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Articles to Help You Be More Productive

Enjoy these articles? There are many more available:
  • Time Management Article Collection
  • Microsoft Outlook and Email Article Collection
  • Managing Paper Article Collection
  • Computer Tips Article Collection
  • Less-Paper Office Article Collection
  • Computer & Email
  • Get the Most from Microsoft Outlook

  • Beware the Empty Inbox

  • Get the Most from Your Handheld

  • Do Digital Organizers Save Time - Or Waste It?

  • Efficient E-mail Habits

  • Transitioning from Paper to Digital Information Storage

  • Faxing Without a Fax Machine

  • Getting Your Files When You're On The Go

  • Business & the Office
  • Time Tactics for the Office

  • Keeping Track of Delegated Tasks

  • Controlling Interruptions

  • Keeping Track of Your Customers & Prospects

  • Do Your Employees Really Need Customer Service Training?

  • Paper Management
  • Action Files Prevent Desk Clutter

  • Reclaim Your Desktop with a Tickler File

  • What To Do With All Those Business Cards?

  • Managing Project Folders - A Surprising Tip that Works

  • Time Management & Organizing
  • The Power of Planning Ahead

  • Words of Wisdom You Should Ignore

  • Coping with Information Overload

  • Thirteen No-Tech Time Management Tips

  • Faxing Without a Fax Machine
    © Jan Jasper; 2001-2012
    E-mail has mostly replaced the fax machine, but there are times when only a fax will do. You may need to fax something that doesn't exist in your computer. And contracts often need to be faxed, not emailed. Occasionally you may come across people who prefer receiving faxes to emails.

    Sending Faxes via the Internet

    There are computerized faxing software programs that use your computer's internet connection. The first such product was WinFaxPro,* which I found worked very well way back when, but unless you still have a Windows XP machine, you can't use it. This allowed you to send a file directly from your computer to the recipient's fax machine.

    Recent versions of the Windows operating have included Windows Fax and Scan* which is similar to WinFaxPro.*

    Of course, faxing from your computer doesn't work unless you have the document in your computer. If you've only got hard copy you'll need to scan it first, and if have a scanner in a multi-function machine, you have a fax machine right there.

    Receiving Faxes via the Internet

    A great way to receive faxes is via the Internet, with a service such as eFax.* Faxes arrive as email attachments. The only software required is a free, easy-to-use program that you download from efax.com.* (For heavier users there is a modest monthly fee.) This allows you to retrieve your faxes anywhere you have access to e-mail, and, since it arrives as email, your computer need not be turned on. It's invisible to the sender who doesn't know that you're not receiving their fax on an actual fax machine.

    Internet Faxes Are Easier to Handle and Store

    This is a great help when you're traveling or working from more than one office, for 2 reasons: You don't have to give people a different fax number for all your different locations. And even if you never leave your office, instead of handling and storing paper faxes, you store them in your computer just like any other digital file.

    Aother plus of receiving faxes digitally is the ease with which you can share them with others. You simply forward the e-mail attachment, which is much faster than stuffing the paper back into the fax machine, punching the number, getting the usual busy signals, then waiting to make sure your fax goes through. Bear in mind, however, that if you're sending something you do not want widely distributed, this method makes document sharing rather too easy.

    *The usual disclaimers apply. My mentioning these products is not a guarantee of any sort. Obviously, you should not change anything until you've completely backed up your files. You already do that, right?

    This article is available for a one-time reprint or one-time internet posting if you include my copyright notice, provide a link to www.janjasper.com and identify me as follows: "Jan Jasper, a productivity expert in the New York City area, is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press)." Read Terms and Conditions for details.
    Learn how the right technology can save you
    tons of time!

    About the Author:
    Productivity coach Jan Jasper has been helping busy people work smarter, not harder since 1988. Her customized approach guides clients to manage time, tasks, and information more effectively. She also provides Microsoft Outlook customization for clients. Jan is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press). She recently completed a North American media tour as the national efficiency spokesperson for IKON Office Solutions, Inc. She has appeared on radio and TV all over North America and is quoted regularly in print. Jan is an adjunct instructor at New York University.

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