The working principle of online faxing is extremely simple and sometimes it doesn’t even require the possession of a fax number or a subscription to a suitable service provider – although it’s important to note that free online fax services are not without flaws. What online faxing does require, however, is a device that connects to the internet – and the online fax service’s cloud servers, to be more precise – either via cable, mobile data, or Wi-Fi. In fact, it is these servers that are the heart of online faxing as they convert the signals into the right format in order to make sure that the fax message arrives safely to its destination.
Sending and Receiving Faxes Over the Internet
This transition from internet data to phone signals and vice versa is extremely smooth: when you send a fax message either through the fax manager or via an email account, the data travels to the service provider’s cloud servers where the conversion (to TIFF format) takes place. After that the message continues its journey through plain old telephone cables until it arrives at its proper destination.
The process is basically the same the other way around, too – the phone signal is turned into internet data – but with a minor difference; the moment the fax message arrives at the online account the system sends out an email as well, containing the entire fax message and the sender’s document in the form of a PDF file. At the same time the fax manager’s mobile version also notifies the user about the arrival of a new fax, but does so via convenient push notifications.
Cables and Machinery
The only requirements for paid online faxing is a fax number and a computer or mobile device for it to properly work. In simpler words, you can say goodbye to those big faxing machines with empty ink cartridges, jamming papers and busy signals.
Speaking of which, with an online faxing service there is no such thing as a ‘busy signal’. Since faxes travel through internet cables and online faxing service providers operate with multiple servers at the same time all messages arrive in a timely manner regardless of what kind of system the receiver has.
Making the Big Move
Similar to switching from a traditional phone service to VoIP, dedicated faxing lines can also be ditched in favor of online equivalents. And just as a cloud phone system would, there is the option to bring the fax number over from the old provider to the new one.
In the case of number porting, however, the number has to go through a process that could last up to two or three weeks, during which a temporary fax number is assigned to you. And also just like with phone number porting, it’s highly recommended to stay with the previous service provider during the time of transition. But whereas keeping the regular phone line is basically a must to maintain a connection to a 911 service and to ensure proper working functionality of home security and medical alert systems, cancelling the traditional, phone line-based faxing service is something that can be done without remorse.
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