How to Fax a Paper

Fax machines allow instant transmission of documents via telephone lines.

Fax (short for facsimile) machines are a staple of business offices worldwide. Before the advent of email, fax machines were the standard method of transmitting documents and signatures in a short period of time. Fax machines are still used in many cases, especially when there is no electronic copy of the document to be transmitted that could be emailed. It takes only a few minutes to fax a paper and receive confirmation if the fax machine is working properly and the telephone line is connected appropriately.

Things You'll Need

• Fax machine
• Telephone line connection
• Document

Instructions

1. Make sure the fax machine is plugged in and turned on. Also ensure that the telephone line cable is plugged into the fax machine and seated snugly in the port. Most fax machines have a telephone receiver that you can use to make or receive phone calls while the fax machine is not in use. Pick up the receiver to determine if there is a dial tone. This will tell you if the telephone connection is working.

2. Fill out a cover sheet for your fax if desired. A cover sheet contains the sender's name and possibly other contact information such as company name, fax and telephone numbers, and address. The cover sheet will have the recipient's name and similar contact information. It usually also has the number of pages in the fax document so that the recipient knows how many to expect.

3. Place the fax document in the feeder tray of the fax machine. There is a slot that will be marked for outgoing or sending. You must also place the document in a certain orientation, usually face down. Check the markings on the machine or the machine's user manual for details.

4. Use the keypad on the fax machine to dial the fax number of the recipient. Dial this number the same as if you were calling the number on any telephone. Use a "1" and the area code if it is long distance. There is usually a readout on the fax machine that will show the number dialed. Check to make sure the number is correct.

5. Press the Send or Start button. This button usually has a green marking on it. Once you press the Send or Start button, you will likely hear a dial tone first, and then touch-tone dialing sounds as the fax machine dials the number. There will then be a somewhat ugly series of beeps and static known as the "handshake" as the receiving fax machine connects with the sending fax machine. After the handshake, your document should start feeding into the fax machine. This means it is being scanned internally and sent digitally through the phone line.

6. Wait until the entire document is fed in and scanned. It will be ejected through the other side of the fax machine. Most fax machines will also print out a confirmation page after the entire process is complete. This confirmation page will contain the date and time of transmission and the telephone number that received it.

7. Staple the fax document and the confirmation sheet together and file in a safe place.

Tips & Warnings

• Make sure the fax document is legible. Fax transmissions tend to distort the original, so you should start with a clear document.

• Photos do not fax well. Much detail is lost during transmission.

• Remove any staples or paper clips from the document before sending. These items will jam and possibly harm the fax machine.

• Avoid faxing faxed documents you have received. The distortion of transmission only gets worse and the transmitted copy may become unreadable.