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Contents © 2001-2004, Smith Micro Software, Inc. HotFax MessageCenter User's Guide If you have any comments or suggestions about the HotFax MessageCenter manual or online help, please send us e-mail at HFMC@SmithMicro.com. Smith Micro Software, Inc. 51 Columbia Aliso Viejo, CA 92656 www.smithmicro.
Contents © 2001-2004 by Smith Micro Software, Inc. All rights reserved. 51 Columbia Aliso Viejo, California 92656 This software is intended for use by the original purchaser only and for use on a single machine (whether a stand-alone computer or a workstation component of a multi-terminal system). Lawful users of this software are hereby licensed only to read the software on the enclosed CD from their medium into the memory of a computer solely for the purpose of executing it.
Contents Smith Micro Softw are, Inc. Single-User License Agreement and Limited Warranty CAREFULLY READ THE FOLLOWING HOTFAX MESSAGECENTER SOFTWARE LICENSE, LIMITED WARRANTY, AND LIMITATION OF LIABILITY (THE “SOFTWARE LICENSE”). BY USING ANY OF THE ITEMS IN THIS PACKAGE, YOU ACCEPT THE TERMS OF THIS SOFTWARE LICENSE. IF YOU DO NOT ACCEPT THE TERMS OF THIS SOFTWARE LICENSE, PROMPTLY RETURN THE UNOPENED AND UNUSED PACKAGE TO YOUR DEALER FOR A FULL REFUND. Software License 1. Grant of Licensee.
Contents or liabilities. SMITH MICRO SOFTWARE, INC. LIMITS THE DURATION OF ANY IMPLIED WARRANTIES ON THE SOFTWARE INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, TO 30 DAYS FROM THE DATE OF RECEIPT. Some states do not allow limitations on how long an implied warranty lasts, so the above information may not apply to you. Limitation of Liability 1. NO LIABILITY FOR CONSEQUENTIAL DAMAGES. SMITH MICRO SOFTWARE INC.
Contents Contents INTRODUCING HOTFAX MESSAGECENTER ...................................................1 What Is HotFax MessageCenter? ..................................................................1 Features Overview..................................................................................1 What's New in HotFax MessageCenter? .......................................................3 INSTALLING HOTFAX MESSAGECENTER .....................................................5 System Requirements .......
Contents RECEIVING FAXES ................................................................................26 Using Automatic Fax Reception..................................................................26 Using Manual Fax Reception ......................................................................26 VIEWING AND PRINTING FAXES ..............................................................28 View and/or Print Faxes ..............................................................................
Introducing HotFax MessageCenter Congratulations on purchasing HotFax MessageCenter! HotFax MessageCenter is your complete communication center. It is one of the most versatile voice, fax and data communication products available. WHAT IS HOTFAX MESSAGECENTER? HotFax MessageCenter is an integrated voice, fax and data communication software program that lets you receive voice mail and exchange faxes and data files with remote modems, fax/modems, and fax machines quickly and easily.
Introducing HotFax MessageCenter Fax Functions Voice Functions Send Faxes Create and Send, Voice E-mail Messages Fax a Cover Page only Select and design Custom Cover Pages Broadcast faxes to multiple recipients Schedule Faxes Forward Faxes Merge Multiple Files into one Fax Send Attached Files Resend faxes Fax Recovery – Only resend the pages that failed Scanning Support Automatically Forward voice and fax messages to e-mail Voice Mail Support (supports over 90,000 mailboxes) Speakerphone* Support Man
Introducing HotFax MessageCenter WHAT'S NEW IN HOTFAX MESSAGECENTER? Our goal at Smith Micro is to help you increase productivity and efficiency. HotFax MessageCenter now provides you with more new features in addition to enhancements to existing features.
Introducing HotFax MessageCenter Phonebook Addition • 'CSV' files can now be imported into the SMSI phonebook. • ACT!® or Goldmine® applications can now be selected as the 'default' HotFax MessageCenter phonebook. User Interface • New 'Notepad' view. • New Mail/Log button in 'large' phone view. • New Menu button location. • New 'Scan to Fax' button in fax view. • New status message when sending fax to email address. • New 'Scan to Fax' menu item.
