To use Fax, your computer must have either
a fax modem that's connected to an analog phone line or access to a fax
server on the same local network. A fax server is a program on a
computer that has a fax modem installed and allows other computers in
the network to send and receive faxes through that device. To use a fax
server, you need to know the name of that server. If you didn't set up
the fax server, ask the person who did for that name.
NOTE
If you have a multi-function printer that
includes fax capabilities, you'll likely use the printer, not Windows
or your computer, to send and receive faxes. See the manual that came
with your printer for instructions.
1. Opening Windows Fax and Scan
Windows Fax and Scan is the program that comes with
Windows 7 for faxing and scanning. To open that program, use whichever
of the following methods is most convenient for you:
Click the Start button and choose All Programs => Windows Fax and Scan.
Tap 
, type fax, and click Windows Fax and Scan.
Figure 1 shows how the program looks when you first open it.
2. Creating a Fax Account
To send and receive faxes from your computer, you
need a fax account. You need only set up the account once, not each
time you want to use faxes. To create a fax account, open Windows Fax
and Scan as described in the previous section. Make sure that you're
viewing faxes rather than scans (click Fax in the left column if you're
unsure). Then follow these steps:
In the menu bar, click Tools => Fax Accounts.
Click Add to create a new account.
On
the first page to open, click the type of account you want to set up,
either for a fax modem in your own computer or a fax server on your
local network.
Follow the on-screen instructions depending on which type of account you're creating.
NOTE
If you're trying to connect to a fax server but
don't know its name, ask your network administrator or the person who
installed the fax server. Guessing won't work.
When you're finished, the Fax Accounts dialog box
shows the name of the fax account you created. Before you send or
receive faxes, you'll want to configure the account to best suit your
needs. See the next section if you're using a fax modem. See the
section after next if you're using a fax server.
3. Configuring fax modem options
If you'll be using a fax modem in your own computer
to send and receive faxes, you need to make some decisions about how
you want to use it. The options available to you are in the Fax
Settings dialog box. In Windows Fax and Scan, first make sure that
you're in the Fax view (click Fax in the left column if you're not
sure). Then follow these steps:
Choose Tools => Fax Settings from the menu.
If you want to send faxes from the fax modem, select (check) the first option, Allow the Device to Send Faxes.
If
you want the fax modem to receive faxes, select Allow the Device to
Receive Fax Calls on the General tab. Then choose one of the following
options:
Manually Answer:
Choose this option if you want to manually answer incoming calls by
clicking the Answer Now button in Fax Monitor .
Automatically Answer after X Rings:
Choose this option if you want the fax modem to answer automatically.
Then specify a ring delay (the number of times the phone must ring
before the fax modem answers).
To configure fax alerts and how Fax Monitor operates, click the Tracking tab. You see the options in Figure 2.
Select
or clear any options on the Tracking tab according to your personal
preferences. If you don't have any preferences yet, select them all as
in the figure.
Optionally, click the Advanced tab to configure options .
Finally,
to grant faxing permissions to standard users, click the Security tab.
Click the Everyone group and then use check boxes to allow permissions
as you see fit.
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Faxing is easiest when you have a dedicated phone
line for faxes. If the fax modem uses the same phone number as your
voice phone, your best bet will be to choose Manually Answer. That way
if you hear the high-pitched tone of an incoming fax when you answer
the phone, you can click the Receive Now button in Fax Monitor to
accept the incoming fax.
Also, if you have an answering machine or service
that automatically answers after X rings, you don't want Fax Monitor
beating it to the punch every time. Otherwise nobody will be able to
leave you a voice message!
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If you send and receive faxes through a fax
server, there is no need to configure options for receiving faxes. Any
faxes you receive will automatically be sent to your Inbox.
