Xerox Fax Machine Fax Sharing User Manual

Fax Sharing Users Guide  
February 2000  
 
C O N T E N T S  
Documentation Feedback .................................................................................................7  
Creating an InstallShield Silent Response File ....................................................... 17  
Sending Faxes ................................................................................................................. 23  
How Faxes Are Sent ................................................................................................ 24  
Monitoring Fax Status .............................................................................................. 24  
Receiving Faxes in Message Manager ............................................................................ 26  
Troubleshooting .................................................................................... 28  
iii  
 
Contents  
iv  
 
WinFax PRO Fax Sharing  
If you do not have a modem installed on your computer, you can still use  
WinFax™ PRO to send and receive faxes. To do so, you must be attached  
to a network, and there must be at least one computer with a fax capable  
modem or similar communications device and WinFax installed. This  
modem sharing feature in WinFax is called Fax Sharing.  
If you are sending and receiving messages using a modem on another  
computer, your computer is a Fax Sharing Client station. If you and others  
in your office are sending and receiving faxes using the modem or device  
on your computer, your computer is a Fax Sharing Host station.  
This document describes how to use WinFax with the Fax Sharing feature.  
Topics in this document include:  
information about using this document and the WinFax online  
help  
understanding the Fax Sharing feature  
installing WinFax PRO for Fax Sharing (administrators only)  
sending and receiving faxes using the Fax Sharing feature  
troubleshooting  
5
 
WinFax PRO Fax Sharing  
About this Guide  
While this guide contains instructions for the most basic Fax Sharing tasks,  
the online help covers all features. Additional information on using the Fax  
Sharing Host (that is, WinFax with a local modem or device) is provided in  
the WinFax PRO Users Guide, available in Adobe Acrobat format on your  
WinFax installation CD.  
Using the Online Help  
The Help Topics dialog is the main entry into the WinFax online help and  
contains links to both feature overviews and instructions for the most  
commonly used features.  
To open the Help Topics dialog:  
1
In Message Manager, click WinFax PRO Help Topics on the Help  
menu. The Help Topics dialog appears.  
Click a book and display  
the topics available  
Use to quickly locate information  
using a standard index  
Use to search for words  
in the online help  
2
Select the help options you want to use.  
Note: For more information about the Fax Sharing feature, look up Fax  
Sharing” in the online help index.  
6
 
   
About this Guide  
Getting Help in a Dialog  
Many WinFax dialogs and windows contain a help button (in the upper  
right corner) that you can use to display information about on-screen  
components, such as commands and individual fields in dialogs.  
Help button  
in upper right  
corner of most  
WinFax dialogs  
and windows  
To view the pop-up help for an on-screen component:  
In a dialog, click the Whats This? button in the upper right corner,  
then click any screen element. A pop-up appears over the element.  
Help button  
Help pop-up contains  
information about  
onscreen components  
Documentation Feedback  
Symantec is interested in your suggestions for improving both the print and  
the online documentation for WinFax. We are interested in knowing what  
works and what needs improvement. Did you find errors, omissions, or  
confusing information? Tell us if you found information too difficult to find.  
Tell us where you looked for information, and where you looked first.  
Your feedback will help shape future versions of the documentation for  
WinFax.  
7
 
   
WinFax PRO Fax Sharing  
To forward your feedback, use any of the following methods:  
Fax – Fax your comments to 1-416-441-0333 to the attention of the  
Technical Publications Department.  
Postal letter – Send a letter to:  
Symantec Corporation  
Technical Publications Department  
895 Don Mills Road, 500-2 Park Centre  
Toronto, Ontario M3C 1W3 (Canada)  
Introducing WinFax PRO Fax Sharing  
WinFax turns your computer into a full-featured fax messaging  
communications center. Using WinFax, you can send and receive fax  
documents from your computer at any time.  
WinFax sends and receives messages using a modem or related  
communications device. For most WinFax users, the modem or device is  
installed locally on their computer. However, if you do not have a modem  
or device installed on your computer, you can still send and receive  
messages by setting up your computer as a Fax Sharing Client station and  
using the modem or device attached to the Fax Sharing Host station on  
your network.  
The Fax Sharing Host station is the messaging center for all Fax Sharing  
Clients on your network. Using Fax Sharing Client, you can select the  
documents you want to fax on your computer, assemble your fax in the  
Send dialog, and then transfer the documents over the network to a Fax  
Sharing Host to be faxed—all with a single click. Similarly, the Fax Sharing  
Host receives messages for all users on your Fax Sharing network.  
To retrieve faxes, you simply connect to the Fax Sharing Host Receive Log  
and select the faxes that belong to you.  
The following diagrams illustrate how the Fax Sharing Host handles all  
sending and receiving activities for your Fax Sharing network.  
8
 
