7.5. Faxing with Word Think of faxing a document as a form of long-distance printing. You tell Word to print a document, and it sends the pages over the phone lines and prints it out on your friend's fax machine. You need to have a fax modem in your computer, and the person on the other end needs a fax machine (see the box). Other than that, it's a lot like printing. Here are the steps: -
With your document open in Word, press Ctrl+P or choose Office button Print . The Print box, as shown in Figure 7-6, opens. UP TO SPEED
Adobe Acrobatics | | The dawn of the personal computer revolution generated talk about the paperless office. Of course, that never happened . If anything, personal computers and printers brought about a quantum leap in paper consumption. Still, if any computer tool came close to realizing an alternative to paper, it's Adobe Acrobat or PDF (Portable Document Format). The idea was to create a computer file format that can perfectly capture what's printed on the pagetext, graphics, the whole kit and caboodle. The files need to be compact so they can be sent over the Internet. And anyone should be able to read and print these files without paying for additional software. Adobe created Acrobat to meet all these needs, and before too long, everyone was using this new Portable Document Format to distribute reports and booklets over the Internet. Folks started calling them PDF files, because the filenames end in .pdf (Figure 7-11). Now you'll find PDFs online for just about everything. You can probably download the manual for your TV, your cell phone, and your refrigerator from the manufacturers' Web sites as PDF files. The Census Bureau and many other government agencies provide the information they collect as PDFs. Businesses are using PDFs more and more as a way to distribute reports, spreadsheets, and other documents. Unlike an Excel spreadsheet, you don't need Excel to open a PDF, since the Adobe Reader program comes on all computers (and if not, it's only a free download away). Furthermore, with a PDF, no one can inadvertently erase or change your information once your document is open. Adobe's format was so successful that it spawned some imitators. It doesn't make much sense to imitate a standard by creating an incompatible format, but that's what happened. Microsoft launched it's own format called XPS, which stands for XML Paper Specification. And an open source format has similar properties and aspirationsthe Open Document format. After some wrangling, Microsoft decided to provide support for all three of these formats in Word 2007. The XPS format is included with Word. To add either Adobe PDF or Open Document support, you need to download an add-in program to make it part of Word. To find the add-in that installs both PDF and XPS capabilities to your computer, go to http://www.microsoft.com/office and enter pdf xps in the search box at the top of the page. | | | Figure 7-11. Use PDF files (also known as Acrobat) to distribute copies of your documents via email or over the Web. People who receive your files can view and print them using Adobe's free Adobe Reader available at www.adobe.com/products/acrobat/readstep2.html. | | -
Use the drop-down menu at the top of the Print box to select your fax modem as the printer, and then click OK to start the Send Fax Wizard . The Print box closes and the Send Fax Wizard opens (Figure 7-12). The Send Fax Wizard consists of several dialog boxes. The first box is stunningly useless. It does nothing but welcome you to the Send Fax Wizard and make you click the Next button an extra time. The next screen is more functional. You use it to tell your computer where to send the fax. -
Enter names (optional) and fax numbers into the Send Fax Wizard . You can click the Address Book button to choose a name and fax number from your Outlook address book, or you can type into the "To" and "Fax number" text boxes. Click Add to add recipients to the list at the bottom. When your list is complete, click Next. | | Figure 7-12. The Send Fax Wizard walks you through the process of addressing and sending your fax. You start by entering names and fax numbers or choosing recipients from your Windows address book. | | -
Choose whether to include a cover page . If you turn on the cover page checkbox, the wizard prompts you for a subject and a note. The wizard automatically fills in details that Word collected when you installed the program, such as your name and contact info . If you need to, you can review and change those details by clicking the Sender Information button at right. When you're done with the details about the cover page, click Next. -
Use the next wizard screen to schedule your fax . You have three options for scheduling. You can send it now, or you can choose to send it when discount rates apply. Last but not least, you can enter a specific hour and minute. When you've scheduled your fax delivery, click Next. -
Check the details and preview the fax, and then click the Finish button to send it . The last box of the Send Fax Wizard gives you one last chance to review your fax recipients and to preview the fax by clicking the Preview Fax button (Figure 7-13). A viewer pops up where you can inspect your fax page by page before you send it. When you're certain that everything is okay, click Finish to send your fax on its way. | | Figure 7-13. The last step in the Send Fax Wizard gives you a chance to preview your fax and double-check the names and numbers of the recipients. | |
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