The COVID-19 pandemic accelerated the work-from-home movement, and now many of us have a home office. Whether your home office is just a corner of a room or you’ve built on a whole addition to accommodate it, one thing that’s largely true of all home offices is that space is at a premium. A traditional fax machine is a bulky, space-stealing appliance that you probably don’t need to use more than a few times a month at the most. Can you fax over internet instead?

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Can You Fax Over Internet From Your Home Office?

To send a fax over the internet, all you need these days is to know how to send an ordinary email. If you can do that, you can fax over the internet! It’s as simple as the five steps below.

Choose a Service Provider

Your email can’t automatically send a fax, and email providers like Gmail don’t provide a service for sending faxes. That means you’ll need to use a third-party service. Why is this?

Faxes are more secure than emails, which is why sometimes you’re required to send a fax. This is often the case with medical or legal documents, for example. Faxes go through wired phone lines, which are harder to access from the outside than an internet connection. Your third-party fax provider takes your fax and transmits it over phone lines so it can be received by any fax machine in the world.

Wait: Is That Secure? 

The short answer is: yes. Of course, at the initial state, you are sending your fax documents via the internet and not a phone line, but you’re not sending them to the end recipient. Bad actors are looking at direct communication between clients and lawyers, for example, or between hospitals and patients. Second, when it’s sent, your document should be broken up into pieces for transmission.

This kind of high-level security is standard for quality online fax providers, which is why you should stick with those with a good reputation. There are some companies that will fax for “free,” but that free really means no security and even ads stuck on your fax! Good third-party fax providers will allow you a free trial period so you can decide if you’re happy with their service. And if you don’t want anything actually interacting with your own email, you can simply go online to the fax provider’s site and fax directly from there.

Open Your Email

Once you’ve chosen your third-party fax service, you’ll link it following the simple instructions provided by the service, and then you’ll open your email and choose “Compose” to start a new email.

Attach Documents

Just as you would attach documents to any email, you’ll attach the documents you want to fax to this new email. It’s important there be nothing whatever in the body of your email itself.

Add a Cover Letter (Optional)

If you want to add a cover letter, compose it in the email body or in a word processing document, and then cut and paste it into the subject line of your email. Remember: nothing in the email body itself. Whatever you put in the subject line will send as a cover letter.

Add an Address in the “To” Field

Remove all special characters from your recipient’s normal fax number and add that to the “To” field (so it should be 2832566707, not (283) 256-6707), and then follow that number with the @ sign and the suffix your online fax service gives you. Then you hit send, and you’re off!

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Sometimes, we are required to use faxing for communication. Fax is very hard to hack, and that’s because faxes are transmitted across regular phone lines rather than the Internet. Unfortunately, to send a traditional fax, you must print off your fax in order to send it with a regular fax machine. What if you want to avoid printing sensitive documents, though? The way to avoid printing is to send a fax from Gmail.

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Avoid Printing Sensitive Documents and Send a Fax From Gmail

Traditional faxing sends documents across phone lines, and this system has been in place since the mid-20th century. Because the phone lines are not possible to hack in the same way that the Internet can be hacked, there are certain industries and entities that prefer to use faxing these days in order to send sensitive documents. It’s fairly common for contracts, especially with international businesses, private medical data, and government or legal documents, to be sent by fax.

One of the downsides of traditional faxing, aside from the expense of maintaining a phone line dedicated to an outdated fax machine and the problem of ensuring that your fax went through correctly, is that you must print out whatever documents you want to send. Basically, you print it out so that you can scan it again using the special hardware of the fax machine.

Skip the Printing

If you use Gmail to send a fax, you can skip the printing step entirely. You can simply attach your sensitive documents to your email to send them. These documents can be stored on your computer, or they can come from Google Drive, Dropbox, or other data storage accounts.

How to Send a Fax With Email

To send a fax using email, all you need is an account with an Internet fax service provider. A good provider will securely transmit your fax using international faxing protocol standards. Once you have signed up with a fax provider, you will simply compose an email as normal on your computer or mobile device.

