How to use a fax: detailed instructions. We send a fax correctly through a special machine or the Internet How much do tariff plans cost?

How are documents sent today? Most of them are sent via e-mail - this is a fact, but at the same time, fax is still used, moreover, it remains a popular means for transmitting certain papers. Quite often people ask: “How to send a fax?” Many people really don't know how to do this. In fact, there is nothing difficult about sending papers this way. For the procedure to be successful, you need to follow a few simple steps - anyone can do it.

Preparation for shipment and document requirements

What do you do before sending a fax? First, the document that will be sent is prepared. As a rule, it is printed on A4, since not every fax machine model allows you to send smaller size papers - so the best option is selected. If the device can send papers of different sizes, it must have sheet size controls.

It is necessary that the document intended for sending be printed with very high quality - otherwise the recipient may have difficulty deciphering the information it contains. If for some reason the image or text comes out smeared, it is better to print again.

When the preparation is complete, open the paper feed tray in the fax. Usually it is located somewhere on the back of the device. The document is inserted face down - this is important.

How to send multiple sheets

If you know where you can send a fax from, you can always send several sheets at once - the sending procedure will be determined by what type of machine you have to interact with. Certain devices are designed for bulk sending of documents, so several pieces of paper can be inserted into the unit’s tray (as practice shows, this number should not be more than ten).

There are fax models where it is impossible to send more than one document - in such a situation, all papers are loaded in order. When all the sheets are loaded, you should wait for a single signal. Next, the device begins to capture the document.

What to do before sending

Before sending documentation to someone, you need to dial the recipient’s number on the device, then wait for them to answer the phone. Afterwards, according to the rules of etiquette, you should introduce yourself and ask the interlocutor to accept the fax. The standard command for transferring papers is “Start”, after which the “Start” button is pressed on the device (not only you, but also the person on the other end of the line). Yes, they must also know how to send a fax, otherwise nothing will work. The phone is not hung up until the transfer of documents is completed - this is important. It often happens that the recipient has an automatic fax - in this case everything will be simpler: you just need to dial the number, wait for a special signal and press the start button. When the sending procedure is completed, you need to click the “Contact” button: they ask whether the documents have arrived, whether the information is readable. If the quality is low, you should repeat the transmission again.

Where can I send a fax?

Certain companies nowadays require that certain documents must be transferred via What if you don’t have such a device? Is it possible, for example, to send a fax over the Internet?

You can always send documents using post offices. For a very reasonable fee, the paper will be sent to where it is needed. Similar services are also provided by special companies: sending faxes is their core activity.

There are also easier options: you can drop into some office and ask them to forward documents, contact your friends - there are probably those who have a fax machine at their disposal. But the best advice: if you often have to send documents, it’s best to just buy a fax machine - and then you definitely won’t have to deal with various difficulties.

You can send papers via the Internet and a computer, but the kit must include a scanner to make copies from different papers. Many sites on the Internet offer faxing for a nominal price. There are special programs that guarantee the transfer of documents to fax devices, including from popular Internet services such as Google. Anyone can easily figure out how to send a fax this way.

Phone number for receiving and sending documents

A few words should be said about modern cell phones. At the moment, these are not just devices for negotiations, but full-fledged communication devices using almost any means. How to send a fax from a phone? It’s very simple: just call your mobile operator and ask them to activate the service for sending and receiving fax documents. However, you will have to connect another additional number - this will need to be used for sending papers. Each operator has its own prices for providing such a service, so you should definitely consult about this to avoid unpleasant surprises.

Data exchange occurs constantly in our lives. Technologies do not stand still and fax communication occupies an important place among them. Today everyone knows that fax is the transmission or exchange of text and graphic information via electronic channels. But few people know how to send documents by fax. Internet services have appeared in which the fax machine is replaced by special programs. Some of them allow you to send documents within the city of Kyiv for free, or carry out automatic mailing. Let's look at “hardware” and “virtual” faxing.

So, if you have a telefax installed in your office, i.e. device with a telephone, then you need to act according to this scheme. A document prepared for shipment, with clearly printed text, no ink drips, and no staples or paper clips, is inserted face down into the tray.

