While faxing itself is useful, even modern fax machines can be incredibly frustrating to use. Fax machines have a tendency to break down, and in a business environment this can mean a loss of production. Office fax machines can also be very expensive, something that can be an unnecessary cost to any business when there are alternatives. Fax machines are also only able to send to another fax machine, something that can be a large issue when the other party doesn’t have a fax machine, or their machine is broken down. Online fax has several large advantages over traditional faxing:

• No special equipment needed, just use the same computer already used for daily use
• Documents are able to be sent just as securely as through a traditional fax machine
• Documents are able to be sent to either a fax number or an email
• Utilizing digital transfer the documents are often there faster than a fax machine is able to dial, especially when a machine isn’t able to connect the first time
• A dedicated phone line is not required, further reducing the cost and equipment required to send a fax
• Able to send and receive multiple faxes at once, no busy signals
• Able to send and receive faxes from any internet connected location  making it perfect for home commuters
• Able to send the image in color
• Higher quality images in a variety of formats, allowing it to be customized for the receiver based on how they want it
• Allows for paperless transmission as many offices are trying to reduce the amount of paper they use

There is no real advantage to having a traditional fax machine over using online internet faxing. The costs are significantly reduced, with less equipment and hassle needed. They make sure that an important fax isn’t missed because the machine is busy. The only real disadvantage can be if someone isn’t as computer knowledgeable there is a bit of a learning curve.  Switching to internet fax is a good move for any business or individual, with many benefits over the old analog and digital fax machines.

• Cheaper to set up and operate due to lowering technology costs, making it affordable for even a small business to use
• Allows access to unlimited extensions and voicemail boxes
• Fax to email support
• The ability to ‘park’ a call and answer it at any other phone on the network
• Easy integration with video calling
• Ability to put multiple types of music on hold
• The ability to log in to a phone number from any phone connected to the network
• Automatic ring back to get a hold of busy clients
• Easy setup of an auto dialer
• The ability to answer someone else’s phone when they are on an important call
• The ability to log calls and see exactly how many calls an employee is taking and how many calls they take
• Easy recording of calls to ensure quality

The problem many small businesses had with PBX’s in the past was the high entry cost. With the advances in technology VoIP PBX’s have increased in reliability while also reducing costs associated with creating the network. There are reliable companies that will allow the outsourcing of the creation and maintenance of the network, spreading the costs along a group of other small business. This can be extremely helpful in a bad economy, when every dollar counts and needs to be stretched as far as it can go. Using VoIP PBX can not only help to decrease costs, but if used well it can increase productivity.

Using VoIP PBX reduces several issues that can come up with video conferencing. Many of the major companies have compatibility issues with each other, but they are compatible with VoIP’s protocols, allowing you to speak with clients that use different providers. This can be a big help in communication with clients. Flying employees across country is something that can outrageously increase costs for any company; even larger companies can have issues with the rising costs. Video conferencing will allow face to face interaction without sending large groups of employees flying across the country. Utilizing a VoIP PBX will make all of this much easier, and for a fraction of the cost of what can be charged for a dedicated video conferencing system.

The first important thing to do is to figure out what you want the video communication program to accomplish for you. There are several different programs and they all provide different services. Video communication programs can e video chat, video calling, and video conferencing. All of these categories need to be reviewed to find the program that is most suitable for you.

Out of all three categories, video chat was the first idea that was created. It can be used to talk with more than one person at a time. This type of video communication program can be used to have a meeting or just for talking to some of your friends. Many video chat services have two separate ways to communicate, talking to a group of people, or having the ability to speak with one person in private. You can also have live feed of you on your screen so that you and another user can view each other.

Video call, more popular today with programs such as Skye being used more and more for communication. Many video call services do not cost you a dime. With video call you can make a call as well as send live messages to one another through typing. Video call services also have access to your computer camera making it easy for the user to view you as you talk. This type of system makes for great communication with friends or family members that you don’t see often.

Video conferences, while similar to video chat are more used in the corporate world. Video conferences can be set up in advance. Whoever is hosting the conference can send email invitation to invite users to the meeting. Video conferences allow everyone to communicate at once. This allows for everyone to speak and get their point across. Businesses everywhere use video conference programs to ensure they can take care of business no matter where they are.

Now that you have a better description of the online communication programs, you can get a better idea of what services will supply you with the best communication experience.

Definition Online Faxing

There are many names for online faxing such as e-fax, web fax, internet fax and electronic faxing but they are all the same thing. It is simply a way to send and receive fax transmit ions via the internet medium. To avail this method you must have a broadband line as well as a fax phone number.

The purpose of an Online Faxing Service

There are several thing needed for online faxing and a service provider for online faxing see to these things. They manage the assignment of phone numbers, serve as the online conduit for transmissions as well as storage of documents in a secured location. There are a wide variety of providers available and each offer plans fit for businesses small and large as well as personal use.

How Faxing Online Works

All service providers of online fax site have hundreds of servers located worldwide dedicated solely to the transition of their customers faxes. Each document sent from a regular land dwelling fax machine it converted to a electric state to enable quick sending. Once it reached is destination point it reverts to it original form. The whole method requires no paper and the time it takes to process is so fast that it is immeasurable.