Address It Correctly

In the address area of your email, you will put your recipient’s phone number with no special spaces or characters, followed by the suffix of your fax service provider. That means you will end up with something in your address line that looks like this: 4445556767@rcfax.com. If you are faxing internationally, you add the country code of the country you’re faxing to and any area code.

Attach Documents

Attach the documents you want to send in the same way as you would attach documents to an email. Be sure that you do not copy and paste documents into the email body. Nothing in the email body will be sent. You can attach any type of document, but if you have sensitive documents, it’s usually best to use PDF.

Add a Cover Letter

For sensitive documents, a cover letter is usually a good idea. This cover letter will protect your documents from being read by anyone passing by your recipient’s fax machine before your recipient can actually get to the fax. Type your cover letter into the subject line of your email.

Choose Wisely

If you need to send a sensitive document, it matters who you choose for your fax service. There are services out there that promise to send your fax for free, but “free” services have to make their money somewhere. Usually, they have lax security protocols and might even print ads on your fax! Go with a professional and established company with good security.

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These days, fewer and fewer people and businesses have fax machines. But faxing may be the best way to send an image or document in many cases. Luckily, there’s an easy way to send and receive images via fax when you use email-to-fax services.

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Can You Use Email to Fax Images?

There’s an easy way to send and receive documents via fax—and yes, that includes images! Faxing with your email is cheap, fast, and when you use the right services, you can get started and send your images right away.

There are a few options available to you if you’re looking to fax images, but if you’re looking for the best, you’ll want to consider using RingCentral.

Why Fax Instead of Email?

There are a few reasons why someone may need to send an image or message via fax instead of over email. Most of these reasons come down to the fact that faxing is much more secure than other types of communication like emailing or phone calls.

Faxing is also much better for providing a paper trail. If you run into a situation where someone is claiming you did not send something, it will be easy to confirm if that’s the case when you fax it.

What Is Gmail Fax?

This is a method of sending documents to a fax machine with the use of your email. It allows you to safely and conveniently get your documents to where they need to go, providing you with all the benefits of both emailing and faxing.

You can set up a fax number with your email using any email service provider. However, we recommend using Gmail for a few reasons. First, you probably already have an account, making this the most convenient provider to use. And, if you don’t already have one, it’s free to sign up.

How Do You Send Images Via Gmail Fax?

To fax an image to someone using Gmail, you’ll need to get set up with a Gmail fax number. This is easy. All you need to do is sign up with a third-party provider like RingCentral, get your fax number, and then start faxing.

When you use RingCentral’s fax-by-email features, you’ll start composing a new email, but in the address bar, type the number of the fax machine you’re sending it to with the address of the third-party service you’re using after the @ sign. Then attach the imagines you’re sending, hit send, and the fax transmission will begin.

What Faxing Service Is the Best?

If you’re looking for a way to fax some images, there are a few options available. Some websites will allow you to send one-time faxes, but if you’re going to be faxing regularly, it’s best to look into a third-party service. This is also true if you’re sending large documents, as these websites will usually have caps on the size of the documents you can send.

RingCentral is probably the best out there, offering you secure and fast faxing services. There are lots of other benefits you can expect from this particular service, including detailed reports and a scheduling feature so you can ensure your documents are sent when you need them to be.

If you’re looking for an easy way to send faxes without having to invest in a full fax machine, faxing by email is easy and convenient, especially when you use RingCentral. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!

Who has a dedicated fax line these days? They’re an unnecessary expense unless you’re literally sending faxes several times a day, and even then, you can do it so much easier from a computer. And for those of us who only need to send a fax once in a while, there’s just no reason to pay for a dedicated line and the upkeep of a bulky fax machine. You CAN fax from a computer, and we’re going to tell you how.

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Can You Fax From Your Computer Without a Dedicated Fax Line? Yes!

It’s simple to fax a computer when you sign up with a third-party service like RingCentral. Once you do, your email account is turned into a fax account, and as long as you address things right, you can send faxes that print off on someone else’s machine just as if you’d used a machine yourself.

Why Do I Need a Third-Party Service at All?

