Windows Fax Driver Guide

Please read this guide before operating this product.

After you finish reading this guide, store it in a safe place for future reference. ENG
Windows Fax
Driver Guide
Contents
Before You Start............................................................................................................ iii
How to Use This Guide.................................................................................................. iv

Chapter 1 Before Sending Faxes from Computers

System Requirements.................................................................................................1-2
Installation...................................................................................................................1-3

Chapter 2 Faxing Fundamentals

Faxing a Document.....................................................................................................2-2
Specifying the Fax Settings Beforehand...................................................................2-9
Setting Up the Fax Configuration............................................................................2-12
Viewing the Online Help...........................................................................................2-15

Chapter 3 Useful Fax Functions

Setting the Fax Send Time..........................................................................................3-2

Attaching a Cover Sheet.............................................................................................3-5

Chapter 4 Using the Address Book

Single Person Entry.....................................................................................................4-2

Group Entry..................................................................................................................4-6
Importing Address Book Entries..............................................................................4-10
Exporting Address Book Entries...............................................................................4-13
Changing the Address Book Export Destination.....................................................4-15

ii
Before You Start
Thank you for purchasing this Canon product. Please read this guide thoroughly before operating the
product to familiarize yourself with its capabilities, and to make the most of its many functions.
After reading this guide, store it in a safe place for future reference.

 iii
How to Use This Guide

Symbols Used in This Guide

The following symbols are used in this guide to explain procedures, restrictions, handling precautions,
and instructions that should be observed for safety.

IMPORTANT
Indicates operational requirements and restrictions. Be sure to read these items carefully to operate
the product correctly, and to avoid damage to the product.

NOTE
Indicates a clarification of an operation, or contains additional explanations for a procedure. Reading
these notes is highly recommended.

Buttons Used in This Guide

The following button names are a few examples of how buttons to be clicked are expressed in this
guide:
• Buttons on Computer Operation Screens: [Button Name]
Example: [OK], [Next]

iv 
Displays Used in This Guide
Screen shots of computer operation screens used in this guide may differ from the ones you actually
see, depending on the operating system and the model or options that come with your machine.
The keys or buttons which you should click or press are marked with a , as shown below.
When multiple keys or buttons can be clicked or pressed, they are highlighted and mentioned in the
order in which they should be clicked or pressed.

Abbreviations Used in This Guide

In this guide, product names and model names are abbreviated as follows:

Microsoft Windows 2000: Windows 2000

Microsoft Windows XP: Windows XP
Microsoft Windows Server 2003: Windows Server 2003
Microsoft Windows Server 2008: Windows Server 2008
Microsoft Windows Vista operating system: Windows Vista
Windows 7 operating system: Windows 7

 
Trademarks
Windows, Windows logo, Windows Vista, and Windows Vista logo are trademarks of Microsoft
Corporation in the United States and other countries.
Other product and company names herein may be the trademarks of their respective owners.

Copyright
Copyright 2009 by Canon Inc. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including photocopying and recording, or by any information storage or retrieval
system without the prior written permission of Canon Inc.
UFST: Copyright 1989-2003 Monotype Imaging, Inc.

Disclaimers
The information in this document is subject to change without notice.

CANON INC. MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL, EITHER EXPRESS
OR IMPLIED, EXCEPT AS PROVIDED HEREIN, INCLUDING WITHOUT LIMITATION, THEREOF, WARRANTIES
AS TO MARKETABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OF USE OR AGAINST
INFRINGEMENT OF ANY PATENT. CANON INC. SHALL NOT BE LIABLE FOR ANY DIRECT, INCIDENTAL,
OR CONSEQUENTIAL DAMAGES OF ANY NATURE, OR LOSSES OR EXPENSES RESULTING FROM THE
USE OF THIS MATERIAL.

vi 
Before Sending Faxes from
Computers
1
$)"15&3

To send faxes from a computer, you must install the fax driver and set up the fax configuration using
the fax driver.

System Requirements...................................................................................................................1-2
Installation....................................................................................................................................1-3

1-1
System Requirements
The following system environments are necessary in order to use the fax driver.

