Today, sending a fax from a computer is as commonplace as sending an email. Many people still prefer the former because they cannot be plagued with viruses or get blocked and delivered to an obscure “junk” folder. For this, we recommend keeping it simple and using your Gmail account.
Step 1: Select an Online Service Provider
Before you can start sending faxes digitally, you need an online service provider who will assign you a fax number. Keep in mind that Google (your Gmail provider) does not generate or distribute fax numbers.
A service provider performs the work necessary to send and deliver your faxes. Under this broad umbrella falls converting messages you receive into PDF format and delivering them to your inbox. Similarly, to send your messages, a provider first accepts your transmissions at their servers and then pushes them to the receiver’s fax machine.
Step 2: Log Into Gmail
Once you’ve selected a service provider, you can begin faxing. Remember that the Gmail address you use for faxing must be the same as that which you gave to your service provider. If the addresses don’t match, your fax will most likely be rejected.
The steps you’re about to follow will be identical to those of sending a new email. So, within your Gmail browser-based interface or app, click or tap the Compose button. What you’re preparing to do now is create a new message.
Step 3: Recipient Information
In the To field, where you would normally enter an email address, you can put the recipient’s 10-digit fax number. This must be followed by your service provider’s domain. For instance, if you have a RingCentral account, and the fax is going to 1-333-444-5555, you enter email@example.com.
The domain is very important, and your service provider will ensure you have it so you can properly send faxes. On your end, you must verify that you enter it accurately each time you send a fax.
Step 4: Type Your Message
Just as when sending an email attachment you write an introductory message in the body of the email, you should do the same when sending a fax. You might think of this as the cover letter. Feel free to include all relevant information and sign your name as appropriate.
Step 5: Add the Attachment
It is now time to add the documents required for your fax. You include these exactly as you would an email attachment. If using a browser, click the paper clip icon (used to represent attachments) and choose the file you need to transmit. Similarly, in the Gmail app, touch the paper clip icon and select your file.
A variety of formats can be supported, including popular PDF, JPG, and DOC. Multiple attachments can also typically be supported.
Step 6: Ready to Send Your Fax From a Computer
If you’ve looked over your message and feel satisfied with it, and if all of your files are properly attached, you’re ready to transmit. Hit the Send button; depending on the speed of your provider, your fax should go through immediately. You can often find confirmation of the transmission in your provider’s user interface.
Step 7: Enjoy the Benefits of No-Hassle Faxing
Perhaps the greatest benefit of sending faxes this way is convenience. You don’t need an actual fax machine or a landline number to send important messages. Instead, the combined efforts of your service provider and Gmail account will ensure swift delivery. As mentioned earlier, fax is often more secure than email, and for those businesses or people who prefer the former, you can now promptly communicate with them.
Sending a fax from a computer takes mere minutes. With a few short clicks, your fax will be delivered as you continue with your day. Contact GoogleFax today and see who we recommend for your web-based service provider – and enjoy a free 30-day trial.