Almost two centuries after Alexander Bain sent the first fax in 1843, faxing is still the preferred communication method in sectors that require sharing sensitive information like healthcare, finance, law, and government.
While you used to need a physical fax machine to send and receive faxes, now you can fax from Gmail using your mobile device, tablet, laptop, or desktop. When you use MetroFax’s advanced online fax service, you don’t need any special software, server, or equipment to send and receive documents via email.
This guide shows you how to fax from Gmail and explains why your business should use email-to-fax services.
Start Faxing From Gmail in Four Steps
Although Google doesn’t provide a faxing tool, Gmail does support third-party internet fax services such as MetroFax. Faxing through Gmail is a simple four-step process.
1. Sign in to Your Gmail and Create a New Email Message
To send a fax from Gmail, sign into your Gmail account, and click “Compose” to create a new email message. This activates a new email window where you craft your fax.
2. Enter the Recipient’s Fax Number
Next, enter the recipient’s fax number in the “To” field of the email. Enter the fax number in the following format: (Fax number)@(Faxservice.com). Let’s say you want to send a fax through Gmail to a recipient whose fax number is (888) 123-4567 and who uses MetroFax. You would enter [email protected] in your email’s “To” field.
3. Add the Information that You Want To Appear on the Cover Sheet
Once you’ve entered the recipient’s fax number, create a cover sheet. Include details such as:
- The subject
- The recipient’s name
- Your name and contact information
- Any other relevant information you want to include
You can scan and attach a cover sheet to the email, or you can put this information in the email message box.
4. Attach Your Document or File, and Hit Send
Now all you have to do is attach the document or file you want to send. It could be a scanned document, picture, or digital file. After you’ve attached the document to your email, hit the “Send” button, and the recipient will receive the fax.
Pro Tip: MetroFax lets you fax multiple recipients simultaneously. All you have to do is enter multiple fax numbers in the “To“ field.
Why Use an Email-to-Fax Service?
Email-to-fax services let you send faxes straight from your email account using a toll-free or local fax number. The beauty of email-to-fax service is that it lets you send faxes directly to your recipient’s physical fax machine. Other people can also use their fax machines to send a fax straight to your email address.
Here are the benefits of using email-to-fax services in your business:
- It’s cost-effective: You don’t need to invest in a physical fax machine that can be expensive to buy and maintain, and you don’t need to buy paper and toner.
- Enhances productivity: Faxing through Gmail eliminates time-consuming tasks like printing out documents, manually inputting fax numbers, and waiting for confirmation pages.
- Facilitates remote access: You can send and receive faxes from anywhere as long as you have internet. This keeps you connected and productive even when you’re out of the office.
- Is more eco-friendly: It eliminates the need for paper, ink, energy, and other resources required by physical fax machines. This helps reduce your carbon footprint, especially if you’re a big organization that sends and receives lots of faxes.
For your business to reap the benefits of email-to-fax services, you have to choose a reliable and capable internet faxing provider. Consider the following factors when selecting an online fax service provider:
- Cost: The cost of online fax services varies from one provider to another. Some charge a flat fee per fax, while others offer monthly or annual subscription plans.
- Ease of Use: Whether you’re faxing through Gmail or another email provider, the ideal email-to-fax service should be easy to use and require minimal setup. Look for a service that seamlessly integrates with your existing email and makes the faxing process short and simple.
- Compatibility: Ensure your email-to-fax service lets you send the file types you typically send, such as PDFs or Microsoft Word documents. Also, check if the service can handle large files.
- Security: We live in the age of cybercrime which makes security an essential factor when selecting an internet fax provider. Look for one with encryption and modern security features to protect your data from cyber threats like phishing and hacking.
- Customer support: Choose an email fax provider with excellent customer support to ensure you get help fast if you have an issue. Look for a provider that offers multiple support channels, such as phone and live chat, and that has a quick turnaround time for customer requests.
- Reputation: Research the reputation of the email-to-fax provider you’re considering by reading reviews and testimonials from current users to make sure the provider is delivering top-notch service.
- Additional features: Consider other features you want, such as the ability to receive faxes as email attachments, fax scheduling, and tracking.
The Perfect Solution to Your Daily Fax Needs
Faxing from Gmail is a convenient and efficient way to send and receive faxes online. MetroFax has online faxing plans that can meet the needs of any business, no matter how big or small. We offer inbound toll-free or local fax numbers in many cities across the U.S. with no extra long-distance or transmission time charges. And with our flexible usage plans, you can scale your plan up as your business grows. Metrofax provides the convenience, speed, and reliability that give you all the benefits of online faxing without any of the hassles.
