Figuring out how a fax machine works don’t require a master’s degree. Even so, problems can occur unexpectedly! At some point, your fax machine may stop sending faxes from time to time. Without basic troubleshooting knowledge, you could end up not knowing what to do. Situations like fax not working can be troublesome, especially if you have urgent faxing errands. Not only that, but you could also end up spending more on simple repairs that you could have done yourself. The good news is you don’t need to be an expert to fix some common fax issues.
Why does my fax fail to be sent?
It’s very important to understand the causes of a fax transmission failure in order to keep all your messages able to reach their destinations. We can distinguish the main reasons why a fax fails to be sent.
Poor Connection
The simplest case for fax failure is a poor connection. When a fax is being sent, it is transmitted over a telephone line. If the connection is poor, the fax transmission may fail. This may be caused by noise on the line, line congestion, or weak signal.
Busy Signal
Another common reason for fax failure is a busy signal. When the telephone line on the receiving end is already in use, the fax machine on the sending end will not be able to connect and will instead receive a busy signal. If a busy signal is received, the fax machine or faxing service on the sending end will typically retry sending the fax a few times before giving up. To avoid busy signal, you can try to fax during non-peak hours when the line is less likely to be in use, or call the receiving end first to confirm that the line is available before sending the fax.
Invalid Destination Number
If the number dialed is incorrect or does not exist, the fax machine or faxing service will not be able to connect to the receiving fax machine and the transmission will fail. If you get this error, double-check the fax number to ensure that it is correct and valid. Additionally, it’s always a good idea to confirm the fax number with the receiving end before sending the fax.
Invalid Fax Negotiation
This error indicates that there is a problem with the initial negotiation between the sending and receiving fax machines or services. This may be caused by incompatible fax protocols, tncorrect fax settings and outdated fax machine. If you get this error, you can check the compatibility of the fax machines and ensure that the fax settings are configured correctly. Additionally, make sure that the fax machines are running the latest firmware version and your machines is not too old that it can’t negotiate with newer fax machines.
File Conversion Issue
This error happens when the document being sent is not in a format that the fax machine can understand. Fax machines use the telephone system to transmit documents, and the telephone system is designed to transmit analog signals, not digital data. Therefore, in order to send a fax, a digital document must first be converted into an analog signal that can be transmitted over the telephone line. The receiving fax machine then demodulates the signal, converting the audio-frequency tones back into a digital document that can be printed or saved on a computer.
For example, fax machines are typically designed to work with TIFF (Tagged Image File Format) or PDF (Portable Document Format) files, so if the document being sent is in a different format, such as a Word or Excel file, the fax machine will not be able to read it.
It’s always best to check the manual of the fax machine for the supported formats. Also check if your document is password-protected, as password-protected files cannot be converted.
Some Basic Troubleshooting Tips
Performing basic troubleshooting when your fax machine is not working is ideal for fixing common issues. Here are some basic fax troubleshooting tips to help resolve common issues.
Check the connections
Make sure that the fax machine is properly connected to the telephone line and that all cables are securely plugged in. If your fax machine is connected to a computer or network via USB or Ethernet, ensure that the cable is plugged in securely on both ends. If you are using a online fax service, make sure that you has a stable internet connection.
Check the telephone line
Ensure that the telephone line is working properly by trying to make a call. If there is no dial tone or the call is disconnected, contact the telephone company to report the issue.
Test the fax machine
Try sending a fax to a known working number to test the fax machine. This can help determine if the problem is with the fax machine or the telephone line.
Check the fax settings
Ensure that the fax machine is configured correctly and that the fax settings match those of the receiving fax machine.
Check the document
Make sure that the document being faxed is loaded correctly and that it is not jammed in the fax machine.
Try redialing the number
Sometimes, faxes fail due to a busy signal or other temporary issue. In these cases, try redialing the number after a few minutes to see if the fax can be sent successfully.
Check the ink or toner
If the faxed documents are coming out faint or unclear, check the ink or toner level of the fax machine.
Check the paper
Ensure that the fax machine has paper and that it is loaded correctly.
Refer to the fax machine’s manual
Consult the fax machine’s manual for additional troubleshooting advice.
Final Thoughts
Finding your fax not working is not an enjoyable occurrence. It’s best to stay level-headed so you can determine the problem and come up with a possible solution. Moreover, common faxing issues aren’t that difficult to fix. There are also lots of free online resources that you can refer to for help. If you still can’t find a fix despite trying your best, then that’s the time to start seeking repair options. While you’re at it, you might as well look for alternative faxing solutions like an online fax service.
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