Having the ability to send and receive faxes is important for many businesses and employees across a variety of industries. When a document needs to be signed, faxing offers a faster alternative to snail mail and a way to collaborate on original documents when employees work in various offices.
It can even be used as a sales tactic, sending out faxes to prospects in the hopes of catching their attention.
But despite the many uses for faxes today, traditional fax machines are anything but simple or streamlined. They often require a lot of annual maintenance, particularly if they’re more than a few years old. They have to be kept stocked with ink, toner, and paper. They also require employees to be tied to the office where the fax machine is located.
Online faxing by email is changing this. Now, faxes can be sent and received instantly from anywhere, with no machinery required. Keep reading as we explore how faxing by email can streamline communication and why every business should jump on the bandwagon.
How Faxing By Email Can Streamline Communication
With a traditional fax machine, employees must use the machine to scan their documents, enter a recipient, and hit send. Then, the person receiving the fax has to wait by the machine to get it or else sift through a stack of incoming faxes to find theirs.
Online faxing by email streamlines this process. Faxes can instead be sent directly from a person’s computer or another device, regardless of where they are located. You can also sign your fax, receive faxes, and reference previous faxes all straight from your computer. This means being able to quickly complete any faxing needs all from one device.
The process is not only faster but also more convenient, as this means you aren’t tied to the office and fax machine around the clock. If you have to take a sick day, need to work while away on vacation, or need to send or receive a fax outside of regular business hours, you can easily do so by simply faxing by email.
Why Small Businesses and Individuals Should Fax By Email
The ability to send a fax from Gmail or other email accounts can be a great tool for any business. But small businesses and individuals, in particular, benefit from this technology.
While a larger corporation may have no issue affording a fax machine, this can be a major, expensive investment for small businesses or individuals. The upfront costs aren’t the only expense; you’ll also need to keep your machine operational and stock it with toner, ink, and paper.
Around 75% of Gmail users regularly access their email accounts on a mobile device. For small businesses and employees, this means having the ability to send, sign, and receive faxes while on the go, straight from your existing mobile device.
When you’re juggling the many different roles of a small-business owner or are a freelance or contract employee working irregular hours from home, this can be a vital tool to get more done throughout the day.
How to Get Started
Faxing by email from a Gmail or other account is a convenient, fast, and affordable way to meet your faxing needs. This is especially true for small businesses or individuals working on a budget but who are still looking to frequently send or receive faxes.
Getting started with faxing by email is fast and easy. All you have to do is choose your fax-by-email provider, create an account, and choose a plan that fits your needs.
FAQs
Is faxing by email secure?
Faxing by email can be a secure method of communication as long as proper security measures are taken. Some email fax services offer encryption and other security features to protect sensitive information during transmission.
It is important to use a reputable service provider and to ensure that both the sender and receiver are using secure email accounts.
Is there a limit to the number of pages I can fax using this method?
Yes, there is usually a limit to the number of pages you can fax using this method, which varies depending on the email fax service provider you choose. Some providers may offer a free plan with a limited number of pages per month, while others may have a paid plan with higher limits.
How do I know if my fax has been successfully sent and received?
After you send a fax by email, the email fax service provider will typically send you a confirmation email to let you know if the fax was successfully sent. You can also check the status of your fax by logging into your account on the service provider’s website.
Is there a difference in cost between faxing by email and traditional fax machines?
Faxing by email eliminates the need for a physical fax machine and a dedicated phone line, which can save on hardware and maintenance costs. Also, traditional fax machines may require ongoing costs for maintenance, toner, paper, and a dedicated phone line.