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Receiving FaxesExactly what happens when you receive a fax depends on how you configuredFax Services, as described earlier in this chapter. If you opted to receive faxesautomatically, the fax program will answer the phone after the specified num- ber of rings. If you opted for Manual answer, you can use whichever methodthat follows is most convenient: .From the Fax Monitor that appears on your screen when the faxarrives, click Answer now. .From the Fax Console, click the Receive Now button on the toolbar. Or choose File.Receive Fax Now from its menu bar. Faxing without a FaxmodemYou can bypass the whole faxmodem/phone-line business and use the Internetto send and receive faxes. This isn t really a Windows XP thing per se. It s a serv- ice you subscribe to on the Internet. But once you ve established an account, you can certainly use Windows XP to send and receive faxes with that account. Exactly how you do that depends on which service you use. To learn moreabout these services, visit either of the following Web sites: eFax:www.efax.comVenali:www.venali.comIf you use Microsoft Office, you may be able to sign up for a fax service rightfrom an Office application. For example, if you open a document in MicrosoftWord and choose File.Send To.Recipient Using Internet Fax Service (Fig- ure 8-9), you can work your way to the Office Marketplace, which may providemore offerings by the time you read this. Figure 8-9:Using, or getting more information about, Internet fax services from Word 2003158Part
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program s menu bar. In the Print dialog box that opens, choose Faxthe printer to use; then click OK. .From Control Panel s Category view, click Printers and Faxes; thenclick Send a Fax under Printer Tasks. The first page of the Send Fax Wizard opens. The rest is largely self-explanatory. When you click Next on the first Wizard page, the Recipient Information pageopens as in Figure 8-8. Fill in the blanks to describe to whom you re sendingthe fax; then click Next. Figure 8-8:The Recipient Information page of the Send Fax WizardThe Address Book referred to in the Wizard might be Windows AddressBook (WAB). If you use Microsoft Outlook to manage contacts, the Wizardwill use the Outlook s Contacts folder as your address book. The second Wizard page, titled Preparing the Cover Page, lets you create acover page. If you select the checkbox, you can choose a cover-page templatefor the page (Confident, FYI, Generic, or Urgent styles); then you can fill in abrief subject line and note. After that, click Next. The third Wizard page, titled Schedule, lets you choose when you want to sendthe fax and with what priority. Make your selections and click Next. The last Wizard page lets you review your options and preview the fax. If youwant to make any changes to the fax, use the Back button in the Wizard. If you reready to send the fax, click the Finish button. The Fax will be sent. Or, if youopted to send the fax at a later time, the fax will be sent to your Outbox in theFax Console and sent at whatever time you specified.
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Figure 8-7:The Fax Console is where you ll manage faxes. The Fax Console is sort of like Faxes Central, in the sense that every fax yousend and receive will end up there (unless you opt to print incoming faxes butnot have them sent to the console). So anytime you need to look at a receivedfax, review faxes you ve sent in the past, and so forth, the Fax Console is theplace to go. As in any program, there are plenty of options in the menu bar andtoolbar that you can use to manage faxes. Like most programs, the Fax Console has its own Help, which you can get toby pressing F1 while Fax Console is the active window or by choosing Helpfrom the Fax Console s menu bar. To close the Fax Console, click its Close button or choose File.Exit from its menu bar. Sending a FaxThe easiest way to send a fax from your computer is to use the Send FaxWizard. There are lots of ways to start that wizard. Use whichever methodhere is most convenient at the moment: .If you re in the Fax Console, click the New Fax in its toolbar, orchoose File.Send a Fax from its menu bar. .From the Windows desktop, click the Start button and choose AllPrograms.Accessories.Communications.Fax.Send a Fax. To create a desktop shortcut to the Send a Fax option onthe menu, right-click that option on the menu and chooseSend To.Desktop (create shortcut). See the section Creating Your Own Shortcuts in Chapter 24 for moreinformation. .If you want to fax the document you re currently creating in a pro- gram that supports faxing, choose File.Send To.Recipient Using aFax Mode. If that option isn t available, choose File.Print from that156Part
