IBM Aptiva A40, C66 (250-0451,8) Creating and Sending Faxes Faxback Doc. # 33127 Use the following steps to create and send your fax. For detailed information on any step, see the referenced topics. 1. Review fax settings, if necessary If you need to review any fax settings, for example the banner information, paper size, or transmission options, check them before you choose the Create Quick Note or Create New Fax button. See "A Summary of Fax Settings". 2. Write the Quick Note or prepare the fax document Quick Notes: A Quick Note is a single page fax. It consists of a cover sheet with a note on it. You write the note in the Fax Center's internal editor and can have the Fax Center place it on any one of the cover sheet choices. See "To Create a Quick Note" (Faxback Doc. # 33128) Standard fax documents You can fax any document on your computer, as long as you can open the document in a Windows application that supports printing. See "To Prepare the Fax Document". 3. Enter fax recipients, and continue to the Create New Fax or Create a Quick Note window After you prepare your Quick Note or fax document, the Fax Center automatically opens the Choose Recipients dialog box for you. Using buttons in this dialog box, you can address a fax to: An individual A selected Group of recipients - If you often fax information to a particular set of people, you can group those individuals under a common group name. When you address a fax to that Group name, the Fax Center will send a copy of the fax to each member in the group. A list of as many individuals and groups as you want. Individuals selected from Address Book and Speed Dial lists. After you enter recipients, and click on the Select button in the Choose Recipients dialog box, the Fax Center returns to the Create New Fax or Create a Quick Note window. This window displays a summary of fax cover sheet, address, and scheduling information, and provides buttons with which you can enter or change fax specifications. (This window also includes options for revising the Choose recipients dialog box, in case you want to change the address information.) See "To Choose Recipients" on page 58 and "The Create New Fax/Quick Note Window" (Faxback Doc. # 33128) for more information. 4. Choose a cover sheet The Fax Center gives you a choice of preformatted cover sheets. You can preview and choose cover sheets using the Cover Sheet button in the Create New Fax window. The cover sheet is required for a quick note, and optional for standard fax documents. See "To Choose a Cover Sheet". 5. Optionally preview, mark up or edit the fax document The "Create..." window includes a Preview/Markup button that you can use to preview and annotate your fax before sending it. The Markup tools let you superimpose simple graphics and text lines on top of the fax image, in the same way that you might make notes on a printed copy of a fax by hand. If you are preparing a standard fax, both Preview and Markup buttons are available. If you are preparing a Quick Note, only Preview buttons are available. To preview or annotate a fax, click on the Preview/Markup button. To use the buttons in the window, for a standard fax see "To Preview or Mark Up a Fax" on page 66, for a Quick Note, see "To Preview a Quick Note". 6. Send the fax immediately or schedule it for later transmission See "To Schedule the Fax for Transmission". To Create a Quick Note A Quick Note is a single-page fax. It consists of a preformatted cover sheet with a note on it. Click on Create Quick Note in the Fax Center's main window to bring up the Fax Center's internal editor and write your Quick Note. Using the Built-in Editor The Fax Center's main window to bring up the Fax Center's internal editor and write your Quick Note. Using the Built-in Editor The Fax Center's internal editor provides a fixed area of three by four inches in which you can enter text. These dimensions match the area that is available for your quick note on cover sheets. The editor enters text in 10 point, Arial font. The editor supports standard keystrokes for performing edit tasks. To Complete action Copy text Select (highlight) the text, then press CTRL-C Delete text Either use the DEL key to erase one character at a time, or select a block of text, then press CTRL-X Paste text Press CTRL-V to paste the text that you copied with CTRL-C, or cut with CTRL-X When you finish using the editor, click on: Save to accept the text. The Fax Center saves the text you have entered and opens the Choose Recipients dialog box. Cancel to cancel the current fax. The editor closes, and the Fax Center's main window reappears. To Prepare a Fax Document From the Aptiva Fax Center In the Aptiva Fax Center's main window: 1. Click on Create Fax. The Fax Center opens the word processor that is currently assigned as the "custom editor" under Fax settings. 2. In the word processor, you can either open an existing document, or create a new one. Important - If you create a new document, and want to keep a copy of it in your word processor's standard document format for later editing, save the document before continuing with the next step. Similarly, if you make changes to an existing document, be sure to save them before you continue with the next step. 3. When you are done, choose your word processor's Print command. In the application's Print dialog box, make sure that the "printer" choice is the Aptiva fax printer driver. Then accept the dialog box (usually by clicking an OK button). The Aptiva Fax Center prepares the fax file then opens the Choose Recipients dialog box. See "To Choose Recipients". Note - When you prepare to send a fax, the Fax Center converts the file from its original document format into a graphical format called TIFF. The fax is like a "snapshot" of your original text. In other words, you are viewing an image of the original information, but it is no longer in an editable format. Starting from any Windows application that supports printing 1. In your application, either open an existing document or create a new one. Important - If you create a new document, and want to keep a copy of it in your application's standard document format for later editing, save the document