How to Send Fax from Gmail Free
Updated
In the ever-evolving landscape of digital communication, the humble fax machine might seem like a relic from a bygone era. However, businesses and individuals alike continue to rely on this time-tested method for secure document transmission. But what if we told you that you could send faxes directly from the comfort of your Gmail inbox?
In this article, we'll guide you through the steps to harness the full potential of Gmail and explore how you can effortlessly send faxes without leaving your virtual workspace. Whether you're a professional looking to expedite document transmission or an individual seeking a hassle-free way to send critical information, this guide will equip you with the knowledge to conquer the world of faxing from Gmail.
Are you ready to send your first fax over Gmail? To complete this tutorial, you'll need to have an account with an online fax service. If you don't have an account yet, we recommend starting out with eFax's 14 day free trial or any other alternative with a test-drive account. This is a great way to send a few documents for free and get a good idea of how the technology works.
Follow these steps to start faxing in less than 5 minutes!
How to Send a Fax From Gmail (Step-by-Step)
1. Create Your Email Message
To send a fax, log into your Gmail account and create a new email message by clicking on COMPOSE, the button located in the upper left corner of your dashboard. A new window email composing window will appear.
2. Enter The Recipient's Fax Number
Enter the recipient fax machine's number in the TO section, followed by "@" and the domain value specified by your current fax service. For instance, if you need to send a document to the number 1-555-555-5555, you'll need to type:15555555555@faxdomain.com. The domain varies from service to service, make sure to check your welcome email for this info. Also, don't forget to add a country code if needed.
3. Upload Your File
Attach the file you want to fax by clicking the paper clip icon and selecting the file(s) on your computer. All fax services allow you to send common file formats such as PDF, TXT, BMP, JPG, XLS, DOC. The email attachment is automatically converted into a fax file.
4. Add a Cover Sheet (Optional)
(Optional) If you want to precede your fax with a cover page, type its contents in the Subject or Body fields. This cover letter will precede your actual fax and may contain important information.
5. Send Your Fax
Press the Send button.
Once your fax has been sent, you will receive a delivery confirmation in your inbox with a full report that includes the date, time and recipient information. A copy of your fax is also saved to your account with the service, where it is permanently stored for future reference. Most services offer permanent storage, but some will keep your documents for a certain number of days before deleting them.
This method of faxing through Google's Gmail service works the same on PC and Mac computers because it is web-based. This means that the file conversion process takes place on an external server, which is a computer that specializes in this task. If you need to send at a later date, you have the option to schedule it.
Faxing providers support a variety of file formats, enabling you to pick the format that best suits your requirements. Common file formats which are commonly accepted include PDF (Portable Document Format), DOC/DOCX (Microsoft Word), XLS/XLSX (Microsoft Excel), and PPT/PPTX (Microsoft PowerPoint).
These formats are frequently utilized and guarantee that your documents are easily readable and maintain their layout. Additionally, image formats such as JPEG, PNG, and TIFF are also supported. These formats work especially well when sending scanned documents or files containing graphics and visual elements.
Recommended Gmail Fax Services
There are a lot of Internet fax services out there, so it's always good to have at least some recommendations. To create this "best of" list, we've taken into account several factors, including price, plans, number availability, file compatibility, number of documents you can send and receive per month, and more.
We've also included a link to create a free trial account for each selection, in case you want to try it out for yourself. In fact, that's how we've been able to test the services, and you can too!
1. eFax
eFax has been one of the leading providers of email faxing for over a decade. The service offers the widest coverage, with numbers available in dozens of countries around the world, all of which can be activated in minutes.
eFax has always been at the forefront of online faxing innovation, being the first to develop a mobile app - currently the best way to send faxes from your phone - and more recently adding other useful features, including integration with cloud storage services.
If you are looking for a top-notch service for sending faxes, an eFax account is for you. It offers perfect fax integration with your email, and thanks to its mobile app, you can get instant notifications when your scheduled documents are delivered.
The 14-day free trial includes all the features of the standard service, and you can choose to keep your number after that. Using eFax is fast, and your transmission will be perfectly legible when you print it out on any fax machine.
2. RingCentral Fax
RingCentral is a company with years of experience in virtual office technology. They currently offer toll-free, local, and vanity numbers in the US, Canada, and the UK, and you can use their Internet fax solution as part of their RingCentral Office suite or as a standalone product. It's one of the best options for businesses of all sizes and integrates perfectly with Google's service.
RingCentral's plan is affordable and allows you to send and receive 1500 pages per month. You can pay as you go or pay less with an annual fee. One of the benefits of using RingCentral is that you can then integrate other of their products through the Office plan, which also includes phone and video.
