How to Send a Fax From Your Computer

You can send a fax from your computer using your internet connection, without a fax machine or phone line

Sending a fax from your computer works through one of three routes: an online fax service (the most common), fax software on your machine, or your printer's built-in fax feature if it has one. You upload or scan the document, enter the recipient's fax number, and the service transmits it over the internet to their fax machine or email inbox. No traditional fax machine, phone line, or landline required.

The easiest path for most people is an online fax service like FaxZero, eFax, or HelloFax. These work from any device with a web browser. If you send faxes regularly, fax software installed on your computer or a multifunction printer with fax capability may cost less over time. The method you choose depends on how often you fax, whether you need to receive faxes, and whether you want to keep faxes stored digitally.

Key Takeaways

Online fax services let you send documents from your browser without installing software or owning a fax machine.
You will need the recipient's fax number, and the document must be in a format the service accepts (usually PDF, Word, or image files).
Free online services typically limit you to one or two faxes per month; paid plans start around $10 to $20 monthly for unlimited sending.
Multifunction printers with fax capability can send faxes directly from the printer's control panel if your computer is connected to it.
Fax software installed on your computer works offline and stores sent faxes locally, but requires setup and may cost $50 to $200 upfront.

Using an online fax service from your browser

Online fax services are the fastest way to send a fax if you do not already have fax software or a fax-capable printer. You visit the service's website, upload your document, enter the recipient's fax number, and send. No installation, no phone line, no fax machine. The service converts your document to a fax format and transmits it over the internet to the recipient's fax machine or email inbox.

FaxZero is free for up to two faxes per month within the United States and Canada, though it adds a cover page with its branding. eFax and HelloFax charge monthly subscriptions (typically $10 to $20) but offer unlimited sending, cloud storage of your faxes, and the option to receive faxes at a dedicated fax number. Some services also let you schedule faxes to send at a later time.

To send a fax through an online service, you will need the recipient's fax number in the format your service requires (usually with or without hyphens and dashes — the service will tell you). Have your document ready as a PDF, Word file, image file (JPG or PNG), or other format the service accepts. Upload it, fill in the recipient's fax number and your contact information, review the preview, and send.

Sending a fax through your printer's built-in fax feature

Many multifunction printers (all-in-one devices that print, scan, and copy) have a fax feature built in. If your printer has fax capability, you can send a fax directly from the printer's control panel or from your computer through the printer's software, without using a separate online service. This works best if your printer is connected to your computer via USB or your home network.

To send a fax through your printer, open the document on your computer, select "Print," choose your printer from the list, and look for a "Fax" or "Send as Fax" option in the printer settings. Some printers also let you scan a physical document at the printer itself and fax it directly. Check your printer's manual or the manufacturer's website to confirm whether your model supports faxing and what setup steps are required.

Printer-based faxing usually requires your printer to be connected to a phone line or, in newer models, to the internet. Older printers may need a phone line connection; newer models can fax over your broadband connection. If your printer does not have fax capability, you will need to use an online service or fax software instead.

Installing fax software on your computer

Fax software runs on your computer and lets you send and receive faxes without relying on an online service. You install the software, configure it with your fax number and modem or internet connection, and then send faxes from within the software or directly from other programs on your computer. Windows includes a built-in fax feature called Windows Fax and Scan (on Windows 10 and earlier); macOS does not have a native fax tool, so Mac users typically use third-party software or online services.

To use Windows Fax and Scan, search for "Windows Fax and Scan" in your Start menu and open it. You will need a fax modem (a hardware device that connects to a phone line) or an internet fax account linked to the software. If you do not have a modem, you can configure the software to work with an online fax service's API (a technical connection that lets the software talk to the service). Third-party fax software like MetaFAX, eFax Corporate, or Mighty Fax offers more features and works on both Windows and Mac, but typically costs $50 to $200 upfront or $10 to $30 per month.

Fax software is most useful if you send faxes regularly and want to store them on your computer for record-keeping. It also works offline if you have a fax modem, so you do not depend on internet connectivity at the moment you send. However, setup is more complex than using an online service, and you will need to maintain the software as your operating system updates.

What documents you can fax and file format requirements

Most online fax services and fax software accept documents in PDF, Microsoft Word (.docx), image files (JPG, PNG, TIFF), and sometimes Excel or PowerPoint. If you have a physical document, scan it to your computer first using a scanner or your printer's scan feature, then upload the scanned file. If you have a digital document already (a Word file, a PDF, an email attachment), you can send it directly without scanning.

