Captaris Captaris FaxPress Manuale utente

UserGuide

FaxPress5.1

Important Notice

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Captaris FaxPress

Last Updated: 1/7/08

P/N: 61-1357-001

User Guide > Table of Contents

FaxPress User Guide 1

Important Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii

Introducing Captaris FaxPress 1

Installing the FaxPress Client 3

Uninstalling the FaxPress Client. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Installing the Client on Windows Terminal Server. . . . . . . . . . . . . . . . . . 14

About Terminal Server and Citrix MetaFrame . . . . . . . . . . . . . . . . . 14

About Microsoft Windows Terminal Server . . . . . . . . . . . . . . . . . . . . 14

About Citrix MetaFrame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Citrix Published Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Citrix Standard and Non-Standard Published Apps . . . . . . . . . . . . . . 15

Terminal Server, Citrix, and FaxPress on your Network . . . . . . . . . . 15

Running the FaxPress Client Setup on Terminal Server . . . . . . . . . . . 15

Creating a Remote Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Deploying MSI Packages with Group Policy . . . . . . . . . . . . . . . . . . . . . . . 24

International (Non-English) Character Support. . . . . . . . . . . . . . . . . . . . 27

FaxPress: An Introduction 28

FaxPress Folder Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Starting FaxPress and Logging In to the FaxPress . . . . . . . . . . . . . . 30

Accessing Additional FaxPress Servers . . . . . . . . . . . . . . . . . . . . . . 31

About the User Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Outgoing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Incoming Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Archived Sent Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Archived Received Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Print Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Cover Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Personal Phone Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Corporate Phone Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Personal Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Local Phone Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Saved Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Favorite Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Favorite Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Cover Page Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Setting Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

User Privilege Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

User Guide > Table of Contents

Configuring User Properties 42

Accessing the User Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Configuring the User Account Properties . . . . . . . . . . . . . . . . . . . . . 43

Configuring Outgoing Fax Properties . . . . . . . . . . . . . . . . . . . . . . . 45

Configuring Incoming Fax Properties . . . . . . . . . . . . . . . . . . . . . . . 47

Configuring Printer Configuration Properties . . . . . . . . . . . . . . . . . . 49

Configuring the Archive Properties . . . . . . . . . . . . . . . . . . . . . . . . . 50

Configuring the Email/Other Properties . . . . . . . . . . . . . . . . . . . . . . 51

Sending Faxes 53

Sending Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Sending Faxes From FaxPress . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Sending Faxes from Windows Explorer . . . . . . . . . . . . . . . . . . . . . . 55

Sending Faxes From Microsoft Applications . . . . . . . . . . . . . . . . . . . 56

Sending Faxes from Common Third-Party Applications . . . . . . . . . . . 59

Addressing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Manual Addressing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Using the To... Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Using the New Recipient Button . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Using the Outlook Contact List Button . . . . . . . . . . . . . . . . . . . . . . 65

Using the Other Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

About the FaxPress Send Fax Interface . . . . . . . . . . . . . . . . . . . . . . . . . . 67

The Fax Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

The Attachments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

The Options Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Application Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Previewing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Attaching Files Step by Step . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Using Phone Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Sending Faxes with FaxTray . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Merging Faxes 79

Required ODBC Data Sources and Drivers . . . . . . . . . . . . . . . . . . . . 79

Adjusting Microsoft Security Settings . . . . . . . . . . . . . . . . . . . . . . . 79

Installing FaxMerge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Using FaxMerge with Microsoft Word/Office 2000, XP and 2003 . . . . . . 82

Creating a Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using FaxMerge and the MailMerge Wizard . . . . . . . . . . . . . . . . . . . 82

Uninstalling FaxMerge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

User Guide > Table of Contents

FaxPress User Guide 3

Using FaxMerge with Microsoft Word/Office 97. . . . . . . . . . . . . . . . . . . . 98

Creating a Main Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Attaching a Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Inserting Merge Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Faxing the Merged Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Outgoing Fax Queue 107

Viewing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Saving Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Printing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Resending Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Deleting Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Holding Outgoing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Releasing a Hold on Outgoing Faxes . . . . . . . . . . . . . . . . . . . . . . . 112

Changing Fax Transmission Order . . . . . . . . . . . . . . . . . . . . . . . . 113

Forwarding Faxes via Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Approving Fax Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Viewing Fax Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Refreshing the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Receiving Faxes 117

Deleting Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Forwarding a Fax via Email. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Forwarding Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Configuring Automatic Fax Forwarding . . . . . . . . . . . . . . . . . . . . . 122

Forwarding Faxes Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Managing Saved Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Refreshing the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Routing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Using the Drag and Drop Routing Tool . . . . . . . . . . . . . . . . . . . . . 128

