FAX PRINTER 2.0 USER GUIDE

FAX PRINTER 2.0 USER GUIDE

Metro Hi Speed Fax Printer 2.0 User Guide Metro Hi Speed 13400 NE 20th Street Suite 49 Bellevue, Washington 98005-2026 Corporate, Sales, and Billing Toll-Free: 888-321-3121 Seattle-area: 425-373-3311 Fax: 425-373-1100 Email: info@metrohispeed.com Customer Support Toll-Free: 888-321-3121 extension 2 Seattle-area: 425-373-3311 extension 2 Email: support@metrohispeed.com Copyright 2006 2009 Metro Hi Speed. All rights reserved. No part of this publication may be reproduced or transmitted in any form, by any means (electronic, photocopying, recording, or otherwise) without prior written permission of Metro Hi Speed. Printed in the United States of America 10 9 8 7 6 5 4 3 2 1 Limits of Liability/Disclaimer of Warranty The author and publisher have used their best efforts in preparing this publication. Metro Hi Speed makes no representation or warranties with respect to the accuracy or completeness of the contents of this publication and specially disclaim any implied warranties or merchantability or fitness for any particular purpose and shall in no event be liable for any loss of profit or any other commercial damage, including but not limited to special, incidental, consequential, or other damages. Trademarks Metro Hi Speed and MetroFax are registered trademarks of Acumen Associates, Inc. Microsoft, Windows, and Outlook are registered trademarks of Microsoft Corporation in the United States and/or other countries. All brand names and product names used in this publication are trademarks, registered trademarks, or trade names of their respective holders. Metro Hi Speed is not associated with any third party product or vendor mentioned in this publication. The example organizations, domain names, email addresses, people, places, and events depicted herein are fictitious and no association or connection therewith is intended or should be inferred. 9.15.2009 146

Contents CHAPTER 1 INTRODUCTION... 1 Welcome... 1 CHAPTER 2 GETTING STARTED... 3 System requirements... 3 Installation... 3 CHAPTER 3 RECEIVING FAXES... 7 View received faxes in your email program... 7 View received faxes in the MetroFax Dashboard... 7 Change email delivery options for received faxes... 8 Save faxes to your computer... 9 CHAPTER 4 SENDING FAXES... 11 Print to fax... 11 Send to fax recipient command... 13 Drag and Drop Zone... 15 Send a fax from your email program... 17 Send multiple documents in one fax... 18 Send a cover page-only fax... 19 Send a fax from the MetroFax Dashboard... 20 Forward received faxes to a new fax recipient... 20 Forward received or sent faxes to a recipient's email address... 21 Resend a fax... 22 Save faxes to your computer... 22 CHAPTER 5 ADDRESSING FAXES... 23 Use your email program Address Book... 23 Use Quick Fax... 24 Enter fax number in To box... 25 CHAPTER 6 FAX COVER PAGES... 27 Design custom fax cover pages... 27 CHAPTER 7 FAX PROFILES... 31 Create fax profiles... 31 Select an active fax profile... 34 Edit or remove a fax profile... 35 iii METRO HI SPEED FAX PRINTER 2.0

CHAPTER 8 ACCOUNT MANAGEMENT AND SETTINGS... 37 Configure email account integration... 37 Send multiple documents in a single fax transmission... 38 Configure your account information... 39 Block junk fax senders... 39 Change your MetroFax account password... 40 Enable international faxing... 41 Add additional fax numbers to your account... 41 Change your billing information... 42 View account statement... 42 View account payment history... 43 Get referral rewards... 44 Disable startup screen... 44 Get support... 45 CHAPTER 9 CANCELLING SERVICE... 47 Cancel your service... 47 Uninstall the Metro Hi Speed Fax Printer software... 47 METRO HI SPEED FAX PRINTER 2.0 iv

CHAPTER 1 Introduction Welcome The future of faxing is here. You have taken the first step to move beyond the days of missed and unsent faxes. No more crumpled fax pages, paper jams, messy toners, and piles of faxes on your desk. No more standing in line by the fax machine waiting. and waiting and waiting to make sure your fax goes through. With Metro Hi Speed MetroFax service you will retrieve faxes in confidence any place and any time you receive email messages at work, at home, at an Internet café in Seattle, New York, or Paris. Your productivity will soar when incoming faxes appear conveniently in your Inbox. Reliability and security are in customer satisfaction is up. Your customers will not be greeted with a busy signal when sending you a fax. Print to fax And when it comes to sending a fax, why should it be any harder than printing a paper copy? At Metro Hi Speed we don t think it should be any different. That is why our fax service is as easy as printing. You don t need dedicated phone lines, fax modems, or machines requiring messy toner cartridges. Metro Hi Speed Fax Printer for Microsoft Windows is an integrated virtual fax machine in the computer you already use. You can fax from almost any Windows application as simply as printing a document. MetroFax Dashboard Away from your computer? You can still send and receive faxes with only a Web browser and Internet access. Our exclusive MetroFax Dashboard provides full access to your account and enables you to manage your account online. METRO HI SPEED FAX PRINTER 2.0 1

