WD2000: How to Send a Fax from Microsoft Word 2000

• Microsoft Word 2000

SUMMARY

This article provides step-by-step procedures for how to fax from Microsoft Word 2000. There are five ways to send a fax from Word, and these methods are explained in the following topics:

Use the Send To Fax Recipient Command on the File Menu

Use the Fax Wizard

Print to a Fax Driver

Send an E-mail Message as a Fax

Mail Merge to Electronic Fax

MORE INFORMATION

NOTE: There are many third-party faxing software products available for use with Microsoft Word. Microsoft Technical Support supports Microsoft Fax as your fax application but cannot support faxing from Word when using third-party fax applications. However, the following procedures can be used to fax from Microsoft Word using your third-party fax application. To obtain additional support with your fax application, please contact your fax application vendor. For more information about how to contact your vendor, please see the "References" section later in this article.

Use one of the following methods appropriate for your situation.

Method 1: Use the Send To Fax Recipient Command on the File Menu

1. Create the Word document that you want to fax.



2. On the File menu, point to Send To and then click Fax Recipient. The Fax Wizard should start.



3. In the Fax Wizard, click Next.



4. In the Document to Fax dialog box, the document you are sending should be listed in the The following document box. If your document is not listed or is unavailable (dimmed), select the The following document check box, and make sure your document is selected.



5. Click either With a cover sheet or Without a cover sheet, and then click Next.



6. In the Fax Software dialog box, select how you want to fax your Word document.
   
   For example, if you have Microsoft Fax installed as your fax software, click Microsoft Fax. If Microsoft Fax is unavailable (dimmed), but you have Microsoft Fax installed or if you have different fax software installed, click the A different fax program which is installed on this system button. Click the fax driver that is installed on your system.
   
   NOTE: If you want to manually fax your Word document and not use the fax software installed on your system, click the I want to print my document so I can send it from a separate fax machine button.



7. Click Next.



8. Do one of the following:



• In the Recipients dialog box, type the name and fax number of the recipient of your fax.
  
  -or-



• Click Address Book and click the name of the recipient. After you click OK, the Name and Fax Number box is filled in automatically.



9. Click Next.
   
   If you selected to send your fax without a cover sheet in step 5, proceed to step 13.
   
   If you selected to send your fax with a cover sheet, or if you select to manually send your fax from a separate fax machine, continue to step 10.



10. In the Cover Sheet dialog box, select the type of cover sheet you want. For example, click Professional, Contemporary, or Elegant.



11. Do one of the following:



• In the Sender dialog box, type the name of the sender.
  
  -or-



• Click Address Book, click the name of the sender, and click OK. After you click OK, the Name, Company, Mailing Address, Phone, and Fax boxes are filled in automatically.



12. Click Next.



13. Click Finish to complete the Fax Wizard.



14. Do one of the following:



• If you selected to fax your Word document with a cover sheet, the fax cover sheet is created in Word and a new toolbar is displayed. To send your fax cover sheet and your Word document, click Send Fax Now and proceed to step 15.
  
  At this point, your fax application may display the Print dialog box. If it does, select your fax driver in the Name box and click OK. Your fax software may start a Send Fax Wizard. If it does, complete the steps as displayed on your screen. For more information about sending the fax using your fax application, please contact your fax application vendor. For more information about how to contact your vendor, please see the "References" section later in this article.
  
  -or-



• If you selected to fax your Word document without a cover sheet, proceed to step 15.
  
  -or-



• If you selected to fax from a separate fax machine, a fax cover sheet is created in Word. To print the fax cover sheet, click Print on the File menu. To print your Word document you want to send from a separate fax machine, open your Word document and click Print on the File menu. Take both the printed fax cover sheet and your printed Word document and fax them from your separate fax machine.
  
  NOTE: The remainder of this procedure does not apply to your situation.



15. Your fax software now takes over the process of sending your fax. If you have Microsoft Fax installed, the Compose New Fax dialog box appears, and you can continue with the following steps:
    
    NOTE: If you have different fax software installed, the dialog box for that fax software appears. Complete the required information for your fax software and send your fax. If you need additional information about how to send using your fax software, contact your fax software vendor. For information about how to contact your vendor, refer to the "References" section of this article.



1. Do one of the following:



• Type the name and fax number of the recipient of your Word document, and click Add to List. Your recipient is added to the Recipient List.
  
  -or-



• Click Address Book, click the name of the recipient, and click OK. After you click OK, your recipient is automatically added to the Recipient List.



