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For those who are used to the old fax machine in the office, sending a fax online may seem somewhat puzzling. Just how is it done? What equipment do you need? More importantly, why should I or my company switch over to online faxing?

All these questions are frequently asked by those considering this new way of faxing. Perhaps the best way to answer these questions is to fully explain what Internet fax is and how it is done.

First, you must realize online faxing is simply bringing all your faxing chores into the modern business workplace, one that is directly wired to computers and the Internet. Online fax is simply using your e-mail system and your web connection to send and receive all your faxes. It is as simple and as easy as sending an email.

We won’t bore you with all the technical details of exactly how it works, but we will give you the basics of how you go about setting up an online fax account or number. In order to use online faxing, you have to first sign-up to an online fax service provider who will give you your own Toll-free or Local fax number. Some companies will let you “port” your current fax number into their system, but you should check with the company first to see if they do this and how much it will cost you?

Once you have signed up to a fax provider, they will usually give you an online fax account or interface, where you can logon and send/receive all your faxes. Or many services have a desktop application you can download to your desktop and use this to send/receive your faxes. Still another way is to use your current Windows Outlook Express, as many providers have this as another way to send your faxes. Your faxes are sent as email attachments, usually as a Tiff or Pdf file, although there are many other different formats you can use, so check with your service provider first to see which ones.

What you have to understand, online faxing is a form of “cloud computing” where your faxing services are outsourced to a third-party. They act as your intermediary to handle all your faxes. There are some great advantages to doing this: you don’t need an extra fax phone line and you don’t need an actual fax machine. Plus, set-up is free and very immediate, within minutes you can have your own fax number. For a company or business just starting up your costs will be very minimum. And these fax services are completely scalable for businesses; so you can easily increase or decrease your number of fax numbers without the expense of buying extra hardware (fax machines and fax phone lines).

Another great benefit of using online fax – it is much more cheaper than using a fax machine. On average your monthly charges will run around $10, but there are cheaper services out there, so it pays to shop around. Also remember, since everything is done online, you don’t have the cost of an extra fax phone line, nor do you have the cost of buying a fax machine. In addition, since it is paperless faxing, you obviously don’t have the costs of papers, inks, toners or fax machine maintenance… all these expenses do add up over time.

There are many good quality Internet fax service providers and since this is usually a long term business expense, you should shop around and find the service that perfectly matches your needs. Thankfully, many of these major providers have 30 Day Free Trials so you can check out a service before you buy.

If your faxing is very minimum, then you can get a service for as little as $20 a month. If your company or business relies heavily upon faxing to bring in sales or for contacting clients, keep in mind, most of these services are completely scalable for businesses, so you can set up special arrangements with many of these providers to suit your own company’s faxing needs.

One last word, the reasons why online faxing have become so popular is mainly because it is easy to do, completely mobile, more convenient and much more cheaper than the regular fax machine. Moreover, it brings all your faxing into the modern world and the modern work environment. In no time at all, if anyone should ask you: Send fax online, how is that done? You will know the answer.

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Online faxing is becoming extremely popular with individuals and companies. Some say it will make using the old traditional fax machine obsolete in the very near future. That still remains to be seen for there’s a lag time before new technologies fully replace the old ones.

While we are pondering that question there are still many people wondering how this new way of faxing actually works? Just how do you send a fax online?

First, you must know, online or Internet fax is simply using your computer and the web to send your faxes. You sign-up with an online fax provider where you’re given a local or Toll-Free fax number which you can use to send and receive your faxes. Your fax provider acts as an intermediary on your behalf to handle your faxes.

Faxes are sent via email attachments, usually in TIFF or PDF format, thru your computer and the internet. Remember, faxes can be sent from one online fax account to another and also from your fax account/number to a traditional fax machine and vice versa. Again, your online fax service will act as an intermediary and handle all your fax transitions, whether they’re coming from another online fax account or from a traditional fax machine.

Most online fax service providers will have an online site (interface) where you can logon and check your faxes. You can also send your faxes from this online account and you can also store your faxes there. Plus, you can send your faxes directly through your email system, so check with your particular fax service to see how this is done.

In addition, some fax services have a desktop application where you can send and receive your faxes. Again, check with your particular fax service to get the details. Other plans are directly integrated with Microsoft Office applications and works with Excel, Word and PowerPoint documents.

With online faxing, you can still have a cover letter and a multi-page fax, the same as with a fax machine, but you’re using an email attachment to hold and transmit your fax.

Why Are So Many People Switching To Online Fax?

Many individuals and companies are switching over to Internet faxing mainly because it has many advantages: it’s paperless, inkless, phoneless, totally legal, cheaper, more secure and much more convenient than traditional faxing. It is completely mobile – you can use it with your laptops, cell phones, PDAs… to receive and send your faxes. Basically, your faxes are accessible wherever you have the Internet and these days that’s just about everywhere.

Online faxing is also seen as a “green” way to fax since it is paperless and inkless. Plus, you save energy by not having a fax machine running 24/7 just to receive your faxes.

Moreover, using online fax is the wave of the future. It connects all your faxing with your computer and the Internet. It is always on and no more missed faxes because of busy signals since with Internet fax you can receive faxes simultaneously.

Online fax is one way to keep your company or business more competitive especially if faxing is very important for acquiring sales, clients and communicating with your employees. In these harsh economic times, you must stay competitive or lose out; that’s why many companies are using online fax services in addition to their old fax machines. Others are switching completely over to this new way of faxing.

You must use every advantage you can find. So getting an online fax service is just another way to make your business more competitive. Keep this in mind when you go to send your next fax.