How to Send a Fax from Gmail
Gmail is without a doubt the #1 free email provider in the World. Since its launch in 2004, it has continued growing, delivering a service that is good for personal, as well as business communications. But... can you fax from Gmail? Quick answer: Yes!
By integrating an online fax service with Gmail, you can send fax via Gmail free from the problems of traditional fax technology. Receiving faxes is also possible thanks to an online fax number that forwards faxes to your email address.
If your business depends on faxing, integrating a Gmail fax method can be a major time and money saver. By automating fax processes in your company you can get rid of extra expenses while still enjoying the security and reliability of faxing.
As you'll see, this method is very easy to learn, so don't be intimidated if you are not "tech-savvy". If you already know how to send a simple email, you just have to change a couple of things.
Choosing a Gmail Fax Service Provider
Before getting started with the tutorial, choose an online fax service that lets you fax via email. They are needed to provided the technology that will convert your email attachments to fax images. The way these services work is through a monthly subscription that gives you access to all the fax features as well as a Gmail fax number. Plans are very affordable and they come in different sizes depending on the amount of pages you want to send/receive each month, but don't go an sign up for a plan just yet!
Reliable email fax service providers such as eFax or RingCentral let you create a 30-day free trial account . This is a good chance to try out all the features you can find in the service – including the ability to send Gmail fax free!
NOTE: Using a "free online fax service" website like Faxzero won't work for this tutorial. Although these websites can help you send a couple of pages (with ads if you don't mind), they don't provide any type of integration with Gmail, so they can't be considered as Gmail fax services, and they lack the advanced security features of subscription-based services. On top of that, going over the page limit is more expensive than paying for an online fax plan!
How to Fax from Gmail Step-By-Step Guide
Let’s take a look at how to send a fax from Gmail using an online fax service. It’s a very simple process that can be completed by following just 5 simple steps. But first, there are three differences with traditional email messages that we need to keep in mind:
The steps of this tutorial require you to have an active account with an email fax service. Free email to fax Gmail accounts work fine for this tutorial, so if you don’t have one, go ahead and create it in just a few minutes! Once everything’s in place, you can get started:
Step 1: Create a New Email Message
In Gmail’s website or mobile app, create a new email message by clicking on the Compose button.
Step 2: Enter the Recipient's Number
Type your recipient’s number with the area code inside the To field, and then add @faxprovider.com. This domain name will vary depending on the provider you’ve chosen.
For instance, if you need to send fax to the number 1-343-777-5555 using eFax, this is what you would need to type: email@example.com.
Using the exact domain provided by your service is essential to have your fax delivered, so double-check it before finishing.
Step 3: Add the Cover Sheet's Text
If you need to add something as a cover page, now it’s the time to do it using the Subject field and/or the message’s body.
Step 4: Attach the Fax Contents
Add the files that are going to be converted to fax. Current online fax services work with dozens of different formats including popular ones such as PDF, DOC, XLS, JPG, TIFF and TXT. You can even attach different files and they will all be added to the final fax transmission.
To attach the document, just click on the paperclip icon (Attach files) on the bottom of the composing window. Mobile app users will find this icon on the top-right corner of the screen.
No matter the format you are using, be sure to keep these recommendations in mind:
- Don’t go over the file size limit. Services let you attach a file or combination of files that occupy less than 20 - 30 MB of space.
- There’s also a limit on the amount of pages you can send in a single fax transmission. This can be between 150 -200 pages.
- Avoid special characters and ampersands when naming a file.
Step 5: Proofread and Send
Click on Send and it will be on its way. It shouldn’t take more than a couple of minutes for the fax to fully arrive.
After finishing sending the fax, you’ll get a confirmation message on Gmail with all the details of the transmission. If there’s an error along the way, fax services will re-try multiple times to ensure it has been delivered.
Make Gmail Take Care of Faxing For You!
Learning how to email to fax is not only easy but also way faster than sending or receiving fax the “traditional way”.
I’d advise you to try different services and choose one that better suits the needs of your business, taking into account factors such as delivery speed, availability of Gmail fax numbers and the possibility to send online fax free.
The ones that we have recommended in this article are a perfect alternative to get started with Google fax. They are easy to get started with, and you don’t need to spend any money at first.
The guide we presented here works with all Gmail fax service providers, so feel free to bookmark it, share it and have it for later reference! Happy faxing!