Most people assume that faxing is an outdated technology that has been replaced by email. But, in reality, faxing continues to be a popular document transmission solution among legal, medical, and government agencies—the only difference from the 1990’s is that it’s moved online.
Online faxing makes it easier to send and receive faxes from anywhere in the world, without the well-documented drawbacks of a traditional faxing system. Faxing today is faster, more convenient, and offers better security than sending documents using traditional faxing machines.
Let’s look at what makes online faxing better than traditional faxing, and how Metrofax can help you streamline your faxing operations.
How to set up an electronic fax account with MetroFax
Most online fax services—including Metrofax—have a simple process to get you started with online faxes.
You can set up your Metrofax account in just three steps:
- Go to the Metrofax website and click on Sign Up in the upper right-hand corner.
- Next, select your fax number. You can create a free custom number or go with the Metrofax-suggested one.
- Finally, enter your personal details, Email ID, and credit card info to pay for your Metrofax subscription.
Once your account is verified, log in to the Metrofax browser application or mobile app, and start sending and receiving faxes securely and reliably.
How to Fax Without A Fax Machine
Online faxing services like Metrofax usually offer three methods to send online faxes:
1. Fax from your computer
Metrofax has a browser application from where you can send, receive, and manage your online faxes. Login to your Metrofax account from your preferred browser and click the ‘Send Faxes’ button in the top menu.
Choose a recipient from your contact list, attach your documents with a cover page, and hit send. You can fax up to 50 recipients at the same time.
2. Fax from your mobile device
Metrofax has an Android and iOS app for sending faxes using a mobile device. It works similarly to the browser application, making it easy to send faxes on the go. You can even send pictures as faxes from your mobile gallery.
Open the app, add the recipient details, attach your fax documents with the optional cover page, and hit send. The app ensures your privacy by only sharing your name, fax number, and email with the recipient.
3. Fax via email
Metrofax is compatible with major email providers, letting you manage your faxes directly in your email inbox. It’s just as easy as sending an email, but instead of an email ID, you’ll enter the recipient’s fax number followed by @metrofax.com. For example, [email protected].
Next, attach your fax documents and hit send. To include a cover letter, enter the topic in the subject line and type your message in the email’s body. It’s more convenient than the mobile app since you don’t have to download an app.
Online Faxing vs Traditional Fax Machines: Which Is Better?
Traditional fax machines use telephone lines to send and receive faxes. It’s still used today in industries that regularly handle sensitive personal information, like medical, legal, or financial institutions. However, traditional setups come with high overheads, security concerns, and difficulties in organizing your faxes.
Online faxing is actually a fairly recent innovation. It allows you to send and receive faxes from anywhere using a desktop or mobile device with internet connectivity. Faxes are stored in your personal inbox, so only you can access the faxes sent to you, unlike traditional fax machines where anyone can see them.
In our view, online faxing is far better than traditional fax machines for a number of reasons; it’s more affordable and scalable which makes it a great option for businesses of all sizes.
The Benefits of Going Online
Online faxing technology offers far more benefits than its traditional counterparts.
Online faxing is more user-friendly than traditional faxing machines
Online faxing platforms are built to be intuitive. They walk you through the entire faxing process. It doesn’t have a steep learning curve like traditional faxing systems, where you have to know how to deal with paper jams, toner issues, and refills.
Moreover, you can easily customize and store templates, cover sheets, notification preferences, and branding in your dashboard for later. Employees can use them to create and send faxes from their desks quickly.
Online faxing is more cost-effective than traditional faxing
Traditional faxing methods come with hidden costs like maintenance, raw materials (like paper, ink, etc.), and resources (like electricity, rent, etc.). Additionally, you pay for these costs irrespective of how many faxes you’ve sent, which can mean spending unnecessarily.
With online faxing, you eliminate these costs. You won’t have to deal with long waits at the fax machine, harmful environmental waste, and costly fax supplies. Instead, you can send and receive faxes from anywhere using your desktop or mobile device. Moreover, you’ll only pay a low, set fee when you send a fax, making it more cost-effective.
Online faxing is more secure than traditional faxing
Online faxing encrypts your faxes using a dual-layered encryption system to send information over virtual phone lines. It uses public and private keys to create a useful barrier that prevents hackers and unauthorized users from accessing your documents.
While it’s true that traditional faxing means you don’t have to worry about hackers. On the other hand, you have to worry about sensitive information falling into the wrong hands. Online faxing sends encrypted documents directly to your personal inbox, ensuring only authorized personnel can access them.
Online faxing makes organizing your data a breeze
Online faxing services use a cloud-based storage system so you can access your faxes from anywhere, any time. You can move away from physical files that can easily get damaged and misplaced. These digital files can be arranged into folders for easier access.
Moreover, you can conveniently share information with any stakeholder. Online faxing simplifies office workflows and access to information, so employees don’t have to wait for documents to reach them. You can also leave notes or annotations to provide more context to other employees.
Online faxing is the future of business communication
Faxing isn’t going anywhere. It just moved its operations from the telephone lines to the internet lines, and it’s time for businesses who are reliant on faxing to do the same.
Moving to online faxing saves businesses time and money. It simplifies business processes, making information accessible to everyone, and it does all this without compromising security using the latest encryption to protect your data from hackers and unauthorized personnel.
If you’re looking for a trusted online faxing service, reach out to us at Metrofax—the global leader in faxing with advanced features and flexible usage plans. You can send faxes from your desktop, mobile, or via your email, and store incoming faxes in personal inboxes only you can access.
Sign up for a Metrofax account today and try out the platform for yourself!
FAQs
Can I fax without a fax machine?
Yes, you can fax without a fax machine using online faxing. You can fax using desktop, mobile or email. Faxes are stored in personal inboxes so information is only accessible by authorized personnel.
How can I receive a fax without a fax machine?
Online faxing services have secure inboxes where your digital faxes are stored. Only you can access this inbox using a PIN or password you’ve set yourself. You can access these faxes from anywhere using your desktop or mobile app.
Can I get a fax number without a fax machine?
Yes, when you create your Metrofax account, you can choose the suggested number or create a custom number. Please note, Metrofax only supports US and Canadian numbers. You can also port your existing fax number so you can send faxes without using the fax machine.
