Related Articles: supported fax formats, sending faxes, receiving faxes, max # of file size / pages

Virtual faxing best practices

The below tips will assist you in best utilizing Aptela’s virtual fax service.  Applying them can reduce faxing issues such as increased transmission time and transmission failure.

For Receiving Faxes:

• Assign your fax number to the extension you will route incoming faxes to.  It can be assigned to a User or Department.

• Setup fax notifications so faxes are sent to your email inbox.  

• Install Adobe Acrobat Reader (or any other applications capable of displaying PDF files) so you can view Aptela faxes.  Click here to download it for free.

• If your fax number is with another service provider:

o Do not forward it to your Aptela fax number. 

o Do not use Aptela as a means to forward faxes to that number.

For Sending Faxes:

• Attach documents that meet on of our supported file formats.

• Use simple fonts such as Arial or Verdana whenever possible.

• Use font sizes no smaller than 10. 

• Avoid sending files with large amounts of text and/or complex graphics.

• Avoid using a light font color.

• Avoid sending password protected documents.

• Avoid using substitute Adobe software (e.g., PDF creator) to convert your files to PDF. Use genuine Adobe software instead.  

• Use the recommended resolution when scanning your faxes:  96 dpi grayscale.

• Use black-and-white images and text instead of color. 

• Avoid using dark backgrounds with light lettering (like this). 

• Keep vertical lines in the document to a minimum. 

• Keep top and bottom margins to a minimum of one inch. 

• Avoid various shades and halftones in graphics. 

• Use HTML and TIF file formats only when there are no other options.  They can have issues with sizing as they don't adhere to standard print page dimensions. 

The below tips will assist you in best utilizing Aptela’s virtual fax service.  Applying them can reduce faxing issues such as increased transmission time and transmission failure.

For Receiving Faxes:

• Assign your virtual fax number to the extension you will route incoming faxes to.  It can be assigned to a User or Department.
• Setup fax notifications so faxes are sent to your email inbox.  
• Install Adobe Acrobat Reader (or any other applications capable of displaying PDF files) so you can view Aptela faxes.  Click here to download it for free.
• If your fax number is with another service provider:
  • Do not forward it to your Aptela fax number. 
  • Do not use Aptela as a means to forward faxes to that number.

For Sending Faxes:

• Attach documents that meet our supported file formats.
• Do not send password protected documents.
• Use simple fonts such as Arial or Verdana whenever possible.
• Use font sizes no smaller than 10.
• Avoid using a light font color or hue.
• Avoid using dark backgrounds with light lettering (like this).
• Avoid sending files with many and/or complex graphics.
• Avoid various shades and halftones in graphics.
• Use black-and-white images and text instead of color.
• Keep lines in the document to a minimum.
• Keep margins to a minimum of one inch.
• Use the recommended resolution when scanning your faxes:  96 dpi grayscale.
• Avoid using generic PDF software (e.g., PDF creator) to convert your files to PDF.  Use Adobe Acrobat software instead. 
• Use HTML and TIF file formats only when there are no other options.  They can have issues with sizing as they don't adhere to standard print page dimensions.