Most devices, for example, Panasonic and Sharp telefaxes, have automatic feeders for 10-15 sheets for quickly making mass mailings. If this option is not provided, then the documents are sent one by one. After inserting a document, a short tone will sound and the sheet will be captured. Then the telephone comes into play: you call the recipient, ask to receive a fax, and using the conditional password “Let’s start,” the “Start” button is pressed.

After sending the document, you need to contact the recipient and clarify how successfully the fax was delivered and whether there are any blurred lines. If the recipient is not satisfied with the quality of the fax received, resend the document.

Receiving a fax is also easy; to receive it, you just need to press the "Start" button when you hear a tone. And after receiving documents is completed, you need to click the “Stop” button.

To send a fax virtually, you look for an intermediary company and create a personal account on their website. Next, download the Word documents that need to be sent from your computer, specify the recipient’s number, your coordinates and, if desired, communication parameters (number of repeat calls when the number is busy, etc.).

You don't need to do anything else, the fax will be sent automatically. All you have to do is wait for a message by e-mail or mobile phone about the delivery of the document. Master the wisdom of online services or protect your documents from intermediaries and buy a fax for yourself

– everyone decides for themselves. And both of these methods are not at all mutually exclusive, because online forwarding can be used as an alternative. For example, when you run out of fax paper or for some reason there is no telephone connection. The main thing is that it is convenient for you to work with documents, and that recipients receive them quickly and in excellent quality.

The times when the fax was considered the main means of communication are long gone, because today you can send an email or create a teleconference with one click. However, some organizations continue to use fax machines. The main reason is that a document sent by fax has greater legal force. Moreover, in remote places there is often no Internet access, which simply forces the exchange of information through such communication.

What to do if you need to send a fax? Should I buy a special device for this, which will take up a lot of space and most of the time pointlessly gather dust on my desktop? Of course not. You can send a fax via the Internet, absolutely free and without the help of a modem.

We list the most popular services that replace a fax machine:

Each of the web-faxes allows you to send a message to several recipients at once, can send a notification of receipt of a fax by email or via SMS, assigns you a unique fax number, etc.

MyFax

The interface is in English, but it is extremely clear. You can send a fax no more than 2 pages per day. No registration required. Notifications are sent to email both about delivery and about a possible error in sending a message.

Unlike most similar resources, this service has a Russified version. After registration, you have access to sending 3 pages for free. You can get your own fax number. The application supports a dozen well-known platforms from Windows to Blackberry. With Pamfax you can deliver fax messages to 236 countries around the world.

It is possible to integrate with other popular programs and applications. For example, after installing Pamfax, a corresponding key for sending a fax message automatically appears in the Skype menu. If you use this application along with Skype, you will get many useful features. One of them is the message sending wizard, which sends notifications directly to a special chat.

VentaFax

Another convenient way to send a fax using a computer and access to the Internet. A definite plus is the interface, designed in the form of a fax machine. The menu is entirely in Russian.

In terms of the number of useful functions, this application compares favorably with others. There is voice dialing, caller ID, mass mailing, conversation recording, choice of theme for the desktop and much more. etc. True, some of them will require a modem and a telephone connection to the PC.

There is a version of MiniOffice that allows you to use the program in test mode for 30 days and send faxes for free. After which you will need to pay a registration fee or delete it.

Freefax

This fax sending service doesn't even require you to register. A basic level of English or a translator is all you need to work effectively with Freefax.

Fill in the four required fields (Name Sender, Name Receiver, Email, Fax Number) and send the message. Everything is extremely simple and fast.

On the Internet you can find many services similar to Freefax. True, a significant part of them are limited to countries for free faxing. As a rule, these are the USA and Canada.

other methods

You can use Microsoft Office, which includes a whole package of programs, including the ability to send a fax. To do this, open Microsoft Word, Excel or even PowerPoint and select the “Send” command from the menu, then “Fax via Internet”. If you do this for the first time, you will have to go to a special web page where you will need to register, following quite clear instructions.

The photo shows an example of sending a fax via Microsoft Word

Then open the Microsoft Outlook application and select the “New” command, and then “Fax”. A window will open that resembles composing an email, where the document has already been converted to TIF format. You can attach any other file yourself. We fill in all the fields - “Subject”, “To”, “Fax Number”. Then click “Submit”.

