Apple Fax User Manual

Apple FaxUser’s Guide

This manual provides complete information for operatingApple Fax.It is assumed that you are familiar with basic Macintoshdesktop operations. If not, r

Converting a fax to a PICT fileApple Fax allows you to save a fax in Apple Fax or in PICT fileformat using the Save As command. Apple Fax documentscan

Optical Character Recognition (OCR)A fax is transmitted as graphic information. A received faxdocument cannot be opened with a word processor oredited

OCR tipsYou can increase the chance of successful characterrecognition by taking the following precautions. Ask theoriginating fax tom send documents

Converting part of a document to text1 Open an Apple Fax document, then select the text you wantwith the selection rectangle tool.2 Click the OCR Sele

The OCR process shows you status messages that let youknow about the progress of the text conversion. When theconversion is complete, the status messa

Converting an entire document to text1 Open an Apple Fax document.2 Choose Save As from the File menu, then select “Text only”in the Format pop-up men

In this chapterThis chapter explains the functions for creating and managingcover pages, includingm customizing cover pagesm positioning and resizing

Customizing cover pagesApple Fax includes a complete set of tools for creating andmanaging customized cover pages for your faxes. Severalexample cover

Creating a new cover pageTo create a new cover page1 Choose New Cover Page from the File menu. If you prefer tomodify an existing cover page, choose O

Using the tool barMost of the operations you perform as you customize yourcover page are done with the tools in the tool bar. The toolbar makes it eas

Part IIm Chapter 3 covers fax send advanced features using Fax Sender and Fax Sender GX, as well as managingrecipients and recipient lists using Apple

The Scale toolsYou can scale the view of a cover editor window using theZoom In and Zoom Out tools on the right-hand side of thetool bar, or you can c

Customizing fieldsYou start designing a cover page by placing the fields andtheir labels on your cover page.You can control nearly all aspects of a fi

Modifying fieldsOnce you have placed a field on your cover page, you canmodify its assignment from the predefined list of fields. Forexample, you migh

Using the grid and aligning fieldsThe cover editor includes a grid to help you align elementson the page. You can choose to turn the grid on or off an

You can align elements on the page to the grid or to eachother.To align fields to the grid1 Choose Set Alignment from the Cover Page menu.The Alignmen

The selected fields are aligned to the grid according to thesettings you chose in the Set Alignment dialog box.To align fields to each other1 Choose S

Creating fieldsApple Fax places some fields on the new cover pagetemplate when you create it. You can also delete and createfields, although each fiel

The list of types includes recipient information from theaddress book entry, sender information from the Personalpreferences, and information about a

Adding graphicsYou can add a graphic to your cover page in the form of aPICT file. Most graphics programs allow you to save yourwork in PICT file form

Installing cover pagesWhile editing, you can save your customized cover pages toany location you like using the Save and Save As commandsin the File m

Part I

In this chapterApple Fax maintains a log of all outgoing and incoming faxes.This chapter explains the log functions, includingm viewing the fax logm s

Viewing the fax logThe fax log keeps valuable information on all outgoing andincoming faxes. This information is kept in an internal logfile. To view

Fax log informationThe fax log gives you information for outgoing and incomingfaxes. The information includesm date and time the fax was sent or recei

Saving the fax logYou may want to save the fax log from time to time forarchival and record-keeping purposes. The log file is a textfile, and therefor

Clearing the fax logTo make room for new entries and to make the informationin the fax log easier to scan quickly and understand, youshould clear the

In this chapterThis chapter explains all of Apple Fax’s preference settings,includingm notification preferencesm modem preferencesm log preferencesm O

Apple Fax PreferencesApple Fax allows you to set up your fax environmentaccording to your needs and preferred way of working. Yoursettings are saved i

The Preferences window is divided into two parts. On theleft is a panel of icons for choosing a category of preferences.The large panel to the right c

Modem preferencesYou need to set certain modem preferences so that AppleFax can communicate correctly with your particular modemhardware configuration

Table 9-1 Apple Fax Modem Preferences PREFERENCE FIELDS RESULTModem choice pop-up Choose the type that corresponds menu to your modem. (If you have an

Apple Fax Modem Preferences (continued)PREFERENCE FIELDS RESULT Turn off ECM Some fax machines support the Error Correction Mode (ECM) of transmission

Log preferencesThe Apple Fax log keeps track of all fax transmissions andreceptions. You can set preferences to limit the size of thelog by number of

m Delete oldest log entries if more than [value] entriesWhen the size of the log reaches the number you enter inthe value field, the oldest entry is d