Installing HotFax MessageCenter Installing HotFax MessageCenter HotFax MessageCenter operates in the Microsoft Windows environment and conforms to standard Microsoft Windows conventions. If you are already familiar with Windows, then HotFax MessageCenter's look and feel will be familiar to you. If you are not, you will find HotFax MessageCenter fun and easy to learn. Review the system requirements below then proceed to the installation instructions.
Installing HotFax MessageCenter 2. Insert the HotFax MessageCenter CD-ROM into your CD drive. 3. If set up does not automatically start, click the Start button on the taskbar and choose Run. Type D:\Start (where D is the letter of your CD-ROM drive). Click OK to begin the installation program. 4. Follow the screen prompts to install HotFax MessageCenter. 5. When the Installation Complete dialog displays, at least two of the following buttons displays: • Restart Windows: Click to reboot your PC.
Installing HotFax MessageCenter STARTING HOTFAX MESSAGECENTER FOR THE FIRST TIME The first time you start HotFax MessageCenter, the Setup Wizard displays automatically. This wizard walks you through initial configuration options like your name and address, modem type, HotFax MessageCenter registration, etc. You may change any of these setup options later from the command console.
Installing HotFax MessageCenter If installing a new modem, you may need your modem manufacturer's modem drivers to properly install it. After selecting your modem, the modem detection dialog displays. Next, HotFax MessageCenter automatically determines your modem’s capabilities, such as whether it supports voice or fax, or both. • Voice Modem Setup: (optional dialog) If a voice-modem is detected, HotFax MessageCenter displays the Voice Modem Setup option.
Installing HotFax MessageCenter SELECTING YOUR COMMAND CONSOLE TYPE HotFax MessageCenter lets you choose which command console you want to work with from three different graphical user interfaces (GUIs). All three offer the exact same features. You decide which one you like working with the best. Once you finish the HotFax MessageCenter Setup Wizard, you can change your selection at any time by opening the View menu on the command console, then selecting a different command console GUI.
Installing HotFax MessageCenter Large (telephone) command console: Fax View The large command console provides three tabs for switching between phone, fax and notepad functions. Just click the tab to switch between each view. When the Fax tab is selected, your prior and current fax status is displayed along with other convenient fax options.
Installing HotFax MessageCenter Large (telephone) command console: Notepad View – NEW for 6.0! When the Notepad tab is selected, you’re given a convenient option to jot down some quick notes from a speakerphone or other phone conversation. Can also be used to enter a reminder to view or listen to existing or archived fax or voice messages.
Installing HotFax MessageCenter Small command console: Default View The small graphic takes up less space on your desktop, and unlike the large (telephone) graphic, it has three views: default, phone and fax. Main Menu Phone book Setup options Status slide-out Phone slide-out Small command console: Fax View The Fax view provides current fax information. Just click the Status button to display/hide Fax status information.
Installing HotFax MessageCenter Small command console: Phone View The Phone view provides quick access to speed dial, speakerphone and call status functions. Just click the Status button to display/hide Phone options.
Installing HotFax MessageCenter Classic Windows command console: Fax View The Classic command console Fax view provides quick access to all HotFax MessageCenter fax features using a standard Windows interface: Note that instead of the main menu and other buttons, you have a standard Windows-type menu bar and toolbar.
Installing HotFax MessageCenter Classic Windows command console: Phone View The Classic command console Phone view provides quick access to all HotFax MessageCenter voice and speakerphone features using a standard Windows interface: OBSERVING THE POPUP STATUS MESSAGE If you have the HotFax Tray program running, when a call is in progress or a fax is being sent/received, a status message pops up above the Windows System Tray to tell you this.
Starting HotFax MessageCenter HotFax MessageCenter can be started from the Windows System Tray menu or from the Windows Programs menu. To start HotFax MessageCenter from the Programs menu: 1. Click the Start button on the Windows taskbar. 2. Click the Programs option. 3. Click the program group labeled HotFax MessageCenter, followed by the HotFax MessageCenter program option.
Receiving Faxes USING THE TRAY PROGRAM The tray program provides instant access to HotFax MessageCenter and its most popular components. Plus, when the Tray program is running, you can receive faxes and voice mails any time without having to launch the HotFax MessageCenter command console. To view the Tray menu: Click the icon in your Windows system tray to view the Tray program menu.