 
Introducing WinFax PRO Fax Sharing  
Sending Fa x es  
Step 1: Prepare your fax using  
Fax Sharing Client, then click  
the Send button to send it to  
the Fax Sharing Host’s Outbox.  
Step 4: Your fax is  
received on the  
destination fax device.  
Step 2: Fax Sharing Client  
sends your fax files to the  
Fax Sharing Host’s Outbox.  
Destination  
Client  
Step 3: The Fax Sharing Host  
sends your fax when the host  
modem or device is available.  
If you scheduled your fax, the  
Fax Sharing Host waits until  
that time.  
Host with modem or  
device  
Receiving Fa x es  
( Receive Log)  
Step 1: Someone sends  
you a fax.  
Step 3: When the Fax  
Sharing Host receives  
a fax, the program  
displays a dialog to the  
Fax Sharing Client  
showing all the faxes  
received. You can  
retrieve your fax at that  
time.  
Originating  
fax machine  
Client  
Step 4: View and print your  
fax using your Fax Sharing  
Client.  
Step 2: The modem  
or device receives  
your fax and  
transfers it to the Fax  
Sharing Host’s  
Receive Log.  
Host with modem or  
device  
9
 
WinFax PRO Fax Sharing  
System Requirements  
The Fax Sharing feature enables Fax Sharing Client stations to transfer faxes  
across the network to and from the Fax Sharing Host station. To use the  
Fax Sharing feature, you need at least one Fax Sharing Host station and  
one Fax Sharing Client station on your network. Multiple Client stations can  
connect to a single Host station at any one time (maximum 15 under  
Windows 95/98, maximum 25 under Windows NT/2000).  
The Fax Sharing Host station is any computer running WinFax with an  
attached fax-capable modem or similar communications device that has  
enabled the Fax Sharing Host feature.  
The Fax Sharing Client station is any computer running WinFax that does  
not have an attached modem or device and is set up for Fax Sharing with  
the Fax Sharing Host.  
The WinFax PRO Program Group  
The table below describes the items included in the WinFax PRO program  
group.  
More information on using these items is provided in the online help and  
the WinFax PRO Users Guide.  
Icon  
Program  
Controller – Use the Controller to receive faxes at all times (even when Message  
Manager is not running), to monitor current WinFax activity, and to quickly view  
new faxes.  
The Controller icon indicates that you are running in Fax Sharing mode by  
displaying a “network node” graphic directly below the usual Controller graphic.  
Install Directory – This is a shortcut to the WinFax installation folder.  
Program Setup – Use Program Setup to configure and personalize your WinFax  
installation, and to set up many of the main WinFax features.  
Send New Fax – Use this command to open the WinFax PRO Send dialog so you  
can send faxes without starting Message Manager.  
10  
 
   
Installing WinFax for Fax Sharing (Administrators Only)  
Icon  
Program  
WinFax PRO Message Manager – Use WinFax PRO Message Manager to maintain  
a list of all WinFax messages, and to create detailed reports about fax events.  
Starting and Exiting WinFax Programs  
The Message Manager is the main interface for sending faxes, for  
organizing and storing messages, and for configuring your WinFax system.  
Program Setup is the program you use to set up Fax Sharing and modify  
your WinFax preferences. You can start these programs in a variety of  
ways. For more information on alternate methods, look up starting” in the  
online help index.  
To start Message Manager:  
Click the Windows Start button, point to Programs, point to Symantec  
WinFax, and then click WinFax Message Manager. Message Manager  
starts.  
To exit Message Manager:  
On the File menu, click Exit.  
To start Program Setup:  
Click the Windows Start button, point to Programs, point to Symantec  
WinFax, and then click Program Setup. Program Setup starts.  
To exit Program Setup:  
On the Program Setup dialog, click Close.  
Installing WinFax for Fax Sharing  
(Administrators Only)  
You can install WinFax on one or more computers, depending on the type  
of license you purchased. If you are installing WinFax on a single  
computer, you can do so from the WinFax CD. If more than one person in  
your organization is installing WinFax, your administrator may automate  
the installation process using a scripted installation.  
11  
 