Note
Supported operating systems may differ according to the printer driver version you are using.

Operating Systems:
• Microsoft Windows 2000
• Microsoft Windows XP
• Microsoft Windows Server 2003
• Microsoft Windows Vista
• Microsoft Windows Server 2008
• Windows 7

Computer:
• Any computer that runs the above systems

Memory:
• The amount of memory required to run the above systems correctly

1-2 System Requirements

Installation
For details about the installation procedure, refer to the "Fax Driver Installation Guide".From the menu
screen of the CD-ROM, you can begin installing the fax driver, or display the Fax Driver Installation
Guide.

Note
You cannot view the Fax Driver Installation Guide after installation has started. If you want to view
the Fax Driver Installation Guide, do so before you start the installation.

CD-ROM Menu:

• [Installation]: Click this button to install the fax driver.

• [Display Manuals]: Click this button first to view the Fax Driver Installation Guide.

Installation 1-3
1-4 Installation
Faxing Fundamentals 2
$)"15&3

This section explains the fundamental operations of the fax driver, such as how to display the fax
driver, and how to send a fax from a computer.

Faxing a Document.......................................................................................................................2-2
Specifying the Fax Settings Beforehand.....................................................................................2-9
Setting Up the Fax Configuration..............................................................................................2-12
Viewing the Online Help............................................................................................................2-15

2-1
Faxing a Document
The procedure for faxing a document created in application software is as follows.

Note
• Faxing methods may differ depending on the application you are using. For details, see the
instruction manuals provided with the application software.
• If an error occurs in the printer while sending a fax, send the document once more from the fax
driver. The fax job sent from the fax driver for which an error occurred will be erased regardless
of whether [Erase Failed TX] is turned on or off at the printer.
• You cannot access or edit the address book if you do not have access permission (default:
Power Users or higher) to the destination folder of the address book. If this is the case, log on
as user having access permission to the folder, or click [Specify a Folder] in the [Edit Address
Book] sheet, and change the destination folder of the address book to a folder, such as the [My
Documents] folder, that you have write permission for. For details about how to change the
destination folder of the address book, see "Changing the Address Book Export Destination
(p.4-15)."
• Up to 512 fax transmission recipients can be stored in the device. If the number of recipients
exceeds 512 after a fax job has been sent to the device, the last job to be input will be erased. Be
careful when registering more than 512 recipients in groups or when sending a fax continuously
to multiple groups.
• The number of destinations that you can send to at one time depends on the conditions under
which the cover sheet has been attached. For details, view the online help. (See "Viewing the
Online Help (p.2-15).")
• The display may differ according to the operating system and system environment.

1.
Open the document you want to fax from the application.

2-2 Faxing a Document

2.
Select [Print] from the [File] menu.

The [Print] dialog box is displayed.

Note
The procedure for displaying the [Print] dialog box may differ depending on the application you are
using.

3.
Select your fax from [Name], then click [Properties].

The fax driver screen is displayed.

Faxing a Document 2-3

 Note
• The fax name displayed in the fax driver screen is changed by settings in the printers folder.
See "Specifying the Fax Settings Beforehand (p.2-9)" to display the printers folder.
• The procedure for displaying the fax driver screen may differ depending on the applications you
are using.

4.
Configure the required settings in the fax driver screen, then click [OK].

The [Print] dialog box is displayed.

2-4 Faxing a Document

5.
Click [Print] (or [OK]).

The [Fax Sending Settings] dialog box is displayed.

6.
Specify the send address.
» If you want to add a detailed address name and fax number: (p.2-6)
» If you want to add an address from the address book: (p.2-6)

Faxing a Document 2-5

If you want to add a detailed address name and fax number:
☐ Enter the recipient name and fax number in the [Sending Settings] sheet, and click [Add to
Destination List].

If you have selected [Reenter Fax Number before adding Destination to [Destination List]] in the
[Security Settings] dialog box of the [Special] sheet, the [Confirm Password] dialog box is displayed
when you click [Add to Destination List]. For details, see the online help (See the "Viewing the Online
Help (p.2-15).")

