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 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. 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 window for registering your information is displayed. Enter the necessary information, and then click OK.

   Recipient Settings screen of FAX Utility 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 Attach a cover sheet checkbox if necessary.

8. Specify a recipient.

   • 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.
     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.

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

   • 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 item.
     - 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 item to avoid an error due to insufficient printer's memory.
   • Time specification:
     Select Specify the transmission time to send a fax at a specific time, and then enter the time in Transmission time.

10. Click Next.

    • When you have selected 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.

    • When you have selected 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 function to create an original cover sheet or to add an original cover sheet to the list.
      Enter the Subject and Message.
      Click Next.
      Note:

      In the Cover Sheet Settings window, do the following as necessary.

      • 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 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.

    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.