Sending Documents Created Using an Application (Windows)

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

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. Fax may not be transmitted correctly if you specify 2 or more.
   • You cannot use functions such as Print to File that change the output port.
   • You may transmit up to 100 pages including cover sheet in one fax transmission.

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 window for registering your information is displayed. Enter the necessary information, and then click OK. FAX Utility uses Nickname to manage fax jobs internally. Other information is automatically added to the cover sheet.

   Recipient Settings screen of FAX Utility is displayed.

6. Specify a recipient and click Next.

   • Selecting a recipient (name, fax number and so on) 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 (name, fax number and so on) 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.
     Note that because the printer has a security function that allows administrators to restrict users from changing the printer's fax settings, you may need to enter an administrator password to continue.
     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 checkbox of Register in the PC-FAX Phone Book to save the contacts to PC-FAX Phone Book.
     Click OK.
   • Specifying a recipient (name, fax number and so on) 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). For details, see Line Type in Basic Settings from related information link below.

     • 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.

7. Specify the content of the cover sheet.

   To attach a cover sheet, select one of the samples from Cover Sheet. Enter the Subject and Message. Note that there is no function to create an original cover sheet or to add an original cover sheet to the list.

   If you do not want to attach a cover sheet, select No cover sheet from Cover Sheet.

   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 at a different size to the document being transmitted.

   Click Font if you want to change the font or font size 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.

   Click Next.

8. 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.

   Once transmission starts, a window displaying the transmission status appears.

   Note:

   • To stop transmitting, select the data, and click Cancel. You can also cancel using the printer's control panel.

   • If an error occurs during transmission, the Communication error window appears. Check the error information and retransmit.

   • The Fax Status Monitor screen (the screen mentioned above where you can check the transmission status) is not displayed if Display Fax Status Monitor During Transmission is not selected in the Optional Settings screen of the FAX Utility main screen.