CHAPTER 2 Getting Started System requirements PC with 1 gigahertz (GHz) or higher processor clock speed recommended; 233 megahertz (MHz) minimum required 1 gigabyte (GB) of RAM or higher recommended (512 MB minimum supported; performance might be impacted) 40 megabytes (MB) of available hard disk space for installation; additional free space required for saving faxes to your computer hard disk Super VGA (800 x 600) or higher-resolution video adapter and monitor Keyboard and Microsoft Mouse or compatible pointing device Internet access (separate fees might apply) Microsoft Windows 7, Windows Server 2008, Windows Vista, Microsoft Windows XP with Service Pack 2 or later, Windows Server 2003 with SP 1 or later; 32- and 64-bit operating systems supported Microsoft.NET Framework 2.0 (will be installed if not present) Microsoft Word 2010, Office Word 2007, Office Word 2003, or Word 2002 is required to design custom fax cover pages Optional email clients: Google Gmail TM, Microsoft Outlook Express, Windows Mail, Windows Live TM Mail, Microsoft Outlook 2010, Office Outlook 2007, Office Outlook 2003, and Outlook 2002 MetroFax Dashboard MetroFax Dashboard requires a Web browser and Internet access; supported browsers include Windows Internet Explorer 7 and 8; Mozilla Firefox 2, 3, and 3.5; and Apple Safari 3 and 4 Installation Note Illustrations and procedures in this manual are based on Windows Vista. If your computer is running a different supported operating system, your dialog boxes and procedures might slightly differ. Important Before you begin to install the Metro Hi Speed Fax Printer, close all open Windows programs. Your Windows user account must have administrator rights for your computer to install the Metro Hi Speed Fax Printer software. 1 In your Web browser, go to https://metrohispeed.com/files/mhsfaxprinter.exe. METRO HI SPEED FAX PRINTER 2.0 3

2 Click Run. 3 After the download is complete, you might be prompted a second time to confirm running the program. Click Run. 4 A third security prompt (User Account Control) might appear. Click Continue. 5 On the Welcome dialog box, click Next. 4 METRO HI SPEED FAX PRINTER 2.0

6 On the License Agreement dialog box, read the License Agreement, click I accept the terms of the license agreement, and then click Next. 7 On the Destination Folder dialog box, click Next. Note To specify an alternate installation folder, click Change. 8 On the Ready to Install the Program dialog box, click Install. METRO HI SPEED FAX PRINTER 2.0 5

9 On the InstallShield Wizard Completed dialog box, click Finish. 10 To complete the installation you must restart your computer. Click Yes to restart immediately. If you click No, you can continue to use your computer, but you should not attempt to the Metro Hi Speed Fax Printer until your restart your computer. 11 When you restart your computer, a Windows Security Alert dialog box might appear. Click Unblock. 6 METRO HI SPEED FAX PRINTER 2.0

CHAPTER 3 Receiving faxes When someone sends a fax to your Metro Hi Speed Fax number, the fax arrives in your email program as a new message and in the MetroFax Dashboard. New faxes appear less than five minutes from the end of transmission. All faxes sent through your MetroFax account are viewable online in the MetroFax Dashboard for 30 days from the date they are sent, or until you delete them, whichever occurs first. View received faxes in your email program By default, when you receive a fax, it is forwarded to the email address associated with your MetroFax account. To view received faxes in your email program, do the following: 1 Open the email message from Metro Hi Speed Email Fax. 2 Double-click the attachment icon. After you view the fax, you can leave the message in your Inbox, move the message and attachment to another folder, save the fax attachment to your computer hard disk, or discard it. View received faxes in the MetroFax Dashboard When you receive a fax, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? METRO HI SPEED FAX PRINTER 2.0 7

2 Click Inbox. 3 In the View column, click for the fax you want to view. After you view the fax, you can leave the message in your Inbox or discard it. Change email delivery options for received faxes By default, all faxes that you receive are forwarded to your email address as a PDF or TIFF attachment. In addition, you can choose to receive an image of the first page of the fax included in the message body. You also can choose to receive only an email notification that a new fax has arrived or turn off email notifications and delivery completely. With these two choices, the complete fax is available online in the MetroFax Dashboard. To change delivery options, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click Account Profile. 3 Under Email Delivery Options, change one or more of the following: Attachment format Under Received fax format, click PDF or TIFF. Deliver faxes to email Click No, Notifications only, or Yes. If you choose Yes, you have the option to also receive an image of the first page of the fax included in the message body by selecting the Enable first page preview check box. 8 METRO HI SPEED FAX PRINTER 2.0