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9.Click the Next button. On the last wizard page, you can review theoptions you selected, and click Back if you discover any mistakes. Otherwise, click the Finish button, and you re done. You won t need to go through that ritual ever again. The Fax Console, describednext, is ready for use. Using the Fax ConsoleWith all your ducks in a row now, you can fire up the Fax Console at any timeusing either of the following methods: STEPS:Opening the Fax Console1.Do one of the following: Click the Start button and choose All Programs.Accessories. Communications.Fax.Fax Console. Open the Printers and Faxes folder, and double-click the Fax iconin that folder. To add a shortcut to Printers and Faxes to your Start menu, see the section Personalizing Your Start Menu in Chapter 24. To create a desktop short- cut to Fax Console, right-click the Fax Console icon on the Fax menu, andchoose Send To.Desktop (Create shortcut). See Chapter 24 for all thedetails on creating shortcuts. When the Fax Console opens (see Figure 8-7), you ll see several folders downthe left pane. Click any folder name to see its contents. If you haven t sent orreceived any faxes yet, all the folders will be empty, as in Figure 8-7. But onceyou get going with faxes, here s what each folder will contain: .Incoming:Contains faxes currently being received. .Inbox:Contains faxes that have been received. .Outbox:Contains faxes waiting to be sent. .Sent Items:Contains faxes that have been successfully sent. CSID, Huh? If you re as clueless about TSID and CSID as I was the first time I saw them, here s what you need to know. A TSID (Transmitting Subscriber Identification) isrequired only on special complex routing software, such as when using theInternet or a large corporate network for faxing. A CSID (Called SubscriberIdentification) is similar but is displayed on the receiving fax machine. This allowsthe recipient to verify that the fax was sent from your computer and isn t a for- gery sent from some other computer. But the bottom line is that, if nobody everhands you a TSID or CSID to use for faxing, you probably don t need one.
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With Fax Services installed, the next step is to configure Fax Services to workproperly with your faxmodem. Configuring Fax ServicesBefore you use Fax Services for the first time, you ll need to fill it in on somefacts about your system. You re going to be filling in a lot of blanks along theway. So make sure you have a few minutes so you can complete the wholeprocess. Here s the whole shebang: 1.Click the Start button and choose All Programs.Accessories. Communications.Fax.Fax Console. 2.On the first page of the Fax Configuration Wizard that opens, clickthe Next button. 3.On the Sender Information page that opens, fill in the blanks todescribe yourself. What you type will appear as your return addresson all your fax cover pages. Then click Next. 4.On the Select Device. . . page that opens next, click your faxmodem. Also: If you want to be able to send faxes from this computer, makesure the Enable Send checkbox is selected (checked). If you also want this computer to receive faxes, make sure theEnable Receive check box is selected (checked). If you chose Enable Receive in the previous step, you may alsochoose Manual answer if you want to manually answer incom- ing fax calls. Or choose Automatically answer afterto have thecomputer receive faxes automatically. Then specify the numberof rings to wait before answering. 5.Click the Next button. 6.If you have a TSID, enter that information on the next page. If youdon t have a TSID, type your business name and fax number. Thenclick Next. 7.If you have a CSID, enter that information on the CSID page. If youdon t have a CSID, type your business name and fax number. Thenclick Next. 8.On the Routing Options page that opens: Choose Print it onif you want to print each incoming fax as soonas it arrives. Then choose the name of the printer to use. Every fax you receive will be stored in the Inbox of your FaxConsole. If you want to create and store an additional copy ofeach fax you receive, choose the Store a copy in a folder option; then choose an easily accessed folder like My Documents or per- haps a new subfolder within My Documents named My Faxes.