The Online Fax Process

Regular fax machines use a phone line that is dedicated to transmit information, it scan the paper imputed and send it to a similar machine on the other end. If there is already a fax incoming, you must wait for it to finish and then send, depending on the size of the file, your wait could be a while. Online faxing is performed from any electric smart device such as a PDA, mobile phone, I pod or computer. All that is needed is internet access. You can make the document to be faxed on your device or even send a paper document to a online fax number. There is no limit to the amount of faxes that can be received at once which make this a much more viable option.

Instant messaging or chat is a way of communicating with others on a real time basis and is text based. This form of communication can take place on a one on one basis or between more than two people at a time. This is usually done via the use of a personal computer that has access to the internet but can also be used with other mobile devices such as a cell phone. There is also software available that can provide a more advanced form of communication such as video calling; however, if you are just starting out then this will be something to research at a later date.

Instant messaging is also known as IM and is generically termed as “online chat”. There are slight differences however; IM is usually based upon people that have specific users, such as contact or friend lists. Online chat allows anyone to communicate with each other and does not require you to add someone to a list. This type of chat is typically found on social or gaming websites and is an excellent way to find new friends worldwide. One thing to bear in mind is that both of these forms of communication are entirely different to other internet based technologies such as email; with email the communication is not “instant” and you are also able to view messages when offline.

When using instant messaging or chat there are a multitude of other things you can do, if you happen to have a web cam then you can actually see the other person that you are talking to.  There are many software programs that will allow you to speak with someone real time with the use of a microphone or head phones and will even allow you to send files to the person you are talking to.  This is great if you have a family member that lives on the other side of the world and you want to send them pictures instantly.  Do bear in mind however, that in most cases you will have to be connected to the internet and the software program you are using in order to do this.

Environmental friendliness

Traditional faxing is one of the most energy wasting of all office actions. Large pieces of complicated equipment that use a large amount of paper, ink as well as a high amount of electricity had some of the worse yet less thought about negative impact on our environment.  When a person or business moves heir faxing online, there is no need for boundless reams of papers or cases of expensive and non eco friendly toner. Also, since online faxes are delivered to your email, you don’t need to use extra energy for an additional machine in the office. Documents can be shared online countless times, so unless there is a need for a wet signature, most people opt not to print.

Economic friendliness

Currently in the States, our economy is in the midst of a great slowdown. Small and large companies alike are looking for any way to cut cost and reduce waste. Changing your business model over the internet based faxing help reduce both cost and waste. This is also more convenient and will likely remain a permanent change once the economy improves.

Number carry over or Porting

Previously, when you changed phone providers or even from regular fax to internet based faxing, you lost your number. This could prove to be an issue if you have a large base or a long standing number. Most companies allow you to use your old number free of charge at a nominal fee.

Cost savings

à        Traditional machines are no longer needed

à        A separate phone line for the fax is no needed

à        Reduces cost of ink and paper

à        No need to print prior to faxing

à        No special hardware required

à        Most faxes come with free personal numbers

International expansion options

Although the economy has slowed down, most business are still looking to expand their operations internationally, An online fax helps such group as there is no equipment needed to send or receive faxes and the same numbers can be used regardless of where you happen to be traveling. Also there is no open or closing time for online faxing.

The “virtual office 300” plan offers a great value for $15 per month. You are provided with 300 minutes standard and you are allowed a unlimited number of extensions. If you pay yearly, your savings are greater. There is a one month free trial which is of the full service not just a few features.  Voice mail is held for 3 months and outgoing faxes have no cost.

Cons:

• There are currently no noted negatives of this provider

Pros:

• Unlimited amount of extensions
• Several International phone numbers are available for use
• Has soft phone capability
• Continuous  customer support
• Mobile applications available for iPhone, Android, and BlackBerry
• One month free trial available

Ring Central

Cons:

• There are currently no noted negatives of this provider

Pros:

• You are able to use your current number
• Continuous  customer support
• Mobile applications available for iPhone.
• One month free trial available

This is a great deal for only ten bucks a month, if you pay a year in advance then its only eight buck moth. You get a full 30 day trial period. They store voicemail for 30 days and offers email alerts when you get a voice message.

Virtual PBX

Cons:

• 800 numbers are not available

Pros:

• Unlimited amount of extensions
• Several International phone numbers are available for use
• Has soft phone capability
• One month free trial available
• Has a smart (ACD) set up for call routing

For $10 a month you get 300 minutes, during the free trial you are afforded 50 minutes but the rest of Virtual PBX’s feature are available to you. You can save 100 voicemails for as long as you like and the rest are deleted after 3 months. Faxing is free for both incoming and out going faxes.

E-Voice

Pros:

• You are able to use your current number
• You can add more extensions at no extra cost
• Continuous  customer support
• Mobile applications available for iPhone, Android, and BlackBerry
• A six month free trial

Cons:

• There are two extensions in the standard package.
• Internet fax is not offered

This company has a long free trial which is great. You get 1,000 minutes in the six month trail period. After that, its $12 per month. There is no fax service offered but you can opt to service vice to text and voice to email alerts for a small extra fee

Voicemail Boxes

Voicemail is a must have feature, you can assigned each employees their own mailbox that the auto system will forward their calls to if left unanswered. Your employees can all check their boxes at once form any location. Each can be personalized b the user or with a automatic message.

