Sending Files via VoIP Fax Machine Explained

iEditorial Note: These blog posts represent the opinion of DoNotPay’s Writers, but each person’s situation and circumstances vary greatly. As a result, you should make sure to do your own independent research. Because everyone is unique, our self-help tools are never guaranteed to help with any specific situation. DoNotPay is not a law firm and is not licensed to practice law. DoNotPay provides a platform for legal information and self-help.

The Complete Guide to Faxing via VoIP Fax Machine

With the development of technology and the internet, traditional fax machines became obsolete. Many companies and federal sectors still use faxing to send confidential documents, but they opt for alternative ways.

In this article, you can learn how to fax over a VoIP fax machine and see what alternative fax services exist.

What Are the Issues With Traditional Fax Machines?

Fax machines used to be one of the most popular ways of document exchange besides mail and live contact. Constant technology development caused that to change, with new and improved apps, gadgets, and services. The reasons why fax machines belong in the past include:

  • Needing a phone line to work
  • Not being economical
  • Producing poor quality photos and documents
  • Taking up too much space
  • Involving maintenance expenses
  • Being ecologically unfriendly

How To Send Faxes Using a Voice Over IP Fax Machine

VoIP stands for Voice Over Internet Protocol. It is used for making phone calls over the internet. Many people consider it to be the alternative to telephone companies. Since it doesn’t require a phone line to work, many users have the same question—can you fax over VoIP?

The answer is you can, but you will need a fax machine. Here is how to fax with VoIP:

  1. Check your machine’s instructions
  2. Connect the fax machine to the VoIP phone system
  3. Adjust the machine’s settings
  4. Enter the recipient’s fax number
  5. Send fax

VoIP uses compression to work online, which scrambles fax signals. When the signal gets scrambled, the fax machine fails to understand the transmission. This issue is one of many reasons why we don’t recommend using VoIP for faxing.

DoNotPay Is the Most Reliable Method of Faxing

Whether you need to send a fax once or on an everyday basis, you want a fast, reliable, and inexpensive method. That is why DoNotPay created the Fax feature!

Our Fax feature is the best and most practical fax service that enables its users to:

  • Send files hastily
  • Upload snaps of photos and send them quickly
  • Fax using a laptop or smartphone
  • Send up to 100 pages a month

How To Use DoNotPay for Faxing

By opting for DoNotPay, you get to choose whether you want to:

  • Use a one-time fax phone number that disappears after 30 minutes
  • Obtain a permanent monthly fax phone number that is perfect for sending faxes at any time

Our feature does not require you to have a phone line or fax machine. With DoNotPay, you can fax with zero trouble and without paying the earth.

How To Send a Fax With DoNotPay

We put our clients’ needs first and value convenience and cost-efficiency above all else! That’s why we made the Fax service so useful and easy-to-use. The process is effortless:

  1. Access DoNotPay from a preferred
  2. Click on the Fax feature
  3. Choose the Send a Fax option
  4. Upload a photo or document
  5. Insert the number you are sending a fax to

Once you enter the number, we will send your fax to the recipient. When the process is complete, you will receive a confirmation.

What Are Some Alternative Ways of Sending Faxes?

If you wonder what the alternatives to the VoIP fax service are, check the following table:

MethodCan I Use It To Send Faxes
Fax machineYes
Feature phoneNo
SmartphoneNo (only via fax service)
Fax appsYes
Microsoft Windows Fax and ScanYes

How To Send Documents Using a Fax Machine

Fax machines are not as useful as before, but many business offices still have them. If you don’t have access to a fax machine, many stores sell them. To use a fax machine, here’s what you need to do:

  1. Plug the machine into a power source and a phone line jack
  2. Put the documents in order of receipt
  3. Fill out the coversheet with your and recipients information, number of pages, and a short message
  4. Dial the recipient’s fax number
  5. Press the button to start the process

How To Send Documents via Fax Apps

You can find a vast amount of fax apps online. Some claim to be free, but they will ultimately charge you or offer poor service. If you opt for a subscription plan, you can end up getting way less than you are paying for.

How To Send Documents via Windows Fax and Scan

Windows Fax and Scan feature comes free with every version from Vista to Windows 10. Here’s how to use it:

  1. Go to Control Panel on your computer
  2. Open Programs and Features
  3. Click on the Fax and Scan option
  4. Hit the OK button

Fax and Scan is free and fairly easy to use, but it requires a working phone line.

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