You can fax from your computer using an online fax service, your printer's built-in fax feature, or your phone line if you have a modem

Faxing from a computer is simpler than it used to be. You do not need a dedicated fax machine or even a phone line in most cases. The method you choose depends on what equipment you already have and how often you fax.

The three main routes are: using an online fax service (the most common for regular users), using your printer's fax function if it has one, or connecting a modem to a phone line (less common now). Each works differently and costs different amounts.

Key Takeaways

  • Online fax services let you send and receive faxes through email or a web browser, and most charge per page or per month.
  • Many modern printers have a built-in fax feature that works over your internet connection without needing a phone line.
  • If you have a traditional modem and phone line, Windows and Mac both have fax software built in, though this method is becoming rare.
  • The document you want to fax must be digital (a PDF, image, or scanned file) or you will need to scan it first.
  • Online fax services usually store your sent and received faxes in the cloud, so you can look them up later from any device.

Using an online fax service (the most common method)

Online fax services are the easiest route for most people because they work on any computer with internet, and you do not need to own any special hardware. Services like HelloFax, eFax, Faxburner, and RingCentral Fax let you upload a document, enter a fax number, and send it in minutes.

Here is how it works: you sign up for an account (usually free to start), upload your document as a PDF or image file, type in the recipient's fax number, and click send. The service converts your file and transmits it over the internet to the recipient's fax machine. You get a confirmation when it goes through. Most services also give you a fax number so people can send faxes to you, and those arrive as email attachments or appear in your account dashboard.

Pricing varies. Some services charge per page sent (usually 10 to 25 cents), some charge a monthly subscription (typically $10 to $30 for a set number of pages), and some offer a free tier with limits. If you fax only a few times a year, a pay-per-page service is cheaper. If you fax regularly, a monthly plan usually saves money.

Using your printer's fax feature

Many modern printers—especially multifunction printers that also scan and copy—have a built-in fax function that works over your internet connection. You do not need a phone line. To use it, you typically open the printer's app or web interface on your computer, upload the document you want to fax, enter the recipient's fax number, and send.

The exact steps depend on your printer brand and model. For HP printers, you usually go to the printer's web interface (found by typing the printer's IP address into your browser), click Fax, and follow the prompts. For Canon, Brother, and Xerox printers, the process is similar but the menu names differ. Check your printer's manual or the manufacturer's website for the exact steps for your model.

This method is free if your printer has the feature, but not all printers do. Older printers and budget models often lack fax capability. If you already own a compatible printer, this is the cheapest option.

Using a modem and phone line (older method)

If you have a traditional modem connected to a phone line, you can fax using software built into your operating system. Windows includes Fax and Scan (search for it in the Start menu), and Mac includes fax capability in System Preferences under Printers & Scanners. You scan or upload your document, enter the fax number, and send through the software.

This method is becoming rare because most computers no longer have modems, and most homes no longer have dedicated phone lines. If you do have both, it works, but it ties up your phone line while faxing and is slower than internet-based methods. Most people should use an online service or printer fax instead.

Preparing your document to fax

Before you fax, your document must be in digital form. If you have a paper document, you need to scan it first. You can use a scanner, a multifunction printer with a scan function, or a smartphone app like Adobe Scan or Microsoft Lens to photograph the document and convert it to a PDF.

Once you have a digital file, make sure it is in a format the fax service accepts. Most accept PDF, JPEG, PNG, and TIFF files. If your document is in Word or another format, export it as a PDF first. Keep file sizes reasonable—most services have a limit of 10 to 25 MB per fax, which is plenty for text documents but matters if you are faxing many pages or high-resolution images.

What information you need to send a fax

To send a fax, you need the recipient's fax number. This is usually a phone number that looks like a regular phone number (for example, 555-123-4567). Ask the person or organization you are faxing to for their fax number—it is often listed on their website or business card.

Some fax services also let you add a cover page with your name, phone number, and a brief message. This is optional but professional. If you are using an online service, you can usually customize the cover page in your account settings.

Confirming your fax was sent

All fax methods give you a confirmation when the fax goes through. Online services send you an email or show a status in your account. Printer fax features usually show a confirmation on the printer's screen or in the app. Modem-based faxing shows a confirmation in the software window.

A confirmation means the fax reached the recipient's machine, but it does not mean the recipient has read it or acted on it. If you need proof that someone received your fax, ask them to confirm by email or phone. Some online fax services offer a "delivery confirmation" feature that tells you when the fax was received, though this costs extra.

Frequently Asked Questions

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

No, not anymore. Online fax services and printer fax features both work over the internet. You only need a phone line if you are using an old modem-based method, which is rare now. Most people should use an online service or their printer instead.

Can I fax to a cell phone?

No. Fax machines and fax services send to fax numbers, which are connected to fax machines or fax software, not cell phones. If you need to send something to someone's phone, ask them for their email address and send it that way instead.

What if the fax fails to send?

Check that the fax number is correct and that the recipient's fax machine is on and has paper. Online services usually tell you why a fax failed (wrong number, machine offline, line busy). Try again in a few minutes. If it keeps failing, call the recipient and ask them to check their fax machine.

How long does it take to fax something?

Most faxes send within seconds to a few minutes, depending on the file size and the recipient's fax machine. Online services are usually fastest. Modem-based faxing is slower, especially for large files.

Can I receive faxes on my computer?

Yes. Online fax services give you a fax number so people can send faxes to you, and they arrive as email attachments or in your account. Printer fax features can also receive faxes if your printer is set up to do so. Check your service or printer manual for how to turn on receiving.