Apple Fax User’s Guide
K Apple Computer, Inc. © 1996 Apple Computer, Inc. and its licensors. All rights reserved. © 1996 AirGo Communications, Inc. and Dayna Communications, Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries.
C O N T E N T S Preface How to use This Book xi Part I Chapter 1 Apple Fax Quick Start 1 Sending a fax 2 Faxing is like printing 2 Preparing your document 2 Setting preferences 3 Choosing Fax Sender or Fax Sender GX 6 Addressing your fax 7 Cover page information 9 Previewing your fax 10 Sending your fax 11 Monitoring the status of your fax 11 Apple Fax status information 11 Apple Telecom Status program 12 Fax log information 13 Receiving a fax 14 Preparing to receive faxes 14 Checking for received
Quick Fax 17 Sending a single sheet Quick Fax 17 Adding enclosures 19 Addressing a Quick Fax 20 Chapter 2 Apple Fax Main Window 23 Accessing Apple Fax 24 Apple Fax main window 24 Outgoing view 25 Understanding the display information 25 Viewing recipient information 27 Deleting a fax that has been sent 28 Sorting faxes that have been sent 29 Readdress, Resend, and Merge 29 Opening and viewing a fax that has been sent 31 Incoming view 32 Understanding the display information 32 Editing the name of a receiv
Part II Chapter 3 Fax Send Advanced Options 45 Sending faxes using Fax Sender 46 Choosing Fax Sender 46 Fax Sender Page Setup 48 Entering cover page information 50 Selecting a cover page 52 Preview options 53 Fax Sender Options 54 Setting send time 54 Setting your location 56 Using manual dialing 58 Sending faxes using Fax Sender GX 60 Choosing Fax Sender GX 60 Fax Sender GX Page Setup 61 Print dialog options 62 Addressing your fax 63 Print time and send time 64 Drag and drop fax send 64 Using Fax Sender
Chapter 4 Fax Receive Advanced Options 71 Receiving a fax 72 Setting Apple Fax to receive 72 Checking for received faxes 73 Receiving manually 74 Opening a received fax document 75 Forwarding received faxes 76 Forwarding multiple faxes using Merge 77 Chapter 5 Viewing, Editing, and Printing Faxes 79 Opening a fax 80 Viewing a fax 81 Moving around a document 81 Changing the page orientation 82 Scaling the view 83 Printing a fax 83 FastPrint 83 Editing a fax 84 Copying, cutting, or clearing a page 84 Pasti
Optical Character Recognition 88 OCR Dictionaries 88 OCR tips 89 Working with OCR 89 Converting part of a document to text 90 Converting a page of a document to text 91 Converting a whole document to text 92 Chapter 6 Creating and Managing Cover Pages 93 Customizing cover pages 94 Cover page fields and labels 94 Creating a new cover page 95 Using the tool bar 96 The Selection tool 96 The Text tool 96 The Field tool 96 The Scale tools 97 The Graphic tool 97 Customizing fields 98 Positioning and resizing fie
Chapter 7 Using the Apple Fax Log 107 Viewing the fax log 108 Fax log information 109 Printing the fax log 109 Saving the fax log 110 Clearing the fax log 111 Chapter 8 Apple Fax Preferences 113 Apple Fax Preferences 114 Accessing preferences 114 Notification preferences 115 Modem preferences 116 Log preferences 119 OCR preferences 121 Personal preferences 123 Reverting and saving preferences 124 viii Contents
Chapter 9 Using Apple Fax Gateway 125 About Apple Fax Gateway 126 Configuring Apple Fax Gateway 127 Adding fax services to your Key Chain 127 Configuring fax services 128 Using Apple Fax Gateway 129 Sending fax documents 129 Adding fax addresses to your PowerTalk information cards 130 Receiving fax documents with PowerTalk 132 Opening received fax documents 132 Problem alerts 133 Index Contents 135 ix
P R E F A C E How to Use This Book This manual provides complete information for operating Apple Fax. It is assumed that you are familiar with basic Macintosh desktop operations. If not, refer to the Macintosh Guide in the Guide menu (the Guide menu is the one with the question mark icon), or the documentation that came with your computer. Part I m Chapter 1 m Chapter 2 introduces the software for sending, receiving, and managing faxes with your Macintosh computer.
Part II m Chapter 3 m Chapter 4 m Chapter 5 m Chapter 6 covers fax send advanced features using Fax Sender and Fax Sender GX, as well as managing recipients and recipient lists using Apple Address Book. covers fax receive advanced features. covers viewing, editing, and printing faxes. It also explains the use of the OCR (Optical Character Recognition) feature for converting all or part of a received fax to text. covers creating and managing customized fax cover pages.
Part I
C H A P T E R 1 Apple Fax Quick Start In this chapter This chapter introduces you to the basic operation of Apple Fax. It gives you step-by-step instructions for the most commonly used functions, including m sending a fax m receiving and printing a fax m using Quick Fax Before you begin Please make sure that your modem hardware is properly installed. Depending on your configuration, installation may need to be done by your Apple-authorized service provider.
Sending a fax This section introduces Apple Fax and guides you through the steps for sending a fax. If you follow these steps, you will learn everything you need to know about basic fax send. Advanced fax send features are covered in Chapter 4, “Fax Send Advanced Options.” Faxing is like printing You can think of sending a fax as printing to a printer that is connected to your computer by a telephone line. Any document or window that can be printed by a program or by the system can be sent as a fax.
Setting preferences Before sending your first fax, you need to configure Apple Fax for your modem. Once this is done, you won’t have to worry about the basic modem preferences again unless your modem configuration changes. The first time you run Apple Fax a setup window automatically opens for you to configure your modem. To start Apple Fax 1 Choose Apple Telecom Status from the Apple (K) menu. Apple Telecom Status opens.
3 Read the introductory text, then click Next or select “Choosing a Modem” from the Topics pop-up menu. The “Choosing a Modem” panel appears 4 Choose your modem type from the modem pop-up menu, then click Next. Important If you choose a modem type that attaches to an external serial port or PC card slot, be sure to set the port or slot correctly in the control panel provided with your modem (the Apple Serial Modem control panel, for example).
