How to Send a Fax From Your Computer

The fastest way to fax from your computer

You can send a fax directly from your computer using an online fax service, your printer's built-in fax feature, or your operating system's fax software. The easiest route depends on what you already have: if your printer has fax capability and a phone line connected to it, you can send through the printer's control panel or software. If not, an online fax service like eFax, Faxbureau, or HelloFax lets you upload a document and send it to any fax number in minutes.

The main difference is speed versus cost. Printer-based faxing is free but requires your printer to be set up with a phone line and the recipient's fax machine to be working. Online services cost money per fax or per month but work from anywhere and don't require hardware beyond your computer.

Key Takeaways

Printer faxing is free if your printer has a fax modem and a phone line plugged into it, but it only works if the recipient's fax machine is turned on and connected.
Online fax services charge per fax or monthly and let you send from any computer without printer hardware, usually within minutes.
Windows has built-in fax software (Windows Fax and Scan) that works with compatible printers; Mac users need third-party software or an online service.
Before you send, confirm the recipient's fax number is correct and ask whether they prefer fax, email, or a scanned document instead.

Sending a fax through your printer

If your printer has a fax modem built in, you can send a fax without paying for an online service. First, confirm your printer manual lists fax capability—not all printers have it. Then plug a phone line (the same cable that connects to a wall jack) into the port labeled "Line" or "Phone" on the back of the printer.

Open the document you want to fax on your computer. Go to File > Print, select your printer, then look for an option that says "Print to Fax" or "Fax" instead of "Printer." If you see it, click it, enter the recipient's fax number, and send. The document will go through your printer's fax modem and dial out over the phone line. This takes a few minutes depending on document length.

If you don't see a fax option in the print menu, your printer either doesn't have fax capability or the fax driver isn't installed. Check your printer's manual or the manufacturer's website to read the fax software. Some printers also have a fax button on the control panel itself—you can place a printed page in the scanner and fax it directly without using your computer.

Using Windows Fax and Scan

Windows 10 and Windows 11 include a built-in fax process called Windows Fax and Scan. Open it by typing "fax" into the Windows search box and clicking the app. This works only if your printer has a fax modem and is connected to a phone line.

Click "New Fax" in the toolbar. A compose window opens where you can add the recipient's fax number, a subject line, and a cover page if you want one. Click "Insert" to add the document or image you want to fax. Once everything is ready, click "Send" and the fax will dial out through your printer's modem. You'll see a confirmation when it goes through.

If Windows Fax and Scan doesn't appear in your search results, it may not be installed on your version of Windows. You can install it through Settings > Apps > Apps and Features > Optional Features > Add a Feature, then search for "Fax" and install it from there.

Sending a fax through an online service

Online fax services work on any computer and don't require printer hardware. Popular options include eFax, Faxbureau, and HelloFax. Each charges differently—some charge per fax (usually $1 to $5), others charge a monthly subscription ($10 to $30 depending on how many faxes you send per month).

To send through an online service, create an account on their website, then log in and click "Send Fax" or a similar button. Upload the document you want to fax (most accept PDF, Word, and image files), enter the recipient's fax number, and click send. The service converts your document and dials it to the fax machine on the other end. You'll usually get a confirmation email within minutes saying whether it went through.

The advantage is convenience: you can send from your phone, tablet, or any computer, and you don't need a printer or phone line. The disadvantage is cost and the fact that you're trusting a third party with your documents. Read the service's privacy policy before uploading sensitive information.

What to do if the fax doesn't go through

Faxes fail for a few common reasons. The most frequent is that the recipient's fax machine is off, out of paper, or not connected to a phone line. Call or email the recipient and ask them to check their machine before you try again.

If you're using printer-based faxing, confirm your phone line is working by picking up a phone connected to the same jack and listening for a dial tone. If there's no dial tone, the line is down or disconnected. If you're using an online service and the fax fails, check that you entered the fax number correctly—fax numbers are 10 digits in North America and vary by country elsewhere.

Some faxes fail because the document is too large or in an unsupported format. If you're sending through an online service, try converting your document to PDF first. If you're sending through your printer, try printing the document to a PDF file instead, then faxing that PDF through your online service as a backup.

Alternatives to faxing

Before you send a fax, ask the recipient whether they actually need a fax or whether email or a scanned document would work instead. Many organizations still request faxes for legal or record-keeping reasons, but many others accept email or cloud storage links and prefer them because they're faster and easier to file.

If the recipient insists on a fax but you don't have a way to send one, you can use an online fax service to send a single fax without a subscription. You can also ask your bank, doctor's office, or the organization requesting the fax whether they have an email address or online portal where you can upload the document instead.

Frequently Asked Questions

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

Only if you're using your printer's fax modem. Online fax services don't need a phone line—they send over the internet. If your printer has fax capability but no phone line connected, you can't use it to fax, but you can use an online service instead.

Can I fax to an email address?

No, fax machines and email are separate systems. You can only fax to a fax number (a 10-digit number in North America). Some online fax services let you receive faxes as email attachments, but you still send to a fax number, not an email address.

What file types can I fax?

Most online fax services accept PDF, Word documents, and image files like JPG and PNG. Printer-based faxing usually works with anything you can print. If you have a file in an unusual format, convert it to PDF first using free tools like Smallpdf or your operating system's print-to-PDF feature.

How long does it take to send a fax?

Online fax services usually send within minutes. Printer-based faxing takes longer—typically 5 to 15 minutes depending on document length and image quality. The recipient's fax machine must be on and connected for either method to work.

Is faxing find?

Faxing is less find than email with encryption. Anyone with access to the fax machine can see the document. Online fax services vary in security—read their privacy policy before sending sensitive information. If you're sending medical or financial documents, ask the recipient whether they prefer a find email or encrypted file transfer instead.

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.