Email services don’t offer fax service, and that’s because email is transmitted over the internet. Faxes, meanwhile, have to be transmitted over phone lines. This makes them more secure than emails, and that’s why there are certain situations where you must send a fax. The IRS, lawyers and courts, hospitals and doctor’s offices, international businesses and schools, and similar entities may all require you to send faxes if you’re dealing with official documents.

Sure, the local office supply store offers faxing services, and technically, that’s a third-party service, too. But you have to travel to and from the location, wait in line, and then pay a couple of dollars a page to get your fax sent. A third-party service that works with your email, meanwhile, operates in bulk with many customers and can offer you discounted services. If you’re only sending a one-time fax, you’ll be able to do it for free. If you need to send more, you’ll be paying just pennies a page, not dollars.

How Does It Work? 

Once you’re signed up, you’ll just link your email account and then open a new email to compose your fax. In the “To” field, you’ll put your recipient’s fax number followed by the suffix given to you by RingCentral. That ensures your fax goes to them for proper transmission according to faxing protocols. In the end, your address field will have something like this in it:
2348764532@rcfax.com

Then, you’ll attach your documents, just like you would if you sent an email. You can attach various document types, but the best by far is usually .pdf. If you want to attach a cover letter, then type that into the Subject field of your email. You want to leave the main body of the email blank: nothing you put in there will get sent. Then, hit “Send,” and you’re done!

What If I Don’t Want to Use Email?

No problem. You can also go straight to the RingCentral website and do everything there. You can also download the convenient RingCentral app to your phone or computer and use that.

What If I Have a Lot of Faxes to Send? 

So far, our discussion here sounds perfect for the occasional faxer, but actually, RingCentral is also optimized for bulk faxing needs. Even if you’re sending 1,500 faxes or more a month, this service will save you money by saving you time.

Get rid of the dedicated line and the old, faulty machine, and end all that time spent standing around the fax machine. Did it go through? When will I hear from them? Did I put it in upside down? Did it blur on the way? You’ll never have those questions again.

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If you need to send a fax but don’t have a fax machine, you may be wondering what you can do. Gmail fax is the best way to send and receive your documents.
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How to Use Gmail Fax: Can I Use My Gmail as a Fax Machine?

In today’s world, faxing may seem like an outdated mode of communication. But the fact of the matter is that there are lots of businesses that still communicate and send important documents and correspondence via fax. But what if you don’t have a fax machine?

The good news is that if you need to send a fax, whether it’s for personal or professional reasons, you aren’t out of luck.

Using Gmail

One of the best and easiest ways to send your fax is by Gmail. Gmail doesn’t have a dedicated fax function, however, so you may be wondering how it’s even possible to send your fax. The best way to do this is by using the services of a third party.

There are several third-party services out there that will set you up with a fax number that you can then use via your email to both send and receive faxes. Some of these companies include eFax, MyFax, and of course our favorite, RingCentral. Once you make your account and get your fax number, you’ll easily be able to send and receive faxes with your Gmail account.

Why Use Gmail?

It’s easy to use a third party to start sending and receiving faxes easily via your email account. But there are lots of different email service providers out there, so why do we recommend using Gmail?

The most obvious reason is that, because Gmail is one of the most popular providers out there, almost everyone has one. You’ve probably got an account already set up, which will make getting your fax number super easy. You can also use your own domain name with Gmail, making it the perfect option for professionals.

What Other Services Can I Use?

When you sign up with a third-party service, they will provide you with a fax number that you can then connect to your email account. However, these third-party services are not usually free.

If you’re only looking to send a one-time fax, then there are lots of websites that will allow you to quickly and easily send your faxes for free. But you should know that these websites won’t be conducive to regular communication via fax, as most of these sites will have severe limitations on what you can send and receive. This is why it’s best to use a service like Ring Central.

I Have RingCentral—Now What?

Congratulations—now that you’ve gotten your fax number from RingCentral, it will be easier than ever to send and receive the documents you need.

To get started, all you need to do is use the fax-by-email feature and start composing a new email. Simply type in the number of the fax machine you’re trying to reach followed by the special address the service gives you, then attach any documents that you need to send. After that, all you need to do is hit “send,” and RingCentral was transmit the document as if it were a fax. Easy!