OCR preferencesThe OCR preferences control the behavior of the OCRprocess of converting received fax documents to text.To set OCR preferences1 Click t

m Ask for ambiguities if character cannot berecognized Check this box if you want Apple Fax to askyou to resolve ambiguities each time it encounters a

Personal preferencesAdditional settings are grouped in the Personal preferencescategory—fax header, fax cover page information, anddefault dialing met

Reverting and saving preferencesThere are three buttons at the bottom of the Preferenceswindow—Revert Panel, Cancel, and OK.m Revert Panel restores th

In this chapterApple Fax Gateway allows you to add fax services to yourPowerTalk Key Chain. This chapter explains the features ofApple Fax Gateway, in

About Apple Fax GatewayApple Fax Gateway adds fax services to PowerTalk whenused with the appropriate modem hardware. Once you haveinstalled and confi

In this chapterThis chapter introduces you to the basic operation of AppleFax. It gives you step-by-step instructions for the mostcommonly used functi

Configuring Apple Fax GatewayYou need to configure Apple Fax Gateway before you can usefax services.Adding fax services to your Key ChainBefore you ca

You return to the Key Chain window. Fax services have beenadded, but they are not yet configured.Configuring fax servicesTo configure fax services1 Se

All of the features in the Apple Fax configuration window, aswell as those that are accessed by the Options, Preferences,and Apple Fax Info buttons, w

Another way to send a document is to drag it onto aninformation card, if you have designated the fax address asthe “preferred” electronic address. Add

3 Select Apple Fax, then click OK.A new, untitled fax address appears.4 Select the untitled user name and type the name of yourrecipient.5 Select the

Receiving fax documents with PowerTalkYou can receive faxes from any fax machine or fax modem.When you receive a fax, it appears in your In Tray just

Problem alertsIf an error occurs while sending or receiving a fax, you willget a problem alert in your Out Tray or In Tray.To see and resolve a proble

Some of the more common Problem Alerts are Some of the enclosure files have been ignored.Only printable documents can be converted to thefax format.Yo

135AAddress Book button 38AddressFax Sender GX 63Align fields 101Apple Address Book 57Apple Fax Main Window 24Apple Fax Personal prefe

status information 11viewing 16,81Fax Answering button 14Fax Cover 45Fax log 13clearing 111saving 110viewing 108Fax Sender

Sending a faxThis section introduces Apple Fax and guides you throughthe steps for sending a fax. If you follow these steps, you willlearn everything

NNetwork client 66Notificationpreferences 115OOpen a received fax 75,80Optical CharacterRecognition(OCR) 72,88-89dictionaries 88prefere

SScaling the view 83Scaling tools 97Selection tool 96Sent faxessort 29Set Location 57SimpleText 92Sort 33Standard (image quality

Apple Computer, Inc.1 Infinite LoopCupertino, California 95014-2084408.996.1010030-7366-APrinted in USA

Setting preferencesBefore sending your first fax, you need to configure Apple Fax for your modem. Once this is done, you won’thave to worry about the

3 Read the introductory text, then click Next or select“Choosing a Modem” from the Topics pop-up menu.The “Choosing a Modem” panel appears4 Choose you

The “Changing your settings” panel appears.5 The descriptive text explains how to change these and othersettings. Read it, then click Done to confirm

Choosing Fax Sender or Fax Sender GXBefore sending your fax, you need to choose either FaxSender or Fax Sender GX, depending on your configuration,to

K Apple Computer, Inc.© 1996 Apple Computer, Inc. and its licensors. All rights reserved.© 1996 AirGo Communications, Inc. and Dayna Communications, I

4 Close the Chooser. Fax Sender or Fax Sender GX is nowselected so that you can use the Print command to sendfaxes.Important As an alternative to the

You can also send a fax to a recipient who does not have anaddress book entry simply by typing the fax number into the“Other Recipient Number” field o

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. Fornow, just accept the default settings

Previewing your faxBefore sending, you can preview your fax as it will appear onyour recipient’s fax machine. 1 Click the Preview button in the Fax Se

Sending your faxYou can send your fax from the preview dialog box or fromthe Fax Sender print dialog box.1 Click Send in either the preview dialog box

You should see the fax you just sent at the top of the list.(Faxes are normally displayed most recent first. You canchoose to display them according t

Fax log informationYou can access detailed information about sent and receivedfaxes using the fax log. Information about each transmissionor reception

Receiving a faxYou can receive, view, edit, and print faxes using Apple Fax.This section explains how to set your environment up forreceiving, how to

Checking for received faxesWhen you look at Incoming view, received faxes aredisplayed in the order in which they were received, with themost recent a

