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You should not be using a fax machine to send faxes in the 21st century. Your computer gives you more options, features and security.
- You get to pick your own local number,
- You can opt to have an international number if you prefer,
- Voice to email/fax is included,
- You can manage and archive faxes indefinitely.
Have you ever lost an important document that was faxed to you? What about a fax you were expecting that never even came through? Sometimes, fax machines mainly serve to create a lot more clutter in the office. The machine itself takes up a lot of space, and it can produce huge piles of paper all over your office place. Sometimes it can be hard to keep track of your documents. Losing a document can have dramatic consequences. You can miss out on important information, or you can just waste a lot of time looking for it. If you can't find a file, you might have to call someone and ask them to send you another copy. This wastes your time as well as theirs, and you might not be able to reach them on the telephone in time at all.
Is there an easier way to keep track of your faxes? What if you had an automatic digital backup copy of everything you sent and received? This can be a reality with online fax services. You can even get detailed reports and logs of everything you have sent and received. If you lose an important file, you don't have to worry about finding the hard copy anymore. All you need to do is get on your computer, log in to your account, and print off another copy for yourself. There is no need to search stacks of paper or worry if a file has been thrown in the trash. You can easily back up all your faxes to disc or to your email. You can save paper by only printing out the files you need. Anything you can read quickly, or any unwanted faxes, can be deleted or not printed out. This also saves money for you and your business, and it is more environmentally-conscious.
When a fax is sent to your virtual fax number, a number that is provided by your internet fax service, the documents will be converted to a digital format like PDF. This can be read on any computer and many cellphones and mobile devices. Sometimes, the file is attached to an email and sent to you. Other times, it is stored in a special account on the fax provider's website. This account works a lot like email and it is password-protected. This will allow you to easily search the files you have received recently. You can view them, print them out, or make backup copies for yourself. Your files are also always close at hand: you can access them anywhere. If you leave a fax at the office, you don't have to worry about going back to pick it up. Just turn on your computer and access it from home, or anywhere else with an internet connection. You can even get alerted of your new files on your phone, then you can use your phone to view the files, if you can access email and view PDF documents on your phone.
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