         
WinFax PRO Fax Sharing  
Setting Up a Fax Sharing Host Station  
Your Fax Sharing network must have at least one Fax Sharing Host station.  
If you have a modem or communications device attached to your WinFax  
station, you can share your modem or device with other WinFax users on  
your network when you enable the Fax Sharing Host feature. To set up  
your WinFax station as a Fax Sharing Host, install WinFax to work with  
your modem or device and then enable the Fax Sharing Host feature.  
Installing WinFax on a Host Computer  
The Setup program guides you through the installation process by prompting  
you for information and automatically determining your system configuration,  
modem or device setup, COM port location, and available disk space.  
Note: To install WinFax under Windows NT/2000, your Windows NT/2000  
account must have administrative privileges.  
To install WinFax on a host computer:  
1
2
Insert the WinFax installation CD into the CD-ROM drive.  
Click the Windows Start button, and then click Run. The Run  
dialog appears.  
3
In the Open field, type ...  
<drive and path>\ SETUP.EXE  
… where drive and path” is the CD ROM drive containing the  
WinFax installation CD or the location of the WinFax installation files  
on the network.  
4
5
6
Click OK. The Setup program starts.  
Follow the instructions on the screen. Click Next to proceed.  
click your modem or device in the list and click Next.  
9
After the installation is complete, enable the Fax Sharing Host  
feature (see “Enabling the Fax Sharing Host Feature”, next).  
10 Assist WinFax users in installing WinFax on client computers (see  
“Installing the Fax Sharing Client Automatically” on page 14 and  
“Installing the Fax Sharing Client Manually” on page 21).  
12  
 
     
Installing WinFax for Fax Sharing (Administrators Only)  
Enabling the Fax Sharing Host Feature  
To allow Fax Sharing Clients to receive voice messages and send and  
receive faxes using the host computer, you must first enable the Fax  
Sharing Host feature and then enable automatic reception.  
To enable the Fax Sharing Host feature:  
1
If your Host computer is running under Windows 95/98, proceed  
to Step 2. If your Host computer is running under Windows NT/  
2000, create an account on the Fax Sharing Host for each Fax  
Sharing Client workstation (see your Windows NT/2000  
documentation).  
Note: Use the same user name and password that the client uses  
on their own workstation.  
2
3
Start Program Setup (see page 11).  
In the list, double click Fax Sharing Host. The Fax Sharing Host  
Properties dialog appears.  
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WinFax PRO Fax Sharing  
4
5
6
Click the General tab.  
Enable Use This WinFax PRO Station As A Fax Sharing Host.  
If you want to protect the Fax Sharing Host station with a  
password, enable Use Password then type a password in the  
Password field.  
7
8
In the Host Computer Information section, type the appropriate  
information.  
In the After Sending Client Events section, click the option that  
best describes what you want WinFax to do with messages that  
Fax Sharing Client users send and receive through your computer.  
9
Enable automatic reception by doing one of the following:  
Using the Controller – Right click the Controller icon in the  
Windows taskbar and enable Automatic Receive on the menu  
that appears.  
Using Message Manager – On the Receive menu, enable  
Automatic Receive.  
Installing the Fax Sharing Client Automatically  
To automate the installation process, you can use a scripted installation. A  
scripted installation installs WinFax using the settings contained in two  
files: an InstallShield silent response file (SETUP.ISS) and a script file  
(WFSCRIPT.SPT). The InstallShield silent response file contains all options  
you would normally specify during the WinFax installation. The script file  
contains options that you would configure after installing WinFax (for  
example, the modem or communications device you want to use).  
The following flow chart illustrates the scripted installation process including  
the preparatory steps and how to run the scripted installation. For step-by-step  
instructions on how to use the scripted installation feature, see the procedure  
following the flow chart.  
14  
 