2. Click Next.



3. In the Do you want a cover page dialog box, do one of the following:



• If you selected With a cover sheet in step 5 or if you do not want to send your fax with a cover sheet, click No.
  
  -or-



• If you selected Without a cover sheet in step 5, and you do want to send your fax with a cover sheet, click Yes. Send this one and click the type of cover sheet you want.



4. Click Next. If you want to change when the fax is sent, click Options and set when you want to send the fax. By default, As soon as possible is selected.



5. Type the Subject and Note as appropriate for your situation, and click Next.



6. Click Finish to complete the Compose New Fax Wizard.



7. When the following message appears, click OK.




The wizard has finished sending your document.

8. A Microsoft Fax dialog box appears, and Microsoft Fax sends your fax documents.

Method 2: Use the Fax Wizard

1. Create the Word document that you want to fax.



2. On the File menu, click New.



3. On the Letters & Faxes tab, click Fax Wizard and click OK. The Fax Wizard should now start.



4. In the Fax Wizard, click Next.



5. In the Document to Fax dialog box, the document you are sending should be listed in the The following document box. If your document is not listed or is unavailable (dimmed), select the The following document check box, and make sure your document is selected.



6. Click either With a cover sheet or Without a cover sheet, and then click Next.



7. In the Fax Software dialog box, select how you want to fax your Word document.
   
   For example, if you have Microsoft Fax installed as your fax software, click Microsoft Fax. If Microsoft Fax is unavailable (dimmed), but you have Microsoft Fax installed or if you have different fax software installed, click the A different fax program which is installed on this system button, and then click the fax driver that is installed on your system.
   
   NOTE: If you want to manually fax your Word document and not use the fax software installed on your system, click the I want to print my document so I can send it from a separate fax machine button.



8. Click Next.



9. Do one of the following:



• In the Recipients dialog box, type the name and fax number of the recipient.
  
  -or-



• Click Address Book and click the name of the recipient. After you click OK, the Name and Fax Number box is filled in automatically.



10. Click Next.
    
    If you selected to send your fax without a cover sheet in step 6, proceed to step 14.
    
    If you select to send your fax with a cover sheet or if you selected to manually send your fax from a separate fax machine, continue to step 11.



11. In the Cover Sheet dialog box, click the type of cover sheet you want. For example, click Professional, Contemporary, or Elegant.



12. Do one of the following:



• In the Sender dialog box, type the name of the sender.
  
  -or-



• Click Address Book, click the name of the sender, and click OK. After you click OK, the Name, Company, Mailing Address, Phone, and Fax boxes are filled in automatically.



13. Click Next.



14. Click Finish to complete the Fax Wizard.



15. Do one of the following:



• If you selected to fax your Word document with a cover sheet, the fax cover sheet is now created in Word and a new toolbar is displayed. To send your fax cover sheet and your Word document, click Send Fax Now and then proceed to step 16.
  
  At this point, your fax application may display the Print dialog box. If it does, select your fax driver in the Name box, and click OK. Your fax software may start a Send Fax Wizard to complete the steps necessary to send your fax. If it does, complete the steps as displayed on your screen. For more information about sending the fax using your fax application, please contact your fax application vendor. For information about how to contact your vendor, please see the "References" section later in this article.
  
  -or-



• If you selected to fax your Word document without a cover sheet, proceed to step 16.
  
  -or-



• If you selected to fax from a separate fax machine, a fax cover sheet is created in Word. To print the fax cover sheet, click Print on the File menu. To print your Word document you want to send from a separate fax machine, open your Word document and click Print on the File menu. Take both the printed fax cover sheet and your printed Word document and fax them from your separate fax machine.
  
  NOTE: The remainder of this procedure does not apply to your situation.



16. Your fax software now takes over the process of sending your fax. If you have Microsoft Fax installed, the Compose New Fax dialog box appears, and you can continue with the following steps:
    
    NOTE: If you have different fax software installed, the dialog box for that fax software appears. Complete the required information for your fax software and send your fax. If you need additional information about how to send using your fax software, contact your fax software vendor. For information about how to contact your vendor, refer to the "References" section of this article.



1. Do one of the following:



• Type the name and fax number of the recipient, and click Add to List. Your recipient is added to the Recipient List.
  
  -or-



• Click Address Book, click the name of the recipient, and click OK. After you click OK, your recipient is automatically added to the Recipient List.



