How to Receive Fax to Gmail Accounts

How to Receive Fax on Gmail

​Learn how to receive fax ​directly to your email using a Gmail address and forget about having to​ pay for additional phone lines​! This article explains how you can do it, walking you through the necessary steps to help you ​receiving faxes via email just minutes from now.

Thanks to the information we share here, you’ll be cutting the time you spend faxing by basically automating the whole process.​

    ​Key Takeaways

  • To receive faxes in Gmail, you can use an online fax service that provides a dedicated fax number that can receive incoming faxes.
  • Sign up for a reputable online fax service that offers fax-to-Gmail functionality and provides you with a unique fax number.
  • When someone sends a fax to your designated fax number, the service will convert the fax into a PDF or other compatible format and deliver it to your Gmail inbox as an email attachment.

What Do You Need to Receive Fax ​to Gmail?

  • 1
    Open a Gmail account. Even if you already have a ​an account we suggest creating a ​new one ​for ​incoming ​fax in your Gmail inbox, it's free and it'll only take about a minute. ​Having a separate account for faxing is a good idea to organize and sort your faxes and avoid mixing incoming faxes with personal emails.
  • 2
    Sign up for an online fax service. ​​A service ​acts as a "middle-man" between a fax machine and your computer, providing you with an online fax number that will ​let you send and receive faxes ​via Gmail without the need of a phone line. This virtual number ​​will ​be ready to receive faxes, converting ​them into digital files that will be then sent to your Gmail inbox. This process is automatic, ​the service takes care of it entirely in the background without the need of additional software or configurations.

​​Fax services charge you an affordable monthly fee to use them, but right now they provide the only method to transform and receive fax to email, turning your computer into a virtual fax ​gadget. Providers like eFax ​let you ​create a 30-day ​test drive account if you want to ​receive fax to Gmail free.

​Linking Your Gmail Fax Account to an Online Fax Number

Step 1: Sign Up for an Online Fax ​Service

​Most fax providers out there can be integrated easily with your Gmail address.  However it is important you pick one that is reliable and lets you create a test drive online fax account.  This will save you from ​issues later on.

Step 2: Pick a Fax Number

The first thing you'll need to do when creating a Gmail fax account is to pick ​your Google fax number.  You can pick between local and toll-free numbers. Both alternatives come free of cost with your account.  Plus, some services also have the option of adding a "vanity" fax number for marketing purposes.

Step 3: Link ​the Fax Number to Gmail

​During the sign up process, your fax to email service will ask which email address you want to use to receive faxes.  Here just add your Gmail email address.  You can add up to 5 different emails to get your faxes.

​Step 4 (Optional): Change Your Gmail Address

​Head to ​your online fax service members area​, you should get this information on the welcome email once you sign up for a service.   ​​Below is an example of how this looks ​when using RingCentral Fax.  

In their Settings area, under the Notifications tab, you’ll find the Email field.  ​Make sure have the “Include attachment with email” option activated, which means the fax contents will be forwarded to email.

Now, where it says “Send notifications to:” > “Email”, simply enter your ​email address.  Double check that it has been typed correctly before continuing​.

Email fax settings

​You can also opt to receive an immediate SMS notification to your mobile phone whenever a new fax arrives. The amount of options to receive faxes and notifications makes it a breeze to read new faxes on your Gmail inbox.

This way of receiving ​fax messages doesn't need any type of special set-up in your Google account or programs to work. The fax-to-email process is handled entirely by the provider of your choice. It's important to choose the right service for your needs, so don't create a paid account if you are not sure.  In this case, it's better to create a free trial account to check how well the service works.  Free trials are safe, you won't be charged anything unless you decide to continue using the service after 30 days, and you can cancel your account at any time.

The only way to receive fax online is through a ​virtual fax number. If you already have a number, but through a landline, you can move it to a ​virtual line.  Fax services are more than happy to assist you transferring your existing number to ​a digital platform using their fax porting service. While your number is being propagated across the Web, you get a temporary number ​to avoid missing faxes. ​

​For those that don't have a number yet, ​your email fax provider ​give ​you a free one with every new account. Typically, you can choose between local and toll-free fax numbers in your country, but if you are planning to use it for branding you can request a vanity fax number with different prefixes.

If you've finished creating your account, you just have to wait a few minutes to have a working fax number. This means that you'll be able to receive ​faxes sent from a machine. There's no difference for people sending you the fax, but you will be able to read ​it directly on Gmail and print only what is needed.  The incoming fax transmission is quickly converted into a PDF file and then forwarded to your preferred Gmail address.

