5 Ways to Fax Using Internet

Quick Facts

• Internet faxing allows you to send and receive faxes without a traditional fax machine, using email, mobile apps or web portals.

• Internet faxing uses email, web portals and mobile apps which is very convenient and more cost effective than traditional faxing systems.

• Integrating internet faxing with office tools like Google Docs, Microsoft Office and other cloud services makes document management and workflow more efficient.

• Some services offer free internet faxing with limitations on the number of faxes you can send per day.

What is Internet Faxing

One of the best features of internet faxing is it can interact with traditional fax machines, thus bridging the old and new technology. Online fax services allow you to:

• Send and receive faxes without a dedicated phone line
• Access your faxes from anywhere as they are stored digitally
• Manage and organize your faxes online
• Save on paper, ink and phone line cost

How it works

Online faxing uses internet technology to send and receive faxes. It converts digital documents into faxable formats and sends them over the internet instead of using phone lines. A key part is the fax-to-email gateway which is the bridge between internet protocols and fax protocols.

This server acts as a gateway, receives fax data from the internet and converts it to the required format. Then it sends the converted data over the phone lines to traditional fax machines. The process for incoming faxes is reversed. The system can do fax-to-fax only over the internet if both parties are using online faxing services.

This method enables the incorporation of fax technology into contemporary digital communication systems while still being compatible with traditional fax machines.

Internet Faxing Benefits

Going internet faxing has lots of benefits. Here are some of them:

• No need for expensive fax machines, phone lines and maintenance cost

• No more paper jams or toner cartridge replacement

• No need to search for places to fax especially while travelling

• Big savings in the long run

Plus internet faxing is time efficient. You can send and receive faxes instantly and the digital format allows for easy archiving and retrieval of documents. And more secure as faxes are sent directly to the recipient’s email account reducing the risk of unauthorized access.

Send a Fax via Email

Faxing documents over the internet is done through email and it’s very popular. This method is easy and only requires an email address, an account with an online fax service and an internet connection.

You can use popular email platforms like Gmail, Outlook or Yahoo Mail to send and receive faxes after integrating them with an online fax service.

Set up your email for faxing

To start email faxing you need to subscribe to a trusted online fax service like Everyfax or eFax. Once you sign up you will link your fax number to your email address. This will involve verifying your email address and setting up your account preferences.

One of the good thing about this setup is it’s compatible with any existing email provider — no need to create a new email account. You can link the service to Gmail, Outlook or any other platform you’re using. Once you do that you can start faxing directly from your email inbox.

Send a Fax via Email

Sending a fax via email is as easy as attaching a document to an email. Here are the steps:

1. Log in to your email account.
2. Draft a new email.
3. Attach the document you want to fax.
4. In the ‘To’ field, enter the recipient’s fax number followed by your fax service provider’s domain

You can even draft your fax like a regular email with subject line and body text. Once you’re done hit send and your document will be converted into a fax and sent to the recipient.

Receive Faxes via Email

The convenience also applies to receiving faxes via email. Incoming faxes will arrive in your email inbox as PDF attachments which you can view, download and manage just like any other email. This digital format makes it easy to keep track of your faxes and access them from anywhere.

Fax via Web Portals

Online fax services including online faxing service also have web portals – an alternative way to send and receive online faxes. These platforms allow you to manage your faxes from your computer, tablet or smartphone and often comes with additional features like cloud storage and fax status tracking.

Access the Web Portal

Accessing the web portal is easy. Just use your username and password to log in to your account from any device. For added security some services offer two-factor authentication so only authorized users can access your fax data.

If you forgot your password most services have easy recovery options on the login page.

Send Faxes from the Web Portal

When sending a fax from a web portal you will:

1. Upload the document from your device or cloud storage.
2. Fill out the fax cover sheet with any required details.
3. Enter the recipient’s fax number.
4. Some portals also allow you to preview the document and add electronic signature before sending.

Once you’ve verified all the details just hit send and the portal will take care of the rest. This is convenient and you don’t need a physical fax machine.

Receive Faxes Online

The convenience also applies to receiving faxes via web portal. You can view your faxes in the inbox section often in searchable PDF format. This makes it easy to manage and download faxes for local storage or further processing.

