Need a Dedicated Fax Line? Here’s What You Should Know
One of the biggest perks of using a virtual number to send a fax using Gmail is that you can forget about installing a physical dedicated fax line. Thanks to digital technology we can now fax over a virtual fax line which sends all incoming faxes to your inbox in just a matter of seconds, helping us save both time and money. In this article you will learn how a dedicated phone line for fax works and how you can take it to the next level using your computer.
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What Is a Dedicated Fax Line?
Simply put, this is a phone line that you set to receive faxes. Many businesses decide to install one because of the amount of faxes they send/receive per day. Sure, they can share their common phone line, but this is not very effective because phone and fax cannot be used at the same time, so in the end they could be missing important faxes and calls throughout the day!
How to Get a Fax Line at Home or Office
To get a new dedicated line you have to request an additional fax number in your home or office. This fax line service is provided by your phone company and usually takes up some days to be “usable” while you wait for the technician and your line activation. The cost of a dedicated fax line varies depending on which company you are using and it will have the same fee-per-minute as a common phone line.
Contrary to what many people believe, a dedicated line is not necessarily a safe one. This line may be intercepted just like a common fax line, so entities like the US Department of Agriculture warn that extra security steps should be taken if you are transmitting sensitive documents.
A Better Solution: A Dedicated Virtual Fax Line
A physical dedicated fax line works, but it is not the smartest alternative. If your business handles a considerable volume of faxes, waiting for your line installation and activation can feel like centuries. Luckily, there’s a fastest and easiest way to set up a new fax line, it doesn’t need additional hardware and can be used in just a matter of minutes.
Fax Without a Land Line with Online Fax
Nowadays this is the best alternative to get an exclusive fax line, and you only need to have a computer and an Internet connection. Thanks to the help of an online fax service you can even turn your laptop and mobile devices into virtual fax machines that use the same virtual fax number.
All the top fax services we talk about in this site offer you a virtual dedicated line for faxing. This is a line that uses FoIP (Fax Over IP) technology so it doesn’t need any type of physical installation. Fax service providers already have at their disposition a big variety of virtual fax numbers (both local and toll-free) that you can begin using right away.
In addition to reducing costs, this is a line that will never be busy. It will remain active all day to automatically receive incoming faxes and forward them to your email inbox.
Setting up your virtual fax line is very easy, and you don’t need advanced skills. As a matter of fact it is as easy as completing a registration process with a fax provider of your choice. During this registration you will be asked to choose a number depending on your country and area. You pick one and that’s it! It is ready to be used!
How Does This Digital Fax Line Work?
In plain sight, this number is no different than a number issued by a traditional phone company. It contains the same number of digits, and it is compatible with both fax machines and computers. But the difference is that it is not dependent on a physical line because it is based on Internet Protocol.
“Does this means that I need to be connected with my computer/laptop/smartphone to Internet at all times?” No, because the number works with powerful fax servers from your provider, so it stays actives 24 hours a day, 7 days a week.
But the real magic of this type of line is that it grabs all incoming faxes and automatically sends it to Gmail converted as PDF files (hence why so many people refer to it as a Gmail fax number). With a traditional fax line and a fax machine you need to accept the incoming fax, something that whether you like it or not, “grounds” you to your office or needs the help of an assistant. This hands-free process makes a big difference and ultimately frees up a lot of time that could be spent in other tasks.
Do You Need a Dedicated Fax Line?
If faxing is an important part of your company’s communications, then a dedicated line is a must. Having good channels of communications with your clients and providers is essential to make your business run smoothly.
If you already have a physical fax line, replacing it with a digital one is the best course of action to reduce the time you spend faxing on a monthly basis. Today’s top companies can help you convert your current fax number into a digital one through a process known as “number porting”. This process takes a couple of days, and in the meantime you are given a temporary alternative digital line so you won’t miss a single document.