Sending a Fax from a Computer (Windows)

This category describes how to send faxes from computers.



Faxing Fundamentals

This section explains the fundamental operations of the fax driver, such as how to display the fax driver, and how to send a fax from a computer.



Faxing a Document

The procedure for faxing a document created in application software is as follows.


Remark
  • Faxing methods may differ depending on the application you are using. For details, see the instruction manuals provided with the application software.
  • If an error occurs in the printer while sending a fax, send the document once more from the fax driver. The fax job sent from the fax driver for which an error occurred will be erased regardless of whether [Erase Failed TX] is turned on or off at the printer.
  • Up to 512 fax transmission recipients can be stored in the device. If the number of recipients exceeds 512 after a fax job has been sent to the device, the last job to be input will be erased. Be careful when registering more than 512 recipients in groups or when sending a fax continuously to multiple groups.
  • The display may differ according to the operating system and system environment.

  1. Open the document you want to fax from the application.
  1. Select [Print] from the [File] menu.

The [Print] dialog box is displayed.

  • The procedure for displaying the [Print] dialog box may differ depending on the application you are using.
  1. Select your fax from [Name], then click [Properties].

The fax driver screen is displayed.

  • The fax name displayed in the fax driver screen is changed by settings in the [Printers] folder (or [Printers and Faxes]).
    See "Specifying the Fax Settings Beforehand" to display the [Printers] folder (or [Printers and Faxes]).
  • The procedure for displaying the fax driver screen may differ depending on the applications you are using.
  1. Configure the required settings in the fax driver screen, then click [OK].

The [Print] dialog box is displayed.

  1. Click [OK].

The [Fax Sending Settings] dialog box is displayed.

  1. Specify recipient name and fax number in the [Sending Settings] sheet → click [Add to Recipient List].

  • The number of recipients to which you can send simultaneously depends on the conditions of cover sheet attachment. For more information, click [Help] in the bottom right-hand corner of the fax driver window to view the online help.
  • You can select a recipient from the address book by clicking [Address Book]. See "Using the Address Book" about the address book.
  • For Windows 2000/XP/Server 2003/Vista, you can use or edit the address book only if you are permitted access to the folder where the address book file is saved (by default, Power Users and higher have access to the folder). If you are not permitted access to the folder, log on as a user who has access to the folder, or click [Specify a Folder] in the [Edit Address Book] sheet, and save the address book file in a folder, such as the [My Documents] folder, where you have write permission. See "Changing the Address Book Export Destination" for changing where you save the address book.
  1. If you want to attach a cover sheet, select [Cover Sheet] sheet → specify a format for the cover sheet.

  1. Click [OK].

Faxing begins.



Specifying the Fax Settings Beforehand

To fax a document, follow the procedure below.


Remark
  • When faxing, you can change the settings you configured beforehand. To change the settings, configure them from the application.
  • The display may differ according to the operating system and system environment.

  1. On the [Start] menu, point to [Settings] → click [Printers].

The [Printers] folder is displayed.

  • If you are using Windows XP Professional/Server 2003, on the [Start] menu, click [Printers and Faxes].
  • If you are using Windows XP Home Edition, on the [Start] menu, click [Control Panel] → [Printers and Other Hardware] → [Printers and Faxes].
  • If you are using Windows Vista, on the [] (Start) menu, click [Control Panel] → [Printers].
  1. In the [Printers] folder (or [Printers and Faxes] folder), right-click the icon of the fax whose settings you want to configure → click [Printing Preferences] from the displayed menu.

The fax driver screen is displayed.

The fax driver screen includes the following sheets.

  • [Edit Address Book] sheet
  • [Register Cover Sheet] sheet
  • [Special] sheet

  • To access the [Printing Preferences] dialog box from the [Printers] folder (or [Printers and Faxes] folder), you need to be assigned full control permission for the printer. Full control access is available for users who are registered as Administrators or Power Users in the Windows system settings.
  1. Configure the required settings in the displayed fax driver screen.

For details about the fax driver settings, click [Help] in the bottom right-hand corner of the fax driver window to view the online help.

