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Fax

Author: TechShortcut Staff | Article updated: February 2, 2008

1. Overview

Faxing has been around for several decades and is still one of the most popular ways to send and receive copies of documents. However, there are other computer-based faxing options that can increase your efficiency and add some compelling features. Email and postal mail are both examples of fax alternatives but for the sake of this article we will focus on faxing options.

Considerations

Supplies
Options 2-4 below do not require any supplies like ink or toner.
Sending Paper Documents
Options 2-4 require that documents be in an electronic format before they can be faxed. If a document is paper, a scanner will be needed to put it into an electronic format that can be faxed.
Toll Charges
Phone toll charges apply for options 1-3.
Paperless Office
Since options 2-4 send and receive documents in an electronic format they save paper, can be archived and be used in electronic workflow. Electronic workflow means that documents can be emailed to the appropriate person or department without leaving your desk.

Implementation Options

1. Fax Machine	2. Computer with a Fax Modem	3. Network Fax Server	4. Internet Fax Service
A fax machine or a multi-function printer with a fax component that plugs into a phone line.	Most computers come with a built in fax modem and most operating systems provide the ability to send and receive faxes after simply plugging in a phone line. To send a fax, the user will typically print and select a fax machine rather than a printer, or select a fax option from within a software application. Fax functionality can be used in the office or on the road for a laptop since only a phone line is needed. A print-to-fax wizard is included in Windows XP but not in Vista Basic.	A fax server is a sophisticated and permanent version of option 2 that is connected to a network and a phone line. It can be (1) a dedicated computer with a fax modem, (2) a multi-function printer with fax or (3) a fax server appliance. Any user on the network is able to send faxes from their computer by printing to fax or emailing to fax. Inbound faxes typically go to a central fax inbox or are sent via email to a person responsible for routing the faxes to the intended recipients via email.	An Internet fax service is an outsourced version of option 3. It will have a dedicated phone number that you can give to customers for any inbound faxes. All communications are done over the Internet. For outbound faxes, you will typically send emails with attachments to the Internet fax service which will then convert the email into a fax. The service will send the fax to your intended parties Some fax services may also be offered with phone or Internet connectivity services so you will want to check your current providers.

1. Fax Machine

2. Computer with a Fax Modem

3. Network Fax Server

4. Internet Fax Service

A fax machine or a multi-function printer with a fax component that plugs into a phone line.

Most computers come with a built in fax modem and most operating systems provide the ability to send and receive faxes after simply plugging in a phone line.

To send a fax, the user will typically print and select a fax machine rather than a printer, or select a fax option from within a software application.

Fax functionality can be used in the office or on the road for a laptop since only a phone line is needed.

A print-to-fax wizard is included in Windows XP but not in Vista Basic.

A fax server is a sophisticated and permanent version of option 2 that is connected to a network and a phone line.

It can be (1) a dedicated computer with a fax modem, (2) a multi-function printer with fax or (3) a fax server appliance.

Any user on the network is able to send faxes from their computer by printing to fax or emailing to fax.

Inbound faxes typically go to a central fax inbox or are sent via email to a person responsible for routing the faxes to the intended recipients via email.

An Internet fax service is an outsourced version of option 3. It will have a dedicated phone number that you can give to customers for any inbound faxes.

All communications are done over the Internet.

For outbound faxes, you will typically send emails with attachments to the Internet fax service which will then convert the email into a fax. The service will send the fax to your intended parties

Some fax services may also be offered with phone or Internet connectivity services so you will want to check your current providers.

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