Fax Vs Email – Which One Is Better for Your Business?

fax-vs-emailExactly what is the Distinction In between the Two?

There is no doubt that e-mail is utilized more than any kind of interaction for fast correspondences. Fax innovation continues to keep a strong workplace presence. There are a number of reasons for this, a few of which are as follows:.
Trustworthiness, Validity and Acceptance.

Fax innovation is extensively accepted by the legal occupation as the finest method to transfer delicate papers promptly and safely. Faxing safeguards versus the forgery of papers, as the initial file can be compared to the faxed copy.

Because of this you can still come across companies in practically every market who will accept faxed papers as a replacement for originals. This is specifically suitable to the similarity lawyers, attorneys, government policemans, realty business, banks and business associated with the motor trade.

While e-mail and file attachments are best for daily interaction, they are not usually accepted for legal documents, as affixed files do not supply a time-stamped picture of a file. Files sent out in an e-mail can have been produced by anybody at any time, and for that reason can not be relied on the same way that faxed files are.

And there is no technique of sending out files that has actually accomplished the usual approval of faxing. Online faxing and FOIP supply the functionality of faxing without the absence of versatility, guideline for an additional phone line, and cost.

How to Transfer a Fax Number to a Fax Service

In this article we will walk you through the process of porting or transferring phone numbers to an email fax service account.  The exact steps are similar among different fax services, but we will use RingCentral as an example, so you can see how it works.

Thanks to fax number porting you can keep using your current fax number with a Google fax provider.  Completing the request can take some minutes, but after that the service handles everything for you.

Transferring a Fax Number With RingCentral

To transfer your numbers from an existent carrier, log into your RingCentral account, scroll over to the settings tab and select phone system.

Now click on Company Numbers and Info. You will see all the numbers that are associated to a RingCentral Fax account. To begin the number porting process, click on “Use My Existing Number”, at the bottom of the middle column.

Select the type of number you wish to transfer, you also have the option of forwarding calls to RingCentral.  For this example, we’ll select to port a Local US Number, simply by clicking on the button.

Before beginning the porting process, the fax service will pre-check your request, to reduce errors during the process with your current provider.  You just need to select the on-screen questions, and depending on your answer (Yes and No), you will need to take a few extra steps.

Once you finish answering the questions, you will need to enter the number so the service can validate it for use. Begin by entering your billing phone number, this is the number under which your current provider has your account listed on their database. This information is needed to submit the transfer request in your behalf. If you have multiple billing numbers, create a new transaction request for each one of them.

Now enter the numbers you want to transfer, you may transfer various phone number at a single request. Double check that your numbers are correct to avoid errors. Check the box to confirm your request and click on Next.

Now choose a transfer date, the system will set automatically the first available date, based on your current provider’s service rules. Then you can select a temporary number to match with your numbers during the transfer process. Click on Next.

Now you will need to fill out the account confirmation fields to begin the transfer process.
Enter the Name on the account, the company name, service address, your contact phone, account number and finally your account PIN or the last 4 digits of your social security number.

Click on Next, and verify that all the information is accurate. Click Next.

You will be taken to the “Letter of Authorization” page. This is your authorization for Ringcentral to take care of the porting process in your behalf. Follow the steps to agree with the authorization terms.

Your number transfer request is now complete.

Below you’ll find a complete video that will hep you go over the step by process in an easy-to-follow way.

How to Increase Your Productivity with a Google Fax Service

One of the main benefits of integrating a digital fax solution in your business is that you can boost your productivity, by focusing your time on those tasks that require your attention.  Using a fax machine can be really time consuming, there are many ways in which digital technology has made things easier for us, and here we will take a look at some good examples.

Speedy faxing.  Faxing now only takes a fraction of the time that it used to take with the use of machines.  Sending a fax is as easy as sending an email, and faxes are received automatically in your inbox.  You save a lot of time right from the get go just by being able to receive faxes without answering incoming calls.

No more problems operating the machine.  I have used fax machines for years prior to switching to Google fax, and they were very useful, but you have to agree with me that sometimes you had to deal with time consuming issues.  Two perfect examples of this are the paper jams and poor document readability.  Well, faxing over email now is problem-free, and the entire sending process takes place automatically.

Schedule Internet fax. Services now give you the option of scheduling faxes to be sent at an exact time and date.  This feature comes in very useful when you have to be away from your office but still need to send and important fax, but can also be used to set all your faxes throughout the day and clear your mind about what you have to do.  Having a clear mind does wonders on your productivity!

Send a single fax to multiple people at once.  Having the ability to fax over email means that you can take advantage of this digital way of communicating.  What once required you to dial numbers one-by-one (with the occasional paper jam here and there), now just requires you to fill the Cc info on the email window.  The service will automatically send the fax to multiple recipients without extra steps and delays.

