How to Send Fax from Gmail
Email technology has replaced many of the old ways of communicating. Email services are now accessible by anyone in the World, and it doesn't take more than just a couple of minutes to create a new address.
From all the free email providers in the World, Gmail stands out as the best one, counting with an ever increasing customer base who also gain instant access to other tools such as Google Drive, Google Docs and Calendars.
But one thing email hasn't been able to replace yet, is faxing. In addition to being a more direct and secure way of sharing documents, fax machines are still largely used in multiple industries and in B2B communications on a regular basis.
Luckily, you don't need to keep using old technology.
You can simply send fax from Gmail, in a similar way you send a common email message.
To fax with this method you only need a Gmail address and an online fax service. You need a third-party service because Google hasn't launched a fax service, and there seems to be no plans for it in the future.
Online fax services let you fax through different methods, and one of them is by email. You can send text or any file you have (attached to the message), and it will be automatically converted to a fax image, usually a TIFF file, which can be interpreted by any fax machine, old or new.
In this guide we'll show you how to get started with Gmail fax. Are you ready?
Sending a Fax from Gmail
Here are the key differences between an email fax message and a traditional email:
The fax machine's number goes on the To field (more about this below), and the digital documents you want to fax are attached to the email. Depending on the service, you can also add a cover page either on the Subject or Message fields.
STEP 1: Click on the "Compose" button
Create a new email message by clicking on COMPOSE, the button located in the upper left corner of your dashboard.
You can also find this button on Gmail's app. If you are using the mobile version of the site, you need to click on the red button with an icon at the top of the page.
STEP 2: Enter the Fax Machine's Number on the TO field
Enter the 10-digit recipient’s fax machine 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 fax to the number 1-555-555-5555, you'll need to type:
Below you'll find an example of how this looks when you are using eFax (@efaxsend.com).
If you are sending an international fax, add the exit code +country code before the number.
STEP 3: Upload the Digital Document(s) You Want to Fax
Online fax services are capable of converting a wide variety of file formats, including ubiquitous ones such as PDF, DOC, XLS, TXT and JPG.
To attach the document, click on the paperclip icon and select the file(s) you want to fax from your hard drive.
Fax services let you attach multiple files at the same time, provided they are under 20MB and don't contain more than 200 pages.
STEP 4: Add a Cover Page (Optional)
If you want to precede the fax with a cover page, just type the message on the Subject field.
The design of the cover page is configured on your online fax account.
STEP 5: Proofread and Click Send!
We’ve reached the final step, so double-check you have entered the right info and then press Send!
Your document will now be converted to a traditional fax file and then securely transmitted to the recipient's fax machine.
The process takes less than a minute to complete, after which you’ll receive a confirmation on your email with all the details of the transmission. This ensures the other part has received the document(s).
Try This Tutorial for Free
As we said before, you need a service with fax-by-email capabilities. It will be in charge of linking a virtual line to your Gmail address so you can send and receive faxes online.
A monthly subscription to an online fax service can cost you in average $10, depending on its features and the amount of pages included in the plan.
However... if you don't want to spend any money to follow this tutorial, you can take advantage of 30 day free trial accounts.
You won't be charged anything unless you continue using the service once the trial period has ended and you cancel at anytime you wish.
What Types of Files Can I Convert to Fax?
If you work with different types of files on daily basis, you need an online fax service that is capable of converting multiple documents to fax.
File compatibility is an important aspect to take into account when picking a provider, after all, that’s a big part of what makes online faxing such a powerful tool!
The files attached to your email message are converted into a fax image, a TIFF file actually, and then forwarded to the receiving fax machine.
Common Compatible Formats
These are the file types that are supported by the vast majority of online fax services out there.
Each service has its own list of hundreds of compatible file types that are only used in certain industries or markets. Check out their FAQ sections for more information.
Adobe's Portable Document Format
Plain Text File
Joint Photography Experts Group
Windows Bitmap File
Compuserve Graphics Interchange Format
Hypertext Markup Language
Keep this in mind to ensure your file is converted to fax:
- Your attachment has a page size limit. In general, you can't convert documents that have more than 200 pages.
- The file must be named correctly to avoid conflicts during the conversion process. Avoid including ampersands and other special characters.
- Check the file size limit. Some services let you attach documents that combined weight less than 10- 20 MB while others let you work with large files like high resolution images.
- Files that work with macros won't be converted.
Benefits of ONline Faxing
Exclusivity was always a big plus when Gmail first appeared, but the tech company hasn’t stopped adding features since it was launched, and today many people use it because it’s free, it’s simple to use and works better than other providers.
- Creating a new Gmail address is quick.
- Ads don't get in your face.
- Includes 15GB of virtual hard drive.
- Finding messages and faxes is easy with the customized search.
- You can include more features by installing add-ons.
- A Great spam filter keeps your primary inbox clean.
- It's receives regular updates and improvements.
- It includes IMAP and POP Support to access Gmail messages on the software/app of your choice.
As you can see, it is extremely easy to get started with Gmail fax and it has plenty of benefits and additional features such as fax scheduling, broadcasting, mobile notifications, among others.
We hope this tutorial has been useful, don't forget to put it in practice! If you want learn more about Gmail and other Google products, please visit our homepage.