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How to send a fax via Email: a first-timer’s guide

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HomeLatest Platform NewsCovering Bases BlogHow to send a fax via Email: a first-timer's guide

Although faxing is considered an old and analog technology, there are 43 million fax machines that are being used around the world. Fax is still an excellent method of communication between businesses.

Despite the prominence of other applications, fax has held its place. Even now, you can send fax by email. Industries like real estate, legal, healthcare, and insurance still use fax.

The growth of internet fax has allowed these businesses to send and receive faxes using computers, even without the need to acquire fax machines, which can surely add to your operational and maintenance expenses.

The following is a simple guide on how you can send a fax via email:

1. PREPARE A NEW EMAIL

Most people today have email accounts, and this number grows every day. Email is also considered an official means of communication compared with other messaging platforms.

In 2022, the number of emails being sent per day is estimated to be about 333 billion. Thus, the ability to send faxes by email is essential.

To send your fax via email, you must log into your email account using your preferred browser. Like composing a regular email, click on the + sign to start a new conversation.

You can find this button at the top of your email navigation bar.

Also, use the search bar to locate a fax service that works with your email account. Myfax is compatible with mainstream platforms like Gmail, Hotmail, Yahoo, and Outlook, enabling you to easily send fax to email from your computer.

2. INPUT THE EMAIL “TO” OPTION AS THE FAX NUMBER

After installing a fax service, you should click on its add-on icon. This will open a small sidebar window. The fax service will have an empty field to type the recipient’s fax number. Ensure you get the number right.

The recipient’s fax number should go into the ‘To’ field. The fax number should include the following:

  • Start with a +
  • The country code
  • Area code
  • Fax number you’re trying to reach

You should fill this space with an accurate fax number and ensure there are no dashes, spaces, and other unnecessary characters in between. You can also include other email accounts in the BCC and CC fields for others to receive the exact text through regular email.

Fax to Email

3. ENTER THE SUBJECT LINE AND BODY TO THE EMAIL

You need to include a cover page in your fax. To do so, write a short subject in the subject line. On the email body, add the text you want to appear on the cover page.

Remember, your fax cover page tells the recipient what to expect, and it contains just enough information for the reader to read the other documents you might have attached.

Hence, ensure that it’s brief and precise with a proper salutation.

Chances are, your recipient’s fax machine will print on standard-size paper. To ensure no pages are lost, minimize your information to one page, and use the plain font and standard font size like 12.

4. ATTACH THE DOCUMENTS

Email-to-fax technology is top-notch, and you can attach documents as you would with regular emails. Click on the attach icon. On the file upload window, select the documents you need to send. Highlight them and choose open.

5. SEND THE EMAIL

Once you’ve included all the details on your fax, click the send button just like a regular email, and your message will be sent as a fax.

6. WAIT FOR THE CONFIRMATION OR FAILURE MESSAGE

Before closing your email window, ensure you get a confirmation email that notifies you of the successful delivery of your fax. It may take up to five minutes, so you need to be patient before you can send another. If the transmission isn’t successful, you’ll get a failure message. This can be because the fax number is busy, unreachable, blocked, or outside your area code.

CONCLUSION

Despite its age, fax has remained a popular method for business communications. Millions of fax machines are still working, and more are being bought. At the same time, emails have become a significant part of modern business operations. Both business enterprises and individuals are using email. Luckily, there’s a bridge between these two worlds that allows your business to communicate effectively with fax and email users. Moreover, internet faxing is a smart financial move that saves you money, given you don’t have to invest in fax machines. With the above guide, you should be able to send a fax via email quickly and seamlessly.