Once you’re set up it is easy to send Faxes directly from Microsoft Office 2003 and 2007. After you sign up for an Internet Fax service you can create a document in any Office application then:
- Click on File
- Click on Send to
- Click on Recipient using Internet Fax service
It will most likely prompt you to first choose a fax service. You will then need to pick a service. Click to see recommendations
Next you will need to do the following:
- Pick an Internet Fax Provider (more on what to look for later in this article)
- Sign up for an Internet Fax provider
- Download an ActiveX control to allow you to Fax from MS Office
- Go back to MS Office and Fax your document!
Recommended Providers
Below are my Recommended services that let you easily send a fax from Microsoft office 2003 or 2007. I’ve set up all 3 and they all handle it with easy setup and flawless execution. Plus all have excellent customer service if you get stuck!
MyFax – RapidFAX – RingCentral – Nextiva
Not all of the providers on Microsoft referral page make it easy to download and install the necessary ActiveX control. Some will even suggest other ways to Fax an Office document than the way Microsoft intended. Do Not accept this! All providers are supposed to make it easy for you to download the ActiveX and Fax directly from Office 2003.
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Here is an Important Tip that you really need to know to avoid hassles and unnecessary charges when sending a fax with email.
- Remember to use Country Codes. Using a county code with Internet Faxing is important! If you type 2125558986@faxservice.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it to send a fax to someone in NYC, the fax service may think you’re sending a fax to an International destination. The correct thing to do would be to use a country code of 1 before the number. eg 1 2125558986@faxservice.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it .
- Give it time. Just like when you use a fax machine Internet faxing takes time. Most of the bigger services like eFax and RapidFAX have many lines and boxes which will send your fax right away. They cannot however put paper or toner in the receiving fax machine or insure that it is not busy or turned on! Always check for a receipt 10-20 minutes later.
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Most Internet fax providers offer both local and toll free numbers. Which is better for you depends upon a number of factors. Read on to find out more
Local numbers.
Having a local number might have been important 10 or even 4 years ago but in today’s world of exploding telephone number usage new area codes are issued almost weekly. This means if you live in a major metropolitan area you’re likely to have 2 to 3 area codes within 30 miles of your home or office. In New Jersey I have 4 (that I know of) within 20 miles of my office! This makes having a “local fax” number much less important.
Add unlimited long distance most consumers and businesses have an the value of a local number goes down even further. You could have a number in Chicago and who would know, or care.
Toll Free numbers
The value of a toll free these days is they still hold the “idea” of a “free call”. It might not be necessary for the sender that the call to your fax machine is free but they might perceive it as valuable. Also, toll free numbers also make you look like a bigger company to some folks.
Pros and Cons of Local vs toll free numbers.
Local
Pros- Perceived as a local business, usually no extra charge from the Internet fax provider, can accept international faxes
Cons- Not always easy to get a local number from the provider you choose.
Toll Free
Pros – You look like a big company, no change for people who still pay for long distance.
Cons – Some fax companies still charge extra for toll free numbers, International parties cannot fax to an US toll free number. (Canada is the excpetion)
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Can I send a fax from my cell phone? This is a question I get allot. The answer is yes if you have an Internet fax account and you can send an email from your mobile phone. Of course unless you have a document already in you phone you’ll only be able to send a text fax but many of today’s phones have the ability to receive and store attachments. Here is a scenario where you might use your cell phone to send a fax.
Your client sends you an email with a document you need to fax to several of your offices for a response. To fax it from your phone you would only need to
- Open your phones email client (or a web based email client if you can surf the web with your phone)
- Attach the document to the email.
- Enter you cover page info as the body of hte email
- Send the email to FaxNumber@yourfaxprovider.com This e-mail address is being protected from spam bots, you need JavaScript enabled to view it (example 18884546688@ringcentral.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it )
That’s it. Your fax is on its way. In the example above RingCenteral would turn your email and attachment into a fax document and deliver it to the fax number you typed in. In fact it could deliver it to many fax numbers at the same time. It will automatically redial if the fax is busy until it gets through and it will let you confirm the delivery. Very cool.
Send Fax from iPhone with RingCentral
Send Fax from iPhone with MyFAx
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Sending a fax via the internet
- Sign up with a reputable internet fax service
- Open a new email in your email client or web email account that you used to sign up to your Internet fax service with.
- Address the message to the fax # you’re sending too plus the name of your fax service. Example: 19695557878@faxservice.comThis e-mail address is being protected from spam bots, you need JavaScript enabled to view it
- Type in a subject line for your fax in the subject line of the email message
- Type your cover page message in the body of the message
- Attach a document you want to fax. It can be of almost any type.
- Hit Send
- Your fax service takes your document and turns it into a fax readable format and forward it to the fax machine at the number you put in the To: line on your email
- It could take from 2 – 60 minutes fr yoru fax to arrive at its destination depending on the time of day (how busy your provider is), the size of the document, busy signals (most services will try for 4 hours to deliver your fax) and how often the service dials out to send faxes.
Receiving a fax via the Internet
- Sign up with a reputable internet fax service
- You will receive faxes in your IN box of your email client or webmail .
- Your fax will be an attachment of either a PDF or TIFF.
- Things to consider:
- PDF’s are usually easier to read and smaller than TIFF files so make sure you set your incoming fax preference to PDF.
- If your message is short you can simply type it in the body of the email, there is no need to create and send an attachment.
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One of the best things about Internet fax is that you can attach almost any type of file format and your Internet fax service will turn it into a fax that can be received on an ordinary fax machine. Though most of us will usually send a MS Office document via a fax most Internet fax services allow you dozens of formats to choose from.
As an example here are the fromats supported by MyFAX. Other Internet fax services may support other formats but in general this is a good list as a reference. Please check with the provider you choose to see if they cover the file format you want to fax.
Adobe FrameMaker (MIF) Version 6.0
* Hangul Version 97
* JustSystems Ichitaro Versions 5.0, 6.0, 8.0 – 12.0
* JustWrite Versions through 3.0
* Legacy Versions through 1.1
* Lotus AMI/AMI Professional Versions through 3.1
* Lotus Word Pro Versions 96 – Millennium
* Edition 9.6, text only
* Microsoft Write Versions through 3.0
* Microsoft Word Versions through 2007
* Microsoft WordPad All versions
* Novell Perfect Works Version 2.0
* Novell/Corel WordPerfect Versions through 12.0
* OpenOffice Writer (Windows & Linux) Versions 1.1, 2.0 (text only)
* Professional Write Plus Version 1.0
* Q&A Write Version 3.0
* SarOffice Writer Versions 5.2, 6.x, 7.x, and 8.0
* (text only)
* WordStar Version 1.0
* ANSI Text 7 & 8 bit
* ASCII Text 7 & 8 bit
* EBCDIC All versions
* HTML Explorer 6.0
* IBM FFT All versions
* IBM Revisable Form Text All versions
* HTML No specific version
* Microsoft Rich Text Format (RTF) All versions
* WML Version 5..2
* ADEC WPS Plus (DX) through 4.0
* DEC WPS Plus (WPL) through 4.1
* DisplayWrite 2 & 3 (TXT) All versions
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