installed the

printer driver and Desktop Manager software, as described in the

previous chapter.

3. Click the command to print your document (usually OK or Print).

The document is printed to your MultiPASS printer.

3-2 Printing with the MultiPASS Printer Chapter 3

Printing Envelopes

When printing envelopes, use the following guidelines to achieve the
best results.

❏ Use the appropriate size envelope: U.S. commercial size number 10

or European size DL.

Although other envelope sizes might fit in the manual feed tray,

using them may not provide consistent printing results.
❏ Avoid using the following types of envelopes. They may cause jams

or smears, or may damage your printer:

l With windows, holes, perforations, cutouts, and double flaps

l Made with special coated or deeply embossed paper

l With peel-off sealing strips

l With letters enclosed.

❏ Avoid using the multi-purpose tray to load envelopes when

temperature or humidity levels are high. The glue on the flap may
become sticky and stick to the envelope, or cause a paper jam. Use
the manual feed slot instead.

❏ Stack up to 7 envelopes in the CFX-L3500 IF multi-purpose tray. If

you use the manual feed slot, feed envelopes one at a time.

❏ Be sure to use face-up delivery when printing on envelopes.

Chapter 3 Printing with the MultiPASS Printer 3-3

To load envelopes:

1. Prepare the envelopes.

Arrange the stack of envelopes on a firm surface and press down

firmly on the edges to make the folds crisp.

Press all the way around the envelopes to remove any curls and

expel air from inside the envelopes. Make sure any curls are removed

from the flap of each envelope.

2. Insert the stack of envelopes, with the print side facing you, into the

sheet feeder until it stops.

3-4 Printing with the MultiPASS Printer Chapter 3

3. Adjust the paper guides to the stack of envelopes.

4. Move the paper delivery selector to its lowest position.

You are now ready to begin printing your envelopes.

Chapter 3 Printing with the MultiPASS Printer 3-5

Changing the Printer Settings

Print options are the settings that determine how your document looks
when it is printed. Print options are initially installed using default
settings, allowing you to print documents immediately. However, you
may want to change these settings for certain documents.

The following instructions summarize the general procedures for
changing printer settings. For detailed information on specific printer
options, refer to later sections in this chapter.

To change print options:

1. With your document open, click the Print command. (In most

Windows NT applications, this command is on the File menu or
toolbar.)

2. In the Print dialog box, click Properties.

3. In the Printer Properties dialog box, on the Main and Paper tabs,

specify the desired printer options.

4. To save the changes and close the dialog box, click OK.

To close the dialog box without saving any changes, click Cancel.

An Alternative Method for Changing Printer Settings

You can also access printer driver options directly from the Windows NT
desktop. The following information summarizes the general method of
accessing printer options. For more detailed information, see your
Windows NT user documentation.

From the Windows NT desktop, click Start, point to Settings, and then
click Printers. In the Printers dialog box, select the Canon MultiPASS
printer icon. On the File menu, click Document Defaults. In the Printer
Default dialog box, specify the appropriate changes and click OK.

3-6 Printing with the MultiPASS Printer Chapter 3

Choosing a Print Mode

When printing a document, you can choose a print mode. Print modes
combine and save print quality and color settings as icons, which you can
easily select. Initially, there are six predefined print modes. You can
readily change settings for a particular print mode at any time. You can
also add new print modes to suit the needs of a particular print job.

To choose a print mode:

1. In the Printer Properties (or Printer Default) dialog box, click the

Main tab.

Chapter 3 Printing with the MultiPASS Printer 3-7

2. Under Choose Print Mode, click the predefined print mode that best

suits your document. The following print modes are predefined:

l High Quality

Click High Quality if you want to print your document using the
optimum print settings to produce the highest quality print job.

l Draft

Click Draft if you would like to print your document quickly but
with a lower print quality. The Draft print mode is ideal for
longer documents and proofreading purposes.

The Printer Illustration area shows the settings for the current print

mode.

The Description box displays a simple explanation or note about the

selected print mode.

3-8 Printing with the MultiPASS Printer Chapter 3

Setting and Saving a Custom Print Mode

You can define and save a custom print mode to fit the needs of a
particular print job. Once saved, these custom options can be changed or
overwritten. If you do not save a custom print mode, it is available only
for the current print job.

You cannot change or delete the settings of a factory defined print mode.

The following instructions summarize the procedures for setting and
saving a custom print mode.

To set a custom print mode:

1. In the Printer Properties or Printer Default dialog box, on the Main

tab, select a print mode. Then click Change.

2. In the Properties dialog box, specify your desired print mode settings

on the Quality tab.

3. Click the Save tab and save your setting.

4. In the Properties dialog box, click OK to save your changes and close

the dialog box. Click Cancel to close the dialog box without saving
your changes.

Chapter 3 Printing with the MultiPASS Printer 3-9

Setting Quality Options

For a custom print mode, you select to save toner or use the regular
amount when printing and you set the paper feed.

To set Quality options:

1. In the Properties dialog box, on the Quality tab, select to save toner

when printing or use the regular amount of toner from the Toner list.

2. In the Paper Feed box, select the desired method for feeding paper

into the printer.

In the Media Type box, the only option available is Plain Paper. You use
the Plain Paper setting for all of your print jobs despite the type of paper
you print on.

To restore Quality options to their defaults:

If you are dissatisfied with your changes and want to revert to the default
Quality options, click Defaults.

3-10 Printing with the MultiPASS Printer Chapter 3

Saving a Custom Print Mode

After you change the Quality settings, you can save print modes for
future use. For example, one print mode may be appropriate when
printing a Word document, and another when printing a Photoshop
graphic. To quickly set print options for your next document, you can
select a saved mode.

To save the custom print mode:

1. In the Properties dialog box, on the Save tab enter a name for the new

print mode in the Title box,.

2. In the Icon Selection box, click to select an icon for your new print

mode.

3. In the Description box, type a description of the print mode. This

description appears on the Main tab when your print mode is
selected.

4. Click Save.

Chapter 3 Printing with the MultiPASS Printer 3-11

When you close the Properties dialog box, your new print mode appears
in the Choose Print Mode list on the Main tab. You may have to scroll
through the selections to find your new print mode.

Using a Saved Custom Print Mode

Follow these instructions to use a saved custom print mode.

To use a custom print mode:

1. In your application Print dialog box, click Properties (or Options or

Settings) .

2. In the Printer Properties dialog box, on the Main tab, click your

custom print mode in the Choose Print Mode list.

3. Click OK.

Your document is printed using the custom print mode options.

Editing a Custom Print Mode

You can change the settings of any saved custom print mode.

To edit a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, click the setting

in the Choose Print Mode list that you would like to edit.

2. Click Change.

3. In the Properties dialog box, on the Quality tab, make your desired

changes.

4. Click the Save tab. Make sure that the print mode that you specified

in step one is selected in the Saved Settings list.

5. Click Save.

Your setting is saved with your new changes.

3-12 Printing with the MultiPASS Printer Chapter 3

Deleting a Custom Print Mode

When you decide that you no longer need one of your saved custom
print modes, you can delete it.

To delete a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, select the

custom setting that you want to delete in the Saved Settings list box.

2. Click Change.

3. In the Properties dialog box, on the Save tab, make sure the setting

that you specified in step one is selected.

4. Click Delete.

Your custom print mode no longer appears in the Saved Settings list on
the Save tab.

Saving a Custom Print Mode as a File

To keep the number of custom print modes stored on the Main tab to a
minimum, you can save a print mode as a file. Once a custom print mode
is saved, you can delete the print mode from the list of your saved
settings. Anytime you need the print mode, however, you can retrieve the
file.

To save a custom print mode as a file:

1. In the Printer Properties dialog box, on the Main tab, click Change.

2. In the Properties dialog box, click the Save tab.

3. On the Save tab, in the Saved Settings list, click the print mode that

you want to save as a file.

4. Click Save As.

5. In the Save File dialog box, click the folder where you want to save

the file. Then type a name for the file.

6. Click OK.

Chapter 3 Printing with the MultiPASS Printer 3-13

Retrieving a Custom Print Mode File

Follow these instructions to retrieve a print mode previously saved as a
file.

