Fax machines were used much often but since there’s other proficient means to communicate with clients and business partners, online fax service are the trend and getting more popular. Online fax services enable you to receive and send and faxes through your email account. Below we will introduce the top 10 best online fax services that customers have used and been very satisfied with.
Best Online Fax Service 2016
Whats Online Faxing and How it Works
Probably one of the most common forms of cloud computing, internet or online faxing is quickly gaining grounds. Many businesses have thrived thanks to this new technology of communication. The advantages of using online faxing speak for themselves. However, there are still many people in the different parts of the globe who still don’t understand how this new technology works and therefore don’t see the need of having it implemented. Well, if you are that kind of person, then you have all the reasons to smile as this is just for you? So what is internet faxing and how does it actually work?
Start up and sign up Process
Internet faxing involves the sending and reception of fax messages without the use of a fax machine. Instead, it is done online with only the internet involved. This therefore means that a connection or internet access is of essence when it comes to this latest technology. Moreover, you also require an email account and subscription to Internet fax service.
Online faxing, as it is also known, helps the sender deliver a fax message to the intended recipient after the fax message has been converted to a favorable file format and emailed as an attachment. A number of procedures are involved in the working of online fax service with the very basic one being the sign up. In order to do this, you must contact an Internet faxing service provider. There’s many of them and some of the popular ones in the industry are myFax and eFax. Users can choose one depending on their needs and what suits them the most. Upon successful sign up, you will be provided with a toll-free number after which you are to free to start sending or receiving fax messages.
In addition, you will also be provided with a web interface where you can easily log in to access your fax messages. All the incoming and outgoing fax messages are managed by the provider and hence the reason behind cloud computing. In other words, they will be handling your faxes on your behalf for safety and more convenience. This service comes at varied prices depending on the packages offered by the provider. The charges can be payable monthly, weekly or even per page if not daily. Others would even allow you to send fax messages for free but not without a trap. In such cases, ads are included in every fax page sent and also limits to how many faxes can be sent within a given period put in place.
Data Compilation Process
After sign up, preparation of the files to be sent follows. A wide range of files are always supported including text documents, spread sheets, PowerPoint and image files. Once you have prepared everything, you can go ahead and proof read the documents just to ensure everything is in place and no petty mistake is given a chance. You don’t have to print them before proceeding to the next step of sending them as they can directly be sent from your PC.
Sending and Delivery Process
The last procedure is sending these files as online fax. There are several ways of sending files online via this mode of communication. One such method and most probably the common one is sending the given file as an attachment email. The body of the message will serve as the cover page of the document. You are now free to click the send button to have your fax delivered provided you have typed the special email address in the allocated recipient box of Online Fax services use different ways of conveying the fax messages. Additional software might be required for installation to help in delivery of the fax message. This comes with an easy to use interface that does not require many procedures or unnecessary instructions.
Other service providers might opt for using encrypted servers to enable sending of the message. In this system, the file is stored safely until it is conveyed to the recipient on the other end. Once the fax is received by the server, it is converted into a more suitable format; most probably PDF or TIFF with FAXAGE after which the recipient get the fax message delivered. When the recipient gets to reply the fax message after reception, a reverse of the process occurs. When the recipient sends an electronic document via email, website or FAXAGE, the fax system gets it converted to a format that is most suitable for faxing. This can be G3 or G4 TIFF format which is sent via a fax server. Thereafter, the status of the given message is posted on the FAXAGE website and also emailed back by default. Depending on what you want, you can get to choose the number of retries you want in place while sending faxes, the resolution to be used and even priority control for users to send faxes in a given account.
Advantage of an Online Fax Service
Recently, online faxing has been gaining popularity. This isn’t coincidental as those who have switched to it know the difference. Compared to faxing the traditional way and other communication services, online faxing has lots of benefits. These benefits speak for themselves and you might probably get wonder why you haven’t switched to this new faxing technology when you get to learn of the benefits.
Convenient and time conscious
With the new technology of online fax services, you have no reason to get worried of being inconvenienced in whichever way as with the traditional fax machine. For one, online faxing is portable and you don’t have to be restrained at a specific location as you wait for your fax. Since you can access your email from almost everywhere, you can send and receive faxes wherever you are. Moreover, you can now comfortably receive fax at any time regardless of whether you are online or not. Initially, you could get inconvenienced as a result of broken telephone lines, paper jams and faulty fax machines. With this recent technology however, there are no worries as everything is now conducted online with no need for fax machines and telephone calls. Urgent faxes can now be received promptly and acted upon immediately. There is no more need to wait till the next day or even Monday to get to the office and access your faxes. On a weekend, from the comfort of your home; you can comfortably receive your fax and respond to it at your slightest convenience.
Furthermore, you don’t have to sit in the office waiting to receive an important fax as you can now retrieve your fax from your portable device even beyond business hours. You also get to save yourself lots of time budgeting for a fax machine and all the equipment coming with it. It’s only a matter of two meets and you are done signing up for your own personal fax number. Thereafter, you are free to start enjoying the online fax service. Most importantly, lots of your time is saved as you don’t have to send a single fax message at a go. The new technology allows you to send a message to multiple fax numbers simultaneously. In addition, you save your senders considerable time as they don’t have to redial when they get the machine in use. In other words, the new online faxing allows multiple calls at a go.