  1. Click [OK].


Setting Up the Fax Configuration

To configure the fax conditions, follow the procedure below.


Remark
  • If you are using Windows 2000/XP/Server 2003, full control access is required to configure the fax settings. Full control access is available for users who are registered as Administrators or Power Users in the Windows system settings.
  • If you use this procedure in a shared printer environment, Canon Driver Information Assist Service must be installed on the print server. For details about installing Canon Driver Information Assist Service, refer to the "Fax Driver Installation Guide."
  • The display may differ according to the operating system and system environment.

  1. On the [Start] menu, point to [Settings] → click [Printers].

The [Printers] folder is displayed.

  • If you are using Windows XP Professional/Server 2003, on the [Start] menu, click [Printers and Faxes].
  • If you are using Windows XP Home Edition, on the [Start] menu, click [Control Panel] → [Printers and Other Hardware] → [Printers and Faxes].
  • If you are using Windows Vista, on the [] (Start) menu, click [Control Panel] → [Printers].
  1. In the [Printers] folder (or [Printers and Faxes] folder), right-click the icon of the fax whose settings you want to configure → click [Properties] from the displayed menu.

The printer properties dialog box is displayed.

  1. Select the [Device Settings] sheet → click [Get Device Status].

  • If the information request returns an error message, you need to select and configure such settings as optional fax board, memory, etc. installed in the fax you are using manually.
  • If the printer and computer are connected via USB, the [Get Device Status] function is unavailable. You need to configure the settings manually.
  1. Confirm the settings → click [OK].


Viewing the Online Help

To view the online help, follow the procedure below.


Remark
  • The display may differ according to the operating system and system environment.

  1. Display the fax driver screen.

See "Faxing a Document" or "Specifying the Fax Settings Beforehand" on how to display the fax driver screen.

  1. Click [Help].

The online help is displayed.



Useful Fax Functions

This section explains useful functions for sending faxes, such as scheduling the fax send time, attaching a cover sheet, etc.



Using Subaddresses

You can send faxes using the subaddress function.
If you send a fax that includes a password together with a subaddress, the document data is faxed to and stored in a memory box at the other end. This function is convenient when sending confidential documents as faxes.


Remark
  • Faxes can be sent using the subaddress function only when using a device that is provided with a fax board as standard.
  • The display may differ according to the operating system and system environment.

  1. Display the [Sending Settings] sheet.

See "Faxing a Document" on how to display the fax driver screen.

  1. Specify the recipient name and fax number.

If the recipient is already registered in the address book, you can select the destination from the address book.

  1. Click [Settings].

The [Advanced Function Settings] dialog box is displayed.

  1. Select [Use Subaddress], → specify [Subaddress] and [Password].

  1. Click [OK].

  1. Confirm the settings in [Advanced Function].

  1. Click [Add to Recipient List].

If you are sending to multiple destinations, repeat steps 2 to 7.

  1. Click [OK].

If you are using the subaddress function, the data is sent to and stored in a memory box in the destination device. The data can only be output if the correct password is entered.



Setting the Fax Send Time

You can store the data temporarily in the printer, and send the fax at the specified time.


Remark
  • The display may differ according to the operating system and system environment.

  1. Display the [Sending Settings] sheet.

See "Faxing a Document" on how to display the fax driver screen.

  1. Specify the recipient name and fax number → click [Add to Recipient List].

  1. Select [Set the Time to Send] → specify the time to send the fax.

Specify a time from 0:00 to 23:59.

  1. Click [OK].

The data is stored temporarily in the printer, and the fax is sent at the specified time.



Attaching a Cover Sheet

To attach a cover sheet to the fax, follow the procedure below.


Remark
  • The number of recipients to which you can send simultaneously depends on how a cover sheet is attached. For details, click [Help] in the bottom right-hand corner of the fax driver window to view the online help.
  • The display may differ according to the operating system and system environment.

  1. Display the [Cover Sheet] sheet.

See "Faxing a Document" on how to display the fax driver screen.

