Everything you need to know about faxing a PDF

Today's businesses rely on digital forms of communication more than ever before

Whether through email, web conferencing applications, text messaging, or social media sites, the digital world has become a part of everyday working life for most organizations.

With all these choices, it can be easy to forget that sending and receiving faxes is still a relevant and efficient way to share documents.

Generating and faxing PDF files is useful in a variety of situations, including legal documentation, financial information, and any other documents that need to be sent in a safe and verifiable way. However, the hassle of requiring a dedicated fax machine can make it seem impractical for many companies.

Fortunately, there are plenty of ways to send and receive faxes without actually owning a fax machine.

In this article, we will discuss everything you need to know about faxing a PDF document and the benefits and features of using online faxing tools and services.

What is a PDF Document?

PDF stands for Portable Document Format and is a type of file that is designed to be safe, easily accessible, and easily shareable. The format ensures that no one can tamper with or modify the content of the file and is, therefore, a common file type for safe documents such as legal agreements or financial reports.

PDF files can be created from any type of document as long as it is not protected with a password or a digital watermark. This means that you can easily save any document as a PDF, including scanned documents and images. Generally, PDF files can be modified slightly, such as with the ability to add bookmarks, add annotations, and make minor changes to the design. However, these features are limited, so if you need to make more significant changes, you will likely need to use the original file.

Faxing PDF files is a quick and convenient way to send documents to others. Rather than printing out the document, scanning it, and sending it through email, you can simply fax the file to reach your recipient. It is also a safer way to send files as it is unlikely that anyone will be able to see what is in the document or alter it.

4 Methods of Faxing a PDF

There are a variety of methods for faxing a PDF.
Below we’ll review some of the most popular methods you can use.

Fax Machine

Fax machines are the original way to send a fax. They are still a popular option, and you can purchase them online or from most office supply stores. To fax a PDF using a fax machine, all you need to do is place the document in the feeder of your fax machine, dial the number of the recipient, and then press send.

A few things to consider when using this method are that you will likely have to scan your document before you can use it to send a PDF, and that many older models do not support sending files as PDFs. Additionally, this method is not as safe because anyone who has access to your documents can see what’s in them.

Fax via Email

Another way you can fax a PDF is to use your email provider. Most email providers have the ability to send faxes, and all you need to do is attach your document as a PDF and send it. The recipient will be able to see the document in their inbox as a regular email, complete with the sender’s contact information.

This method is more convenient than using an actual fax machine, but it also comes with some of the same pros and cons. For instance, anyone who has access to your documents can see what’s inside them, and you will have to scan them before you can use them in an email.

Email security concerns can be the main factor when deciding whether or not to send a document via email. Depending on the type of PDF being sent or received, having a digital footprint of the document could present large security issues if the email account becomes compromised. In this case, businesses may want to consider other safer methods for faxing their documents.

Online PDF Faxing Service

If you’re looking for an efficient way to fax PDFs, use a cloud-based service that allows you to fax your documents from anywhere. You just need to upload your document and send it to the recipient’s fax number.

The main benefit of using a cloud-based service is that the document is never stored on your local machines or servers. Once uploaded to a safe cloud-based portal, the document is sent directly via fax and deleted from the server after being received. This limits significantly the amount of visibility the fax has online.

Another benefit of a cloud solution is that these services are easy to use and don’t require much technical knowledge or training. If you have experience with sending emails, then you already know how to use these services.

They provide a safe method for sending confidential documents via email without having to worry about them falling into the wrong hands or compromising your business’ data security policies.

Fax with the MyFax Mobile App

Some things can’t wait. When you’re not in the office, you need a solution that allows you to send faxes on the go, even when you don’t have access to a computer, fax machine, or a phone line.

The MyFax mobile app, available on iOS and Android, lets you turn your mobile device into a fully-functioning fax machine. You can attach over 150 file types, including PDF, Word, and Excel documents. Just open the app, attach your PDF, enter your recipient’s address, and hit Send. You can even use your mobile device to snap a pic of your document to fax!

The MyFax Mobile App alerts you immediately when you receive a fax, so you never have to worry about missing important communications when you’re out of the office.

What are The Benefits of Faxing vs. Other Communication Methods?

While some may view the faxing of documents as an outdated method of sending communications, the truth is that there are still plenty of reasons to fax documents as opposed to using other digital methods. Below we’ll cover just a few of the benefits associated with faxing PDF documents:

Cost Effectiveness

When considering the total costs associated with various forms of business communication, faxing is often one of the most cost-effective methods. By factoring in the costs associated with using an email service (such as monthly fees and data transfer fees), as well as the potential costs of someone hacking into your emails, faxing emerges as a much more affordable option.
This is especially the case when using an on-demand online faxing solution that eliminates the need for expensive hardware and software while also reducing the need to purchase supplies like paper, toner, and batteries.

Reliability

Unlike email, faxing has been around for decades. The technology that powers faxing has been proven to be extremely reliable, and with the advent of cloud-based services, it's even more reliable than ever before. Using a faxing service that stores your documents in the cloud takes the guesswork out of trying to remember whether or not you sent a fax. You can even set your account up to automatically send and receive documents, so you don't have to worry about missing an important fax.

Can You Receive Faxes Without a Fax Machine

If you do not have a fax machine, you may wonder whether you will be able to receive faxes. Thankfully, as long as you have an internet connection, you will be able to receive faxes as an email attachment or as a PDF file sent to your email address. You can also subscribe to a virtual fax service that will send faxes as an email attachment.

By receiving faxes as an email attachment, you will be able to read the fax in an email app on your computer or on your smartphone. If the sender included an audio file, you will be able to listen to the contents of the fax as well.

Benefits of Using MyFax Online Fax Services

Subscribing to an online faxing service is a great way to save money while still being able to manage your faxes in a convenient way. MyFax is a cloud communication service that makes it easy to receive and send faxes straight from your smartphone or computer without any expensive equipment.

Available with an affordable monthly subscription cost, MyFax offers the following service benefits:

Send and receive faxes online

MyFax is an online fax solution that allows you to send and receive faxes from any computer or smartphone with internet access.

Receive PDF files as email attachments

MyFax will send your incoming faxes as an email attachment if you have enabled the PDF option on your account settings. You can then open the PDF file in your email app, where you can read it or save it to your computer for later use.

MyFax mobile application

The MyFax mobile app makes it easy to send and receive faxes from your smartphone while helping you to organize and manage your fax numbers, recipient lists, and digitally stored documents.

Local and international fax numbers

MyFax offers local and international fax numbers in over 25 countries. You can choose the best number for your needs, depending on how you want to receive your incoming faxes.

MyFax makes it easy for businesses of all sizes to send and receive faxes online. What sets MyFax apart from the competition is its easy-to-use interface. You can easily create new fax numbers, add recipients and view your sent and received faxes all from the MyFax website or mobile application.

With MyFax, there are no long-term contracts or minimum sign-up period, and users have multiple plan options to choose from.

Conclusion

Sending and receiving PDF faxes is an efficient and reliable way to share information across organizations. While there are various methods you can use to transmit your documents, by subscribing to an online faxing service like MyFax, you can transmit online faxes seamlessly and safely without the need for expensive equipment or software.