Sending and Receiving Faxes

    PhoneTools lets you send and receive faxes using the modem.

    After you have created a document using a spreadsheet, word processor, or graphics program, you can send it as a fax. You can also receive faxes on your notebook. This chapter shows you how to:

Set up a fax cover page
Create and send a new fax
Fax a document you created in another program
Receive, view, and print a fax

Help and Support

For more information on using the fax functions in PhoneTools, click Start, then select Help and Support or Help.

Setting up your cover page

    Before you send your first fax, you need to set up your user information. Your fax cover sheets and fax headers will contain this information, which is required by law.

To set up your fax cover page:

    1. If PhoneTools is not open, click Start, then select All Programs, PhoneTools, then PhoneTools.

    1. Select Setup, then select General Setup. The General Setup dialog box opens.

    2. Click the Customize tab, then type your personal information in the User boxes.

    3. Click the Fax tab, then enter your name and fax number in the Fax identifier text box. This identifier information is required by law. You can enter up to 20 characters in the text box. We suggest using eight characters for your identifier name, followed by 12 characters for your telephone number.

Important

Some fax machines cannot use special characters such as hyphens. We suggest using spaces instead of hyphens in telephone and fax numbers.

    1. Click OK.

    2. If you want to change the logo that appears on the cover page, select Setup , then select Logo Management . The Logo Management dialog box opens.
    1. If you do not want the PhoneTools logo on your cover page, click the picture then click the clear button.
      - OR -
      If you want to replace the PhoneTools logo with one of your own, click the import button then select a picture for the logo. The picture must be saved in a supported format (.BMP, .DGR, .GIF, .JPG, .PCX, .T31, or .TIF) and be small enough to fit in the logo box.
    1. Click OK.

       

Sending a fax

To send a fax:

    1. If PhoneTools is not open, click Start, then select All Programs, PhoneTools, then PhoneTools.

    2. Click Send Fax. The Send Fax Wizard opens.
    1. Enter the recipient's name, company (if applicable), and fax number, then click Next.

    1. Type the message text in the Message Text area.

    2. Select a cover page template from the Template list, then click Next. If you typed a message in the Message Text area, you must select a cover page.

    3. If you want to attach a file, make sure the file is not open, then click (browse), select the file, then click Open.

    4. Click Next, then click Finish. The Confirm Transmissions dialog box opens.

    5. Click Send. PhoneTools dials the fax number and sends your fax.

Important

If for any reason you receive a failed transmission message, select Send, then Outbox. Right-click the fax that was not sent to modify it.

       

Faxing from programs

To fax a document directly from most programs:

    1. In the program with the document open, click File, then select Print. The Print dialog box opens.

    2. Select the printer CAPTURE FAX BVRP, then click OK. The Send Fax Wizard opens.

    3. Complete the wizard as instructed in "Sending a fax".

       

Receiving and viewing a fax

To receive and view a fax:

    1. If PhoneTools is not open, click Start, then select All Programs, PhoneTools, then PhoneTools.When PhoneTools is open, it detects incoming faxes and stores them in the In Box.

Important

Your notebook cannot detect incoming faxes while in the Standby power-saving mode. For information on changing power savings settings, see "Changing power settings".

Make sure no other device (such as an answering machine) is set up to answer the telephone on fewer rings than PhoneTools.

    1. To view a fax, click Fax Inbox, then double-click the fax you want to view. The fax viewer opens, where you can view and print the fax.