Sending Faxes over an IP Network

There are many different instances where sending a fax is required. This is actually a costly service which will require the use of a fax machine which is capable of sending information over a phone line to its destination. An alternative to this is a much lower cost service which works in much the same way. It is Called Fax over IP or “FoIP” for short. It basically takes the fax message which could be from a piece of paper or directly from the computer being used to send the fax, package it for delivery and sends it to a capable fax server. From this server, the information is transferred to the fax recipient on the FoIP network. The process could also be done the other way around as a way to receive faxes to the fax machine or even the computer system being used.

T.38 Capable Fax Machines

One of the pieces of hardware which is needed to scan and send documents through the FoIP network is a T.38 capable fax machine. The T.38 service is the FoIP enabled service which these fax machines use to access the servers to send faxes. These special fax machines may have the capabilities of sending and receiving fax messages on both FoIP networks as well as traditional telephone networks for convenience. Some companies and individuals who will send and receive faxes will not need a T.38 capable fax machine at all if they are using their computers.

Using T.38 Server Access with a PC

Several services now offer the ability to send and receive faxes directly from the computer. It is possible to use software to route faxes to other fax machines and PCs with T.38 network server access. These software options make it simple to send and receive faxes in many ways:

Email – Receiving faxes to an email address is possible through the use of T.38 server access through a PC. This option is important if the need to save Faxes easily occurs. Printing off these faxes is also possible through the normal print commands in many email or browser tools.

Software – Many software options can now collect faxes sent as well as send out faxes. Usually any file which can be printed out can be sent through FoIP through software options. This is very useful to conserve paper consumption.

Fax Machine – Many fax machines can now send and receive fax messages through FoIP servers. They can also receive printable objects that are sent through FoIP from PCs. They can also send faxes back to PCs as well as email addresses.

Cell Phone – Many high tech cellular phones are more like handheld personal computers and are able to access the Internet to connect to email faxes. Some have special software applications available which allows the sending and receiving of fax messages over FoIP networks easily. Not all phones are suitable for sending and receiving faxes even if the software can be loaded on them. Many restrictions such as data plans and cell phone signal strength can affect the transmissions of FoIP services to cell phones.

T.38 Fax Servers

Fax servers are servers with a specialized software running that is connected to fax capable modem(s). They may also have dedicated fax boards which are attached to phone lines or have software modem emulators to transmit signals over an IP network. These fax servers are mainly used to accept incoming faxes and distribute them to their outgoing locations. Some of these fax servers will have the ability to store documents and data sent over fax calls whenever needed. These can also be made from normal computers which are dedicated to being a server for faxing purposes only.

Many local networks as well as Internet enabled networks are available for FoIP technologies to be possible. The use of fax servers today is possible because of the innovations of the founder of Biscom, S.K. Ho. Ho made it possible to draw all faxable information into a file which was then printed through a fax machine or printer. Before this innovation, companies and individuals would either have to mail faxed messages or use a paper fax machine to send the fax to the next location. Now messages can be transmitted within seconds throughout hundreds to thousands of people without the need to waste paper. These fax servers can handle large amounts of traffic now with increasing accuracy and even fewer mistakes.

Portable Document Format Faxing

Nowadays, the use of the Portable Document Format (PDF) created by Adobe Systems is in heavy use throughout the world. This useful format allows for printable documents which are scalable to any size be printed out with any printer. These PDF files are also used to transfer printable documents over FoIP networks. Receiving individuals will be able to receive the faxes at their email addresses, their FoIP software or to their T.38 enabled fax machine.

FoIP Enabled User Interfaces

User interfaces for FoIP are important to be able to send and receive faxes through this technology. Both sending and receiving parties must have access to the fax server or have the fax server process and convert the message otherwise. Both outgoing and ingoing faxes have several options to choose from.

Outgoing Faxes:

Email Based – Faxes sent are originally sent as an email message with an optional attachment. This in turn uses the email sent through to the fax server and converts it into fax data. The use of a special email address which the fax server monitors must be used.

Print Commands – Printing through a virtual printer set up on a computer system is possible. The virtual printer forwards print commands to a fax server which processes the fax to its destination. This is a very convenient option for business offices.

Online Faxes – Options to send faxes online are quick and simple to use. This often asks the individual who is sending the fax to set up a text only fax or to attach a PDF file under a certain size. This can increase in size with higher costs to the sender.

Client Software Options – Client software can be used to create fax messages with the use of scanner input or by preparing the document with the computer. Files can be created on other computers and still faxed through this method.

Incoming Faxes:

Email Fax Receiving – Users using email fax retrieval will usually get the text based fax messages directly into their email. If a traditional fax machine was used, an attachment with the faxed message is sent in TIFF or PDF format. Most computers can handle both file formats as well as print them.

Dedicated File Directory – Some fax servers have accounts that users can access in a dedicated file directory. These directories can easily be managed by the account holder with access to the files.

Website Access – Several websites offer accounts much like dedicated file directory options. They can provide special tools to handle the faxes online as well.

Fax Machine – FoIP enabled fax machines can receive faxes through this technology.

Fax Software Inbox – Client software options can receive faxes through the FoIP connection or through a internet connection.

Removing Paper from the Fax Equation

Taking advantage of creating fewer wastes helps to not only save money but reduces the impact of waste paper from the earth. Faxes which are printed usually use toner or ink which is also derived from organic chemical sources. Reasons why using FoIP options are usually far better include:

  • Sending and receiving faxes from a computer instead of a fax machine
  • Any printable file can be sent through the FoIP networks
  • Fax servers offer nearly limited scalability with a single line
  • Many modern software options are including fax capabilities in their design
  • Faxes suffer reduced artifacts and are easier to read
  • Fax hardware can be eliminated by using a printer instead
  • No wasted money or paper from fax machine jams as it can be reprinted without resending the fax
  • Data retention and financial laws can be monitored through server recording and quotas
  • Organizations can have full control of their fax servers with disaster recovery options
  • Junk faxes can be filtered with blacklisted numbers

Public Fax Services through FoIP

Getting a subscription to a public fax service can be done through several companies online. As long as the subscription can be maintained, users can send and receive faxes through the Internet from any source with a dedicated fax number which is assigned to them. These special fax services are useful for people who do not own a fax machine or do not want to pay extra for an additional phone line to send faxes. This is often a much nicer option for businesses that want a fax server option but do not want or cannot afford a centralized fax server at their location.