To retrieve a custom print mode file:

1. In the Printer Properties dialog box, on the Main tab, click Change.

2. In the Properties dialog box, click the Save tab.

3. On the Save tab, click Open.

4. In the Open File dialog box, click the drive and directory where you

saved your print mode. Then click the saved file that want to retrieve
and click to select the appropriate icon in the Icon list.

5. Click OK.

Your retrieved print mode appears in the Saved Settings list on the Save
tab.

3-14 Printing with the MultiPASS Printer Chapter 3

Setting Paper Options

When printing a document, you can set the orientation, paper size, and
paper feed. The following procedures summarize how to change paper
options.

1. In the Printer Properties (or Printer Default) dialog box, click the

Paper tab.

2. In the Paper Size box, select the size of the paper or envelop you

want to use.

The selected paper should be identical to the paper size specified

within the Windows NT application from which you want to print.

Chapter 3 Printing with the MultiPASS Printer 3-15

3. Select Enlarge/Reduce to enlarge your document’s printing size by

up to 400 percent or reduce it down to as low as 10 percent of the
original document size.

For detailed information, see the “Using the Enlarge/Reduce

Option” section.

4. In the Printer Paper Size box, select a paper size for the enlarging and

reducing option.

When the Printer Paper Size option is selected instead of the Paper

Size option, the size of the document is automatically enlarged or

reduced to fit the printer paper size you selected.

5. Click the type of orientation to determine how your document is

printed on the page.

l Portrait prints the contents of your document vertically on the

page.

l Landscape prints the contents of your document horizontally on

the page.

6. In the Copies box, select the number of copies you want to print.

7. Click OK to save the settings and close the dialog box.

Using the Enlarge/Reduce Option

You can use the Enlarge/Reduce option to increase your document
printing size by up to 400 percent or reduce it down to as low as 10
percent of the original document size. When you change the enlarge or
reduce rates, however, you also change the printable area of your
document, which may result in only a partial printing of your document.

There are two ways to enlarge or reduce your document. You can either
specify a different paper size from the one specified in the software
application, or you can specify the rate of enlargement or reduction of the
document size.

3-16 Printing with the MultiPASS Printer Chapter 3

To enlarge or reduce by changing the printing paper size:

1. In the Paper Size list, click the paper size specified in the software

application (you can usually find this by looking at the Page Setup
option in the software application).

2. Select Enlarge/Reduce.

3. In the Printer Paper Size list, select the actual paper size that is in the

printer. The percent by which your document is enlarged or reduced
automatically adjusts to the printer paper size you specified.

4. Click OK.

To enlarge or reduce by specifying the rate of enlargement or
reduction:

1. In the Paper Size list, select the paper size specified in the software

application (you can usually find this by looking at the Page Setup
option in the software application).

2. Select Enlarge/Reduce.

3. In the Enlarge Reduce list, select the desired rate of enlargement or

reduction.

4. Click OK.

When you change the paper size in your software application, the rate of
enlargement or reduction automatically adjusts to reflect your change.

Displaying Printer Driver Information

To review information about your printer driver, on the Main tab, click
About.

Chapter 3 Printing with the MultiPASS Printer 3-17

3-18 Printing with the MultiPASS Printer Chapter 3

Chapter 4

Using the Desktop Manager

This chapter provides an overview of the basic features of the Desktop
Manager.

For detailed information and instructions on Desktop Manager tasks,
refer to later chapters in this guide.

❏ Desktop Manager: an Overview ............................................................4-2

l Features of the Desktop Manager Window ..................................4-3

l Understanding Desktop Manager Folders....................................4-6

l System-Defined Folders...................................................................4-6

l User-Defined Folders .......................................................................4-8

l Viewing Documents in the Desktop Manager..............................4-8

Chapter 4 Using the Desktop Manager 4-1

Desktop Manager: an Overview

The MultiPASS Desktop Manager is a full-featured Windows application
that enables you to use your MultiPASS printer from your computer.
With the Desktop Manager, you can:

❏ Send and receive faxes from and to your computer

❏ Scan images into your computer

❏ Store faxes and scanned images in folders on your computer

❏ Import or export a document

❏ Manipulate stored documents by removing a page; splitting or

merging it with another document; editing it by cropping, rotating or
flipping; adjusting the document brightness, contrast, size, or image
type; or by printing the document

❏ Annotate a stored document

❏ Set up an address book for individuals or groups to whom you

repeatedly send faxes

❏ Design your own fax cover page

❏ Define system options for the MultiPASS printer

❏ Complete other tasks such as phoning an individual with your

MultiPASS printer handset (if installed) and monitoring the status of
your Desktop Manager jobs.

To start the MultiPASS Desktop Manager:

1. On the Windows desktop, click Start, and then point to Programs.

2. In the Programs menu, point to Canon MultiPASS Desktop Manager ,

and then click MultiPASS Desktop Manager.

4-2 Using the Desktop Manager Chapter 4

To close the Desktop Manager:

On the File menu, click Exit.

When you exit the Desktop Manager, you close only the Desktop
Manager window. Any documents you have set up to PC fax or print
remain active. The MultiPASS Status Monitor and the Send Fax Manager,
which track the progress of your active jobs, also remain open and active.

Features of the Desktop Manager Window

This section provides an overview on the basic use of the MultiPASS
Desktop Manager window. Detailed instructions for using its commands
and components are provided in later sections of this chapter.

Menu Bar

Document Toolbar

Action Toolbar

Folders List

Work Area

Command Bar

Status Bar

❏ Menu Bar

The menu bar contains the commands that enable you to perform the

various Desktop Manager tasks. Many of the commands can also be

accessed using their corresponding button on the toolbar.

Chapter 4 Using the Desktop Manager 4-3

Some of the menu commands are also available on shortcut menus,
which are displayed by clicking the right mouse button in the
Desktop Manager window.

❏ Document Toolbar

The document toolbar provides quick access for performing
manipulation tasks with a selected document. In circumstances
where a task is not possible, the toolbar button is unavailable,
appearing dimmed.

Manual
Indexing

Select All

Arrange

Split

Document
View

Search

Duplicate

Remove
Page

Merge

List View Edit

Keywords

❏ Action Toolbar

The action toolbar provides quick access for performing certain
Desktop Manager tasks. In circumstances where a task is not
possible, the toolbar button is unavailable, appearing dimmed.

Scan

Fax Memo

Import

Address
Book

Fax Log

Manage Cover
Pages

Cover Page
Designer

Fax Setup

Send Fax
Manager

Help
Contents

Delete

You can move the action or document toolbar anywhere on the
Desktop Manager workspace to better suit your own working habits.

ToolTips are also available, providing descriptions of the toolbar
buttons. To display a ToolTip, pause the mouse pointer when it is
directly over a button.

❏ Folders List

The folders list contains folders that store your documents. The list
contains both system-defined folders, which were automatically
created when you installed the software, and user-defined folders,
which you create as you need them.

Show Search
Results

4-4 Using the Desktop Manager Chapter 4

❏ Work Area

The work area appears to the right of the folders list and displays the

documents contained in the open folder. The documents are

displayed either as a graphic thumbnail of each document, or a list of

the documents.

The width of the work area can be adjusted by dragging the border

(the split bar) between the work area and folders list.

❏ Command Bar

The command bar is located at the bottom of the work area and

contains buttons that perform key processing tasks. You can also

launch other Windows applications such as your e-mail program,

Paint or WordPad.

Open

Export

Document

Print

Send Fax Phone

A Phone button displays if a handset is installed on your MultiPASS

printer and you set the handset option in the Desktop Manager Setup

Options dialog box. This is described in detail in Chapter 8,

“MultiPASS Printer Setup and Other Utilities in the Desktop

Manager.”

You use command bar buttons as follows:

l Drag a document to the button.

For example, you can drag a document from a folder to the Print
button in order to print the document.

If a document is dragged to a button that cannot perform the
task, the mouse pointer displays as a No icon (a circle with a
diagonal bar drawn through it).

l Select a document in a folder, and then click a button.

Send E-mail

Launch Applications

Chapter 4 Using the Desktop Manager 4-5

This method activates the command for the selected document,
as though the document had been dragged to the button.

l Double-click a launching icon. This starts the application as if it

were started from the Windows desktop.

❏ Status Bar

The status bar displays information about the selected document or

folder, or a description of the currently selected menu or toolbar

command. It also displays the current date and time. The

information is for display only, and cannot be edited.