Email notification time zone Click the time zone that you prefer. 4 Click Update Delivery Options. Faxes (sent and received) can be delivered automatically to multiple email addresses. There is an additional charge for this service. Refer to the Dashboard for details. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard, click My Account. 3 Under Email Addresses, under Add an email address, enter the email address you want to add. To restrict the additional email address from receiving copies of incoming faxes, select the Restricted to send only check box. 4 Click Add to complete the order. Note An additional fee is charged for each email address. Refer to the Dashboard for current charges. At any time you can return to the Account Profile page to change whether additional email addresses receive a copy of your incoming faxes. Click the Update email address icon to the right of the email address, and then select or clear the Restricted to send only check box. Save faxes to your computer In the MetroFax Dashboard, active accounts can view received faxes for up to 30 days from the date they are received, or until you delete them, whichever occurs first. You should print or save to your computer any received faxes that you want to view after the 30-day period. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? METRO HI SPEED FAX PRINTER 2.0 9

2 In the MetroFax Dashboard navigation, click Inbox or Sent Faxes. 3 Select the check box for each fax that you want to download and save. 4 At the bottom of the window, in the Selected faxes box, click Download. 10 METRO HI SPEED FAX PRINTER 2.0

CHAPTER 4 Sending faxes There are five ways to send a fax. Print to fax You can fax directly from most Windows applications. Instead of printing to paper, your printout will be directed to a fax. Send to Fax Recipient command In Windows Explorer, when you rightclick on a file, there is a Send to MetroFax Recipient command that allows you to quickly direct the document to a fax. Drag and Drop Zone The Metro Hi Speed Fax Printer Drag and Drop Zone is a special window that enables you to drag and drop one or more supported documents onto the window to initiate a fax. MetroFax Dashboard The MetroFax Dashboard provides a way to view and send faxes, as well as manage your MetroFax account. The Dashboard can be accessed from nearly anywhere you have Web access and requires no software installation. Send a fax from your email program You can send a fax just as you would compose and send an email message. Any attachments to the message become pages in the fax. Each fax can contain one or more documents up to a maximum of 10 megabytes (MB) per fax. You can re-arrange the order that documents will appear within the fax. For more information on document arrangement, see the Send multiple documents in one fax section later in this chapter. Tip If you are scanning a document to include in a fax, we recommend that you set your scanning software to use a resolution of 150 DPI in black and white. Do not scan in color or grayscale. We recommend using PDF or TIF file formats. JPG file format is supported; however, not all JPG files are compatible with the MetroFax service. Print to fax Sending a fax is as easy as printing a document. You can use the service from most Windows programs. 1 On the File menu of your program, click Print. Note In Microsoft Office 2010 applications, click the File tab to open the Microsoft Backstage view, and then click Print. In the 2007 Microsoft Office system, for Office Access, Excel, PowerPoint, Outlook, and PowerPoint click the Microsoft Office Button, and then click Print. METRO HI SPEED FAX PRINTER 2.0 11

2 Under Printer, in the Name list, click Metro Hi Speed Fax Printer. Tip To send part of a document, in Print Range, click Selection, Current page, or Pages. If you click Pages, then enter the start and end page. 3 Click OK. Your document is sent to the fax printer. This might take a few seconds. By default, the fax document queue is turned on. When this feature is on, each time you send a document to the fax printer, a prompt appears asking you if there are additional documents to include. To turn the fax document queue on or off, right-click the MetroFax icon in the notification area on the Windows taskbar near the clock. Click Preferences, and then on the Advanced tab, under Enable fax document queue, select or clear the Always prompt to add additional documents to the fax documents queue. 4 To add addition documents to the fax transmission, click Yes when prompted to add additional documents. Repeat steps 1 3. When all documents have been added, click No, when prompted to add additional documents. Note You can turn on or off this notification by right-clicking the Metro Hi Speed Fax Printer icon in the notification area on the Windows taskbar near the clock. Click Preferences, and then on the Advanced tab, under Multiple documents per transmission, select or clear the Always prompt to add additional documents to the fax documents queue. The Send Fax Message dialog box appears. 12 METRO HI SPEED FAX PRINTER 2.0

5 Add recipients to your fax. See Chapter 5, Addressing faxes, for more information. 6 To use a fax profile, click Profiles, and then click the profile that you want. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. 7 To add any information to the fax coversheet, type in the notes box. 8 Click Send Fax. A confirmation appears in the Windows notification area. Send to fax recipient command You can quickly select and fax a document in Windows Explorer with the Send To command. You do not have to open the document, but the program used to edit or view the document must be installed on your computer. 1 To open Windows Explorer, click the Start button, and then click Computer or My Computer. Keyboard shortcut Press +E. 2 Browse to the file you want to fax. 3 To submit multiple files for a single fax, press and hold CTRL, and then click each file you want to include the fax. After you click the last file, release CTRL. METRO HI SPEED FAX PRINTER 2.0 13