If you want to add an address from the address book:

☐ Click [Address Book] in the [Sending Settings] sheet.

The [Select Destinations from Address Book] dialog box is displayed.

Note
For details about registering addresses and how to use the address book, see "Using the Address
Book".

2-6 Faxing a Document

☐ Select the recipient, and click [Add to List].

☐ Click [OK].
The selected address is added to [Destination List].

7.
If you want to attach a cover sheet, select [Cover Sheet] sheet → specify a format for the
cover sheet.

Note
See "Attaching a Cover Sheet (p.3-5)" for cover sheet attachment.

Faxing a Document 2-7

8.
Click [OK].

Faxing begins.

2-8 Faxing a Document

Specifying the Fax Settings Beforehand
To fax a document, follow the procedure below.
The fax whose settings you have configured will send faxes with the same settings every time.

Note
• When faxing, you can change the settings you configured beforehand. To change the settings,
configure them from the application.
• The display may differ according to the operating system and system environment.

1.
On the [ ] (Start) menu, click [Control Panel] → [Printers].

The printers folder is displayed.

Specifying the Fax Settings Beforehand 2-9

 Note
• If you are using Windows 7, on the [ ] (Start) menu, click [Devices and Printers].
• If you are using Windows XP Professional/Server 2003, on the [Start] menu, click [Printers and
Faxes].
• If you are using Windows XP Home Edition, on the [Start] menu, click [Control Panel] → [Printers
and Other Hardware] → [Printers and Faxes].
• If you are using Windows 2000, on the [Start] menu, point to [Settings] → click [Printers].

2.
In the printers folder, right-click the icon of the fax whose settings you want to configure
→ click [Printing Preferences] (or [Printing preferences]) from the displayed menu.

2-10 Specifying the Fax Settings Beforehand

The fax driver screen is displayed.
The fax driver screen includes the following sheets.
• [Edit Address Book] sheet
• [Register Cover Sheet] sheet
• [Special] sheet

Note
To access the fax driver screen from the printers folder, you need to be assigned full control
permission for the printer. Full control access is available for users who are registered as
Administrators or Power Users in the Windows system settings.

3.
Configure the required settings in the displayed fax driver screen.
For details about the fax driver settings, view the online help. (See "Viewing the Online Help (p.2-15).")

4.
Click [OK].

Specifying the Fax Settings Beforehand 2-11

Setting Up the Fax Configuration
In order to use this product correctly, be sure to set the options in the fax driver.
To configure the fax conditions, follow the procedure below.

Note
• If you are using Windows 2000/XP/Server 2003, full control access is required to configure the
fax settings. Full control access is available for users who are registered as Administrators or
Power Users in the Windows system settings.
• If you use this procedure in a shared printer environment, Canon Driver Information Assist
Service must be installed on the print server. For details about installing Canon Driver
Information Assist Service, refer to the "Fax Driver Installation Guide."
• The display may differ according to the operating system and system environment.

1.
On the [ ] (Start) menu, click [Control Panel] → [Printers].

The printers folder is displayed.

2-12 Setting Up the Fax Configuration

 Note
• If you are using Windows 7, on the [ ] (Start) menu, click [Devices and Printers].
• If you are using Windows XP Professional/Server 2003, on the [Start] menu, click [Printers and
Faxes].
• If you are using Windows XP Home Edition, on the [Start] menu, click [Control Panel] → [Printers
and Other Hardware] → [Printers and Faxes].
• If you are using Windows 2000, on the [Start] menu, point to [Settings] → click [Printers].

2.
In the printers folder, right-click the icon of the fax whose settings you want to configure
→ click [Properties] (or [Printer properties]) from the displayed menu.

The printer properties dialog box is displayed.

3.
Select the [Device Settings] sheet → click [Get Device Status].

Setting Up the Fax Configuration 2-13

 Note
• If you want to share the fax, installing the Canon Driver Information Assist Service in the print
server will enable you to use the [Get Device Status] function. For details about how to install
the Canon Driver Information Assist Service, see the "Fax Driver Installation Guide."
• If the information request returns an error message, you need to select and configure such
settings as optional fax board, memory, etc. installed in the fax you are using manually.
• If the fax and computer are connected via USB or a WSD (Web Services on Devices) port, the [Get
Device Status] function is unavailable. You need to configure the settings manually.

