 Apple Fax User’s Guide KApple Computer, Inc. ©1996 Apple Computer, Inc. and its licensors. All rights reserved. ©1996 AirGo Communications, Inc. and Dayna Communications, Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. The Apple logo is a trademark of Apple Computer, Inc., registered in the U.S. and other countries. Use of the “keyboard” Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws. Every effort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical errors. ©1996 Apple Computer, Inc. 1 Infinite Loop Cupertino, CA 95014-6299 (408) 996-1010 Apple, the Apple logo, AppleScript, GeoPort, Macintosh, the Mac OS logo, PowerTalk, PlainTalk and Power Macintosh are trademarks of Apple Computer, Inc., registered in the U.S.A. and other countries. Finder, the GeoPort logo, Mac, and System 7 are trademarks of Apple Computer, Inc. Adobe, Acrobat, the Acrobat logo, Adobe Illustrator, Adobe Photoshop, and PostScript are trademarks of Adobe Systems Incorporated or its subsidiaries and may be registered in certain jurisdictions. EasyReader, the Optical Character Recognition (OCR) software application included with Apple Fax, uses a neural network recognition system developed by Mimetics. Additional language dictionaries can be obtained by contacting Mimetics at the following address: Mimetics 5, Central Park Avenue Sully Prud’homme 92298 Châtenay-Malabry France FastPrint is a trademark of Mimetics. Hayes is a trademark of Hayes Microcomputer Products, Inc. QuarkXPress is a registered trademark of Quark, Inc. Touch-Tone is a trademark of Western Electric. Simultaneously published in the United States and Canada. Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with regard to the performance or use of these products. C O N T E N T S Preface How to use This Book xi Part I Chapter 1 Apple Fax Quick Start 1 Sending a fax 2 Faxing is like printing 2 Preparing your document 2 Setting preferences 3 Choosing Fax Sender or Fax Sender GX 6 Addressing your fax 7 Cover page information 9 Previewing your fax 10 Sending your fax 11 Monitoring the status of your fax 11 Apple Fax status information 11 Apple Telecom Status program 12 Fax log information 13 Receiving a fax 14 Preparing to receive faxes 14 Checking for received faxes 15 Viewing and printing a fax 15 Opening fax for viewing 16 Printing a fax 16 iii Quick Fax 17 Sending a single sheet Quick Fax 17 Adding enclosures 19 Addressing a Quick Fax 20 Chapter 2 Apple Fax Main Window 23 Accessing Apple Fax 24 Apple Fax main window 24 Outgoing view 25 Understanding the display information 25 Viewing recipient information 27 Deleting a fax that has been sent 28 Sorting faxes that have been sent 29 Readdress, Resend, and Merge 29 Opening and viewing a fax that has been sent 31 Incoming view 32 Understanding the display information 32 Editing the name of a received fax 33 Sorting faxes that have been received 33 Forwarding a fax that has been received 33 Deleting a fax that has been received 34 Opening and viewing a fax that has been received 35 Using the button bar 36 Quick Fax 37 Address Book 38 Log 39 Apple Telecom Status 40 Preferences 41 iv Contents Part II Chapter 3 Fax Send Advanced Options 45 Sending faxes using Fax Sender 46 Choosing Fax Sender 46 Fax Sender Page Setup 48 Entering cover page information 50 Selecting a cover page 52 Preview options 53 Fax Sender Options 54 Setting send time 54 Setting your location 56 Using manual dialing 58 Sending faxes using Fax Sender GX 60 Choosing Fax Sender GX 60 Fax Sender GX Page Setup 61 Print dialog options 62 Addressing your fax 63 Print time and send time 64 Drag and drop fax send 64 Using Fax Sender GX on an AppleTalk network 65 Sharing a fax server 65 Sending a fax from a network client 66 Recipients and recipient lists 67 Contents v Chapter 4 Fax Receive Advanced Options 71 Receiving a fax 72 Setting Apple Fax to receive 72 Checking for received faxes 73 Receiving manually 74 Opening a received fax document 75 Forwarding received faxes 76 Forwarding multiple faxes using Merge 77 Chapter 5 Viewing, Editing, and Printing Faxes 79 Opening a fax 80 Viewing a fax 81 Moving around a document 81 Changing the page orientation 82 Scaling the view 83 Printing a fax 83 FastPrint 83 Editing a fax 84 Copying, cutting, or clearing a page 84 Pasting a page 85 Selecting a portion of a page 86 Converting a fax to a PICTfile 87 vi Contents Optical Character Recognition 88 OCR Dictionaries 88 OCR tips 89 Working with OCR 89 Converting part of a document to text 90 Converting a page of a document to text 91 Converting a whole document to text 92 Chapter 6 Creating and Managing Cover Pages 93 Customizing cover pages 94 Cover page fields and labels 94 Creating a new cover page 95 Using the tool bar 96 The Selection tool 96 The Text tool 96 The Field tool 96 The Scale tools 97 The Graphic tool 97 Customizing fields 98 Positioning and resizing fields 98 Modifying fields 99 Using the grid and aligning fields 100 Creating fields 103 Editing label text 104 Adding graphics 105 Installing cover pages 106 Removing cover pages 106 Contents vii Chapter 7 Using the Apple Fax Log 107 Viewing the fax log 108 Fax log information 109 Printing the fax log 109 Saving the fax log 110 Clearing the fax log 111 Chapter 8 Apple Fax Preferences 113 Apple Fax Preferences 114 Accessing preferences 114 Notification preferences 115 Modem preferences 116 Log preferences 119 OCR preferences 121 Personal preferences 123 Reverting and saving preferences 124 viii Contents Chapter 9 Using Apple Fax Gateway 125 About Apple Fax Gateway 126 Configuring Apple Fax Gateway 127 Adding fax services to your Key Chain 127 Configuring fax services 128 Using Apple Fax Gateway 129 Sending fax documents 129 Adding fax addresses to your PowerTalk information cards 130 Receiving fax documents with PowerTalk 132 Opening received fax documents 132 Problem alerts 133 Index 135 Contents ix P R E F A C E How to Use This Book This manual provides complete information for operating Apple Fax. It is assumed that you are familiar with basic Macintosh desktop operations. If not, refer to the Macintosh Guide in the Guide menu (the Guide menu is the one with the question mark icon), or the documentation that came with your computer. Part I m Chapter 1 introduces the software for sending, receiving, and managing faxes with your Macintosh computer. It guides you through the steps for sending your first fax, getting ready to receive faxes, and using the QuickFax feature. Everything you need to get started is included in this chapter. m Chapter 2 provides more complete information on the Apple Fax main window. It explains in detail all of the interface elements of the main window and how they pertain to managing faxes and accessing important parts of Apple Fax and related programs. xi