4 Right-click the file, point to Send To, and then click MetroFax Recipient. All selected files are sent to the fax printer. This might take a few seconds. Note The sum of all attachments cannot exceed 10 megabytes (MB). 5 If the fax document queue is turned on, you can re-arrange the order that documents appear within the fax. For more information on document arrangement, see the Send multiple documents in one fax section later in this chapter. The Send Fax Message dialog box appears. 14 METRO HI SPEED FAX PRINTER 2.0

6 Add recipients to your fax. See Chapter 5, Addressing faxes, for more information. 7 To use a fax profile, click Profiles, and then click the profile you want. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. 8 To add any information to the fax coversheet, type in the notes box. 9 Click Send Fax. A confirmation appears in the Windows notification area. Drag and Drop Zone If you have a collection of documents to send, you can drag them to the Drag and Drop Zone individually or as a group selection. 1 In the Windows notification area, double-click the MetroFax icon. 2 Open Windows Explorer. To open Windows Explorer, click the Start button, and then click Computer or My Computer. Keyboard shortcut Press +E. 3 Browse to the files that you want to fax. To submit multiple files for a single fax, press and hold CTRL and then click each file you want to include the fax. After you click the last file, release CTRL. METRO HI SPEED FAX PRINTER 2.0 15

4 Drag the documents to the Metro Hi Speed Fax Document Queue window, and then release the mouse button when over the Drag and Drop Zone. 5 Documents are faxed in the order that they appear. Re-arrange document order by clicking or. To remove a document from the Drag and Drop Zone, click. 7 Click Send. Your document is sent to the fax printer. This might take a few seconds. The Send Fax Message dialog box appears. 16 METRO HI SPEED FAX PRINTER 2.0

8 Add recipients to your fax. See Chapter 5, Addressing faxes, for more information. 9 To use a fax profile, click Profiles, and then click the profile you want. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. 10 To add any information to the fax coversheet, type in the notes box. 11 Click Send Fax. A confirmation appears in the Windows notification area. Send a fax from your email program Sending a fax from your email program is almost identical to sending a regular email message. The key differences are how you address the message and the contents in the message body. Important The message must be sent from the same email address that is listed on your MetroFax account. 1 In your email program, create a new email message. 2 In the To box, enter the 10-digit fax number of the recipient, including area code followed by @metrofax.com (for example, you would enter 4255550152@metrofax.com). Do not include 1, 9, or any other dialing prefix. METRO HI SPEED FAX PRINTER 2.0 17

3 Type your fax message in the body of the email message. What you type in the message body appears on the fax cover page. You can leave the body blank if you do not need to add cover page information. 4 Attach files that you want to include. 5 Click Send. Send multiple documents in one fax When the fax document queue is turned on, multiple documents can be included in a single fax transmission. By default, documents are faxed in the order that they are added to the queue. To turn the fax document queue on or off 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Preferences, and then on the Advanced tab, under Multiple documents per transmission, select or clear the Enable fax document queue check box. Re-arrange the document order 1 To re-arrange documents, click or. 2 To remove a document from the Drag and Drop Zone, click. 3 Click Send. Your document is sent to the fax printer. This might take a few seconds. The Send Fax Message dialog box appears. 18 METRO HI SPEED FAX PRINTER 2.0

4 Add recipients to your fax. See Chapter 5, Addressing faxes, for more information. 5 To use a fax profile, click Profiles, and then click the profile you want. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. 6 To add any information to the fax coversheet, type in the notes box. 7 Click Send Fax. A confirmation appears in the Windows notification area. Send a cover page-only fax You can send a cover page-only fax. 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Send Fax. 3 Address your fax (see chapter 5 for more information). 4 Type your message in the notes box. This text appears on the coversheet of your fax. 5 Click Send Fax. 6 A confirmation appears in the Windows notification area. METRO HI SPEED FAX PRINTER 2.0 19

The fax consists of only a cover page, using the cover page selected in the active profile. Send a fax from the MetroFax Dashboard Send a fax from any computer or device with a Web browser and Internet access with the MetroFax Dashboard. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard, click Send a Fax. 3 Under Add recipients, enter the fax number and name of your recipient, or choose one or more recipients from your Contacts by clicking Get recipients from Contacts. 4 Under Attach documents, click Browse, and then select documents. 5 Under Cover page options, if you want a cover page, click the type and then fill out the Cover page options area. 6 Click Send Now. Forward received faxes to a new fax recipient You can forward up to three received faxes to a new fax recipient. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 20 METRO HI SPEED FAX PRINTER 2.0