Understanding Desktop Manager Folders

The Desktop Manager stores and organizes documents in folders. Only
one folder can be open at a time. When you open another folder, the
current folder closes.

You can organize your documents in any manner you want, placing
documents in folders, or folders within folders as may be desirable.

System-Defined Folders

When you installed the Desktop Manager, a number of system-defined
folders were automatically created — In Box, Sent Fax, Scan, Trash, and
Cabinet (which contains the folders you create). You can tell which folder
is open by the folder icon.

You cannot add new folders or documents to the system-defined folders.
They are reserved for use by the Desktop Manager in the following ways:

❏ With the exception of the Trash folder, only the Desktop Manager can

place documents in system-defined folders, based on faxes sent or
received, or images scanned. You can rename, copy, move, delete, or
manipulate documents in these folders.

4-6 Using the Desktop Manager Chapter 4

❏ The system-defined folders, including the Trash folder, cannot be

deleted or renamed.

A document remains in a system-defined folder until you move it to a
user-defined folder, or delete it.

In Box Folder

The In Box folder is automatically open each time you start the Desktop
Manager (even if is empty). It stores all incoming faxes that were sent to
you by other fax machines, received by your MultiPASS printer, and then
uploaded to your PC.

Each received fax is displayed using a system-assigned name. You can
change the name to something more descriptive.

Sent Fax Folder

The Sent Fax folder contains all documents which have been successfully
sent as PC faxes and which you requested not to be deleted after sending.
Each sent fax displays with a system-assigned name, which can be
changed as desired.

Scan Folder

The Scan folder stores all images you scan with the MultiPASS printer
from the Desktop Manager. Each document displays with a system­assigned name, which can be changed as desired.

Trash Folder

The Trash folder stores all the documents you remove from the other
folders. Once a document is moved to the Trash folder, it remains there
until you delete it.

You can fax, print, or open documents in the Trash folder.

Chapter 4 Using the Desktop Manager 4-7

User-Defined Folders

You can create an unlimited number of folders for your own use in the
Cabinet. You cannot place documents directly into the Cabinet; you must
place them in folders within the Cabinet.

Viewing Documents in the Desktop Manager

When you open a folder, you can view the documents which are
contained in that folder in Document View or List View.

If the number of documents within a folder exceeds the available work
area, horizontal and/or vertical scroll bars display. You can use them to
scroll through the work area to view all the documents.

To open a folder:

In the folders list, click the desired folder.

Document View

Document View displays each individual document as a thumbnail titled
with the document name. For multiple page documents, the thumbnail
also displays the page count, as well as scroll arrows at the bottom, and a
scroll box at the right side. The scroll arrows and scroll box enable you to
page through a multi-page document, displaying each page in turn or
moving to a particular page in the document.

4-8 Using the Desktop Manager Chapter 4

Document View allows you to work with an individual document at the
page level: scrolling pages, removing a page, splitting a document, or
merging two or more documents into a single document. You can
rearrange the document thumbnails within the work area as needed by
simply dragging them to the desired location.

To view documents in a folder as thumbnails:

With the folder open, click Document View on the View menu or toolbar.

List View

List View displays documents within the open folder as a list. Each
document in the list displays an icon representing the document type,
along with other pertinent information about the document (such as its
name, page count, disk storage size, date and time of creation, and its
origin).

Chapter 4 Using the Desktop Manager 4-9

The icon designates the document type as fax, scan, or modified. A
modified document is a document where the fax cover page has been
removed, a scanned document that has been annotated, or a multi-page
document that has been split into multiple documents.

Documents displayed in List View cannot be manipulated as in
Document View, such as splitting a document or merging two or more
documents.

To view documents in a folder as a list:

With the folder open, click List View on the View menu or toolbar.

Sorting Documents in the List

You can change the order of listed documents in both system-defined and
user-defined folders using any of the column label criteria displayed at
the top of the list. Sorting by page, size, or date and time displays the
largest or most current document last. The list displays in the selected
order until you change the sort option.

To change the order of the list:

Click the title of the appropriate column at the top of the list.

4-10 Using the Desktop Manager Chapter 4

Chapter 4 Using the Desktop Manager 4-11

4-12 Using the Desktop Manager Chapter 4

Chapter 5

PC Faxing

This chapter provides information and instructions for sending and
receiving a fax, setting up the Address Book, and designing your own fax
cover page.

❏ Faxing with Your Computer ...................................................................5-2

l Sending a Fax from Your Computer (PC Faxing).........................5-2

l Specifying a Fax Recipient...............................................................5-5

l Defining Send Fax Options .............................................................5-7

l Processing the Fax ............................................................................5-9

l Creating a Fax Memo .....................................................................5-12

l Receiving a Fax ...............................................................................5-13

l Using the Fax Log ...........................................................................5-14

l Working with Jobs in the Send Fax Manager..............................5-16

❏ Setting Up the Address Book................................................................5-21

l Address Book Features ..................................................................5-21

l Working with Address Book Entries ............................................5-22

l Printing the Address Book.............................................................5-27

l Importing the Address Book .........................................................5-27

l Exporting the Address Book .........................................................5-29

❏ Designing a Fax Cover Page .................................................................5-31

l Using the Cover Page Designer....................................................5-32

l Creating a New Cover Page ..........................................................5-34

l Making Image Adjustments ..........................................................5-48

l Adding Annotations to Your Cover Page....................................5-63

l Opening and Modifying a Fax Cover Page.................................5-65

l Reverting to the Last Saved Version ............................................5-66

l Printing a Cover Page ....................................................................5-67

l Renaming a Cover Page.................................................................5-67

l Deleting a Cover Page....................................................................5-68

Chapter 5 PC Faxing 5-1

Faxing with Your Computer

You can use the Desktop Manager, with your MultiPASS printer, to send
and receive faxes. You can also set up an Address Book, containing fax
and e-mail information for people to whom you often send faxes, and
design your own fax cover page. To assist you in managing your faxes, a
Fax Log maintains a record of every fax you send or receive.

You can also customize your MultiPASS printer by changing the factory
default user settings. The settings include the date format that displays
on your faxed documents, or how many times the MultiPASS printer calls
another fax unit if the other party’s line is initially busy. You can also
register one-touch/coded speed dial and group numbers using the
Desktop Manager and then download them to the MultiPASS printer. For
details on changing setup options, refer to Chapter 8, “MultiPASS Printer
Setup and Other Utilities in the Desktop Manager.”

Sending a Fax from Your Computer (PC Faxing)

You can send a PC fax from any Windows application that supports
document printing using the MultiPASS fax driver.

The MultiPASS Desktop Manager sends the PC fax to the Send Fax
Manager, where its progress is tracked until it is actually transmitted. If
you specified multiple recipients, an individual fax job for each recipient
is sent to the Send Fax Manager. Once transmitted, the fax is placed in
your Sent Fax folder (unless you specified that it be deleted after
transmission). A record of the sent fax is also recorded to the Fax Log. If a
fax fails (for example, because of an incorrect fax number), it remains in
the Send Fax Manager until you attempt to resend it or delete it.

When sending the fax, you can specify that a copy be automatically
moved to the Sent Fax folder for future reference, or it can be deleted as
soon as the transmission is complete.

5-2 PC Faxing Chapter 5

Before sending a PC fax, make sure that the date and time in your
computer is correct. The system date and time displays on all PC faxes
that you send. If you need to change the date and time, refer to your
Windows user documentation.

The following instructions summarize the overall procedures for sending
a PC fax.

To send a PC fax:

1. With the document you want to fax open in a Windows application

(such as Word), click the Print command. (In most Windows
applications, the command is on the File menu or toolbar.)

2. In the Print dialog box, select Canon MultiPASS Fax as your printer

in the Printer list, and then click OK.

3. In the Send Fax dialog box, enter the recipient for your fax.

Chapter 5 PC Faxing 5-3

l For a onetime recipient, enter the name and fax number or e-

mail address in the First Name, Last Name, Fax, and E-mail
Address boxes.

l For an entry listed in your address book, click the applicable

name in the To list box, and then click Add.

4. For a one time recipient, select Use Outside Dialing Prefix if you need

to use a prefix (for example, 9) to access an outside line.