   
Installing WinFax for Fax Sharing (Administrators Only)  
Start Here  
Copy files to network (see page 16)  
Copy the installation files to a shared  
network directory.  
WinFax CD  
Script files (see page 18)  
Silent response file (see page 17)  
Shared  
network  
directory  
Copy the script file (WFSCRIPT.SPT)  
to the shared network directory.  
Copy the silent response file (SETUP.ISS)  
to the shared network directory.  
Fax Sharing Client  
Installation  
On the Fax Sharing Client computer, run the Setup program  
from the shared network directory using the -s” command  
line parameter. In the Run dialog, type:  
<network path> SETUP.EXE -s  
Note: More information on using a scripted install is provided in the  
(WFSCRIPT.PDF) in the “Docs” folder on your WinFax installation CD.  
Set up a Fax Sharing Host station. See Setting Up a Fax Sharing  
Host Station” on page 12.  
2
Copy the WinFax installation files to a network drive that is  
accessible to all users who will install WinFax on their computers.  
See Copying the Installation Files to a Network Drive” on  
page 16.  
3
Create an InstallShield silent response file (SETUP.ISS) that you can  
use as an installation template. See Creating an InstallShield Silent  
Response File” on page 17.  
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WinFax PRO Fax Sharing  
4
7
Create an installation script file (WFSCRIPT.SPT) containing the  
appropriate installation options. See Creating an Installation  
Script” on page 18.  
Copy both the InstallShield silent response file (SETUP.ISS) and the  
installation script (WFSCRIPT.SPT) to the Disk1 subdirectory of the  
network directory containing the WinFax installation files.  
page 19.  
Have each user modify their settings, as required (select their  
shared mailbox, change greetings, and so on). See Modifying Fax  
Sharing Client Settings” on page 22 and Installing the Fax Sharing  
Client Manually” on page 21 for more information.  
Copying the Installation Files to a Network Drive  
With a scripted installation, all users install WinFax from a network drive.  
To prepare for the scripted installation, you must copy the WinFax  
installation files from the WinFax installation CD to a network drive.  
Note: All users who will install WinFax must have network access to the  
network drive containing the WinFax installation files.  
To copy the installation files to a network drive:  
1
Start Windows.  
Note: To install WinFax under Windows NT/2000, your Windows  
NT/2000 account must have administrative privileges.  
2
Insert the WinFax installation CD into the CD-ROM drive. The  
WinFax AutoRun program starts.  
3
4
5
6
Click the Exit button to return to your Windows desktop.  
Start Windows Explorer.  
Locate the WinFax directory on the WinFax installation CD.  
Copy the contents of the WinFax directory and all subdirectories to  
a network drive that is accessible to all users who will install  
WinFax.  
16  
 
   
Installing WinFax for Fax Sharing (Administrators Only)  
Creating an InstallShield Silent Response File  
WinFax uses the InstallShield program. To perform a scripted install,  
InstallShield requires you to create a silent response file (SETUP.ISS). You  
can create a silent response file by running the Setup program with the -r”  
command line parameter. This parameter instructs the Setup program to  
record all of your selections in a silent response file (SETUP.ISS) that you  
can later use as an installation template for other WinFax installations.  
Note: These installation options will apply to all users who install WinFax  
using the scripted installation. When users perform a scripted installation,  
the Setup program uses the recorded responses from the SETUP.ISS file. It  
will also move through the installation screens at the same pace as you did  
when you created the original SETUP.ISS file.  
To create an InstallShield silent response file:  
1
2
3
Set up your computer exactly as user computers are set up.  
Remove any previous installation of WinFax.  
Click the Windows Start button, and then click Run. The Run  
dialog appears.  
In the Open field, type ...  
<path>\ SETUP.EXE -r  
… where path” is the network drive and directory containing the  
WinFax installation files.  
4
5
6
Click OK. The Setup program starts.  
Follow the instructions on the screen. Click Next to proceed.  
On the final panel, click Finish. Setup installs WinFax on your  
computer and creates an InstallShield silent response file (*.ISS) in  
your Windows directory.  
7
Open the silent response file (SETUP.ISS) located in your Windows  
directory in a text editor such as Notepad.  
8
9
Locate the [SetupType-0] section.  
Check for the szDir=” line. Do one of the following:  
Line exists and a drive and directory specification appear after  
the equals (=) sign – Proceed to step 10.  
Line does not exist – Proceed to step 10.  
Line exists and nothing appears after the equals (=) sign –  
Locate the szExeDir” entry earlier in the file and copy its value  
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WinFax PRO Fax Sharing  
(that is the drive and directory specification) after the equals  
sign in the “szDir=” line and proceed to step 10.  
Note: You must edit the silent response file (SETUP.ISS) before  
you can run a scripted installation.  
10 Save the file and exit Notepad.  
11 Copy the file to the Disk1 subdirectory of the network directory  
containing the WinFax installation files.  
Creating an Installation Script  
If an installation script is included in the Disk1 subdirectory of the network  
directory containing the WinFax installation files, users can use a scripted  
installation to bypass many of the configuration tasks they would normally  
perform after installing WinFax (for example, setting up the modem or  
device they want to use). This scripted installation installs WinFax on a  
local computer as a Fax Sharing Client station.  
To create a Fax Sharing Client installation script:  
1
In a text editor (such as Notepad), open the sample script file,  
WFSCRIPT.SPT, included in the WinFax\ DISK1 directory on the  
WinFax installation CD.  
The sample script file contains all possible installation options and  
“commented” text that explains the available options.  
2
3
Save the file on your hard drive.  
Using the sample file as a template, specify the options for your  
Fax Sharing Client station. Do the following:  
a
In the [GENERAL] section, specify the appropriate installation  
directory and type.  
b
In the [LOCATION] section, specify the appropriate dialing  
instructions.  
c
d
e
f
In the [STANDALONE] section, set STDALONE=0.  
In the [WFXIFSETUP] section, set WFXIFID=WPP.  
In the [MODEMS] section, set USEHAL=1 and HAL=2.  
In the [WPP SETTINGS] section, identify the Fax Sharing Host  
station you will be using, the operating system on which the  
Fax Sharing Host station is running, the Fax Sharing Host  
password (if it exists), and whether you want to check for new  
messages when you start WinFax.  
18  
 
