Personally, I fax about a dozen pages from my computer each month. I prepare most of my documents to be faxed with one of my word processors (MSWord, WordPerfect, or WordPro), a spreadsheet (usually Quattro Pro, Excel, or Lotus), or any one of the many programs I have on my computer. It is amazingly easy to fax from a PC or Mac connected to a voice grade phone line with a fax-capable modem. Almost all modern modems, either aftermarket or factory installed, come with at least basic fax software. The software works just like a printer, and appears as a printer in the pull down printer selection box when “print” is chosen. To send almost any document prepared on a computer as a fax, first create the document, spreadsheet, image, or other item. Spell check and proofread as appropriate, save the document for safety reasons, and then click on the print icon or click on FILE – PRINT. On Windows PCs, the print window will appear, with the default printer appearing in the pull down menu at the top of the print window. Rather than using the printer, open the pull down menu, and select whatever fax software is installed. Click on “OK” just as if you were printing to paper, and the fax software will load and convert the document to a universal fax format, usually a “tiff” file. If properly installed and configured, the fax software will ask for a phone number (or offer a selection from an existing phone directory or contact list, if compatible), dial the phone modem, and send the fax. It is really that fast and easy. Almost all fax software, from the free or “lite” or limited versions included with modems, to the full-featured commercial fax software, will allow for the preview and saving of outgoing faxes. Almost all will allow for the creation of a cover page, and many offer a library of attractive cover pages to choose from. Most fax software will also allow for the sending of a “quick fax” where the fax software itself, without using a word processor, offers a simple text editor where simple faxes can be created and quickly sent.

Obviously there may be a need to receive faxes, as well as send them. The fax software can be loaded either manually when needed, or auto-loaded at boot, and can detect when an incoming fax reaches the modem. The modem will answer, receive the data, and the fax software will convert the phone signal into an image, exactly as if received on a separate fax machine. The received fax can be viewed, printed, or saved as needed. The only disadvantage to receiving faxes with the computer is that faxes cannot be received (or sent) while online (the sender will likely get a busy signal), or with the computer turned off. Some computers with a “sleep mode” can be set to “wake” when an incoming fax is detected, receive the fax, and then return to sleep mode. When awakened by the user, a window is often displayed indicating that a fax was received. Personally, while my computer supports sleep mode, I prefer not to use it, but instead shut down my computer totally (power off), unless I am explicitly expecting a fax.

There are a variety of fax software products available at local stores, or for download. The local TUCOWS site at tucows.exp.net/fax95.html has over a dozen fax utilities available for download; eight of the programs are “try before you buy” shareware, and a few are demo versions of commercial software. None were listed as “freeware”. According to published sales figures, Symantec’s $99 retail (usually available for less in the local stores, and often with a rebate) WinFaxPro is the top selling commercial fax software. WinFaxPro Lite, which is totally adequate for most home users, is included with many of the other Norton products. I recently installed the latest version of Lite when I installed Norton System Works 2002. For several years, I have been a very satisfied user of one of the other commercial fax software programs, Communicate! Pro ($50 retail) from 01Com, available at retail and from www.01com.com (zero one com). Home users may prefer the less expensive ($30) Communicate! Version 10. Both of the Communicate! Series are very feature rich, not only including an excellent fax utility, but also an answering machine with voice mail, a contact manager, and other useful utilities.

Many users also can use their scanner as a send-fax machine. Most scanners now come with simple scan-to-fax software. While a scanner may be necessary to prepare a computer-fax from non-computerized documents, scanners have also become widely available at low prices. In a recent Sunday sale book, one of the major office supply stores had a scanner with decent specifications and capabilities advertised for under $20 after rebates. I recently purchased, from a local office supply retailer, a scanner with excellent specifications and capabilities for $39, after rebate. Compared to the price of even an inexpensive fax machine, and the possible cost of an additional phone line, a computer user can save substantial money by using what they already own for sending and receiving faxes.

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