5. Optionally, select and enter any of the following send fax options:

l Enter the name of your recipients company in the Company box.

l Enter the fax subject in the Subject box.

l To attach a cover page to your fax, select it in the Template list. If

you do not want to use a fax cover page, select None.

l Enter your name and telephone number (the Sender) in the From

and Phone boxes.

l Enter any desired comments or notes, which display on the cover

page, in the Memo box.

l To delete the fax after it is sent, click Delete After Sending.

l To include any annotations that were added to the fax using the

MultiPASS Viewer, click Include Annotations.

6. After completing your fax entries, process the fax as follows:

l To send the fax or e-mail immediately, click Send Now.

l To send the fax at a specified later time, click Send Later. This

option is not available for sending e-mail.

l To hold the fax indefinitely, preserving all fax options, click Hold.

This option is not available for sending e-mail.

5-4 PC Faxing Chapter 5

l To close the dialog box without sending the fax, canceling the

specified fax options, click Cancel.

Specifying a Fax Recipient

To send a fax, you must insert the required recipient information in the
Send Fax dialog box. The required information is your recipient’s first
and last name and your recipient’s fax number or e-mail address.

You can insert the required information into the Send Fax dialog box by
using one of three methods: you can specify a onetime fax recipient,
select entries from your address book, or both. The procedures for adding
a onetime recipient and selecting entries from your Address Book are
described in the following sections.

Specifying a Onetime Recipient

A onetime recipient is specified by entering the name and fax number or
e-mail address in the First Name, Last Name, Fax, and E-mail Address
boxes.

Entering a Fax Number

In the Fax box, when you enter a fax number, use the actual numbers plus
any valid characters that separate the different segments of the fax
number. For example, you can use 0 through 9, dash (-), or parentheses ().
For a complete list of the characters that are valid in the Desktop
Manager, refer to Appendix A.

Entering an E-mail Address

If you enter an e-mail address instead of a fax number, you cannot hold
the e-mail or schedule it for sending later.

Chapter 5 PC Faxing 5-5

Including a Fax Recipient from the Address Book

The To list box displays all recipients which have been set up in the
Address Book. You can include one or more recipients by selecting the
name and clicking Add. Selected names display in the Recipients list box
and appear disabled in the To list box. This is to prevent the same
recipient from being selected twice.

Removing a Fax Recipient

You can remove a name included in the Recipients list box by clicking the
name, and then clicking Remove. If the recipient was previously added to
the Address Book, the name again becomes available in the To list box.

Adding a New Recipient to the Address Book

If you want to add a new fax recipient to your Address Book, you can do
so as follows:

1. Enter the recipient information in the First Name, Last Name,

Company, Prefix, Fax, and E-mail Address boxes.

2. Click New Individual Entry.

3. Complete the fields in the New Recipient dialog box as necessary and

click Add.

You can also click the New Individual Entry button without first entering
the recipient information in the Send Fax dialog box. In this case, a blank
New Recipient dialog box displays. Complete the appropriate
information and click Add.

For detailed instructions on using the New Recipient dialog box to add a
new individual to the Address Book, refer to the “Working with Address
Book Entries” section in this chapter.

Specifying a Dialing Prefix

In some office environments, you may need to enter a prefix for the fax
number, which is the number required to connect you to an outside
phone line (usually 9).

5-6 PC Faxing Chapter 5

For a onetime recipient, you must select Use Outside Dialing Prefix check
box in the Send Fax dialog box if you need to use a prefix (such as 9) to
access an outside line.

For a recipient from the Address Book, if you selected the Use Outside
Dialing Prefix in the New Entry or New Recipient dialog box used to
create their entry, you do not need to select Use Outside Dialing Prefix.

Defining Send Fax Options

The following sections provide additional information on defining
options in the Send Fax dialog box.

Chapter 5 PC Faxing 5-7

Attaching a Cover Page

As desired, you can attach a cover page to your fax. The Desktop
Manager contains a library of predefined fax cover pages, each providing
a different style for both business and personal use. In addition, you can
design your own cover page using the MultiPASS Cover Page Designer
and add it to the library. Available cover pages are listed alphabetically in
the Template list.

For instructions on designing your own cover page, refer to the
“Designing a Fax Cover Page” section in this chapter.

Previewing the Cover Page

To view a selected cover page before sending the fax, click Preview. The
cover page displays the specified recipients and other fax information,
including memo text. This display is read only, and cannot be edited.

To print the cover sheet, click Print on the File menu or toolbar. In the
Print dialog box, select your printing options and click OK.

To close the Preview window, click Exit on the File menu. For instructions
on editing a cover page, refer to the “Designing a Fax Cover Page”
section in this chapter.

Entering Fax Sender Information

To identify yourself as the sender of the PC fax, enter your name and
telephone number in the From and Phone boxes. Once you send your
first PC fax, this information is automatically displayed the next time you
send a PC fax. You can then change the fax sender information as desired.

5-8 PC Faxing Chapter 5

Entering a Memo

You can include a memo on the fax cover page if the cover page has been
designed to accept memo text. The font, style, and size of the memo text
is determined by the particular design of the selected cover page. You can
change these attributes using the MultiPASS Cover Page Designer. For
instructions on editing a cover page, refer to the “Designing a Fax Cover
Page” section in this chapter.

Deleting the Fax After Sending

If the Delete After Sending option is selected, the fax is automatically
deleted after it has been successfully transmitted. This option makes it
easy to keep your computer free of unneeded documents, thereby
maximizing your available disk space.

If this option is not selected, the fax is automatically moved from the
Send Fax Manager to the Sent Fax folder after transmission.

Including Annotations

Using the editing capabilities of the MultiPASS Viewer (described in
Chapter 7, “Working with Documents in the Desktop Manager”), you
may have modified your document — for example, by adding text
annotations, graphic or text stamps, or highlighting. In this case, you can
select to include these modifications by clicking the Include Annotation
option.

If this option is not selected, the original version of the document is
faxed, without any added annotations.

Processing the Fax

You can send your fax — either now or later — only when at least one
recipient and fax number has been specified. As necessary, you can also
place a fax on hold and return to it later. The following sections provide
additional information on these processing options.

Chapter 5 PC Faxing 5-9

Sending the Fax Now

When you click Send Now, the fax document is sent to the Send Fax
Manager until it is transmitted. Once transmission is complete, the fax is
either moved to the Sent Fax folder or deleted, based on whether you
enabled or disabled the Delete After Sending option.

If you entered both an e-mail address and a fax number, when you click
Send Now, the Select Send Preference dialog box appears.

In the Select Send Preference dialog box, specify your desired sending
mode, and then click OK.

Sending the Fax Later

If you prefer to send the fax later, you can specify the date and time to
send it by clicking Send Later. In the Send Later dialog box, select the
desired transmission date and time from their respective lists, and click
OK.

The Send Later option only applies to faxes; it does not apply to e-mail
messages. If you specified both a fax number and an e-mail address in
the Send Fax dialog box, when you click Send Later, the fax is
rescheduled, but the e-mail is sent.

5-10 PC Faxing Chapter 5

The fax is sent to the Send Fax Manager for processing at the specified
date and time.

The Year list displays only whatever happens to be the current year and
the next year (for example: 1998 and 1999, or 1999 and 2000).

Holding the Fax

You can place a fax document on hold at any time prior to sending it. The
held fax is sent to the Send Fax Manager with no specified transmission
time. Any fax information you entered — such as recipients or cover page
information — is preserved. You can decide later whether to send the fax
— revising the send information as needed — or to delete it.

If you specified both a fax number and an e-mail address in the Send Fax
dialog box, in the Select Send Preference dialog box that appears, click
Email or Fax. Then click OK.

The Hold option only applies to faxes; it does not apply to e-mail. If you
specified both a fax number and an e-mail address in the Send Fax dialog
box, when you click Hold, the fax is held, but the e-mail is sent.

Canceling the Fax

If you cancel the fax while working in the Send Fax dialog box, you are
returned to the application where you originally initiated the Send Fax
(or Print using the MultiPASS Fax driver) command.

Chapter 5 PC Faxing 5-11

Creating a Fax Memo

A fax memo is generally a brief, one-page fax sent directly from the
Desktop Manager, without using another Windows application to create
it. Operating directly from the Desktop Manager, you specify the same
fax options as described in the previous sections of this chapter.

