how to fax from gmail

Gmail is without a doubt, the free email service that enjoys most popularity on the Web.  Created by Google back in 2004, Gmail started out with accounts that could only be created with an invitation, but today everyone can have their own address in seconds, joining millions of others that are created on a daily basis. Gmail has stood the test of time as one of the must-have web tools in the modern World.

Because Gmail is a product of Google, it can be used along other services from the company, such as Google Drive , Google Maps, Calendar, etc.  This integration saves you time that could be better spent on other activities.  However, a feature that’s missing is the ability to send fax from Gmail.

Unfortunately, Google doesn’t plan to add these type of features to their email service. As a matter of fact, on a Google Voice support page they have made pretty clear that online faxing is not on their plans. So, if you want to fax using your email you’ll need a Gmail-compatible email-to-fax service.

These days you can fax online with Gmail through the help of third-party services that link your email address to a Fax Over IP line, letting you send and receive faxes from your computer without the need of a fax machine or a physical line.  As you’ll learn in this guide, faxing with a Gmail fax service is just like sending a common email so making the jump to online fax is easy and simple.

Try It for Free!

Gmail fax service providers such as RingCentral or eFax  give you the chance to send fax online free for 30 days. These accounts are fully featured, which means you can fax in the same way as a paid user.  This is an excellent way to learn how to send fax through Gmail before choosing a monthly plan.

There are also other fax services that allow you to send limited number of faxes for free. You can’t use Gmail for this, so you’ll need to use an online form in a website. Once your free pages have ran out, you’ll have to continue paying per page sent.

In my opinion, this is an alternative that can end up being more costly if you fax regularly, and on top of that there’s no guarantee the document is going to arrive its destination as they state in their websites. Security? Forget about using these free sites if you are sending sensitive info. This alternative is useful if you are only sending a fax occasionally, but it can’t be linked to Gmail.

How to Send a Fax from Gmail in 5 Steps

Sending a fax via email is very similar to sending a simple email message.  There are only a minor of differences that you’ll need to consider:

  • ​The fax number goes on the TO field.
  • ​The document you want to fax is uploaded as an attachment.
  • ​The cover page contents are entered on the “Subject” and “Body” of the message.

To complete the steps in this tutorial, you’ll need an online fax service account. If you don’t have one and want to try this method, I recommend you create a free trial account with the service of your choice (scroll down to find our recommendations).

  • STEP 1: Compose a New Email

Access Gmail and click the COMPOSE button located on the sidebar to set your fax.

  • STEP 2: Enter the Recipient’s Fax Number

Enter the destination fax number on the “To:” field, followed by “@yourfaxprovider.com.”

For instance, if you want to fax to the number 1-888-473-2963 and you are using RingCentral as your online fax provider, you’ll have to send the email to this domain: @rcfax.net, so this is what you’ll have to type in Gmail:

18884732963@rcfax.net.

The number must contain the area code or international prefix, if applicable.

gmail fax set up

  • STEP 3: Add a Cover Page

Enter the title of the cover page on the “Subject” field. If you want to add more information use the “Message” field.

Services also provide customizable cover pages, easy to edit, for all types of documents.

  • STEP ​​​​4​: Add the File you Want to Fax as an Attachment

All online fax services are compatible with popular file formats like DOC, XLS, BMP, TIFF, PDF and TXT. But they also work with obscurer file types.

Most of the times you’ll need to upload documents from a hard drive, but in recent times some services have added the option to pull them from your Google Drive, account. You can do this via Gmail’s interface by clicking on the Google Drive icon.

  • STEP 5: Press Send!

​Now you’ve finished creating your email fax message.  To send it simply press the SEND button!

The transmission takes a couple of minutes to complete.  If everything goes well, you’ll receive a confirmation message.

If there’s a problem during the transmission due to a busy line on the other end, the service will automatically try to send the file again several times.

  sending-a-fax

Why Fax Using Gmail?

Online faxing has forever changed the way we fax. This new technology has finally brought faxing to the modern area, improving its speed and quality. Now faxing is as easy as sending an email, you just need the right tools for the job: an email account and a fax service.

