In today’s digital world, faxing remains a necessity in many industries. If you work in finance, you know what we mean!
Financial institutions, healthcare professionals, insurance companies, legal offices, and manufacturing still depend heavily on fax features.
The reasoning is that, despite the rise of paperless offices, many organizations still require faxed documents for verification and compliance.
According to Arizton, the global fax services market was valued at $3.46 billion in 2023 and is projected to reach $6.50 billion by 2029, reflecting its continued relevance.
However, with fewer traditional fax machines in modern workplaces, businesses are seeking more efficient alternatives. This raises an important question: ‘How to send a fax online?’ Fortunately, technology has a solution.
With VoIP services, email, or an online fax service, you can convert digital documents into fax format and send them securely.
Options include using an Analog Telephone Adapter (ATA) connected to a VoIP system or a dedicated internet-based fax service, allowing businesses to fax without needing a traditional machine.
Here’s how to fax using your email:
Online fax services give more efficiency and convenience to businesses and enhance their communication strategies. In our mission to help you communicate better, VoIP.ms makes it easy to send a fax from email, requiring only a bit of configuration.
Step-by-Step: How to fax online with VoIP.ms
To send a fax online using VoIP.ms, follow these simple steps:
- Obtain a Virtual Fax Number: Log in to your VoIP.ms Customer Portal, navigate to the DID Numbers section, and then go to the Virtual Fax tab.
- Enable the Service: Check the box to activate the email-to-fax service.
- Enter Your Email Address: Add the email address authorized to send faxes.
- Set a Security Code (Optional): If desired, include a security code in the subject line for additional security.
- Choose a Default “From” Number: Select the virtual fax number that will appear as the sender.
- Save Settings: Click the checkmark button to confirm.
Once configured, you can send a fax online by only sending a new email!
Need a more detailed tutorial? Here’s a step-by-step video guide:
How Does Online Faxing Work?
Online faxing uses the same principle as that of traditional faxing, but with a web interface. It converts digital documents into fax-compatible formats, sending them over via internet connection rather than through phone lines.
Unlike traditional faxing, it eliminates the need for a physical fax machine or printing. Users can simply attach PDFs, text documents, or images (for, example, “png” and “jpg” files) to an email and transmit them as faxes instantly.
RELATED: What Is Virtual Fax and How does it Work?
What are the benefits of faxing over email?
The first one is pretty obvious, right? You don’t need to own or look for a fax machine every time you need to send an important document.
Benefits like convenience, security, and environmental impact make free fax online an attractive solution. Let’s take a closer look:
- Optimization: As mentioned before, sending and receiving faxes via email eliminates the need for a physical fax machine, optimizing office space.
- Lower cost: Online fax services are cost-effective, requiring only an existing Internet phone service or email – no need for paper, ink, or maintenance.
- Flexibility: It is possible to send and receive faxes from anywhere, remotely, as long as you have access to your email—you can even use your mobile device (like an iPhone or Android smartphone).
- Agility: With online faxing, no landline is needed to transmit documents. It’s the perfect solution for small businesses.
- Security: Online fax enables the use of encryption technology, allowing the document to be seen only by the person who sent the fax and the one who receives it.
- Sustainability: Faxing over email is also environmentally friendly since it reduces paper usage.
Business Use-Cases of Online Faxing
Why do some businesses still need to receive faxes? Well, there are many reasons—authenticity, agility and transmission of confidential information being a few of them.
Below, you can find the key markets that use online fax services:
Legal Sector
Legal firms need to securely send and receive contracts and other legal documents. Faxing ensures document authenticity, making signed agreements legally valid and reducing the risk of falsification.
Financial Businesses
Financial institutions handle secure transactions and sensitive financial information, using faxing for secure transmission of confidential documents, ensuring compliance with regulatory standards.
Manufacturing
Many companies use faxing to safeguard proprietary information from competitors, also reducing the risk of cyber threats and industrial espionage.
Interesting, right?
RELATED: Fax over IP (FoIP) using T.38 Protocol
What are the disadvantages of faxing over email?
While free fax online offers many benefits, it does have some drawbacks. Remember to consider them so you don’t suffer any disruptions in your operations:
- Tech Failures: Internet disruptions can temporarily prevent fax transmissions.
- Redundancy: Businesses with traditional fax machines may find online faxing unnecessary.
- Storage Limitations: Some online fax services have document retention limits.
- Subscription Costs: Most online fax services require a paid plan.
Enjoy online faxing with VoIP.ms
Online faxing offers convenience, security, and cost-effectiveness for businesses looking to modernize document transmission. With VoIP.ms, users can access a seamless virtual fax solution that integrates directly with email, allowing them to send and receive faxes effortlessly.
Ready to streamline your faxing process? Click here to learn more about our Virtual Fax services today!
FAQ on How to Send a Fax Online
Here, you can find the most frequently asked questions about online fax services. Have a question you don’t see answered? Ask our Sales Team!
Can I send a fax via email?
Yes! Modern VoIP-based fax services (often called “email to fax” or “online faxing”) allow you to send faxes directly from your email client without any physical fax machines.
There is no need for traditional phone lines, and it often includes features like delivery notifications. You can choose your email service of preference to send your faxes (like Microsoft Outlook), and easily add faxes to your workflow.
Can I send a fax through Gmail?
Yes, but it is necessary to have an internet fax service, like Voip.ms’ Virtual Fax!
That way, you can send faxes by creating a new email message and, receive faxes to your virtual number as email attachments. Some providers offer dedicated Gmail extensions/add-ons, and the same goes for other providers.
How can I send a fax without a fax machine?
By using online fax services or VoIP-based solutions, you can send a free fax online from your email, eliminating the need for a physical fax machine. If you’re using a provider like VoIP.ms, you need to:
- Use the email account you provided when enabling the email to fax service
- In the subject field, type the destination fax number
- Attach the document you wish to send to the email message
- Press the send button, and you’re done!