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If you don t have a faxmodem, you can have one installed or buy one andinstall it yourself if you re comfortable with that sort of thing. You can find faxmodems at any computer or large office-supply store. To shop around online, go to any Web site that sells such things (for example, www.amazon.com, www.cdw.com, www.tigerdirect.com) and search the keyword faxmodem. Even if your computer came with a modem, there s no guarantee that it s To learn more about your modem, see the documentation thatcame with your computer, or visit your computer s manufacturer s Web site. As an alternative to using a faxmodem, you can use the Internet to send andreceive faxes. If you want to explore that route, skip straight to the sectiontitled Faxing without a Faxmodem, later in this chapter. Using a FaxmodemIf you have a faxmodem installed on your computer, you need to jump throughsome hoops to configure Windows XP to work with that device. The first stepin the process is to install Windows XP Fax Services (but only if they re notalready installed). To see if the Fax Services are already installed: .Click the Start button and choose All Programs.Accessories. Communications. If you see Fax Services on the Accessories submenu, the serviceis installed. You can go to the section titled Configuring FaxServices, later in this chapter, right now. If you don t see the Fax Services option on the Communicationssubmenu, you ll need to use the Windows Components Wizard toinstall Fax Services. (See the section Installing Missing WindowsComponents, in Chapter 25.) Edit a Faxed DocumentFAX is short for facsimile, because it works by sending a facsimile copy (a photo- copy) of the document through the phone lines. When you send that photocopyto another computer, it gets, quite literally, a photograph of the original document. For example, let s say you fax a WordPad document or Microsoft Word documentto some other computer user. You are sending a photoof that document. Whenthe recipient opens the document, it will be in a graphics program. This, in turn, makes it impossible to edit the document using Microsoft Word, WordPad, or anyother word-processing program. If e-mail isn t an option, the only other choice is to use Optical Character Recognition(OCR) software to convert the photocopy to some sort of editable text. Manyscanners and faxmodems come with OCR software as part of the package. Youcan also check out XP-compatible software at the Windows Catalog site at www. WindowsCatalog.com. See the section Learning about Hardware and Softwarefor Windows XP, in Chapter 25, for more information.
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paper, out of ink, not connected to the printer, not properly installed, and more. You have to check all those things. Refer to the instructionsthat came with your printer for details. .The printer won t stop/start: Make sure you re giving it enough time(See Printing a Document and Stopping the Printer, Managing PrintJobs earlier in this chapter.) .The wrong document/page printed:You probably chose File.Printfrom the wrong program s menu bar. Click the document you want toprint, to make sure it s in the active window. Then press Ctrl+P toprint that document. .The same document prints over and over again:You may haveclicked the Print button too many times. Open the print queue andcancel any print jobs you don t want. .My document supposedly printed, but I don t see the pages:If yourcomputer is on a network, the document may have printed to someother printer. Check the other printers. See Choosing a DefaultPrinter, earlier in this chapter, for more information. .My printed pages suddenly look blotchy:Most likely, you re printeris about to run out of ink. You re just getting the last few sputters. .My pictures don t look so hot: Try printing on photographic paper, on a higher-quality print setting, if possible. See Choosing a PrintQuality and Such, earlier in this chapter, for more information. .The printer suddenly went bonkers: If you suddenly start gettinggobbledygook from your printer, turn it off. On your computer, openthe print queue and cancel all documents waiting to be printed. Toplay it extra safe, shut down the computer as well. Then start theprinter first, start the computer second, and try again. Be sure to try the Troubleshoot printingoption in the Printers and Faxesfolder, as another potential resource for fixing a problem. Faxing DocumentsIf you need to send documents to fax machines (because the recipient doesn thave a computer), you can fax files directly from your computer to a faxmachine. You can also fax a file to another computer. But as a rule, you ll wantto avoid that and use e-mail attachments for sending documents to other com- puters. Similarly, if someone is going to send you a document, have the personsend it as an e-mail attachment, not as a fax. The reasons are described in thesidebar to follow. You don t need a fax machine to send and receive faxes with your computer. But you do need some kind of connection to the outside world. The usual setupis to use a faxmodemthat connects your computer to a phone line. If your com- puter has such a device installed, you can follow the instructions in Using aFaxmodem, later in this chapter, to set up faxing and to fax documents.
