Fax Machine’s Risks Compelling the Switch to Online Faxing

Companies around the World have used analog faxing over the decades, and it has proved to be a reliable mode of communication. However, most companies are switching to online faxing for convenience and security of information with the internet revolution. This is because virtual faxing is a necessity for companies as it has advanced features that guarantee safety.

Online faxing provides a more straightforward and uncomplicated way of receiving fax , for example through Google fax online. Even though Google does not offer fax services, third-party companies provide the service by linking your online fax number with your Gmail account. This allows you to receive fax encrypted for security in your mail.

Here are some of the risks of faxing machine that make it necessary to switch to online faxing:

Late Information Delivery

online faxing aloow instant messageA fax machine is not mobile, and hence if your recipient is not present to receive the fax or there are too many documents coming through, there is a risk of mixing up or failure to receive everything. For instance, your boss or partner is waiting for a particular financial report, and other office users are using the machine, it may get jammed, or there may be a mix-up. This may land you in trouble with your boss or business partner or cause you to lose a big business deal. However, online faxing delivers message in time always.

Leaking Sensitive Information

A fax machine requires the recipient to be on standby to receive it. If the recipient is not there or has left the room for a few minutes, someone may go through the information or even steal the documents if they have other motives.

Every organization faces security threats from billing information, personal information, doctors’ notes, or prescription or security numbers. As a sender or receiver of the fax is responsible for the documents’ safety, you never know how a third party may misuse the information received.


Most analog fax machines are not compliant with the measures that are required to secure information. Fax machines have no encryption and keep the sent copies in their storage, both received and sent. They are automatically saved in the devices’ hide drive and are deleted when overwritten by a new document.

This not only poses a significant risk but also expose your data to possible loss. However, when using Gmail faxing, your documents are encrypted and saved in your inbox, thus protecting it from any loss, or misuse. Besides, in most companies, several users share the fax machines, and this poses a high risk that is not worth it.



Faxing 101: Online Faxing and Its Origin

Communication certainly has come a long way. Various ways and machines had been invented for people to communicate properly, whether formally or informally. One of the known ways people communicate is through a fax machine.

How It All Started

Dated back in 1843, a Scottish inventor named Alexander Bain had an idea of using some elements from his previous invention of electric clock and incorporate it in creating a fax. To scan a message line-by-line, he utilized the synchronization of two pendulums. Although the quality of the image wasn’t as sharp as today’s scanners, he still secured his invention on the 27th of May.

Nevertheless, it was the beginning of a great invention. Because of his one of a kind creation, several inventors, like Frederick Bakewell and Giovanni Caselli, became inspired by his work and decided to improve it. Frederick Bakewell developed Bain’s invention through the use of rotating cylinders in replacement of the pendulums. This then produced a higher image quality than of Bain’s.

Subsequently, Caselli further developed the Pantelegraph, which is a combination of Pantograph and Telegraph. As the words imply, it can copy words and images and transfer the message through wires. This Pantelegraph was further improved through adequate financing and help from other inventors.

Introduction to Internet Faxing

In the year 1985, a major leap happened in linking computers and faxing. Hank Magnuski of GammaLink created the first computer-based fax board. This is a significant step in giving birth to email faxing.

Just like any other email, computer faxes get spam messages too; nevertheless, this event made sending documents a lot easier. From that day forward, people have resorted to using internet fax services and getting rid of their fax machines.

Online Faxing vs Traditional Faxing (With Machine)

Although some people remain bewildered on why people still use fax machines in the office, these machines have proven that it can be useful in offices to send messages while maintaining confidentiality. Nowadays, there’s no doubt that online faxing has brought numerous advantages compared to using fax machines.

Online faxing has eliminated the use of huge machines that are, admittedly, prone to paper jams and errors. These minor inconveniences can cause delays and eventually just waste your time. Although online faxing has been around for a couple of years now, people are only realizing its benefits and convenience due to the fact that smartphones and the internet is accessible almost anywhere, anytime.

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Top Benefits of Google Fax Services

At present, hundreds of people in the corporate world are making use of Google fax services for their daily work activities. There are several advantages of making use of Google fax service. Here are some among the top benefits of using Google fax services.

Easier Transmission of Files

Hassle-free service is a focus of all communication network. Google fax service assure hassle-free transmission of data within a short time. Delays because of the delay in communication is a thing of the past. Today, small and large scale business owners are making use of Google fax service to share valuable information as per the need.

Short Transmission Time

One of the main advantages of using Google fax service is data communication within a short time. Before sending a fax via Google services, it is essential to know how to get your Google fax service number. Unlike earlier fax services, there is no need to refill fax machines with paper here. Google fax service is straightforward and can be done within very less time interval.

Unlimited Access

Limited access to fax file is a common drawback of the old fax service system. This condition can be alleviated using the Google fax service. It allows unlimited access to fax services without allowing any interruption in work. Company owners in search of the best fax service for us for unlimited access can select Google fax service.

File Reference

Easier access to sent and received files is an essential feature of Google fax service. This is possible because Google fax service is linked to your Gmail account. Therefore, the sent and received fikes can be referred later when you need them.

