Making the Switch: How to Transition from Traditional Fax Machines to Electronic Faxing with VoIP
As more businesses upgrade to VoIP (Voice over Internet Protocol) phone systems, a common question arises: "What happens to our fax machine? How will we send and receive faxes?" The answer is simple—it's time to switch to electronic faxing. Today, we'll walk you through the benefits of eFax and how it integrates seamlessly with modern VoIP systems.
Why Move to Electronic Faxing?
Traditional analog fax machines are quickly becoming obsolete, especially in offices where VoIP systems are the norm. With eFax, you no longer need to worry about the bulky, outdated fax machine in the corner of your office. Instead, you can streamline your workflow by merging fax capabilities directly into your email system.
At DPC Technology, we offer **Complete Fax**, a part of our Complete Voice program. This solution, along with other eFax services, allows you to send and receive faxes directly from your email, eliminating the need for dedicated fax hardware.
How to Send an eFax
Sending an eFax is as simple as sending an email. Here’s a quick guide:
1. Open Your Email Client: Start by opening your usual email application, such as Microsoft Outlook.
2. Compose Your Email: Instead of typing an email address in the "To" field, you'll enter the recipient's fax number followed by "@faxhd.com". For example, if the fax number is 123-456-7890, you would enter "1234567890@faxhd.com".
3. Add a Subject and Attachments: Just like with any email, you can include a subject line and attach any documents you need to fax.
4. Scan Documents: If you need to send a physical document, simply scan it using your scanner. The scanned document can be attached to your email just as easily as any digital file.
5. Send: Click "Send," and your eFax will be transmitted through the eFax service.
What Happens Next?
Once your eFax is sent, you’ll receive a series of confirmation emails:
- Queued Confirmation: Within seconds, you'll get a notification that your fax has been successfully queued for sending.
- Delivery Confirmation: Shortly after, you'll receive another email confirming that the fax was successfully delivered to the recipient.
These confirmations provide peace of mind, ensuring that your fax reached its destination without any hiccups.
Receiving an eFax
Receiving faxes is just as straightforward. At DPC Technology, incoming faxes are automatically routed to our practice management software, ConnectWise. The fax arrives as a PDF attachment within a ticket, allowing us to easily view, forward, or store the document.
If you prefer, incoming faxes can be directed to a specific email inbox, where they will appear just like any other email with an attached PDF. This flexibility means you can manage faxes from anywhere, on any device, without the need to hunt down a physical fax machine.
The Benefits of eFax
- Eliminate the Fax Machine: No more bulky machines taking up space in your office.
- Enhanced Mobility: Send and receive faxes from any computer or device with internet access.
- Integration with Email: Manage faxes just like emails, with easy access to records and attachments.
- Cost Efficiency: Save on phone lines, paper, ink, and maintenance costs.
- Improved Workflow: Seamlessly integrate faxes into your existing software and processes.
Conclusion
Transitioning from a traditional fax machine to eFax is not just a technological upgrade; it’s a leap toward greater efficiency and flexibility in your business operations. With a simple setup process and the ability to keep your existing fax number, making the switch is easier than ever.
If you're ready to say goodbye to your old fax machine but still need to maintain faxing capabilities, eFax offers the perfect solution. At DPC Technology, we’re here to help you every step of the way.