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Ten tips for using fax services
| Applies to |
Microsoft Office Excel 2003
Microsoft Office Outlook® 2003
Microsoft Office PowerPoint® 2003
Microsoft Office Word 2003 |
- Use a cover sheet To ensure that your fax reaches the intended recipient, use a cover sheet and complete at least the To field. If you are sending a fax to a corporation, for example, use a cover sheet in case the fax machine is serving more than one recipient.
- Choose the cover sheet you want and stay with that choice If you change or remove a cover sheet, any text you have on the current cover sheet is discarded. Do not include text without using a cover sheet; the recipient will not receive this information, or see information you enter in the To and Subject fields of your message.
- If you have a logo or other information in the header or footer Enter text in the body of the cover sheet to ensure that the header and footer are visible to the fax recipient. An alternative is to create your own Custom cover sheet and save it as a template that you can then use for faxing.
- Use your contacts list to send a fax Select contacts from your address book and send them a fax. The fax telephone number in your address book must begin with a country code; for example, (+61)(425)
555-1234. You cannot use a long-distance prefix in the telephone number.
- Add fax numbers to your Outlook Contacts using the Person Names Smart Tag If you have a fax recipient in the To line of your fax that is not in your contacts list, you can rest the pointer on the name and the Person Names Smart Tag will appear. Click the DOWN ARROW on the smart tag and choose Add to Outlook Contacts. Add any other information you want to the new contact, and then click Save and Close. Be sure to add the fax number in the following format: (+countrycode)(area code)(telephone number).
- Keep a record of your faxes in Outlook Online faxes that you send are stored in your Sent Items folder in Outlook. From there, you can store them in folders you choose by using
(for example) rules or AutoArchive.
- You can send your fax to a fax number or an e-mail address If you have a document to fax and some recipients want it in e-mail or don't have a fax machine, you can include both e-mail addresses and fax numbers in the To line. The e-mail recipients will get a TIF image of any supported attachments, not the original document you started with.
- Close your fax preview program If you choose to preview your fax before sending it, close the Microsoft Office Document Imaging (MODI) program so you can send your fax.
- Black out personal information on a fax If you want to remove personal information prior to forwarding a fax, you can use annotations in MODI, specifically the Pen, to black out information. Be sure to forward your fax from within MODI (File, Send To, Recipient using Internet Fax Service menu) so the annotations can be viewed by the recipient.
- Get help if you're having trouble If you're having problems sending a fax, see the Troubleshoot fax services topic.
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