Key Takeaways 

  • Online faxing eliminates the need for physical fax machines, allowing users to send and receive faxes from anywhere via the internet, thereby saving time and reducing costs associated with traditional faxing.

  • Setting up an online fax account is a simple process involving selecting a service provider, creating a free account, and obtaining a dedicated fax number, with considerations for service features, pricing, and ease of use.

  • With online fax services, enhanced security measures and compliance with industry standards protect sensitive data, while compatibility with mobile devices and email clients offers convenience and flexibility for managing faxes on the go.

Understanding Online Faxing

Online faxing revolutionizes the way we send documents. It involves the digital transfer of documents via the internet, which eradicates the need for a physical fax machine. This innovative approach not only enhances productivity by saving time, but also significantly reduces costs by eliminating the need for fax hardware, paper, ink, and storage space.

An online fax service allows you to send and receive faxes from anywhere with an internet connection, eliminating the need for fax servers, modems, or particular software. But what is an online fax service, and how does it function? Let’s explore further.

What is an Online Fax Service?

An online fax service provides the ability to:

  • Send and receive fax messages through a mobile device or computer
  • Completely bypass the need for a traditional fax machine
  • Streamline your faxing process
  • Save time and money
  • Access your faxes from anywhere with an internet connection and email account

It’s a game-changer that offers unparalleled convenience and cost-effectiveness. With just an Internet connection and an email account, you’re ready to streamline your faxing process.

These cloud-based alternatives remove the reliance on traditional fax machines and phone lines, giving you the power to fax directly from your device using a dedicated phone line.

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The Convenience of Faxing Online

One of the standout features of online faxing is the convenience it offers. With online faxing, you can:

  • Send and receive faxes from anywhere using any device connected to the internet

  • No longer be chained to a physical fax machine

  • Enjoy advanced features like searching within faxes and managing them via browser extensions

This implies that you can manage your fax transmission communications on the move, enhancing the efficiency and adaptability of your business processes.

Security Features of Online Fax Services

When it comes to handling sensitive information, security is paramount. Thankfully, online fax services take this seriously. They offer encryption for both incoming and outgoing faxes and comply with industry regulations like HIPAA, GLBA, SOX, and PCI-DSS standards. This ensures the secure transfer of your documents, providing peace of mind.

Online fax services ensure security with features such as audit trails, digital signatures, and stringent security protocols like 256-bit encryption and password protection. Even when using mobile fax apps, robust security measures are in place to guarantee encryption and compliance with security protocols for all sent and received documents.

Setting Up Your Online Fax Account

Now that you understand the benefits of online faxing, you may be wondering how to get started. Setting up an online fax account involves a few simple steps: selecting a service provider, creating a free account, and obtaining a dedicated fax number.

Registering for an online fax service account requires just an Email ID or mobile number. Let’s dissect each of these steps further.

Selecting the Right Service Provider

The initial step in establishing your online fax account is to select the appropriate service provider. This decision is vital as it shapes your faxing experience. Seek providers who offer:

  • Affordable and flexible pricing plans, with options for monthly, annual, and custom pricing to suit your needs
  • A user-friendly and intuitive online fax solution
  • Excellent customer service for dealing with technical issues or questions about the service

We strongly encourage you to check out our own FAX App since we’ve been adamant in providing all the benefits that modern online faxing offers in the app. 

Creating Your Free Account

Once you’ve chosen a service provider, the next step is to create your free account. This is typically a straightforward process. Here’s how to do it:

  • Download the app on App Store or Google Play or if it’s an online service, register on their website
  • Get your own fax number from the list provided if you intend to receive faxes
  • Add a document and click Send or scan a document with the app

You may also be asked to enter your payment details for future billing if the service you’ve chosen is a subscription model fax.

