This post was last updated on November 4th, 2021 at 04:16 pm
As digital services become more common, the fax machine often seems outdated; however, many organizations and individuals still use fax as a part of their essential business operations. Fortunately, companies like RingCentral help people across the country to meet their needs, such as sending a fax from Gmail by integrating newer and older technology.
Sending a Fax From Gmail in 4 Simple Steps
There are a few different strategies for successfully sending a fax using Gmail. One of the simplest and most commonly used tactics is to convert a file saved in one of Google’s products to a PDF and subsequently send the PDF as a fax. This process is fairly straightforward, although it can be frustrating if you lack the appropriate tools.
1. Download the File You Need
Naturally, the first thing you need to do is find the appropriate file within your Gmail account or other Google platform, such as Google Docs and Google Drive, and make sure the file is in a format you can work with. If you don’t wish to change the format of the file, you simply need to download the file as a PDF if you want to ensure the recipient is not given permission to alter the original document in any way. It will save automatically in your Google Drive.
Depending on which type of PC or laptop you use, your computer may only allow you to “print” the relevant document. If this is the case, your computer will typically allow you to “print” to your downloaded files, which will work just fine in coordination with RingCentral.
2. Open the RingCentral App
Once you have the file you need, you can open the RingCentral app or log-in to your account online. From here you can use the “Send Fax” function to pull up a screen in which you will prompted to begin entering the information you need to send your fax. Fortunately for RingCentral users, you can use your fax service on whichever mobile device or personal computer you are most comfortable with.
3. Enter the Relevant Fax Number
When you have the “Send Fax” page up on your computer or your mobile device, you can enter the fax number of the recipient in the clearly labeled portion for that purpose. Your fax number will be included in the message in case the recipient needs to send you a fax in reply to the original message.
If you don’t already have a RingCentral account, you can choose a fax number affiliated with your personal phone number or the contact number for your business, including a toll-free prefix.
4. Use the Add File Function to Include the Documents You Need to Send
With all of the relevant information included in the message, all you need to do is use the “Add File” function. This option will give you the opportunity to scroll through the files you have saved in Google’s products on your device or in the cloud. Be sure to select the file in the format in which you want to send it.
If you are even mildly familiar with the functionality of Google products, sending a fax from Gmail is fairly simple. The most common obstacle in this process is the lack of an affordable and reliable Google-friendly fax service. This is exactly the service offered by RingCentral, and, if you open an account with RingCentral, you are eligible to test-drive the #1 recommended choice and fax free for a month.