One of the biggest benefits of using a service like RingCentral is that not only is it safe and easy to use, but you’ll also get a free trial where you can test it out with no risk. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!

Have you been hunting for “Google fax” or something similar, trying to find a way to create a fax online? You found your answer: it’s easy to create and send a fax online with a trusted fax service like RingCentral. We’ll explain how it all works below.

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How Can I Create a Fax Online?

Sign Up With a Third-Party Fax Service

All of us use email these days, but sometimes, you just have to send a fax because the other party requires it. Your email server will not offer a fax option directly, which means you need to sign up for a fax service. Once you have, you can link your email so that sending a fax is as easy as opening an email and sending it along. Or, you can go online to the services portal and send your fax from there. We’ll explain how to do both.

Sending a Fax

The Google Fax Email Option

If you are sending your fax by email, you will simply compose a new email as normal, ideally in Gmail. In the address bar, you will put the number of the fax machine you want to reach, followed by the suffix provided by your fax service. You want to remove all special characters from the phone number, so there will be no dashes or parentheses in it. If you’re sending a fax to a machine at (403) 344-8777, for example, what’s in your email address bar will look like this: 4033448777@rcfax.com.

Then, you will attach whatever documents you want to send. In the subject line, you will type in anything you want to appear as a cover letter to your fax. You put nothing whatsoever in the actual body of the email. Then, you just hit “send.” Your documents are sent to your service, and they will send them on using standard faxing protocols to your recipient’s machine. It’s as simple as that.

Other Online Options

If you prefer not to fax by email, that’s fine. You can go straight to the online portal of your fax service or use their app to send a fax. First, you will log in and then look for the icon that says “FaxOut.” Click that, and then enter your recipient’s number in the To field.

If you frequently fax to a few numbers, you can save them as contacts. Then, attach your files from your computer, Google Drive, Dropbox, or wherever else you have them. Then, simply click the “send now” button, and you are done.

Establish an Account

While you can send a one-time fax with these services, it’s even better if you get a full account and your own dedicated fax number. Once you have a number, you cannot only send a fax whenever you need, but you can also receive faxes as if you had a machine. They will come through to your email, or you can check them at your fax service’s online portal.

The especially good news is that it’s very cheap to do bulk faxing in this way. You don’t have to maintain your own telephone line dedicated to a fax machine (which can itself be expensive to maintain) or waste time sending faxes on a machine. You don’t have to pay several dollars a page at your local office supply store to send a fax, either. You can send thousands of faxes a month for just pennies a page.

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When sending a digital fax, there can be some confusion over where to put the cover sheet. If you need to send the same document to multiple people with different cover sheets for each, then it’s time-consuming to edit the document each time. Luckily, you can create a fax cover sheet in Google Docs to send separately from the rest of your fax.

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Why Create a Fax Cover Sheet in Google Docs?

Composing your cover sheet using Docs is the easiest way to check all the information on the sheet is correct and accurate, as it’s easy to proofread and edit it there. The file will automatically be saved in Docs, and from there, you’ll be able to access it when using any internet-connected device with the Google Docs app. Having this sheet saved means you can refer back to it if you need to create a similar sheet for future faxes.

Why Don’t You Place the Cover Sheet in the PDF Document You Send As a Fax?

Technically, nothing is stopping you from putting your cover sheet as the first page of any document you’re sending in the form of a digital fax. However, this will make it more difficult for your recipient if they need to send the digitally-received fax to somebody else. If the cover sheet is personalized, then your recipient will have to go through the trouble of removing the sheet if they need to send the document on.

How Do You Attach the Cover Sheet When Sending Your Fax?

Be very careful when attaching your cover sheet to your fax. If you put it in the body of your email, then it won’t print when send to a fax machine, nor will it display if your recipient receives faxes digitally. Only the subject line and attachments are sent when you send a digital fax, so always be careful with where you put the cover letter.