Enhance Safety

Safety option plays a vital role while transferring files and fax services between companies. Transmission of fax service through Google fax service assure enhanced safety for all users. It is one of the most recommended fax services that ensure smoother transfer and safe enclosure of data during file transmission.

Fax from Multiple Devices

During earlier years, fax service was possible only from a fax machine. This has changed because of the Google fax service. It allows users to send faxes from multiple devices like mobile phones and computers.

Transmission of Files at Anytime

Transmission of data at any time using computers and gadgets is a major advantage of using Google fax service. During earlier years, faxes were sent only during working hours of office time. You can alter this by using Google fax services in mobile phones and home computers.

Transmission from Anywhere

It is possible to transmit data anywhere in the world using Google fax service. Therefore, it does not matter whether you are at home, in the office, or on a tour trip. Google fax service assure instant transmission of data as per the requirement.

Google fax service had already gained popularity across the world. Most company owners are using Google fax services to transmit their data all over the world. Transmission of data via email service may not be a safe task in military areas. Here Google fax service assures enhanced security to users around the globe.

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How to Send Fax From Gmail

Google has a free Gmail service that allows people to send a fax. You can use this service for business and personal mattes and online faxing. This company has been updating its services by adding new features like calendar, and Google drives for photos, document editing, as well as management. Gone are the days when people used to send emails through their personal computers. Emails accounts have limited storage. This means that you cannot receive new messages once the inbox is full. Google email service introduced in 2004. This service has played a crucial role in eliminating the problem that people faced when sending emails.

Today, you can be connected to numerous resources by just sitting in the form of a computer. However, it is not possible to send a fax from one’s inbox using Gmail fax service. Again, they don’t have a faxing feature nor are they planning to implement one soon.

There is the best way of sending a fax from Gmail. Additionally, they have integrated a faxing email service that allows people to send faxes using third-party solutions. This service provides fax numbers which allow users them to convert all their outgoing and incoming faxes via Gmail. This has greatly eliminated the need for using fax machines. It has also helped its users in saving time.

Advantages of Sending Online Faxes From Gmail

  • You don’t have to install expensive or complicated cables
  • There is no need of purchasing extra hardware
  • It doesn’t need lengthy setups

This write-up is going to share the useful tips that can help you in sending fax easily. This will make the process easy and straightforward. In addition to this, Gmail has introduced other services such as eFax and RingCentral that gives people a chance of creating free accounts. Individuals who have opened these accounts can access the Gmail fax services for their days without paying anything.

Steps for Sending Faxes Using Gmail

Creating a New Message

You should click on the compose-button to create new emails.

Enter the Receivers Information

Enter the title of your fax as the email’s subject. This is followed by entering the receiver’s fax number in the ‘To’ section. This is the area where you put the recipient’s email. The fax provider’s information is placed after the fax number.

Attach the Document That You Want to Fax

attach documentWith faxing service, it is possible to attach different types of document format including Excel, images, Word Document. Checking with the service provider can help you in knowing the types of document formats that you can use. It is also possible to grab documents from other storage accounts like Dropbox and Google drive. The procedure followed when attaching documents is similar to that of attaching documents or files that you want to send/email.

Include The Cover Page Message

The cover page message is the brief message that you want to include on the cover page. It is like writing messages for your email.

Final Step

Make sure that you ought entered the fax number correctly. Have you attached the right/relevant documents? After confirming that everything is okay, you should click the SEND button. Your message will be delivered within minutes.

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The benefits of using Gmail fax for your business

Many years ago, fax machines were one of the necessities of a business company. Such devices were used to send and receive documents or files as part of the business transactions. But now, the modern technology has brought about a more convenient way of faxing, and that is through the Internet. You will see that it is a lot easier and more cost effective than the conventional way of sending important files.

Gmail Fax

fax machineUsing Gmail Fax is just like creating a regular email. But instead of entering the email address of the recipient, you need to input the fax number. A lot of people are benefiting from this particular service because it helps them save money. An actual facsimile machine is no longer needed, neither is an extra telephone line.

If you haven’t tried utilizing Gmail Fax yet, here are the benefits that you can enjoy from it.

Low cost

Setting up Gmail fax is a lot cheaper than using the traditional fax machine. You will have to pay for the device itself, a telephone line, as well as paper and ink that are needed to print the files that you will be receiving. On the other hand, availing of Gmail fax services is a breeze. You can even enjoy a free trial that is good for 30 days.

No additional telephone line

With the old way of faxing, a telephone line is needed for you to utilize the fax service. But with Gmail, you won’t need to get an extra line because all of your incoming and outgoing faxes will go through your Gmail account.


The biggest advantage of Gmail fax is its convenience. Once you have it, it will allow you to access your faxes anywhere and anytime you wish to even if you are on the road. This would enable you to still do business while you are traveling or on a vacation.

Saves on paper and ink

holding coffee cup and phoneIf your company is still using the conventional fax machine, all the faxes that you are receiving are printed automatically upon receipt. But with Gmail fax, you have to option to print them out or not, which will also help you save papers and ink. If you opt not to have a hard copy, then you can just go ahead and keep them on your virtual file so you can access them in the future.