How to Answer a Fax

by Monica Patrick; Updated September 26, 2017
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Faxing allows individuals and businesses to send and receive hard copies of documents but many people do not know what to do when a fax arrives. There are different types of faxes that you can receive. Some of these come through your email box and others arrive via a facsimile machine connected and attached to a telephone line. Mastering the receipt of faxes will keep you from losing crucial files during busy times in your home or office.

Items you will need

  • Fax machine
  • Phone cord
  • Copy or fax paper

Fax Machine

Step 1

Plug the fax machine into the electrical socket. Attach the fax to the phone line via a phone cord.

Step 2

Set the fax machine to the “Fax” setting by scrolling through the menu on the fax’s display screen.

Step 3

Load fax or copy paper into the fax machine.

Step 4

Listen for the incoming fax. A high-pitched ringing coming through your fax’s speaker will signal the fax’s arrival. You can adjust the volume of the ringing to suit your volume preference. Select “Volume” on the menu. Adjust the volume by moving the “Volume” tab up and down.

Step 5

Look at the fax display when you hear the fax ringing. It will read, “Receiving” or “Incoming Fax.” Wait for the fax to print your hard copy of the facsimile.

Email Fax

Step 1

Click on the “Fax” icon on your desktop. Depending on your fax service, you may need to check into your company’s email inbox.

Step 2

Select the fax you wish to print from the queue.

Step 3

Select the “Print” prompt and wait for the printer to print the fax.

Tips

  • Send a return fax to the original sender notifying them that you received the fax. A phone call is also a courteous gesture.

Warnings

  • Do not pull or tug on the fax while it is printing.

References

About the Author

As a former senior sales director with Mary Kay and the co-owner of a renovation company, Monica Patrick has firsthand knowledge of small business operations. Besides start ups, she has extensive skills in recruiting, selling, leadership, makeup artistry and skin care.

Photo Credits