Opening a fax for viewingTo open and view a received (or sent) fax1 Select the fax you want to read from the list of received (orsent) faxes.2 Click O

CONTENTSPreface How to use This Book xiPart IChapter 1 Apple Fax Quick Start 1Sending a fax 2Faxing is like printing 2Preparing your doc

Quick FaxIn many cases you may want to send a quick note or memo,essentially a cover sheet with some additional information inthe Note field. Quick Fa

The Quick Fax window appears.2 Enter the text you want to appear in the Subject field of thecover page. The Subject text you enter is also used to ide

Adding enclosuresYou can add documents created by a program such as aword processor or paint program as enclosures to a QuickFax. When you enclose a d

You can repeat these steps for as many enclosures as youwish. Each time you add a file, its name appears in theenclosures list. To remove a file from

3 For each recipient, select the corresponding entry in thescrolling list, then click To.4 When you have added all recipients to the list, click Done.

In this chapterThis chapter covers the Apple Fax main window, which servesas a central location for displaying information about faxes yousend and rec

Accessing Apple FaxWhen you install the Apple Telecom software, the Installerplaces Apple Fax in Fax Folder in the Telecom Applicationsfolder on your

Outgoing viewOutgoing view shows you information about faxes you havesent or those waiting to be sent. You can also accessinformation of about the rec

The status of a fax is Sent for a fax that has been sentsuccessfully, Deferred for a fax that is waiting to be sent at alater time, or Failed, if the

Quick Fax 17Sending a single sheet Quick Fax 17Adding enclosures 19Addressing a Quick Fax 20Chapter 2 Apple Fax Main Window 23Accessi

Viewing recipient informationIn order to keep the status information from becomingcluttered, information about the recipient or recipients ishidden by

A recipient Info window appears.For a fax that is waiting to be sent, you can edit the faxnumber or the send time. You cannot change thisinformation f

Sorting faxes that have been sentYou can sort the list of sent faxes by document name, date,number of pages, or status. Date is the default sort crite

If you select multiple faxes, the button is named Merge. Itlets you combine several faxes into a single fax and send thecombined document to one or mo

Opening and viewing a fax that has been sentYou can open a sent fax into a fax view window for editing orprinting by selecting it and clicking Open or

Incoming viewIncoming view shows you information about faxes that youhave received.Understanding the display informationReceived faxes are shown in th

Editing the name of a received faxYou can edit the name of a received fax by selecting the textyou want to edit and then typing the new information. S

The Forward Fax window appears.2 Enter the information you want, then click Forward.Deleting a fax that has been receivedDeleting received faxes works

Opening and viewing a fax that has been receivedYou can open a received fax into a fax view window forediting or printing by selecting it and clicking

Using the button barThe Apple Fax main window contains a button bar that letsyou navigate easily to other parts of the program and linksApple Fax to c

Part IIChapter 3 Fax Send Advanced Options 45Sending faxes using Fax Sender 46Choosing Fax Sender 46Fax Sender Page Setup 48Entering cove

Quick FaxThe 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 F

Address BookThe Address Book button in the button bar opens the Apple Address Book program, if it is not already open, andbrings it to the front. The

LogThe Log button lets you access the Apple Fax log. Alloutgoing and incoming fax transmissions have entries in the fax log.See also: Chapter 7, “Appl

Apple Telecom StatusThe Apple Telecom Status button in the button bar opensthe Apple Telecom Status program, if it is not already open,and brings it t

PreferencesThe Preferences button lets you access the Preferenceswindow. You can use the preference settings to configureApple Fax for your particular

Part II

In this chapterApple Fax contains many advanced features for sending faxesusing Fax Sender and Fax Sender GX. These features arecovered in this chapte

Sending faxes using Fax SenderYou can send any document that can be printed as a faxusing either Fax Sender or Fax Sender GX, depending onyour system

Chapter 4 Fax Receive Advanced Options 71Receiving a fax 72Setting Apple Fax to receive 72Checking for received faxes 73Receiving manual

You can also make Fax Sender the selected output device,just as you might select a printer. When Fax Sender is theselected output device, each time yo

Fax Sender Page SetupYou select the options that are specific to imaging yourdocument as a fax, such as page size, orientation, andquality, from the F

Table 3-1 Fax Sender Page Setup optionsOPTION RESULTOrientationPortrait Transmits the fax vertically.Landscape Transmits the fax horizontally.Reduce o

Entering cover page informationYou can include information about yourself, the sender,along with the recipient information on the cover pages ofthe fa

3 Enter the information about yourself as you would like it toappear on the cover page of faxes you send.4 Click OK to confirm your settings and close

