This post was last updated on February 5th, 2021 at 08:05 pm
Not everybody relies on email for sending and receiving documents. They instead turn to fax, and to be ready, you need a way to efficiently communicate with these people/entities. No fax machine? No problem. RingCentral and other online service providers have you covered by allowing you to fax from a computer instead.
How to Fax from a Computer
It’s easier than it may sound, especially when you realize such technology eliminates the need for an oversized, clunky fax machine that must also be connected to a phone line.
Start by selecting a web-based service provider that serves as the gateway between you and the fax recipient. Keep in mind that faxing from a computer requires Internet access. A service provider then facilitates the transmission of your digital document to an actual fax machine. In other words, they handle the annoying work.
After you’ve chosen a provider, you must then scan the document to be faxed so it’s in electronic format. If the file already exists on your computer, you can skip this step altogether.
Next, log in to your Gmail account. That’s right – with the right service provider, you can send a fax simply and effectively from your email. Your service provider handles the conversion of the document to simplify the process on your end.
Inside Gmail, compose a new email just as you normally would. For purposes of a fax, you might think of your email message as the “cover page.” Once that’s taken care of, attach the document(s) like an ordinary email attachment.
In the “to” field, where a recipient’s email address would typically go, enter the fax number followed by your service provider’s extension, which they will give to you. With that in place, type the subject – again, just like an email – and hit send. From your perspective, you are essentially sending an email. The difference is that rather than using a traditional email address, you use a fax number. It couldn’t be simpler.
Benefits of Google Fax
By sending a fax through Gmail, you’re using Google Fax. We recommend this for a few reasons – namely, because it’s an easy process, as outlined above. Additionally, you need nothing more than a Gmail account (which you probably already have) and a service provider.
Google Fax also allows you to truly communicate from home by simply using your computer. Never has this option been more important than now, when so many people work from a home-based office but don’t necessarily have the equipment a traditional office has. Meaning, you can still get your work done without buying a fax machine – and installing a phone line – or rushing to a commercial spot where you must pay to use a fax.
Less Time, Better Organization
Sending a fax from a computer also means you no longer need to stand beside a machine and wait for documents to slowly go through. Instead, you can continue with other tasks while your service provider does the work.
Equally important, you can organize your faxes in a file folder within Gmail, on your desktop, on a flash drive – whatever works most conveniently for you. Say good-bye to clunky hard copies stuffed in desk corners, wayward folders, and file drawers.
When You Need to Receive
Using your computer to fax isn’t limited just to sending – you can also receive them, thanks to behind-the-scenes work of your service provider. They’ll arrive in your Gmail inbox for fast, easy retrieval. And when you’re not at the computer, you can still send and receive faxes on your smartphone or tablet.
Faxing is easier than ever. Don’t get bogged down by thinking you need an actual fax machine to handle business. To learn more about how to use your Gmail account to send a fax, visit Gmailfax!
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