If you’re wondering how to send a fax, you’ve come to the right place. In this article, we’ll explore why faxing remains popular despite the availability of various other fast and secure communication methods. We’ll also cover three different ways to send a fax: from a computer, from a mobile device, and using a traditional fax machine
Why Do People Still Use Faxes?
If you think that all document sharing occurs via email in the internet era, think again. Many people still rely on fax technology to securely share sensitive data and information. Here are a few reasons why faxing remains in use.
Faxing Is Backward Compatible
The modern fax machine, first introduced in 1964, has seen numerous technological advancements, all of which maintain backward compatibility. This means that even a fax machine purchased 30 years ago can still be used to communicate and share documents using the latest faxing protocols. As a result, companies continue to use their old fax machines, ensuring their longevity.
Faxing Is Secure
To understand why faxing is highly secure, it’s important to know how it operates. Fax machines use telephone lines for communication, which are much harder to spam or hack compared to public internet connections. When you send a fax, it establishes a dedicated end-to-end communication channel that cannot be accessed by anyone else, making it more tamper-proof than most internet or mobile-based communication methods.
Faxes Are Legally Binding
In many U.S. states, contracts and legal agreements signed via faxed signatures are considered legally valid and enforceable. Additionally, when you send a fax, you receive a delivery receipt, providing proof that your document was received. This is unlike email, where you cannot always verify that the recipient received an important document like an invoice or project sign-off. With fax, the delivery receipt serves as confirmation.
Faxing Is Compliant
Email is the modern default for sharing information, and for confidential information, secured email service providers are often used. However, in highly regulated and sensitive industries such as banking, finance, and healthcare, the communication channel must comply with industry standards.
For instance, when sharing personal healthcare information, your email service provider may or may not be HIPAA (Health Insurance Portability and Accountability Act) compliant. Gmail and Outlook, for example, are not HIPAA compliant by default. On the other hand, fax is HIPAA compliant, making it a safe method for sharing sensitive patient information.
Similarly, regulatory compliance is crucial in the financial sector, where numerous regulations govern the handling, storing, and transmitting of financial documents. Fax is a compliant mode for transmitting sensitive financial information, ensuring adherence to these stringent regulatory requirements.
Option 1. How To Send a Fax From a Computer
If you need to send a fax to a client but don’t have a fax machine, you can still do it using your computer. Online faxing, or e-faxing, is a more convenient and cost-effective way of sending faxes than buying a fax machine or using a local fax shop. Here are the steps to send a fax from your computer:
Step 1. Set Up Fax Modem
You need a dedicated fax modem for sending faxes; a standard internet modem won’t work. Some computers come with a built-in fax modem. If your computer doesn’t have one, install an external fax modem.
Step 2. Install Fax Software
Some operating systems, like Windows, come with built-in fax software, such as Windows Fax and Scan. If you don’t have built-in fax software, you can use third-party options like FAX.PLUS, HelloFax, or FaxZero.
Step 3. Configure the Fax Software
The first time you send a fax using your computer, you’ll need to configure the fax software. Enter details such as your fax number, country code, and fax preferences. Configuration depends on the software you use.
Make sure to set up the software to receive a confirmation report. In Windows 11, you can do this under Tools → Options → Receipts tab.
Step 4. Create a New Fax Message
Once you have the hardware and software ready, open the fax software and click on the New Fax button or menu item in the dashboard. Enter the recipient’s fax number, complete with the area code and country code, followed by @ in the To field.
For example, with FAX.PLUS, add @fax.plus, and for eFax software, add @efaxsend.com.
Step 5. Attach Documents
Attach the document you wish to send. If it’s a physical document, scan it and create a PDF first.
Step 6. Add a Cover Page (Optional)
You can add a cover page with details such as your name, contact information, and document details. This is optional and depends on whether your software supports it. If it does, you’ll see a cover page button on the dashboard.
Step 7. Preview and Send
Most software allows you to preview the fax message to ensure everything is correct. After previewing, hit the Send button.
Option 2. How To Send a Fax From a Mobile Device
If you’re on the move and need to send a fax without access to a fax machine, you can do so using your mobile device. Here’s how:
Step 1. Install Mobile Fax App
Download a mobile fax app from the app store. There are several free and “freemium” options available to choose from.
Step 2. Create an Account
Register for an account within the app using your email ID or mobile number. Depending on the app, you may need to provide payment information during registration or later when upgrading to a paid tier. Note that while sending a fax is possible with a free account, receiving faxes typically requires a paid account.
Step 3. Create a New Fax
Open the app and start a new fax. Enter the recipient’s fax number, including the area and country code. Attach the document you wish to send and optionally add a cover page.
Step 4. Preview and Send
Preview the fax to ensure all details and attachments are correct, then tap the Send button.
Step 5. Receive Confirmation
Upon successful fax delivery, a confirmation message will appear on your screen. You can also configure the app to send the confirmation to your email.
Option 3. How To Send a Fax From a Fax Machine
Many businesses continue to rely on fax machines, so knowing how to send a fax using one is valuable. Here are the steps involved:
Step 1. Set Up the Fax Machine
Before sending a fax, ensure the fax machine is properly set up:
- Plug in the power cord.
- Connect the telephone line.
- Load the paper tray.
- Turn on the fax machine.
- Ensure there is sufficient ink and paper if you expect to receive faxes as well.
Step 2. Load the Documents
Place the documents to be faxed into the document feeder tray of the fax machine. Arrange multiple pages in the correct order to ensure they are received correctly.
Step 3. Send the Fax
Dial the recipient’s fax number on the fax machine keypad. Once the connection is established (usually indicated by a beep or flashing light), press the Send button. Watch as the pages are transmitted and collected in the output tray.
Step 4. Receive Confirmation
Upon successful transmission, the fax machine typically provides a delivery confirmation on its display screen. You may also opt to receive a printed confirmation receipt.
Step 5. Remove Original Documents
After receiving the confirmation receipt, retrieve your original documents from the document feeder or output tray.
Bottom Line
Even decades after the first fax was sent, fax remains a compliant, secure, and fast mode of communication for sharing documents. Technological advancements have expanded faxing beyond traditional fax machines to include options for sending faxes via computers and mobile devices.
