7 Easy Steps to Utilize Windows Fax and Scan

Windows Fax and Scan is a handy tool built right into the Windows operating system, allowing users to send and receive faxes without needing a traditional fax machine. It works seamlessly with various document types, from Word documents and PDFs to images and spreadsheets. Admins can even manage multiple fax machines or multifunction printers from one central program.

Before diving into how to use it, ensure your computer has a fax modem. This device either comes built into your machine or can be added as an external USB modem. If you need a quick solution, online fax services are also available.

Getting Started with Windows Fax and Scan

First, check if your computer has a built-in fax modem. It’s simple:

1. Click the Start button.
2. Type “Device Manager” in the search bar and hit Enter.
3. Look for a category called “Modems.” If it’s absent, your computer doesn’t have a built-in modem.

If your computer lacks a modem, you can easily purchase an external one, often for under $20. These typically connect via USB. Just follow these steps:

• Check the modem’s manual for installation instructions.
• Buy your modem at an electronics store or online.
• For USB modems, plug it into your computer and install any necessary drivers.
• For modem cards, power down your computer, install the card in a PCI slot, then restart.

If you’re uneasy about installing hardware, consider getting professional help. Or skip the hassle entirely and use an online fax service or mobile app.

Setting Up Windows Fax and Scan

To send faxes, connect a phone line to your PC through your fax modem. If you’re using an external modem, attach the line to it.

Here’s what you need to do next:

1. Search for “Fax and Scan” in the Windows search bar and open the app.
2. Go to the Tools menu and select “Fax Accounts.”
3. Click “Add” to set up your modem.
4. Choose “Connect to a fax modem,” and your modem should show up.

If the necessary drivers don’t install automatically, refer to the modem instructions. You’ll also need to decide whether you want automatic or manual fax reception. Choose automatic if you want the program to handle incoming faxes for you.

Sending a Fax with Windows Fax and Scan

To send a fax, follow these steps:

1. Open Windows Fax and Scan and click on “New Fax.”
2. Enter the recipient’s fax number in the ‘To’ field. You can also choose from your address book.
3. If desired, include a cover page by selecting the option above the ‘To’ line.
4. Fill in the subject line.
5. Type your message in the main body of the fax.
6. Add any additional documents by clicking “Insert” in the toolbar.
7. When everything is set, click “Send” to dispatch your fax.

If you’re uncertain about the connection, consider sending a test fax first to ensure everything’s working smoothly.

Receiving Faxes with Windows Fax and Scan

You can choose to receive faxes automatically or manually:

Manual Reception:

1. Open Windows Fax and Scan.
2. Click on the Fax option at the bottom left.
3. Go to the Tools menu and select “Receive a Fax Now.”

Automatic Reception:

1. Head to Tools, then “Fax Settings.”
2. Under the General tab, ensure “Allow device to receive fax calls” is checked.
3. Set the number of rings before the system answers.

With these steps, you can send and receive faxes using Windows Fax and Scan effortlessly. Familiarize yourself with its features like contact lists and custom cover pages for an efficient faxing experience. Always keep security in mind when dealing with faxes, especially over public networks.