  1. Select an option for attaching the cover sheet to the fax from [Cover Sheet Attachment].

Select one of the following options:

  • [None]
  • [Different Sheet to Each Recipient]
  • [Same Sheet to All Recipient]

  1. Select a cover sheet template from [Style].

  1. Click [Settings] to specify the items to include on the cover sheet.

If you do not specify the items to include on the cover sheet, proceed to step 12.

The [Item Settings] dialog box is displayed.

  1. Select check boxes according to the information you want to print on the cover sheet in the [Sender] sheet → enter the information in the text boxes for the selected items.

You can specify the following items:

  • [Include Sender Name]
  • [Include Company]
  • [Include Dept./Div.]
  • [Include Fax Number]

  • You can save the information entered in the [Sender] sheet in a file by clicking [Save Sender]. Then, when you send a fax, you can import the information by using [Import Sender], instead of entering the sender information each time you send a fax.
  1. Select check boxes according to the information you want to print on the cover sheet in the [Recipient] sheet.

You can specify the following items:

  • [Include Sender Name]
  • [Include Company]
  • [Include Dept./Div.]
  • [Include Fax Number]

  • The information of the recipients specified in the [Sending Settings] sheet prints on the cover sheet.
  1. Display the [Logo] or [Signature] sheet.

  1. Select [Print with Logo] or [Print with Signature] to include a logo or signature on the cover sheet.
  1. Click [Browse] to select a bitmap logo or signature file name for [File Name] → specify the magnification and position of the selected logo or signature.
  1. Select [Include Number of Sheets to Send] in the [Sheets to Send] sheet → enter the number of sheets you are going to send as a fax.

  • The number of sheets is not counted automatically. The number which you entered manually is shown on the cover sheet.
  1. Click [OK].

The [Fax Sending Settings] dialog box is displayed.

  1. Select [Insert Attention Note] to insert an attention note → select a note from [Attention Note].

  • You can also enter the characters you want to insert. You can enter up to 30 characters.
  1. Enter any other information you want to include on the cover sheet in [Comment to include].

  1. Click [Preview] if you want to check the preview image on the cover sheet.

  1. Click [OK].

The specified cover sheet is attached to the fax when the fax is sent.



Using the Address Book

This section explains how to use the address book, and includes the procedures for registering individual and group addresses, editing the address book, etc. You can also specify destinations from address books created in applications other than the fax driver.


Remark
  • For Windows 2000/XP/Server 2003/Vista, you can use or edit the address book only if you are permitted access to the folder where the address book file is saved (by default, Power Users and higher have access to the folder). If you are not permitted access to the folder, log on as a user who has access to the folder, or click [Specify a Folder] in the [Edit Address Book] sheet, and save the address book file in a folder, such as the [My Documents] folder, where you have write permission. See "Changing the Address Book Export Destination" for changing where you save the address book.


Single Person Entry

You can register addresses for individual people in the address book.


Remark
  • You can register up to 3000 address entries for individual people.
  • If you are using Windows Vista, or if you do not have access privileges to the destination folder for the address book in Windows 2000/XP/Server 2003 (default is Power User privileges or higher), you cannot browse or edit the address book. If this is the case, log on again as a user with access privileges, or click [Specify a Folder] in the [Edit Address Book] sheet, and change the address book destination folder to a folder such as [My Documents] for which you have read/write privileges.
  • You can also edit previously registered single person addresses. For more information, click [Help] in the bottom right-hand corner of the fax driver window to view the online help.
  • The display may differ according to the operating system and system environment.

  1. Display the [Edit Address Book] sheet.

See "Specifying the Fax Settings Beforehand" on how to display the [Edit Address Book] sheet.

  1. Click [Add Person].

The [Add Person] dialog box is displayed.

  1. Enter information about the new person such as their name and company name.

  1. Enter the fax number.
    You can also enter information concerning the fax number in [Description].

  • You can register two fax numbers: a primary number and a secondary number
  • You can also use the subaddress function (a function that enables you to send documents with a password attached to a memory box at the other end) in some devices. If you want to use this function, click [Settings].
  1. Enter any additional information about the person in [Notes].