Online faxing saves you lots of money in several ways. For one, you don’t have to buy the fax machine which is considerably expensive. All you need is a computer or handheld device with access to internet which cost less than the acquisition of the traditional fax machine. With the absence of the machine, maintenance costs and repair bills are no longer part of your expenditure. Moreover, you don’t have to keep an operational fax line as with the case of the traditional one. With this new technology, you also get to cut down on the cost of printing as you don’t have to print your outgoing faxes before having them sent. All you need is just attaching and sending them; simple! As such, you also get to save on papers and toner. In addition, you get faxes your faxes delivered to your email inbox at absolutely no cost! With online faxing, you don’t have to worry yourself of any additional costs or charges as the email to fax does not need the installation of any additional software. The other striking benefit of this new mode of online faxing is that you don’t risk expensive long distance call charges as the data is transmitted via the internet and not the phone.
Lets take for example online fax providers myFax. The price of their online faxing costs $10 per month after a free 30 day trial. So basically for the first two months users will pay only $10. This is one the affordable plans in the internet faxing, not to mention the rich features offered by the company such as; toll free numbers, Fax Archive, Faxing from 5 different emails and more.
Secure data transmission
Online faxing comes with enhanced security suitable for transmission of highly confidential data with the least of worries. For one, you get to receive the transmitted document directly to your email which only you have access to. Initially, if you’re worried of the fax being received by someone else probably in the office in your absence you should then read how secure is online faxing. This would make you stay closer to the machine anxiously waiting for the document without doing anything else; something you now have full control over. You also get to send confidential data without anyone having the slightest idea, leave alone seeing you do it. All you need is attaching the necessary file and have it sent, no stress! Online faxing also eliminates any security hitches at the receiving end as confidential data can be transmitted directly to the secure email inbox of the intended person. The chances of faxes getting lost along the way without being delivered to you are also reduced if not almost eliminated. Why would you want to miss all these benefits? Don’t you think it’s worth trying out?
Tips for Choosing Effective Online Faxing
With so many online faxing providers all over, consumers have had rough time in the past choosing the ideal service providers. Depending on what you want online faxing for, you can choose effective online faxing services for your needs. However, it takes the aid of a sixth sense to settle on the appropriate service provider. In essence, you have to take certain factors into consideration. Whether it’s for small business, big commercial operations or home use, the following tips will always come handy when it comes to online faxing selection.
For a start, you should always take advantage of service providers offering free trials. Rapidfax is of the top internet fax providers that gives users a 30 day free trial, so takes this into consideration. Some companies require the use of credit card and you can always opt not to sign in when you are not contented with the services offered. You can also use this as a perfect platform for gauging whether the subsequent cost of service provision is considerable enough for you.
Secondly, you should focus on the billing plans that the providers have in store. With some having membership plans charging monthly, the others bill every minute or per page. If you are the person who less often receive and send faxes, you can as well opt for billing per page as this will save you on cost.
In addition, you should check out on different service providers before settling on one particular one. Get to compare the different charges offered by them if you are to save lots of money. You don’t have to fall for the first internet fax provider you get wind of as you might come to realize later how expensive his services are.
Most of the fax messages sent via online faxing are always confidential and meant for specific recipients. As such, you should consider opting for faxing services that provide encryption. With this, the information sent via the internet will be jumbled up till it reaches the intended recipient. No one else can interpret or even understand the encryptions as they do not display straight forward messages. This helps you stay safe even in the case of website hacking which is a common trend nowadays.This might however come at an extra cost but it is worth the payment as you stand to gain a lot by keeping your confidentiality high.
Similarly, you should also check with your prospective provider if you can get to make urgent changes regarding your fax account to avoid any inconvenience. As such, you will be able to keep your documents and data transmitted safelyvia fax even in case of website hacking or account blockage. This makes it possible to have your faxes sent to a different account in case such a thing happens. With this, you are sure to keep up your data’s confidentiality. If you’re in doubt read how secure is online faxing.
When you sign up, you are often given a toll free fax number which comes with an online account. In order to keep your account secure and private, you need to ask your prospective provider how many email users can access this account. If possible, opt for an account with one or two email users which you can easily manage without compromising your documents’ confidentiality. If you’re in doubt read how secure is online faxing is and you may want to choose an online fax service with a good reputation that ensures users their information is indeed safe.
Before signing up for internet fax service, it is always ideal to confirm with the service provider the file types supported. With most fax messages sent in form of attachments, some service providers offer other different file formats. Confirmation of the same would therefore ensure any inconvenience that might result because of that is eliminated.
Thus, you should also check out reviews of previous clients regarding the services provided by a particular internet service provided. This will greatly help you in gauging how reliable the provider is. You don’t one to be inconvenienced later in your business just because you didn’t do a thorough background check.
Moreover, you should check out the customer care services of internet faxing you are yet to sign in for. It must not only be efficient but also so reliable to enable you handle any uprising issues promptly and in the best way. You can get to confirm this from previous users of the same who in the past had experience with the same. Ask them how they were treated and how the matter at hand was handled. If you don’t like it a bit, don’t hesitate moving forward to the next prospective fax service provider.
Lastly, you should focus on the quality of service provided. This is by far the most important of all factors. The best way of verifying if the quality offered by a given online fax service suits you is trying out their free trial offer which normally lasts for thirty days for most providers. If you are not quite contented, you have all the reasons not to hire the particular service provider in question.