How To Send a Fax Through Email

Chances are high that you work at a business that sends faxes. Gone are the days of waiting for a fax. Nowadays, you don’t have to wait for a physical fax machine to send a document; you can use email from the comfort of your desk. Sending a fax via email is a convenient alternative to sending faxes from a physical fax machine.

To get started sending faxes through email, familiarize yourself with the various online services that enable you to send faxes easily from your email account. With email fax, you can manage multiple fax numbers and documents digitally, eliminating the need for a physical fax machine.

What is Email Faxing and How Does it Work?

Email faxing, also known as internet faxing, allows you to send and receive digital documents to your email inbox instead of as a physical document (like with traditional faxing). It works through an online faxing solution to which you upload your documents. You can then attach the digital document, usually a PDF, to an email draft and enter the recipient’s fax number. The recipient gets the fax as an email, which they can download or save.

Benefits of Sending a Fax by Email With MyFax</span

Cost-effective

Compared to traditional faxing, email faxing is a more affordable option for your business. There are no expensive hardware costs, no maintenance costs, and no paper or ink expenses. Subscription plans are flexible and scalable depending on your faxing volume needs.

Send/Receive Faxes Anywhere in the World

Sending faxes with a traditional fax machine requires you to be physically present. Employees lose time waiting to send and receive receipts, interrupting workflow and productivity. This long and frustrating process is a thing of the past when you send and receive faxes through email with MyFax.

No Need for Added Hardware or Software

Our fax-to-email service operates through software. You can send and receive essential communications without investing in additional hardware or software. All you need is an established computer network and a stable internet connection. The lack of hardware also means you don’t have to worry about expensive repairs and maintenance.

Sustainable Contact Solution

Why waste ink and paper sending faxes the traditional way when you can use an online faxing solution? MyFax offers the same service with the ability to send up to eight documents in 178 file formats. You can simply take a picture of the document you want to fax and send it through email to fax as an attachment. MyFax is reducing environmental waste one fax at a time.

Safe Delivery for Privacy

Businesses typically have a lot of sensitive data, customer information, and intellectual property that needs to stay private. Traditional faxing tends to leave papers around the machine, leading to information leaks. Online faxing with MyFax eliminates this risk by protecting faxes with end-to-end encryption.

Reliable Way to Send Files

When you send an important document or file, you want to know that it will get to the right recipient. There’s a lot of unpredictability with email, and delivering files via email can be time-consuming and expensive. With MyFax, sending documents to colleagues is as easy as sending an email. You don’t have to worry about your faxes being marked as spam, blocked by the email provider, or bounced from a full inbox.

Add Multiple Email Addresses

Most online fax providers allow users to send fax from one email address. And while this is enough for an individual user or sole proprietor of a small business, families and larger businesses may have more demands. MyFax allows you to designate up to five email addresses to a single account. Our internet faxing solution also has excellent mobile functionality, making it a good choice for entrepreneurs who are always on the go.

Excellent Archiving and Tagging System

MyFax understands the importance of organization when running a successful business. We offer excellent archiving and tagging capabilities, which are particularly valuable when receiving faxes from different departments. The system saves your faxes for one year by default, and you can tag them using your preferred keywords.

Fax to 50

MyFax understands that sometimes you need to send the same fax to multiple recipients. Our Fax to 50 feature is designed for just that. It allows you to send the same fax to 50 recipients simultaneously. This saves your team time while enhancing collaboration.

What Do You Need to Send Fax by Email?

Sending a fax through email with MyFax is surprisingly easy. But before you can get started, there are a few things you should get in order. You need a MyFax account, a stable internet connection, and an email address. Below are other factors you should consider.

International Dialing Codes

If you would like to send a fax to an international fax number, you’ll need to enter your country’s exit code and the recipient country’s entry code.

For instance, if you send a fax from the US to China, you’d need to precede the local number with 01186. 011 is the exit code for the US, while 86 is the dialing code for China.

You Can Fax From Any Internet-Connected Device

Whether you’re using a 10-year-old laptop, smartphone, or tablet, you can easily send a fax through email as long as you have an internet connection. Simply launch your browser application, log into your email address and follow the steps below.

Set Sender Preferences

You can set the following sender preferences from your MyFax Central dashboard.

You can indicate up to five email addresses from which you can send faxes. To add an email address, simply type it into the box and click “Add.” You can remove an email address by clicking on it and then clicking the “Remove” button.

MyFax makes it easy to designate a default fax cover page in the Manage Cover Page section. You can also choose a default cover page from the five pages we offer, i.e., Basic, Contemporary, Elegant, Multiple, and Professional. You can view the cover page, download it to your computer, or remove it altogether.

Alternatively, add a cover page to the list using the “Add New Cover Page” section. Click on the “Browse” button to upload a file from your computer and assign it a unique name. Another way to add a custom cover page involves downloading one of the default cover pages from MyFax and renaming it. These files have everything you need to populate your cover page appropriately.

MyFax allows you to indicate which email address you’d like to receive fax confirmations, whether they’re successful or not. You can have a copy of the fax document attached to the email as a TIF attachment. This can help track the successfully sent faxes. You can also opt to receive confirmations of successful faxes, failed faxes, both, or none at all. Should you choose to get fax confirmations, you can opt to receive them via email.

Every fax with MyFax has a header line that includes a space to indicate the sender of the fax. You can use this space to enter the preferred text you want to identify yourself to recipients. It could be your name or company name. You can also change the time zone used by the date and time stamp on the fax header by choosing your preferred one from the drop-down list.

Step-by-Step Guide to Sending a Fax by Email

Now that you’ve set up your send preferences exactly how you like, follow these steps to send a fax through email with MyFax.

Step 1

Compose a new email message

Log into your email account and create a new message. MyFax works with all email providers, including Gmail, Yahoo, and Outlook.

Step 2

Address Your Email

In the “To:” field, enter the recipient’s fax number followed by @send.myfax.com. The recipient’s fax number should include the country, area, and local numbers without any spaces in between.

Example: 16137330000@send.myfax.com

Step 3

Edit the Fax Header

Enter the information you’d like to appear in the fax header in the Subject line.

Step 4

Create a Cover Page

Enter any additional notes you wish to include in the fax in the email body. This information will be visible to recipients on the first page when they get the fax. Suppose you defined a default cover page in Sender Preferences and set the email body to plain text. In that case, the additional information will appear in the Notes section of the cover page for a complete professional look.

Step 5

Add Fax Documents

You can attach documents the same way you would when sending a standard email. MyFax supports about 178 file formats, and any documents you attach will look exactly the same when the system converts email to fax. The recipient will get them in the order you attached the files.

Step 6

Send Your Fax

Once you click “Send,” MyFax converts your email to a fax document and delivers it to the recipient. You also get a fax confirmation (if you opted for it), with details like fax delivery number, fax recipient, time sent, number of pages, duration, cost, customer number, reference number, and billing code.

Types of Documents You Can Send via Email Fax

With email fax, you can send attachments up to 20MB in over 178 file formats. Some of the most popular file formats include PDF, Word documents, Excel, and image formats like JPEG and PNG. This means you can send:

Standard business documents like contracts, invoices, and applications.
Medical records.
Legal documents.

Embrace Email to Fax with MyFax

Transitioning to digital faxing is a cost-effective way to modernize your business communication. When you use email to send faxes with an online fax provider, you can save your business time and money. With over 178 supported file formats, flexible pricing subscription plans, built-in security features and an easy-to-use interface, MyFax is the right choice for your business.

Discover what email-to-fax can do for you by signing up for MyFax.