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Sending & Receiving Faxes
Overview
The ability to send and receive faxes through your computer's built-in modem or via a bluetooth cell phone is supported by Mac OS X and Windows XP. Both operating systems can also keep logs of the faxes you either send or receive.
The ability to send and receive faxes comes installed by default on OS X. On XP, however, the fax service is an additional component, meaning users will have to manually install it themselves. The Microsoft article Faxing in Windows XP explains how to install and configure Microsoft's fax service.
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Sending Faxes
Mac OS X
Faxing is built in to any standard OS X print dialog. To send a Fax, choose PDF > Fax PDF. You can specify whether or not you want your fax to have a cover page, but it's very limited in that you can only customize the subject and message.
Sending a fax in OS X
Under "Scheduler" in the third drop-down menu, you can configure when your fax is sent. By default, it is configured to be sent out immediately, but you have the option to send it out at a specific time within a 24-hour period, or put it on hold for later. You can also give your fax a priority level that the majority of fax machines recognize.
Scheduling a fax in OS X
Windows XP
To send a fax in XP, select "Fax" as the printer from within a print dialog. This will launch the Send Fax Wizard. The "Recipent Information" part of the wizard is where you can configure dialing rules and add multiple recipients. You can enter information for your recipients manually, or click "Address Book" to add contacts you have stored in XP's Address Book.
XP's Send Fax Wizard
The "Preparing Cover Page" part of the wizard lets you specify a cover page for your fax (if you choose to have one), as well as customize its contents.
Customizing the cover page of your fax
You aren't limited to the cover page templates XP provides — you can create your own using the Fax Cover Page Editor application (Start > All Programs > Accessories > Communication). Place the fields "To:" or "From:" anywhere you want on a page and XP will fill in the correct information. Other custom information about the sender/receiver can be added to the cover page as well.
XP's Fax Cover Page Editor
The "Schedule" part of the wizard allows you to schedule when your fax is sent (now, when discount rates apply, or at specific time within the next 24 hours). You can even set a priority level on your faxes.
Schedule when your fax is sent
The Fax Monitor dialog will appear while you are sending a fax and display the status of your fax transmission. Clicking "More Info" allows you view more details, such as the time each page was successfully.
XP's Fax Monitor
Receiving Faxes
Mac OS X
To receive faxes, you will first need to configure how your computer handles incoming faxes by going to System Preferences > Print & Fax > Faxing. You can set faxes to be automatically saved to a folder, sent to an email address, and/or printed to a printer.
Configuring your Mac to receive faxes
OS X is set up to receive faxes automatically. Each time there is an incoming call over the phone line you have attached to your computer, it will answer and treat it as an incoming fax. There is no way to configure OS X to ask you if each incoming call is to be answered or ignored; therefore, unless you have a dedicated fax line, it might not be worth turning the fax service on.
Windows XP
XP users have three options to choose from when receiving faxes:
- Answer the phone after so many rings. This may not be best option unless you have a dedicated phone line reserved for receiving faxes
- Prompt you every time there is an incoming phone call
- Don't prompt you when there is an incoming phone call. You will have to manually open the Fax Monitor from within the Fax Console (discussed below) and click "Answer" to receive a fax
When configuring the fax service in XP, the third option is not made clear. It does not explain how the option works, nor does it lead you to believe that it exists in the first place.
Managing & Viewing Faxes
Mac OS X
OS X has no central place to manage faxes that a user has sent or received. Faxes are saved to a folder specified by the user and/or sent to an email address.
Windows XP
Users can manage and view the faxes they have sent or received from the Fax Console (Start > All Programs > Accessories > Communication).
The Fax Console is set up very similar to the way an email client works. There is an "Inbox" for faxes you have received, and a "Sent Items" for faxes you have sent. Double-click on a fax in your inbox to view it. You can also email and print faxes. Faxes that you are in the process of receiving are located under "Incoming." If there was an error in receiving a fax, an error message is displayed here.
XP's Fax Console (click for larger view)
Conclusion
Mac OS X
- Received faxes can be automatically emailed directly to an account
- No ability to change header information, including the TSID (transmitter subscriber identification) and CSID (called subscriber identification)
- No central place to manage incoming/outgoing faxes
- Faxes can't be manually answered on a per call basis
Windows XP
- Fax Console provides a detailed history of faxes you have sent/received along with any errors
- Ability to change header information, including the TSID (transmitter subscriber identification) and CSID (called subscriber identification)
- Faxes can be manually accepted on a per call basis
- Can select from existing cover page templates or create your own
- Faxing Service is a separate install
- Received faxes cannot be automatically emailed
Mac OS X: 5
Windows XP: 7
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