Selecting a cover pageYou can choose a cover page to be sent with your fax, or youcan choose to have no cover page. Several sample coverpages are prov

Preview optionsYou can preview any fax or Quick Fax document to see howit will appear to the recipient when you send it.To preview a fax from the Fax

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 tosend it as it is, or

To set the send time for a fax from the Fax Sender dialog boxor Quick Fax window1 Click Options.The Options dialog box appears.2 Click the Send At rad

Setting your locationApple Fax uses the Location preferences settings in AppleAddress Book to take into account where you are “dialingfrom” when you m

Optical Character Recognition 88OCR Dictionaries 88OCR tips 89Working with OCR 89Converting part of a document to text 90Converting a p

To set your location1 Click the Address Book button to open Apple Address Book.2 Choose Preferences from the Edit menu.3 Click Locations to display th

Using manual dialingApple Fax can send faxes using either automatic or manualdialing. Most dedicated fax machines use automatic dialing.This is the de

3 Choose a recipient or type a number in the “Other RecipientNumber” field.4 Click Send.After Fax Sender has prepared your fax for sending, a beepand

Sending faxes using Fax Sender GXChoosing Fax Sender GX1 Select Chooser from the Apple (K) menu.The Chooser dialog appears.2 Scroll, if necessary, in

Fax Sender GX Page SetupBefore sending your document, you need to select theappropriate Page Setup options.1 Select Page Setup from the File menu.The

Print dialog box optionsYou 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

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

Print time and send timeQuickDraw GX allows you to set the print time by selectingthe Print Time panel in the Print dialog box. This feature ismore us

If you followed the steps at the beginning of this chapter,you have already created a desktop printer icon for FaxSender GX. Once you have created a d

If you are sharing your modem on an AppleTalk network, tryto minimize the time you spend previewing faxes. While youare previewing, remote Fax Sender

Chapter 7 Using the Apple Fax Log 107Viewing the fax log 108Fax log information 109Printing the fax log 109Saving the fax log 110Clea

Recipients and recipient listsApple Fax offers a rich variety of features for sending faxes toindividuals and groups. If you frequently send faxes to

The Fax Sender or Quick Fax print dialog appears.2 Click the Recipients button.An Address Book dialog box appears, showing you ascrolling list of the

3 To choose a different address book, click the icon to the leftof the current address book name.A file selection dialog box opens showing the last fo

6 When you have added all of your recipients to the Recipientsfield, click Done.Your fax is now ready to send to each recipient, including allof the e

In this chapterThis chapter introduces you to the advanced options for faxreception, includingm setting up to receive faxes automaticallym checking fo

Receiving a faxApple Fax allows you to receive faxes automatically ormanually, as well as to view, edit, and print them. You canalso convert a receive

Checking for received faxesYou can choose what Apple Fax does when you receive a fax.According to the choice you make in the NotificationPreferences,

Received faxes are displayed in a scrolling list, sortedaccording to the criterion you choose. If you leave thedefault, Date, your faxes are displayed

To receive a fax manually1 Make sure that Fax Answering is set to off.2 Answer the incoming call using the handset.3 When your correspondent is ready

Forwarding received faxesYou can easily forward a fax you have received to one ormore recipients. You can also merge several fax documentsand forward

Chapter 9 Using Apple Fax Gateway 125About Apple Fax Gateway 126Configuring Apple Fax Gateway 127Adding fax services to your Key Chain 12

See also: Chapter 1, “Apple Fax Quick Start” and Chapter 4,“Fax Send Advanced Options” for a complete explanation ofall of the features related to fax

In this chapterThis chapter introduces you to the options for viewing andediting fax documents that you receive, includingm opening a faxm viewing a f

Opening a faxYou can open a fax for viewing, editing, or printing in a faxview window. Ordinarily you will want to view and printreceived faxes, but a

Viewing a faxOnce you have opened a document, you can view it in severaldifferent resolutions and in several orientations, as well asnavigate from pag

In addition to the paging buttons, the FaxView menu offerscommands for changing pagesm Previous Page allows you to move backward one page.mNext Page a

Scaling the viewYou can view the currently displayed page at severaldifferent scale settings—100%, 200%, 400%, and 800% of theactual size—using the Zo

To increase the Apple Fax memory partition1 Select Apple Fax in the Finder.2 Choose Get Info from the File menu (x-I).3 Increase the number in the Pre

Copy places the current page on the clipboard. Cut placesthe current page on the clipboard, removes it from thedocument, and decreases the page count

Selecting a portion of a pagePaste operations in Apple Fax only operate on entire pages.However, you can select a portion of a page for pasting intoa