IBM Aptiva A40, C66
(250-0451,8) Create New Fax/Quick Note Window Faxback Doc. # 33128
The "Create..." window for either a Quick Note or standard fax document
opens automatically after you complete the Choose Recipients dialog box.
You will see the current choices for the fax cover sheet, and the address
and scheduling information displayed as well as a line that identifies the
fax file itself. Use buttons in this window to finish preparing your fax
and send it.
To choose a cover sheet
By default, the Fax Center attaches the most recently selected cover sheet
to each new fax. You can either omit the cover sheet from the fax or
choose a different one. Click on the Choose Cover Sheet button to display
the Cover Sheet dialog box. See "To Choose Cover Sheets" on page 65 for
more information.
To add or remove fax recipients
The current recipients for the fax appear to the right of the Choose
Recipients button.
To enter additional recipients for the fax, click on the Choose Recipients
button. See "To Choose Recipients" on page 58 for more information.
To remove any recipient:
1. Click on the recipient's name in the list.
2. Click on the Remove Recipient button.
To edit the fax
If you created the fax in the Fax Center's internal editor:
1. Click on the Edit Text button. The Fax Center reopens the editor.
2. In the editor, update your text then click on Save.
If you are faxing a document that was created in an external word
processor, you cannot edit the fax itself. However, if you saved a copy
of the original document, you can:
1. Cancel creation of the current fax.
2. Open and edit the original document.
3. Fax (using the word processor's Print command) the document again.
NOTE: When you prepare to fax a document, 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.
To preview or mark up the fax
The Fax Center provides a window in which you can view and annotate the
fax before sending it. The annotation tools let you draw simple graphics
and place text on top of the fax image.
To open this viewing window, click on the Preview/Markup button. See "To
Preview or Mark Up a Fax".
To have the Operator use the default calling card number
If you want the Aptiva Operator to use the current default credit card when
dialing fax recipients, select the checkbox at "With default calling card".
To Schedule the Fax for Transmission
You can either send the fax as soon as you are done preparing it or
schedule it for later transmission.
In the "Create..." window for the fax or Quick Note:
To send the fax immediately, click Now, then click Start.
To schedule the fax for later transmission, type the date and time in
place of the current displayed values. Enter values in the indicated
formats, then click Start. The Fax Center will prepare the fax for
transmission. It will enter a record of the fax with the status
"Pending" in the Sent log
To Cancel the Fax
In the "Create..." windows for the fax or Quick Note, click on the Cancel
button. This button both cancels transmission and deletes the fax TIFF
file. If you want to fax the same document in the future, and you:
Created the original document in any external Windows editor, you can
reopen the original document file and resubmit it as a fax at any time.
Created the fax using the Fax Center's built-in editor, you will need
to retype the fax.
To Choose a Cover Sheet
Use the "Choose Cover Sheet" dialog box to preview cover sheet choices and
choose the one you want for your fax.
The Fax Center provides a set of predesigned cover sheets. The cover sheet
names are listed on the left side of the display and a preview window
appears to the right.
To see a thumbnail view of a cover sheet, click once on the cover
sheet name.
To choose a cover sheet, click once on the name, then click on Select,
or double-click on the name. Choose NONE to send the fax without a
cover sheet. The "Create a New Fax" screen reappears, displaying your
cover sheet choice.
To Preview or Mark Up a Fax
After you click on the Preview/Markup button in the "Create a New Fax"
window, the fax appears in a viewing window. A set of viewing and
annotation tools appear at the top of the window.
To use the magnifying glass, press the left mouse button and drag the mouse
to outline the area you want to magnify. When you release the mouse
button, the outlined area is magnified so that it fills the fax viewing
area.
To use drawing tools
To use any of the drawing tools:
1. Click on the tool.
2. Position the mouse on the fax, at an appropriate starting point.
3. Press and hold down the left mouse button, and drag the mouse to draw
the object.
4. When done, release the left mouse button.
To enter text:
1. Click on the text tool.
2. Position the mouse on the fax, at an appropriate starting point, and
start typing.
