You can fax from your computer using an online fax service, fax software, or your printer's built-in fax feature — no physical fax machine required
Sending a fax from your computer works through one of three main routes: an online fax service (the most common), fax software installed on your machine, or your printer's built-in fax feature if it has one. The method you choose depends on how often you fax, whether you need to receive faxes too, and whether you want to keep a fax number. Most people who fax occasionally use an online service because there is no hardware to buy and no phone line to maintain.
The process itself is straightforward: you upload or create a document, enter the recipient's fax number, and send it through the internet. The service converts your file to a fax format and delivers it to the receiving fax machine or computer. You do not need to own a fax machine, and the recipient does not need to own one either — many services can deliver incoming faxes as email attachments or store them in an online account.
Key Takeaways
- Online fax services let you send and receive faxes through your web browser or email, with no fax machine or phone line needed.
- Fax software installed on your computer can send faxes if your computer has a modem, though this is less common on modern machines.
- Your printer may have a built-in fax feature that lets you print to fax instead of paper, but this usually requires a phone line connected to the printer.
- Online services typically charge a monthly subscription or a per-fax fee, and many offer a free trial or limited free tier to test before paying.
- You will need the recipient's fax number, and for incoming faxes you may need to set up a dedicated fax number through the service.
Using an Online Fax Service
Online fax services are the easiest route for most people. You create an account on the service's website, upload your document (usually a PDF, Word file, or image), enter the recipient's fax number, and send. The service handles the rest — it converts your file to fax format and transmits it over the internet to the receiving fax machine. Common services include eFax, HelloFax, and Fax.plus, though many others exist. Most let you send your first fax free or offer a trial period so you can test before committing to a paid plan.
If you need to receive faxes as well, the service assigns you a fax number (usually a local or toll-free number in your area). Incoming faxes arrive as email attachments or appear in your online account, depending on the service. This is useful if you run a small business or need to receive documents regularly. Monthly costs vary — some services charge $10 to $20 per month for a set number of faxes, while others charge per fax sent (typically $0.50 to $2 per page). Check whether the service charges for incoming faxes too, as some do and some do not.
Fax Software on Your Computer
Fax software installed directly on your computer is an older method that still works if your machine has the right hardware. Windows computers used to come with built-in fax software, and some still do — you can check by searching "fax" in your Start menu. Mac computers do not include fax software by default, but third-party options exist. The software lets you create a fax document and send it through your computer's modem or internet connection.
The catch is that most modern computers no longer have modems, so fax software usually sends faxes over the internet rather than through a phone line. This means the software often relies on an online service in the background anyway — you are just using a different interface. If you already have fax software on your computer and it works, there is no harm in using it. If you do not have it and would need to read it, an online fax service is simpler and does not require you to learn new software.
Printing to Fax From Your Printer
Some printers have a built-in fax feature that lets you send a fax by printing to it instead of printing to paper. To use this, your printer must be connected to a phone line (the same way an old fax machine would be), and you need to set up the fax feature in your printer's settings. You then open the document you want to fax, choose Print, select your printer, and look for a "Print to Fax" or similar option.
This method works well if your printer already has a phone line and you fax infrequently. However, it requires the printer to stay powered on and connected to the phone line, and it does not let you receive faxes unless your printer has that feature too. If your printer does not have a phone line or fax capability, this option is not available to you. Check your printer's manual or the manufacturer's website to see whether your model supports faxing.
Sending a Fax Step by Step
Here is how to send a fax using an online service, which is the most common method:
- Create an account on the fax service's website and log in.
- Click the button to send a new fax (usually labeled "Send Fax" or similar).
- Upload your document — most services accept PDF, Word, Excel, image files, and sometimes email attachments.
- Enter the recipient's fax number in the format the service requests (usually with country code and area code).
- Add a cover page if you want one — most services let you write a brief message or use a template.
- Review the fax details and click Send.
- The service will show you a confirmation with a timestamp and delivery status.
Delivery usually takes a few seconds to a few minutes, depending on the service and the receiving fax machine. You will receive an email or notification confirming that the fax was sent. If the receiving fax machine is offline or the number is wrong, the service will notify you and may retry automatically. Keep the confirmation email for your records in case you need to prove the fax was sent.
What Happens When You Receive a Fax
If you set up a fax number through an online service, incoming faxes are handled automatically. Most services deliver them as email attachments (usually as PDF files) to the email address you registered. Some services also let you view faxes in an online folder or app. You can read, print, or forward these files just like any other document.
The advantage of receiving faxes this way is that you do not need a physical fax machine or a dedicated phone line. The disadvantage is that you depend on the service staying active — if you cancel your account, you lose the fax number and stop receiving faxes. If you need a permanent fax number for your business, this is worth considering when you choose a service. Some services offer number portability, which means you can move your fax number to another provider if you switch.
Costs and What to Expect
Pricing for online fax services varies widely. Some offer a free tier that lets you send a limited number of faxes per month (often 1 to 5) with no payment required. Paid plans typically start at $10 to $15 per month and include 50 to 500 faxes per month, depending on the service. If you need to send more than your plan allows, you usually pay an overage fee of $0.50 to $2 per page.
Receiving faxes is sometimes free and sometimes charged separately — check the service's pricing page before signing up. If you only fax occasionally, a free tier or pay-as-you-go option may be cheaper than a monthly subscription. If you fax regularly, a monthly plan usually costs less per fax in the long run. Most services let you cancel anytime, so you can start with a free trial and upgrade only if you need to.
When to Call a Professional
For most people, an online fax service is all you need. However, if you run a business that receives dozens of faxes daily, you may want to talk to a phone or internet provider about a dedicated fax line or a business fax system. If your printer has fax capability but you cannot get it to work, check the printer's manual or contact the manufacturer's support line — they can walk you through the setup.
If you are trying to fax from old fax software and it is not working, the software may be outdated or incompatible with your operating system; in that case, switching to an online service is the practical solution. If you need help setting up a fax number or configuring your account with a service, most providers offer phone or email support at no extra cost.
Frequently Asked Questions
Do I need a fax machine to send a fax from my computer?
No. An online fax service sends faxes over the internet, so you do not need a fax machine, modem, or phone line. You only need your computer and an internet connection. The recipient can receive the fax on their fax machine, computer, or email, depending on what they have set up.
Can I fax to a number outside the United States?
Yes, most online fax services support international faxing, but they usually charge extra per page. Costs vary by country and service. Check the service's pricing page to see which countries are supported and what the rates are before sending an international fax.
What file types can I fax?
Most online fax services accept PDF, Word (.doc, .docx), Excel, PowerPoint, image files (JPG, PNG, TIFF), and sometimes email attachments. If your document is in a different format, you can usually convert it to PDF first using free tools like Google Docs or your operating system's print-to-PDF feature.
If I cancel my online fax account, what happens to my fax number?
Your fax number is released back to the service and may be reassigned to someone else. If you need to keep the same fax number long-term, ask the service whether they offer number portability or if you can transfer it to another provider. Some services support this, but not all.
Can I send a fax from my phone?
Yes, most online fax services have mobile apps for iPhone and Android that let you send faxes the same way you would on a computer. You upload a document or take a photo of a page, enter the fax number, and send. The process is the same as on a computer.