Fax Machines Buying Guide

A fax combines scanner, modem, telephone and printer into a single operating unit. It scans an image (text or photo), translates it into pixels much the way a digital camera does, except that the pixels are modulated into audio signals and transmitted via telephone line. Another fax receives and demodulates them, then prints the result. Even the Internet has not severely decreased fax machine use. Especially when signed documents are required, a fax machine can still be faster than processing and emailing via computer, although, some computers now have telephone hookups and fax capabilities.

Fax machine buying tips

Fax machines are divided into classes: dedicated faxes and multi-function fax machines. The dedicated, or stand-alone fax, is just that, a fax machine. The multifunction fax machine, also called an all-in-one-printer or printer fax, combines a fax with a scanner, a printer and a copier. (Of course, if you want a room full of electronics, Overstock.com will happily sell you one of each--buy them together and save a boatload on the shipping!)

The dedicated fax has one advantage over the printer fax: Though both are connected to the telephone system, only the dedicated fax has a handset that can be used as a telephone (the printer fax connects through the computer). Some home offices and very small businesses have a stand-alone fax as their only phone.

Format

Modern fax machines use the same two formats as other printers: inkjet or laser. An inkjet fax is less expensive than a laser fax machine. They produce good text and are suitable for the low-volume user. A laser fax machine has a higher up-front cost, but it produces a better image (almost photo quality). Laser faxes tend to require little maintenance and print more quickly than inkjets. They are the choice for those sending and receiving a lot of faxes everyday.

Ink

One serious consideration is the ink. Inkjets use liquid inkjet cartridges that can be very inexpensive, but can also be very small. Lasers use powdered ink (toner) and can be very pricey, but put out a lot of pages. Before you buy, check the prices on cartridges; compare how much you'll get for what you pay.

Speed

There is also speed to be considered. How fast does the fax machine transmit or receive? It may be expressed as the data rate, but increasingly, a page per minute rate (which actually means something to buyers) is the norm. Rates can be as low as 3 to 4 pages/minute or as high as 20 or more pages/minute. Buy the fastest fax you can afford, unless you're a person of great patience.

Memory

Memory is another factor. Many new model fax machines receive at high speed; then print from memory. Fax machines with small memory can fill up quickly; requiring a resend if there are a lot of incoming faxes (or if the paper tray runs out or the power goes out or...well, you get the idea). Check the memory against expected usage.

Paper

Many fax machines use regular printer paper, but what if are you a lawyer or someone else that uses legal-size (8.5- x 14-inch) paper? Be sure to check on compatible paper sizes for your prospective fax machine.

Fax machine components

Fax Toner/Fax Machine Drums/Fax Ribbon

These terms are used almost interchangeably and refer to the print medium and how it's stored in the fax machine. Like laser printer toner and inkjet cartridges, fax toner cartridges, fax machine drums and fax ribbons come in three types, plus a bonus:

• Original equipment manufacturer (OEM) cartridges: cartridges, drums and ribbons made by the fax manufacturer. They are the most expensive, but the most reliable.
• Compatible cartridges: Like OEM cartridges, fax machine drums are newly manufactured, but by companies other than the OEM. Discount fax ribbons are similar to generic drugs or aftermarket auto parts. These fax toner cartridges are built to OEM specifications without the 'name brand' so it can sell at a lower price.
• Remanufactured cartridges: Like retread tires, empty fax toner cartridges are taken to a processor, an OEM or another company. The fax machine drums are opened, refilled, repaired and tested for quality.
• Toner refill kits: Allow users to refill empty fax toner cartridges and some fax machine drums. Most refill kits are easy to use and economical.

Other features

Color fax machines are available, but have not yet caught on too widely, as no standard has been adopted by all manufacturers; although, no doubt, one will be adopted eventually.

For those who love "bells and whistles," some fax machine models offer speed dialing, fax forwarding, caller ID (requires subscription), large paper trays (sometimes more than one), multiple output trays, multiple paper sizes (letter, legal, tabloid), network connect-ability and the occasional extended warranty.

Fax machine terminology

Broadcasting: Some fax machines allow you to send one fax to several numbers simultaneously.

Plain paper: A fax machine that prints on the same paper used in printers is a plain paper fax. Created to differentiate from earlier model fax machines that used thermal paper, the term is getting rare as older fax machines are retired.

Resolution: Image sharpness is measured in dots per inch (dpi).

Speed dial (one-touch dialing): Just like a phone, some dedicated faxes allow users to save time when dialing with pre-programmed phone numbers.

Universal Serial Bus (USB): A USB is an almost universal standard for connecting computers and computer components. If your computer is old enough to be not USB compatible, a USB card can be added as an upgrade. If it does not have enough USB plugs, you can add a USB hub. If you do need an upgrade, you should consider adding a fax modem as well.

Fax machine care

Unlike many other electronic devices, some fax machines have a lot of moving parts that can wear out. Manufacturers' warranties vary--90 days to one year is typical--and many fax machines live five years or longer in normal usage.

Dust is probably a fax machine's biggest threat, so a fax machine should occasionally be blown clean with canned air (never your humid breath). Also, cover your fax with a cloth or plastic sheet when it will not be in used for a while, such as overnight, and your fax machine will stay cleaner longer.

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