   
Installing WinFax for Fax Sharing (Administrators Only)  
Note: The sample script file also contains information for other  
modems and communications devices. Do not delete those entries.  
4
5
Save the updated file.  
Copy the file to the Disk1 subdirectory of the network directory  
containing the WinFax installation files.  
Starting the Scripted Installation  
The Setup program guides you through the installation process by prompting  
you for information and automatically determining your system configuration  
and available disk space. Depending on the options predefined in the  
InstallShield silent response file and the installation script file, users may or  
may not be prompted for additional information after they start the WinFax  
Setup program.  
Note: To install WinFax under Windows NT/2000, your Windows NT/2000  
account must have administrative privileges.  
To prepare for the scripted installation (administrators only):  
2
Set up a Fax Sharing Host station (see page 12).  
Copy the WinFax installation files to a network drive (see  
page 16).  
3
4
Create an InstallShield silent response file (see page 17).  
Create an installation script for the Fax Sharing Client stations (see  
page 18).  
5
6
Copy both the InstallShield silent response file (SETUP.ISS) and the  
installation script (WFSCRIPT.SPT) to the network drive containing  
the WinFax installation files.  
Instruct users to install WinFax using the response file and  
installation script (see the next section).  
To install WinFax on a client computer (scripted install):  
1
Ensure that all preparations have made for the scripted install (see  
the preceding procedure).  
2
3
Start Windows.  
If you are installing on a Windows NT/2000 computer, log on to  
Windows NT/2000 using an account with administrative privileges.  
19  
 
   
WinFax PRO Fax Sharing  
4
5
Click the Windows Start button, and then click Run. The Run  
dialog appears.  
In the Open field, type ...  
<network path>\ SETUP.EXE -s  
… where network path” is the location of the WinFax installation  
files on the network.  
6
7
8
9
Click OK. The Setup program installs WinFax.  
After the install is complete, restart the computer.  
Start Message Manager (see page 11).  
On the Receive menu, click Automatic Receive.  
Troubleshooting the Scripted Installation  
The scripted installation creates a log file called “SETUP.LOG” in the  
directory containing the WinFax installation files. If you do not have write  
access to that directory, SETUP.LOG is saved in your Windows directory. If  
the scripted installation does not work properly, open SETUP.LOG in a text  
editor such as Notepad and check for the response code in the  
[ResponseResult] section. The table below lists the possible error codes.  
Result Code  
Meaning  
0
Scripted install was successful.  
General error.  
-1  
-2  
-3  
Invalid mode.  
Required data not found in the SETUP.ISS file. This result code  
appears when you did not edit the silent response file after it was  
created (see Creating an InstallShield Silent Response File” on  
page 17).  
-4  
-5  
-6  
-7  
-8  
-9  
Not enough memory available.  
File does not exist.  
Cannot write to the silent response file.  
Unable to write to the log file.  
Invalid path to the InstallShield silent response file.  
Not a valid list type (string or number).  
20  
 
