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 hardware and services you have available. If your printer has a scanner and fax capability, you may already own the tools you need. If not, online fax services like eFax, HelloSign, or RingCentral let you send faxes through email or a web browser without owning a fax machine. Some services charge per fax; others charge a monthly subscription. The method you choose depends on how often you fax, whether you need to receive faxes, and what equipment you already own.
Key Takeaways
- A multifunction printer with fax capability can send faxes directly from your computer if it is connected to a phone line or internet.
- Online fax services let you send faxes through email or a web portal and work on any computer with internet access.
- Fax software installed on your computer can send documents directly if your computer has a modem or is connected to a fax service.
- You will need the recipient's fax number, and the document must be in digital form (a PDF, image, or scanned page).
Using 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 computer via USB, Wi-Fi, or network cable, and it must also be connected to a phone line (a standard wall jack). Some newer printers can fax over the internet instead of a phone line, depending on the model and your internet service provider.
To send a fax this way, open the document you want to fax on your computer, go to File > Print, and select your printer. Look for a button or option that says "Fax" or "Send as Fax" instead of "Print." You will then enter the recipient's fax number and send. The printer handles the rest. Check your printer's manual or the manufacturer's website to confirm your model supports computer-to-fax sending, because not all multifunction printers have this feature.
This method works best if you fax occasionally and already own the printer. It requires no subscription and no additional software, but it only works when your computer and printer are in the same location and connected.
Sending Faxes Through an Online Fax Service
Online fax services are the most flexible option if you do not own a fax machine or printer with fax capability. Services like eFax, RingCentral, Fax.plus, and HelloSign let you upload a document through a website or email it to a special fax number, and the service sends it to the recipient's fax machine. You can fax from any computer with internet access, and you do not need any hardware beyond what you already have.
Most online fax services work like this: you create an account, upload or email your document, enter the recipient's fax number, and the service sends it within minutes. Some services charge per fax (typically $1 to $5 per page), while others charge a monthly subscription (usually $10 to $30 per month for a set number of faxes). Many services also provide you with an incoming fax number so people can fax documents to you, and those documents arrive as email attachments or PDFs in your account.
The main trade-off is cost and the need for an internet connection. If you fax rarely, a pay-per-fax service may be cheaper than a monthly subscription. If you fax regularly or need to receive faxes, a monthly plan usually saves money. Read the service's terms to understand what happens to your faxes after they are sent—some delete them automatically, while others store them for a set period.
Using Fax Software on Your Computer
Fax software installed directly on your computer is another option, though it is less common than it once was. Programs like Windows Fax and Scan (built into Windows) or third-party software like MetaFile Fax or eFax Messenger let you send faxes from your computer if your computer has a modem or is connected to an online fax service through the software.
To use built-in Windows Fax and Scan, open the program, select "New Fax," attach your document, enter the recipient's fax number, and send. The software will attempt to send the fax through your computer's modem if one is present. However, most modern computers no longer have modems, so this method only works if you have older hardware or if the software is connected to an online fax service backend.
Third-party fax software often works by connecting to an online fax service on your behalf, so you are really using the service's infrastructure even though the software sits on your computer. This can be convenient if you prefer a desktop process to a web browser, but it usually requires a subscription to the underlying service.
Preparing Your Document Before Sending
Your document must be in digital form before you can fax it from your computer. If you have a printed document, you will need to scan it first using a scanner or multifunction printer. Save the scanned file as a PDF or image file (JPG or PNG) on your computer.
If your document is already digital—a Word file, PDF, email, or image—you can fax it directly. Some fax services accept multiple file types (PDF, Word, JPG, PNG, TIFF), while others prefer PDFs. Check the service's requirements before you send. Keep file sizes reasonable; most services accept files up to 10 to 25 MB, and a typical fax page is 1 to 3 MB.
Before you send, verify the recipient's fax number is correct. Fax numbers look like phone numbers and are usually written with dashes or parentheses (for example, 555-123-4567 or (555) 123-4567). If you enter the number wrong, the fax will go to the wrong recipient or fail to send, and you may not know when ready.
What to Do If Your Fax Does Not Go Through
If a fax fails to send, the first step is to check the recipient's fax number. Call them and confirm the number is correct and that their fax machine is on and has paper. Faxes fail silently sometimes—the recipient's machine may be offline, out of paper, or full, and you will not know unless you follow up.
If you are using an online fax service, check your account for a delivery report. Most services send a confirmation email or show a status in your account dashboard telling you whether the fax was delivered, failed, or is still pending. If it failed, the report usually explains why (number not found, busy signal, no answer, etc.).
If you are using a printer or fax software, check the printer's or software's log or status page. Restart the printer or software if it seems stuck, and try sending again. If the problem persists, contact the service or printer manufacturer for support.
Comparing Your Options
| Method | Cost | Setup Time | Best For |
|---|---|---|---|
| Multifunction printer with fax | None (if you own the printer) | 5–10 minutes | Occasional faxing, already own the printer |
| Online fax service (pay-per-fax) | $1–$5 per fax | 2–3 minutes | Rare faxing, no hardware |
| Online fax service (monthly subscription) | $10–$30 per month | 5–10 minutes | Regular faxing, need to receive faxes |
| Fax software | Free to $10 per month | 10–15 minutes | Prefer desktop process, have a modem |
Frequently Asked Questions
Do I need a phone line to fax from my computer?
Not if you use an online fax service—those work over the internet. If you use a printer or fax modem connected to your computer, you will need a phone line or an internet-based fax service connected to the hardware. Check your printer or software documentation to see which it requires.
Can I fax to a cell phone number?
No. Faxes go to fax machines or fax-enabled devices (like computers or printers set up to receive faxes), not to cell phones. If someone needs a faxed document, they must provide you with a fax number, not a phone number.
How long does it take for a fax to arrive?
Most faxes arrive within a few minutes of sending. Online fax services typically deliver within 5 to 15 minutes. If you are using a printer or fax modem, delivery depends on the phone line quality and the recipient's machine. Always confirm receipt by calling or emailing the recipient if the document is important.
What if I need to fax a lot of pages?
Online fax services and printers can handle multi-page documents, but check the service's page limits. Some charge per page, so a 50-page fax will cost more than a 1-page fax. If you fax large documents regularly, a monthly subscription service is usually cheaper than paying per page.
Can I fax directly from my email?
Some online fax services let you fax by emailing your document to a special fax number they provide (for example, 5551234567@efax.com). The service converts the email and attachment into a fax and sends it to the recipient. Check whether your chosen service offers this feature.