​Enabling Notifications ​When You Receive Fax to Gmail

One of Gmail's most useful features is its ability to send email notifications to users when they receive new messages. This can be ​really helpful if you're waiting for an important ​fax to come your way ​or if you just want to keep your faxes checked the moment they arrive.

​Enabling incoming email-fax notifications in Gmail is ​very simple that can be ​done in just a few steps. ​Make sure that the email address you are using to receive fax in Gmail is used exclusively for this purpose.  This will keep you in order and minimize the chances of spam appearing in your inbox.

On Desktop

Step 1: Sign in to Gmail

The first step is to sign in to your Gmail account. You can do this by going to the Gmail website and entering your email address and password. If you're already signed in, skip to the next step.

Step 2: Click the gear icon

Once you're signed in, you'll see a gear icon in the upper-right corner of your screen. Click on this icon to access the settings menu.

Step 3: Select "Settings

Select "Settings" from the drop-down menu that appears. This will take you to the main settings page for your Gmail account.

Step 4: Go to the "Notifications" tab

On the settings page, you'll see several tabs at the top of the screen. Click the "Notifications" tab to access your email notification settings.

Step 5: Select your notification settings
On the Notifications page, you can select the types of email notifications you'd like to receive. You can choose to receive notifications for all new messages, only important messages, or none at all. You can also choose to receive notifications for messages sent to your primary inbox, or for messages sent to your Social or Promotions inboxes.

Step 6: Save your settings
Once you've selected your notification settings, be sure to click the "Save Changes" button at the bottom of the page. This will ensure that your new notification settings are saved and applied to your account.

​On Gmail's Mobile App

If you're using Gmail on your mobile device and want to receive notifications for new emails, follow these simple steps:

  1. Open the Gmail app on your mobile device.
  2. Tap the Menu icon (usually three horizontal lines) to access the app settings.
  3. Select "Settings" from the menu options.
  4. Choose the Gmail account you want to set up notifications for.
  5. Tap "Notifications" and then "Inbox notifications."
  6. From there, you can customize how you want to be notified of new emails.

​Why Receive Fax to Gmail​?

Fax Anytime. Anywhere.

​You only need an Internet connection to send and receive fax in your Gmail inbox​. Your virtual fax number is active at all times, which means you will be able to check your faxes from ​your mobile phone or device. The best fax services out there have mobile fax apps, and can also be accessed through your phone's web browser.

​No More Running Out Of Paper.

Since you'll be able to receive a fax without using a fax machine, you might as well forget about receiving this notification. All the faxes you receive will be readable on a computer or mobile device. 

​Waiting In Line?

No more waiting in line for the fax machine at your office. Everything happens whenever and wherever you want it to.

​Send and Receive Faxes in an Organized Fashion

Your incoming faxes can be all moved into a separate label in your inbox, making it easy for you to organize them and access them at any time. It's also possible to send faxes ​via Gmail, this means you can enjoy the benefits of using Gmail on both ways.

​Forward incoming Faxes

When ​you receive fax in your ​Gmail, you will be able to forward them (as an email) to any of your colleagues in a matter of seconds.

​There are literally no downsides to substituting your fax machine with ​an online ​faxing solution. You will save time, money and energy once you get used to this more modern approach when you receive or send a fax.

In order to stay ahead of your competition, you need to adapt to new technologies and what better way to do ​it than to combine the best of both worlds – emails and faxes. ​Learning how to ​deliver incoming fax to Gmail will surely save you precious time and resources and make your workplace a far more organized environment. Within a few minutes your time you can set up this feature and enjoy the paperless fax life!

​Frequently Asked Questions

​1. In what format do I receive incoming fax?

​Fax documents arrive as PDF files.  The reason behind this is that PDF files are very good at integrating text and graphics. Fax messages can also be freely viewed with any PDF reader available for desktop computers or mobile devices. ​

2. Can I use other email providers to receive faxes?

Yes, all online fax services work with all the most -used email providers on the Web, if you own a web domain you can even use your custom email address for the same purpose.  The reason we prefer Gmail for the job it's because it's free, easy to use and it's backed by Google.

3. Is it possible to also receive faxes on my phone?

Yes.  As a matter of fact, the top-rated providers have useful apps developed for this purpose.  Just go to Google Play or the iStore and connect your fax account to your phone.  A copy of your Gmail faxes will arrive to your phone, from where you can read it, re-send it and even sign it.​​​

4. Can I receive fax to Gmail free?

Some online fax services offer a free trial that allows you to receive fax on your email account for a limited time. However, most services require a subscription fee to use their services on a long-term basis.

5. Can I Save my Faxes on Google Drive?

Yes, absolutely! You can save your incoming faxes on Google Drive. Google Drive offers a convenient and secure way to store your important documents, including faxes.