Windows 7 : Configuring the Fax Service

Introducing Windows Fax and Scan

Windows Fax and Scan lets you fax and scan documents with a single application, rather than using the combination of Fax Console and the Scanner and Camera Wizard that you had to use in Windows XP. You can see the application in Figure 1.

Figure 1. Windows Fax and Scan lets you scan and/or fax documents.

Windows Fax and Scan uses the following hardware:

• An image scanner for scanning documents or photos

• A fax device such as a modem

You don’t need to have both a scanner and a fax modem to take advantage of Windows Fax and Scan. The program does help you use both together, but it can be useful even if you have just one or the other.

The scanner and fax modem can be integrated into an all-in-one unit (print, scan, copy, fax), or you can use separate components. If you have a fax server or a multifunction device on your network, you can also use it with Windows Fax and Scan.

Preparations for Using Windows Fax and Scan

If your scanner or fax device is not already installed, follow the manufacturer’s recommendations to install the fax or scanner hardware before you use Windows Fax and Scan. If you need to install a dial-up modem, you can use the Add a Device applet in Control Panel to install most serial modems or USB modems that don’t include special drivers. If your modem or scanner includes a disk with Windows 7 or Vista drivers, install them as directed. Windows XP drivers may be used with some devices if Windows 7 or Vista drivers are not provided by the vendor.

If you are given a choice between installing TWAIN or WIA drivers for your scanner, install WIA (Windows Imaging Architecture) drivers for use with Windows Fax and Scan. This is something to be especially careful of if you have a scanner that came with Windows XP drivers but not Windows 7 or Vista drivers. TWAIN drivers may support more advanced scanner features, such as transparency adapters or dust and scratch removal, found on some models, but they are not compatible with Windows Fax and Scan. Some scanner driver installations install both types of drivers.

Note

Configuring the Fax Service

To set up your system to send and receive faxes with a fax modem, click Start, All Programs, Windows Fax and Scan. Make sure Fax view is selected: click Fax at the bottom of the left pane. Next, click the New Fax button on the toolbar. The Fax Setup dialog box appears. The first time you do this, Windows will walk you through the process of setting up the faxing software.

Select Connect to a Fax Modem. On the next screen, enter a name for the modem or keep the default name, Fax Modem. Click Next to continue.

Configuring Fax-Receiving Options

On the next screen, choose how you wish to receive faxes. Your options include the following:

• Answer Automatically— Choose this option if you have a dedicated fax line or a single phone line with a distinctive ring detection switch that automatically routes different types of calls to different devices. The fax modem will pick up every incoming call, so don’t make this selection if your computer shares your personal phone line.

  Note

  You might see a Windows Security Alert indicating that Windows Firewall is blocking Windows Fax and Scan from receiving incoming network connections. If you get this prompt, click Unblock. In most cases, you should leave Private Networks checked and leave Public Networks unchecked.

  
  

• Notify Me— Choose this option if you have a single phone line but don’t have a distinctive ring detection switch. Windows will pop up a notification when the phone line rings, and you’ll opt whether to answer it and receive the incoming fax.

• I’ll Choose Later— Choose this option if you want to create a fax right away and prefer to delay setting up receiving faxes until later.

A New Fax dialog box appears. If you don’t want to send a fax now, close it.

Setting Up Sender Information

Click Tools, Sender Information to set up the information you want to place on your cover pages and in the top margin of outgoing faxes. You can complete as much or as little (even none) of the dialog box as desired.

Creating a Customized Cover Page

To create a customized cover page, click Tools, Cover Pages. Existing personalized cover pages (if any) are listed. Then,

• To create a new cover page from scratch, click New.

• To customize one of the standard cover pages that are provided by Microsoft, click Copy, select a cover page template, and select Open. Then, highlight the copied entry and click Rename. Give it a new name, but be sure that the name still ends with .cov. Press Enter, and then click Open to personalize the cover page.

• To modify one of your existing cover pages, select it and click Open.

In each case, this opens the Fax Cover Page Editor, shown in Figure 2.

Figure 2. Creating a cover page with the Fax Cover Page Editor.

Use the Insert menu to place fields and field names as desired, along with simple shapes. Use the Format menu to align objects, adjust spacing, center the page, or change the order of overlapping objects. Use the View menu to show or hide menus and grid lines (grid lines are hidden by default, but can be useful in aligning design elements). Use the File menu to print or save your cover page. Cover pages are saved with the .cov file extension and are saved in your Personal CoverPages folder by default.

To make your personalized cover page available to all users, you must copy the cover page file to \ProgramData\Microsoft\Windows NT\MSFax\Common CoverPages\xx-xx, where xx-xx is a code that specifies your geographic region and language. Moving the file to there is a bit tricky. Follow these steps:

The cover page will now be available to all users on your computer.

Configuring Fax Settings

To configure your computer’s fax settings, click Tools, Fax Settings. If prompted by UAC, click Continue if you are an administrator, or provide an administrator password if you are a standard user. A multitabbed Fax Settings dialog box appears.