If there’s one business communications technology that has withstood the test of time, it is faxing. The use of fax machines is still vital form small-scale to large-scale businesses because of its reliability and security. More importantly, the sheer nature of having old and new hard copy of documents as a crucial element to have in businesses makes faxing popular among professional circles.
This is why the trending old-becomes-new technology right now is email faxing. Faxing through email (most known as email faxing or Internet faxing) is faxing that uses IP networks to transport faxes instead of a Public Switched Telephone Network or PSTN as its means of transporting information and sending a document. More specifically, Internet Fax uses e-mail as the transport medium. Internet fax services typically include e-mail to fax (fax from an existing email application), fax to email (receive faxes in your e-mail), and PC to fax (fax documents from your desktop).
So, how can someone actually email fax? There are now many rising providers of e-mail faxing. The most famous one is through Gmail fax. Easy to use, the use of Gmail fax is as easy as using your regular fax machine:
The How in Email Faxing
The entire process of Google fax is easy and very similar to sending a basic email with just a few modifications that include:
- Entering the fax number in the “To” section (instead of entering a receiver email).
- Documents to be faxed can be attached to the email.
- The cover page title can be placed in the Subject section.
- The cover page message can be placed in the content area of the email.
- You can follow these steps without having to commit to a monthly plan by using a free trial account. These are provided at no cost to you and will allow you to explore all the features of the Gmail fax service with no strings attached.
Below is the step-by-step guide by Gmail fax online:
STEP 1. Create a New Message. To start, just create a new email by clicking on the Compose button.
STEP 2. Enter Receiver’s Information. The subject of the email serves as the title of the fax.
In the “To” section, you need to enter the receiver’s fax number in the area where you would usually but the recipients email. Following the fax number, place your internet fax provider’s information (which they specify in your welcome message).
STEP 3. Attach Documents to be Faxes
The beauty of online faxing is that you can attach a variety of document formats. Whether it’s a Word Document, Excel or even an image.
Check with your provider to know what document formats you can use. Most providers will accept a variety of formats, and you can also grab documents from your online storage accounts such as Google Drive, DropBox or Box.
Attaching a document to your fax is the same process as attaching a document that you email. You can also include a message for the cover page by typing it in the body of the email.
STEP 4. Include Message for Cover Page
You can place the text you would like to include on your cover page on the space where you would normally write the message for your email.
STEP 5. Final Step
Check over your fax. Make sure you’ve entered the fax number correctly, and the right documents are attached. After that, click SEND and your Gmail fax is automatically converted and delivered within minutes!
That’s how easy faxing through the internet can be with a Gmail fax service.
After completing these steps, your fax takes a few minutes to process and deliver the message. You then get a confirmation message to inform you if your fax was sent successfully or if there was an error in the process. Most providers automatically resend a fax a few times if it fails on the first try, which makes it unlikely to receive an error message. However, if you do receive an error message, an email message is also sent to you, explaining why the fax wasn’t delivered.
The Why in Email Faxing
Gmail fax and other email faxing services have offered a more affordable, faster, and easier way to send and receive faxes that reduce the machine related problems such as the jamming of the papers and a busy line.
Gmail faxing has great impact (http://www.eproductivity.net/benefits-of-using-gmail-to-send-fax/) on a business because it greatly saves time in this critical process. Also, it is environment-friendly technology since it reduces the use of paper in the office. It is the perfect way of embracing the technological and social changes in business.
Gmail has many features that support the fax service, ensuring that it is beneficial for both business and personal correspondence. You only require an account and an email fax service that will enable you to create the connection between your email and the fax server. You are also required to have a virtual fax number that will enable you to receive your faxes via Gmail. The sending of faxes via Gmail has been considered to have numerous benefits.
Document Clarity: As useful as they were, fax machines have not been the perfect tool in transmitting documents. It used a scanning and copying process in black and white that didn’t always work as it used to. When there a systematic glitch, it is due to either your machine’s fault or a faulty machine on the other end of the line. Black and white documents had an OK quality, but if you wanted to fax images and colors, you might be left without the better options.
Fortunately, digital faxing has made it possible to receive documents with perfect clarity. You no longer need to scan a document (unless you only have a hard copy of it). All you need to do is fax directly from your computer the document you wish to send, and it is then transmitted, retaining perfect clarity, even with the presence of color images.
Automatic conversion of different files to the fax image format: The most advantageous thing about using the Gmail to send a fax is the ability to automatically convert the various types of files to the format of a fax image that makes it compatible with the different types of fax machines. This means that images that you send will not have any problems in terms of being read or received.
Moreover, the fax image format can be easily converted to the PDF format to allow easier printing or reading via desktop, laptop or your smartphone. The conversion has been considered to be an easier and a quicker process because it takes a relatively shorter time.
Saving money while you save the Environment: Using the internet to transmit faxes means your business also reduce the amount of paper it consumes because all documents can be received, sent and even edited through the computer.
In certain cases, implementing a new program in your business can end up costing you more money. However, that is far from the truth for businesses that begin to use an internet fax service. Many testimonials and comparison have shown that businesses have reduced expenses with the technology. This is because email faxing wastes less paper, ink and electricity. Also, you do not need an extra phone line that may add to your start-up costs or installations.
For all these reasons, email faxing is becoming increasingly popular because of its ease of use, innate importance and inherent perks. It provides benefits for the user and for the environment alike. Most importantly, it’s very easy to use, and like most online services, it doesn’t require complicated set ups because everything can be managed through the internet.