To create a fax memo:

1. In the Desktop Manager, click Fax Memo on the File menu or toolbar.

2. In the Send Fax dialog box, specify your fax options, as described in

the previous section:

l Select a cover page from the Template list, then enter the message

of your fax in the Memo box.

l Revise the Sender name and phone number as necessary.

l Click Delete After Sending to delete the fax after it is successfully

transmitted.

3. After completing the entries in the Send Fax dialog box, process the

fax:

l To send the fax immediately, click Send Now.

l To send the fax at a later time and date, click Send Later.

l To hold the fax indefinitely, click Hold.

l To close the dialog box without sending the fax or an e-mail, click

Cancel.

Because the fax memo is not originating from a document created in
another Windows application, be sure to enter the memo message in the
Memo box. Also, since your fax memo does not originate from a
document that may have been annotated in the MultiPASS Viewer, the
Include Annotation option will not be available for selection.

5-12 PC Faxing Chapter 5

Receiving a Fax

All incoming faxes are received by your MultiPASS printer and can be
uploaded to the Desktop Manager for viewing, printing, or replying.
Uploaded faxes are stored in your In Box folder. A flashing arrow in the
taskbar indicates that you have received a new incoming fax. Once you
open the folder to review the newly received fax, the flashing arrow no
longer displays until another fax is received.

A received fax displays in the In Box folder with a system-assigned name.
The fax remains in the In Box folder until you move or delete it.

You can receive faxes regardless of whether your computer is turned on
or off.

If Your Computer Is Turned On

If your computer is turned on when the MultiPASS printer receives a fax,
the Desktop Manager handles the fax using one of the following
methods, based on how you defined your setup options:

❏ Print the fax directly from the MultiPASS printer

You can set the MultiPASS printer to automatically print incoming

faxes and not upload them to the Desktop Manager.

❏ Upload the fax to the Desktop Manager

You can set the MultiPASS printer so that received faxes to be

automatically moved to the Desktop Manager. By uploading a fax,

you store a copy of it in your In Box allowing you to review, annotate,

print, or resend the fax to another recipient.

If Your Computer Is Off

If your computer is turned off when the MultiPASS printer receives a fax,
the MultiPASS printer handles the fax using one of the following
methods, based on how you defined your setup options:

Chapter 5 PC Faxing 5-13

❏ Print the fax directly from the MultiPASS printer

If your computer is going to be off for a while, or you are expecting

many incoming faxes, it is recommended that you set the MultiPASS

printer to automatically print incoming faxes. This recommended

setting enables you to leave the computer off for a period of time and

still be assured of receiving your faxes. You can always later scan a

printed fax into the Desktop Manager.

❏ Save the fax in MultiPASS printer memory

If you set the MultiPASS printer to save a fax in memory, it can later

be printed directly to the MultiPASS printer, or sent to the Desktop

Manager when your computer is turned on. Once a fax is printed, it

is erased from memory.

When a fax is saved in MultiPASS printer memory, a notification message
appears on the MultiPASS printer LCD display.

To move received faxes to the Desktop Manager:

1. Turn on your computer and start Windows.

2. Open the Desktop Manager.

Faxes are automatically moved to the In Box folder in the Desktop
Manager.

Using the Fax Log

The Fax Log contains a list of fax activity (faxes sent and received). Each
fax lists historical information, such as transmission status, date and time
the fax was sent or received, the recipient of the fax, and the number of
pages. You can use the Fax Log for a variety of purposes, such as
reviewing the error status of a failed PC fax.

When reviewing the Fax Log, you can also print it.

To display the Fax Log:

1. In the Desktop Manager, click Fax Log on the Tools menu or toolbar.

5-14 PC Faxing Chapter 5

2. To display details and log notes about a particular fax document,

click the fax.

To print the Fax Log:

1. In the Fax Log dialog box, click Print.

2. In the Print dialog box, specify the desired print options and click

OK.

Chapter 5 PC Faxing 5-15

This report provides you with a hard copy of the Fax Log information.

To delete an entry in the Fax Log:

1. Click the entry you want to delete.

2. Click Delete.

To close the Fax Log:

Click OK.

Working with Jobs in the Send Fax Manager

For each PC fax you send, a job is created in the Send Fax Manager. The
Send Fax Manager displays the current status of each job.

While working in the Send Fax Manager , you can:

❏ Stop an active job from PC faxing

❏ Send a PC fax that has been scheduled for sending later, held, or has

failed

❏ View a PC fax that has been scheduled for sending later, held, or has

failed

❏ Delete a job that is not active.

To display the Send Fax Manager:

1. In the Desktop Manager, click Send Fax Manager on the Tools menu

or toolbar.

2. On the Windows desktop, click Start, and then point to Programs.

3. Point to MultiPASS Desktop Printer, and then click Send Fax

Manager.

5-16 PC Faxing Chapter 5

Menu Bar

Toolbar

Faxes Sent

Status Bar

Features of the Send Fax Manager Window

The Send Fax Manager window contains the following features:

❏ Menu Bar

The menu bar contains the commands that enable you to perform the

various Send Fax Manager tasks. Many of the commands can also be

accessed using their corresponding button on the toolbar.

❏ Toolbar

The toolbar provides quick access for performing certain Send Fax

Manager tasks. In circumstances where a task is not possible, the

toolbar button is unavailable, appearing dimmed.

Stop

Resend

Delete

Help

Open

Chapter 5 PC Faxing 5-17

❏ Faxes Sent Area

The Send Fax Manager shows you the status of your faxes, the fax

recipient, its subject, number of pages, and size. The job currently

being processed — the active job — displays at the top of the list. A

job remains in the Send Fax Manager until it has been successfully

transmitted, or until you delete it.

❏ Status Bar

You can display additional fax information in the status bar by

selecting a job. When no job is selected, the status bar displays

information about all jobs.

Job Status

One of the following statuses is assigned to each job in the Send Fax
Manager.

❏ Active

The active job is the job currently being PC faxed. When an active fax

job completes successfully, it is automatically moved to the Sent Fax

folder or deleted (based on whether you specified to delete after

sending in the Send Fax dialog box).

❏ Queued

A queued job is a job waiting to be PC faxed. Queued jobs are

processed in chronological order.

❏ Scheduled

A scheduled job is a PC fax you specified to send at a later time.

❏ Retry

A PC fax job receives the status Retry if:

l The MultiPASS printer is busy with another task, and unable to

transmit the PC fax

l The receiving fax line is busy.

5-18 PC Faxing Chapter 5

The Desktop Manager continues to try sending the fax until the

transmission is successful or the Desktop Manager exceeds the

defined number of retries. If a job cannot complete successfully

within the specified number of retries, the job is marked with a

Failed status.

❏ On Hold

A held job is a PC fax you chose to place on hold, rather than send it

immediately.

❏ Failed

A job receives a Failed status because a PC fax could not be sent

successfully. This occurs because the Desktop Manager exceeded the

defined number of retries. For example, a PC fax may have failed

because of a continuously busy fax line or an incorrect fax number.

❏ Stopped

A stopped job is an active job that you stopped from processing

before it was completed.

Stopping an Active Job

If necessary, you can stop the active job from processing. When you do so,
the Desktop Manager retains the job in the Send Fax Manager as a
stopped job. You can later reprocess or delete the job.

To stop an active job:

Open the Send Fax Manager and click Stop on the Edit menu or toolbar.

Sending a Scheduled, Held, Failed, or Stopped PC Fax

A PC fax job remains in the Send Fax Manager if it is scheduled for
sending later, if it is on hold, if it failed to transmit in the specified
number of retries, or it was stopped. You can reprocess the job for
sending now or reschedule it for a different time.

Chapter 5 PC Faxing 5-19

When you send a PC fax from the Send Fax Manager, the Send Fax
dialog box displays the information you initially entered for the PC fax.
You can change the information as needed. For example, for a PC fax that
failed because of a wrong fax number, you can correct the fax number
and resend it. Or, for a scheduled PC fax, you can specify a different time
for transmission.

Additionally, if a cover page had been attached to the fax, you can edit
any memo text or the cover page styles.

To send a fax:

1. In the Send Fax Manager, select the job you want to send. Then click

Resend Fax on the Fax menu or toolbar.

2. In the Send Fax dialog box, change any fax options as needed.

3. Process the fax as follows:

l To process the fax for immediate sending, click Send Now.

l To schedule the fax for a later time, click Send Later.

