Communication methods are going digital nowadays, and nearly every business is making moves to implement them. And there’s one thing many people think has become obsolete but has been quietly keeping up with the times: faxing.
Sending a fax is still alive today, especially in other countries. Eighty-two percent of German companies with 20 employees or more still rely on faxing. Meanwhile, plans to discontinue fax machines in Japan were scrapped due to widespread complaints. (1)
What makes faxing different today is that you no longer need a clunky machine. There are several ways to send a fax digitally. But it’s essential to maintain safety while sending a message because the digital age has introduced many privacy threats, which could affect fax transmissions. How? Read on to find out
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Online Fax Services
Most establishments may already have a fax machine or faxing system. But if you’re working remotely, you’re unlikely to have one to send a fax from your home, hotel room, or coffee shop. Thankfully, online fax services are now available, which you can access as long as you have a stable internet connection.
Options like eFax allow you to send a fax online anytime and anywhere. These services work on most mobile devices, like a phone, tablet, or laptop. This way, you don’t have to search for a fax near you, which will only waste your time and money.
But when choosing, pick a service with built-in security features to ensure your messages are safe from digital interference. In 2024, the U.S. saw 3,158 cases of data breaches, with the healthcare industry seeing the most of them. Many fax messages involve sensitive information, which could lead to issues if unauthorized parties disclosed them. (2)
Faxing via Email
Did you know you can send a fax safely through email communication, too? You can use an email-to-fax service and attach the file to an email, sending it to the recipient’s fax number through the provider’s system. The recipient still receives the message as a fax without the sender having to use fax machines.
This method is popular among other ways to send a fax because it blends into daily workflows. Documents in cloud storage platforms like Dropbox or Google Drive can be quickly attached and faxed out.
Some services also provide delivery notifications, letting the sender know when the fax goes through. This option is efficient and secure if you have to fax documents often but don’t want to invest in new hardware.
Fax Apps on Your Phone
As of 2024, around 98% of Americans own a cellphone. And with developers making various mobile apps to streamline work, finding one for faxing isn’t far-fetched. Using a phone to send fax messages is also possible when you’re subscribed to virtual fax services. (3)
If you have to fax while on the move and don’t have your laptop or tablet, just use your phone. Most of the time, you can also attach image files. Meanwhile, some apps might even have scanning features. Any photo of a document can be turned into a fax-ready file in mere seconds.
Security is another added benefit here since many apps include password protection and encryption for sensitive files. Some may also allow e-signatures, which saves time when contracts or forms need to be returned quickly.
Fax with Your Computer
Whether you’re working remotely or on-site, sometimes, all you need is a computer to send a fax. You don’t even need to rely on fax machines. Many fax service providers offer ways to send a fax through desktop software or browser-based dashboards. Once logged in, you can upload files, enter a destination number or email address, and send the fax without external equipment.
This approach is convenient for workplaces that already manage most files digitally. It removes the need for printing, scanning, or converting documents into different formats. With everything happening on one device, it’s easier to stay organized and track which faxes have been sent or received.
Fax from Your Printer or Scanner
Unlike decades before, today’s printers and scanners are multifunctional. So, you may be able to send a fax on them when you don’t have any traditional fax machines around.
Some connect to phone lines, while others integrate with internet fax services. This option adds functionality to existing tools without requiring new ones.
The advantage is that you can directly scan physical documents into the system and fax them out immediately. Instead of juggling multiple steps, the machine handles scanning and faxing in one process. It’s particularly beneficial for environments where paper and digital files are constantly circulated.
VoIP-Integrated Faxing
The introduction of Voice over Internet Protocol (VoIP) has transformed phone communications. Several VoIP providers include fax capabilities in their packages. This system, sometimes called Fax over IP, routes faxes through the Internet rather than traditional phone lines.
Businesses often find this method appealing because it keeps communication tools under one service. People can send and receive faxes using the same account used for phone calls, simplifying management. Another advantage is less reliance on old telephone infrastructure, which reduces costs while improving reliability.
Wrapping Up
Many fast and secure ways to send a fax don’t involve a fax machine. Often, you only need a mobile device, such as your smartphone or laptop, connected to a trusted online fax service. Apps and email also allow people to send and receive faxes even while on the move. And if you feel more comfortable sending them ‘traditionally,’ modern printers and scanners give you that opportunity.
With the digital revolution streamlining workflows and document sharing, it helps to try new methods for old practices. It won’t hurt to use modern techniques, especially if you’re sure they keep your documents safe during transit.
References
1. “The Greatly Exaggerated Death (And Rebirth) Of Faxing,” Source: https://www.forbes.com/councils/forbescommunicationscouncil/2025/03/27/the-greatly-exaggerated-death-and-rebirth-of-faxing/
2. “Annual number of data compromises and individuals impacted in the United States from 2005 to 2024,” Source: https://www.statista.com/statistics/273550/data-breaches-recorded-in-the-united-states-by-number-of-breaches-and-records-exposed/
3. “Mobile Fact Sheet,” Source: https://www.pewresearch.org/internet/fact-sheet/mobile/