Fax on the go! One of the biggest improvement in latest years for fax services has been de development of mobile fax apps, which basically turn your cell phone into a virtual fax machine.  Downloading the apps developed by companies such as eFax and RingCentral is free for customers.  You can compose and send faxes either by typing the contents directly or by taking a picture of a document with your phone’s camera.  On the other hand, whenever a new fax arrives Gmail, you will receive an instant notification, you can then open the app to read the contents of the fax directly on your smartphone.

Gmail faxing is easy and fast, so if you are looking to cut the time you spend in front a fax machine, this is a must-have tool for your business.

What’s the Best Way to Fax from Gmail for Free?

We love free stuff! It lets us enjoy the good things in life without having to worry about paying for them later! In the case of faxing online happens the same thing.  I always get asked: ‘Isn’t there a way to fax from Gmail totally free?’

Well my friends, the best way to fax from your Gmail account without spending a dime is through free trials provided by Gmail fax services, that is, services that let you fax from your email and are 100% compatible with Google Mail.  Some people hate the idea of faxing free only for one month with a free trial, but what are the other alternatives?

Free Fax Sites

On one hand we have the so called “free fax sites”.  The idea sounds good, to fax for free online, but things are not that simple and there are some things worth noting about these pages.  First, they don’t provide any type of integration with Gmail, not to send nor to receive faxes, the service is limited to sending faxes using the web interface.

Second, they limit the amount of faxes you can send per day to 1 or 2, which is great if you are faxing only for a special occasion, but for most businesses it’s a no-go.

Third, every fax you send is preceded with a cover page with the ad of the fax site.  Again, for casual purposes this could be OK, but it is not recommended for serious businesses, especially when we are talking about important documents.  In the end you have little control over how your faxes are sent, which end up looking unprofessional to the receiving end.

Fax Software

The other option we have is using fax software, these programs use the internet or a connect to a phone line (via  fax modem) to send and receive faxes from a computer.  The problem with current software is that it is not as user-friendly as email fax services.  Everything is managed within the program, so you can’t receive or send faxes using Gmail.

This alone has many disadvantages, the most important being that you can only access your faxes from one computer.  With a Gmail fax services you can access fax from any computer with connection to the Internet, additionally you can opt to receive faxes in your iPhone if you opt for a service with mobile apps!

And well, we have to remember that we are talking about free ways to fax online,so the only alternative we have when it comes to using software are free fax programs in the form of freeware or demos with limited time and/or features. In my opinion this is a worse alternative than using free fax sites.

So, why is it better to use a fee fax rial? You get your own local or toll-free fax number for  a month, can take care of around 300 pages during the month in average, accounts are fully featured so you can test the full power of digital faxing.  If you decide to have a permanent solution further down the line, prices are very low with services like give you huge discounts with annual plans.

What Types of Google Fax Numbers Can I Get?

google-numberIf you want to receive faxes on Gmail, you need a virtual fax number. Period.  We’ve already talked on our home page how email fax services can prove to be invaluable for getting one of these.  But did you know that you can have three alternatives when choosing a number?  This added flexibility is excellent for small business and companies that want to make the jump to the World of digital faxing.

Local numbers.  These are numbers located in your area, and the availability of them will depend in what country/city you live in.  If you reside in the USA you have total coverage but other countries are different.  The service that offers the highest amount of numbers cross the World is eFax, with presence in 42 countries and over 1000 cities.  But if you are in the USA or Canada, you can have local numbers from companies such as RingCentral or Nextiva.

Toll-free numbers.  These are numbers that people can dial and use for free, their availability is linked to the availability of local numbers in your area. For example in the US and Canada you can find 800, 855, 866 numbers among others.  Toll-free fax numbers are perfect for businesses who fax with customers and want to avoid extra costs they might have. Note this type of numbers are not available on all countries.

Your current fax number.  Many people worry that by making the jump to digital faxing they will lose the fax number providers and clients have – thus losing daily communications along the way.  That’s not true, thanks to a process called fax number porting, you can turn your physical line into a virtual fax line.  The process takes only a few days, and you’ll be granted a temporary number during the first month in case you experience normal transmission problems from the porting process.

No matter what choice you make, you need to know that these numbers are reliable and fast.  They will never be busy and will ensure you receive your documents in a speedy and efficient way.  Companies such as Nextiva also offer special adapters that can connect to your fax machine so you can use it along a digital line. This is yet another alternative you have while you adapt to digital means.

What makes the difference in the end is just what type of Google fax service you choose. So if you are still unsure, you can read our review of the top service son our homepage and try out to see how it works.  There’s a fax service/package for every type of need, so it pays to do a little testing before actually subscribing for a service.

As you can see, you have a lot of flexibility when it comes to fax numbers right from the start.  The people at the other end of the line won’t notice a difference when calling your fax number, well just one: the whole process will be faster than ever before.  What’s even better, these numbers let you make of receiving faxes a truly hands-free process so you can focus on other things while the fax is received.  After that, just check your email, and browse the PDF file on your computer monitor!