The “Changing your settings” panel appears. 5 The descriptive text explains how to change these and other settings. Read it, then click Done to confirm your settings and close the setup window. These are the basic settings that you must make before you can use Apple Fax to send and receive faxes. See also: Chapter 8, “Apple Fax Preferences” for a complete explanation of these and other preference options.
Choosing Fax Sender or Fax Sender GX Before sending your fax, you need to choose either Fax Sender or Fax Sender GX, depending on your configuration, to image and transmit your fax. Choosing Fax Sender or Fax Sender GX is like choosing a printer. 1 Open the Chooser from the Apple (K) menu. The Chooser appears. 2 From the panel on the left, select Fax Sender GX if you have QuickDraw GX installed as part of your system. Otherwise, select Fax Sender. 3 If you selected Fax Sender GX in step 2, click Create.
4 Close the Chooser. Fax Sender or Fax Sender GX is now selected so that you can use the Print command to send faxes. Important As an alternative to the above method of selecting Fax Sender, hold down the Control and Shift keys while choosing Print from the File menu. This shortcut does not deselect your regular printer; you return automatically to your previous printer settings for printing after the fax is sent. This shortcut works with Fax Sender in conjunction with all other programs.
You can also send a fax to a recipient who does not have an address book entry simply by typing the fax number into the “Other Recipient Number” field of the Fax Sender print dialog box. This is the method used in this example. 1 Choose Print from your program’s File menu. The Fax Sender or Fax Sender GX print dialog box appears. Both dialogs are shown below. If you are using Fax Sender, skip ahead to step 3.
2 Make sure that Fax Sender GX is shown in the “Print To” pop-up menu. If not, select it from the pop-up menu. For now, just accept the default settings and click Fax. The Fax Sender print dialog box appears. See also: “Sending faxes using Fax Sender GX” in Chapter 3, “Fax Send Advanced Options” for a complete explanation of Page Setup and Print dialog box options. 3 Type the fax number of your recipient into the “Other Recipient Number” field.
Previewing your fax Before sending, you can preview your fax as it will appear on your recipient’s fax machine. 1 Click the Preview button in the Fax Sender print dialog box. You can preview your fax, move through the pages, and change the scale according to your wishes. See also: “Preview options” in Chapter 3, “Fax Send Advanced Options” for more information on fax preview options.
Sending your fax You can send your fax from the preview dialog box or from the Fax Sender print dialog box. 1 Click Send in either the preview dialog box or the Fax Sender print dialog box. Your fax, including the cover page, if any, is imaged. Then, the recipient’s number is dialed and your fax is transmitted when the remote fax machine answers. Monitoring the status of your fax Once you have have initiated the sending of your fax, you can monitor its progress.
You should see the fax you just sent at the top of the list. (Faxes are normally displayed most recent first. You can choose to display them according to other criteria, if you like. See “Sorting faxes that have been sent” in Chapter 2.) You can view its status in the Status column on the right side of the window. The status is shown as either Sent or Failed upon completion.
Fax log information You can access detailed information about sent and received faxes using the fax log. Information about each transmission or reception is stored in the fax log file. To view the log information once your fax has been sent 1 Click the Log icon in the button bar in the Apple Fax window. Apple Fax log The fax log appears. The information for the fax you just sent appears at the top of the list.
Receiving a fax You can receive, view, edit, and print faxes using Apple Fax. This section explains how to set your environment up for receiving, how to check for received faxes, and how to open and print a received fax. Preparing to receive faxes In order to receive a fax, you must either set Apple Fax and your modem to answer incoming calls automatically (autoanswer) or carry out the steps to receive a fax manually.
Checking for received faxes When you look at Incoming view, received faxes are displayed in the order in which they were received, with the most recent at the top of the list. Faxes with a checkmark to the left of their name have been read; those with no checkmark are unread. Read Unread Viewing and printing a fax The Apple Fax main window is for managing sent and received faxes. To view, edit, or print a received fax, open it in a fax view window.
Opening a fax for viewing To open and view a received (or sent) fax 1 Select the fax you want to read from the list of received (or sent) faxes. 2 Click Open. You can also double-click the icon of the fax you want to view. The fax appears in a fax view window. See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for a complete explanation of fax view windows and options. Printing a fax You can print a fax from the fax view window.
Quick Fax In many cases you may want to send a quick note or memo, essentially a cover sheet with some additional information in the Note field. Quick Fax allows you to send a fax of this type without preparing a document beforehand in a program such as a word processor. You can also add other documents as enclosures and send them with your Quick Fax without opening the program that created them (although it must be installed on your hard disk).
The Quick Fax window appears. 2 Enter the text you want to appear in the Subject field of the cover page. The Subject text you enter is also used to identify the fax in Outgoing view in the Apple Fax main window. 3 Select the cover page you want to use for your Quick Fax from the Cover Page pop-up menu. 4 Enter the fax number of your recipient in the “Other recipient number” field if you don’t have an address book entry for your recipient.
Adding enclosures You can add documents created by a program such as a word processor or paint program as enclosures to a Quick Fax. When you enclose a document in a Quick Fax, Apple Fax tells the program that created it to open it and print (fax) it during the send process. You must have the program installed on your hard disk in order to send its documents as enclosures. Quick Fax enclosures work with any program that supports printing through the Print Apple Event.
You can repeat these steps for as many enclosures as you wish. Each time you add a file, its name appears in the enclosures list. To remove a file from the list, select it, then click Remove. The Quick Fax file selection dialog box supports Drag and Drop. You can drag files from the Finder into the “Files to add” field as an alternative to steps two and three. 4 When you have finished adding enclosures, click Done.
3 For each recipient, select the corresponding entry in the scrolling list, then click To. 4 When you have added all recipients to the list, click Done. You can add new entries to the current address book by clicking New; you can edit an existing entry by selecting it and clicking Edit. See also: Apple Address Book User’s Guide for a complete explanation of creating, editing, and managing address books.
C H A P T E R 2 Apple Fax Main Window In this chapter This chapter covers the Apple Fax main window, which serves as a central location for displaying information about faxes you send and receive, managing faxes, and accessing frequently used features of Apple Fax and related programs.
