Sending and Receiving Faxes

PhoneTools lets you send and receive faxes using the modem in your computer.

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 a fax

View and print a fax

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.

HelpSpot

For more information on setting up a fax cover page, double-click the HelpSpot icon on your desktop.

To set up your fax cover page:

1. Click Start, then select Programs, PhoneTools, then PhoneTools. PhoneTools opens.

2. Click Configure, then select General Configuration from the pop-up menu. The General Configuration dialog box opens.

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

4. Click the Fax tab, then enter your name and fax number in the 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.

5. Click OK.

6. If you want to change the logo that appears on the cover page, click Configure, then select Logo Management from the pop-up menu. The Logo Management dialog box opens.

7. 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 small enough to fit in the logo box.

8. Click OK.

Sending a fax

HelpSpot

For more information on sending a fax, double-click the HelpSpot icon on your desktop.

To send a fax:

1. Click Start, then select Programs, PhoneTools, then PhoneTools. PhoneTools opens.

2. Click Send Fax. The Send Fax Wizard opens.

3. Enter the recipient's name, company (if applicable), and fax number, then click Next. The next wizard dialog box opens.

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

5. 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.

6. If you want to attach a file, make sure the file is not open, then click the Browse button, select the file, then click Open.

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

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

Faxing from programs

HelpSpot

For more information on sending a fax directly from a program, double-click the HelpSpot icon on your desktop.

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

HelpSpot

For more information on receiving a fax, double-click the HelpSpot icon on your desktop.

To receive and view a fax:

1. Click Start, then select Programs, PhoneTools, then PhoneTools. PhoneTools opens. 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 automatic power settings in Windows Me, Windows 98, or Windows 2000".

2. 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.