Sending Faxes Menu Options Details Location Adds a new location or change your current Location Setup. Exit Closes the HotFax MessageCenter Tray program. LOADING THE TRAY PROGRAM AUTOMATICALLY To load the tray program automatically each time you reboot your PC: 1. Open the HotFax MessageCenter command console. 2. Open the Setup menu and choose the Preferences option. Click the Misc tab. 3. If not already checked, check the Run HotFax Tray at Windows startup checkbox. 4. Click OK.
Receiving Faxes Sending Faxes HotFax MessageCenter provides you with a variety of ways to send faxes: • Printer Driver — to send a fax from any Windows application by printing the document to the HotFax MessageCenter printer driver. • HotFax MessageCenter Command Console — to fax directly from HotFax MessageCenter. • HotFax MessageCenter Tray Menu ⎯ to send a fax without opening the HotFax MessageCenter command console. • Phonebook ⎯ to send a fax to someone in your HotFax MessageCenter phone book.
Sending Faxes Note: In some applications you will need to select the Print Setup option. Use the option that accesses your Printer list. 4. Select the HotFax MessageCenter printer driver from the Printer list. 5. Click the OK or Print button (this varies by application). The Send Fax dialog box displays. 6. Insert the requested information then click the Send Fax button. See Using the Send Fax Dialog Box for further information.
Receiving Faxes USING THE HOTFAX MESSAGECENTER PHONE BOOK There are several ways to access the HotFax MessageCenter phone book: • From the HotFax Tray menu (use the Open menu option) • From the HotFax MessageCenter Command Console (use either the Phone Book button or open the Start menu and click Phone Book) • From the Send Fax dialog box (use the To button) See online help for detailed phone book instructions.
Sending Faxes 3. Click the Connect option, then click Fax from the list of possible connections. The Send Fax dialog box displays with your contact's name and phone number already inserted. 4. Insert/select any additional options, then click the Send Fax button. See Using the Send Fax Dialog Box for further information. USING E-MAIL To send a fax as an e-mail attachment: 1. Launch the HotFax MessageCenter program. Click the Fax tab. 2. Click the Send Fax option. The Send Fax dialog box displays. 3.
Receiving Faxes USING THE SEND FAX DIALOG BOX The Send Fax dialog box is your key to sending faxes. From this dialog box you can access fax settings, attach documents to faxes, specify recipients and select the cover page you wish to send. For the most basic functions, all you need to do to send a fax is: 1. Insert the recipient's name in the To field. 2. Insert the recipient's fax number in the Fax Number field. 3. Click the Send Fax button to send the fax.
Sending Faxes • To field — Insert the name (or names) of the recipients for your fax. Click Check Names after entering names in this field. If the entry is already in the phone book, the entry's fax number is automatically extracted. If a partial name is entered, the full name automatically replaces the partial name when there is only one match for the string; otherwise, you are asked to select from a list of matching names.
Receiving Faxes • Send cover page — (optional) Deselect this checkbox to send your fax without a cover page. • Cover Page Template —Displays the currently selected cover page template. Click the Cover Page button to access a list of all available cover pages, and select/modify the desired cover page template. • Attach — Click to select additional files to attach to this fax (e.g., documents, scan pages, etc). Attached files are converted to fax pages as they are sent.
Receiving Faxes Receiving Faxes HotFax MessageCenter lets you receive faxes via two methods: • Automatically, or • Manually USING AUTOMATIC FAX RECEPTION HotFax MessageCenter automatically detects and begins receiving faxes unless: • The Tray program is NOT running, or • You have not changed your Answer mode options in the Preferences dialog box (e.g.
Receiving Faxes • Run the HotFax Tray program at System Startup (so that it displays in your Windows System Tray each time you turn on your PC). Also, set your Answer mode options in the Preferences dialog box to Ignore Ring, so that you can manually answer the incoming call. To receive faxes manually: 1. When an incoming call is detected, a status message displays above the HotFax Tray icon in your Windows System tray to tell you this. 2.
Receiving Faxes Viewing and Printing Faxes HotFax MessageCenter lets you view and/or print your faxes at any time. Both faxes and data files are stored and sorted in your HotFax MessageCenter Mail/Log Manager. VIEW AND/OR PRINT FAXES To view a fax using the Mail Log Manager: in your System Tray to view the HotFax Tray menu. 1. Click 2. Click the Open option followed by the Mail/Log option. The HotFax MessageCenter Log Manager displays: 3.