Accessing Apple Fax When you install the Apple Telecom software, the Installer places Apple Fax in Fax Folder in the Telecom Applications folder on your hard disk. You can start Apple Fax by doubleclicking its icon. Apple Fax is also available from the Apple Telecom Status program. For your convenience, Apple Telecom Status is installed in the Apple (K) menu. To access Apple Fax 1 Choose Apple Telecom Status from the Apple (K) menu. 2 Click the fax machine icon or choose Open Apple Fax from the File menu.
Outgoing view Outgoing view shows you information about faxes you have sent or those waiting to be sent. You can also access information of about the recipient or recipients of any fax. Understanding the display information Faxes that have been sent or are waiting to be sent are shown in the order that they were sent or are scheduled to be sent, with the most recent first. You can view them in reverse order, oldest first, if you wish. See “Sorting faxes that have been sent” later in this chapter.
The status of a fax is Sent for a fax that has been sent successfully, Deferred for a fax that is waiting to be sent at a later time, or Failed, if the fax could not be sent for some reason. For a Failed fax, Apple Fax shows you the number of recipients to whom the fax could not be sent. For example, Apple Fax shows a status of “1 of 3 failed” for a fax that you sent to three recipients and was sent successfully to two of them.
Viewing recipient information In order to keep the status information from becoming cluttered, information about the recipient or recipients is hidden by default and shown only when you specifically choose to do so. To display recipient information about a fax in the list 1 Click on the small triangle to the left of the fax icon. The recipient list for the fax opens and each recipient or group of recipients to whom the fax was addressed is shown.
A recipient Info window appears. For a fax that is waiting to be sent, you can edit the fax number or the send time. You cannot change this information for faxes that have already been sent. Deleting a fax that has been sent Fax documents that you send and receive are saved in a special fax image format. You can keep as many sent and received fax documents as you have disk space to hold. However, you might want to delete faxes that you no longer need.
Sorting faxes that have been sent You can sort the list of sent faxes by document name, date, number of pages, or status. Date is the default sort criterion and it is the one that you will likely use most of the time. To choose a sort criterion 1 Click on a column name (Document, Date, Pages, or Status) to sort the list by that criterion. To sort in reverse order, from the end of the alphabet or oldest fax, for example, option-click the appropriate column.
If you select multiple faxes, the button is named Merge. It lets you combine several faxes into a single fax and send the combined document to one or more recipients. When you select one or more faxes and click Resend, Readdress, or Merge, a window similar to the Quick Fax window appears. You can fill in or change the various options and then click Resend, Readdress, or Merge.
Opening and viewing a fax that has been sent You can open a sent fax into a fax view window for editing or printing by selecting it and clicking Open or by double-clicking it. See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for more information.
Incoming view Incoming view shows you information about faxes that you have received. Understanding the display information Received faxes are shown in the order that they were received, most recent first. You can view them in reverse order, oldest first, if you wish. Apple Fax shows you the document name, the date and time of reception, and the number of pages for each received fax.
Editing the name of a received fax You can edit the name of a received fax by selecting the text you want to edit and then typing the new information. Since the sender information is often a phone number, this allows you to change it to something more easily identifiable. Sorting faxes that have been received You can sort the list of received faxes by document name, date received, or number of pages. Date is the default sort criterion and it is the one that you will likely use most of the time.
The Forward Fax window appears. 2 Enter the information you want, then click Forward. Deleting a fax that has been received Deleting received faxes works in the same way as deleting sent faxes. To delete faxes from the list 1 Select the faxes you want to delete. You can select multiple faxes by shift-clicking (hold down the Shift key as you click). 2 Click Delete. A dialog box asks you to confirm. 3 Click OK. The selected faxes are deleted.
Opening and viewing a fax that has been received You can open a received fax into a fax view window for editing or printing by selecting it and clicking Open or by double-clicking it. See also: Chapter 5, “Viewing, Editing, and Printing Faxes” for more information.
Using the button bar The Apple Fax main window contains a button bar that lets you navigate easily to other parts of the program and links Apple Fax to closely related programs, such as Apple Address Book and Apple Telecom Status. It gives you a visual reminder of several key fax-related functions and makes them quickly accessible. Apple Address Book Quick Fax Telecom Status Apple Fax log Preferences Each of the buttons in the button bar is explained in the following sections.
Quick Fax The Quick Fax button opens the Quick Fax window. See also: Chapter 1, “Apple Fax Quick Start” for a step-by-step tutorial on sending a Quick Fax, with or without enclosures.
Address Book The Address Book button in the button bar opens the Apple Address Book program, if it is not already open, and brings it to the front. The Apple Address Book program allows you to create entries for individuals, companies, and distribution lists. It stores all of the necessary address, phone, and fax information about them in a single place that can be accessed by several different programs, including Apple Fax.
Log The Log button lets you access the Apple Fax log. All outgoing and incoming fax transmissions have entries in the fax log. See also: Chapter 7, “Apple Fax Log” for a complete explanation of fax log options, and “Log preferences” in Chapter 8, “Apple Fax Preferences” for more information on setting log preferences.
Apple Telecom Status The Apple Telecom Status button in the button bar opens the Apple Telecom Status program, if it is not already open, and brings it to the front. It gives detailed status information about modem activity, which is updated continuously according to the action in progress. Shows Current status Cancels current activity Opens Apple Phone Opens Apple Fax Apple Telecom Status is a separate program. It is not part of Apple Fax.
Preferences The Preferences button lets you access the Preferences window. You can use the preference settings to configure Apple Fax for your particular environment and preferred way of working. See also: Chapter 8, “Apple Fax Preferences” for more information on setting preferences.
Part II
C H A P T E R 3 Fax Send Advanced Options In this chapter Apple Fax contains many advanced features for sending faxes using Fax Sender and Fax Sender GX.
Sending faxes using Fax Sender You can send any document that can be printed as a fax using either Fax Sender or Fax Sender GX, depending on your system configuration. If you have QuickDraw GX installed as part of your system, you will send faxes using Fax Sender GX, which is covered later in this chapter. Otherwise, you will use Fax Sender, which is covered in this section.
You can also make Fax Sender the selected output device, just as you might select a printer. When Fax Sender is the selected output device, each time you print from a program or from the system your document is sent as a fax instead of being printed. To make Fax Sender the selected output device 1 Open the Chooser from the Apple (K) menu. The Chooser appears. 2 Select Fax Sender from the upper left panel. 3 Close the Chooser. Fax Sender remains selected until you choose another device in the Chooser.
