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How To Pick The Best Online Fax Service
People use faxes in different ways, and in very different quantities
, too. Whether for personal or business use, if faxing is a big part of your everyday routine, you should really consider an online fax service if you have not already done so. For businesses, especially (of any size), it is important to reach all the people you can with your marketing message, not to mention confirming orders, placing orders, sending invoices and all the other things you may need to do.All online fax services will offer you a number of core benefits, such as savings in paper, ink/toner, electricity and, perhaps most valuable of all, time. There is no reason in the world that any business looking for more efficient and less costly ways of doing business should not have an online fax service. All of your competitors use it, most likely. It is, therefore, not a matter of asking if you can afford it. It is something you cannot afford to be without. After a brief discussion of the range of benefits that online faxing offers, you will learn how to pick the best online fax service for your unique needs.
Multiple benefits
You will use your online fax service either through your e-mail program or a Web-based form. Typically you will send your fax as an e-mail attachment in one of the common, cross-platform formats (Word documents, text files, PDFS and graphics files like JPEG and TIFF), and the online service translates it into the form the recipient will see printing out from her fax machine. The immediately noticeable benefit is security, as everything is done privately rather than in the middle of the office by a fax machine.
In addition to being much more secure than using fax machines in common areas, online faxing saves paper, ink/toner, electricity, employee time and hassles. There is no software to buy, few things to go wrong and no task more difficult than most things computer users do every day. Anyone can learn it, and the technology is time-tested, stable and fast.
Singing up
As you shop around to online fax services, you will note the similarities easily, but the things that will set one service over another may take a little digging. All of the, will assign you an incoming fax number. Often you will pay extra to get a number in your local area code, or even a toll-free one, but with today's calling plans it really makes little difference. Faxes sent to your number will arrive to you in your e-mail, as attachments that you can view in most common document viewers in Windows (and on Macintosh and Linux computers, too). You may also, or instead of, have a Web interface from which you will manage your faxing. Often you get both.
There are probably a hundred or two Internet fax services out there. Many offer plans that vary slightly in details, while others are quite different. The things you want to look for are based on your actual daily/monthly use, since you can get plans that have a monthly fee and certain send/receive limits, or pay by the piece. There are still ways to get free online faxing, too, but it is not as easy as it was, and if you have regular need for faxing the freebie deals are no bargain at all. The established, leading services typically offer monthly plans from $12 to $20, but there are some at the $6-to-$10 level. The full-featured plans with hundreds (even up to a thousand) pages, incoming plus outgoing, will be at the higher end of the range, of course, but for heavy users, they are the way to go.
Other deciding factors There really are some things just as important as saving your firm a few dollars, and you should never skimp just for a small savings. You may need some good customer service one day, so check each company's reputation for that, plus tech support (and find out when it is available, too). Make sure that everything is spelled out in plain English, and do not take anyone's word for it. If it is not in the contract, you will not get it, period.
Some service providers give 30-day trials, so that is a way you can give the plan a real test drive and see if it will work for you month in and month out. The benefits of online faxing greatly outweigh any costs, and a further benefit is that you can integrate faxing into your computer-centered digital workflow. Your computer is your conduit and your channel, both to and from the rest of the world, and there is no reason that one communications method (faxing) should require you to get up, leave your workspace and waste time. Even having your own desk-mounted fax machine is much more trouble than routing faxes through your computer. Time to get with the 21st century workflow!
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