The correct way to attach the letter is to copy it from Google Docs and paste it into the subject line of your email. Avoid just adding the link to the Google Doc in the subject line, as this will be more work for your recipient, and it’ll look unprofessional in their inbox. Furthermore, if your recipient is receiving the fax via an internet-connected fax machine, then sending a link won’t work at all.

What If My Cover Sheet Won’t Fit in the Subject Line?

Digital faxes are sent using Gmail, and Gmail has no character limit for the subject line. You can potentially add thousands of characters, or hundreds of words, to your subject line, and the recipient will be able to read it without a problem.

Can’t I Just Send My Cover Sheet As a Separate Document?

You can technically send your cover sheet as a separate document. You can send up to 200 pages in one digital fax, as long as the size of the attachments combined comes to less than 20 MB. A single-page PDF or document file containing your cover letter can work. However, you can’t be sure the cover letter file will be the first one printed if you’re sending the fax to someone’s fax machine. Therefore, using the subject line for the cover sheet is best.

You can send numerous recipients faxes with cover sheets included if you use a digital fax service. A digital fax service lets you send faxes through their service’s website or right from Gmail. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days! 

You may have heard that the days of relying on fax machines are in the past. Now you can fax your important documents right through Gmail. However, people worry this is a difficult feat to achieve, as dealing with new ways to use technology can be intimidating. Don’t worry. We’ll talk you through how to send fax through Gmail and quell any concerns you might have.

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How to Send Fax Through Gmail

1. Use a Browser-Based Online Fax Service

The first thing you need to do is use an online fax service that provides you with a domain and extension to add to the end of your recipient’s fax number. That’s really all you need if you want to send your faxes through Gmail.

If the service tries to get you to download their app or another type of software, then steer clear. The simplest services can do everything right from your browser or the Gmail app on your phone without needing any extra software to complete your task.

2. Write a Cover Letter

It would be a good idea to compose your cover letter in a document before you put it into the email. The cover letter will end up going in the subject line of your email, and it’s very difficult to edit text when typing it directly into this part of the email composition box. You could draft your cover letter in the body of the email instead of in a document, but make sure to delete it and paste it only in the subject bar before sending the email.

3. Attach Files

Now comes the time to attach the files you wish to send as a fax. You can upload them directly from your computer or phone, drag and drop them from your computer, use files from Dropbox, or use something from Google Drive.

You can theoretically send any file format and have it work, but it would be much easier to send a PDF. Many fax services give you a certain number of free pages per month, and it’s easy to keep track of the number of pages you’re sending when using a PDF format.

4. Enter the Recipient

As you’re using an email service, you may automatically think you can just send your digital fax to the recipient’s email address. This is untrue. Send it to their fax number just as you would if you were using a fax machine, but add your fax service’s domain and extension to the end of it. A domain and extension are basically the “@gmail.com” part of sending an email. However, instead of adding this, you’ll add something like “@rcfax.com.”

How Will the Recipient Receive My Digital Fax?

Your recipient will receive your digital fax just like a regular email. However, instead of opening the email and reading the contents, all they need to do is click on the attachment. They can also receive your digital fax via their fax machine if they have one.

How Is Digital Faxing Different From Regular Emailing?

With regular emailing, things can look a little messy. Digital faxes provide more accurate and neater timestamps, which are easier to deal with in legal and business situations. Plus, as stated above, you have the benefit of sending a digital fax to a physical fax machine if the recipient has one, and you can’t do that with regular emails.

Hopefully we mitigated your worries about sending faxes through Gmail. It’s as easy as sending regular emails, but it’s better organized for business and legal purposes. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!

Individuals and small businesses often don’t send or receive enough faxes to justify investing in a dedicated piece of equipment for the task. Luckily, sending a fax through your Gmail account is quick and easy. If you haven’t tried internet faxing technology yet, you probably have questions like “How many pages can you send in an email fax?” Keep reading to learn the answer and more. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!

How Many Pages Can You Send in an Email Fax?

• Resizing your attachment file
• Saving the file in a different format
• Zip the file you want to send
• Removing unnecessary formatting from your file

Web fax providers typically allow a certain number of faxed pages per month based on your subscription choice. Therefore, it’s a good idea to pick a plan with sufficient included pages. On the other hand, if you routinely find yourself going over your limit, you may need to choose a larger plan.