Fax Sender Page Setup You select the options that are specific to imaging your document as a fax, such as page size, orientation, and quality, from the Fax Sender Page Setup dialog box. To access the Fax Sender Page Setup dialog box 1 Make sure that Fax Sender is selected in the Chooser. 2 Select Page Setup from the File menu of your program. As a shortcut for steps 1 and 2, hold down the Control and Shift keys while choosing Page Setup from the File menu. The Fax Sender Page Setup dialog box appears.
Table 3-1 Fax Sender Page Setup options OPTION RESULT Orientation Portrait Transmits the fax vertically. Landscape Transmits the fax horizontally. Reduce or Enlarge Reduces or enlarges the fax by the percentage you indicate. Image Quality Fine Highest image quality, but longest to send. Standard Normal image quality. Fastest to send. Bitmap Alignment Scales the Macintosh 72 dpi image so that every pixel is matched evenly to the fax machine resolution.
Entering cover page information You can include information about yourself, the sender, along with the recipient information on the cover pages of the faxes that you send. This information can include your name, address, voice and fax numbers, fax header, subject, and a text note for your fax. The fax header information, sometimes referred to as the station ID, can be up to 20 characters long. It appears on each page of the faxes that you send to fax machines or fax modems that support this feature.
3 Enter the information about yourself as you would like it to appear on the cover page of faxes you send. 4 Click OK to confirm your settings and close the Preferences window. The information that you enter here is automatically filled in by Fax Sender or Fax Sender GX when you send faxes that have cover pages. Note: If you have already entered your personal information into the Personal preferences of Apple Address Book, you do not need to reenter it in the Apple Fax Personal preferences.
Selecting a cover page You can choose a cover page to be sent with your fax, or you can choose to have no cover page. Several sample cover pages are provided for you; they are installed when you install the Apple Fax program. In addition, you can create and install as many customized cover pages as you like. See also: Chapter 6, “Creating and Managing Cover Pages” for a complete explanation of creating and managing cover pages.
Preview options You can preview any fax or Quick Fax document to see how it will appear to the recipient when you send it. To preview a fax from the Fax Sender dialog box or Quick Fax window 1 Click Preview. Your fax is imaged and displayed as it will appear when you send it. 2 Use the scroll bar to navigate from page to page.
3 Use the Scale icons in the lower left corner to set the display size. 4 When you have finished previewing your fax, click Send to send it as it is, or click Cancel. Important If you click Cancel from a Quick Fax preview, you return to the Quick Fax window. If you click Cancel from a Fax Sender preview, you return to the program that created the document you were previewing. You do not return to the Fax Sender print dialog box.
To set the send time for a fax from the Fax Sender dialog box or Quick Fax window 1 Click Options. The Options dialog box appears. 2 Click the Send At radio button. 3 Set the time and date you want by selecting what you want to change and using the up and down arrows. The time and date you set must be later than the current time and date. 4 Click OK. The Options dialog box closes and you return to the Fax Sender dialog box or Quick Fax window. 5 Click Send.
Setting your location Apple Fax uses the Location preferences settings in Apple Address Book to take into account where you are “dialing from” when you make an outgoing call. Let’s assume, for example, that you are sending a fax to a number in New York City that is stored in your address book as 1-212-324-1005. If you set your location to New York, Apple Fax knows that the “1” and the “212” area code are unnecessary and dials only the local number (324-1005).
To set your location 1 Click the Address Book button to open Apple Address Book. Address Book 2 Choose Preferences from the Edit menu. 3 Click Locations to display the Locations panel. 4 Enter the desired location information. 5 Select your current location, then click Current. 6 Click OK to confirm your settings. You need to remember to change the location when you move from place to place in order to take advantage of intelligent dialing.
Using manual dialing Apple Fax can send faxes using either automatic or manual dialing. Most dedicated fax machines use automatic dialing. This is the default method, since it is the setting you will probably use most of the time. Automatic dialing offers the convenience of using Apple Address Book and all of the recipient and distribution list features of Apple Fax. When you use manual dialing, you dial your recipient’s fax number yourself using your handset.
3 Choose a recipient or type a number in the “Other Recipient Number” field. 4 Click Send. After Fax Sender has prepared your fax for sending, a beep and a blinking icon notifies you that your fax can now be sent by dialing manually. 5 Select Apple Telecom Status from the Application menu. The Manual Dial dialog box appears. 6 Follow the instructions in the Manual Dial dialog box. m Dial your recipient’s fax number from your handset. m Click Send when you hear your recipient’s fax tone.
Sending faxes using Fax Sender GX Choosing Fax Sender GX 1 Select Chooser from the Apple (K) menu. The Chooser dialog appears. 2 Scroll, if necessary, in the upper left panel until Fax Sender GX is visible. 3 Click the Fax Sender GX icon to select it. 4 Click the Create button in the lower right corner. This creates a desktop printer icon for Fax Sender GX. Using desktop printer icons for drag-and-drop printing is discussed later in this chapter.
Fax Sender GX Page Setup Before sending your document, you need to select the appropriate Page Setup options. 1 Select Page Setup from the File menu. The Fax Sender GX Page Setup dialog box appears. 2 To see more options, click More Choices. 3 Select the Paper Type, Orientation, and Scale settings you want. Be sure that Fax Sender GX is selected in the “Format for” pop-up menu. 4 Click Format.
Print dialog box options You are now ready to send your fax. 1 Select Print from the File menu. The Fax Sender GX print dialog box appears. 2 To see more options, click More Choices. 3 Select the General print icon in the upper left corner if it is not already selected. 4 Be sure that Fax Sender GX is selected in the “Print to” pop- up menu.
5 Select the fax quality (Fine, Standard, or Bitmap Alignment) you want from the Quality pop-up menu. See also: “Fax Sender Page Setup” earlier in this chapter for an explanation of the quality settings. 6 Click Fax. Fax Sender GX images your fax. When imaging is complete, the Fax Sender print dialog box appears. You still need to set the transmission options, such as the recipient’s fax number and cover information.
