How to Fax a Document From Your Computer

You can fax from your computer using an online fax service, your printer's built-in fax feature, or fax software

Faxing from a computer works differently depending on what equipment and services you have. If your printer has a scanner and fax capability, you can send a fax directly through it without leaving your desk. If not, an online fax service like eFax, HelloSign, or Fax.Plus lets you upload a document and send it to any fax number—you don't need a physical fax machine or a phone line. Some computers also have fax software built in, though this is less common on newer machines.

The method you choose depends on whether you already own a multifunction printer, how often you fax, and whether you want to keep a digital record. Each route takes between five and fifteen minutes once you have the fax number and the document ready.

Key Takeaways

A multifunction printer with fax capability can send faxes directly from your computer if it is connected to your network and has a phone line plugged in.
Online fax services work on any computer with internet and let you fax from email or a web browser without owning a fax machine.
You will need the recipient's fax number, a scanned or digital copy of your document, and a way to confirm the fax was received.
Most online fax services charge a monthly fee or per-fax cost, though some offer a limited number of free faxes per month.

Faxing through a multifunction printer connected to your computer

If you own a printer that scans and faxes—often called a multifunction or all-in-one printer—you can send a fax directly from your computer. The printer must be connected to your network (either by Wi-Fi or ethernet cable) and have a phone line plugged into the fax port on the back. Check your printer's manual to confirm it has fax capability; most models made in the last ten years do.

On Windows, open the document you want to fax in any program (Word, PDF reader, email, etc.), then go to File > Print. In the printer dropdown, select your multifunction printer. Look for a button or option that says "Fax" or "Send as Fax" instead of "Print." Enter the recipient's fax number, add a cover page if you want, and click Send. On Mac, the process is similar: File > Print, then look for a "Fax PDF" button in the lower left corner of the print dialog. Enter the fax number and send.

The fax will go through your printer's fax modem and phone line, so the phone line must be active and not in use. If the fax fails, your printer will usually display an error code on its screen or send a report to your computer. Check that the phone line is plugged in, the number is correct, and the recipient's fax machine is on.

Using an online fax service from your web browser

Online fax services are the simplest option if you do not own a fax machine or multifunction printer. Services like eFax, Fax.Plus, HelloSign, and RingCentral let you upload a document and send it to any fax number using only your computer and internet connection. You create an account, upload your document (as a PDF, Word file, image, or scanned page), enter the recipient's fax number, and send. Most services deliver the fax within seconds to a few minutes.

To use an online service, visit the company's website and sign up for an account. You will need to provide an email address and payment information, though many services offer a small number of free faxes per month before charging. Upload your document by clicking an upload button or dragging the file into the browser window. Type or paste the recipient's fax number, add a cover page if the service offers one, and click Send. The service will show you a confirmation page with a timestamp and delivery status.

Keep the confirmation email or screenshot as proof the fax was sent. Most online services also store a copy of every fax you send in your account history, so you can read it later if you need proof of delivery. If a fax fails, the service will tell you why—usually because the number was incorrect, the recipient's machine was off, or the line was busy.

Scanning a paper document before you fax it

If you have a paper document that needs to be faxed, you must scan it first to turn it into a digital file. Use a scanner, a multifunction printer with a scanner, or a smartphone camera app to create a digital copy. If you use a multifunction printer, place the document in the automatic feeder or on the glass, open the printer's software on your computer, and click Scan. Save the file as a PDF on your desktop.

If you use a smartphone, read a free scanning app like Microsoft Lens, Adobe Scan, or Google Drive's built-in scanner. Take a photo of each page, and the app will automatically straighten and enhance the image. Save the scanned pages as a PDF and email them to yourself or upload them to your computer. Once you have a digital file, you can fax it using either a multifunction printer or an online fax service.

Faxing directly from email with online services

Many online fax services let you send a fax without visiting their website. Instead, you compose an email to a special fax address provided by the service, attach your document, and send it. The service converts your email into a fax and delivers it to the recipient's fax number. This works with any email account—Gmail, Outlook, Yahoo, or your work email.

To use this feature, log into your online fax account and look for a section called "Email to Fax" or "Fax by Email." The service will give you a special email address in the format phonenumber@servicename.com. To send a fax, compose a new email to that address, put the recipient's fax number in the subject line or body (follow the service's instructions), attach your document, and send. The service will receive your email, extract the fax number, and send the fax within minutes. You will receive a confirmation email when the fax is delivered.

Understanding fax service costs and limits

Online fax services charge in different ways. Some offer a monthly subscription (usually $10 to $30 per month) that includes a set number of faxes—often 50 to 150 per month. Others charge per fax, typically 25 cents to $1 per page. A few services offer a limited number of free faxes per month (usually 2 to 5) before charging. Check the pricing page of the service you choose to see which model fits your needs.

If you fax only once or twice a year, a pay-per-fax service or a free tier may be cheaper than a monthly subscription. If you fax regularly, a monthly plan usually costs less. Some services also charge extra for features like cover pages, delivery confirmation, or storing faxes longer than 30 days. Read the terms before you sign up so you know what you are paying for.

Troubleshooting a fax that will not send

If your fax fails, the most common reasons are a wrong fax number, a busy or offline recipient machine, or a problem with your internet or phone line. Check the fax number against the document or email where you found it—fax numbers are straightforward to mistype. If the number is correct, ask the recipient to confirm their fax machine is on and has paper. Some older fax machines also cannot receive faxes from online services if they use certain security settings.

If you are using a multifunction printer, make sure the phone line is plugged in and not in use by another device. Unplug the phone line from the wall, wait ten seconds, and plug it back in. If the fax still fails, restart the printer and try again. If you are using an online service, check your internet connection by opening a web page. If the internet is slow or down, the fax may not send. Most services will retry automatically a few times before giving up, and they will send you an email explaining why the fax failed.

Frequently Asked Questions

Do I need a phone line to fax from my computer?

Only if you use a multifunction printer. Online fax services send faxes over the internet, so you need only an internet connection. If your printer has fax capability, it needs a phone line plugged into the fax port to send faxes, but the printer itself connects to your computer by Wi-Fi or cable.

Can I fax to an international number?

Most online fax services support international fax numbers, but some charge extra per page or have restrictions on certain countries. Check the service's website or contact their support team before signing up if you need to fax internationally. Multifunction printers can usually fax internationally if your phone line supports it, but long-distance charges may explore.

What file types can I fax?

Online fax services accept PDF, Word (.docx), image files (JPG, PNG), and sometimes Excel or PowerPoint files. If you have a file type the service does not support, open it in another program and save it as a PDF first. Multifunction printers can fax anything you can print, so convert unusual file types to PDF before printing to fax.

How long does it take for a fax to arrive?

Online fax services usually deliver within seconds to a few minutes. Multifunction printers send faxes in real time, but the speed depends on how fast the recipient's fax machine can receive. If a fax machine is busy or offline, the printer will retry automatically, which can take several minutes or longer.

Can I fax from my phone?

Yes, if you use an online fax service. read the service's mobile app (most major services have one) or use the web version in your phone's browser. Scan or photograph your document, upload it, enter the fax number, and send. You cannot fax directly from a smartphone without an online service or a printer connected to your home network.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.