Using Context Menu Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Saving a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Sending a Received Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Viewing Fax Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Viewing Faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Setting Personal Preferences 136

Accessing the Personal Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Selecting Viewer Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Setting Default Phone Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

User Guide > Table of Contents

Setting General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Setting Startup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Setting Tracing Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Personal Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Miscellaneous Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Printing Faxes 150

Print to PDF Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Notices and Alerts 158

About Transmission Confirmations . . . . . . . . . . . . . . . . . . . . . . . . 158

About Receive Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

About Approval Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

About Error Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

View a Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Delete a Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Print a Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Using TrayFaxAlert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Setting Up TrayFaxAlert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Modify a Monitored Mailbox Account . . . . . . . . . . . . . . . . . . . . . . . 167

Using TrayFaxAlert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Unblocking TrayFax Alert on Vista . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Creating Cover Pages 174

Personal and Corporate Cover Pages . . . . . . . . . . . . . . . . . . . . . . 174

Cover Page Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

International (Non-English) Character Support . . . . . . . . . . . . . . . 175

Creating Cover Pages with Microsoft Word . . . . . . . . . . . . . . . . . . . . . . 176

Customizing a Cover Page Template . . . . . . . . . . . . . . . . . . . . . . . 176

Adding Cover Pages to the Cover Pages Folder . . . . . . . . . . . . . . . 178

Creating Cover Pages for International Character Support . . . . . . . 179

Creating a Cover Page Template from a Blank Word Document . . . . 181

Creating Cover Pages with Captaris Cover Page Editor . . . . . . . . . . . . . 188

Create a Cover Page Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Importing Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Add Substitution Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Save Cover Page Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Downloading the Cover Page to the FaxPress Server . . . . . . . . . . . 196

User Guide > Table of Contents

FaxPress User Guide 5

Creating Phone Books 199

Formatting Phone Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Create Local FaxPress Phone Books . . . . . . . . . . . . . . . . . . . . . . . 201

ODBC Database Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Creating Personal Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Create a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Import a Phone Book File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Editing a FaxPress Phonebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Favorite Documents and Messages 219

Adding a Document to the Favorite Documents List . . . . . . . . . . . . . . . 221

Adding Favorite Documents from FaxPress . . . . . . . . . . . . . . . . . . 221

Adding Favorite Documents from the Send Fax Interface . . . . . . . . 222

Importing a Document in Fax Format . . . . . . . . . . . . . . . . . . . . . . 224

Using the Favorite Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Using the Send Fax Interface to Send a Favorite Document . . . . . . 227

Using the Favorite Documents Folder to Send a Favorite Document . 227

Viewing a Favorite Document . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Deleting a Favorite Document . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Adding a Message to the Favorite Messages List . . . . . . . . . . . . . . . . . . 230

Using the Send Fax Interface to Add a Favorite Message . . . . . . . . 230

Using the Favorite Messages Folder to Add a Favorite Message . . . . 232

Using Favorite Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

Using the Send Fax Interface to Include a Favorite Message . . . . . . 235

Using the Favorite Messages Folder to Include a Favorite Message . . 235

Renaming a Favorite Message . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Deleting a Favorite Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Fax Reporting 238

Archiving Faxes 240

Locating your Archived Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

Viewing, Saving, Printing and Sending Archived Faxes . . . . . . . . . . 240

Filtering Archived Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Web Client Interface 246

Pop-up Blocker and the Web Client . . . . . . . . . . . . . . . . . . . . . . . 246

User Guide > Table of Contents

Accessing the Web Client Interface . . . . . . . . . . . . . . . . . . . . . . . 247

FaxPress and GoldMine Integration 250

Before Installing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Required ODBC Data Sources and Drivers . . . . . . . . . . . . . . . . . . . 251

Adjusting Microsoft Security Settings . . . . . . . . . . . . . . . . . . . . . . 251

Removing Unnecessary Macros from Document Templates . . . . . . . 252

Installing the Goldmine to FaxPress Link. . . . . . . . . . . . . . . . . . . . . . . . 253

Installation Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Uninstalling the Goldmine to FaxPress Link . . . . . . . . . . . . . . . . . . . . . . 258

Sending Faxes from GoldMine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Faxing with the FaxPress Link . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Faxing Merged Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

Faxing to a Single Contact from MS Word . . . . . . . . . . . . . . . . . . . 263

Creating Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Updating GoldMine Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267

Updating Templates from within MS Word . . . . . . . . . . . . . . . . . . . 267

Updating Templates from within GoldMine . . . . . . . . . . . . . . . . . . 267

Configuring FaxPress Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Automated Faxing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Captaris FaxPress Support Agreement 270

Support Services Terms and Conditions 272

Contact Information 275

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