2 In the MetroFax Dashboard, click Inbox. 3 Select the check box for faxes that you want to forward. 4 At the bottom of the window, under Selected faxes, click Forward as Fax. 5 Prepare your fax as you normally would in the MetroFax Dashboard. The received fax you are forwarding is automatically attached and appears under Attach documents. Note In addition to the forwarded faxes, you can add attachments to the fax. Under Attach documents, click Browse, and then select documents. Forward received or sent faxes to a recipient's email address You can forward up to 10 faxes simultaneously an email address. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation pane, click Inbox or Sent Faxes. 3 Select the check box for the faxes that you want to forward. 4 At the bottom of the window, under Selected faxes, click Forward as an Email. 5 In the Forward Fax dialog box, enter the recipient's email address. Multiple email addresses are separated with a comma or semicolon. Note The email address associated with your MetroFax account is automatically added as a recipient. To remove your email address, select your email address, and then press Delete. METRO HI SPEED FAX PRINTER 2.0 21

Resend a fax You can resend a fax that was successfully sent to the same recipient. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation pane, click Sent Faxes. 3 Select the check box for the fax that you want to resend. 4 At the bottom of the window, under Selected Faxes, click Resend. Save faxes to your computer In the MetroFax Dashboard, active accounts can view faxes for up to 30 days from the date they are sent, or until you delete them, whichever occurs first. You should print or save to your computer any sent faxes that you want to view after the 30-day period. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, click Inbox or Sent Faxes. 3 Select the check box for each fax that you want to download and save. 4 At the bottom of the window, in the Selected faxes box, click Download. 22 METRO HI SPEED FAX PRINTER 2.0

CHAPTER 5 Addressing faxes Each fax can be sent to one or more recipients. Specifying fax recipients is very similar to how you already address email messages. There are three ways to address your faxes. Select a contact from the Address Book of a supported email program Use Quick Fax to enter fax information Enter the fax number in the Send Fax Message window in the To box Supported Address Books include those in Microsoft Outlook 2010, Office Outlook 2007, Office Outlook 2003, Outlook 2002 (XP), Windows Live Mail, Windows Mail, Outlook Express 6.0, and Google Gmail. If you have already entered fax information for a contact in your Address Book, this is the fastest way to address your fax. However, if you are faxing someone that is not in your Address Book, you are not required to add them as a new contact. Instead, use the Quick Fax feature useful for one-time fax recipients who you do not need, nor want, to add to your Address Book. Even faster, type the fax number in the To box of the Send Fax Message window. Use your email program Address Book 1 In the Send Fax Message dialog box, click To. The To button is only available after an Address Book has been configured. To address your fax without using an Address Book, click Quick Fax, and then skip to the next section. 2 In the Choose your recipients or Select Recipients dialog box, select a name from your address book, and then click To. Repeat until all fax recipients have been selected, and then click OK. Note If you are using Outlook with a Microsoft Exchange Server account, and want to use contacts that you have saved on your computer, under Show Names from the, change Global Address Book to Contacts. METRO HI SPEED FAX PRINTER 2.0 23

Use Quick Fax 1 In the Send Fax Message dialog box, click Quick Fax. 2 In the Fax Recipient dialog box, click the Previous box to select a recently used Quick Fax entry, or in the Fax Number box enter the area code and local number for the fax recipient. For example, 425-555-0109 or 4255550109. Tip To remove a Previous entry, select the entry, and then press Delete. 3 In the Name box, type the name of the fax recipient as you want it to appear on the fax cover sheet. 4 If you want, in the Company box, type the organization name for the fax recipient as you want it to appear on the fax cover sheet. 5 If you want, in the Phone Number box, type the voice phone number of the recipient. 6 Click OK. 7 Repeat these steps for each fax recipient you want to manually add. Each fax recipient appears in the To box on the Send Fax Message dialog box. METRO HI SPEED FAX PRINTER 2.0 24

Tip To add a recipient, click To or Quick Fax. 8 To use a fax profile, click Fax Profiles, and then click the profile. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. Enter fax number in To box 1 In the Send Fax Message dialog box, in the To box, enter the area code and local number for the fax recipient. For example, 425-555-0109 or 4255550109. 2 To use a fax profile, click Fax Profiles, and then click the profile. Fax profiles contain unique information such as your contact information and whether or not to use a custom fax cover page. METRO HI SPEED FAX PRINTER 2.0 25