File size limits vary by service. Most online fax services accept files up to 10 to 25 MB per fax, which covers most documents. If your file is larger, compress it or split it into multiple faxes. Some services also let you fax directly from your email by attaching a document and sending it to a special fax address the service provides, though this feature is less common on free plans.

Receiving faxes on your computer

If you need to receive faxes as well as send them, your options depend on your setup. Online fax services like eFax and HelloFax assign you a dedicated fax number; incoming faxes arrive in your online account or are forwarded to your email as PDF attachments. You do not need a fax machine or phone line. Fax software with a modem can also receive faxes directly to your computer, though this requires a phone line connection and the software to be running.

Receiving faxes through an online service is simpler for most people because it requires no hardware and faxes are stored in the cloud. You can access them from any device. Fax software is better if you want faxes stored locally on your computer or if you need to receive faxes offline. Multifunction printers with fax capability can also receive faxes and store them in the printer's memory or forward them to your email, depending on the model.

Cost comparison: free, monthly, and one-time options

Online fax services offer three pricing models. Free services like FaxZero let you send one or two faxes per month at no cost, with limitations like cover page branding or slower transmission. Monthly subscription services (eFax, HelloFax, RingCentral Fax) typically cost $10 to $30 per month for unlimited sending and receiving, cloud storage, and a dedicated fax number. Some services offer pay-per-fax pricing at $0.50 to $2 per fax if you send only occasionally.

Fax software is a one-time purchase of $50 to $200, or a monthly subscription of $10 to $30 if you choose a cloud-based option. If you send faxes regularly (more than 10 per month), software or a monthly service plan usually costs less than pay-per-fax pricing. If you send fewer than five faxes per month, a free online service or occasional pay-per-fax charges are more economical.

Multifunction printers with fax capability have no ongoing fax cost beyond your internet connection, but the printer itself costs $200 to $500 upfront. This is cost-effective only if you also need the printer's other functions (printing, scanning, copying).

Troubleshooting common fax sending problems

If a fax fails to send, the most common causes are an incorrect fax number, an unsupported file format, or a file size that exceeds the service's limit. Double-check the recipient's fax number for typos, including the area code and any required prefixes (some fax numbers need a 1 before the area code). Verify that your document is in a format the service accepts — if you are unsure, convert it to PDF first.

If you are using fax software with a modem, check that the modem is properly connected and recognized by your computer. Open Device Manager (Windows) or System Report (Mac) and look for the modem in the list of devices. If it is missing or marked with an error, the driver may need updating. Visit the modem manufacturer's website to read the latest driver for your operating system.

If an online service says the fax was sent but the recipient did not receive it, the recipient's fax machine may be offline, out of paper, or not accepting incoming faxes. Ask the recipient to confirm their fax number and check their machine. Some fax machines also have settings that block incoming faxes from certain numbers or sources; the recipient may need to adjust those settings.

Frequently Asked Questions

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

No. Online fax services and newer multifunction printers send faxes over your internet connection, not a phone line. Only older fax modems and some traditional fax machines require a phone line. If you use an online service or a modern printer with internet faxing, broadband is all you need.

Can I send a fax to an email address instead of a fax number?

Some online fax services can convert a fax to a PDF and email it to an email address, but this is not standard faxing — it is a workaround. True faxing requires a fax number. If the recipient prefers email, ask them for their email address and send the document directly instead of faxing.

What happens if the fax number is wrong?

If you enter an incorrect fax number, the service will attempt to send to that number. If no fax machine answers, the transmission will fail and you will receive a delivery failure notice. Most services let you resend the fax to a corrected number at no extra charge. Always verify the fax number with the recipient before sending important documents.

Can I fax from my phone instead of my computer?

Yes. Most online fax services have mobile apps for iPhone and Android that work the same way as the web version — you upload a document, enter a fax number, and send. Some services also let you fax by taking a photo of a document with your phone's camera.

Is faxing over the internet as find as a traditional fax machine?

Online fax services encrypt your documents in transit and at rest, which is comparable to or better than traditional fax security. However, if security is critical (medical records, legal documents, financial information), confirm that the service uses encryption and ask about their data retention and privacy policies. Some services offer HIPAA-compliant faxing for healthcare use.

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.