I’m also going to cover some online faxing options that don’t require a fax machine, multifunction printer, or even a phone line. All you need is an internet connection. Send a fax from your iPhone.Android, or computer.
How to use a fax machine
When we say fax machine, we are referring to a standalone piece of hardware that scans and transmits physical pages with a document feeder tray and connection to a phone line. Below are the steps you need to take to send a traditional fax.
Step 1: Check power and connection.
Press the Power button and wait for the control panel to light up. Once this happens, you will know that the machine is ready for use. If the fax machine is not used often, verify that the phone line cable from the fax machine is securely plugged into the wall socket.
Step 2: Add a fax cover sheet.
It’s a good practice to include a cover sheet for the document you’re faxing, especially if you’re sending it to a business where multiple people use the same machine. This is by no means necessary, but it helps ensure that the fax reaches the right person.
Some organizations may require a fax cover sheet, so keep an eye on them to ensure there are no unnecessary delays.
A cover sheet usually includes the following information:
- Your company name.
- Your contact information.
- Recipient’s name and fax number.
- Total number of pages.
- Date of dispatch.
Once your cover sheet is ready, place it on top of the first page of the document you are sending. Pages should be arranged in front-to-back order, starting with the cover sheet. These are a few. Fax Cover Sheet Templates You can use to stay organized.
Step 3: Feed the document into the fax machine.
Look at the feeder tray to determine whether you want to load the document face up or face down. Once you’ve determined the direction your document should be facing, place it in the feeder tray.
Include all the pages you need to send, submitted in the correct order from first to last.
Tip: If you need Fax the check. or document that is not the correct size for the feeder tray, make a photocopy of it first.
Step 4: Enter the destination number.
Use the keypad to dial the number of the fax machine you are sending the document to. Be sure to enter the full number, including the area code and country code, if necessary. Also, if your business requires a code to dial out, you’ll need to add it before anything else.
For example, a fax number sent from a machine that requires a code to dial out might look like this: 9-225-555-9876.
Step 5: Press Send.
press send or Get started. Buttons Prepare yourself for an onslaught of beeps, buzzes, and general screeching noises. The noise may be alarming, but it means it’s working.
Wait for all the pages you are sending to pass through the feeder.
Step 6: Confirm that the fax was sent.
After all pages have been sent, the fax machine will print a transmission report. The details included in the report vary between machines, but typically, it will include the following:
- Date and Time: When the fax is sent.
- Transmission Status: Indicates whether the fax was sent successfully or failed.
- Page Number: Number of pages sent.
- Floor Number: The fax number to which the document was sent.
- Error codes: If transmission fails, error codes may be displayed to help diagnose the problem.
- Duration: How long did the transmission take?
If the transmission report confirms that the fax was sent successfully, you’re all done! If the fax fails, go to the troubleshooting section below.
Fax troubleshooting tips
I know faxing can be frustrating, but there are some simple fixes that can help:
- Check the connection: Make sure the phone cable is securely connected and has a dial tone. A good connection is the first step to successful faxing.
- Turn it off and on again: This is classic IT advice for a reason – it usually works.
- Avoid paper jams: Make sure none of your pages are stuck in the feeder. If a jam occurs, gently remove it, straighten the paper, and try again. Keep in mind that you may need to resend the entire document, not just the page that was jammed.
- Check the error messages: Most transmission reports include information about why the fax failed, such as error codes. Look up the error codes in your fax machine’s manual and follow the instructions to fix it. If you don’t have the manual or the instructions are confusing, call customer service for assistance.
If you’re still having issues, check out the full-length post I wrote about it. What to do when a fax won’t go through.
Do I need a phone line to use the fax machine?
No, you do not need a phone line to use a fax machine. With the help of a Fax Analog Telephone Adapter (ATA)you can keep your old fax machine or multifunction printer to send faxes over the Internet instead of a phone line.
Here’s how you do it:
- Buy an ATA. It will come with an ATA device, a power adapter, an Ethernet cable, and a standard phone cable.
- Connect one end of the phone cable to your fax machine and the other end to the cable. Phone 1 Port on ATA.
- Connect one end of your Ethernet cable. Internet port on the ATA, and your Internet router on the other end.
- Connect the circular end of the power adapter to the ATA device and plug the other end into a power outlet.
- Turn on ATA. Your fax machine is now Internet-enabled, meaning it’s ready to send and receive faxes over the Web without the need for a phone line.
Can I just send a fax online?
Absolutely. Online fax services Work like normal fax machines – minus the hardware.
Here’s a simple breakdown of how this process works:
- Sign up for an online fax service and log in to your account.
- Enter the recipient’s fax number, attach the document you want to fax (such as an email attachment), and press send.
- The recipient will receive the document either on their fax machine or in their online fax account.
There are many benefits to using cloud-based fax services.
- Easy to use: Online fax services are more straightforward and often faster to use than old-school fax machines — and they don’t make as much noise.
- Digital Storage: Digital faxes can be stored online, so you can easily keep track of them without the need for physical storage.
- Digital signature: Many online fax services have built-in electronic signature capabilities, allowing you to add legally binding digital signatures to your documents without the hassle of scanning, printing, and signing.
- Cost Effective: Online fax services eliminate the costs of dedicated phone lines, physical fax machine hardware, and consumables such as paper and ink.
Why do organizations still use fax machines?
I don’t know. This is definitely not the easiest way to fax.
With online faxing, there is no need for bulky fax machines, paper, or a dedicated phone line. Anyone can send and receive faxes directly from their phone, tablet or computer.
For businesses, cloud-based faxing offers even more benefits. These services integrate seamlessly with existing workflows and software, improving efficiency and reducing manual data entry.
It used to be that online faxing wasn’t as secure as traditional faxing over a landline, but today’s vendors offer encryption and secure cloud storage, ensuring compliance with data privacy regulations. are HIPAA compliant VoIP solution that support online faxing and meet the most stringent legal requirements.
Additionally, businesses can easily scale their faxing needs, add or remove users, without investing in new hardware.