  1. Click [OK].

The settings are registered.

  • If you specify two fax numbers for a single individual destination, two fax numbers with the same name will be displayed in the address book.


Group Entry

You can register groups in the address book. As well as the addresses of individual people in a group, you can also register other registered groups as sub-groups.


Remark
  • You can register the group address up to 3000 entries.
  • If you are using Windows Vista, or if you do not have access privileges to the destination folder for the address book in Windows 2000/XP/Server 2003 (default is Power User privileges or higher), you cannot browse or edit the address book. If this is the case, log on again as a user with access privileges, or click [Specify a Folder] in the [Edit Address Book] sheet, and change the address book destination folder to a folder such as [My Documents] for which you have read/write privileges.
  • You can also edit previously registered group destination information. For more information, click [Help] in the bottom right-hand corner of the fax driver window to view the online help.
  • The display may differ according to the operating system and system environment.

  1. Display the [Edit Address Book] sheet.

See "Specifying the Fax Settings Beforehand" on how to display the [Edit Address Book] sheet.

  1. Click [Add Group].

The [Add Group] dialog box is displayed.

  1. Enter the new group name → select what to register from [Show].

Select what to register from among the following:

  • [Person]
  • [Group]
  • [All]

  1. Select person or group entries as members of the new group from the [Available Recipients] list → click [Add].

To remove a member of the selected group, select the person or group entry you want to remove from the [Current Group Members] list → click [Delete].

  • You can select multiple entries by holding down [SHIFT] or [CTRL] on the keyboard and clicking each entry that you want to select.
  1. Enter the keyword of the new group in [Notes].

  1. Click [OK].

The settings are registered.



Importing Address Book Entries

You can load data from CSV (*.csv) files or Canon Address Book files (*.abk) into the address book. If you load CSV format data, specify the character to be used as a separator.


Remark
  • The display may differ according to the operating system and system environment.

  1. Display the [Edit Address Book] sheet.

See "Specifying the Fax Settings Beforehand" on how to display the [Edit Address Book] sheet.

  1. Click [Import].

The [Open] dialog box is displayed.

  1. Select the file to import → click [Open].

Select the type of the file to import from [Files of type]: CSV Files (*.csv), Canon Address Book (*.abk), All Files (*.*)

The address book is imported, and added to the list.



Exporting Address Book Entries

You can save data registered in the address book as a CSV (*.csv) file or a Canon Address Book file (*.abk). If you save it in CSV format, specify the character to be used as a separator.


Remark
  • The display may differ according to the operating system and system environment.

  1. Display the [Edit Address Book] sheet.

See "Specifying the Fax Settings Beforehand" on how to display the [Edit Address Book] sheet.

  1. Click [Export].

The [Save As] dialog box is displayed.

  1. Enter the file name → click [Save].

Select the type of the file to export from [Save as type]: CSV Files (*.csv) or Canon Address Book (*.abk)

The specified address book is saved as a file.



Changing the Address Book Export Destination

You can change the save destination of the address book of the fax driver (the Canon Fax Driver Address Book), or create a new address book.


Remark
  • For Windows 2000/XP/Server 2003/Vista, you can use or edit the address book only if you are permitted access to the folder where the address book file is saved (by default, Power Users and higher have access to this folder).
    If you are not permitted access to the folder, save the address book file in another folder, such as the [My Documents] folder, where you have write permission.
  • The display may differ according to the operating system and system environment.

  1. Display the [Edit Address Book] sheet.

See "Specifying the Fax Settings Beforehand" on how to display the [Edit Address Book] sheet.

  1. Click [Specify a Folder].

The [Browse for Folder] dialog box is displayed.

  1. Select the folder to save the address book → click [OK].

  • Save the address book file in a folder, such as the [My Documents] folder, where you have write permission.
  1. If you want to create an address book, click [New], or if you want to copy the existing address book to the specified folder, click [Copy].

If an address book already exists in the folder selected in step 3, the following message box will be displayed. If you want to use the existing address book, click [Use as-is], and if you want to use the address book of the fax driver, click [Overwrite].

The address book is created or copied.