CHAPTER 6 Fax Cover Pages The Metro Hi Speed Fax Printer provides the following three options for fax cover pages: Text cover page Each time you send a fax, you type text that appears on the first page of the fax transmission. No graphics or automatic insertion of common fax cover page fields is allowed. Standard cover pages Metro Hi Speed Fax Printer includes a gallery of fax cover pages which include common fax cover page fields. The design of these cover pages cannot be modified. Custom designed fax cover pages You can design cover pages that incorporate company logos, marketing slogans, and choose from a wide choice of common fax cover page fields. This option requires Microsoft Word 2010, Office Word 2007, Office Word 2003, or Word 2002 (XP). Design custom fax cover pages You can create custom fax cover pages using Microsoft Word. A custom fax page should be one page and can contain the following fields: Field ToName ToCompany ToFaxNum ToPhone Subject NoteText FromName FromCompany FromAddress FromFaxNum FromPhone FromEmail FromWeb FaxSendDate NumPagesC Description Name (first and last) of recipient Company of recipient Fax Number of recipient Phone Number of recipient Email message subject (from the Send dialog box) Email message body (from the Send dialog box) Sender name (from the active fax profile) Sender company (from the active fax profile) Sender address (from the active fax profile) Sender fax number (from the active fax profile) Sender phone number (from the active fax profile) Sender email address (from the active fax profile) Sender web site (from the active fax profile) Date and time fax was sent (system generated) Number of pages including cover page (system generated) METRO HI SPEED FAX PRINTER 2.0 27

FootnoteText Urgent ForReview PleaseComment PleaseReply Disclaimer or other text that you want to appear on cover pages such as privacy or confidentiality statements Check box Check box Check box Check box Note The steps for creating a custom fax page differ if you are using Office Word 2007. Follow the instructions provided below that correspond to the version of Word you have installed on your computer. Word 2002 (XP), and Office Word 2003 Custom Forms 1 In Word, create a new document. 2 On the Tools menu, click Options. 3 On the View tab, under Show, select the Field Codes check box. 4 On the View menu, click Print Layout. 5 On the Insert menu, click Field. 6 Under Please choose a field, under Field names, select DocVariable. 7 Under Field Properties, in the New name box, type a field name from the list at the beginning of this section. 8 Click OK. 28 METRO HI SPEED FAX PRINTER 2.0

9 Format the document and move the fields to where you want them to appear on your fax cover page, then save the document. Tips To use your custom fax cover page, see the section Create fax profiles. If you insert graphics, use a black and white image. Faxes do not have grayscale capability. The only colors are black and white. Do not use text smaller than 9 points or use italics. Avoid thin lines smaller than 3 points. When finished, in Word, on the Tools menu, click Options, and then on the View tab, under Show, clear the Field codes check box. Office Word 2007 Custom Forms 1 In Office Word 2007, create a new document. 2 Click the Microsoft Office Button, and then click Word Options. 3 Click Advanced. 4 Under Show document content, in the Field shading list, select the Show field codes instead of their values check box. 5 Click where you want to insert a field. 6 On the Insert tab, in the Text group, click Quick Parts, and then click Field. METRO HI SPEED FAX PRINTER 2.0 29

7 Under Please choose a field, under Field names, select DocVariable. 8 Under Field Properties, in the New name box, type a field name from the list at the beginning of this section. 9 Click OK. 10 Format the document and move the fields to where you want them to appear on your fax cover page, then save the document. Tips To use your custom fax cover page, see the section Create fax profiles. If you insert graphics, use a black and white image. Faxes do not have grayscale capability. The only colors are black and white. Do not use text smaller than 9 points or use italics. Avoid thin lines smaller than 3 points. When finished, in Word, on the Tools menu, click Options, and then on the View tab, under Show, clear the Field codes check box. 30 METRO HI SPEED FAX PRINTER 2.0

CHAPTER 7 Fax Profiles Create fax profiles You can create fax profiles that contain unique information such as your contact information and whether or not to use a custom fax cover page. Fax cover pages can include disclaimers text such as privacy or confidentiality statements. 1 To start the Fax Profile Wizard, in the Windows notification area, right-click the MetroFax icon, and then click Profiles. 2 Click Next. METRO HI SPEED FAX PRINTER 2.0 31

3 Click Add. 4 You must type a name for the profile in the Profile Name box. This can be any name that helps you identify the profile. The following table lists fields that are optional. Some fields might be required if you are using a custom cover page. Field Sender Name Company Address Voice Phone Fax Number Web Page Description Type your name. Type the name of your organization. Type the postal address of your organization. Type your telephone number. Type your telephone number for inbound faxes. Type your Web page address, for example: www.example.com 5 Click Next. 6 Under Fax cover pages, select fax cover page that you want. MetroFax includes a gallery of cover pages, but by default, the None option is selected. To select a custom fax page that you have designed in Microsoft Word, click Custom, click Browse, and then select a custom cover page file. 32 METRO HI SPEED FAX PRINTER 2.0