4.
Confirm the settings → click [OK].

2-14 Setting Up the Fax Configuration

Viewing the Online Help
To view the online help, follow the procedure below.

Note
The display may differ according to the operating system and system environment.

1.
Display the fax driver screen.
See "Faxing a Document (p.2-2)" or "Specifying the Fax Settings Beforehand" on how to display the
fax driver screen.

2.
Click [Help].

Viewing the Online Help 2-15

The online help is displayed.

2-16 Viewing the Online Help

Useful Fax Functions 3
$)"15&3

This section explains useful functions for sending faxes, such as scheduling the fax send time,
attaching a cover sheet, etc.

Setting the Fax Send Time...........................................................................................................3-2

Attaching a Cover Sheet...............................................................................................................3-5

3-1
Setting the Fax Send Time
You can store the data temporarily in the printer, and send the fax at the specified time.

Note
The display may differ according to the operating system and system environment.

1.
Display the [Sending Settings] sheet.
See "Faxing a Document (p.2-2)" on how to display the fax driver screen.

3-2 Setting the Fax Send Time

2.
Specify the recipient name and fax number → click [Add to Destination List].
If the destination address has been registered in the address book beforehand, you can select the
destination from the address book. For details about selecting a destination from the address book,
see "Faxing a Document (p.2-2)."

If you have selected [Reenter Fax Number before adding Destination to [Destination List] in the
[Security Settings] dialog box of the [Special] sheet, the [Confirm Destination] dialog box is displayed
when you click [Add to Destination List]. For details, see the online help. (See the "Viewing the Online
Help (p.2-15).")

3.
Select [Set the Time to Send] → specify the time to send the fax.

Setting the Fax Send Time 3-3

4.
Click [OK].
The data is stored temporarily in the printer, and the fax is sent at the specified time.

3-4 Setting the Fax Send Time

Attaching a Cover Sheet
To attach a cover sheet to the fax, follow the procedure below.

Note
• The number of recipients to which you can send simultaneously depends on how a cover sheet
is attached. For details, click [Help] in the bottom right-hand corner of the fax driver window to
view the online help.
• The display may differ according to the operating system and system environment.

1.
Display the [Cover Sheet] sheet.
See "Faxing a Document (p.2-2)" on how to display the fax driver screen.

Attaching a Cover Sheet 3-5

2.
Select an option for attaching the cover sheet to the fax from [Cover Sheet Attachment].
Select one of the following options:
• [None]
• [Different Sheet to Each Destination]
• [Same Sheet to All Destination]

3.
Select a cover sheet template from [Style].
You can register a preferred cover sheet beforehand. For details, view the online help. (See "Viewing
the Online Help (p.2-15).")

3-6 Attaching a Cover Sheet

4.
Click [Settings] to specify the items to include on the cover sheet.
If you do not specify the items to include on the cover sheet, proceed to step 12.

The [Item Settings] dialog box is displayed.

5.
Select check boxes according to the information you want to print on the cover sheet in
the [Sender] sheet → enter the information in the text boxes for the selected items.
You can specify the following items:
• [Include Sender Name]
• [Include Company]
• [Include Dept./Div.]
• [Include Fax Number]

Attaching a Cover Sheet 3-7

 Note
You can save the information entered in the [Sender] sheet in a file by clicking [Save Sender]. Then,
when you send a fax, you can import the information by using [Import Sender], instead of entering
the sender information each time you send a fax.

6.
Select check boxes according to the information you want to print on the cover sheet in
the [Destination] sheet.
You can specify the following items:
• [Include Sender Name]
• [Include Company]
• [Include Dept./Div.]
• [Include Fax Number]

Note
The information of the recipients specified in the [Sending Settings] sheet prints on the cover sheet.

3-8 Attaching a Cover Sheet

7.
Display the [Logo] or [Signature] sheet.

8.
Select [Print with Logo] or [Print with Signature] to include a logo or signature on the
cover sheet.
For you do not want to print a signature or logo, proceed to step 10.

