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Once your online fax company sends your unique fax number, you can now use a cloud system to exchange documents. It means you will send and receive your faxes online and place them in cloud storage. Therefore, you do not have to keep the faxes in physical spaces.
1. Easy to Use
It is easy to use an online fax service. If you do not want to spend more money purchasing and installing a fax machine, you do not have to. Here are some of the ways of sending or receiving faxes:
Send Via Email: It is easy to use an online fax service to save and convert documents into different file formats. You will choose your preferred format when subscribing to an online fax service. You can open your email account on your device. If you use Google Workspace or Gmail, it is convenient and efficient to use the Google Fax service. Then, enter the fax number of the recipient and the extension of the online fax provider onto the place you usually enter an email address. Once you convert your document, you can now attach it. Finally, click the send button.
Receive Via Email: It is also easy to use an online fax service to receive a faxed document via email. You do not need a fax machine to receive a faxed document. You will just give the sender your online fax number. Once your online fax service gets your document, they convert the faxed document into an image. Then, they send the image to your email address. You will get the document in your email. You can download it to your device. I found it all a lot easier than having to look for a fax machine near me
It is safe to use an online fax company to send and receive documents. Intruders can breach some digital transactions. Online faxing is highly secure. However, it is much better to choose a reliable and trustworthy online fax provider to ensure you are fully secure. In fact, you can browse their website to know how the online fax provider stores documents and safeguards the delivery of their client’s faxes. It is also important to read their client reviews before choosing an online fax provider.
Here are some of the ways to make sure that your faxes are secure:
Confirmation Emails: Online fax companies send confirmation emails to their clients to stop fraudsters from using their client’s online fax accounts. If you want to send a fax, your online fax service will send you a confirmation email. You will click the link in the confirmation email to confirm it is your action. If an unauthorized person accesses your online fax account, you will know because of this feature. If you did not send a fax, you can change your password to prevent the unauthorized person from accessing your account.
SSL Encryption: Online fax companies prevent unauthorized access using SSL encryption. Therefore, you can send a fax without sharing your personal information with everyone on the internet. If you want to know if the website of your online fax service is encrypted, check for ‘HTTPS’ on the address bar of your browser. If you want to send a fax, you will be directed to a secure internet browser. You can read and download the document from the browser.
Extra Security: Many online fax companies offer extra security for the online faxes of their clients. They offer extra protection to protect their client’s documents from fraudulent actions. However, it can cost you more money to get the extra security.
In general, it is safe to use an online fax service than to use traditional fax machines. Online fax companies cannot leak your vital information since they offer strong encryption to protect your documents from unauthorized access. However, it is easy to lose hard copies since conventional fax machines use paper.
If you are using online faxing, you will keep your documents in your email. You only have access to your email account. In fact, you can assign passwords to your documents. Then, share the passwords with the person who will view your documents.
It is almost impossible to tamper with online fax. A person will never edit or tamper with your document without you knowing. In fact, they can leave a trail.
3. Save on the Costs of Paper and Machine
Online service companies store their client’s documents on cloud storage. Therefore, you will not need physical storage for storing your faxed documents. In fact, there is no need of purchasing a fax machine, folders, reams of printer paper, and storage cabinets. You will not need papers with online faxing. Online faxing can save your business money since you will not spend money on traditional faxing.
You will store your faxes in a cloud, so you will just connect your computer or even mobile device to the internet to view, copy, send, and even download your faxes. If you are not in your office, you do not have to print your faxes to access them. You can access them anytime and anywhere.
If you want to print your faxes, you can print the specific parts of your documents. For example, if your client sends you a 50-page document and you only need the last page, you can just print out the last page. Therefore, you do not have to print out all the 50 pages to get the one page that you need.
However, if you are using the traditional fax machine, you will have to print out all the pages to get the page that you need. You will waste both ink and paper to get that one page.
It cost money to purchase the subscription or the plan of the online service company, even though you will not spend more money on a fax machine, ink, and paper. However, it is affordable to purchase the subscription or plan than to pay for the traditional faxing equipment.
Many online fax companies charge monthly subscriptions. They allow their clients to send a specific number of pages every month. So, you can choose a plan that suits the needs of your business. If you do not send several faxes every month, you can choose a plan that allows you to send a fewer number of pages.
Additionally, some online fax services let their clients use a pool of fax pages. It is beneficial if you want to send or receive more faxes than you usually do. Also, you can look for an online fax service that charges per page, especially if you know you will not maximize one of the plans of the other online fax services.
If you want to send a fax overseas, check if your online fax service charges more for international faxing. Some services can deduct the fees from the allotted number of pages. Therefore, you will not have to pay more for international faxing. Remember to check if the service charges more fees to set up your online fax account.
It is affordable to use an online fax service than to purchase a fax machine. This is because a fax machine may cost hundreds and sometimes thousands of dollars to purchase, depending on the features and quality of the fax machine. If you use online faxing, you will not have to spend more money on maintenance and service since you will do all transactions on the internet. If you need the help of your online fax company, you will get their customer service at no cost to you.
In addition, online faxing can reduce your telephone and electric bills. However, fax machines can increase your telephone and electrical bills since you must keep them on to receive your faxes. It is much cheaper to use online faxing to receive faxes, even though online faxing requires internet and electricity. It is cheap to use them because you do not need to keep your computer on throughout the day. In fact, if the internet is free, you will not spend any money to receive your faxes.
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