Viewing a Job

Documents in the Send Fax Manager can be viewed, but not edited or
saved.

To view a document:

❏ Click the job you want to view. Then click Open Document on the Fax

menu or toolbar.

❏ Double-click the job.

Deleting a Job

You can delete any job other than the Active job by doing one of the
following:

❏ Select the job you want to delete. Then press the Delete key.

5-20 PC Faxing Chapter 5

❏ Select the job you want to delete. Then click Delete on the Edit menu

or toolbar.

Setting Up the Address Book

Setting up an Address Book creates an easily accessible list of names, fax
and phone numbers, and e-mail addresses for all of your business and
personal contacts. Using the entries from the Address Book makes
sending a PC fax quick and easy.

To open the Address Book:

On the Tools menu or toolbar, click Address Book.

Address Book
Entries

Status Bar

Process Buttons

To close the Address Book:

In the Address Book dialog box, click OK.

Address Book Features

This section provides an overview for working in the Address Book
window.

Chapter 5 PC Faxing 5-21

❏ Address Book Entries

Address Book entries are listed alphabetically by last name,

displaying both group and individual names, company name, phone,

fax, and e-mail information.

❏ Status Bar

The status bar displays additional information for a selected Address

Book entry, based on whether the selected entry is an individual

entry (title, street address, and comments) or group entry (comments

about the group).

❏ Process Buttons

Use the Process buttons to perform various tasks while working with

the Address Book, such as editing an entry, creating a new entry, or

importing and exporting information.

Working with Address Book Entries

The Address Book contains the following types of entries:

❏ Individual

An individual entry allows you to identify each individual to whom

you frequently send PC faxes. Once entered, you can then quickly

specify the recipient of a PC fax by selecting them from the Address

Book.

❏ Group

A group entry identifies two or more individual Address Book

entries to whom you repeatedly send the same PC fax. For example,

you may want to set up a group to include those individuals

involved in a particular business project. When you specify the group

entry as the fax recipient on your PC fax, the PC fax is sent to each

individual in the group.

Sorting the Address Book

The Address Book is, by default, sorted alphabetically by last name. You
can change the sort by clicking any column title. To return the sort to its
previous state, click the column title again.

5-22 PC Faxing Chapter 5

Adding and Editing an Individual Address

When setting up an individual Address Book entry, at a minimum, you
must specify the contact’s first or last name, and a fax number.
Optionally, if you want information available to include on a fax cover
page, you can enter the contact’s phone number, title, company name,
and address. You can also enter a comment to provide an internal
reference about the recipient, and an e-mail address.

To add or edit an individual entry:

1. With the Address Book open, click the desired command to add or

edit an individual entry:

l To add a new individual, click New Individual.

l To edit an individual record, select the entry in the list, and then

click Edit.

Chapter 5 PC Faxing 5-23

2. In the Individual Entry dialog box, enter or change the following

information:

l First name, last name

l Phone number, fax number, and e-mail address

l Whether your primary preference is to use this listing for faxing

or e-mail

l Title, company name, and address

(if you want the information available for a fax cover page)

l Comments

(as an internal reference).

l Use Outside Dialing Prefix

(Depending on the location of your fax recipient, you may need
to use the dialing prefix defined during installation or setup to
access an outside line.).

3. Save your entry:

l If adding a new entry, click Add.

l If editing an existing entry, click Replace.

l To cancel without saving any entry or changes which may have

been made, click Cancel.

Entering Fax Numbers and Phone Numbers

When you enter a fax or phone number, you use the actual numeric
characters plus any valid characters that separate the different segments
of the number. For example, you can use 0 through 9, dash (-), and
parentheses (). For a complete list of the characters that are valid in the
Desktop Manager, refer to Appendix A.

5-24 PC Faxing Chapter 5

Do not include a prefix number if your phone system requires one to
access an outside phone line. If required, a prefix should be defined in
the Desktop Manager Fax Setup dialog box.

Entering E-mail Addresses

When you enter an e-mail, you use the actual characters of the e-mail
address (for example, [e-mail]).

Adding and Editing a Group Address

A group address consists of previously set up addresses, either
individual addresses or other group addresses. When adding a new
group, you assign a name to the group, and then select previously
defined addresses from the Address Book to include in the new group.
When editing an existing group address, you can add other addresses or
delete addresses from the group.

To add or edit a group entry:

1. With the Address Book open, click the command to add or edit a

group entry:

l To add a new group, click New Group.

l To edit a group, select the entry in the Address Book, and then

click Edit.

Chapter 5 PC Faxing 5-25

2. In the New Group or Edit Group dialog box, in the Group Name box,

enter or change the name you want to assign to this group.

3. In the Address Book list, click the individual entry you want to add

to the group, and then click Add.

4. Repeat step 3 for each individual or group you want to add to this

group.

5. To remove an entry from the group, click the name in the group list,

and then click Remove.

6. Enter any desired internal reference comments for the group in the

Comments box.

7. Save your entry:

l If adding a new group, click Create.

l If editing an existing group, click Replace.

l To cancel without saving any entry or changes which have been

made, click Cancel.

Using a Group Address

When you specify a group address when sending a fax, the address for
each individual contained in the group is listed. If you specify more than
one group address for a fax, and a group contains the same individual
address, the duplicate address is automatically removed. Separate fax
jobs are created for each recipient in the group, meaning you can create a
single fax and have it sent to multiple recipients.

Deleting an Address Book entry

When an entry in your Address Book is no longer needed, you can delete
it in order to keep your entries up to date.

5-26 PC Faxing Chapter 5

To delete an entry, click the name in the Address Book. Then click Delete,
or press the Delete key. If prompted, confirm that you want to delete the
entry.

Printing the Address Book

If you want a hard copy of the Address Book, you can print it.

1. With the Address Book open, click Print.

2. In the Print dialog box, specify your print options and click OK.

This report provides you with a hard copy of your Address Book
information.

Importing the Address Book

You may have an existing address book, created by another application,
containing the entries you want to use for the Address Book in the
Desktop Manager. In this event, you can import your address book to the
Desktop Manager.

Any ASCII text file containing information that is separated by a comma
or tab can be imported into the Desktop Manager Address Book.

❏ If the address information in the text file is separated by a comma,

the text file extension must be .CSV.

❏ If the address information in the text file is separated by a tab, the

text file extension must be .TXT.

You must save your text file as a comma or tab separated text file before
you import it into the Desktop Manager. If you attempt to import
information from an improperly formatted text file, an error message
displays alerting you to a problem and the import process stops.

For procedures on saving a text file in the correct format, refer to the user
documentation for your text file application.

Chapter 5 PC Faxing 5-27

When importing, you may need to add applicable fields or remove fields
that do not appear in the address book that you are importing. You can
do this in the Edit Import/Export File Fields dialog box. When you add
fields, you select from the fields available in the MultiPASS Address
Book. Not all of those fields may appear in the address book file you are
importing, however. In this case, you may need to remove fields so that
your imported file will be read correctly by the MultiPASS Address Book.

In addition, if the file fields in the address book that you want to import
are in a different order, you can change the order that the MultiPASS
Address Book reads the fields. This prevents you from having to
manually edit your address book file to get the file fields in the right
order. For example, if the address book file lists the entries last name first,
in the Edit Import/Export File Fields dialog box, you can move the Last
Name field up in the list so that it is first in the list of file fields. As a
result, your entries will be read correctly by the Address Book with the
last name, appearing in the last name field, instead of in the first name
field.

To import addresses from a text file:

1. With the Address Book open, click Import.

2. In the Import Address Book dialog box, select whether you are

importing a .CSV file or a .TXT file in the Files of Type list.

3. Select the file you want to import, and then click Open.

5-28 PC Faxing Chapter 5

4. In the Import/Export File Fields dialog box, select the address fields

you want to import from the Address Book Fields list:

l In the Address Book Fields box, select the field, and then click

Add.

l To remove a field, in the File Fields list box, click the field, and

then click Remove.

l To rearrange the order of the fields, select the field you want to

move in the File Fields box, and then click Move Up or Move
Down.

5. Once you have the fields in the desired order, click OK.

Exporting the Address Book

Address Book information can only be exported for individual entries.
Group addresses cannot be exported.

You can export the Address Book from the Desktop Manager as an ASCII
text file. Exported address information can be separated by either
commas or tabs.