9.
Click [Browse] to select a bitmap logo or signature file name for [File Name] → specify the
magnification and position of the selected logo or signature.

10.
If you want to include the number of sheets that you are going to send in the cover sheet,
select [Include Number of Sheets to Send] in the [Sheets to Send] sheet → enter the
number of sheets.

Attaching a Cover Sheet 3-9

 Note
The number of sheets is not counted automatically. The number which you entered manually is
shown on the cover sheet.

11.
Click [OK].
The [Fax Sending Settings] dialog box is displayed.

12.
Select [Insert Attention Note] to insert an attention note → select a note from [Attention
Note].

Note
You can also enter the characters you want to insert. You can enter up to 30 characters.

3-10 Attaching a Cover Sheet

13.
Enter any other information you want to include on the cover sheet in [Comment to
include].

14.
Click [Preview] if you want to check the preview image on the cover sheet.

15.
Click [OK].
The specified cover sheet is attached to the fax when the fax is sent.

Attaching a Cover Sheet 3-11

3-12 Attaching a Cover Sheet
Using the Address Book 4
$)"15&3

This section explains how to use the address book, and includes the procedures for registering
individual and group addresses, editing the address book, etc. You can also specify destinations from
address books created in applications other than the fax driver.You cannot access or edit the address
book if you do not have access permission (default: Power Users or higher) to the destination folder
of the address book. If this is the case, log on as user having access permission to the folder, or click
[Specify a Folder] in the [Edit Address Book] sheet, and change the destination folder of the address
book to a folder, such as the [My Documents] folder, that you have write permission for. For details
about how to change the destination folder of the address book, see "Changing the Address Book
Export Destination".

Single Person Entry.......................................................................................................................4-2

Group Entry...................................................................................................................................4-6
Importing Address Book Entries................................................................................................4-10
Exporting Address Book Entries................................................................................................4-13
Changing the Address Book Export Destination......................................................................4-15

4-1
Single Person Entry
You can register addresses for individual people in the address book.

Note
• You can register up to 3000 address entries for individual people.
• You cannot access or edit the address book if you do not have access permission (default:
Power Users or higher) to the destination folder of the address book. If this is the case, log on as
user having access permission to the folder, or click [Specify a Folder] in the [Edit Address Book]
sheet, and specify a folder, such as the [My Documents] folder, that you have write permission
for as the destination folder of the address book.
• You can also edit previously registered single person addresses. For more information, click
[Help] in the bottom right-hand corner of the fax driver window to view the online help.
• The display may differ according to the operating system and system environment.

1.
Display the [Edit Address Book] sheet.
See "Specifying the Fax Settings Beforehand (p.2-9)" on how to display the [Edit Address Book] sheet.

4-2 Single Person Entry

2.
Click [Add Person].

The [Add Person] dialog box is displayed.

3.
Enter information about the new person such as their name and company name.

Single Person Entry 4-3

4.
Enter the fax number.
You can also enter information concerning the fax number in [Description].

Note
• You can register two fax numbers: a primary number and a secondary number
• You can also use the subaddress function (a function that enables you to send documents with
a password attached to a memory box at the other end) in some devices. If you want to use this
function, click [Settings].

5.
Enter any additional information about the person in [Notes].

4-4 Single Person Entry

6.
Click [OK].
The settings are registered.

Note
If you specify two fax numbers for a single individual destination, two fax numbers with the same
name will be displayed in the address book.

Single Person Entry 4-5

Group Entry
You can register groups in the address book. As well as the addresses of individual people in a group,
you can also register other registered groups as sub-groups.

Note
• You can register the groups up to 3000 entries.
• You cannot access or edit the address book if you do not have access permission (default:
Power Users or higher) to the destination folder of the address book. If this is the case, log on as
user having access permission to the folder, or click [Specify a Folder] in the [Edit Address Book]
sheet, and specify a folder, such as the [My Documents] folder, that you have write permission
for as the destination folder of the address book.
• You can also edit previously registered group destination information. For more information,
click [Help] in the bottom right-hand corner of the fax driver window to view the online help.
• The display may differ according to the operating system and system environment.

