Faxing is a fast way of sending across documents to another person in hard copy who might be miles away. However, due to a little bit of technicality involved in the process, some do not know how to fax from printer.
If you are among this lot, you need not worry. This article is designed to get you informed and faxing documents in no time.
In this article, we discuss how you can get your printer ready to fax. We also look at how to send and receive a fax as well. All this and more are contained in this article.
Without further ado, let’s get to it…
Getting Your Printer Ready to Fax
In this section, we discuss how you can get your printer ready to fax your documents. Please bear in mind that the steps below make use of landline telephones.
Step 1: Get a telephone cord
It is advisable you make use of the original cord that was packed with your printer.
Don’t be alarmed if you don’t have this: You can easily get another. For example, THE CIMPLE CO – Phone Line Cord works great with most devices.
Step 2: Connect your telephone cord
There are two telephone cord connections you need to make at this point.
First of all, connect the cord to your telephone line’s wall jack. After this, connect the cord to the 1-LINE jack found at the rear side of your printer.
Step 3: Connect your answering machine (optional)
This step is for those who have answering machines. Making this connection will allow your phone to record voices during calls clearly without the interference of fax noises.
To make this connection, connect the telephone cord to the 2-EXT jack found at the back of your printer.
For folks who don’t have an answering machine, we recommend the AT&T Digital AnsweSystem.
Step 4: Set up your fax settings/preferences
Depending on the printer you’re using, set up your fax settings. This will be a good time to consult your printer’s manual on how to go about this process.
Nevertheless, here are basic settings you must set up:
i. Fax header
ii. Answer mode or Auto Answer
iii. The number of rings before answer
iv. Set ring-type
v. Dial type
vi. Fax volume
An all-in-one printer we highly recommend that does the job of a fax machine extremely well is the Epson WF-2750.
Step 5: Test run your fax
Once you are done with the settings set up, perform a test run. This will help confirm if the set up was a success or not.
In most cases, this can be found in your printer’s control panel.
Sending a Fax
Now that your printer is set and ready to send a fax, how do you go about sending that fax? In the simple steps below, we discuss how.
Step 1: Inform the recipient of the incoming fax
This step is necessary to ensure that your recipient gets the fax you want to send. Always have it in mind that not everyone has an answering machine that can automatically receive their fax.
There are different ways to inform your recipient. The most effective method is placing a call through. If the telephone line they use is the same used by their fax machine, you can call such a number.
Step 2: Load the document
This is the point where you load the document that you want to be faxed into your printer.
Load the document into your printer’s Automatic Document Feeder (ADF). This is good when sending multiple documents.
You can also send a fax using the scanner by loading the document on the scanner with the front side facing down. Using the scanner is more suitable for thick-paper originals and photographs.
Please note that you can only send one document at a time when you use the scanner unlike when you use the ADF.
Make sure your printer is not offline during this process. If it is, make sure you pay attention to those factors that could be responsible.
Step 3: Insert a blank paper in the input tray
The blank paper is to help you get printed fax reports. These print reports serve as records of the fax sent.
Step 4: Ensure the telephone line isn’t currently used
You can do this by picking up and listening for a dial tone on any telephone that is connected to the same line as your fax.
Step 5: Dial the recipient’s fax line
Dial the recipient’s fax line using your printer. Follow the same process as you would when making a telephone call. That means you have to include all the codes of the recipient’s line.
Please note, if you use speed dial, make sure you insert pauses between the telephone numbers.
Step 6: Send the fax
To send your press the send button on your printer. There are two buttons in most printers that are used to send a fax.
The buttons are black and a colored button. The black button is used for monochrome fax, while the colored button is used for colored fax.
If the line is busy, a busy signal is what you will hear. This means the fax isn’t sent and you will have to try sending it again.
If someone answers the phone, then you will have to wait a bit until the person manually receives the fax. You can still cancel the fax at this point from your printer’s control panel that is if you think the telephone number is wrong.
If there are high-pitched sounds, it means your fax is sending.
Step 7: Read the print report
Once the fax is completely sent, your printer will print a report.
It is recommended that you go through the report to find out if the fax was properly sent, or if there was an error in the process.
The video below discusses how to send a fax using your printer.
Receiving a Fax
Apart from sending a fax to others, others might want to send a fax to you. So how do you receive a fax when it is sent? This is what we discuss below.
There are two ways to receive a fax: Manually or automatically.
To receive a fax manually, you must press the fax button on your printer when there is a fax call. Failure to do this will cause you not to receive such fax unless your printer is sent on automatic receiving.
When your printer is set to receive a fax automatically, it will do any of the following based on your settings:
i. Print the fax document
ii. Send the document to your email
iii. Save them on a folder on your computer.
Below are some settings you need to set up on your printer for effective automatic receiving of fax:
i. Answer mode or auto-answer – this feature must be out on.
ii. Number of rings before answer
iii. Duplex fax printing – this setting allows your printer to print on the two sides of a paper. This is important especially when you are not there to turn the paper to the other side.
Not all printers support this feature. A printer that does is the HP LaserJet Pro M426fdw.
Sending a fax from your printer should not be a big deal. All you need is to make sure you have the required devices and your connections are right. Once you have this, simply follow the steps we’ve shared above.
If you have any comments or questions, please let us know in the comments section below.