Print time and send time QuickDraw GX allows you to set the print time by selecting the Print Time panel in the Print dialog box. This feature is more useful for printing than for faxing, since Fax Sender already allows you to specify the send time. The time you set here is the time at which your document is passed to Fax Sender GX for processing.
If you followed the steps at the beginning of this chapter, you have already created a desktop printer icon for Fax Sender GX. Once you have created a desktop printer icon for Fax Sender GX, you can simply drag a document and drop it onto the Fax Sender GX icon to send the document as a fax. Sending a fax is just like printing, except that when you use drag and drop to send a fax there is one additional step—addressing your fax.
If you are sharing your modem on an AppleTalk network, try to minimize the time you spend previewing faxes. While you are previewing, remote Fax Sender GX users are temporarily blocked. Sending a fax from a network client Once a fax send server has been created and shared on your AppleTalk network, other users on the network can access it as a client, provided that they have the necessary access privileges.
Recipients and recipient lists Apple Fax offers a rich variety of features for sending faxes to individuals and groups. If you frequently send faxes to the same group of recipients, you can create a distribution list entry that contains all of the individual or company entries in the list and send a fax to all of them simply by dragging the distribution list to the Recipients field of the Fax Sender print dialog or Quick Fax window.
The Fax Sender or Quick Fax print dialog appears. 2 Click the Recipients button. An Address Book dialog box appears, showing you a scrolling list of the entries in the current address book.
3 To choose a different address book, click the icon to the left of the current address book name. A file selection dialog box opens showing the last folder selected. 4 Choose the address book that you want to use if it is shown. Otherwise, click Browse to locate it in another folder. 5 For each individual, company, or distribution list entry you want to receive your fax, either drag the entry from the address book to the Recipients field of the print dialog box, or select the entry, then click To.
6 When you have added all of your recipients to the Recipients field, click Done. Your fax is now ready to send to each recipient, including all of the entries that make up a distribution list entry, when you click Send. See also: Apple Address Book User’s Guide for a complete explanation of creating, editing, and managing the address books that are used by Apple Fax and other programs.
C H A P T E R 4 Fax Receive Advanced Options In this chapter This chapter introduces you to the advanced options for fax reception, including m setting up to receive faxes automatically m checking for received faxes m receiving a fax manually m opening a received fax document m forwarding a received fax to another recipient Before you begin This chapter expands on the material presented in Chapter 1, “Apple Fax Quick Start”, and introduces some additional options for receiving faxes.
Receiving a fax Apple Fax allows you to receive faxes automatically or manually, as well as to view, edit, and print them. You can also convert a received fax document to text using optical character recognition (OCR), and forward a received fax to one or more recipients. Setting Apple Fax to receive You will probably most often want to receive faxes automatically. When set to receive automatically, Apple Fax functions like a dedicated fax machine as long as your computer is turned on.
Checking for received faxes You can choose what Apple Fax does when you receive a fax. According to the choice you make in the Notification Preferences, Apple Fax can open the Apple Telecom Status program when you receive a fax. See also: “Notification preferences” in Chapter 8 for an explanation of this option. Even if you choose to have no notification for incoming faxes, you can easily check to see if any have been received.
Received faxes are displayed in a scrolling list, sorted according to the criterion you choose. If you leave the default, Date, your faxes are displayed in the order they were received, most recent first. You can easily distinguished new, unread faxes from faxes you have read because a checkmark appears to the left of the icon of all faxes that have been read. Receiving manually Apple Fax allows you to receive faxes manually if you need to do so.
To receive a fax manually 1 Make sure that Fax Answering is set to off. 2 Answer the incoming call using the handset. 3 When your correspondent is ready to send you a fax, choose Receive Manually from the Fax menu. The Receive Fax dialog box appears. 4 When you hear the fax tone, click Receive. When reception is complete, the fax appears in the list of received faxes.
Forwarding received faxes You can easily forward a fax you have received to one or more recipients. You can also merge several fax documents and forward them as a single document. When you forward faxes, they do not need to be imaged since they are already in fax format. This makes forwarding a relatively quick operation, certainly quicker than sending the document from the program that created it.
See also: Chapter 1, “Apple Fax Quick Start” and Chapter 4, “Fax Send Advanced Options” for a complete explanation of all of the features related to fax send (and fax forward). Forwarding multiple faxes using Merge If you select multiple received faxes in the main window list by shift-clicking or command-clicking, the Forward button becomes Merge. Merge works the same in Incoming fax view as it does in Outgoing fax view.
C H A P T E R 5 Viewing, Editing, and Printing Faxes In this chapter This chapter introduces you to the options for viewing and editing fax documents that you receive, including m opening a fax m viewing a fax m printing a fax m editing the pages of a fax m selecting part of a fax to paste into a graphics document m converting a fax to PICT format m Optical Character Recognition (OCR) Before you begin You should be familiar with the information in Chapters 1 and 4 on receiving faxes.
Opening a fax You can open a fax for viewing, editing, or printing in a fax view window. Ordinarily you will want to view and print received faxes, but all of the operations described here can apply to sent faxes as well. You can open as many documents as memory allows and move among them using the Windows menu. Each document that you open appears as an item in the Windows menu.
Viewing a fax Once you have opened a document, you can view it in several different resolutions and in several orientations, as well as navigate from page to page. Most of the operations for changing the view are available from both the tool bar at the top of the fax view window and from the FaxView menu. Page navigation View scale Page orientation OCR Moving around a document Use the scroll bars to position a page in the window and to navigate between pages of a fax.
In addition to the paging buttons, the FaxView menu offers commands for changing pages m Previous Page allows you to move backward one page. m Next Page allows you to move forward one page. m Go To Page displays a dialog box for moving to a specific page. Changing the page orientation The options in the tool bar and in the FaxView menu allow you to view your fax in whatever orientation you prefer.
Scaling the view You can view the currently displayed page at several different scale settings—100%, 200%, 400%, and 800% of the actual size—using the Zoom In and Zoom Out buttons in the tool bar. The current scale is shown in a pop-up menu. Use the Zoom In and Zoom Out buttons to go to the next larger or smaller scale; use the pop-up menu to go directly to a particular scale. Zoom Out Zoom In Scale pop-up menu Printing a fax You print a fax the same way you print any document.