 
Installing WinFax for Fax Sharing (Administrators Only)  
Result Code  
Meaning  
-10  
-11  
-12  
-51  
-52  
-53  
Data type is invalid.  
Unknown error during setup.  
Dialogs are out of order.  
Cannot create the specified folder.  
Cannot access the specified folder.  
Invalid option selected.  
Installing the Fax Sharing Client Manually  
If you do not have a modem or communications device attached to your  
WinFax station, but another WinFax station on your Fax Sharing network  
has an attached modem or device and is configured as a Fax Sharing Host,  
you can use that modem or device as if it were attached to your WinFax  
station. To do so, you must install WinFax on your computer as a Fax  
Sharing Client and connect to the appropriate Fax Sharing Host.  
The Setup program guides you through the installation process by prompting  
you for information and automatically determining your system configuration,  
modem or device setup, COM port location, and available disk space.  
Note: To install WinFax under Windows NT/2000, your Windows NT/2000  
account must have administrative privileges.  
To install WinFax on a client computer:  
1
Obtain the following information from your system administrator:  
the name of the Fax Sharing Host station on your network  
if your Fax Sharing Host station is running under Windows NT/  
2000, verify that you have an account set up on the Fax Sharing  
Host station (you cannot install or use Fax Sharing Client unless  
you have an account)  
the password for the Fax Sharing Host station, if one exists  
2
3
Click the Windows Start button, and then click Run. The Run  
dialog appears.  
In the Open field, type ...  
<drive and path>\ SETUP.EXE  
21  
 
   
WinFax PRO Fax Sharing  
… where drive and path” is the CD ROM drive containing the  
WinFax installation CD or the location of the WinFax installation files  
on the network.  
4
5
6
Click OK. The Setup program starts.  
Follow the instructions on the screen. Click Next to proceed.  
When the Modems And Communications Devices panel appears,  
click the WinFax PRO Fax Sharing device and click Next.  
Note: You can also set up Fax Sharing after you install WinFax. To  
do this, start Program Setup (see page 11), double click Modems  
And Communications Devices, and then enable the Active check  
box beside the WinFax PRO Fax Sharing fax device.  
7
8
Follow the instructions on the screen. Click Next to proceed.  
When prompted to configure the WinFax PRO Fax Sharing device,  
click Yes. The WinFax Fax Sharing Client Properties dialog  
appears.  
9
In the Host Name section, click Browse, select the Fax Sharing  
Host station you want to use to send and receive faxes, and then  
click Open.  
10 In the Password field, type the password required to access the  
specified Fax Sharing Host station (if a password exists—see your  
WinFax administrator for details).  
11 If you want WinFax to automatically check for new faxes each  
time you start WinFax, enable Check For New Events On Startup.  
12 Click Next. WinFax pings the selected Host station to confirm  
connectivity, and connects your Client station to that Host. This  
may take a few minutes.  
13 Click Finish to save your settings and exit the Fax Sharing Client  
Properties wizard.  
Modifying Fax Sharing Client Settings  
You can modify your Fax Sharing Client settings at any time. For example,  
if your network has multiple Fax Sharing Host stations, you can switch to  
another Fax Sharing Host.  
To modify Fax Sharing Client settings:  
1
Start Program Setup (see page 11).  
22  
 
   
Working With Faxes  
In the list, double click Modems And Communications Devices.  
2
The Modems And Communications Devices Properties dialog  
appears.  
3
4
In the devices list, click the WinFax PRO Fax Sharing device.  
Click Properties. The WinFax Fax Sharing Client Properties dialog  
appears.  
5
Make any changes as desired, clicking Next to proceed.  
Working With Faxes  
This section describes how to send and receive faxes with WinFax. The  
instructions in this section apply to both Fax Sharing Client and Fax  
Sharing Host stations, unless otherwise noted.  
Note: This section contains instructions for the most basic WinFax tasks—  
the online help covers all features. Additional information on using Fax  
Sharing Host mode or regular mode (that is, WinFax with a local modem or  
communications device) is provided in the WinFax PRO Users Guide and  
in the WinFax PRO Users Guide, both available in Adobe Acrobat format  
on your WinFax installation CD.  
Sending Faxes  
WinFax sends faxes using a modem or communications device. Which  
modem WinFax uses depends on the active modem set up in the Modems  
And Communications Devices Properties dialog (start Program Setup, see  
page 11, and double click Modems And Communications Devices). Fax  
Sharing Host stations use their local modem or device, while Fax Sharing  
Client stations use the WinFax PRO Fax Sharing device to connect to the  
Fax Sharing Host station and access its modem or device. Once you have  
set up WinFax for Fax Sharing (either as a Fax Sharing Host or a Fax  
Sharing Client), you can send faxes using the procedures described in the  
WinFax PRO Users Guide and the WinFax PRO Users Guide.  
Note: For more information, look up sending faxes” in the online help  
index.  
23  
 
