How To Send A Fax In Three Different Ways

This article is for anyone who needs to know how to send a fax. We’ll explain why faxing remains relevant in the digital age and give you step-by-step instructions for sending a fax from a computer, mobile device, or traditional fax machine.

Why Do People Still Use Fax?

In today’s world, we have many options for sharing information. Email, instant messaging, and cloud storage are just a few examples. Yet, despite all these advancements, faxing is still widely used, especially in industries that handle sensitive or important documents. Below are some reasons why fax technology is still preferred in many cases.

1. Faxing Is Compatible With Older Systems

One of the main reasons faxing has stood the test of time is its backward compatibility. The first recognizable fax machine was introduced in 1964, and since then, fax technology has evolved while keeping compatibility with older machines. This means that even a fax machine from decades ago can still work with modern fax equipment. For businesses that invested in fax technology years ago, there’s no need to replace their equipment, which is why many companies continue to rely on fax. This backward compatibility also makes faxing a practical and cost-effective choice for sharing documents across different systems and organizations without worrying about compatibility issues.

2. Faxing Is Secure

Fax machines don’t use the internet; they operate through telephone lines, which makes them inherently more secure. Telephone lines create a direct connection between the sender and the recipient, making it difficult for anyone to intercept or hack the communication. Unlike emails, which can be intercepted by hackers or spammers, faxing provides an end-to-end, private communication channel. In addition, the chance of tampering with a faxed document is significantly lower compared to digital methods. This security is one of the primary reasons businesses dealing with sensitive information, like healthcare providers and financial institutions, still prefer faxing over other forms of document sharing.

3. Faxes Are Legally Binding

Faxed documents carry legal weight, especially in terms of signatures. In most U.S. states, a faxed signature is considered legally binding and holds the same authority as a physical signature. This is crucial when sending contracts, agreements, or other important documents. Another advantage of faxing is the automatic delivery receipt. When you send a fax, you get a confirmation that the document was received. This serves as proof that your fax was delivered, something that email systems don’t always guarantee. Emails can end up in spam folders, or recipients may claim they never received them, but with fax, the delivery receipt provides clear evidence of transmission.

4. Faxing Is Compliant With Regulations

Many industries have strict regulations regarding how confidential or sensitive information should be handled and shared. In sectors like healthcare and finance, sharing information through unregulated channels like regular email can lead to severe legal consequences. For example, healthcare providers in the U.S. must comply with the Health Insurance Portability and Accountability Act (HIPAA), which ensures the protection of patient data. Most regular email services, such as Gmail or Outlook, are not HIPAA-compliant, but faxing meets these security standards. Similarly, in finance, there are numerous regulations governing the handling and transmission of financial documents. Faxing ensures compliance with these rules, making it a trusted method for securely sharing sensitive information.

Three Ways to Send a Fax

Now that we’ve covered why faxing is still used, let’s look at three different methods for sending a fax. Whether you prefer using a computer, mobile device, or a traditional fax machine, we’ve got you covered.

Option 1: How to Send a Fax From a Computer

If you don’t have access to a fax machine, you can still send a fax using your computer. This method is called online faxing, and it’s a quick and convenient way to send faxes without needing a physical fax machine. Here’s how you can do it:

Step 1: Install a Fax Modem

To send a fax from your computer, you’ll need a fax modem. Some computers come with built-in fax modems, but many don’t. If your computer doesn’t have one, you can purchase an external fax modem and connect it to your computer. A fax modem is essential because it enables your computer to communicate with fax machines via telephone lines.

Step 2: Use Fax Software

Most modern computers come with built-in fax software. For example, Windows users have access to a program called “Windows Fax and Scan.” If your computer doesn’t come with fax software, you can easily download an online fax service. Some popular options include eFax, FAX.PLUS, and mFax. These services allow you to send and receive faxes digitally, without needing a physical machine.

Step 3: Set Up the Software

Before sending your first fax, you’ll need to set up the fax software. This typically involves entering some basic information, like your fax number and country code. The setup process may also allow you to choose your fax preferences, such as whether or not you’d like to receive a confirmation receipt after sending a fax. Each software is different, but most make the setup process simple and easy to follow.

