Facsimile

A facsimile, or fax, is the transmission of a scanned document via the telephone by using fax machines (figure 6.1.2a) or the Internet. The sending machine scans the document and converts it to a code called a bitmap image. This code is sent as electrical signals on the telephone line. The receiving machine interprets the signals representing the bitmap and prints the image on paper. A fax is an instantaneous means of communication that is faster and usually more economical than mail or courier services. Some computer users invest in multifunctional devices that combine a scanner, printer, photocopier and fax machine in a single unit (Figure 6.1.2b).

a.

b.

Figure 6.1.2 a. A fax machine b. A multifunctional device

Sending faxes
There are three options for sending faxes electronically: 1. Using a fax machine or multifunctional device 2. Using a modem 3. Using an Internet fax service provider To send a fax by using a fax machine or multifunctional device 1. Prepare a cover letter or a fax transmission form (see Figure 6.1.3). The cover letter briefly states identifies the document being faxed, the number of pages, the senders name and number and the name and number of the intended recipient. 2. Place the cover letter or transmission form on top of the document and put them in the outgoing fax tray (follow the instructions supplied by the machines manufacturer)

3. Enter the recipients telephone number into the fax machine, similar to placing a telephone call. 4. The recipients fax machine will answer the call and emit a high-pitched beeping sound. If a person answers, request a fax tone and wait for the beep. 5. Press the Send button on the fax machine 6. The paper will be fed through the machine one sheet at a time. At the end of the transmission the machine will emit a beep and display a Completed message. 7. Most machines print out a confirmation page showing the date and time, number of pages, senders telephone number and the number to which the fax was sent. File the confirmation page as evidence that the fax was sent.

Figure 6.1.3 A fax transmission form

To send a fax using a modem: In order to use this method you must have a fax modem installed on your computer. 1. Prepare the fax cover sheet and document on the computer. If necessary scan and save the documents that you want to send. 2. Click File, point to Send To, and select Recipient using a Fax Modem. 3. Follow the steps in the Fax Wizard that will appear on your screen. To send a fax using the Internet: 1. In Microsoft Word click File, point to Send To, and select Recipient Using Internet Fax Service. Note: You will be prompted to sign up the first time you use fax services. Click OK to open your Web browser and then follow the onscreen instructions.

2. Close the Web browser, and return to Microsoft Word. 3. Click File, point to Send To, and select Recipient Using Internet Fax Service. An email message will open in Outlook with your document attached as an image file. 4. Fill in the Fax Recipient, Fax Number, and Subject sections of the message window. 5. Complete the fax cover sheet to ensure that the recipient can identify the sender and the purpose for which the fax is sent. 6. Click Send.