Even though communications are becoming digitized on a large scale across all businesses, reliable faxing is still a necessity for most companies. That’s why Ooma Office offers virtual faxing capabilities for our users.
or call us at 1-877-353-5185
With virtual faxing, individual employees can send and receive faxes from anywhere using digital technology – no need for a traditional fax machine. The Virtual Fax feature comes with its own number for direct access; However, it is linked to that specific user’s extension.
The best part? Ooma Office users can enjoy their own individual Virtual Fax at no additional cost. If your Ooma Office extension does not have Virtual Fax enabled, you may need to speak to your account administrator to get it set up.
Users and administrators can use Virtual Fax differently. Read below to get an extended overview of how you can use virtual faxing in your role.
Administrators can use Virtual Fax in two main ways. First, they can add Virtual Fax to any users’ extension, allowing them to take advantage of the feature. Second, they can review the company’s Virtual Fax logs.
Naturally, users can take advantage of Virtual Fax for communication purposes. Not only can they send and receive virtual faxes, they can also review their personal virtual fax record.
Users can send a Virtual Fax via the End User Portal. Received faxes will be sent to their email address in the form of a PDF.
To find out more about Virtual Fax, you can check out our extended overview FAQ.
Watch the video below to learn more:
All plans come with real-time customer support, fast internet calling, and easy phone management.
From startup to enterprise, we scale with your business—offering the right features and flexibility at every stage of growth.
An Ooma Office Sales Representative will be in touch shortly.
877-412-9552
We’ll follow-up within one business day.
We’ll conduct a needs analysis and design a solution built around your requirements.
A custom quote will be generated.
| Essentials | Pro | Pro Plus | Enterprise | |
|---|---|---|---|---|
| Key Calling Features | ||||
| Unlimited Calling in U.S., Canada, Mexico, and Puerto Rico Unlimited calls to mobile phones and landlines in the U.S., Canada, Mexico and Puerto Rico. | ||||
| Low International Rates Minimal per-minute fee charged for outbound calls made to countries outside of the U.S., Canada, Mexico and Puerto Rico. | ||||
| 911 Service Connects 911 calls to local responders, ensuring fast emergency response. | ||||
| FREE Number Transfer Transfer (port) your existing business phone number from your old phone company to Ooma. | ||||
| One FREE Toll-Free Number Enable callers to reach your business from anywhere in the U.S. without paying long-distance fees. | 500 minutes of inbound calls per month | 500 minutes of inbound calls per month | 500 minutes of inbound calls per month | |
| Main Company Number Primary business phone number that can be set up with a new account, or ported from a previous service. | ||||
| One Direct-Dial Number Per User Unique phone number for each user that can be dialed directly. | ||||
| Easy Installation Deploy Ooma Office in about 15 minutes without technical expertise. | ||||
| Administration and Support | ||||
| User Management Portal Each user has their own login to the End User Portal so they can manage extension preferences. | ||||
| Multi-site Admin and Management Whether your business has a single small presence or multiple locations across a city or state, Ooma Office can easily accommodate as many locations as necessary. | ||||
| Bulk User Import Add many users to system at one time using easy bulk importing. | ||||
| 24×7 Customer Support Customer care agents are available 24x7x365 whenever you need assistance | ||||
| Call Management Features | ||||
| Virtual Receptionist Greet and direct callers to the right employees or departments without picking up the phone. Answer questions like office directions and operating hours; play on hold music and promotional messages. | ||||
| Virtual Receptionist with Unique Greetings, Menus and Actions | ||||
| Analog Fax Machine Support Analog fax machine support enables seamless faxing over traditional phone lines in VoIP systems. | ||||
| Call Park Place an active caller on hold in a user-defined “parking spot” so other team members can retrieve the call. | ||||
| Call Park for Desktop App Place active calls on hold in a user-defined parking spot, so they can be retrieved by other users. | ||||
| Music On Hold Play pre-recorded audio messages or music as callers are placed on hold. | ||||
| Transfer Music Engage callers with music while they wait for calls to be transferred. | ||||
| Extension Dialing Extension dialing options to meet the needs for your business. | ||||
| Extension Monitoring Monitor status of Ooma Office user extensions and perform a variety of actions with a single click. | ||||
| Call Forwarding When turned on, all incoming calls to an extension are temporarily redirected to a specified number. | ||||
| Virtual Extensions User extensions assigned to each user that will be making or receiving calls. | ||||
| Voicemail Every user extension comes with a private voicemail that is automatically set up when the extension is created. | ||||
| Call Transfer Transfer calls blindly, announce or explain the transfer, or directly transfer calls to an extension’s voice mail. | ||||
| Company Directory Digital phonebook listing employee names and extensions for easy call routing. | ||||
| Call Logs View history of all incoming and outgoing calls. Individual and admin views available. | ||||
