A Quick Guide To Online Faxing

Online faxing has now taken over the fax scene. It brings a lot to the table that the old fax machine can’t.

14:37 23 March 2022

If you’ve used a physical fax machine in the past, you know how inconvenient the process is. There’s the notorious paper jam, delayed faxing, sudden loss of toner, the rickety sounds, and more. Compared to today’s technology, it’s understandable why mostly everyone steers clear of this hunk of metal.

 

Fax machines have likely become obsolete due to the advent of email, printers, and computers. Since these three can do the job better and more efficiently than a fax machine, it should be more than enough. But some businesses still require faxes, so, to modernize, we now have online faxing.

 

What Is An Online Fax?

As the name implies, online fax is your classic fax, except it’s done online. It means no fax machine is needed to send and receive a document. Unlike their physical predecessor, online faxes don’t need paper and toners in most cases. 

 

Also, online fax works perfectly well with fax machines. That means online faxing services can readily receive fax from a fax machine. And to put a cherry on top, you don’t need a phone line to receive a fax from a device, or vice versa. 

 

Online fax providers will provide you with a digital number, which you can use in place of a phone number. Treat it as you would a fax number, and you’re all set. This service is generally easy, and you can use it even without searching the internet on how to fax.

 

But if you’re still undecided, here’s a quick guide to online faxing to get you started.

 

• It's Secure

Accessibility and convenience aside, another thing that online fax is proud of is its security. Most online fax providers use an encrypted channel, which means the ‘pathways’ where your online fax travels are kept under lock and key. It’s going to be difficult for just anyone to read the content of your document, let alone snag it away mid-transit. 

 

In addition, online fax can ensure that the faxed document will only be visible between the sender and the receiver. No one can view the document unless given access, unlike traditional fax machines where anyone can easily view the faxed copy. 

 

However, while online fax uses an encrypted connection, you must still make your account secure, particularly if you subscribe to a paid online fax service. Make sure that you observe password hygiene practices at all times. 

 

• Multiplatform Capacity

This is perhaps one of the best things about online faxing. Most online faxing services have a cross-platform capability, meaning it’s portable and accessible, especially with tasks that require you to go out. 

 

Since it’s flexible, it can quickly adapt to your existing routine or work process. For instance, if your job uses email most of the time, online faxing services can easily be incorporated into email clients. They also work hand-in-hand with most PDF clients, meaning they won’t disrupt your work process. 

 

Furthermore, you can fax and receive documents with ease across the globe. Since it’s email-focused, people from different places can send you fax—something that its physical predecessor had difficulties doing. Plus, you can send multiple faxes through various platforms simultaneously. Massive productivity boost, right?

 

• Cloud storage

Yes, you read that right. Most online fax services available nowadays have cloud storage capacity, which means you can store them in the cloud securely and hassle-free. Not only that, having documents in the cloud makes it so people from your team can access them (if given permission, of course). Therefore, collaborative work becomes more accessible!

 

Moreover, some online fax services have unlimited cloud storage, which is better than having a cap. For one, you can store a total number of documents that work to the advantage of people who need to keep a record of any transaction. Additionally, unlimited storage means having the ability to create backups when required. 

 

• You Can Test It Out First

The market for online fax services is saturated, so it’s pretty tricky to choose which one can truly help you with your fax needs. Fortunately, most of these companies offer a free trial if you want to test the waters first before committing to a service.

 

Also, most online fax companies nowadays have customizable plans to fit your needs. You can customize the storage space, payment scheme, subscription type, etc. Just beware of contracts before signing one! Make sure to review everything so you’ll know what to expect. 

 

Final Thoughts

Online faxing has now taken over the fax scene. It brings a lot to the table that the old fax machine can’t. Simply put, online faxing gives you a bang for your buck. And with all the possibilities with technology, a better option will eventually become available. But for now, try it out and see for yourself.