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How to set up and use Windows Fax and Scan.

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How to Set up and Use Windows Fax and Scan

Windows Fax and Scan is a built-in application in Windows operating systems that allows you to send and receive faxes, as well as scan documents and images. It can be a useful tool for individuals or businesses that still depend on fax communication. In this tutorial, we will guide you through the process of setting up and using Windows Fax and Scan on your Windows computer.

Table of Contents

  1. Prerequisites
  2. Set up a Fax Modem
  3. Configure Fax Settings
  4. Sending a Fax
  5. Receiving a Fax
  6. Scanning Documents
  7. Managing Received Faxes

Prerequisites

Before getting started, make sure you have the following:

  • A Windows computer with a supported version of Windows (Windows 7, 8, 8.1, or 10).
  • A fax modem connected to your computer, either an internal PCI modem or an external USB modem.
  • A telephone line connected to the fax modem.

Set up a Fax Modem

  1. Connect your fax modem to your computer using the appropriate interface (PCI or USB).
  2. Ensure that your fax modem is properly installed by checking the Device Manager in Windows. To access the Device Manager, press Win + X and select "Device Manager" from the menu.
  3. In the Device Manager, expand the "Modems" category and verify that your fax modem is listed without any error icons.
  4. If your fax modem is not listed or has an error icon, you may need to install the appropriate drivers for your modem. Refer to the manufacturer's instructions for installing the drivers.

Configure Fax Settings

  1. Click on the "Start" menu and search for "Windows Fax and Scan". Open the application.
  2. In the Fax and Scan window, click on "Tools" in the toolbar and select "Fax Accounts".
  3. Click on "Add" to create a new fax account.
  4. Follow the on-screen instructions to set up your fax account. This includes providing your name, fax number, and the settings for your fax modem.
  5. Once you have added your fax account, you can modify its settings by selecting it from the list and clicking on "Properties".

Sending a Fax

  1. In the Windows Fax and Scan window, click on "New Fax" in the toolbar.
  2. In the New Fax window, enter the recipient's fax number in the "To" field. You can also use the address book to select a recipient.
  3. Attach the document or image you want to send by clicking on the "Attach File" button.
  4. If necessary, you can add a cover page by clicking on the "Cover Page" button and selecting a cover page template.
  5. Once you have prepared the fax, click on the "Send" button to send it. You can monitor the progress of the fax in the Outbox folder.

Receiving a Fax

  1. When a fax is received, Windows Fax and Scan will automatically answer the call and receive the fax.
  2. To view the received fax, click on the "Start" menu and search for "Windows Fax and Scan". Open the application.
  3. In the Fax and Scan window, click on the "Incoming" folder in the left-hand pane.
  4. All received faxes will be listed in the middle pane. Select a fax to view its content and details.

Scanning Documents

  1. In the Windows Fax and Scan window, click on "New Scan" in the toolbar.
  2. In the New Scan window, select your scanner from the list of available devices.
  3. Configure the scan settings such as color mode, resolution, and file format.
  4. Place the document or image you want to scan on the scanner glass or in the document feeder.
  5. Click on the "Preview" button to see a preview of the scanned document.
  6. If necessary, you can adjust the scan area by dragging the selection handles in the preview.
  7. Once you are satisfied with the preview, click on the "Scan" button to scan the document.
  8. After the scan is complete, you can save the scanned document to your desired location.

Managing Received Faxes

  1. In the Windows Fax and Scan window, click on the "Incoming" folder in the left-hand pane.
  2. Select the received fax you want to manage.
  3. Right-click on the fax and choose from various options such as printing, forwarding, deleting, or saving the fax.
  4. You can also organize your received faxes by creating folders and moving faxes to specific folders.

Congratulations! You have successfully set up and learned how to use Windows Fax and Scan on your Windows computer. Whether it's sending faxes, receiving faxes, or scanning documents, Windows Fax and Scan provides a straightforward and convenient solution for your faxing needs.

Remember to regularly check your fax settings and manage your received faxes to ensure smooth communication and organization.