To increase the Apple Fax memory partition 1 Select Apple Fax in the Finder. 2 Choose Get Info from the File menu (x-I). 3 Increase the number in the Preferred size field by at least 1500 K. To enable FastPrint 1 Check the FastPrint checkbox in the Apple Fax print dialog box. Important FastPrint only works with PostScript printers. Editing a fax You may need to recorde pages, eliminate pages, or combine pages from several faxes.
Copy places the current page on the clipboard. Cut places the current page on the clipboard, removes it from the document, and decreases the page count by one. Clear removes the current page and decreases the page count by one. The clipboard holds one page at a time. Be sure to paste the page into a Apple Fax or paint program document before copying or cutting another page. Pasting a page You can paste a cut or copied fax page into any Apple Fax or paint program document.
Selecting a portion of a page Paste operations in Apple Fax only operate on entire pages. However, you can select a portion of a page for pasting into a document created by another graphics program. Apple Fax provides a selection rectangle tool for selecting and copying portions of documents. 1 Select the page you wish to copy from. 2 Move the pointer over the page. Notice that the arrow pointer becomes a crosshair. It now functions as a selection rectangle tool for selecting rectangular areas.
Converting a fax to a PICT file Apple Fax allows you to save a fax in Apple Fax or in PICT file format using the Save As command. Apple Fax documents can be opened only by the Apple Fax program. PICT files can be opened by many graphics programs. In other words, the Save As command acts as a conversion tool for fax documents. 1 Choose Save As from the File menu. The Save As dialog box appears. Notice the Format pop-up menu at the bottom of the dialog box.
Optical Character Recognition (OCR) A fax is transmitted as graphic information. A received fax document cannot be opened with a word processor or edited as text. The Apple Fax OCR feature allows you to scan a fax and convert its graphic pixels to text. You can convert all or part of a document to text. OCR converts only printed characters in a fax document to text format. Character recognition is not the same as handwriting recognition; OCR cannot recognize and convert handwriting into text.
OCR tips You can increase the chance of successful character recognition by taking the following precautions. Ask the originating fax to m send documents in High Resolution Mode—200 dpi, sometimes called Fine resolution m use characters between 10 and 30 points in size. OCR interprets larger or smaller characters as graphics. m use outline fonts or TrueType fonts instead of bitmapped fonts m insert the document at a right angle (vertically or horizontally).
Converting part of a document to text 1 Open an Apple Fax document, then select the text you want with the selection rectangle tool. 2 Click the OCR Selection tool in the tool bar. OCR OCR scans the selected text, then places the results in the clipboard in text format. You can paste the text into SimpleText, a word processor, or any other program that supports pasting text.
The OCR process shows you status messages that let you know about the progress of the text conversion. When the conversion is complete, the status message indicates “OCR is finished - the recognized text has been placed into the Clipboard”. 3 Switch to the Finder. 4 Choose Show Clipboard from the Edit menu. The text is displayed and you can paste it into another program. Converting a page of a document to text 1 Open an Apple Fax document and go to the page you want to convert to text.
Converting an entire document to text 1 Open an Apple Fax document. 2 Choose Save As from the File menu, then select “Text only” in the Format pop-up menu. 3 Rename the document or accept the file extension “Text” that Apple Fax appends to the default file name. Apple Fax saves your text in SimpleText format. You can open it with SimpleText or a word processor.
C H A P T E R 6 Creating and Managing Cover Pages In this chapter This chapter explains the functions for creating and managing cover pages, including m customizing cover pages m positioning and resizing fields m using the grid and aligning fields m adding graphics m installing and removing cover pages 93
Customizing cover pages Apple Fax includes a complete set of tools for creating and managing customized cover pages for your faxes. Several example cover pages are provided for you. You can modify these to suit your needs, or you can create your own cover pages. You can create and install as many cover pages as you like. Apple Fax cover editor windows have a lot in common with many painting and drawing programs.
Creating a new cover page To create a new cover page 1 Choose New Cover Page from the File menu. If you prefer to modify an existing cover page, choose Open from the File menu and select a cover page. A new, untitled cover page appears. Since most users will probably never want to create a cover page completely from scratch, Apple Fax provides a template when you create a new cover page.
Using the tool bar Most of the operations you perform as you customize your cover page are done with the tools in the tool bar. The tool bar makes it easy to access everything you need in order to control the position and appearance of the elements on your page. The Selection tool You use the selection tool to select, resize, move, or delete a field or graphic. The Text tool You use the text tool to create and edit labels associated with the fields on your cover page.
The Scale tools You can scale the view of a cover editor window using the Zoom In and Zoom Out tools on the right-hand side of the tool bar, or you can choose a particular scale from the popup menu. By using the view scale icons and the scroll bars, you can make the window contents show whatever part of your cover page you want at whatever size you want. The Graphic tool You can include a graphic image on your cover page by importing a PICT file using the Graphic tool.
Customizing fields You start designing a cover page by placing the fields and their labels on your cover page. You can control nearly all aspects of a field’s appearance on the page, including its size and shape as well as the font, size, and style used to fill in its text at send time. Positioning and resizing fields You can position fields anywhere on the page and resize them to any size you want. To position a field on the page 1 Select the Selection tool in the tool bar.
Modifying fields Once you have placed a field on your cover page, you can modify its assignment from the predefined list of fields. For example, you might decide to change the field to . To reassign a field that you have placed 1 Double-click the field that you want to reassign. The list of fields appears 2 Select the field type that you want. 3 Check “Draw field frame” if you want a border drawn around the field.
Using the grid and aligning fields The cover editor includes a grid to help you align elements on the page. You can choose to turn the grid on or off and to show or hide the grid lines, depending on your preference. When the grid is on, objects snap to the nearest grid location whether the grid lines are visible or not. Ordinarily if you are using the grid, you will want to show the grid lines. To turn the grid on 1 Choose “Turn Grid On” from the Cover Page menu.
You can align elements on the page to the grid or to each other. To align fields to the grid 1 Choose Set Alignment from the Cover Page menu. The Alignment Settings dialog appears. 2 Set the Grid Spacing you want (in pixels) by typing into the text box or by using the up and down arrows. 3 Choose Grid from the “Align Objects to” pop-up menu. 4 Choose the alignment you want—vertical, horizontal, or both. 5 Click OK. 6 Choose the Selection tool in the tool bar.
