The first question we might ask here is – why are people still faxing? The presence of fax exists mainly in the government, healthcare, and legal industries, where fax is mistakenly seen as a more secure alternative to email and the rules are simply outdated. In actuality, email is more secure than fax, and fax via VoIP is more secure than fax via landline.
How Secure is Fax?
A VoIP fax line can still be hacked or spoofed just like email can be, but an analog fax line is the least secure of all. When it comes to confidential material, analog faxes are the easiest to intercept. Besides the fact that anyone can walk by a fax machine and grab the document, analog lines are easier to access. With an analog fax line, the perpetrator only needs to tap into the telephone utility box at the street level using a cheap device from Amazon to be able to intercept all the faxes. With a VoIP fax line it’s much harder, because it’s not as easy to hack into a data server, which could be located anywhere. If you’re truly concerned about the confidentiality of a message, an encrypted email with a digital signature is the most secure form of communication available.
Fax by Email or Through Your Browser
We know that moving away from fax completely may take some time, and is still necessary for our customers in order to conduct business with your customers and vendors. As such, we’ve added an update to the fax feature, which enables you to send faxes by email. This is an addition to the current faxing capabilities, so you can still send faxes through your Dashboard.
At the end of the day, faxing using your old fax machine that’s hooked to a landline is not the most secure method. If you must fax, do it over VoIP with our virtual faxing service.
How to Send Fax by Email
To send a fax by email, find your ‘secret fax email’, which is shown on your Plans & Numbers page. Once you’re on the Plans & Numbers page, click on the fax number to find your Email to Fax address, which will look something like ‘email@example.com’.
In your email application, start composing a new email and paste the Email to Fax address in the ‘To’ field.
Then enter the fax number where you want to send the fax in the ‘Subject’ field.
If you want to include a fax cover sheet, type the content in the body of the email. Anything entered here, including your email signature, will create a cover page preceding your fax document.
Attach the PDF you want to fax to the email.
After you hit send, you’ll receive an email confirmation that your fax is in process, and a second email when the fax delivery has been completed.
Save your Email to Fax address in your contacts so it’s ready for your next fax.
You can always find your fax history and documents in the Fax section of your Dashboard.
Related: Why the Desk Phone is Alive and Well
Thomas is part of the marketing team at Telzio and develops thought leadership content in the areas of cloud computing and unified communications. With an education in electrical engineering and background in software development, Thomas has a strong technical understanding pertaining to cloud networking technologies, trends, and practices.