Need a Dedicated Fax Line? Here’s What You Should Know
One of the biggest perks of using a virtual fax number to receive a fax 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.
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 number of faxes they send/receive per day. Sure, they can share their common phone line, but this is not very efficient because we can’t use phone and fax at the same time.
In the end, they could be missing important faxes and calls throughout the day!
Getting a Physical 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. Your phone company provides this fax line service and usually takes up some days to be “usable” while you wait for the technician and your line activation. The dedicated fax line cost varies depending on which company you are using, and it will have the same fee-per-minute as a standard 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 standard fax line. Entities like the US Department of Agriculture warned that you should take extra security steps if you are transmitting sensitive documents.
A Better Solution: A Virtual Fax Line
Sure, a physical dedicated fax number 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 it’s ready 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 online fax services we talk about offer you a virtual dedicated line to fax using your email. This is a line that uses FoIP (Fax Over IP) technology, so it doesn’t need any physical installation. Fax service providers already have at their disposition a wide 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 dgital fax line is very easy, and you don’t need advanced skills. It is as easy as completing a registration process with a fax provider of your choice. You can check out this article for an in-depth tutorial.
During this registration, you will need to choose a number depending on your country and area. You pick one, and that’s it! You are ready to use your dedicated fax line!
How Does This Line Work?
In plain sight, this online fax 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 uses Internet Protocol.
“Does this means that I need to connect my computer/laptop/smartphone to the Internet at all times?”
No, because the number works with powerful fax servers from your provider. It stays actives 24 hours a day, seven 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 Google fax number).
With a traditional fax line and a fax machine you need to accept incoming faxes. This is something that whether you like it or not, “grounds” you to your office or needs the help of an assistant.
This hands-free process to receive faxes makes a big difference and ultimately frees up a lot of time that you can use on other tasks.
If faxing is an important part of your company’s communications, then a dedicated fax 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 line, replacing it with a digital one is the best course of action. It will help to reduce the time you spend faxing on a monthly basis. Today’s top companies can convert your current fax number into a digital one through a process known as “number porting.”
This process takes a couple of days. In the meantime, you get a temporary number so that you won’t miss a single document.