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STEPS:Print the Screen1.Get the screen to look the way you want. 2.To capture the entire screen, press the Print Screen key. To captureonly the active window, dialog box, or message, press Alt+Print Screen. 3.Open your favorite graphics program. (If you don t have one, you canuse Paint in a pinch. Click the Start button and choose All Programs. Accessories.Paint.) 4.Press Ctrl+V or choose Edit.Paste from the graphics program smenu bar. A snapshot of the screen (or whatever you captured) opens in your graphicsprogram. If you view it at 100% magnification, it might look more like a holethrough your graphics program or something hovering over it. If your graphicsprogram allows it, shrink it a bit to get a closer view. In some graphics programs, you can spin your mouse wheel to change theimage s magnification. In others, you have to choose some option from theprogram s View menu, such as View.Zoom. To print the screen, print the picture as you would any other document (chooseclick the Print button in the program s toolbar, or press Ctrl+P, or choose File. Print from your graphics program s menu bar). To save the image as a file, per- haps to include it in some other document later, save it as you would any otherfile. That is, click the Save button on the toolbar, or press Ctrl+S, or chooseFile.Save from the menu bar, as discussed under Saving Documents inChapter 6. If you plan to use the screenshot as a picture in a Web page, save it as or Portable Network Graphics (PNG) file (if possible), using the SaveAs Type option in the Save As dialog box. Troubleshooting Common Printer ProblemsHere are some common printer problems and what you can do about them: .My pages come out in the wrong order:Change the Page Orderoption to the opposite settings. For example, if it s currently set toFront to Back, change it to Back to Front. See Choosing a PrintQuality and Such, earlier in this chapter, for more information. .The printer doesn t print:If you recently paused all printing, openthe print queue and choose Printer.Pause Printing to clear thecheckmark from that option and resume printing. There are lots of other possibilities though the printer is turned off, it s out ofChapter
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USB, IEEE 1394 Firewire, or Infrared ConnectionIf your printer connects to your computer via a USB port, an IEEE 1394 (a.k.a. FireWire) port, or through an infrared connection, the installation procedureshould go like this: 1.Close all open programs on your Windows desktop, so you have anice clear desktop to work with. 2.Plug the printer into the wall; connect the printer to the computerwith its USB or FireWire cable. If it s an infrared printer, aim theinfrared beam toward the infrared receptor on the computer. 3.Turn on the printer, and wait a few seconds. You should see a message in the Notification Area that tells you the device isconnected and ready to use. You re done. The printer is installed and ready to go. Figure 18-5 in Chapter 18 and Figure 25-4 in Chapter 25 show examples ports found on computers. Parallel and Serial Port ConnectionsIf your printer is a typical plug-and-play printer that connects to the computervia an LPT port or COM port, the best approach would be as follows: 1.Save any unsaved work, shut down windows, and turn off your computer. 2.Plug the printer into the wall; connect the printer to the computer sLPT or serial port, turn on the printer, and turn on the computer. 3.When Windows restarts, look for the Found new hardwarewizard toappear, and follow the instructions it provides. For more information on installing new hardware, see Chapter 25. It s tough to say what will happen beyond this point. The printer may well justinstall and be ready for use without your taking any further action. An icon forthe printer will be created in the Printer and Faxes folder and will be availablefor selection in your Print dialog box. Printing the ScreenIf you were around in the olden days of computers with text screens, youmight remember a time when you could print whatever was on the screen justby pressing the Print Screen (PrtScn) key. (This was a so-called screen dump.) It doesn t work that way in Windows. You can print the screen directly to theprinter. But you can capturethe screen, paste it into a graphics program, andprint it from there. Here s how it works:
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Figure 8-6:Choosing a printer for the current print job onlyAfter you ve chosen your printer (or fax device), you can choose additionaloptions if you wish. To start printing (or faxing), click the Print or OK button in the same Print dialog box. Installing a PrinterIf you have a printer, but it s not installed yet, your absolute best bet would beto install it according to the instructions that came with the printer. Trying toinstall something via guessing is almost guaranteed to turn into a real hair- pulling exercise in frustration. If following the directions just isn t an option, wing it and hope for the best. Thebest scenario to use depends on how the printer connects to the computer, asdiscussed in the sections that follow. Cable or USB? If you have the choice of connecting your printer to the computer using either atraditional parallel/LPT type cable or a USB/FireWire cable, I recommend optingfor the traditional LPT cable (even though it might seem a tiny bit quicker withthe USB/Firewire cable). It s really best to reserve your USB and FireWire cablesfor things that you need to plug and unplug often, like digital still and video cam- eras. If you run out of USB/Firewire ports and start plugging/unplugging theprinter often to make room for temporary devices, the likelihood of printer prob- lems will surely rise. You don t need problems.
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