Some services offer unlimited storage for your fax documents as long as your account is active.

Mobile Apps for Online Faxing

Online faxing has become more accessible with mobile apps. Whether you’re using an Android or iOS device, these apps allow you to send and receive faxes on the go, perfect for busy professionals.

Top Mobile Apps for Faxing

For occasional faxing, consider:

• Fax App: integrates with cloud storage services and has competitive rates
• FaxZero: allows you to send up to 5 faxes for free
• RingCentral: for larger business with more features
• eFax: for a complete package of web based + app based faxing

These have different features and pricing.

Send Faxes via Mobile App

1. Download the app and log in to your account.
2. Take a photo of the document or upload a PDF from your device.
3. Enter the recipient’s fax number.
4. Add cover page if needed.

Most apps allow you to preview the document before sending. This is perfect for those who need to send faxes fast and on-the-go.

Receive Faxes on Mobile Devices

For receiving faxes on mobile devices a paid subscription is required and you get a dedicated fax number. When a fax is received you’ll get a notification either via email or in-app alert and you can view and manage the fax from your mobile device.

Online Faxing with Office Tools

Online faxing with office tools like Google Docs, Microsoft Office and Dropbox makes document management and workflow smoother. This integration allows you to send and receive faxes directly from these applications making the whole process more convenient and time-saving in a professional setting.

Fax from Google Docs

1. Open the document you want to fax.
2. Click on the ‘Add-ons’ menu.
3. Select ‘Fax your document’.
4. Follow the prompts to enter the recipient’s fax number and any other details.

This is easy and you don’t have to leave the Google Docs interface.

The add-on integrates with Google Workspace:

• Manage your faxing alongside your other Google Docs activities
• Send faxes from Google Docs
• Receive incoming faxes in your Google Drive
• View fax history and manage fax settings in Google Workspace

This is perfect for businesses that use Google Workspace as their daily tool.

Fax from Microsoft Office

Microsoft Office users can also enjoy integrated faxing. By setting up the ‘email to fax’ feature you can send faxes from applications like Word, Excel and Outlook. However, you still have to use an online fax service like eFax or Fax.Plus as third-party add-ins for Microsoft Office suite that allow you to fax directly from Word, Excel and PowerPoint. These tools let you send faxes without a physical fax machine or additional software.

Fax from Dropbox and other Cloud Services

• Send and receive faxes from your Dropbox account
• Upload the document you want to fax, enter the recipient’s fax number or email and click ‘Send’
• This integration with Dropbox means you can manage all your documents in one place.

Also, Dropbox Fax integrates with:

• Google Drive
• Box
• OneDrive
• Evernote

This multi-cloud compatibility means you can fax from any cloud storage service you prefer.

You should note however that most of the modern fax apps for iPhone or Android have the cloud integration capabilities as well so unless you’re a heavy Dropbox user, you may find using a phone app more convenient.

Choosing the Right Online Fax Service

When choosing the right online fax service you need to consider:

• Fax volume

• Security

• Customer support

• Pricing plans

There are many options so you need to find one that fits your needs. Some services offer free internet faxing with limitations, which can be a good option for low-volume users.

Considerations

When selecting an online fax service you need to take into account the number of faxes you send and receive monthly. Most services offer a limited number of pages for free so assessing your fax volume will help you choose the right plan. 

Also, contacting vendors directly will give you an idea of their customer service and transparency. Good customer service is important especially if you encounter issues or need help with the service.

Free vs Paid Plans

Free plans have different features and limitations. Free plans have low fax limits and may have ads and watermarks. Paid plans have more features, higher page limits and better customer support. For Fax App, these plans are subscription based with base fees starting at $9.99 / week.

If you fax minimally, pay as you go or weekly plans might be more cost effective. This flexibility allows you to only pay for what you use and not waste money for a monthly or yearly subscription or pages that you don’t need.

Conclusion

Online faxing is a modern and efficient way of faxing. By using email, web portals, mobile apps and integrations with office tools you can simplify your faxing and save time and money. Whether you choose a free service or a paid plan, the key is to find one that fits your needs and workflow.