| One Conference Bridge per User Virtual meeting space for multiple participants to join a single VoIP call, enabling real-time audio collaboration. | ||||
| Forward Calls During Device Outages Transfer calls to other active numbers or devices if outages occur. | ||||
| Virtual Fax Send and receive faxes from anywhere using digital technology instead of an analog fax machine. | ||||
| Distinctive Ringtones Unique ringtones that can be assigned to individual users or extensions for easy recognition. | ||||
| 3-Way Calling Connect and communicate with two other people in a single call. | ||||
| 7-Digit Dialing Call local numbers easily without entering the area code. | ||||
| Call Blocking Block specific phone numbers from reaching any extension, individually or in bulk. | ||||
| Intercom Users dial an Ooma Office extension and have the receiving device pick up calls with its speakerphone, creating a two-way audio call. | ||||
| Overhead Paging Link existing overhead paging system to Ooma Office phones. | ||||
| Paging Groups Page specific departments such as sales, customer service, inventory, accounting and more. | ||||
| IP Phone Paging One-way voice announcement sent to multiple IP phones, allowing users to make public announcements or notifications over the phone system. | ||||
| Flexible Numbering Assign user extensions from 1000 to 9999. | ||||
| 3-Digit Extensions Enables direct dialing to specific departments or staff using just 3 numbers. | ||||
| Enhanced Call Blocking Stop robocalls by screening incoming calls against more than 2M known spam numbers. | ||||
| Voicemail Transcription Every user extension comes with a private voicemail that is automatically set up when the extension is created. | ||||
| Call Recording On demand and always-on recording enables you to easily archive and retrieve phone conversations. | ||||
| Dynamic Caller ID Assign star codes to empower users to change their caller ID name and number on the fly. | ||||
| Hot Desking Users log into any unassigned IP phone to make and receive calls just as they would from the phone assigned to their extension. | ||||
| Find Me, Follow Me Receive calls on multiple devices that ring at once or in sequence. | ||||
| Shared Voicemail Boxes Up to 10 voicemail boxes can be accessed and monitored by multiple users. | ||||
| Call Screening Ask callers to record their name as an extra layer of protection against phone spam. | ||||
| Mobility Features | ||||
| Desktop App for Windows Convenient desktop app so employees can use the business phone system right from their Windows computer. | Yes (without calling) | |||
| Desktop App for Mac Convenient desktop app so employees can use the business phone system right from their Mac computer. | Yes (without calling) | |||
| Desktop App for Google Chrome Convenient desktop app so employees can use the business phone system right from their Google Chrome computer. | Yes (without calling) | |||
| Mobile App for iOS Ooma Office application for IOS smartphones that provides access to VoIP service while away from your office phone. | ||||
| Mobile App for Android Ooma Office application for Android smartphones that provides access to VoIP service while away from your office phone. | ||||
| Simultaneous Ring Enable multiple phones to ring in unison, providing flexibility to answer calls from any device or location. | ||||
| Voicemail-to-Email Audio Files Voicemail can be sent directly to a user’s email for easy, on-the-go listening with an attached audio file. | ||||
| Extension Dialing to App Send calls from extensions to mobile app. | ||||
| Call Transfer from App Transfer mobile calls to an extension, voicemail or personal phone number. | ||||
| Call Flip Seamlessly transfer an active call between devices without interruption. | ||||
| Virtual Fax Send and receive faxes from anywhere using digital technology instead of an analog fax machine. | ||||
| Team Collaboration | ||||
| Conference Calling Participate in conference calls from anywhere at any time by dialing into a conference bridge from a desk phone, mobile phone, or from the Ooma Office Desktop App. | Up to 10 participants | Up to 25 participants | Up to 100 participants | |
| Videoconferencing Intuitive video meetings platform that enables teams to collaborate from wherever, whenever | Up to 25 participants | Up to 100 participants | ||
| Microsoft Office 365 Calendar Integration Connect Ooma Meetings accounts with Microsoft calendars to have all meetings listed in one view. | ||||
| Google Calendar Integration Connect Ooma Meetings to Google calendar accounts to see all meetings listed in one view | ||||
| Simultaneous Screen Sharing Ooma Meetings empowers two or more people to share screens simultaneously. | ||||
| Videoconferencing Recording Record meetings to access or download later. | ||||
| Online Whiteboarding Enables users to draw, present and export ideas to transform ordinary video meetings into faster, more fluid collaboration. | ||||
| Team Chat Communicate and collaborate with colleagues in real time. | ||||
| Team Presence Gain insights into employee availability statuses (online, offline, on a call and busy) in real-time. | ||||
| Text Messaging | ||||
| Text Messaging Send and receive text messages from smartphones, tablets, desktops or laptops. | 100 messages per month | 400 messages per month | ||
| Bulk SMS Packages Purchase additional SMS messages in bulk at discounted prices. | Call us at 866-343-7929 for Quote | Call us at 866-343-7929 for Quote | ||
| Scheduled Messages Compose and schedule text messages to be sent at any date and time. | ||||
| Messaging Templates Store text messages for easy reuse in the future. | ||||