To insert clip art
1. Click on the clip art tool.
2. A dialog box appears, listing the files in the Aptiva clip art library.
You can either choose an image from the library listing, or search any
directories on your system for graphics file in .TIF or .BMP format.
To:
Paste any image currently in the clip art library onto your fax, click
on the file name in the list, then click Paste.
Search your system directories for graphics files in.TIF or .BMP
format, and add copies of them to the Clip Art library, click on the
Find File button. A Find Clip Art dialog box appears. For more
information, see "The Find Clip Art Dialog Box".
To view a processed version of the fax, with the cover sheet
When you include annotations on the fax image, they appear almost as they
will in the final fax, but are not actually incorporated into the fax file
yet. You can have the Fax Center process your file, then redisplay it,
along with the cover sheet (if you have included one), as follows:
1. Click on the Preview Fax tool:
2. The Fax Center processes your fax file and redisplays the fax in a
preview window.
3. You can use the Preview buttons at the top of the screen to view the
cover sheet and fax pages.
4. When done, click on the Exit tool, to return to the Preview and Markup
window.
The Find Clip Art Dialog Box
Use this dialog box to find and copy any .TIF or .BMP files on your system
into the Aptiva clip art library.
1. At "List Files of Type", choose the type of file you want to find,
either .TIF or .BMP.
2. Use the Drives, Directories and File Name lists to search your system
and find the file you want.
3. To choose a file, click on the file name, then click OK. A Save As..
dialog box appears.
The Save As.. dialog box
Use the Save As.. dialog box to place a copy of the chosen .TIF or .BMP
file into the Clip Art library.
The Save As..dialog box automatically opens to the directory that contains
the Clip Art library. If you want to include a .TIF or .BMP file in the
Clip Art library, you must save it into this directory.
1. At File Name, you can either use the file's current name, or enter a
different one.
2. To copy the file into the Clip Art library, click on OK.
3. The Paste Clip Art dialog box reappears with its file list updated to
include the copied file.
To Preview a Quick Note
After you click on the Preview/Markup button in the "Create a Quick Note"
window, the fax appears in a viewing window. A set of viewing tools
appears at the top of the window.
To use the magnifying glass, press the left mouse button and drag the mouse
to outline the area you want to magnify. When you release the mouse
button, the outlined area is magnified so that it fills the fax viewing
area.
Receiving Faxes
Whenever the Operator is turned on, your Aptiva Fax Center is also
automatically on and ready to receive incoming faxes. (The Fax Center
window does not need to be open for you to receive faxes.)
If you let the Operator answer the phone
Whenever the Operator is on, it handles calls as follows:
1. It lets the telephone ring for the number of times you defined under
the Telephone settings, at the Number of rings... and Enable Toll Saver
settings.
2. After the specified number of rings, the Operator picks up the call and
identifies it as either a fax transmission or a voice call.
3. If the call is -
A fax transmission, the Operator directs it to the Fax Center.
A voice call, and the Answering Machine is active, the Operator directs
the call to the Message Center. If the Answering Machine is not
active, your caller hears the message, "The Message Center is not
working at this time." Then the Operator hangs up.
If you answer the telephone and hear a fax tone
If you answer the phone using the Pickup option in the Operator's dialog
box, and hear a fax tone, you can transfer control back to the Operator by
choosing the Operator button in the Aptiva Telephone window.
If you answer the phone by picking up your telephone and set, and hear a
fax tone, you can transfer control back to the Operator as follows:
1. Press Alt-TAB until you see the Operator program. (Alt-TAB is a
standard Windows keystroke that lets you cycle through all your
currently active Windows applications.)
2. When the Operator dialog box appears, click on the Telephone icon to
open the Aptiva Telephone window.
3. In the Aptiva Telephone window, click on the Operator button.
To work with the faxes you receive
The Fax Center places all incoming faxes in its Received log. To review
and work with your faxes, click on Fax Log in the Fax Center's main window.
