Sending Documents Created Using an Application (Windows)

1. Using an application, create a document to transmit by fax.

   You can send up to 200 pages in monochrome or 100 pages in color, including a cover sheet, in one fax transmission.

2. Click Print from the File menu.

   The application’s Print window appears.

3. Select XXXXX (FAX) (where XXXXX is your printer name) in Printer, and then check the settings for fax sending.

   Specify 1 in Number of copies. The fax may not be transmitted correctly if you specify 2 or more.

4. Click Printer Properties or Properties if you want to specify Paper Size, Orientation, Color, Image Quality, or Character Density.

   For details, see the PC-FAX driver help.

5. Click Print.

   Note:

   When Using FAX Utility for the first time, a registration window is displayed. Enter the necessary information, and then click OK.

   The Recipient Settings screen is displayed.

6. When you want to send other documents in the same fax transmission, select Add documents to send checkbox.

   The screen for adding documents is displayed when you click Next in step 10.

7. Select the Attach a cover sheet checkbox if necessary.

8. Specify a recipient.

   • Selecting a recipient from PC-FAX Phone Book:
     If the recipient is saved in the phone book, do the steps below.
     Click the PC-FAX Phone Book tab.
     Select the recipient from the list and click Add.
   • Selecting a recipient from the contacts on the printer:
     If the recipient is saved in the contacts on the printer, do the steps below.
     Click the Contacts on Printer tab.
     Select contacts from the list and click Add to proceed to Add to Recipient window.
     Select the contacts from the list displayed, and then click Edit.
     Add the personal data such as Company/Corp. and Title as necessary, and then click OK to return to the Add to Recipient window.
     As necessary, select the Register in the PC-FAX Phone Book checkbox to save the contacts to the PC-FAX Phone Book.
     Click OK.
   • Specifying a recipient directly:
     Do the steps below.
     Click the Manual Dial tab.
     Enter the necessary information.
     Click Add.
     Furthermore, by clicking Save to Phone Book, you can save the recipient in the list under the PC-FAX Phone Book tab.
     Note:

     • If your printer's Line Type is set to PBX and the access code has been set to use # (hash) instead of entering the exact prefix code, enter # (hash).

       Line Type:

     • If you have selected Enter fax number twice in the Optional Settings on the FAX Utility main screen, you need to enter the same number again when you click Add or Next.

   The recipient is added to the Recipient List displayed in the upper part of the window.

9. Click the Sending options tab, and configure the transmission option settings.

   See the following for information on using multiple fax boards that are installed on the printer.

   Sending Documents Created in an Application When Multiple Fax Boards are Installed (Windows)

   • Transmission mode:
     Select how the printer transmits the document.
     - Memory Trans.: Sends a fax by storing the data temporarily in the printer's memory. If you want to send a fax to multiple recipients or from multiple computers at the same time, select this option.
     - Direct Trans.: Sends a fax without storing the data temporarily in the printer's memory. If you want to send a large volume of monochrome pages, select this option to avoid an insufficient memory error from the printer.
   • Time specification:
     Select Specify the transmission time to send a monochrome fax at a specific time, and then enter the time in Transmission time.

10. Click Next.

    • If you selected the Add documents to send checkbox, follow the steps below to add documents in the Document Merging window.
      Open a document you want to add, and then select the same printer (fax name) in the Print window. The document is added to the Document List to Merge list.
      Click Preview to check the merged document.
      Click Next.
      Note:

      The Image Quality and Color settings you have selected for the first document are applied to other documents.

    • If you selected the Attach a cover sheet checkbox, specify the content of the cover sheet in the Cover Sheet Settings window.
      Select a cover sheet from samples in the Cover Sheet list. Note that there is no option to create an original cover sheet or to add an original cover sheet to the list.
      Enter the Subject and Message.
      Click Next.
      Note:

      Perform the following as necessary in Cover Sheet Settings.

      • Click Cover Sheet Formatting if you want to change the order of the items on the cover sheet. You can select the cover sheet size in Paper Size. You can also select a cover sheet that is a different size from the document being transmitted.

      • Click Font if you want to change the font used for the text on the cover sheet.

      • Click Sender Settings if you want to change the sender information.

      • Click Detailed Preview if you want to check the cover sheet with the subject and the message you entered.

11. Check the transmission content and click Send.

    Make sure the name and fax number of the recipient are correct before transmitting. Click Preview to preview the cover sheet and document to transmit.

12. If a message is displayed informing you that you have not set a user name and password, follow the on-screen instructions to enter them.

    • Ask your administrator for the user name and password.
    • This message is displayed when you are sending a fax from a printer on which faxing is restricted.
    • On the window that is displayed after confirming the message and clicking OK, if you select the Save Access Control settings checkbox, the user name and password are saved to the FAX Utility and the window to enter them is not displayed the next time.