Even if there are more advanced document transmission solutions like email and team messaging apps, fax continues to thrive as one of the most reliable ways to send files.
Of course, its usage has certainly dropped since its 1997 peak of selling 3.6 million fax machines in a year. It’s actually considered to be a historical artifact now—the Smithsonian Institution in Washington, DC, made it a point to include the fax machine in its collection.
This does not mean, however, that the world is done with fax as a file-sharing system.
In fact, there are many nations in the world like Japan—a country as advanced as it can get when it comes to technology—that still consider fax as an important part of doing business. It is also still the preferred document transmitting method for transactions in many healthcare and financial institutions because it is considered more secure than email.
This shows that fax technology is not obsolete at all and is actually thriving as a system for transmitting documents.
How did fax continue to be relevant today? Like any technology that thrives over the years, fax has done it by evolving and adapting to technology usage in the current business environment. In the case of faxing, it’s done it through internet fax via computers.
In the past, before the internet became what it is today, fax machines ruled the peer-to-peer document sharing field. Every business on the planet had at least one fax machine—some even had a dedicated phone number for faxing.
However, with the internet taking over how the majority of business processes work, fax had to adapt. And adapt it did.
Now, businesses are able to send faxes over the internet using their desktop PCs or laptops. But how do people fax online using their PCs or laptops without a fax machine?
The answer is through online fax software, programs, or services that you can run on your PCs.
One of the top fax software for PCs right now is RingCentral Fax®. Businesses can subscribe to a RingCentral plan for standalone online fax service, or they can subscribe to RingCentral Office® or RingCentral Professional® through which online fax is a part of a bigger and more comprehensive cloud-based business communications solution.
With RingCentral, you get an easy and convenient way to fax from your computer. Simply add the recipient’s phone number, attach the document you want to fax, and send.
Knowing how to fax without a fax machine and doing it online is pretty simple and easy, and there are multiple ways to use RingCentral for faxing documents from your computer or laptop.
The four most common ways are through a RingCentral account, the RingCentral app, email, or a PC scanner.
Here are steps showing how you can send a fax directly from your own RingCentral account.
If you have a RingCentral Office account, then you are also probably using the RingCentral app (some long-time customers may also know it as Glip®).
Here are the steps:
You can also use your email client to send a fax from your computer. Here’s how:
If you noticed, all the options above are for faxing soft copies of documents. For hard copies, people usually scan it and then store it locally or in the cloud. From there, you can choose any of the options given above on how to send a fax.
If you want to send a fax directly from your scanner like it is your own fax machine, however, you can do that too. The process is similar to how you fax via email but instead of using your email client, you are sending a fax via email directly from the scanner. Here are the steps:
Aside from the actual fax message, you can actually add a fax cover page or sheet to your fax.
A fax cover page refers to the fax sheet that precedes the actual fax message. They provide the recipient information like the sender’s identity, contact information, and the intent of the fax message.
You may ask why there is a need to do this when you are sending it online. It should be clear when they receive it in their account that it was from you.
The answer is that some businesses still use traditional fax machines and do not always have caller ID. If your message comes in and they do not know it is from you, there is a higher chance that the fax will be ignored.
Now that you know what a cover page is, here’s the part where you learn about how to add it to your fax.
Depending on what method of fax delivery you are going to use, there may be slight variations on how you can add a cover sheet to your fax document.
To add a cover page to your fax through the RingCentral online account, you can follow these steps:
To add a cover page on your fax through the RingCentral app, you can follow these steps:
There are actually two ways you can send a cover fax page when you use your email for faxing.
Now that you discovered these multiple options for faxing from your computer, you can see that it is pretty easy, simple, and convenient to use.
For your faxing needs, you can subscribe to any RingCentral Fax, RingCentral Professional, or RingCentral Office plan.