Document Formats

Supported File Formats

Openfax supports all of the Microsoft® Office® file formats as well as Adobe® PDF® as fax documents.  If you have another format you wish to fax from, you may download a free PDF printer tool to convert the document or export the document into a supported file format.

Recommended Margins

Custom Margins

You may change these margins to properly display your fax document, however a minimum margin of .5″ is required on all sides of your document to be properly rendered.  Requesting a free proof copy when placing your order is recommended to be sure your document will be faxed as you have intended.  Openfax does not guarantee the quality or rendering of a fax transmission if you have not requested a proof sample.

Fonts

Fax transmission are far more picky than your laser or inkjet printer.  It is recommended to use font sizes of 10pt and above.  Since fax documents must be rendered in a fax format we recommend using sans serif fonts.

Sans serif font are fonts that do not have fine details.  Good looking fonts to use on your fax document would include, but not limited to: Arial, Calibri, Century Gothic, Futura, Geneva, Helvetica, Impact, Lucida Sans, Tahoma, or Verdana.

Merge Fields

Mail merge allows you to personalize each fax that is sent with recipient specific information.  You are limited to a total of 20 custom fields.  Openfax provides up to 5 custom fields for free, this does not include the “To” header.  Refer to your Openfax agreement for merge orders in excess of five fields for pricing details.

Your list must contain headers for each merge field used in your document.   Refer to the Openfax List Formats for details or download a List & Document Merge Sample.  Merge documents must be created in a Microsoft® Office® application; Adobe® PDF® files are not able to be merged.

You should not merge in the middle of a sentence.   Openfax merge technology works like a transparency overlay. There must be sufficient space to place the longest value of the field where the place holder is located.

Limitations on Merge

1. No more than 20 merge fields may be present in your database.
2. No more than 250 characters may be in any merge field.
3. Tabular or carriage returns may not be present in merge fields.
4. A CSV file is recommened for your list file.
5. If using Micorosoft® Excel® make sure data type settings are correct for each merge field.
6. Avoid merging in paragraphs or mid-sentence. Mail merge functions as a transparency overlay and will not word wrap or reconstruct large segments of text. Consider mail merge to be similar to spot printing.

Good Merge Example: Dear (FirstName)

Bad Merge Example: It was a pleasure meeting you (FirstName) on our trip to Washington.

Things to Remember

• Avoid extra blank pages at the end of your document. Openfax will fax everything you submit in your order, including blank pages.
• Avoid using color text in your document.  Colorization may cause text to be illegible.
• Avoid using color backgrounds.
• Avoid using too much white on black inverted backgrounds.
• Inverted backgrounds may cause recipients fax machines to jam, use excessive ink/toner and cause excessive transmission times; which may increase the cost of your fax broadcast.
• Avoid large colorized photos. I nstead try using line art when possible.  Large and detailed photos may increase the cost of your fax broadcast.
• Avoid using serif fonts.
• Avoid using font sizes smaller than 10pt.
• Place  your contact information and a no-cost way for fax recipients to opt-out of future fax broadcasts on your document.

Download Sample Documents

• Download a sample csv list file and document for a mail merge fax broadcast.