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Online Fax - Can You Explain To Me Exactly How It Works?

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Published: 21Nov2009
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For the very computer savvy young person who probably already has more than a few micro-chips permanently coded into their DNA, the above question might sound rather silly. However, for many of us, understanding just exactly how online or Internet faxing works, is still a bit more puzzling, especially for those of us who are used to faxing the old-fashion way thru the good old reliable fax machine in the office.

And that doubly goes for those of us who don't necessarily keep up to date on the latest developments in technology. For older workers who have always used the traditional fax machine, online faxing can be seen as down-right perplexing. With the traditional way of faxing, we are used to punching in a few numbers and scanning off the fax in the machine in order to send a fax.

Now, with online fax, I have to use computers and the Internet? What's up with that?

Like the introduction of any new technology there is a learning curve, especially for seasoned workers and small business owners who are set in their ways. Online fax has become extremely popular but there are still many people and many businesses not taking full advantage of this new way of faxing.

Perhaps, the biggest obstacle, a lot of people simply don't understand how online fax works? They might know it has something to do with computers and the web, but just how does it work?

First, you must understand, online fax is simply using your email system and your Internet connection to send your faxes. You sign-up to an Internet Fax service provider who gives you your own local or Toll-Free fax number and you are also given an online site (interface) where you can view and send your faxes. This online provider acts as your intermediary to handle all your faxing. You use your fax number to receive and send your faxes as email attachments, usually in TIFF or PDF formats.

But how does it work?

This question was actually put to Christian Watts, the co-founder of FAXAGE, an online fax service provider operating out of Denver. Here's his answer:

"Ultimately, every Internet Fax service works by receiving faxes by having some sort of dedicated phone numbers coming in to fax servers at their site or sites. Once a fax is received on the fax server, it is converted to a suitable format (PDF or TIFF with FAXAGE, PDF by default) and then sent to the customer. In our case, we send these as email attachments and store them in our website as well by default. We offer many customizable parameters around the messaging for received faxes, ability to route 'fax received' emails to an unlimited number of email addresses, API methods for receiving faxes into systems, etc.

On the sending side, the process is reversed - the customer sends in an electronic document (either via email, website, or, in the case of FAXAGE, an API method is also provided), the system converts it to a format suitable for faxing (The fax standard is G3 or G4 TIFF) and sends it out via a fax server. Status is then posted to the FAXAGE website as well as emailed back by default. Again, we offer a lot of flexibility around number of retries, resolution to use, priority control, which users can send faxes in a given account, etc."

Basically, what you're doing is switching all your faxing chores over to the computer, the Internet and your email system. You are simply bringing your faxing into the modern computer age. Just as you have modernized many other aspects of your business, you should also modernize your faxing. Keep in mind, you can still send and receive faxes thru the old fax machine but now you have the option of using computers and the web.

Obviously, online fax must have many benefits or advantages, otherwise everyone would still be using the old fax machine. In other words, why has Internet faxing become so popular?

Mainly because with Internet fax you and your business are no longer tied down to the fax machine in the office, you can send and receive your faxes anywhere, anytime. Online fax is also cheaper because you don't need an extra fax phone line, no need to purchase all that paper, inks and toners since online faxing is paperless.

Internet fax is ideally suited for companies since it is completely "scalable" for your growing business, you can quickly add more lines/numbers without having to install all the needed hardware as with the old way of faxing. It can also make your business more competitive, especially if you depend on faxing to bring in new sales and/or clients... your business is open 24/7, 365 days of the year.

Simply put, online fax works by utilizing all the modern contractions of the workplace, mainly your computer, your email system and the Internet. It uses all of these to give you fast, inexpensive, reliable faxing that's available anytime, anywhere. What more could you ask for?

For more information on Internet Fax Services use this handy online Fax Comparison Guide to get your own: online fax Or if you want more detailed information on Internet Faxing try here: internet fax providers Titus Hoskins 2009. This article may be freely distributed if this resource box stays attached.

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