Smartphone Instead of Fax Machine: How to Send Online Faxes

Faxing, once a prevalent means of document transmission, is now considered outdated due to the digital revolution. However, there are still certain businesses that rely on faxing as their primary transfer method. The fax machine has several disadvantages, including high cost of maintenance, limited access, and large dimensions.

This is where online fax software comes into play, combining the best aspects of the internet and faxing to simplify the process. With this technology, faxing no longer necessitates operating a physical fax machine.

Digital Fax: Best Ways to Send Faxes

1. Via smartphone app

To send faxes using a mobile phone or tablet, you’ll need to download a fax app. This method offers convenience and versatility, allowing you to send fax messages from anywhere as long as you have an internet-enabled device.

To send a fax from an iPhone, you need a special application (see link). The advantage of this online fax option is that your smartphone is almost always at your fingertips. Another argument in favor is fast scanning. This application can digitize a document and send it immediately.

Here’s a step-by-step guide on sending faxes without a fax machine:

  1. Download the mobile app from either the App Store.
  2. Launch the app and click “Continue” to start your free trial.
  3. Select a country to receive a free fax number.
  4. From the main dashboard, click on “New Fax”.
  5. Enter the recipient’s fax number and name, and don’t forget to include a subject line.
  6. Use the “Scan” or “Add Document” options to attach a document. This allows you to either scan a document or import it from your device or cloud storage.

Once you’re ready, click “Send”.

2. Email to fax

Online fax service providers offer premium users the advanced smartphone feature of emailing to fax. With this feature, you can fax documents from your email client without installing a fax app. Regardless of your operating system, as long as you have an active subscription, you can conveniently send faxes.

When you use the email-to-fax feature, the fax provider converts the email format into a printed version on the recipient’s fax machine. It works seamlessly with Gmail, Outlook, and even corporate email accounts.

If the recipient has an online fax service account, they will receive a digital version of your document. Typically, online faxes are sent and saved as PDFs.

Here’s a straightforward guide on how to send a fax without a fax machine:

  1. Open your Gmail, Outlook, or Yahoo email account.
  2. Compose a new email and write it to the fax service address. It is provided by the service you use.
  3. In the subject field, enter the fax number of the recipient without any spaces or dashes.
  4. Provide the necessary information in the message section.
  5. Attach files such as PDFs and Word documents, similar to a regular email.
  6. Click the send button, and you’ll be notified once the fax is successfully delivered.

3. Via VoIP

To send internet faxes, you can utilize Voice over Internet Protocol (VoIP). VoIP is a telephone service that allows you to make calls via an internet connection. With VoIP, you can send faxes by dialing the recipient’s number and entering the corresponding code, followed by your email address.

This ensures that all documents sent via VoIP are delivered to an inbox. Fax machines traditionally transmit data over phone lines using analog signals, but with a VoIP gateway, you can convert the analog fax machine signal to internet-compatible data packets.

These packets are then assembled and converted back into analog signals, which the fax machines can print out. However, it’s important to note that using this method may not always be successful since the VoIP network is not optimized for analog fax signaling, which can result in failures.

4. Using the web interface

A web server runs computer programs called web applications. These apps provide a user-friendly and interactive experience through a browser. Web developers create apps for various purposes, including online shopping, social networking, video streaming, and real-time collaboration. An example of such an app is an online fax service.

The best part is, that you don’t need to install any software on your device. Most fax solutions offer web applications that allow you to access and send faxes online. With an active account, you can send faxes anytime from your PC or laptop.

5. Using Microsoft Office

You can fax documents with Microsoft 365 applications, depending on your online faxing service provider. Use the “email to fax” feature to fax MS Word, MS Excel, or MS PowerPoint files.

Furthermore, you can enhance your faxing experience by downloading your service provider’s add-in for Microsoft applications. This add-in allows you to send a document, spreadsheet, or presentation directly via the add-in.

6. Via Google Docs

Most internet faxing services offer the Google Fax feature, allowing users to seamlessly integrate their online fax with various Google workspace services. With this function, you can send faxes directly from Google Docs or Google Sheets.

For instance, if you operate a data-oriented business like real estate, integrating with Google Docs and Google Sheets offers convenience and accessibility. By incorporating these Google services, you can revolutionize your real estate operations using online fax.

To utilize this feature, simply install the add-on specific to your chosen online fax service provider within Google Workspace. This add-on facilitates sending and receiving faxes using Google Docs or Google Sheets from your computer or smartphone.


You have so many digital fax tools at your fingertips that it simply doesn’t make sense to use a fax machine. There is no reason why you should choose an outdated fax machine over other methods of sending and receiving faxes.

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