Do not forget that Outlook must be launched immediately, otherwise the fax message will be sent only the next time you log into the program.

The basic Windows component, Fax and Scan, will also help you send a fax. You can find it using the Start button, then the “All Programs” section. The convenience lies in the fact that there is no need to install additional software. However, you will need a modem or registration with a fax server.

Let's sum it up

You can send a free fax using a computer and Internet access in different ways. In addition to standard programs, today there are quite a few special services and applications. Moreover, many of them are equipped with a large number of functions, which simplifies the work of delivering fax messages. However, you need to remember that you will be limited by the period of use of the program, the page limit and the number of submissions. For regular fax exchange, it is best to purchase a fax machine, but for one-time use, such services are rightfully considered indispensable assistants.

Of course, every fax always comes with instructions. But not in all cases it is stored. Since the operating principles of devices from all companies are the same, knowing them, you can easily understand this matter. So how do you send a fax?

It’s worth noting right away that most often several people in an enterprise use a fax at the same time. To ensure that your letter is received by the addressee, be sure to write a cover letter. The covering letter must contain the following information:

• position and full name addressee;
• brief information about the contents of the letter, as well as the number of attached pages;
• FULL NAME. and the sender's contact phone number (in case the receiving party wants to send a fax in response or contact to clarify data).

Insert paper into the fax machine. It is recommended to do this before dialing the number so as not to keep the other person waiting. Because different machines insert paper differently, pay close attention to the markings on your fax machine. If the sheet is inserted incorrectly, the back side will be scanned and the interlocutor will receive a blank sheet. Please note: the sheet is inserted until you hear a slight click, and it cannot be pulled out of the fax machine without applying some force.

And remember that you can transmit secret or personal information only if you are sure that the person to whom it is addressed is on the other end of the line. It is also not uncommon for the recipient’s machine to be configured to receive messages automatically. Therefore, call the recipient’s personal number and notify him about the transfer of the document.

You will need

• - Panasonic fax machine;
• - thermal paper (or printing paper);
• - additional telephone set.

Instructions

Set your fax machine to ANSWERING MACHINE AND/OR FAX mode if you want to answer a phone call using your answering machine and still receive faxes automatically. When you receive the fax tone, do not pick up the handset: Panasonic will recognize the fax tone and automatically accept it.
In the recorded greeting, instruct the caller that they can leave a message after listening to the answering machine by pressing the * and 9 buttons, and then send a fax by pressing the FAX/START button.

If it is possible in the office, connect the fax machine via a separate line, then you can receive a fax by setting the machine to “FAX” mode. All will be perceived by the machine as faxes. If necessary, change the number of rings after which Panasonic will receive a fax in this mode.

If you need to personally answer all phone calls, you will have to receive the fax manually. To do this, select the “PHONE” mode in the menu.
When you receive a call, pick up the handset. If you hear a long fax ringing tone on the other side of the line or nothing is heard, then start. If you have had a conversation with the subscriber, then after mutual agreement to accept the document, press the FAX/START button. After receiving the fax, hang up the machine. If you need to cancel receiving a fax, press the STOP button.
If the desktop is far from the fax machine, connect an additional telephone to the line on which the Panasonic is “sitting” and set it to tone mode. Set up your fax machine to turn on remotely. When you receive a call, pick up the handset of the extension phone and press the *#9 buttons to receive the document. The fax machine will receive the fax, then hang up the extension phone.

If you need to answer calls in person but still receive faxes automatically, set the Panasonic to TELEPHONE/FAX mode. When there is an incoming call, the device will display it on the display, but will not ring. The machine will remain in standby mode for the specified number of calls. When the machine detects the fax tone, it will accept the document without ringing.
If the machine does not detect the fax tone, it will ring. Answer the call from the Panasonic or extension phone connected to the fax line. The device activates the fax function if you do not answer the call for a long time. Therefore, to talk to the caller, press FAX/START.

Some Panasonic models provide fax reception using polling, which saves your opponent money. In this case, to receive a fax, select “POLLING” from the machine’s menu, make sure that there are no loaded documents in your machine, and call the phone number of the subscriber from whom you want to receive the document. After the signal passes, receive the fax on your machine.