Key Takeaways

  • Online faxing allows users to send and receive faxes using an internet connection and email account from various devices, bypassing the need for physical fax machines and dedicated phone lines.

  • Choosing the right online fax service is crucial and should be based on ease of use, document format support, pricing flexibility, additional features like cloud storage, and compliance with privacy laws.

  • Advanced features of online fax services, such as direct email faxing, mobile capabilities, integration with cloud storage and business systems, and overcoming common challenges, provide efficiency and convenience for individual and business communications.

Essentials Before You Start Faxing Online

To embark on your digital faxing journey, you’ll need a few essentials. An internet connection and an email account are the basic requirements for sending faxes online. This means you can send faxes from a variety of devices such as computers, tablets or your iPhone.

The beauty of online faxing is that you can send faxes without a traditional phone line. You have the option to use either a multifunctional printer (MFP) or an online fax app as an alternative. Both options can serve your faxing needs effectively. However, the heart of your online faxing lies in the online fax service you choose. It should align with your needs and preferences, ensuring a smooth and hassle-free faxing experience.

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The Anatomy of Online Fax Services

Stepping into the world of online fax services, you’ll find a software-as-a-service platform that enables you to:

  • send and receive faxes through a mobile device or computer

  • route faxes through a dedicated server

  • convert the document into a digital format ready for transmission

These services provide a convenient and efficient way for fax machines communicate, handling your faxing needs without a fax machine.

You’ll interact with these services through a rich, interactive user experience accessible through a browser. Online fax services use technology akin to traditional fax machines but are operated through a web interface. This makes them more flexible and cost-efficient. Once your documents are attached to an email, they are processed and transmitted across telephone lines to the recipient’s fax machine, or received digitally if the recipient uses an online fax service. And guess what? Users are assigned a fax number by the internet fax service, enabling them to send and receive faxes via email without the need for a physical fax machine.

Step-by-Step: Sending Your First Fax Online

Illustration of sending a fax online

Now that we’ve covered the basics, let’s walk through the process of sending your first fax online.

Don’t worry, it’s simpler than you think!

Choose Your Online Fax Service

The first step is to choose your online fax service, which is crucial to your digital faxing experience. Look for a service with a user-friendly interface that simplifies operations, allowing you to easily send and receive faxes without any technical skills. It’s also important that the service supports sending and receiving documents in various formats like PDF, DOCX, JPEG, and PNG to accommodate different use cases.

Another factor to consider is pricing. Ensure the service offers pricing flexibility that aligns with your faxing frequency. Whether a monthly subscription or a pay-per-fax service plan suits you best, choose accordingly.

Lastly, watch out for additional features like cloud storage and compliance with privacy laws. These add value to an online fax service and cater to the needs of businesses regarding security. And, of course, accessible customer support is always a plus!.

Setting Up Your Account

So, you’ve chosen your online fax service. What’s next? Setting up your account, of course! You can sign up using your email, Google, or Microsoft account. If you opt for Fax App, all you need to do is to find it on the App Store, choose the right subscription for you, then choose a fax number. This allows you to start faxing within minutes.

Some online fax services offer a free account with a limited number of fax pages per month or a free trial period, allowing you to start faxing at no initial cost. For more consistent faxing needs, consider subscribing to a paid plan. This provides at least one free fax number to use on your computer or other supported devices.

Crafting and Sending the Fax

Now that you have your account set up, it’s time to craft and send your first fax. This process is as simple as:

  • Logging into your account
  • Navigating to the ‘Send Fax’ section in your dashboard
  • Attaching documents, including PDF files, to your fax using the mobile app

After attaching the documents, follow these steps to send a fax:

  • Enter the recipient’s fax number in the designated field. Make sure it’s correct to avoid any transmission errors.
  • Opt to include a cover page for a professional touch.

Click the “Send” button to send the fax.

Receiving Faxes Without a Physical Machine

Sending faxes online is a breeze, but what about receiving them? The good news is, it’s just as simple! With an online fax service, you can receive faxes without needing a physical machine. All you need is a secure fax number and an active plan.

