The revolution of technology of Google fax has had a positive impact on communication in so many ways. For instance, gone are the days that individuals needed a fax machine to send a message. Nowadays, individuals can use their Gmail accounts to send faxes. This has therefore helped businesses because the mode of communication is time-saving. In addition to this, it is environmentally friendly because the use of paper has been significantly reduced. Gmail has a lot of features that support faxing services, and this has been useful for businesses and personal correspondence. You only require a Gmail account and an email fax service that will aid in creating a connection between your email and fax server. Enlisted below are some of the benefits of using Gmail for faxing services.
Improved Clarity and Quality of Documents
Gmail faxing services ensure that you get documents that have a high quality. In addition to this, the documents have perfect clarity. The process is fast and convenient as it does not require scanning. This is because you can send the documents directly from your computer and that is why the documents are clear and of good quality because they retain all details including color. The faxes are also good quality faxes because email faxing is compatible with all machines.
This has to be one of the most significant advantages of email faxing. Individuals can send and receive faxes from wherever they are. This has been made possible mostly by the use of smartphones. Therefore, individuals can easily send faxes from their smartphones and receive notifications in the comfort of their homes. This has ultimately enabled individuals to save their time and money. In the case of an emergency in the workplace, the employees can efficiently work on the issue, and this is good for business.
Conversion of Files Formats
When using Gmail to send a fax, you can automatically convert different files to the format that enables the data to be compatible with the document to be compatible with all fax machines. In addition to this, you can easily convert the document into a PDF document, and this allows for easier printing and reading it via the desktop or your phone. Moreover, converting these documents is not a complicated process. It takes just a few seconds.
You Get a Virtual Fax Number
You get a virtual fax number when using Gmail to send faxes. This is important because it makes sending and receiving of faxes a significant overhaul and this is good for your business.
Facsimile or fax is a machine that is used for sharing scanned printed documents from one person to another. The documents are sent from one fax to an output device which can be a phone, another fax machine and today, the Gmail. In the fast-paced business world, one would expect the application of this old technology to have dwindled. However, if you thought that businesses no longer use fax, you have been damn wrong. Fax is very useful today especially with the help of service providers like Fax Truth. Actually, faxing in businesses is growing rather than declining.
Using fax in the modern technology to improve business
Recent studies show that successful companies still use fax machines. Suppliers, customers, and other stakeholders use fax too. Even governments are still faxing. Therefore, instead of thinking of doing away with this technology, we should be talking about how it is improving businesses. We should focus on making fax machines more available and simplifying the faxing process. Here are a few ways in which businesses are using fax to improve their operations.
Integrating fax with other modern technologies
Organizations that still use fax are already integrating it with modern technologies such as ERP, EHR, CRM, and email, among others. Fax is also compatible with cloud services, and we already have cloud faxing. With this integration, one enjoys the convenience of the old technology and the modernity of the latest technology in information transmission.
Enhancing information security by using fax machines Businesses are always concerned with the security of the information they share with their customers, suppliers and other stakeholders. They always look for a secure information exchange system. Faxing is one such system. It is particularly important when handling documents that require signatures. The recipient gets a printed copy of the document which can be in the form of a text document or an image.
Taking advantage of the lower cost of faxing
In this era of cybercrime, when transmitting highly sensitive private information via email, end-to-end encryption is required. Businesses have had to get secure email accounts to facilitate communications via email. Faxing is cheaper than secure mail. Its low cost is mainly because it is old technology, but it still serves the same purpose. On a different note, remember that fax machines also double as printers and photocopiers thereby reducing the cost of buying a standalone printer and photocopier.
Also, most businesses today also use fax broadcasting to bolster their sales volumes. This is so especially if the prospective customers use fax too. Indeed, the versatility of fax machines serves businesses right at these tough economic times. Getting the government involved
In summary, businesses still need fax machines. We are in the internet age where almost everybody has access to the internet. However, a business located in a rural area where internet connectivity is an issue can consider using fax machines connected to a mobile phone for communication. Whichever way you think about it, faxing is still a thing in business today.
People have realized the benefits associated with faxing through the email with the recent technology. Though, they are experiencing a challenge in following the simple steps to carry out this exercise. Sending fax is simple, and you do not need any specialized training. The levels are clear to follow; you only need a computer and internet connection. Sending a fax online is just like sending any other email. The fax only requires you to put a fax number instead of email address. The following steps should be followed to send the fax for either personal or business use successfully.
Open your email account
For you to send a fax to the Gmail, you first need to sign in to your Gmail account so that you can access the services. Enter the correct email and a password in the dialogue box. Once you are logged into the account, you click compose button. Like any other email, you will receive platform where you type the message you want to.
Enter the fax recipient’s fax number
After the compose button there is afield named TO. Here is where you are required to type in the fax number of the person receiving the fax you want to send. The fax number should be correct to avoid sending to the wrong person. The fax number should have the right format, that is, the fax number is supposed to be followed by your fax provider’s domain. Then you can then write a message on the subject or the message field. The message is not necessary but if you need to brief the recipient in the kind of attachment you are sending is when you can write.
Attach the documents you want to send
This involves the document or files you want to send to the receiver. You are provided with different formats to put the documents into; the formats include DOC, JPG, XLS or TXT. The formats allow for the compatibility of more files to any services that are available. The documents can be uploaded from anywhere in the computer you use or Google Drive which is the easiest way to upload documents to Gmail. The document will be uploaded and ready to send to the recipient.
In the final step, you are required to click on the send button. You will be notified if the document was successfully sent. Your internet connection should be stable for the fax to be sent successfully.