May 28, 2020

Why Fax Online Instead of Using a Fax Machine? Here are 5 Reasons!

Since its inception, fax technology has always been an important part of business communications.  From Japan to the US, the fax machine grew to be a must-have item in millions of offices around the world, reaching its height in popularity during the late 80s and early 90s, before the advent of digital communications.

What made faxing special is that it helped in sending and receiving documents in just a few minutes, something that used to take more time when it depended on special courier services.  Fast forward to 2020 and everybody is communicating in a matter of milliseconds even if two people are on the opposite side of the planet.  Immediacy in communications is a must, and there are plenty of ways of communicating instantly without the need for additional equipment.

Still, many offices rely on faxing.  Does this mean that we have to buy a fax machine or a multi-function printer? Luckily no, the time hasn’t advanced in vain, there are now companies that let you mix traditional faxing with the speed of the digital medium, making faxing faster and easier than ever before while retaining what matter most: security and the assurance that your document has arrived in the correct hands.

Online faxing has revolutionized the ways and speed in which businesses communicate, and hundreds of thousands are replacing their machines with an online solution. Let’s take a look at some of the best reasons you should also throw away your fax machine and go digital.

You Can Send Faxes by Email

One of the most common ways to fax online is to do it through email.  You can use any email provider you want, but according to, Gmail is one of the best when it comes to online faxing integration.

Faxing by email is very similar to sending an ordinary email, the main difference is in the way you enter the recipient’s address.  You will be entering all fax numbers in an email format, which means that you first have to enter the digits, then add “@“, and then add the domain of your preferred provider. In the end, the recipient’s field should look like this:  fax number @

The contents of your fax will be uploaded as an email attachment, there are many types of files services can convert to fax in just a few seconds, but it depends on the service you are using so it is a good idea to first consult with a representative before paying for a plan.  There are also free pages that let you send a couple of pages, but they only work with PDF and DOC files.

It’s Super Fast

By taking advantage of digital technology, faxing is faster than ever before.  If you’ve used fax machines before, you know that it is not exactly a quick affair.  It takes a few minutes to complete and that’s if you don’t run into common problems such as paper jams or interruptions.

Sending fax online on the other way takes only a few seconds once you get used to it.  Once you set everything up in your email, you just press Send and let your online fax service take care of everything.  Just wait a couple of minutes and a message will arrive at your inbox letting you know that your fax has been successfully sent.  Even if there’s a problem on the way, the service will retry sending the fax several times to make sure it arrives at its destination.

It’s Safer Than Using a Fax Machine

Law firms, healthcare providers, and even common businesses use faxing because it is secure, and ensure the document has arrived where it needs to be.  Online fax services know this and have added security measures that surpass those of the fax machine.

In addition to confirming each and every fax you sent, they have in place point-to-point encryption, and the ability to receive fax in a format that can only be opened by a special app.

Some services are also able to provide HIPAA compliant faxes, helping healthcare providers stay communicated effectively and without risks, by following what is required by law.

Your Own Dedicated Fax Line

Every new online fax account with a service comes with its own online fax number, it’s included with your monthly membership.  You can pick between a local or a toll-free fax number with different prefixes depending on your country and city of residence. This number acts as a dedicated fax line that is open 24/7 to receive documents.  Forget about busy lines and missing faxes, and also forget about interruptions.  Unlike a common line which can be interrupted by picking up the phone, this virtual line remains open for transmission always and can receive multiple fax documents at once.

Advanced Faxing Features

Modern fax services put at your hand tools and features that you wish you had with an ordinary fax machine.  These features take your faxing to a whole new level, letting you automate tasks and integrate faxing into other platforms.

Fax scheduling lets you set the fax to be sent ahead of time.  Forget about having to stay at the office or setting up an alarm, you just enter the date and time and forget about it.  Once the fax has been sent you receive a confirmation email as usual.

Other features you can expect to find on the best providers are the ability to integrate fax with cloud storage services like Dropbox or Google Docs, and advanced apps that let you fax over a phone in just a few taps.

A Solution Tailored to Your Own Needs

Currently, there are many services to fax online, which gives you plenty of options to find the right plan at the right price.  You can find free pages that let you fax a couple of pages each day (along with an advertisement), but you can also find services with corporate solutions, aimed at companies that handle a large faxing volume.

Whatever you choose, make your proper research, and avoid services that ask you for a setup fee, have hidden charges, or very expensive overage fees.  It’s better to pick a service that lets you create a free account so you can try before you buy.

About the author 

Imran Uddin

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