Voice Setup Basics If your modem hardware supports voice functionality, HotFax MessageCenter provides a myriad of powerful voice features in addition to the fax features already discussed! For purposes of this document, we selected the following as most used: • Using Speed Dial • Recording Your Personal Greeting • Using the Speakerphone • Playing Received Messages See online help for additional voice mail features.
Voice Setup Basics RECORDING YOUR PERSONAL GREETING When you install HotFax MessageCenter, a set of canned greetings are provided. However, you may want to personalize your greeting. In fact, with HotFax MessageCenter, you can record multiple greetings, then switch between them as needed. To record your personal greeting: 1. Open the HotFax MessageCenter command console. 2. Open the Setup menu and choose the Mailbox Greeting option. The voice recording and playing options window displays: 3.
Voice Setup Basics USING THE SPEAKERPHONE HotFax MessageCenter provides the ability to use your modem as a speakerphone. The speakerphone lets you conduct all calls using a microphone as the input device and speakers as the output device. These features are available from the default speakerphone view. Tip: In order to use the Speakerphone, connect your microphone and speakers to your modem's Mic and Speaker jacks. If connected to your sound card only, speakerphone will not function.
Voice Setup Basics PLAYING RECEIVED MESSAGES To play voice mail messages: • Click the Voice button on the message counter to play newly received messages for the currently selected mailbox • Or, open the HotFax MessageCenter Mailbox Manager and click Play New, or select Play New Messages from the Voice menu. • Or, you can play the new messages from the Tray Program by selecting the Play New Messages… option.
Sending and Receiving Data Files HotFax MessageCenter provides data communication features allowing you to connect to and interact with remote sites more quickly and easily. The following data communication features are provided: • Accessing Terminal • Automating connections • Dialing an online service • Using scripts • Chatting with a remote modem operator • Working with screen data • Initializing your modem Instructions for sending and receiving data files are included in this section.
Sending and Receiving Data Files 2. Either dial or answer a data call: • Dial: To dial a number previously entered in the phone book, click the Book button, then choose the number. Otherwise, choose Keypad Dial in the Connect menu, use your mouse or keyboard to enter the data number, then click OK. • Answer: By default, HotFax MessageCenter is set up to detect and answer incoming calls.
Sending and Receiving Data Files RECEIVING DATA To receive a data file: 1. Click the Terminal tool in the Command Console. The HotFax MessageCenter Terminal displays. 2. Either dial or answer the data call: • Dial: To dial a number previously entered in the phone book, click the Book tool, then choose the number. Otherwise, choose Keypad Dial in the Connect menu, use your mouse or keyboard to enter the data number, then click OK.
Technical Support In the unlikely event you encounter a problem using HotFax MessageCenter, refer to this section for troubleshooting suggestions that will allow you to identify and resolve the problem. This section also contains information for contacting Smith Micro Software Technical Support.
Technical Support The sent fax comes out squashed or elongated. • The fax was sent using a different resolution than when the fax was converted. Ensure that the resolution setting is the same for both cases. When you view a received fax, there appear to be missing lines, garbage, or "bar code." • Your modem may be incompatible with the sending hardware. • There may have been a bad connection for the call. The Fax Viewer will not read a fax file.
Technical Support VOICE TROUBLESHOOTING Voice recordings sound garbled when played. • Try recording your messages using a different input device. • Change the message quality option under Voice Setup to a higher quality option. Using the speakerphone, I can’t hear the person I called or they can’t hear me. • Speakerphone is a feature of the modem, so it is necessary to have your speakers and microphone connected to your modem's Speaker and Mic jacks rather than through the sound card.
Technical Support CONTACTING TECHNICAL SUPPORT If the troubleshooting suggestions above do not help you resolve your communications problems, please contact Smith Micro Software Technical Support. We have an extensive knowledge base on our web site. SUPPORT KNOWLEDGE BASE Smith Micro maintains an extensive support knowledge base on the web. Here you will find answers to all of your HotFax MessageCenter technical questions. You can also submit new questions from here and receive e-mail responses.