before continuing with the next. Also, if you make changes to an existing document, be sure to save them before you continue with the next step. 2. When you are done, choose your word processor's Print command. In the application's Print dialog box, make sure that the "printer" choice is the Aptiva fax printer driver. Then accept the dialog box (usually by clicking an OK button). The Aptiva Fax Center converts the file into TIFF format, then opens the Create New Fax screen. To Choose Recipients Use the Choose Recipients dialog box to address your fax. You can: Enter the name, address and fax number. Choose a Group, or members from a Group - a group is a set of individuals that you have placed under a common name, and provides a convenient way to address a fax to many people at once. For example, if you want to distribute faxes to a marketing staff on a regular basis, you could place all individuals on the staff under the group name, "marketing"; then simply choose "marketing" to send the fax to the entire group. Each time you send a fax you can also review the members of a particular group, and either exclude or add individuals for the particular fax. Choose recipients from the Address Book Choose recipients from the Speed Dial list To enter information manually In the Choose Recipients dialog box: 1. Click on Individual. 2. Enter values for First Name, Last Name, Company and Fax number. (Fax number and either First Name or Last Name are required. The other values are optional. This information will appear on the cover sheet.) 3. After you enter the required information, the Save button becomes active. Click on: Store Address to place the entered information in the Address Book. Select to include the individual as a fax recipient. The Create New Fax/Quick Note window reappears, with the individual's name and telephone number displayed at Choose Recipients. Cancel to cancel the entry and leave the Choose Recipients screen. After you save the entry, you are returned to the original window (either Create New Fax, or Create Quick Note). 4. You can click on Choose Recipients, and repeat steps 1 through 3 as many times as you want to add more recipients for the fax. To use groups In the Choose Recipients dialog box, click on Group. This display appears: The list box at the top of the dialog box (the one that contains the name Everyone in the illustration) provides access to all previously defined Groups. The default group called "Everyone" contains all the current entries with valid fax numbers in the Address Book. The first time you use the Group button, "Everyone" is the only group. To find a group in the drop-down list Use the up and down arrows to the right of the list box to move through the list, and highlight the name of the group you want to view. The members of the group appear under Group Members, on the left side of the dialog box. To define a group 1. Choose any existing group from the current group list. The chosen group's members appear under Group Members. (Use "Everyone", if you want to look through all the individuals with valid fax numbers currently entered in your Address Book.) 2. Choose each member for your new group, click on a name under Group Member, then click on the Add button. The name will appear under Fax Recipients. Keep choosing members from the Group Member list, then clicking on Add. You can also click on: Add All to add the entire current Group Member list to fax recipients. Any individual under Fax Recipients, then click on Remove to remove an entry from Fax Recipients. Remove All to clear the Fax Recipients list. 3. If you want, you can repeat steps 1 and 2 to display members of other groups and add them under Fax Recipients. When the Fax Recipients list contains all the members you want to include in your new group, you are ready to assign a name to it. 4. To name your new group, click in the group list box at the top of the dialog box, and type in a new name. Notice that as soon as you type a new name here, the Create Group button becomes active. 5. To save the new group, click on Create Group. To choose fax recipients from one or more groups 1. Use steps 1 through 3 to enter or include all the recipients you want for your fax in the Fax Recipients list. 2. To attach the chosen list of fax recipients to your current fax, click on Select. The Fax Center returns to the Quick Note or Create New Fax window and displays your choices at Recipients. To cancel the group selection Click Cancel. The Fax Center returns you to the Quick Note or Create New Fax window. No groups are saved or changed. To choose recipients from the Address Book 1. In the Choose Recipients dialog box, click on Address Book. 2. The first and last names of all Address Book entries appear in the Group Members list. 3. To choose each fax recipient, click on a name under Group Member, then click on the Add button. The name will appear under Fax Recipients. Keep choosing members from the list, followed by clicking on Add. You can also: Click on Add All to add all individuals in your Address Book to the fax recipients list. Click on any individual under Fax Recipients, then click on Remove to remove an entry from Fax Recipients. Click on Remove All to clear the Fax Recipients list. 4. When you are done selecting fax recipients, click on select to accept your choices and return to the "Create..." screen. To choose recipients from the Speed Dial list 1. In the Choose Recipients dialog box, click on Speed Dial. 2. The first and last names of all individuals included in the Speed Dial list appear in the Group Members list. 3. To choose each fax recipient, click on a name under Group Members, then click on the Add button. The name will appear under Fax Recipients. Keep choosing members from the list, followed by clicking on Add. You can also: Click on Add All to add all individuals in your Address Book to the fax recipients list. Click on any individual under Fax Recipients, then click on Remove an entry from Fax Recipients. Click on Remove All to clear the Fax Recipients list. 4. When you are done selecting fax recipients, click on Select to accept your choices and return to the "Create..." screen. (br/all-05/31/96)