How to use a Fax Machine
Old-fashioned fax machines are rapidly being replaced by online faxing, but
it’s still useful to feel comfortable using the old workplace standby. This way, on those rare
occasions when you do have to use an actual fax machine, you won’t find yourself befuddled by how
the clunky old gadget is supposed to work. Fortunately, the process is relatively simple on both
the sending and the receiving ends. Here’s how it works.
Follow these steps to send a
fax:
- Have your document ready, and prepare a cover sheet containing the recipient’s name, the
recipient’s fax and phone numbers, your name, your number, a short message indicating the
nature of the document, and the number of pages (including the cover sheet).
- Place the document into the fax machine’s document feeder with the cover page first and the
final page of the document last.
- Enter the recipient’s fax number and press the “send” or “fax” button.
- After the fax has been sent, check the machine’s display screen for a conformation message.
You may also get a printed confirmation.
Follow these steps to receive a
fax:
- Make sure the fax machine is plugged into the wall and the phone jack and confirm that the
low-toner alert light is not on.
- Ensure that the fax machine has enough paper in the paper tray to handle any documents that
you may be expecting. Before loading the paper, fan it with your thumb (as you would with a
deck of cards) to separate the pages. This prevents paper jams
- If you have a machine with a built-in phone, the phone will probably ring when you have an
incoming fax. Don’t pick up.
- The machine will automatically print each page of the fax in order.
- Confirm that you have the number of pages indicated on the sender’s cover sheet.
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