Solution Overviews » Communication » Fax

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.

2. Option Comparison

	1. Fax Machine	2. Computer with a Fax Modem	3. Network Fax Server	4. Internet Fax Service
Requirements	Phone line	Phone line	Phone line	Internet connection - preferably DSL, T1 or cable.
Cost Factors *In order to send faxes from a paper document rather than an electronic document it must first be put into an electronic format. You do that by scanning it.	Hardware
	Fax machine	Fax modem and scanner or fax*	Fax modem and scanner or fax*	Fax modem and scanner or fax*
	Software
	None	Fax software—Some operating systems include it.	Fax server software	None
	Labor
	Walk to the fax machine to collect, distribute & send faxes	Use computer to collect, distribute and send faxes. You may need to get up to scan.	Use computer to collect, distribute and send faxes. You may need to get up to scan.	Use computer to collect, distribute and send faxes. You may need to get up to scan.
	Services
	Phone service and toll charges	Phone service and toll charges	Phone service and toll charges	Monthly fee and/or cost per fax above monthly allowance
	Other
	Paper, ink, toner, cartridge, maintenance, etc.	None	None	None
Sending Faxes of Paper Originals Show/Hide details Sending faxes of paper documents has been the typical means of sending faxes. But, with more documents being stored electronically, the process would involve printing a document and then faxing it, which takes time and other resources. So, with the shift to more electronic documents, it generally makes more sense to fax them through a computer-based option.	Write out a cover page Put the paper in Dial the number Press Send	Scan the paper Start the fax software Find the file Select the phone number Fill in the cover sheet details Press Send	Scan the paper Start the fax software Find the file Select the phone number Fill in the cover sheet details Press Send	Scan the paper Start the fax software Find the file Select the phone number Fill in the cover sheet details Press Send
Anywhere Access Show/Hide details If you are frequently out of the office, then this one is for you. If you are tired of asking your co-workers to check for a fax, some options give you the ability to track your faxes.		Possibly: If an office computer with the fax modem is accessible via the Internet then you could check on inbound faxes. For outbound faxing a laptop with a fax modem only needs a phone line to send faxes.	Possibly: If the fax server's network is accessible via the Internet then workers will be able to send and receive faxes.
Electronic Routing / Workflow Show/Hide details Electronic routing means that once a fax is received, it can be emailed to a group of recipients, like an entire sales department. Of, if you prefer, one person can receive all emails and redistribute accordingly.
Electronic Backup & Archiving Show/Hide details Backup and archiving means that copies of faxes sent or received are stored, and they can be viewed at a later time if needed.

3. Next Steps

	1. Fax Machine	2. Computer with a Fax Modem	3. Network Fax Server	4. Internet Fax Service
General Advice	Still good for paper hard copy originals and having around as a backup. But shift to a computer-based faxing option to reduce costs and add flexibility.	Really only suitable if few people need to fax - and the fax volume is low.	Suitable for small to large offices.	Suitable for small to large offices. Lack of toll charges and additional features like web access, storage, and account management give it an edge over an in-house fax server.
Find Local Tech Specialists Search TechShortcut's tech profiles for specialists in your area	"Fax Machine"	"Fax Modem"	"Fax Server"	"Fax Service"
Find More Information Use Research Helper to find related web articles	"Fax Machine"	"Fax Modem"	"Fax Server"	"Fax Service"
Examples of Products and Services These are not endorsements, simply some product or service names we encountered in our research to get you started finding your best fit.			Castelle FaxPress HylaFAX ¹ ¹ Open source/free Note: Some small business server software like Microsoft Small Business Server & Novell Open Workgroup Suite Small Business Edition include fax server functionality.	eFax MyFax Note: Some Internet phone services and Internet connectivity service providers also offer fax services.

Outside Information

Wikipedia.org Fax
Wikipedia.org Fax Server
Wikipedia.org Internet Fax

Related Tips

Tip 1 - A Fax Alternative:
If you ever need to send a copy of a document to someone, but you don’t have a fax machine — and you don’t want to use its native format for fear of changes to the document by the recipient — one option is to convert the document into a PDF file and email it. PDF conversion can be done using the popular free application CutePDF http://www.cutepdf.com .

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Fax

1. Overview

Considerations

Implementation Options

2. Option Comparison

3. Next Steps

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