   
WinFax PRO Fax Sharing  
How Faxes Are Sent  
After you prepare your fax and click Send, WinFax begins processing your  
fax. The steps involved in processing a fax may vary, depending on where  
the fax was created and assembled.  
Faxes created on the Fax Sharing Host – WinFax delivers the fax to the  
modem or device, displays the Status dialog, dials the recipients fax  
number, and instructs the modem or device to send your fax. When the  
transmission is complete, the Status dialog closes and WinFax updates the  
fax status in the display area of the Message Manager Logs window.  
Faxes created on the Fax Sharing Client – After you prepare your fax  
and click Send, WinFax does the following:  
Creates a log record in the Fax Sharing Client Outbox (in Message  
Manager).  
Connects to the Fax Sharing Host using the WinFax PRO Fax  
Sharing device.  
Transfers the fax image files to the Fax Sharing Hosts Outbox (in  
Message Manager) for delivery.  
Updates the Fax Sharing Client fax status that appears in the  
display area of the Message Manager Logs window to read  
waiting at server”.  
Monitors the Fax Sharing Host until the fax is sent using the  
modem attached to the Fax Sharing Host.  
Updates the Fax Sharing Client fax status.  
Moves the log record from the Outbox to the Send Log.  
Notes: After the fax is delivered to the Fax Sharing Host, you can exit  
WinFax. If WinFax is not running when your fax is finally delivered, the  
status is updated the next time you start WinFax.  
Monitoring Fax Status  
You can verify the status of sent faxes in the following ways:  
From the Status dialog (Fax Sharing Host only) – During fax  
transmission, status information appears in the Status dialog on the  
Fax Sharing Host. The Status dialog is not visible to the Fax  
Sharing Client station.  
24  
 
   
Working With Faxes  
Current fax  
transmission  
activity  
Rate of  
transmission  
Current page  
Collapse details  
display area  
Cancel the  
transmission  
If the faxing traffic on your computer is heavy, you can disable the  
Status dialog so it does not appear each time a fax is sent or received.  
Start Program Setup (see page 11), double click Call Status And  
Controller, click the General tab, and then disable Display Status  
Dialog.  
From the Controller – The Controller icon changes to reflect the  
status of the current faxing activity. If a fax fails, a failed  
transmission marker (a red X) appears on the Controller icon in  
the Windows system tray.  
From the Send Log – The details about sent faxes, including  
those canceled, appear in the record list of the Send Log folder (on  
the Go menu in Message Manager, click Send Log). WinFax uses  
icons to identify the status of faxes in the Logs record list.  
Successful – Entire message  
was sent or received and can  
be viewed.  
Recurring – Message is  
scheduled to be sent at  
regular intervals.  
Unsuccessful – Message  
was not sent or received, or  
was only partially  
Held – Message is “on hold”  
until you instruct WinFax to  
send it.  
transmitted.  
In progress – Message is  
currently being sent.  
Collapsed group –  
Message is being sent to a  
recipient group.  
25  
 
