Choosing A Fax Machine

Even with the increase in popularity of e-mails, fax machines remain an important communication tool in the modern office. Fax machines are easy to use, cheap and do not require the use of a computer. They also have several built-in functions, for example, even the most basic fax machines can copy documents, most have built-in phones and many have answering machines as well. Early fax machines used thermal paper which was expensive to buy and likely to fade. Most current fax machines use plain paper which is cheap and widely available.

Buying Considerations

Inkjet - Inkjet fax machines are mostly monochrome - black and white - but are also available in colour. This type of machine is a good choice for low to medium volume users as the initial costs are low.

Laser - Laser machines tend to be slightly more expensive than inkjet machines but when combined with the cartridge costs, the cost per print is likely to be cheaper. Laser machines are a good choice for mid to high volume users.

Paper Sizes - Buying considerations also include paper size. Consider what size of paper you will be faxing as entry level fax machines will normally only fax standard A4 size originals. However, there are also plenty of other machines which can fax documents larger than A4.

Transmission Speeds - Fax transmission speeds are measured in kilobits per second (kbps). At the lower end speeds are around 9,600 kbps but 14,400 kbps are more common - the higher the number, the faster the machine.

Memory - Fax machines have a built-in memory that is measured in kilobytes/megabytes. Entry level fax machines can store around 10 pages of text with top of the range machines being able to store more than 500 pages. Memory can be increased by adding a memory card, where available.

Broadcasting - This enables the sending of one fax to several recipients without having to re-dial each number.

Out of Paper Memory - This allows faxes to be received even if your fax machine runs out of paper. Messages are stored until paper is reloaded.

Printing Speed - These vary from a low 2-4ppm (pages per minute) to faster speeds of 10-12ppm.

Paper Tray Capacity - Basic fax machines have limited paper storage capacity, sometimes just a few sheets. Better machines can have around 100 sheets. This becomes a buying consideration if you are likely to be receiving a lot of faxes each day as it'll save you filling the paper tray every few minutes.

Document Handling - Entry fax machines generally have a one page at a time document feed. Other fax machines can handle multi-page faxes.