Note For more information about designing customer fax cover pages, see the section Design custom fax covers pages. 7 If you want to add disclaimer text to each cover page sent using this profile, type the text in the Footnote box. Footnote can be used for privacy or confidentiality statements. No formatting, such as bold or italic, is allowed in the footnote. Text cannot be formatted, including bold, underline, or italics. Note Not all included cover pages display the footnote. 8 Click Next. 9 Repeat these steps for each profile that you want to create. METRO HI SPEED FAX PRINTER 2.0 33

Select an active fax profile 1 To start the Fax Profile Wizard, in the Windows notification area, right-click the MetroFax icon, and then click Profiles. 2 Click Next. All of your fax profiles appear. The active profile is indicated with a check mark in the Active Profile column. To change the active profile, click on the profile name, and then click Set as Active. 3 Click Next, and then click Finish. 34 METRO HI SPEED FAX PRINTER 2.0

Edit or remove a fax profile 2 To start the Fax Profile Wizard, in the Windows notification area, right-click the MetroFax icon, and then click Profiles. 2 Click Next. All of your fax profiles appear. The active profile is indicated with a check mark in the Active Profile column. 3 Do one of the following: To change a fax profile, click on the profile name, and then click Change. To delete a fax profile, click on the profile name, and then click Remove. METRO HI SPEED FAX PRINTER 2.0 35

METRO HI SPEED FAX PRINTER 2.0 36

CHAPTER 8 Account Management and Settings Configure email account integration By default, the Metro Hi Speed Fax Printer uses an SSL secure connection from your computer to the MetroFax service. No email program is required on your computer. However, you can use your existing email program or service with the Fax Printer. This enables you to use the Address Book in your email program, as well as send faxes directly from that program. 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Preferences. 3 On the Account Information tab, in the list, click Automatic or the name of your email client. If you do not want to use an email program or service, click MetroFax (SSL). You might need to provide additional information. Do one of the following: Google Gmail 1 Type your user name (example@gmail.com) in the User Name box. 2 Type your password in the Password box. SMTP mail 1 Select the Requires authentication check box if your mail server requires you to provide your user name and password. Note Contact your Internet service provider (ISP) or mail server administrator for assistance with the configurations in this section. 2 Type your user name in the User Name box. 3 Type your password in the Password box. METRO HI SPEED FAX PRINTER 2.0 37

4 Type your server name in the Server Name box. 5 The default Server Port is 25. Change this number only if your ISP or mail server administrator tells you to. 6 If an SSL connection is required by your mail server, select the Requires SSL connection check box. 4 If you selected a Google Gmail or SMTP mail account, we recommend that you click Test account settings. Send multiple documents in a single fax transmission The fax document queue enables you to send multiple documents in a single transmission. You can specify the order that the documents are sent in the fax. To use this feature, you must enable the fax document queue. 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Preferences. 3 On the Advanced tab, select the Enable fax document queue check box. 4 If each time you prepare a document to be faxed you want a prompt to appear that asks if you want to add an additional document, under Multiple documents per transmission, select the Always prompt to add additional documents to the fax document queue check box. 38 METRO HI SPEED FAX PRINTER 2.0

Configure your account information Your MetroFax account login ID matches your email address. This is the same email address and login ID that you use to access your account at the MetroFax Dashboard at https://my.metrofax.com. 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Preferences. 3 On the Account Information tab, under Logon Information, type the email address associated with your MetroFax account in the Login ID box. 4 Type your MetroFax account password in the Password box. Block junk fax senders When you receive unwanted faxes, you have the option to block additional faxes from the sender. The block fax sender feature uses the caller ID information of the fax sender. Blocking is done on a per number basis. If the sender uses a different number, the fax will not be blocked. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard, click Inbox. METRO HI SPEED FAX PRINTER 2.0 39

3 Select the check box for the fax number that you want to block. Note You cannot block multiple numbers simultaneously. 4 Select the Block future faxes from this number check box, and then click Block. 5 Repeat step 3 for each number that you want to block. If you later want to unblock a fax number, do the following: 1 In the MetroFax Dashboard, in the navigation pane, click Manage Junk Faxes. 2 For each fax number that you want to unblock, under the Remove column, click X. Select the Block future faxes from this number check box, and then click Block. Change your MetroFax account password Passwords can be changed online in the MetroFax Dashboard. To change your account password, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click User Preferences. 3 Under Change Password, in the Old Password box, type your current password. 4 Type a new password in the New Password and Retype New Password boxes. Caution We recommend a password that contains at least eight characters and a mix of letters, numbers, or symbols. Regularly changing your password can help safeguard your account. 5 Click Update Preferences. 40 METRO HI SPEED FAX PRINTER 2.0