The selected fields are aligned to the grid according to the settings you chose in the Set Alignment dialog box. To align fields to each other 1 Choose Set Alignment from the Cover Page menu. The Set Alignment dialog appears. 2 Choose Each Other from the “Align Objects to” pop-up menu. 3 Choose the alignment you want—vertical, horizontal, or both. 4 Click OK. 5 Choose the Selection tool in the tool bar. 6 Shift-click to select the fields you want to align. 7 Choose Align from the Cover Page menu.
Creating fields Apple Fax places some fields on the new cover page template when you create it. You can also delete and create fields, although each field type can only appear once on a cover page. To add a new field to your cover page 1 Select the Field tool in the tool bar. Field tool selected 2 Click in the approximate position you want for your field and drag the mouse diagonally to create a rectangle approximately the size you want your field to be. 3 Release the mouse button.
The list of types includes recipient information from the address book entry, sender information from the Personal preferences, and information about a particular fax, such as the number of pages. You can use as many or as few fields as you like, but you can only use each field type once on any given cover page. 4 Create the remaining fields for your cover page by repeating steps 2 and 3 for each field. Editing label text You can add text anywhere on your cover page.
Adding graphics You can add a graphic to your cover page in the form of a PICT file. Most graphics programs allow you to save your work in PICT file format and thousands of PICT files are available from clip art vendors. To add a PICT file graphic to your cover page 1 Choose Import PICT from the file menu. 2 Navigate to the folder that contains your PICT file, if necessary, then click Import. The PICT file you choose is pasted into the middle of your cover page.
Installing cover pages While editing, you can save your customized cover pages to any location you like using the Save and Save As commands in the File menu. However, in order to use the cover pages you create, you must install them. Only cover pages you install appear in the Cover Page pop-up menu in the Quick Fax or Fax Sender print dialogs. You can install and use as many cover pages as you like.
C H A P T E R 7 Using the Apple Fax Log In this chapter Apple Fax maintains a log of all outgoing and incoming faxes.
Viewing the fax log The fax log keeps valuable information on all outgoing and incoming faxes. This information is kept in an internal log file. To view the fax log 1 Click the Log button in the button bar. Log button The fax log appears.
Fax log information The fax log gives you information for outgoing and incoming faxes. The information includes m date and time the fax was sent or received m type (status) of the fax—Sent, Received, or an error type m phone number (not always known for received faxes) m duration (hours:minutes:seconds) Printing the fax log You can print the fax log at any time by opening the Log window and choosing Print from the File menu or by clicking the Print button in the Log window.
Saving the fax log You may want to save the fax log from time to time for archival and record-keeping purposes. The log file is a text file, and therefore it doesn’t take up much disk space, but you may still want to save and then clear the log on a regular basis. To save the fax log to a tab-delimited text file that can be opened by a word processor, spreadsheet, or database program 1 Click the Save button in the log window. The standard file dialog appears.
Clearing the fax log To make room for new entries and to make the information in the fax log easier to scan quickly and understand, you should clear the log from time to time, after saving it to a file if you wish. To clear the fax log 1 Open the fax log by clicking the Log button in the main window. 2 Click the Clear button in the log window or choose Clear from the Edit menu. A dialog asks you to confirm clearing the log. 3 Click OK. The fax log is cleared.
C H A P T E R 8 Apple Fax Preferences In this chapter This chapter explains all of Apple Fax’s preference settings, including m notification preferences m modem preferences m log preferences m OCR preferences m personal preferences 113
Apple Fax Preferences Apple Fax allows you to set up your fax environment according to your needs and preferred way of working. Your settings are saved in a preferences file. Each time you open Apple Fax, your settings are restored from the preferences file so that your fax environment is just as it was the last time you used the program. Accessing preferences To open the Apple Fax preferences window 1 Choose Preferences from the Edit menu or click the Preferences button in the button bar.
The Preferences window is divided into two parts. On the left is a panel of icons for choosing a category of preferences. The large panel to the right contains all of the settings for the currently selected preference category. There are five categories of preferences—Notification, Modem, Log, OCR, and Personal. Each of these is described in detail in the following sections.
Modem preferences You need to set certain modem preferences so that Apple Fax can communicate correctly with your particular modem hardware configuration. To set the Modem preferences 1 Click the Modem icon in the panel on the left side of the Preferences window. The Modem preferences settings appear. The options in the modem preferences panel are explained in Table 9-1.
Table 9-1 Apple Fax Modem Preferences PREFERENCE FIELDS RESULT Modem choice pop-up menu Choose the type that corresponds to your modem. (If you have an external modem or a PC card modem, use the control panel that came with your modem to choose the port to which your external modem is connected or the slot that contains your PC card.) Save fax image files Faxes are transmitted and received as image files. This checkbox enables saving sent fax image files.
Apple Fax Modem Preferences (continued) PREFERENCE FIELDS RESULT Turn off ECM Some fax machines support the Error Correction Mode (ECM) of transmission. In some cases, enabling ECM may interfere with transmission to older fax machines that don’t support it. If you know that the fax machine you are calling supports ECM, you may turn it on. Auto-answer Check this box if you want incoming calls to be answered automatically. You can also use the Fax Answering button in the main window to do the same thing.
Log preferences The Apple Fax log keeps track of all fax transmissions and receptions. You can set preferences to limit the size of the log by number of entries or by date. To set the Log Preferences 1 Click the Log icon in the panel on the left side of the Preferences window. The Log preferences settings appear. You can limit the size of the log by date, number of entries, or not at all. The options are m Log entries older than the number of days that you enter in the value field are deleted.
m Delete oldest log entries if more than [value] entries When the size of the log reaches the number you enter in the value field, the oldest entry is deleted each time a new entry arrives. m Save all log entries No log entries are automatically deleted, regardless of the size of the log. If you choose this option, it is up to you to clear the log manually from time to time so that it doesn’t grow too large and take up too much disk space.
