Faxing is becoming a dated form of communication, but many businesses and organizations still use it to send and receive official documents and contracts. Although hard copies and fax machines can be bulky, faxing is nonetheless fast and reliable. There is more than one way to send a fax. Many people still use a fax machine and phone line, but computers and the Internet provide alternatives.
To fax a document the old-fashioned way, you need a fax machine. They come in various shapes, sizes and price ranges. Some are multifunction devices that also copy, print and scan when connected to your computer. To set up your device, connect it to a power source and a phone jack. Multifunction devices may also connect to a computer or network. Refer to your owner's manual for instructions specific to your device.
A fax machine sends and receives messages through a phone line. In the past, you would have needed a line separate from your regular phone line for your fax machine. Now, a second line is not necessary. You must use a traditional land line, not a cellphone number. Talk to your phone service provider about how to set up the line so it can send and receive both phone calls and faxes. Also verify that your fax machine itself will work on the same line as a phone. Refer to your owner's manual if you aren't sure.
Cover Letter and Clearly Printed Document
To make your fax look professional, put a cover letter on the front of it. The cover letter should display your name, the organization you represent, your contact information and the name and contact information of your recipient. Any text and logos you use on the cover letter and the document itself should be clearly printed, in at least a 12-point font and transfer well to black-and-white copies. If your document is handwritten or heavily embellished, it will not copy well.
Faxing From a Windows 7 PC
If you don't want to buy a fax machine, send a fax directly from your computer. Windows 7 has a faxing tool built into it called Fax and Scan. You still need a phone line connected to your computer for this tool to work. Type your fax message like you would an email, except enter a fax number as the recipient instead of an email address. Enter any information you want included on the cover letter, which Fax and Scan creates. Then add any attachments and send your fax. If the documents you want to send are hard copies, you must scan them so you have digital copies to send.
Faxing With an Online Fax Service
If you don't want to use a fax machine or a phone line, send faxes over the Internet through a service like eFax, FaxZero and GotFreeFax.com. Most fax services require a subscription, but some are free up to a certain amount of data. To use a service, upload your document to its website and enter your information and the recipient's information and fax number. If the documents you want to send are hard copies, you must scan them so you have digital copies to send.
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