Faxes are so 1980s and 1990s.
However, you might be surprised to learn that faxing remains alive and well. Just as countless emails flash back and forth, faxes travel the world every day too.
Many industries, such as legal, finance, and healthcare, still rely on faxes because emails can be exposed to cyber threats and other security issues. And this need for a secure method to send sensitive documents is why the fax industry has evolved and changed to suit our modern world.
One of these adjustments is allowing people to send fax from emails, like Microsoft Outlook. How exactly do you send a fax from such a platform?
Let’s find out. But first, let’s understand better what online faxing means.
What Does Sending a Fax Online Mean?
Online faxing means sending or receiving faxes using a computer, laptop, or mobile phone. To send a fax online, you must have an online fax number, an email ID, and an internet connection.
Hence, even if your recipient still uses the traditional fax machine, you don’t need one to send or receive documents. Unlike standard faxing, there’s no waiting or printing by a machine. You can send a fax using an email service like Outlook, GMX, Gmail, and Yahoo.
Sending a fax over the internet mimics sending an email but with increased security.
Benefits of Faxing With Microsoft Outlook
- Convenient - Send and receive faxes even if you don’t have a fax machine. So, you can still send an important document even if you’re away from your office and can’t look for a fax machine.
- Traceable - You can easily track all your sent and received faxes. Moreover, you can organize and manage your faxes or documents in centralized online storage. Depending on your online faxing service, you may even use the audit logs that detail your faxing activity.
- Sustainable - By switching to paperless faxing, you save precious resources (paper and operating costs) while ensuring the security of the documents you send. It’s a win-win solution.
- Secure - Encrypting an email in Outlook converts plain text into scrambled ciphers. This message will only be readable with a private key given to the recipient. This prevents unauthorized persons from altering, accessing, or sharing your confidential data.
How To Fax From Outlook [3 Easy Steps]
Step 1. Open Outlook and Compose Your Fax
Log in to your Outlook account and create a new message. Fill in all the necessary details, write the details you want to include in the email, and attach your fax documents (PDF, DOC, or TXT).
Your email subject line will automatically be the cover page’s subject. A fax cover sheet is a page faxed to the recipient before the actual fax message.
If you’re sending a confidential document, include a confidentiality or disclaimer notice in your cover page comment. If you don’t prefer to attach a cover page, leave the email subject line empty.
Step 2. Add Your Recipient’s Fax Number
Enter your recipient's fax number (local or international) in the “Subject:” field. Another option is to add them to your contact list.
Using an Online Fax Service
If you have registered with an internet fax service provider, you can email through their pre-calibrated fax server.
Usually, you type your recipient’s fax number followed by @nameoffaxprovider.com (domain of online faxing service) in the “To” field. Add the country or area code if you’re sending an international fax.
The good news is that there are excellent online fax services to choose from, such as Thatch. With Thatch, you can keep an accurate history of all communication, across all channels, in one convenient place.
Using Windows Fax and Scan
If your computer or laptop runs on the Windows operating system, it has a feature called Windows Fax and Scan. This feature relies on having the Windows Fax Services, or Printer Driver installed on your computer to send faxes.
If it’s not enabled, go to Control Panel, and click Programs>Programs and Features. Then, click the Windows features on or off. Under Print and Document Services, choose the Windows Fax and Scan check box.
This feature can connect your PC to a network fax server or a fax modem.
Step 3. Send Your Fax
Hit the “Send” button, like sending an email. You’ll get a notification afterward confirming that your fax has been successfully delivered to the recipient.
Receiving faxes in Microsoft Office Outlook is also possible and more secure than with a traditional fax machine.
If you signed up for a faxing service, it would translate your attachment and fax message into a format that the receiving fax machine can read on.
The process typically takes up to a few minutes, depending on the complexity and the size of the documents you send.
Is It Safe to Fax From Email Using Outlook?
Yes, it is safe to fax from email using Outlook, especially if you also use an online fax service that uses advanced end-to-end encryption. This prevents third parties from accessing information.
Although the outlook has a built-in encryption feature for attachments and emails, recipients can still forward your messages. But encrypted fax messages prevent unauthorized sharing and viewing of confidential information.
Even if there’s a breach, the data will appear gibberish to anyone who does not have the decryption key.
Fax Over the Internet With Thatch
That’s all there is to it! Sending an electronic fax from Outlook is as simple as sending an email. All the while, you meet the compliance requirements needed for legal, financial, and healthcare services.
When choosing the right online faxing service for you, pick one that’ll make faxing easier, not more time-consuming. That’s exactly what Thatch is. It’s not just easy to use, it’s also packed with features you’ll love.
With Thatch, you can:
- Receive inbound mail in your inbox (a single inbox for all offline communications, no more switching between apps).
- Use your computer or mobile device to send and receive faxes, and
- Send documents, letters, and invoices without printing.
Enjoy a fast, secure, and easy faxing experience without a phone line today with Thatch. Find out how.
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