How to Send a Fax by Email with RingCentral

Fax communication has been a vital part of business operations for many years. Faxing allows businesses to send and receive important documents securely and efficiently. However, traditional fax machines can be cumbersome and time-consuming. That's where RingCentral comes in. RingCentral Fax is an online fax service that allows users to send and receive faxes over the internet, eliminating the need for physical fax machines.

Using RingCentral for faxing offers several benefits. Firstly, it eliminates the need for a physical fax machine, saving office space and reducing equipment costs. Additionally, RingCentral allows you to send and receive faxes from anywhere, as long as you have an internet connection. This flexibility is especially useful for businesses with remote teams or employees who frequently travel. RingCentral also provides secure transmission of documents, ensuring that your sensitive information remains private.

Sending Email to Fax with RingCentral Fax

By following these steps you can fax from Gmail or any other email provider through RingCentral:

  1. Compose a New Email: Open your email client or service (e.g., Gmail, Outlook, etc.) and create a new email message.

  2. Enter the Recipient's Fax Number: In the "To" field of the email, enter the recipient's fax number. The format for the recipient's fax number might vary depending on RingCentral's specifications, but it often looks like: .<faxnumber>

  3. Subject and Body (Optional): You can use the subject line of the email as the fax cover page subject. If you want to include a message on the cover page, you can place it in the email body.

  4. Attach Documents: Attach the document(s) you want to fax to the email. RingCentral should support common document formats like PDF, Word, Excel, etc.

  5. Send the Email: Once you've attached the documents and added any necessary information to the email, send it as you would with any other email.

RingCentral will receive the email and its attachments. It will then convert the contents into a fax and send it to the fax number you specified. You should receive a confirmation or notification from RingCentral indicating that the fax has been successfully sent. This might come in the form of an email or a notification within your RingCentral account.

Sending a Fax Automatically with RingCentral

Setting Up Automatic Faxing

Rather than manually sending faxes each time, RingCentral allows you to set up automatic faxing. This feature is useful if you frequently send the same document to multiple recipients. With automatic faxing, you can save time and streamline your workflow.

Configuring Your Fax Cover Page

A fax cover page is a document that includes relevant information such as the sender's and recipient's contact details, a brief message, and any additional notes. When using RingCentral, you can easily customize your fax cover page to include your company logo or other branding elements.

Monitoring and Managing Sent Faxes

RingCentral provides an intuitive dashboard where you can monitor and manage all your sent faxes. You can track the status of each fax, view delivery confirmations, and even resend or delete faxes if necessary.

How to Send Faxes to a RingCentral Online Account

In some cases, you may need to send faxes specifically to a RingCentral online account. To do this, you'll need to obtain the recipient's 10-digit fax phone number, which is associated with their RingCentral online account. Once you have the 10-digit number, you can send a fax to it using your RingCentral account.