Virtual faxing, or Internet faxing as it is sometimes called, has become commonplace in thousands of offices around the world and is very popular due to its low cost, ease of use, and reliable functionality. However, many offices still do not use Internet fax services. Many people may not know what virtual faxing is or how it works.
Simply put, virtual fax services allow businesses to send and receive a virtually unlimited number of faxes over an Internet connection. Sending faxes over the Internet does not require wiring or installation of a fax line. And works faster and more reliably than traditional fax machines due to a more reliable connection. Companies that use an Internet-based fax system benefit from a professional digital fax alternative to paper faxes.
In order to use virtual fax systems, businesses must purchase services from various providers. These providers convert incoming faxes into digital documents on a special server. Also, send them to an email address chosen by the user. Any computer user who knows how to use e-mail can easily use a virtual fax system. The low cost of Internet fax training is a major advantage for some businesses. Especially large companies that are looking for inexpensive but practical technology investments.
To send an Internet fax in a virtual system, simply do the reverse. Scan the document and send it to the corresponding fax number. The software that enables these functions is very simple and secure and can be easily used by anyone with a PC and scanner.
One of the great advantages of virtual faxing is that it bridges the gap between new and old technologies. In addition, virtual fax uses a standard seven-digit fax number, so the sender does not have to change anything. The sender can receive faxes via the Internet without any problems. However, the recipient receives the fax as a standard document or PDF file and not as a printed page. The advantage of digital files is that they can be used in many ways. Which is not possible with paper faxes.
For example, searching through hundreds of faxes is easy and requires only a few clicks. Documents can be sent quickly by e-mail and office communication is greatly enhanced by a virtual fax system. Virtual faxing also improves data storage, as hundreds of faxes can be stored on a single USB stick. In small offices, this is a great advantage, as it allows for more efficient use of space.
Since the virtual fax system is installed only via the Internet. It doesn’t take long to add multiple lines and no additional investment is required. The company providing the service simply adds the numbers. Separate “lines” can be created for each user of the same system. For example, if a business department has a common email address. It is possible to create a digital fax line that will send to that address. This makes digital fax systems more flexible and adaptable. Whereas traditional fax systems are usually more complex. For example when different departments use the same fax machine.
Virtual fax services often have security features. Faxes sent to a specific line can be encrypted so that a password is required to open them. This is only possible for certain fax services and document types. But it is a much-needed feature for hundreds of businesses. That rely on the old “fax to sleep” method for security reasons.
Understanding virtual fax systems take some time and experimentation, but the basics of these services are very simple. They are designed to be flexible, scalable, and inexpensive. Faxes are managed externally, which improves uptime and system reliability. Lines can be easily extended, allowing for new features that cannot be achieved with traditional fax machines.
Internet fax services are an exciting new way for all businesses. An excellent, inexpensive way to increase functionality, regardless of how a company uses digital faxing. It improves business communication and allows more projects to be handled at the same time. Digital fax systems offer companies new opportunities to compete in all industries and markets.
About Author
Cecilia Lyman Robertson is a 44-year-old CEO who enjoys networking, VoIP phone, and Virtual Fax. She has a post-graduate degree in business studies.