If you want to know how to send a fax, you have landed at the right place. In this article, we will discuss why people still use fax when there are multiple other forms of fast and secure communication available. We will also discuss three different ways of sending a fax—from a computer, from a mobile device and, of course, using a fax machine.
Why Do People Still Use Faxes?
If you thought that in the internet era, all document sharing happens via email, you could not be more wrong. People still use fax technology to share sensitive data and information over secure lines. Here are a few reasons why people still use faxes.
Faxing Is Backward Compatible
The first fax machine as we know it today was invented in 1964. Since then, there have been many technological advancements, but all of them have been backward compatible.
What this really means is that if you bought a fax machine 30 years ago, you can still use it to communicate and share documents using the latest faxing protocols. Companies have no incentive to do away with their old fax machines, so they have remained in use.
Faxing Is Secure
To understand how faxing is ultra-secure, you must understand how it works.
Fax machines communicate via telephone lines, which are much more difficult to spam or hack than public internet. When you send a fax, a dedicated end-to-end communication channel is established for use, which cannot be used by anyone else. This makes the communication more tamper-proof than any other internet or mobile-based communication protocol.
Faxes Are Legally Binding
Contracts or legal agreements signed through faxed signatures are legally valid and enforceable in most U.S. states.
Also, when you send a fax, you always get a delivery receipt. When you send an email with an invoice or project sign-off document to your client, you cannot really prove they received it. With fax, you have the receipt to show.
Faxing Is Compliant
Email is the modern default for sharing information. If the information is confidential, you use a secured email service provider.
However, if you operate in highly regulated and sensitive industries such as banking and finance, healthcare, etc., the communication channel must be compliant with industry standards.
If you wish to share personal healthcare information, your email service provider may or may not be HIPAA (Health Insurance Portability and Accountability Act) compliant. For instance, Gmail and Outlook are not HIPAA compliant by default. But fax is, and hence can be safely used to share sensitive patient information.
Similarly, regulatory compliance is critical in the financial sector, where the list of regulations applying to handling, storing and transmitting financial documents is long. Fax is a compliant mode of transmitting sensitive financial information.
Option 1. How To Send a Fax From a Computer
If you need to send a fax to a client but do not have a fax machine, you can still send a fax using your computer. Online faxing, or e-faxing, is a more convenient and cost-effective way of sending faxes than buying a fax machine or using a local fax shop. Let us discuss the steps required to send a fax from your computer.
Step 1. Set Up Fax Modem
You need a dedicated fax modem for sending faxes; the normal internet modem does not work here. Some computers come with a built-in fax modem. If your computer does not have one, install an external fax modem.
Step 2. Install Fax Software
Some operating systems come with built-in fax software, such as Windows Fax and Scan. However, if you do not have any built-in fax software, there are also convenient online fax services available, like eFax, FAX.PLUS, and mFax.
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Step 3. Configure the Fax Software
The first time you’re sending a fax using your computer, you might need to configure the fax software. You will need to put in details such as your fax number, country code and fax preferences. It totally depends on the software you use.
You should also configure the software to receive a confirmation report. The settings will depend on the software you are using. For Windows 11, you can set it up in Tools → Options → Receipts tab.
Step 4. Create a New Fax Message
Now that you have all the hardware and software in place, to send a fax, open the fax software and click on the New Fax button or menu item in the dashboard. Enter the recipient’s fax number, complete with area code and country code, followed by @ in the To field.
For instance, if you are using FAX.PLUS, you need to add @fax.plus and for eFax software, you need to add @efaxsend.com.
Step 5. Attach Documents
Whatever document you wish to send, attach it. If it is a physical document, you will need to scan and create a PDF first.
Step 6. Add a Cover Page (Optional)
You can add a cover page giving details such as your name, contact and details of the documents you are sending. However, it is completely optional and depends upon whether your software allows you to add a cover page. If it does, you will see a cover page button on the dashboard.
Step 7. Preview and Send
All software allows you to preview the fax message to ensure everything is correct. After you have previewed, hit the Send button.
Option 2. How To Send a Fax From a Mobile Device
If you are on the go and need to send a fax, but do not have access to a fax machine, you can send a fax from your mobile device. All you need is a mobile app for sending faxes. Also, you must have access to the document you need to share!
Step 1. Install Mobile Fax App
There are many free and “freemium” mobile fax apps available. Choose an app that meets your requirements and download from the app store.
Step 2. Create an Account
Depending upon the app you have downloaded, you can register for an account using your email ID or mobile number. You may also need to give your payment information while registering or upgrade to paid tier later.
Remember that you can send a fax from a free account but for receiving a fax, you must have a paid account.
Step 3. Create a New Fax
Open the app and create a new fax. Enter the recipient’s fax number complete with area and country code. Attach the document you wish to send. If you want to add a cover page, do that.
Step 4. Preview and Send
Preview the fax to ensure you have all the details and attachments correct and then hit the Send button.
Step 5. Receive Confirmation
A confirmation message will appear on your screen when the fax has been received successfully. You can also set up the software to receive the confirmation in your email.
Option 3. How To Send a Fax From a Fax Machine
Many businesses still use fax machines and hence it is good to know how to send a fax using a fax machine. Although there are different models of fax machines, their basic function and steps for sending faxes remain the same.
Step 1. Set Up the Fax Machine
Before you can actually start using a fax machine to send a fax, you must:
- Plug in the power cord
- Connect the telephone line
- Load the paper tray
- Turn on the fax machine
If you need to receive a fax, you need to ensure that the fax machine has sufficient ink and paper to print the document.
Step 2. Load the Documents
All fax machines have a document feeder tray, similar to the paper tray of a printer. You need to put all the documents to be faxed in the feeder tray. If there are multiple pages in a document, take care to arrange them in order so that the recipient receives them in the correct order.
Step 3. Send the Fax
To send a fax, you need to dial in the recipient’s fax number. Once you receive a confirmation that the communication channel has been established, in the form of a beep or flashing light, push the Send button. You will see all the pages passing through the machine and collecting in the bottom tray.
Step 4. Receive Confirmation
As discussed earlier, you will receive a delivery confirmation. It is typically flashed on the machine display itself, but you can also choose to get a printed receipt.
Step 5. Remove Original Documents
Yes, do not forget to collect your original documents after receiving the delivery confirmation receipt.
Bottom Line
Fax is still a compliant, secure and fast mode of communication and sharing documents decades after the first fax was sent. Technology advancement has ensured that besides using a fax machine, you can also send a fax using your computer or mobile device.
Frequently Asked Questions (FAQs)
Can I send a fax from Gmail?
Yes, you can send a fax from Gmail. But it really depends upon the software you are using. If it integrates with Google, you can send faxes directly from Gmail. For instance, FAX.PLUS, CocoFax, HelloFax and WiseFax integrate with Google and can be used to send faxes directly from Gmail.
Can I send a fax on my phone?
Yes, you can send a fax from your phone. All you need is faxing software and access to the documents you want to send.
Is fax sent by email?
Yes, you can easily send online faxes using email. The only thing you need is an online faxing service provider. Once you have the app on your computer or mobile, open the app, attach the document, enter the recipient’s fax number and hit Send.
What are some key features to look for in an online fax service?
When choosing an online fax service for your business, there are several essential features to consider, including digital signatures, bandwidth and file size support, diverse file support, fax search and indexing and regulatory compliance.
