Maybe you are a kid who has never heard of faxes before or you have simply forgotten how to use it. In any case it will be useful, sooner or later, to know how to send a fax. Remember that there are many different models of machines, so you should always refer to the manual or the specific fax instructions you have available. Typically you need to enter a cover letter, type in the recipient's fax number, and send the document.
Steps
Part 1 of 2: Before Sending a Fax
Step 1. Prepare a cover letter
Faxes are often shared between multiple offices and between multiple people within the same work environment. Since anyone can read the document sent, it is worth inserting a cover letter. This way you can be sure that the rest of the documentation will be delivered to the correct recipient.
The cover letter must include some information, such as the recipient's name, the fax subject and the number of pages. It should also contain some sender information, such as name and fax number; in this way the recipient will be able to know the person who is sending it and reply, if necessary
Step 2. Enter the fax number
The next step is to dial the recipient's fax number, just like you would with a regular telephone. Some models are equipped with an internal phone book, so just select the key corresponding to the stored number. If not, you will need to enter the whole number, including the local and international prefix (if applicable).
- If you need to send a fax abroad, you must indicate the international prefix of the country, the local one and finally the number of the recipient.
- If the fax is connected to a very large corporate network with an internal switchboard, then it may be necessary to dial a specific number to "take the outside line". This is usually the number 9, but you must always inquire first to be sure.
- Remember that you must enter the recipient's fax number and not the telephone number. Sometimes this information is written next to each other on the business card and it's pretty easy to get confused.
Step 3. Check how to insert the sheets into the device
When faxing the documents that need to be sent, make sure you are faxing it right. The sheet will be scanned, so if you insert the card with the wrong side facing the optical reader, the recipient will only receive a blank page. Check that all sheets are oriented correctly before sending them.
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Each fax model has a different entry method. Fortunately, each tool has a clear drawing that helps to understand the exact orientation of the pages. Somewhere in the paper feed tray there should be a symbol of a sheet with a folded down corner. You will also notice that this symbol has lines on one side, while it is white on the other.
- If the lines are on the folded corner, then you need to insert the sheet with the white side facing you.
- If the folded corner is white, then the written side must face up.
Send a FAX Step 4 Step 4. Send suitable sheets
Faxes work best with standard-sized paper. If you send material that does not meet these dimensions, the sheet may wrinkle or damage the mechanisms of the machine. If you need to send a document on an abnormally sized page, such as a receipt, you should first photocopy it on standard paper and send it.
Faxes generally work with A4 paper, just like printers
Part 2 of 2: Send a Fax
Send a FAX Step 5 Step 1. Use the fax device to send the document
When all the material described in the previous session is ready, you can send the fax. Once you have correctly inserted the sheet of the correct format and entered the recipient's number, all you have to do is press the "Enter" key. Typically this key is larger than the others and well highlighted. Done! You sent the fax!
Once you have activated the send command, you will notice that the machine will send out a series of "beeps" and rustles. This is a completely normal process and indicates that the sending and receiving fax machines are communicating. When the document has been successfully transmitted, you should hear a long, distinct "beep". On the other hand, if problems arise and your device fails to complete the task, it will make an unpleasant noise similar to a whine. If so, consult the instruction booklet to solve the problem
Send a FAX Step 6 Step 2. Use the internet to send a fax
You can use the digital world to send material to a physical fax. You can find many websites that offer this service, most of them for a fee. This could be a wise investment if you don't fax often and don't want to pay for a device or rely on couriers.
- PamFax is an excellent fax service that supports Skype; however it is paid, although the cost is reduced.
- HelloFax is a service that integrates well with Google Drive and allows you to fax Google documents. It allows free sending of a specific fax number, after which the service becomes paid.
Send a FAX Step 7 Step 3. Use your e-mail box to send the fax
Depending on the number you are sending the document to, a simple e-mail can be used at no additional cost. However, you must remember that this method is only possible with a few fax numbers and allows you to send only limited information.
- You can verify that the recipient number is enabled for this procedure with an online search.
- To create the e-mail address to send the fax to use this formula: "remote-printer. [email protected]"
- From the command string indicated above remove the quotation marks, change the number with the fax number of the recipient (complete with prefix) and replace the words "Nome_Sognome" with the real name and surname of the recipient.
- Remember that with this method you can only send the text of an email. You will therefore not be able to send attachments in PDF or other material.
Advice
- Always enter the whole number, including the international prefix (if necessary) and the area code.
- Most fax telephones come with an instruction booklet. Allow the wisdom of whoever wrote them to guide you.
Warnings
If you are going to send confidential information, please remember that anyone can read the fax once it is printed. Always check carefully the number you are sending it to and make sure the recipient is ready to receive it in person.
