Sending a fax

To send a fax from a Windows application:

1. Create a new Windows document or open an existing one.

Screenshot 2 - Selected FAXmaker printer driver

2. Print your document to the ‘FAXMaker’ printer. Click on Print from the File menu. In the Print dialog click on Name > FAXmaker. Click OK.

NOTE: If you have configured the Outlook New Message form to be displayed after printing to the FAXmaker printer driver, refer to “Sending a fax using the Microsoft Outlook Message form” for the remaining steps.

Screenshot 3 - The FAXmaker Fax Message form

3. The FAXmaker Fax Message form will be displayed with your document attached as a fax file. If you want a cover page with your fax, you can enter the cover text in the form. You can also attach Office documents using the insert attachment function in the menu.

NOTE: When attaching files other than FAXmaker fax files, ensure that all fonts and objects included in your document are also available on the server.

4. Specify the fax recipients: Click on To.... and select recepients from the Outlook Contact List. Click on the ‘To->’ to add the recipient. You can add multiple recipients. Click OK to proceed.

NOTE: Ensure that the recipient has a fax number specified in the Business Fax field. If you are sending a fax to a one-off recipient, and don’t want to enter them into your contacts lists, you can specify the fax number directly in the To: field.

Screenshot 4 - Selecting a recipient for the fax

If you use the FAXmaker Address Book

Click To… and select a fax recipient. If you wish to add a new fax contact, click 'Advanced > New… > New Contact. This will load the ‘Contact’ dialog in which you can add a recipient. Click Save and Close to save the new contact. Select contact names and click To-> > OK to add the recipient to the fax.

5. After you have specified the recipient, you can also specify the fax options. Click on ‘Options’ dialog in the tool bar to access the Options dialog. The following options are available:

Screenshot 5 - FAX format options

Format tab

Resolution: Select which resolution you wish to send this fax in.

Signature: Select a signature to append to all faxes.

Send cover-page: Select this option to add a cover page to the fax.

Cover page name: If you want to send a different cover page other than the default cover page, enter the name of the custom cover page you wish to send (This cover page has to be configured on the server by the administratator).

NOTE: The list of cover pages does not automatically list the available cover pages on the server.

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Screenshot 6 - Fax delivery options

Delivery tab

Importance: Setting the importance level to high or normal will only effect the delivery time if there are a lot of faxes in the queue. You can specify this option directly from the toolbar.

Billing code: The billing code is used for accounting purposes to apportion the cost of the fax (Optional).

Scheduling: If you wish the fax to be sent at a later date or time, check this checkbox and select the date and time you wish the fax to be sent.

Screenshot 7 -SMTP options

SMTP options tab

Email address: Specify the email address to which the delivery report of the sent fax message are sent to.

Mail server name/IP and port, Use SSL, Use SMTP authentication: Specify the GFI FAXmaker SMTP gateway information.

6. Specify a subject for the fax (this will allow you to recognize the fax when you receive notification regarding the status of the fax) and click on the Send button.

FAXmaker will fax your document. Soon after you will receive a transmission report in your inbox with information on whether the fax was sent successfully, how many pages were faxed and at what time. If your fax failed, it will contain information about why the fax failed.

To send a fax from FAXmaker directly

1. Start-up the FAXmaker Fax Message form from the FAXmaker client program group.

2. Follow the procedures described in ‘Sending a fax from a Windows application’ section in this chapter from step 4 onwards.