Step 4: Create a New Fax

Once the software is installed and configured, you can create a new fax message. Open the software, and click the “New Fax” button or option. You’ll need to enter the recipient’s fax number, including the area and country codes. Then, attach the document you wish to send. If you’re faxing a paper document, you’ll need to scan it first and save it as a PDF or other compatible format.

Step 5: Add a Cover Page (Optional)

Some fax software allows you to add a cover page to your fax. This is usually optional but can be useful if you want to include details like your name, contact information, and a brief description of the documents you’re sending. If the software you’re using supports cover pages, you’ll see an option to include one when you create your fax.

Step 6: Preview and Send

Before sending your fax, take a moment to preview the message and make sure everything looks correct. Once you’re satisfied, click “Send.” The software will send the fax over the internet to the recipient’s fax machine. You can usually track the status of your fax to ensure it was successfully delivered.

Option 2: How to Send a Fax From a Mobile Device

Need to send a fax while on the go? No problem! You can easily send faxes from your smartphone or tablet by using a mobile app. Here’s how:

Step 1: Download a Fax App

There are many mobile fax apps available, some of which offer free or low-cost faxing options. Some of the most popular apps include FAX.PLUS, eFax, and iFax. Browse through your device’s app store, find an app that meets your needs, and install it.

Step 2: Register and Set Up an Account

After downloading the app, you’ll need to create an account. Depending on the app, you might be able to send a certain number of faxes for free. However, most apps require a paid subscription to access additional features, like receiving faxes or sending large numbers of documents. Setting up the account is usually quick, and you can start sending faxes within minutes.

Step 3: Create a New Fax

Once your account is set up, open the app and create a new fax message. You’ll need to enter the recipient’s fax number, including any area and country codes. Then, attach the document you want to send. Many apps allow you to take a photo of a paper document using your phone’s camera and convert it into a fax.

Step 4: Preview and Send

Before sending the fax, preview the message to ensure that everything is correct. If your app offers the option to add a cover page, you can do that at this stage as well. Once you’re ready, tap “Send.” The app will transmit the fax, and you can monitor the delivery status.

Step 5: Receive Confirmation

Most fax apps will notify you when your fax has been successfully delivered. Some apps will even send a confirmation email for your records. This is a useful feature if you need to prove that your fax was received.

Option 3: How to Send a Fax Using a Fax Machine

Despite the rise of digital communication, many businesses still use traditional fax machines. If you find yourself needing to use one, follow these simple steps:

Step 1: Set Up the Fax Machine

Before you can send a fax, make sure the fax machine is plugged in and connected to a working telephone line. Check that there is enough paper in the paper tray and enough ink or toner to print documents. Fax machines are straightforward devices, but they need to be correctly set up before use.

Step 2: Load the Documents

Place the documents you want to fax in the document feeder tray. The feeder tray works similarly to a printer’s paper tray, pulling the pages through one at a time. Make sure the pages are in the correct order so that the recipient receives them as intended.

Step 3: Enter the Recipient’s Fax Number

Using the keypad on the fax machine, dial the recipient’s fax number. Don’t forget to include any necessary area or country codes. Once you dial the number, the machine will attempt to establish a connection with the recipient’s fax machine.

Step 4: Press Send

When the connection is established, press the “Send” button. The fax machine will scan the documents and send them to the recipient’s machine. You’ll be able to watch the pages as they pass through the machine, and the recipient will receive a copy of your documents.

Step 5: Confirm Delivery

After sending the fax, the machine will display a confirmation message on its screen, or you may receive a printed confirmation sheet. This is your proof that the fax was successfully delivered. If there was a problem during transmission, the fax machine will alert you so that you can try sending the fax again.

Conclusion

Although we live in a digital world, faxing remains a useful and secure way to send important documents. Whether you choose to fax from a computer, mobile device, or traditional fax machine, you now know how to do it with ease. Each method offers its own advantages, making faxing accessible to everyone, no matter where you are or what technology you have at your disposal.