1.
Display the [Edit Address Book] sheet.
See "Specifying the Fax Settings Beforehand (p.2-9)" on how to display the [Edit Address Book] sheet.

4-6 Group Entry

2.
Click [Add Group].

The [Add Group] dialog box is displayed.

3.
Enter the new group name → select what to register from [Show].
Select what to register from among the following:
• [Person]
• [Group]
• [All]

Group Entry 4-7

4.
Select person or group entries as members of the new group from the [Available
Destinations] list → click [Add].

To remove a member of the selected group, select the person or group entry you want to remove
from the [Current Group Members] list → click [Delete].

Note
You can select multiple entries by holding down [SHIFT] or [CTRL] on the keyboard and clicking
each entry that you want to select.

5.
Enter the keyword of the new group in [Notes].

4-8 Group Entry

6.
Click [OK].
The settings are registered.

Group Entry 4-9

Importing Address Book Entries
You can load data from CSV (*.csv) files or Canon Address Book files (*.abk) into the address book.

Note
The display may differ according to the operating system and system environment.

1.
Display the [Edit Address Book] sheet.
See "Specifying the Fax Settings Beforehand (p.2-9)" on how to display the [Edit Address Book] sheet.

4-10 Importing Address Book Entries

2.
Click [Import].

The [Open] dialog box is displayed.

Importing Address Book Entries 4-11

3.
Select the file to import → click [Open].

Select the type of the file to import from [Files of type]: CSV Files (*.csv), Canon Address Book (*.abk),
All Files (*.*)
If you have selected a CSV file, specify the separators used in the file.
The address book is imported, and added to the list.

4-12 Importing Address Book Entries

Exporting Address Book Entries
You can save data registered in the address book as a CSV (*.csv) file or a Canon Address Book file
(*.abk).

Note
The display may differ according to the operating system and system environment.

1.
Display the [Edit Address Book] sheet.
See "Specifying the Fax Settings Beforehand (p.2-9)" on how to display the [Edit Address Book] sheet.

Exporting Address Book Entries 4-13

2.
Click [Export].

The [Save As] dialog box is displayed.

If you have selected [Protect with Password when Exporting Address List] in the [Security Settings]
dialog box of the [Special] sheet, a dialog box for entering a password is displayed hen you click
[Export]. For details, see the online help. (See the "Viewing the Online Help (p.2-15).")

3.
Enter the file name → click [Save].

Select the type of the file to export from [Save as type]: CSV Files (*.csv) or Canon Address Book (*.abk)
If you have selected a CSV file, specify the separators used in the file.
The specified address book is saved as a file.

4-14 Exporting Address Book Entries

Changing the Address Book Export
Destination
You can change the save destination of the address book of the fax driver (the Canon Fax Driver
Address Book), or create a new address book.

Note
• You cannot access or edit the address book if you do not have access permission (default:
Power Users or higher) to the destination folder of the address book. If this is the case, log on as
user having access permission to the folder, or click [Specify a Folder] in the [Edit Address Book]
sheet, and specify a folder, such as the [My Documents] folder, that you have write permission
for as the destination folder of the address book.
• The display may differ according to the operating system and system environment.

1.
Display the [Edit Address Book] sheet.
See "Specifying the Fax Settings Beforehand (p.2-9)" on how to display the [Edit Address Book] sheet.

Changing the Address Book Export Destination 4-15

2.
Click [Specify a Folder].

The [Browse for Folder] dialog box is displayed.

3.
Select the folder to save the address book → click [OK].

Note
Save the address book file in a folder, such as the [My Documents] folder, where you have write
permission.

4-16 Changing the Address Book Export Destination

4.
If you want to create an address book, click [New], or if you want to copy the existing
address book to the specified folder, click [Copy].

If an address book already exists in the folder selected in step 3, the following message box will be
displayed. If you want to use the existing address book, click [Use as-is], and if you want to use the
address book of the fax driver, click [Overwrite].

The address book is created or copied.

Changing the Address Book Export Destination 4-17

4-18 Changing the Address Book Export Destination
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