Call Holding

This is a basic and underutilized feature on regular and PBX system phones. It is great to use if you need a moment together more information or seek help to answer the caller’s questions. Also it is used prior to starting a conference call or forwarding it to another line.

Conferencing

This type of calling is vital in business. Whether you are speaking with a group of clients or with your employees on another location, the PBX systems allows you to talk with a minimum of five people and also often has the ability to allow the initial caller to hang up without causing all of the lines to disconnect.

Speed Dial

This is another basic feature that allows you to put certain commonly used numbers into the hand set for easy one button access.

Call Forwarding

This feature is used in Businesses to transfer phone calls from one phone to another extension. They can be sent to other specific employees, to a certain mailbox or group of boxes or even to a department

Paging

While not needed in all companies it is useful when desk are spread out over a large area, you can save time walking back and forth for simple questions.

Auto-Attendant

This feature replaces a flesh and blood receptionist. You have likely run across one in your daily routine such as when you call the utility companies or even your doctor’s office. It is a message that has been pre-recorded and directs you to the extension you would like to talk to or the directory.

Redial

This is just like speed dial and is a basic feature on regular phones as well as PBX systems. It allows you to call the last number dialed from your extension.

Conferencing

This type of calling is vital in business. Whether you are speaking with a group of clients or with your employees on another location, the PBX systems allows you to talk with a minimum of five people and also often has the ability to allow the initial caller to hang up without causing all of the lines to disconnect.

These days, there are a few varied options for PBX style phone system:
• PBX
• Hosted/Virtual PBX
• IP PBX
• Hosted/Virtual IP PBX

These days, most offered systems have become highly sophisticated. Some are conventional and other utilizes IP protocol. Conventional PBX basically manages calls that come in and go out automatically. It uses regular phone lines provided by major companies such as Verizon. It simply route them t the proper recipient or office extension. It has the ability to manage several line at once as well as routing calls made from inside the office to outside locations. They are managed by a computer with tailored software but also have a console for manual control ability.

IP PBX systems have the same functionality of regular PBX except it offers more than the aforementioned. You are able to switch between VIOP and regular lands line with this option. It cost less than a conventional system as you don’t need two separate networks to function. Softphones area also available with allow you to work without hardware other than your regular computer and a headset equipped with a microphone.

Unified Communications Manager Express is another higher end form that is for companies that need more detailed and personalized options to facilitate their work environment. This is currently only offered by Cisco systems but offers a great IP PBX set up that is made for small business specifically. The cost of management and network associated cost are reduced by a large percentage.

Regardless of the option you choose, PBX systems are a sure way to make your small or large business run smoothly and efficiently

Important Features of Virtual PBX Phone system:

1.  Call Forwarding. This is one of the most common but important features your virtual phone system should have.  A reliable phone system should have a sophisticated and highly dependable call forwarding and routing function. Based on your settings, incoming calls will be forwarded to the different extensions specified. If unable to connect, these calls will be directed or routed to a voice mail.

2.  Extensions. Your virtual PBX phone system should have the capability to handle all your extensions. Extensions refer to the additional telephone line connected to the main phone system. It usually has its own number. When you choose your virtual phone system, it is best to find one that can easily be upgraded if in the near future, you will have to add more lines. You also have to consider the price to add more extensions.

3.  Call Screening and Blocking Through Caller ID. What makes a virtual PBX phone system wonderful to use if the fact that you get to make your own settings. Based on your preference, you can screen and block incoming calls because your system has a caller ID. This is important if you are hosting a toll-free number wherein you foot the bill. Certainly, you would not want to waste precious time answering irrelevant calls. You can either block them by giving them a busy signal or directing these calls to voice mail.

4.  Music While On Hold. While waiting for calls to get through, you get to play music in the background or you can play an advertisement for your callers to listen to while waiting.

5.  Dial by Name Directory. This feature has an auto-attendant reading out the names of people or departments you wish to be connected to. With this feature, you get to project a more professional image for your business. A more sophisticated system allows the callers to key in the last name or the first name of the person you wish to call, and it will automatically supply you the whole name and connect you to that person.

6.  Internet Fax. Email fax is becoming a popular way of sending fax via the internet without the need of a fax machine, papers and toners. Your phone system should also carry a feature allows you to send and receive fax.

7.  Voice Mail. There will be instances when calls cannot be attended either because the person is not on his table or he is on another line. Important calls will not go unattended but the caller will have a chance to leave a message and contact number so that his call will be returned immediately. By leaving their name and message in the voice mail, you can return the call promptly and address the caller’s concerns.

8.  Online Call Management.  A virtual PBX phone system allows you to manage your account online. You can easily change the settings, view call logs, access fax and emails, and retrieve voice messages depending on how you want it.

These are some features and functions your virtual PBX phone system should have. It is easier to find the best virtual phone service provider once you know what your company needs.