Business communication is one of the factors that determine whether a business will succeed or not. A company needs to maintain a smooth flow of information in all aspects including customers, suppliers, its staff and all stakeholders. When we mention communication in business, it is crucial to know that many channels are available, especially when doing formal communication.
As much as email and telephone channels are the popular ones today, others like faxing are still being used by some institutions. New businesses may not see a need in buying a fax machine, but they will be locked out of communication with others entities still using this method of communication.
Getting a Gmail Account
First things first. You will need to have a Gmail account for your business as the starting option. According to those who have been using this option, acquiring this account is free and involves a few steps. If you know one or two things about emails, you probably do need an IT expert to set it up for you. For companies where an internal IT company is available, why not have them set up one for you.
Get a Reliable Faxing Service Provider
Numerous online fax service providers will help you get a fax address and allow you to send a fax using your Gmail account. While some offer these services for free, others do charge a monthly fee. New entrants into the business world can use the free services since the budget is tight. However, they will have to cope with pages full of advertisements and other drawbacks.
The other option is to use premium sites that charge for services. Try those which offer a free trial so that you can know whether to upgrade or not. These sites will issue you with a fax address which you will use to receive fax messages from various senders. It is also the same number that will appear on their side when you fax them.
Another thing an excellent online fax service provider will do is sort out your messages. Since they will come through your synchronized Gmail account, it is crucial to have then arranged well. Finally, they will offer starting tutorials and continuous support to their clients.
Sending a Fax Through Gmail
As a business person or a staff working in a company that offers such services, you are required to know the procedure of sending a fax from a Gmail account. If the setup is done correctly, then one should not have a challenge sending a fax message. Here are some useful steps that will help you go about it.
The first step is opening a new email dialogue box where you have the option to input the address of the recipient. Gmail gives the ”to” field for the address. This is where you will type the fax number of the recipient of the fax. You will also have to add the domain name of your online fax service provider at the end. It is as simple as that.
The other fields are direct since you will input the subject and the message in a similar way to how you send a regular email. However, your fax message needs to be attached through uploading. This is how Gmail has designed it so that the recipient can directly receive it even if they only have a fax machine. The good thing is that it has a capability of converting almost any normal document format like DOC and PDF.
The last step is sending the fax. All you have to do is click the ”send” button just like for an email option. Ensure that you have verified that everything is working correctly. A perfect formal document without grammatical errors and harsh language will ensure a smooth relationship between the two parties.
When it comes to receiving fax messages from your correspondents, you only have to check the inbox. You can connect your machine to a printer if you wish to have the fax in the old way. Better still, you can just read the message in digital format and save a tree.