How to send a fax from the printer: Of course, when you want to quickly share a photo or video with your friends, lately you tend to use your smartphone and instant messaging applications, such as WhatsApp or Messenger, instead of good old e-mail. Well, I can’t really blame you: barring a few minor loss of quality due to compression, there’s no denying that it is, indeed, the most comfortable option available.
Nowadays, the trend of photographing and sharing content is also taking hold with documents, also thanks to the spread of applications that allow you to accurately scan a paper document, almost as if you were using a scanner. Unfortunately, however, not everyone has “updated” in this sense. There are, in fact, some public and private entities that still require the sending of documents, such as cancellation letters or contracts, by registered mail or by fax.
If you are also dealing with an interlocutor who requests this last transmission method, then you are in the right place. You must know, in fact, that if you have a home telephone line, traditional, ADSL, VDSL or Optical Fiber, and a multifunction printer equipped with fax, you do not need anything else: you can send a fax from the printer and in this tutorial I will explain how to do it, starting from the connections and configurations, up to the sending of the document. Happy reading and good transmission!
The fax service allows you to transmit images and documents over the fixed telephone line. Sending a fax is basically a phone call to the recipient’s number: the only difference is that the data transmitted is not the voice of the conversation, but the image of the document. The cost is also equal to that of a call: therefore, you pay the connection fee and the time required for transmission, only if your tariff plan provides for “pay-as-you-go” calls.
To install the fax correctly you need to proceed with some small physical connections, which I will show you in the next steps of the tutorial. For now, be sure to place the printer, for convenience reasons, near a telephone connected to your home line or near a free telephone socket. Let’s start!
Connection to the telephone line
The first thing to do for send a fax from the printer is to connect it to the telephone line. To do this, take a cable RJ11the common telephone cable, which you should find included in the printer package, and connect one end of the cable itself to the RJ11 port on the back of the printer, dedicated to incoming telephone linewhich is usually identified by an acronym such as LINE or PSTN.
Your telephone line can be of two types: analog or VoIP. To easily determine the type of line, it is sufficient to check the telephone connection: if the telephone sets are connected directly to the telephone wall sockets (possibly with a filter) then the line is analog; if, on the other hand, the phones are plugged into the back of the router, then the line is VoIP.
Having determined this detail, you can proceed with connecting the printer. If the telephone line is analog, plug the second end of the telephone cord into a telephone socket on your home system. If the sockets are busy, don’t worry: just remove the phone connector that occupies the socket: you will be able to reconnect it shortly.
If, on the other hand, the telephone line is of type VoIPconnect the same end to a telephone socket on the back of the router, usually recognizable thanks to the abbreviations TEL, PHONE or LINE. Again, if the telephone sockets of the modem are all busy, remove the connector of a telephone to free one socket and use it for the printer: you will be able to put the removed telephone back into service in a few minutes.
At this point, regardless of the type of your line, connect any “flying” telephone cable that you had to unplug from the telephone socket to which you connected the printer to the telephone socket, on the printer, immediately close to the socket to which you connected the cable previous, usually identified by the abbreviations TEL, PHONE or EXT. If the telephone socket to which you connected the printer was free, you can still decide to connect an additional telephone, by connecting the cable to the socket on the printer that I have just described to you.
Very good: now that you have made all the connections correctly, all you have to do is configure the printer to adapt to your line and be ready to send and receive faxes. Proceed, then, with the reading.
Configure the printer
As I mentioned earlier, the printer needs to know some small parameters in order to deliver the fax service without causing problems or disturbances to your telephone conversations. Don’t worry, these are not complex operations from a technical point of view, just a few small tricks.
The first step is to select the reception mode. First, log into the fax mode of your multifunction printer: there is usually a button that looks like a telephone handset and a document. Now, look for the setting Receive mode: you should find it inside the Menuwhich you can browse using the appropriate arrow keys or the possible touch-screen panel.
When you have located this entry, tap it or press the button OKthen select the item Fax onlyif you intend to use your telephone line only and exclusively for receiving and sending faxes, or voice Phone priorityif you want to use your line for both traditional voice and fax.
Generally, the second alternative I have proposed to you is the one to use for common domestic lines to which only one telephone number is assigned. As before, you can use the directional arrows to move to the correct option and confirm by pressing the key OK physically or virtually, if the printer has an interactive display.
Before sending faxes, it is good practice to set your name and telephone number on the printer so that the recipients of your transmissions can identify and recognize you easily.
First, access the printer settings, which are usually reachable through the button Settings (sometimes also represented by a gearFrom one wrench or similar tool), scroll through the menu items and select Fax settings. From this menu, search for items Register the unit’s phone number And Record unit name. These last two items can also be ordered, according to a hierarchical structure, below User settings.
As can be easily understood, the options allow, respectively, to enter your telephone number and your name in the memory. In both cases it is possible to insert the data using the keyboard physical printer or, possibly, the virtual one that appears on the display and confirm using the button once again OK.
The slightly more boring part is now over and, barring physical changes to your system, you won’t have to do this configuration anymore. Now you are finally ready to send your fax.
How to send a fax from a multifunction printer
Now you can move on to sending the actual fax. Rest assured: I assure you that sending the fax is a much simpler operation than you might think. However, I recommend that you keep the document you want to send and the recipient’s telephone number at hand.
First, after pressing the button fax, which you have already used before, insert the document to be sent in the appropriate tray of the printer: it is the same “compartment” you use to scan. If your printer is equipped with ADFthat is of theautomatic document feederyou can also introduce more than one page, but be careful not to exceed the limit imposed (which varies from model to model), so as not to overload the tray risking to jam the sheets.
Once this is done, using the keyboard (physical or virtual) of your multifunction printer, type the phone number of the recipient and press the button Start. The button icon Start it can vary considerably: usually, it is a green button that represents a vertical bar contained in a rhombus and it’s the same one you use to start a copy or scan; in any case, be careful not to confuse it with the power buttonotherwise you risk turning off the device and having to repeat the sending procedure from the beginning.
At this point, you just have to wait: the printer, autonomously, will go off-hook, dial the number entered, wait for the answer of the receiving fax machine and proceed with scanning and transmitting the document. If the receiving line is busy or the recipient’s fax machine does not go off-hook, in turn, the line to answer and “converse” with your printer, the transmission will fail.
Depending on the configuration of your fax machine, you may receive, at the end of the transmission, a summary report with the status of the transmission just made: happened successfully or failed due to busy line, no response or other transmission error.
If you have trouble sending faxes from your printer, you should know that there are still a multitude of online services for faxing documents. In this regard, I invite you to consult my guide dedicated to sending faxes online. All platforms differ in costs and limitations of the free version but one feature is common to all: the speed with which it is possible to transmit documents simply by uploading the file. Seeing is believing!