How Big Are Document FIles?

Knowing how big files are can help you choose the best way to save your files before sending them. It’s also a good idea to check individual file sizes before sending it through an e-fax service. Since attachment size is your limiting factor, it’s also a good idea to learn how big average files are.

Some common examples of text file sizes include:

• DOCX files average 8 – 12 kB per page
• PDF files are approximately 18 – 20 kB per page
• ODT files are roughly 8 – 9 kB per page

Keep in mind that special formatting, multiple fonts, and embedded images can drastically increase file size. If the files you want to fax are too big to attach to an email, consider following the steps outlined above for reducing them.

How Many Faxed Pages Can You Receive in Email?

Other Great Features of Faxing With Gmail

Internet faxing services have several advantages in addition to the ability to send multi-page faxes. For example, some providers allow you to schedule faxes ahead of time. You may also be able to send the same fax to multiple recipients at once, which is especially helpful for many businesses.  

Why You Should Use a Gmail Fax Service

Sending a fax through your Gmail account is as simple as typing an ordinary email and including an attachment; all you need is your email account and an account with an e-fax provider. The size of your attachment is the only limit on how many pages you can send with a single e-fax, so you can quickly send and receive large files. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!

These days, people are looking for easy, fast ways to send faxes without a fax machine. It may lead you to ask, can you send a fax from Gmail? You’ll be happy to hear that yes, it’s possible to send a fax right from your Gmail account without using plug-ins or additional applications.

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Easy 4-Step Method to Send a Fax from Gmail

1. Use an Internet Faxing Service

To access the networks you need to send your faxes through, you’ll need to use an internet faxing service. You’ll pay a small fee every month, and in return, you’ll be able to send faxes over the Internet. The service will give you a suffix to use alongside people’s fax numbers. You’ll also get a fax number of your own so you can receive faxes, too. You can receive these faxes right into your Gmail inbox.

2. Create a Cover Page

Your fax cover page should be sent in the subject line of your email composition box. Simply compose your cover page in Google Docs, proofread and edit it as necessary, then copy and paste it into the subject line of the email composition box. Don’t worry if your cover page has a lot of text on it; Gmail has no limit on how many characters you can put in the subject line.

3. Insert a Document

Place any document you wish to send into the empty email body. Sending a PDF file is best, but any word processor-compatible file type will also work. You can also insert image files, though it will be easier for your recipient if you compile multiple image files in a PDF document. Doing so is better than sending these images as individual files. Avoid placing any important text into the email body, as this will not be sent.

4. Add Your Recipient’s Fax Number

Enter your recipient’s fax number in the recipient bar of your email. Insert the suffix supplied to you by your internet fax provider. For example, if you’re using Ring Central, then you’ll put @rcfax.com. You’ll use the fax service’s suffix instead of the @gmail.com one you’d use when sending an email. Add any other recipients you need to send documents to, then send the message like a regular email.

Gmail Faxing: Frequently Asked Questions

1. Can You Send a Fax from Gmail on Your Phone?

Yes, you can send a fax from Gmail using your phone, tablet, or any device you can feasibly access Gmail on. This device should also be able to store files or access Google Drive so you can upload your documents.

2. Is It Safe to Send Faxes from Gmail?

Gmail is one of the safest email services there is. The type of encryption used ensures your ISP can’t see the contents of your emails or faxes. Furthermore, digital faxes use more secure networks than regular emails, so that adds a second layer of security to anything you send.

3. How Many Pages Can You Send in a Gmail Fax?

You can send up to 200 pages per fax as long as your file size stays below 20 MB.

4. Can You Send Gmail Faxes to Multiple Recipients at Once?

Yes, you can send a single Gmail fax to multiple recipients at once. The recipients can then receive the fax via their internet-connected fax machines or their Gmail inboxes, depending on how they normally receive faxes.

The easiest way to send a fax is through your Gmail account. It’s safe, simple, and highly affordable. Test Drive Our #1 Recommended Choice and Fax Free for 30 Days!