With Fax App, for instance, you can:

  • Receive faxes on a variety of devices, including smartphones and tablets

  • Have your faxes converted from their traditional format into digital files and forwarded to your email

  • Store your faxes in a secure cloud-based system for easy access

  • Set up your received faxes to be automatically forwarded to multiple email addresses

Faxing Directly From Your Email

Sending faxes straight from your email is another feature that sets online faxing apart from its traditional counterpart. With Everyfax, for example, you can send faxes directly from your Gmail by addressing your email to the recipient’s fax number and attaching the necessary documents.

If you need to send the same fax to multiple recipients, simply enter each recipient’s fax number in the ‘To’ field. You can even enrich your fax by adding a fax cover sheet along with the main documents attached to the email. Then sit back and relax as the service sends confirmations through email, push notifications on mobile devices, or via your web dashboard.

Mobile Faxing On-the-Go

We live in a world where mobility is key, and online faxing services are no exception.

Whether you’re on a business trip or working from home, all you need to send a fax is to:

  • Download Fax App on the App Store
  • Enter the recipient’s fax number
  • Attach documents
  • Hit send

With a dedicated fax app for Android and iOS devices, sending faxes from smartphones or tablets has never been easier.

The freedom to fax from anywhere is not just liberating; it’s downright essential. With online fax services and smartphone apps, all you need is a cell phone with an internet connection, and you’re ready to fax to and from any corner of the globe.

This flexibility means you can close deals, send proposals, and finalize documents whether you’re at home, in a hotel room, or even at the airport.

Maximizing Efficiency with Advanced Fax Features

Online faxing services come packed with advanced features that help maximize efficiency. For instance, services like Fax App offer integration with popular cloud storage apps like Google Drive and Dropbox, making document storage and access a breeze.

Moreover, features like customizable cover pages allow you to present a personalized front for your communications. You can also compose multi-document faxes, combining pages from various files into a single fax, simplifying complex document transmission. And let’s not forget about the added security and compliance benefits of secure cloud-based data storage.

Integrating Fax with Your Business Systems

Online faxing services aren’t just for individual use; they’re also a valuable tool for businesses. Integrating fax capabilities with your business systems can streamline document management and improve workflow efficiency.

Online fax services offer integration with:

  • Google Drive

  • Google Docs

  • Google Sheets

You can get most of them at Google Workspace

This allows you to fax documents directly from these services. This not only simplifies the faxing process but also enhances collaborative work environments with customizable access permissions.

Transitioning from Traditional Fax Machines

If you’re still using a traditional fax machine, it might be time to consider transitioning to an online fax service. Here are some benefits of using an online fax service:

  • Ditch the frustration of maintaining a bulky machine and a dedicated phone line

  • Enhance your security and protect sensitive information

  • Improve reliability and reduce the risk of lost or misplaced faxes

  • Reduce operational costs and save money on paper, ink, and phone line fees

Making the switch to an online fax service can streamline your online faxes process and provide numerous advantages for your business.

The transition to online faxing involves:

  • Planning to prevent disruptions

  • Determining necessary equipment

  • Providing staff training

  • Managing the transition in phases with proper guidebooks and tracking of progress

This can help identify issues and support employees in adapting to the new system.

Summary

Faxing has transformed from a tedious task into a simple, efficient, and cost-effective communication method. Online faxing services offer a myriad of features that not only streamline faxing but also integrate with your existing business systems. Whether you’re sending your first fax, maximizing efficiency with advanced features, or transitioning from traditional fax machines, online faxing is the future of fax communication. 

FAQ

How do I send a document via fax?

To send a document via fax, you can use an online faxing service provider, a faxing App on the App Store or Google Play, or your email account.

Do I need a fax machine to fax something?

No, a fax machine or a phone line are no longer need to send a fax since you can use an online faxing service like Fax App. You can conveniently fax documents from a mobile device with an internet connection, such as an iPhone, iPad, Android phone or tablet.

Can you send a fax from email?

Some online faxing services like Everyfax do offer faxing straight from email. Check out the services offered by online fax providers to make sure they’ve got the option. 

What do I need to send a fax online?

You don’t need anything except your smartphone and an internet connection. You’d need a document to send as well but a good faxing app can even scan a physical document for you, so that’s not a problem anymore.

How much does it cost to fax online?

Faxing online starts at around $0.30 per page or at 9.99 for week-long unlimited faxing. Get the full picture here