Faxing with this service is very easy and the quality is excellent. RingCentral offers additional features such as broadcasting, scheduling, cloud service integration, and a mobile app for iOS and Android devices, although it is geared toward RingCentral Office users. You can also access your document management area through your mobile browser, and the site is easy to navigate.
RingCentral is very helpful when it comes to customer support, which newbies will appreciate.
Advantages of Faxing Through Gmail
- Ease of Use: One of the key benefits of faxing from Gmail is its unparalleled ease of use. With just a few clicks, users can create, send, and receive faxes directly from their Gmail accounts. The familiar interface ensures that even non-technical users can quickly grasp the faxing process. This eliminates the steep learning curve that often accompanies the adoption of new technologies.
- Acquiring a Free Fax Number: Gmail's faxing feature gives users the unique benefit of a free fax number. Traditionally, getting a fax number involves additional costs, paperwork, and logistical arrangements. Gmail's solution eliminates these hurdles by providing users with a virtual fax number at no additional cost. This not only saves users money, but also streamlines the process by eliminating the need to wait for a dedicated fax line to be installed.
- Enhanced Security: At a time when data breaches and information leaks are a growing concern, Gmail's fax feature takes security seriously. Integrating faxing into Gmail's existing security infrastructure means that faxes are subject to the same level of protection as email. This includes encryption in transit and at rest, reducing the risk of unauthorized access to sensitive information. In addition, Gmail's multi-factor authentication provides an extra layer of security, ensuring that only authorized personnel can access and send faxes.
- Elimination of the Need for a Physical Fax Machine: Once a staple of the office, fax machines are now bulky relics that take up valuable space and require maintenance. Gmail's faxing feature frees users from the hassle of dealing with physical machines. All they need is an Internet-connected device, be it a computer, tablet, or smartphone. This digital transformation not only saves physical space, but also reduces energy consumption and the need for supplies such as paper and toner. By using Gmail to send faxes, businesses can take a greener and more streamlined approach to communication.
Is Faxing Over Gmail Secure?
Yes, this way of faxing is even more secure than using a machine to send documents. The first line of defense is encryption. All services offer advanced encryption methods, which means that your transmission is encrypted into a secret code that can only be interpreted once it reaches the intended recipient. This makes it extremely difficult for others to intercept and read your faxes.
With a traditional machine, there is a risk that someone could intercept or tamper with your faxed documents while they are in transit or left unattended on the machine. With online faxing, however, the entire process is digital, eliminating these physical vulnerabilities, and you always receive a confirmation email when your fax has been successfully sent. This makes it a safer option for sending important or confidential documents.
Troubleshooting and Common Issues With Gmail Fax
issues. One prevalent problem is the failure of the fax to send. If you encounter this issue, check your internet connection and ensure that you have a sufficient balance or subscription with your chosen fax service provider. Additionally, confirm that the recipient's fax number is entered correctly, as even a small error can lead to delivery failures.
If you receive an error message, such as "fax not sent," consult your fax service provider's support resources or contact their customer service for assistance.
Another issue is the quality of received faxes, which may appear distorted. This can often be resolved by ensuring that your fax documents are of high quality, properly formatted, and saved in a compatible file format like PDF.
FAQ
1. Does a Fax Provider Only Work with Gmail Accounts?
You can use any email address you have to send faxes via email. However, we recommend that you use Google Mail for its security and additional features (such as integration with Google Drive and Google Docs). In any case, whatever email address you use, make sure it is used for faxing only.
2. Do I Need a Fax Number?
Yes, the number is your link to the fax servers needed to transmit your files. In addition, you won't be able to receive faxes at all without a number. Fortunately, almost all services give you a number for free when you create a new account. You can choose from different types of fax numbers, depending on your country and city. Some services also allow you to use a Google Voice number through porting.
3. Does My Line Stays On At All Times?
Yes, your virtual line is always ready to send and receive faxes online. Unlike traditional machines that need to be operated manually, every document that arrives on your virtual number is automatically received in your inbox and a copy is stored in your main provider account.
4. Can I Use My Mobile Phone to Send Faxes?
Yes, the process is the same, you just use the Google Mail application on your mobile device to compose the email message. Remember, the document must be stored on your phone, and you can take a photo and attach it to the message.
To make this easier, some services have developed apps that can send, receive, and sign files.
5. Do I Need an Add-On for Gmail Fax?
No, there's no need for extensions. All is done directly from your inbox.
Richard Haase is the primary author and contributor on Googleonlinefax.com. On his free time he’s a tech addict and loves to try out new technology for businesses.