Obtaining Your Dedicated Fax Number

The final step in setting up your online fax account is obtaining your dedicated fax number. This is a unique number assigned to you by your online fax service, which allows you to receive faxes directly to your email or online fax portal. You can choose between different types of fax numbers based on your business needs, and some providers even offer easy transition and preferred area codes for new numbers. 

Here’s what choosing your fax number looks like on Fax App:

Choosing your own fax number to receive faxes in Fax App

When sending a fax, you’ll simply need to enter the recipient’s fax number to ensure it reaches the correct destination.

A dedicated fax number not only enhances your business image, but it also provides a local presence, broader appeal via a toll-free number, or global reach with an international number.

Sending Faxes Online: A Step-by-Step Tutorial

Now that your online fax account is set up, it’s time to send your first fax. Don’t worry; it’s a straightforward process. We’ll guide you through it step by step, from composing your fax message to attaching documents and finalizing your fax.

Let’s get started.

Composing Your Fax Message

The first step to sending a fax online is composing your fax message. This is similar to writing an email. Open the online fax software, click on the ‘New Fax’ button, and enter the recipient’s fax number, followed by @ and the software-specific domain.

While a cover page isn’t always necessary, it can provide essential information about the sender and document information, enhancing the professionalism and clarity of your fax.

Attaching Documents to Your Fax

The next step is to attach the documents you want to fax. Most online fax services allow a variety of document formats, including Word documents, PDFs, and image files, providing flexibility for your faxing needs. If your documents are stored in a cloud service like Google Drive, some online fax services offer add-ons that make it easy to fax these documents directly. Just make sure the file format is supported by your online fax service.

Finalizing and Sending Your Fax

You’ve sent your first fax. Congratulations! But what about receiving faxes? No worries, you don’t need a physical fax machine for that either. With an online fax service, you can receive faxes directly in your email or manage them online.

Let’s look at how this works.

Illustration of composing a fax message

Receiving Faxes Without a Fax Machine

You’ve sent your first fax. Congratulations! But what about receiving faxes? No worries, you don’t need a physical fax machine for that either. With an online fax service, you can receive faxes directly to your mobile phone and manage them online.

Let’s look at how this works.

Receiving Faxes Directly on Your Mobile App

To receive faxes straight to your mobile device, you can use a faxing app such as “Fax from iPhone” available on the Apple App Store. Once you’ve configured the app with your online fax service account, all incoming faxes will be conveniently delivered to your phone, allowing you to view and manage them with ease.

Streamlining Fax Management with Mobile Apps

Managing your received faxes becomes a breeze with the app. Not only are all your faxes readily accessible on your mobile device, but the Fax app also offers features like unlimited cloud storage and the ability to annotate or tag your faxes. This modern solution simplifies organization and retrieval of your fax communications.

Alternatives to Traditional Faxing

While online faxing offers a significant departure from traditional fax machines, it’s not the sole alternative. Other options include email-to-fax solutions and utilizing multifunction printers (MFPs) for faxing.

Let’s dig a little deeper into these alternatives.

Email-to-Fax Solutions

Email-to-fax solutions offer another way to send faxes without a traditional fax machine. With these solutions, you can send faxes directly from your email client by attaching a document and sending it to the recipient’s fax number followed by the fax service provider’s domain.

This method provides a seamless experience as you can send faxes from the same interface you use for your everyday email communications.

Using MFPs for Faxing

Lastly, you can also use multifunction printers (MFPs) for faxing. If an MFP supports faxing natively or can be augmented with a compatible fax kit, you can send faxes through the print driver or document feeder.

This solution can be handy if you already have an MFP and want to leverage its capabilities to include faxing.


Online faxing is a modern, efficient, and cost-effective alternative to traditional fax machines. It offers numerous benefits, including convenience, enhanced security, and integration with mobile devices and various business software. With the ability to send and receive faxes from anywhere at any time, online faxing can significantly enhance your productivity and streamline your business processes. So why not leave the traditional fax machine in the past and step into the future with online faxing?