We prefer using Gmail because it is the most reliable email service out there, it’s free and it is commonly used among businesses. Fax service on the others hand come with different prices and plans, so it is worth checking out what works best for you.

If you are still using a fax machine you may not know this, but faxing over Gmail could provide great benefits for your company. And that’s not all; as we communicate daily with our visitors we have realized that even people with active accounts don’t know all they can do with their service!

But don’t fret. In this article you’ll learn all about the pros of using a fax service. I hope this can help you make the jump to online fax or fully take advantage of your online faxing capabilities. Let’s get started!

1. Send Faxes Quickly

It all takes to send a fax via Gmail is to compose a simple email message. Forget about “feeding” your fax machine with papers all day long, with online fax you can send documents straight from your computer in just a few clicks.

There’s also a more advanced feature that not many people know about. It is called fax scheduling and as you might guess it lets you set an exact time and date to deliver your faxes. You won’t believe the amount of time I have saved by this feature alone.

If we compare the time it takes to send Gmail fax to the time it takes to take a conventional fax, we’ll see that it is cut in more than a half!

2. Receive Faxes Automatically

Receiving faxes on Gmail is just a matter of checking your inbox. Faxes will arrive as emails, but you can also opt to receive notifications of incoming faxes on your mobile phone.

Every new fax coming your way will be available in Gmail, and you can take advantage of the email service’s tagging feature to keep things organized. You can also opt to receive faxes using another email address, but Google’s email service is hands-down the best alternative in terms of speed and fax-friendly features.

Incoming faxes will also arrive to your fax service’s online dashboard along with a detailed log of the transmission. Some services offer unlimited storage of faxes as long as you keep an active account so you’ll always have an extra copy on Gmail.

3. Google Drive Integration

Modern offices work with cloud-based storage to improve collaboration within the company and speed up workflow. It makes sense that they also want to fax cloud based documents in popular sites and in the past two years his has become a reality.

Fax services let you pull documents from the cloud to fax them directly. You can accomplish this through a couple of methods detailed in this article. Google Drive is compatible with this way of faxing, but you can opt to use other cloud services, namely Drop and Dropbox.

4. Get Your Dedicated Digital Fax Line

One of the greatest benefits of using an online fax service is that you automatically get a Google fax number. This will act as your dedicated line to receive faxes, and since it is active 24/7, you can forget about dealing with interruptions.

At the moment of signing up with a provider you can choose between a local, toll-free or a vanity numbers. The vast majority of providers cover the USA and Canada, but for other countries I advise you contact a representative first for coverage information.

Yet another option is to port your physical fax line to a digital one. This is a process that is easily handled by your provider. Just ask for assistance with a fax porting process, and in a couple of days your line will be active and propagated across the Web.

Virtual fax numbers have become a game-changer in the World of faxing, giving you flexibility to receive faxes in different ways. And that takes us to our next benefit…

5. Send Fax on The Go With Your Phone

The latest feature that we can find among Gmail fax services. With the help of an app you can connect your fax account to your cell phone, turning it into a portable faxing machine capable of sending and receiving faxes.

When sending a fax this way you’ll have the option to fax a document stored in your phone or Drive account, or you can simply use your phone’s camera as a document scanner. Just take a picture and the app will optimize it to be perfectly readable on another fax machine.

6. Security

What remains the same about faxing is security. If you work with sensitive documents you’ll be happy to know that all the best fax providers guarantee the privacy of your communications. Even though you do your fax via email, the whole transmission to another fax machine is fully encrypted and protected.

This is an important benefit, since most people stick to traditional faxing for security reasons but there’s no need to.

Reap the Benefits of Faxing Online

Fax services are not perfect but they are a huge step forward in the world of faxing and are much better than fax machines. Thanks to digital faxing we can communicate with a speed that fits this era we are living in, while retaining the security and formality that fax document needs.

If you want to learn more about Gmail faxing we invite you to check out our tutorials section , where we have all the information to get you set up in no time!

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Gmail is without a doubt, the free email service that enjoys most popularity on the Web.  Created by Google back in 2004, Gmail started out with accounts that could only be created with an invitation, but today everyone can have their own address in seconds, joining millions of others...