Chapter 5 PC Faxing 5-29

l If you want to have address information separated by commas,

select to export to the .CSV file format.

l If you want to have the address information in the text file

separated by tabs, select to export to the .TXT file format.

When you export a file from the Address Book, you can use the Import/
Export File Fields dialog box to specify the order that you want the file
fields to appear in your saved file. For example, if you wanted your
entries to be listed first by their company name, last name, and then first
name; you would arrange the fields in the File Fields box in that order.

To export the Address Book:

1. With the Address Book open, click Export.

2. A message displays informing you that Group addresses cannot be

exported. Click Yes to close the message.

3. In the Export Address Book dialog box, select how you want to

export the address book, as a .CSV file or as a .TXT file, in the Save as
Type list.

4. Specify the location where you want to export the file, specify a

filename, and then click Save.

5-30 PC Faxing Chapter 5

5. Select the address fields you want to export from the Address Book

Fields list box:

l Select the field in the Address Book Fields box, and then click

Add.

l To remove a field, in the File Fields box, click the field, and then

click Remove.

l To rearrange the order of the fields, select the field you want to

move in the File Fields box, and then click Move Up or Move
Down.

6. Once you have the fields in the desired order, click OK.

Designing a Fax Cover Page

In addition to the set of predefined fax cover pages that are automatically
installed into your system, you can also design your own fax cover page
using the MultiPASS Cover Page Designer. Additionally, any existing
cover page — either installed with the Desktop Manager software or
created by you — can be edited and annotated with the Cover Page
Designer.

When you create a new cover page, you define the page layout,
background, graphics, and fax information fields. Fax information fields
— or variable fields — provide areas where recipient and sender
information for a specific fax can be placed. You can specify the size of
the field, the font, font size, and style of the text displayed for each
variable.

You can use a new fax cover page by attaching it when sending a fax with
the MultiPASS Desktop Manager fax driver, or by printing a hard copy
and using it when sending a fax directly from the MultiPASS printer.

To open the Cover Page Designer:

1. In the Desktop Manager, point to Cover Pages on the Tools menu.

Chapter 5 PC Faxing 5-31

2. Click Cover Page Designer. Or click Cover Page Designer on the

toolbar.

To close the Cover Page Designer:

In the Cover Page Designer window, click Exit on the File menu.

Using the Cover Page Designer

This section provides an overview on the basics for using the Cover Page
Designer. Detailed instructions for using each of its various commands
and components are covered in later sections of this chapter.

Menu bar

File toolbar

Image palette

Data Fields
(variables)

Image toolbar

Layout area

Status bar

❏ Menu Bar

The menu bar contains commands that allow you to create, edit, and

print your fax cover page. Many commands can also be accessed by

corresponding buttons on the toolbars.

5-32 PC Faxing Chapter 5

Annotation
Toolbox

Some of the menu commands are also available on shortcut menus,

which are displayed by clicking the right mouse button in the Cover

Page Designer window.

❏ File Toolbar

The File toolbar provides you quick access to commands needed to

open, save, copy, print, and zoom a fax cover page.

Open

Print

Crop
Inplace

Redo

Help
Topics

Next Page

Save

Copy

Undo

Zoom

Previous Page

❏ Image Palette

The Image palette provides you quick access to commands needed to

select, move, zoom, or annotate a fax cover page.

Select

Move

Straighten

Lasso

Zoom

Annotations

❏ Image Toolbar

The Image toolbar provides quick access to commands needed to

make various adjustments to an image.

Auto Color

Brightness & Contrast

Color BalanceAuto Level

Chapter 5 PC Faxing 5-33

❏ Annotation Toolbox

The Annotation toolbox allows you to add text and graphics to your

cover page. Annotations are integral elements of the cover page.

Unless you select to “hide them,” they are sent with the cover page,

and can be printed, edited, and saved.

Arrow TextLine

Selection

Free Drawing

Sticky Note

Rectangle

Ellipse Polygon

❏ Data Fields (Variables Bin)

The Data Fields list contains the fields of information you may want

to include on the fax cover page. When you use the cover page with

the Desktop Manager, these fields are automatically filled in with the

appropriate information for a specific fax transmission.

❏ Layout Area

The layout area allows you to visually create and edit the features of

your cover page. The size of the layout area corresponds to the size of

a standard fax page. You can use the horizontal and vertical scroll

bars to view different portions of the cover page, as necessary.

Creating a New Cover Page

The following instructions summarize the overall procedures for creating
a new fax cover page.

To create a new fax cover page:

1. With the MultiPASS Cover Page Designer open, click New on the File

menu.

Highlighter Stamp

2. Add text labels (such as To: and From:) and other desired text.

3. Insert the data fields you want to include using the options available

in the Data Fields list.

4. Add any desired graphics (such as a company logo or signature).

5-34 PC Faxing Chapter 5

5. Click Save on the File menu or toolbar.

Importing a Cover Page Layout

You can create the layout for a cover page in another application (such as
Word for Windows, Paint, or Photoshop) and then import it as a TIFF file
into the Cover Page Designer. Once imported, you can add the data
fields and edit any layout features as if you originally created the cover
page layout in the Cover Page Designer.

To import a cover page layout created in another application:

1. Create your cover page in the desired application and save it as a

TIFF file.

2. With the Cover Page Designer open, click Import on the File menu.

3. In the Select Image for New Cover Page dialog box, locate the cover

page layout you want to import and click Open.

You can now edit and save the cover page as desired.

Chapter 5 PC Faxing 5-35

Adding Labels and Text

You may want to add labels for the data fields you will be using (such as
To: or From:) or other text to your cover page using the Text tool on the
Annotation toolbox. Once added, you can select text attributes: font, font
size and color, special effects (underline, strikeout), background color and
mode.

When selecting a font, font size, a color, or special effect, keep in mind
that it affects the entire text contained in the box. If you change any of the
attributes while editing text, or while the text box is selected, it changes
all the text in the box.

To add text to the cover page:

1. Click the Annotations button on the Image toolbar.

2. On the Annotations toolbox, click the Text tool and drag the cursor to

draw an appropriately sized text box in the layout area.

3. Type the new text.

To edit text:

1. On the Annotation toolbox, with the Selection tool selected, double-

click the text you added. The cursor changes to an insertion point.

2. Edit the text as needed.

Adding Variable Data Fields

You can insert variable fields that are filled in with actual data when you
attach the cover page to a particular fax. You can select any or all of the
available fields, placing them at a desired location in the layout area.
Fields are placed on top of any cover page background or images. Each
field displays sample text to illustrate the current font, font size, and text
attributes. Actual data is added to the field when the fax is actually sent.

Only the variable fields shown in the Data Field list are available for you
to use in the cover page. You also cannot use a single field more than once
on a cover page.

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To insert a field:

1. Click the desired data field on the Data Field list.

2. Drag the cursor to draw an appropriately sized square or rectangle in

the layout area.

Adding Stamps

You can insert either a text or graphic image stamp on your cover page.
The Desktop Manager contains a library of available stamp image, stored
as BMP files, that were installed with the Desktop Manager software.
Additionally, you can add special graphics (such as a company logo or
personal signature) into the stamp library, provided the graphic is saved
in a BMP format.

To select a stamp:

1. Select Select Stamp on the Annotation menu.

2. In the Select Stamp dialog box, click Add.

3. In the Open dialog box, locate the BMP file you want to add to the

Stamp library and click Open.

4. If you have multiple graphics you want to add, repeat step 3.

Chapter 5 PC Faxing 5-37

To insert a stamp on the cover page:

1. In the Select Stamp dialog box, click the graphic you want to insert

into the cover page and click OK.

2. In the Cover Page Designer, click the Stamp tool on the Annotation

toolbox.

3. Click the mouse at the location where you want to place the graphic

in the layout area.

4. Adjust the size and characteristics of the graphic as desired (as

described in the “Modifying a Cover Page” section in this chapter).

Creating a Text Stamp

You can also create and use a text stamp on your cover page.

To create a text stamp:

1. Click Select Stamp on the Annotation menu.

2. In the Select Stamp dialog box, click the Text Stamp tab.

3. Click Add on the Text Stamp tab.

4. In the Text Stamp Edit box, type the text you want to assign to the

Stamp in the upper box.

l To add a date to the stamp, click Date. A code representing the

date appears in the upper box and the date is viewable in the
lower preview box.