WinFax PRO Fax Sharing  
Scheduled or pending –  
Message is scheduled, or  
WinFax is waiting to retry the  
send.  
Sometimes faxes are not sent successfully due to communication problems  
such as busy or no-answer signals. In those situations, WinFax stores the  
faxes in the Outbox until either they are successfully delivered or the  
available number of retries is exceeded.  
Note: If the number of retries is exceeded, WinFax places the fax in the  
Send Log and marks it as an unsuccessful” event. For more information,  
look up retrying” in the online help index.  
Receiving Faxes in Message Manager  
In Fax Sharing mode, all incoming faxes not directed to a WinFax mailbox  
are received on the Fax Sharing Host station and appear in the Receive Log  
on that computer. Before the Fax Sharing Host can receive faxes, it must  
have:  
an active modem or communications device capable of sending  
and receiving faxes (if you use a “send only” modem, receive  
features are disabled)  
Windows running  
one of the following WinFax programs running: Message Manager  
or the Controller  
automatic reception enabled  
After faxes are received by the Fax Sharing Host, each Fax Sharing Client  
can connect and download their faxes.  
To receive faxes (Fax Sharing Host):  
Do one of the following:  
Using the Controller – Right click the Controller icon in the  
Windows system tray and enable Automatic Receive on the  
menu that appears.  
Using Message Manager – On the Receive menu in Message  
Manager, enable Automatic Receive.  
26  
 
 
Working With Faxes  
To download received faxes from the Fax Sharing Host (Fax Sharing  
Client):  
1 Do one of the following, depending on when you want to receive  
faxes:  
Receive faxes automatically – On the Receive menu in Message  
Manager, enable Automatic Receive. Whenever there are new  
faxes at the Fax Sharing Host, the WinFax Receive dialog  
appears on your screen and displays a list of all unread faxes in  
the Fax Sharing Hosts Receive Log.  
Receive faxes manually – On the Receive menu in Message  
Manager, click Manual Receive Now. In the dialog that appears,  
click Yes. The WinFax Receive dialog appears and lists all the  
unread faxes in the Fax Sharing Hosts Receive Log.  
2
To identify the faxes that belong to you, click a fax in the list and  
then read the first page information in the display area.  
3
4
In the list, select the faxes you want to download.  
If you want the faxes you download to be available for other Fax  
Sharing Client stations to download, enable Leave As Unread At  
The Host For Others To Read.  
27  
 
WinFax PRO Fax Sharing  
Click Receive Now. The Fax Sharing Host marks those faxes as  
5
read and transfers them across the network into your Message  
Manager Receive Log.  
Note to Fax Sharing Clients: To display the WinFax Receive dialog each  
time you start WinFax, enable Check For New Events On Startup in the Fax  
Sharing Properties dialog. Start Program Setup (see page 11), double click  
Modems And Communications Devices, click WinFax PRO Fax Sharing in  
the list, and then click Properties).  
Troubleshooting  
If you encounter problems while using WinFax, there are a number of  
things you can do before calling technical support. Taking the time to  
troubleshoot your situation may help you identify the problem and fix it. In  
many cases, this can save you time and money.  
Make note of any changes you have made to your computer and to your  
Windows setup. Determine when you started experiencing the problem. If  
you can reproduce the problem, make note of the steps required to do so.  
Also, record any messages that appear on the screen when the problem  
occurs. When you have done this, check the following sources for  
troubleshooting information:  
WinFax PRO Users Guide – Contains detailed troubleshooting  
information for the most common problems encountered by  
WinFax users. The WinFax PRO Users Guide is included on the  
WinFax installation CD in Adobe Acrobat format.  
WinFax PRO Online help – Contains detailed troubleshooting  
information for WinFax. To view the troubleshooting section in the  
online help, click WinFax Help Topics on the Help menu, and  
then double click the Troubleshooting” book in the Help Topics  
dialog.  
WinFax PRO ReadMe file – Contains hardware-specific  
information and information not available when this users guide  
was printed. To view the ReadMe file, click the Windows Start  
button, point to Programs, then to WinFax PRO, and then click  
Install Directory. Double click README.TXT in the WinFax install  
directory.  
Symantec Service And Support Web site – For 24-hour access to  
technical product information (Knowledge Base), discussion  
28  
 
 
Troubleshooting  
groups, FAQs, the automated Symantec Support Genie, and the  
Symantec FTP site, connect to http://service.symantec.com. For  
more information, look up support” in the online help index.  
Online forums – Provide question-and-answer support on  
CompuServe and America Online (AOL). Symantec Technical  
Support representatives monitor these forums. For more  
information, look up support” in the online help index.  
Other documentation – In addition to the above sources of  
information, the documentation provided with your hardware,  
your operating system, and any other programs you use with  
WinFax may be a good source of information.  
Telephone support – Contact your WinFax administrator to  
obtain the technical support telephone number.  
29  
 
WinFax PRO Fax Sharing  
30  
 

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