Viewing, Printing and Managing Faxes
Use the Fax Log window to work with Sent and Received faxes. To open this
window, click on Fax Log in the Fax Center's main window.
Viewing, Printing and Managing Faxes
Use the Fax Log window to work with Sent and Received faxes. To open this
window, click on Fax Log in the Fax Center's main window.
Fax Log Buttons
Received and Sent faxes are recorded in two separate logs. Click the
Received Faxes and Sent Faxes tabs at the top of the screen to alternate
between the logs. The buttons down the left side of the window are
identical for both logs.
Each row in the log represents one fax record. To work with a fax record,
click on its name in the log, then click on the button you want to use.
Viewing Received Log records
Each row in the Received log provides the following information (from left
to right) about one fax:
Status - Indicates whether the fax transmission was successful.
"Receiving" appears when an incoming fax transmission is in progress;
"Completed" means you received the entire fax successfully.
The date and time the fax was received.
Sender - an optional label for the fax, which can be entered and
changed using the Details button.
Pages - the number of pages
Viewing Sent Log Records
Each row in the Sent log provides the following information (from left to
right) about one fax:
Status - Indicates whether or not the fax transmission was successful.
"Number dialed" appears when an outgoing fax transmission is in
progress; "Completed" the fax transmission completed successfully;
"Comm.Error" means that a communications problem occurred between the
Fax Center and the other fax system, or that the maximum number of
transmission retries has been used up; "Aborted" means that the
transmission attempt was stopped by the user.
The date and time the fax was sent
Recipient - If the recipient was chosen from the Address Book, the
name appears here; if entered manually, the phone number appears here;
If a group was chosen, the list of selected individuals, along with
their fax numbers, appears here.
To view fax "detail" information
To view additional details about a fax and its transmission status, click
on the fax record in the log, then click on the Details button. The
Details dialog box appears, displaying this information:
FAX - For outgoing faxes, the destination fax number appears here; for
incoming faxes, the banner information from the fax appears here.
Type - the file type of the fax document.
File Name - the path and filename for the fax document.
File Specs - the resolution of the fax document.
Status - the status of the most recent transmission attempt.
Pages - the number of pages in the fax document.
Duration - Length of time for the last transmission attempt.
Description - You can optionally enter a descriptive label that will
appear for the fax in the fax log.
To print a Fax Log
To print a listing of the currently displayed log.
1. Click on either Sent Faxes or Received Faxes, to display the log you
want to print.
2. Click on the Print Log button. A standard Print dialog box appears.
3. Enter your printing choices, then click OK to print the log.
To print a fax
1. In either the received Faxes or Sent Faxes log, click on the fax you
want to print.
2. Click on the Print Fax button. A standard Print dialog box appears.
3. Enter standard printing choices, then click OK to print the log.
To view a fax
Click on the fax, then click on View. The Fax Viewer window appears. Use
the tools at the top of the window to control your view of the fax image.
To Use
Magnify/reduce your view of an image
Page through a fax
Rotate the fax image
To forward a fax
You can forward any fax from either the Received or Sent logs.
1. In the log, click on the fax, then click on the Forward button.
2. The Create a New Fax window appears. Enter fax cover sheet, address
and scheduling information, exactly as you would for a new fax.
3. When done, click on Start.
The Fax Center creates and forwards a copy of the fax you choose, while
leaving the original fax's status unchanged. For example, assume that
you choose a fax from the Sent log and that is scheduled for
transmission at 5:00, and you schedule Forwarding to occur at 6:00. If
you review the Sent log, you will see two copies of the fax; the
original, still scheduled for transmission at 5:00, and the new fax,
scheduled for transmission at 6:00.
To delete faxes
To delete one fax:
1. Click on the fax in the log, then click on the Delete button.
2. In the dialog box that appears, click on the OK button to delete the
fax, or the Cancel button to keep it.
To close the Fax Logs
Click on the Done button
(br/all-05/31/96)
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