2. Click Next.



3. In the Do you want a cover page dialog box, do one of the following:



• If you selected With a cover sheet in step 6 or if you do not want to send your fax with a cover sheet, click No.
  
  -or-



• If you selected Without a cover sheet in step 6 and you want to send your fax with a cover sheet, click Yes. Send this one, and select the type of cover sheet you want.



4. Click Next. If you want to change when the fax is sent, click Options and set when you want to send the fax. By default, As soon as possible is selected.



5. Type the Subject and Note as appropriate for your situation, and click Next.



6. Click Finish to complete the Compose New Fax Wizard.



7. When the following message appears, click OK.




The wizard has finished sending your document.

8. A Microsoft Fax dialog box appears, and Microsoft Fax sends your fax documents.

Method 3: Print to a Fax Driver

1. Create the Word document that you want to fax.



2. On the File menu, click Print.



3. In the Print dialog box, change the Name box to your fax driver.
   
   For example, if you have Microsoft Fax installed, change the Name box to Microsoft Fax.
   
   NOTE: If you have different fax software installed, the dialog box for that fax software appears. Complete the required information for your fax software and send your fax. If you need additional information about how to send using your fax software, please contact your fax software vendor. For more information about how to contact your vendor, please refer to the "References" section of this article.



4. Click OK.



5. Do one of the following:



• Type the name and fax number of the recipient, and click Add to List. Your recipient is added to the Recipient List.
  
  -or-



• Click Address Book, select the recipient name, and click OK. After you click OK, your recipient is automatically added to the Recipient List.



6. Click Next.



7. In the Do you want a cover page dialog box, do one of the following:



• If you clicked With a cover sheet in step 5 or if you do not want to send your fax with a cover sheet, click No.
  
  -or-



• If you clicked Without a cover sheet in step 5, and you want to send your fax with a cover sheet, click Yes. Send this one, and select the type of cover sheet you want.



8. Click Next. If you want to change when the fax is sent, click Options and set when you want to send the fax. By default, As soon as possible is selected.



9. Type the Subject and Note as appropriate for your situation, and click Next.



10. Click Finish to complete the Compose New Fax Wizard.



11. When the following message appears, click OK.




The wizard has finished sending your document.

12. A Microsoft Fax dialog box appears, and Microsoft Fax sends your fax documents.

Method 4: Send an E-mail Message as a Fax

1. Create the Word document that you want to fax.



2. Do one of the following:



• On the Standard toolbar, click the E-mail button.
  
  NOTE: If the Standard toolbar is not displayed, point to Toolbars on the View menu, and click Standard.
  
  -or-



• On the File menu, point to Send To and click Mail Recipient.



3. An e-mail header is attached to the top of your Word document. In the To box, type the fax number of the recipient, using the following format:




[fax:###########]

For example, if you are sending your Word document to "(800) 555-1212", type the following in the To box:



[fax:8005551212]

4. Complete the other e-mail options (such as Cc, Bcc, and Subject) as appropriate for your situation, and then click Send a Copy.

Method 5: Mail Merge to Electronic Fax

1. Create your Word mail merge main document.
   
   For additional information about how to create a mail merge main document and data source, click the article numbers below to view the articles in the Microsoft Knowledge Base:

   Q212329 WD2000: How to Start a Mail Merge

   Q212322 WD2000: How to Design and Set Up Mail Merge Data




2. Do one of the following:



• On the Formatting toolbar, click Merge.
  
  NOTE: If the Formatting toolbar is not displayed, point to Toolbars on the View menu, and then click Formatting.
  
  -or-



• On the Tools menu, click Mail Merge. In the Mail Merge Helper, click Merge.



3. In the Merge dialog box, change the Merge to box to Electronic Fax.



4. In the Merge dialog box, click Setup.



5. In the Merge to Setup dialog box, change the Data field with Mail/Fax address box to the field that contains the fax number in your data source.
   
   NOTE: You can also type a subject for your e-mail message in the Subject box.



6. Click OK to close the Merge to Setup dialog box.



7. In the Merge dialog box, click Merge.

REFERENCES

For additional information about how to troubleshoot your system when you have problems faxing, click the article number below to view the article in the Microsoft Knowledge Base:

Q211473 WD2000: Troubleshooting Fax Problems from Word

Q65416 Hardware and Software Third-Party Vendor Contact List, A-K

Q60781 Hardware and Software Third-Party Vendor Contact List, L-P

Q60782 Hardware and Software Third-Party Vendor Contact List, Q-Z

Additional query words:

Keywords : kbdta wd2000
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbinfo