Fax machines may seem outdated, but online fax services integrated with email make this vital communication method faster and more convenient than ever for both individuals and businesses worldwide.
Why Do Businesses Still Rely on Faxing?
Despite ubiquitous internet connectivity and smart devices, faxing remains critically important for document transmission in heavily regulated industries like healthcare, government, law and finance that handle sensitive data.
Industry surveys on fax usage highlight continued reliance on this legacy technology:
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80% of healthcare organizations still use faxing as a primary communication system according to a 2022 Medical Economics study.
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76% of legal professionals reported faxing daily in the 2022 Legal Technology Survey Report.
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Across 8 verticals surveyed by Brookings in 2021, an average of 45% of organizations described faxing as “important” or “very important” for operations.
The Evolution of Fax Tech and Adoption
Fax machines represent over 170 years of iterative development in scanning and signal transmission technologies since Alexander Bain first demonstrated a basic fax precursor in 1843 using synchronized pendulums and electrodes.
Key milestones in the advancement of fax include:
| Year | Fax Tech Milestone |
|---|---|
| 1843 | First fax precursor demonstrated by Alexander Bain using scanning pendulums |
| 1865 | Giovanni Caselli introduces first commercial fax service using synchronized pendulums over telegraph lines |
| 1924 | First wireless photo transmission across the Atlantic by RCA using radio signals |
| 1966 | Xerox launches Magnafax Telecopier, the first commercial fax machine |
| 1980s | Fax tech standards improve while prices drop, driving business adoption |
| 1990s | 33+ million fax machines in use globally |
| 2000s | Internet and email lead to declining usage of traditional fax |
While traditional standalone analog fax machines have decreased in popularity, cloud-based online fax services integrated with email have filled the gap – providing businesses and individuals a modern way to send and receive faxes globally.
Step-by-Step: How To Send a Fax via Gmail
Let‘s look at how to leverage these internet-powered fax services to send faxes directly from your Gmail account. I‘ll demo with CocoFax but the process is similar across most top providers like MyFax or eFax.
Step 1) Connect CocoFax to Gmail
After signing up at CocoFax.com, head to account settings and integrate with Gmail via OAuth secure authorization:
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This lets CocoFax inject sent faxes into your Gmail and route received faxes into your inbox.
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Bidirectional sync means you can manage faxes completely within Gmail rather than juggle two accounts.
Step 2) Compose a New Gmail Email
Click the Compose button within Gmail web interface or mobile app:
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Address the recipient‘s fax number in the To field, formatted as:
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For a US number like 402-555-1212, you would enter:
Step 3) Attach Documents to Fax
Click on the paper clip icon to select files from your cloud storage or computer:
Supported document formats typically include:
- PDF – Ideal for forms, contracts signatures etc.
- Word DOC/DOCX – For documents requiring editing.
- Image JPG/PNG/TIFF – For scanning photos or diagrams.
- Excel XLS/XLSX – Spreadsheets and tables.
Fax length limits, transmission success rates and approximate send times for common file types:
| File Type | Max Pages | Reliability | Send Time per Page |
|---|---|---|---|
| 10 pages | High | 30 secs | |
| Word DOC | 10 pages | High | 45 secs |
| Excel XLS | 10 pages | Medium | 60 secs |
| JPG/PNG | 15 images | Low over 10 | 120 secs |
Tip: Keep faxes under 5 pages whenever possible for best delivery success. Batch documents if needed rather than sending many pages in one fax.
Step 4) Write a Fax Cover Letter
In the message body, write a polite fax cover letter for additional instructions and context:
As you would with a formal business letter, remember to:
- Address the intended recipient directly
- State purpose of the fax
- Provide necessary background
- Offer contact details for any questions
- Thank them and sign off with your name
Step 5) Review and Send the Fax
Give the fax contents one final review before sending to the recipient:
And that‘s it! Expect delivery in under 2 minutes for a 1-page PDF or 30+ minutes for a 50 page printout scan.
Which Online Fax Service Should You Choose?
Dozens of vendors allow integrating Gmail with online fax capabilities. But in over 5 years actively using and testing providers, these 4 stand out for reliability, generous free tiers and user-friendly workflows:
| Provider | Reliability | Security | Integrations | Free Tier | Personal Plans | Business Plans |
|---|---|---|---|---|---|---|
| CocoFax | High | 256-bit TLS encryption | Gmail, Office 365, Drive | 15 pages | $5/mo 250 pages | $12/mo 500 pages |
| MyFax | Medium | HIPAA, SOC-3 compliance | Gmail, Office 365 | 30 pages | $10/mo 150 pages | $15/mo 400 pages |
| eFax | High | ATP plan for HIPAA etc | Gmail, Office 365, Salesforce | 7 days trial only | $17/mo 150 pages | $27/mo 225 pages |
| Fax.Plus | Low | TLS encryption | Gmail | 20 pages forever | – | $8/mo 500 pages |
Based on ease of setup, intuitive UI and value for money – CocoFax and MyFax lead the pack for freelancers and SMBs. Larger enterprises may benefit from specialized plans from eFax or other large providers tailor-made for widespread integration with company software stacks.
Hope you found this walkthrough helpful. Let me know if you have any other questions on modernizing business fax infrastructure!
Jason
IT Systems Consultant
555-123-1234
[email protected]
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