Today, there are a plethora of options for sending documents such as IM, email, and others. But, the one mode of communication that has managed to remain among the most used methods is the fax. In fact, it is the most preferred method of official communication.
The reason behind this popularity is the security it offers. However, it is also considered to be unfeasible in today’s world when people prefer portability and compact solutions. For fax communication, there are several associated requirements such as fax machines, ink, etc.
That is why we have brought you an innovative method to send fax via Gmail. This is possible with the help of CocoFax, an online fax service that uses an online medium to provide easy faxing solutions.
With the multitude of solutions available today, using Gmail to send fax online has become easy. This is why several businesses have started using Gmail fax for their everyday workflows. However, you can’t just use Gmail for sending an email to a fax machine as both systems operate on two different platforms that have entirely different structures.
Faxes use analog telephone signals for their operation while emails work on a digital platform. What you need is a third-party fax service that will be acting as a translator between both the mediums. Only then will the platform be able to understand each other.
Using a third-party online fax service provider
Once you get an understanding of the processing, sending fax through Gmail will become a child’s play. As mentioned above, you need an online fax service capable of translating the communication between email and fax.
However, it is important to carefully select the online service that you plan to use. The main reason why people prefer fax for online communication is because of the reliability and security it offers.
Choose a service that has a reputed name and will get your faxes in the right place. In this article, we will be telling you about CocoFax, the best fax service on the market. Learn more from Cocofax details mentioned below:
CocoFax
CocoFax is among the most popular and reputed online fax services in the world. With its fax solutions, you can transform all your devices including desktops, laptops, and smartphones into fax machines.
One of the most common services offered with CocoFax is the facility to send faxes through Gmail. It is similar to sending an email which makes faxing using Gmail easy, as easy as sending an email that you must do on a daily basis.
Faxing through Gmail
To send a fax using Gmail, you must have a few things:
- Internet connection
- A Gmail account
- Fax number (if you don’t have one, you can get it from CocoFax for free)
- CocoFax account (the service that will be translating the fax to email for you)
If you have all these things, you can start following these steps:
Sending Faxes using Gmail
- Create your CocoFax account and start your free trial period of 30 days. Once you have signed up, you will be able to select your own fax number easily and without any cost. Make sure that you use the same email address for registering that you will be using for sending and receiving faxes.
- Open Gmail on your web browser or through the app. Select the option to create a new email and a popup will appear.
- In order to compose your fax document and send it, you will have to fill in the following details:
A. To – The ‘To’ field is where you will be entering the email address of the receiver. This will include the country code of the recipient and their fax number followed by ‘@cocofax.net’. So, if your fax number is 123456 and the country code is +91, you will have to enter: 91123456@cocfax.net
B. Subject – The ‘Subject’ field is not mandatory. Whatever you write in this field will appear on the receiver’s fax document as a note.
The body of the email is optional as well. Any text entered here will become the cover page of the receiver’s fax.
C. Attachment – This is the most important part as it will contain the actual fax document. Whatever document you want to fax must be attached to the email. In the case of using Gmail on a web browser, the ‘ Attach’ icon (little paper clip) is located at the lower end while in the case of application, it is present on the upper end.
Please note that with Cocofax, you can send the documents in these formats – docx, doc, xlsx, xls, jpg, and png. It is also possible to upload multiple documents simultaneously. CocoFax will be merging all these documents and sending them to the receiver which will save you a lot of hassle of sending faxes one at a time.
4. Once you have filled all the fields, double-check the entered information. If everything seems fine, you can press the ‘Send’ button. This email will be received by CocoFax which will dial the fax machine of the receiver to send the fax document.
After the fax has been successfully delivered, a confirmation email will be sent to you on your Gmail inbox. In case the fax couldn’t be delivered, you will receive a notification of the same in your email.
Please note that the most common reasons for unsuccessful fax deliveries are the fax machine of the receiver is turned, busy, or that you have entered the incorrect fax number. Theoretically, there will not be any issues on CocoFax’s end.
Receiving faxes on Gmail
The process of receiving faxes is much easier than sending one as there are no steps to follow. Since you have used your email address for registering on CooFax, all the faxes will be forwarded to your email address by CocoFax.
To get your faxes, all that needs to be done is opening the email notification from CocoFax in your Gmail inbox. You will find the fax document sent by the other person as an attachment in the email in pdf format.
Conclusion
CocoFax is the perfect cost-effective alternative for in-house fax servers and fax machines. It is the perfect method for high-volume faxing and communication for your growing business.