| One-to-Many Messaging Send the same text message to a group of recipients individually without having to retype each message. | ||||
| Customer Engagement | ||||
| Ring Groups Send incoming calls to specific groups like sales, customer support, accounts receivable and more. | ||||
| Caller Info Match Identifies detailed caller background info from CRM, social media, and search engines for inbound and outbound calls. | ||||
| Contact Us Website Widget Enables visitors to your website to communicate with your company using an easy contact form. | ||||
| Call Queuing Deliver incoming calls to the next ready queue member in the order calls are received. If a call is not answered, the call is routed to the next available representative. | ||||
| Online Bookings Share available calendar slots, schedule meetings, send confirmations and reminders, and update time slots from integrated calendars. | ||||
| Shift-to-Text Empower mobile callers to easily serve themselves when they call your business. | ||||
| Auto Dialer Seamlessly dial phone numbers so sales and accounts receivable employees spend less time dialing and more time speaking with customers and prospects. | ||||
| Integrations | ||||
| Salesforce Boost customer experience and employee productivity by integrating Salesforce CRM with Ooma Office. | ||||
| Microsoft Dynamics Drive employee, sales and customer support initiatives by integrating your Microsoft Dynamics 365 with Ooma Office. | ||||
| Zoho Enhance your Zoho CRM experience with powerful cloud communications capabilities. | ||||
| Freshdesk Grow customer relationships with pre-built Ooma Office integration. | ||||
| NexHealth Cloud communications that help dental providers enhance patient loyalty. | ||||
| Clio Helps law offices deliver a better client experience and capture every billable moment. | ||||
| AgencyZoom Sell more insurance policies while enhancing the client experience. | ||||
| HubSpot Pair powerful telephony tools with robust CRM capabilities to streamline workflows, improve productivity and deliver an exceptional customer service. | ||||
| Square Ooma Office seamlessly integrates with Square to enable businesses to better manage communications and transactions from one platform. | ||||
| Jobber Cloud communications that drive growth for general contracting and home service businesses. | ||||
| QuickBooks Online Improve communications, streamline operations and deliver a superior employee and customer experience. | ||||
| Analytics | ||||
| Call Analytics Visualize calling metrics to aid in gauging productivity and improvement opportunities. | ||||
| Call Leaderboards Visualize phone line usage across the company to assess individual and company performance. | ||||
| Message Analytics See messaging trends to better understand productivity and improvement opportunities. | ||||
| Fax Analytics Visualize key metrics associated with incoming and outgoing faxes. | ||||
Ooma Office Faxing Online lets you send and receive faxes digitally without needing a traditional fax machine or dedicated fax phone line. You can securely send faxes through the Ooma Office web portal or email, saving time and reducing paper use.
Incoming faxes are automatically converted into digital PDF files and delivered to your designated email inbox or the Ooma Office portal. You can also configure your account so additional team members receive a copy of incoming faxes, ensuring nothing gets missed.
Yes. If your business still relies on a traditional fax machine—common in healthcare or legal offices—you can connect it to your Ooma Office system with an adapter. You can use either the Grandstream ATA jack, the Telo base station’s phone jack or an Ooma Linx. This will allow you to send and receive faxes with your traditional fax machine using Ooma’s VoIP infrastructure.
Absolutely. With Ooma Office Pro’s HIPAA Mode, you can enable highly secure encryption when faxes are in transit or at rest. This maintains compliance with the high privacy standards of HIPAA, which is critical in the healthcare industry and can help with confidentiality standards in the legal field. It’s a reliable way to share sensitive documents like patient records or signed contracts.
Take these steps to send a fax:
Ooma Office includes a generous monthly allotment of fax pages, depending on your plan. If you frequently send large volumes of faxes (such as in medical or legal offices), you can easily upgrade or add fax lines to support higher capacity.
Yes. Ooma Office allows multiple users or departments to access a shared fax line, so your whole team can receive and review faxes. You can also assign individual fax numbers to users who need private faxing capabilities.
Ooma Office supports common business file formats, including PDF, DOC, DOCX, JPG, and PNG. This ensures compatibility with the most frequently used document types in professional workflows.
Online faxing eliminates the need for:
Businesses in document-heavy industries save money and streamline workflows by managing everything digitally. Plus, your faxes are stored securely and can be accessed from anywhere.
If your internet connection is interrupted, Ooma will automatically retry sending the fax once the connection is restored. Incoming faxes are stored securely until they can be delivered, ensuring you never lose critical information.
You can easily add faxing through your Ooma Office Manager dashboard by taking the following steps:
Ooma’s faxing solution is ideal for:
| Sun | Mon | Tue | Wed | Thu | Fri | Sat |
|---|---|---|---|---|---|---|
26 | 27 | 28 | 29 | 30 | 31 | 1 |
2 | 3 | 4 | 5 | 6 | 7 | 8 |
9 | 10 | 11 | 12 | 13 | 14 | 15 |
16 | 17 | 18 | 19 | 20 | 21 | 22 |
23 | 24 | 25 | 26 | 27 | 28 | 29 |
30 | 1 | 2 | 3 | 4 | 5 | 6 |