Enable international faxing By default, your MetroFax account includes service to the United States and Canada. International faxing is available. Additional fees are charged for faxes to international destinations (other than Canada). To enable international faxing, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard, click My Account. 3 Under International Faxing Settings, for Enable International Faxing, click Yes. Important Rates are subject to change. You can review the latest international rates by clicking the link under International Faxing Settings. Add additional fax numbers to your account You can add additional fax numbers to your account. Each new number has its own billing plan and an activation fee applies. To add more 10 or more fax numbers, contact Metro Hi Speed sales at (888) 321-3121. To add an additional fax number, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under User Administration, click Add New Fax Number. 3 Complete the order form, and then click Add Fax Number. METRO HI SPEED FAX PRINTER 2.0 41

Change your billing information You can update your credit card information online in the MetroFax Dashboard. To help prevent credit card fraud, we use the billing address information that you provide for additional verification purposes. You are responsible for keeping your credit card information up-to-date in the MetroFax Dashboard, including billing address changes and card expiration dates. Metro Hi Speed accepts American Express, Discover, MasterCard, and VISA credit cards. VISA or MasterCard debit cards can also be used. Debit cards must allow a PINless transaction. Contact your card issuer for additional information. To change your credit card information, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click Billing Profile. 3 Under Billing Information, update any changes to your billing address. To prevent interruption of your service, make sure that your billing address exactly matches the information on file with your credit card issuer. 4 Under Credit Card Information, enter the new credit card information. The card type automatically changes to match the card number entered. Important Your card holder's name must match your credit card billing statement. 5 Click Update Profile. View account statement To view invoices for your MetroFax account, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. 42 METRO HI SPEED FAX PRINTER 2.0

Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click Account Statement. 3 In the Invoice Period list, click the month that you want to view. View account payment history To view payments posted to your MetroFax account, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click Payment History. 3 To export your payment history to a comma separated value (CSV) that can be imported in most spreadsheet programs, select the check boxes for the entries you want to export, and then click Export. Tip Select the checkbox in the head header row to select all entries. METRO HI SPEED FAX PRINTER 2.0 43

Get referral rewards The MetroFax Referral Program rewards you with a credit for one (1) month of basic service. For each referral that becomes a MetroFax customer, you receive a referral credit. To send a referral to a friend's or associate's email address, do the following: 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under My Account, click My Referrals. 3 In the Name box, type the recipient's name. 4 In the Email address box, type the recipient's complete email address. 5 Click Send Referral. Disable startup screen You can change whether a startup screen appears when MetroFax Fax Printer starts. 1 In the Windows notification area, right-click the MetroFax icon. 2 Click Preferences. 44 METRO HI SPEED FAX PRINTER 2.0

3 On the Advanced tab, under Splash screen, select or clear the Disable splash screen on startup check box. Get support If you need support with your service, you can contact us by email, in the MetroFax Dashboard, or by phone. Email Send your support request to support@metrofax.com. Include your fax number and account email address. MetroFax Dashboard To request support online, use the MetroFax Dashboard. 1 In a Web browser, go to https://my.metrofax.com, and then enter your Login ID and password. Your Login ID is the email address on your account. Tip To reset your password, click Forgot Your Password? 2 In the MetroFax Dashboard navigation, under Support, click Support Request. 3 Fill out the form, and then click Submit Ticket. Phone Phone support is available 5 a.m. 6 p.m. Pacific time weekdays, excluding holidays. Our toll-free number is 888-321-3121 or in the Seattle-area 425-373-3311. METRO HI SPEED FAX PRINTER 2.0 45

CHAPTER 9 Cancelling service Cancel your service We strive to provide you with affordable, quality service. We invite you to contact us with comments or concerns about your account. If we are unable to meet your fax needs, you may cancel your service per the terms of the service agreement. Send an email message with your cancellation request, including your MetroFax number and account email address, to billing@metrohispeed.com at least three (3) days prior to your renewal date. Your account will be closed at the end of the current billing cycle. Note To protect your account, we cannot accept phone or voice mail cancellations. We appreciate your understanding. If you do not receive a confirmation within 24 hours, re-forward your original request. Because we close accounts at the conclusion of the current billing cycle, we do not provide prorated refunds. Important Make sure that you save to your computer any faxes that you have sent or received. Access to faxes at the MetroFax Dashboard will end when your account is closed. Uninstall the Metro Hi Speed Fax Printer software To remove the Metro Hi Speed Fax Printer software from your computer, do the following: 1 Close all open programs. 2 In Windows Control Panel, click Uninstall a program. Note Control Panel differs in each Windows operating system. If you do not see this command, look for Add or remove programs or a similar command. METRO HI SPEED FAX PRINTER 2.0 47

3 Select Metro Hi Speed Fax Printer, and then click Uninstall or Remove. 48 METRO HI SPEED FAX PRINTER 2.0