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l To add the current time to the stamp, click Time. A code

representing the time appears in the upper box and the time is
viewable in the lower preview box.

l To change the font and text characteristics of the text, click Font.

In the Font dialog box, specify your desired font type, style, size,
and effects. Then click OK.

5. Click OK in the Edit Text Stamp dialog box to close the dialog box.

6. Click OK again in the Select Stamp dialog box to close the dialog box

and save the text stamp.

To insert a text stamp:

1. Click Select Stamp on the Annotation menu.

2. In the Select Stamp dialog box, click the Text Stamp tab.

3. On the Text Stamp tab, click the text stamp you wish to insert into the

cover page and click OK.

4. In the Cover Page Designer window, on the Annotations menu, point

to Tools and then click Stamp. Or click Stamp in the Annotation
toolbox.

5. Click the mouse at the location where you want to place the text

stamp in the layout area.

To edit a text stamp:

1. Click Select Stamp on the Annotation menu.

2. In the Select Stamp dialog box, click the Text Stamp tab.

3. On the Text Stamp tab, click the stamp you want to edit, and then

click Edit.

4. In the Text Stamp Edit dialog box, modify the text and click OK

Chapter 5 PC Faxing 5-39

5. In the Select Stamp dialog box, click OK to save your changes and

close the dialog box.

To remove an image or text stamp:

1. Click Select Stamp on the Annotation menu.

2. In the Select Stamp dialog box, click the stamp you want to remove,

and then click Delete.

3. When the confirmation message displays, click Yes.

4. In the Select Stamp dialog box, click OK to close to save your changes

and close the dialog box.

Creating a Drawing Graphic

You can also annotate your cover page with one or more drawing objects
that include a straight line, a single-headed arrow, a hollow rectangle,
and a hollow circle or ellipse. When you draw the object, you can select
the color, line thickness, and style of line for the object.

To create a drawing object:

1. On the Annotation toolbox, click the drawing object tool.

2. On the Annotation menu, select the color, line thickness, and style of

line for the object you are drawing. For an arrow or line, also select
the particular style you want to use.

3. At the desired location in the layout area, drag the cursor to draw the

object. When you release the mouse button, the object is completed.

Setting Preferences

You may want to set the following preferences in the Cover Page
Designer to better suit your working needs:

To set your preferences:

1. Click Preferences on the File menu.

2. In the Preferences dialog box, set the following options:

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l Set the unit of measurement to Pixels, Inches, or Centimeters

from the list.

l Click the Automatically Fit Window to Image option to

automatically resize the window to your image when you make
any change.

l Click High Quality When Zooming to maintain a high display

quality when your document or cover page is magnified. This
option takes effect the next time you start the Cover Page
Designer.

3. Click OK to save your changes and close the Preferences dialog box.

To display rulers:

Click Show Rulers on the View menu.

Adjusting Text and Variable Fields

Once you have placed the desired text labels and variable fields into the
layout area, you can adjust the appearance of any text or data field. You
can resize, move, or delete text or data fields.

Additionally, you can set the text attributes for text or data fields and
align two or more fields on the right, left, top, or bottom.

To select text or data fields in the layout area:

❏ To select a single text box or data field, click the Select tool on the

Annotations toolbox, and then click the text box or data field.

❏ To select more than one text box or data field, hold down the Shift

key and click the desired text and/or data fields.

To move text or data fields:

Drag the selected text box or data field to the new location.

To delete a text box or data field:

Select the text box or data field and press the Delete key.

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Resizing a Field

With the exception of the Memo field, most of the variable fields consist
of a single line of text. If the variable information to be placed in the field
is longer than the field size, the text does not automatically wrap onto the
next line. Instead, the text is truncated to fit the length of the field. For
this reason, you may want to resize fields to ensure that the full line of
text is visible on the cover page when the fax is sent.

Since the Memo field typically contains multiple text lines, the field does
provide for automatic text wrapping. However, make sure the size of the
Memo field is large enough to accommodate the length of memo text that
may be entered in the Send Fax dialog box. If the Memo field is not large
enough, all the lines of a memo text may not be visible when the fax
cover page is sent.

To resize the field:

Click the field and drag any sizing handle.

Changing Text Attributes

Once you have placed text labels and fields in the layout area, you can
change the font and font size of the text, select a text style (bold, italic,
underline), or change the font color. If you have multiple fields to which
you want to assign the same attributes, you can select the fields together
and make the change to all the selected fields at once.

To change text attributes:

1. In the layout area, select the labels or fields you want to change.

2. Click Select Font on the Annotation menu.

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3. In the Font dialog box, select the appropriate text attributes. (Notice

that a sample of your selections is displayed in the Sample box).

4. Click OK to apply the settings.

To change text color:

1. In the layout area, select the fields you want to change.

2. Point to Foreground Color on the Annotation menu. Then click the

desired color on the displayed menu.

Aligning Fields

When placing labels, graphics or variable fields in the layout area, you
may be concerned that they properly align, to make them more visually
appealing. You can align two or more selected fields, based on the
position of the first field you select. The first field selected in the set of
fields to be aligned is the anchor for the alignment.

You can align fields, based on the first selected field, by their top, bottom,
left, or right border.

Chapter 5 PC Faxing 5-43

You can also center the fields horizontally with one another, in a row, or
vertically with one another in a column.

To align fields:

1. Select the two or more fields you want to align.

2. Point to Align on the Annotation menu. Then select the desired

alignment.

Adjusting the Orientation of the Layout

When creating or editing a cover page, you may want to adjust your view
of the layout. You can rotate the base page clockwise by selected
increments. You can also flip the layout vertically (flipping the layout
elements from top to bottom or vice versa) or horizontally (flipping the
layout from left and right).

To rotate the cover page:

On the Edit menu, point to Rotate, and then select 90, 180, or 270.

To flip the layout:

On the Edit menu, point to Flip. Then click Horizontal or Vertical.

Straightening a Cover Page Layout

In designing a cover page, you may need to straighten the base image
before you begin adding text or graphics to it. For example, you may
have imported a scanned image, for the cover page layout, that was not
perfectly straight.

To straighten a document:

1. On the Image toolbar, click the Straighten button.

Rotate Clockwise

Rotate Counter Clockwise

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Straighten

2. On the Straighten toolbar, click the Rotate Clockwise or Rotate

Counterclockwise button to rotate the crosshairs until it aligns with
the layout image.

3. Click the Straighten button to have the system adjust the layout

image to its properly aligned position.

Adjusting the Display

The Cover Page Designer provides you with different levels of
magnification allowing you to work at the most comfortable size. You can
zoom in and out at predefined increments, or specify a particular size or
scale. You can also use adjust the document image size so that the entire
cover page is visible within the window.

To zoom in or zoom out on the cover page:

Do one of the following:
❏ On the View menu, point to Zoom, and then select the desired level

of magnification.

❏ On the File toolbar, select the desired level of magnification in the list.

❏ On the Image toolbar, click the Zoom tool, and then:

l To increase magnification, click the document

l To decrease magnification, hold down the Alt key, and click the

document.

To fit the cover page to the display window:

Click Fit Image to Window on the View menu.

Scrolling Through a Zoomed Cover Page

If you need to work on particular aspects of a cover page (for example, to
modify a recurring graphic), you can scroll through the cover page while
maintaining a high level of magnification.

Chapter 5 PC Faxing 5-45

To scroll through a zoomed cover page:

1. Click Show Navigator on the View menu. The Navigator window

opens in the right corner of the screen. Inside the Navigator, a white
rectangle indicates the area of your cover page that is currently in
view.

2. On the Image toolbar, click Move.

3. While tracking your position in the Navigator window, drag the

image to bring the desired area of the cover page into view.

Editing a Selected Area of the Layout

While working with a cover page, you may need to edit the base cover
page that underlies all annotations. When editing a base cover page, you
can select, crop, or flip a specific area. For example, to create a novel
effect, you may want to flip an imbedded graphic on its vertical or
horizontal axis.

To select an area of a cover page:

1. On the Image toolbar:

l Click the Select tool for areas that fit easily inside a square or

rectangle.

l Click the Lasso tool for irregularly shaped areas.

2. Drag the cursor to draw the appropriately shaped outline for the area

you want to select.

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