OCR preferences The OCR preferences control the behavior of the OCR process of converting received fax documents to text. To set OCR preferences 1 Click the OCR icon in the panel on the left side of the Preferences window. The OCR preferences settings appear. The options are m Default dictionary Choose the dictionary for the appropriate language from this pop-up menu. Additional dictionaries may be obtained from Mimetics by writing to the address given on the copyright page (ii) of this manual.
m Ask for ambiguities if character cannot be recognized Check this box if you want Apple Fax to ask you to resolve ambiguities each time it encounters an unrecognizable character in the text. If the box is not checked, unrecognizable characters are replaced by the default replacement character.
Personal preferences Additional settings are grouped in the Personal preferences category—fax header, fax cover page information, and default dialing method. To set the Personal Preferences 1 Click the Personal icon in the panel on the left side of the Preferences window. The Personal preferences settings appear. You can enter up to 20 characters and numbers in the fax header field.
Reverting and saving preferences There are three buttons at the bottom of the Preferences window—Revert Panel, Cancel, and OK. m Revert Panel restores the previously saved settings for the currently displayed preferences category. m Cancel closes the Preferences window without saving any changes that have been made to the settings. m OK closes the Preferences window and saves the current settings to the preferences file.
C H A P T E R 9 Using Apple Fax Gateway In this chapter Apple Fax Gateway allows you to add fax services to your PowerTalk Key Chain.
About Apple Fax Gateway Apple Fax Gateway adds fax services to PowerTalk when used with the appropriate modem hardware. Once you have installed and configured the software and hardware, you can send documents to fax recipients, along with other e-mail recipients, from programs that support the PowerTalk Mailer. You can also send faxes from the desktop by dropping printable documents onto PowerTalk information cards that contain fax addresses.
Configuring Apple Fax Gateway You need to configure Apple Fax Gateway before you can use fax services. Adding fax services to your Key Chain Before you can send and receive faxes, you must add fax services to your Key Chain. 1 Select Key Chain from the Mail and Catalogs sub-menu in the Apple () Menu. The Key Chain window appears. 2 Click Add. The Add Service dialog box appears. 3 Select Apple Fax if it is not already selected, then click OK.
You return to the Key Chain window. Fax services have been added, but they are not yet configured. Configuring fax services To configure fax services 1 Select Apple Fax in the Key Chain window, then click Open. The Apple Fax configuration window appears.
All of the features in the Apple Fax configuration window, as well as those that are accessed by the Options, Preferences, and Apple Fax Info buttons, work just like their counterparts in Apple Fax. These are covered in detail in the earlier chapters of this guide. Using Apple Fax Gateway Sending fax documents You can send fax documents from any application that supports the PowerTalk Mailer by including the fax addresses of one or more recipients.
Another way to send a document is to drag it onto an information card, if you have designated the fax address as the “preferred” electronic address. Adding fax addresses is explained in the following section. Adding fax addresses to your PowerTalk information cards To add a fax address to a PowerTalk information card 1 Open an information card and select Electronic Addresses from the pop-up menu. The Electronic Addresses for the card are displayed.
3 Select Apple Fax, then click OK. A new, untitled fax address appears. 4 Select the untitled user name and type the name of your recipient. 5 Select the user name, then click Open, or double-click the user name. The Fax Number window appears. 6 Click in the Fax Number field and enter the user’s fax number, then click the close box. 7 If you leave “Preferred” selected, the fax address is the preferred electronic address.
Receiving fax documents with PowerTalk You can receive faxes from any fax machine or fax modem. When you receive a fax, it appears in your In Tray just like any other incoming mail. Opening received fax documents To open a received fax from your In Tray 1 Double-click the document. Apple Fax opens it in a fax view window. You can view, edit, and print it. See also: Chapter 5, “Viewing, Editing, and Printing faxes” for complete information about these features.
Problem alerts If an error occurs while sending or receiving a fax, you will get a problem alert in your Out Tray or In Tray. To see and resolve a problem alert 1 Click the Problem Alert icon in your In Tray or Out Tray. The Problem Alert appears with an explanation of the problem. 2 Click Resolve to remove the alert, or simply close the window to leave it unresolved.
Some of the more common Problem Alerts are Some of the enclosure files have been ignored. Only printable documents can be converted to the fax format. You get this message if you enclose a file that cannot be printed, such as a sound or a program. The generated fax document is empty and will not be sent.
I N D E X A D Address Book button 38 Address Fax Sender GX 63 Align fields 101 Apple Address Book 57 Apple Fax Main Window 24 Apple Fax Personal preferences 50 Preferences 114 AppleMail 129 Apple menu 47,127 Apple Telecom Status 12 button 40 AppleTalk 65 network 65 Application menu 59 Auto-answer 118 Delete 28,34 Desktop printer icon 60 Dialing manually 59 Distribution List 67 Drag and drop fax send 64 B Bitmap Alignment 49 Bitmapped fonts 89 C Changing page orientation 82 Chooser Fax Sender GX 6
status information 11 viewing 16,81 Fax Answering button 14 Fax Cover 45 Fax log 13 clearing 111 saving 110 viewing 108 Fax Sender 6,46,59 addressing 63 AppleTalk network 65 choosing 60 page setup 48-49,61 print 62 sending from a network client 66 sharing a fax server 65 Fax Sender GX 6,60 Fax Sender Options 54 Fax Terminal accessing 59 preferences 118 Fax Viewer 81-82,84 Fine (image quality setting) 49 Fields create 103 Field tool 96 Forward a received fax 76 G Graphic tool 97 Grid lines 100 136 I Imag
Network client 66 Notification preferences 115 Print 62-63 Fax Sender GX 62 Print Time 64 Problem Alert 133 O Q N Open a received fax 75,80 Optical Character Recognition (OCR) 72,88-89 dictionaries 88 preferences 88,121 working with 89 Outgoing View 25 Out Tray 133 P Page orientation change 82 Page Setup 49 Fax Sender GX 61 Personal preferences 123 PICT file converting a fax to 87 enclosure 126 Preference button 41 Preferences 3 changing settings 5 Fax Terminal 117-118 modem 4 OCR 88,121 port 5 Previe
S Scaling the view 83 Scaling tools 97 Selection tool 96 Sent faxes sort 29 Set Location 57 SimpleText 92 Sort 33 Standard (image quality setting) 49 Status deferred 26 failed 26 sent 26 System 7.
Apple Computer, Inc. 1 Infinite Loop Cupertino, California 95014-2084 408.996.
