How to Send a Fax From Your Computer

The fastest way to fax from your computer

You can fax a document directly from your computer using an online fax service, your printer's built-in fax feature, or fax software. The easiest route depends on whether you already have the right hardware and whether you need to send faxes regularly or just once.

If your printer has a fax modem and a phone line connected to it, you can fax through your printer's control panel or software without paying anything. If your printer lacks fax capability or you do not have a phone line, an online fax service (which costs a few dollars per month or per fax) lets you send from any computer with internet access. Fax software is a third option, but it requires your computer to have a fax modem — a feature that is rare on modern machines.

Key Takeaways

• Printer-based faxing is free if your printer has a fax modem and a phone line, but requires you to scan the document first and use the printer's software.
• Online fax services work from any computer with internet access and let you fax directly from your email or a web browser, though they charge per fax or per month.
• You need the recipient's fax number and, for most services, their name and company to complete the fax.
• Faxing through your computer takes 2 to 5 minutes once the document is ready, but delivery confirmation may take a few hours.

Faxing through your printer (free, if you have the hardware)

Check whether your printer has fax capability by looking at the printer's manual or the manufacturer's website — search for your printer model and "fax modem" or "fax function". If it does, you will need a phone line connected directly to the printer's phone jack. This is a standard landline connection, not a cell phone or internet phone service.

Once the phone line is plugged in, place the document in the printer's automatic document feeder or on the flatbed scanner. Open the printer's software on your computer (usually found in your Start menu under Devices and Printers on Windows, or System Preferences on Mac). Look for a "Fax" or "Send Fax" option. Enter the recipient's fax number, their name, and your own name or company. Review the preview to make sure the document scanned correctly, then click Send. The fax will dial and transmit — this usually takes 1 to 3 minutes depending on the document length.

The printer will display a confirmation message when the fax goes through. Keep this confirmation in case you need proof the fax was sent. If the fax fails (usually because the line was busy or the number was wrong), the printer will tell you and let you try again.

Faxing through an online service (works from any computer)

Online fax services let you send faxes from your computer's web browser or email without needing a printer with fax capability. Common services include eFax, Fax.plus, and HelloFax. Most charge between $5 and $20 per month for a set number of faxes, or $1 to $3 per fax if you send only occasionally.

To use an online fax service, create an account on the service's website and upload the document you want to fax (as a PDF, Word file, or image). Enter the recipient's fax number, their name, and your own information. Review the preview, then click Send. The service will transmit the fax over the internet to the recipient's fax machine. You will receive a confirmation email within a few minutes, though the actual fax may take up to an hour to arrive on the other end.

Some online fax services also let you send faxes directly from your email — you attach the document to an email and send it to a special fax number the service provides. This is faster if you are already working in your email program. Check whether the service you choose offers this feature before signing up.

Preparing your document before you fax

Before you send the fax, make sure the document is in a format the fax service will accept. Most services take PDF files, image files (JPG, PNG), Word documents, and Excel spreadsheets. If your document is on paper, scan it first using your printer's scanner or a standalone scanner app on your phone.

Check that the document is readable — faxes compress images, so text that is too small or light may become hard to read on the other end. If you are faxing a handwritten document or a photocopy, scan it at 300 DPI (dots per inch) or higher to keep it clear. Combine multiple pages into a single file before uploading, or upload them one at a time if the service requires it.

Make sure you have the correct fax number. Fax numbers look like phone numbers but are not the same — confirm the number with the recipient before sending. If you send to the wrong number, the fax will go to someone else's machine, and you will not be able to retrieve it.

What happens after you send the fax

Once you click Send, the fax service or printer will attempt to dial the recipient's fax machine. If the line is busy or the machine is off, the service will usually retry automatically a few times over the next hour or two. You will receive a confirmation email or message telling you whether the fax went through.

Keep the confirmation message — it shows the date, time, and recipient number, and serves as proof that you sent the fax. If the recipient later claims they did not receive it, you can show them the confirmation. However, a successful transmission confirmation does not may provide the recipient actually printed or read the fax — it only means the fax machine received it.

If the fax fails after several retries, the service will notify you with an error code. Common reasons include a wrong number, the recipient's machine being off, or a poor connection. Try the fax number again, or contact the recipient to confirm it is correct.

Common mistakes to avoid

The most common mistake is entering the wrong fax number. Double-check the number before sending, and if possible, call the recipient's phone number first to confirm their fax number matches what they gave you in writing.

Another mistake is sending a document that is too large. Most fax services have a file size limit (usually 10 to 25 MB), and very long documents may take a long time to transmit. If your document is over 20 pages, consider splitting it into two faxes.

Do not assume the fax arrived just because you got a confirmation message. Confirmation only means the fax machine received the signal — not that the recipient printed it or saw it. For important documents, follow up with a phone call or email to confirm the recipient got it.

Frequently Asked Questions

Can I fax a document if I do not have a printer?

Yes. An online fax service is your best option. You upload the document from your computer, enter the fax number, and send it through the service's website. You do not need any hardware other than a computer and internet connection.

How long does it take for a fax to arrive?

Transmission usually takes 1 to 5 minutes depending on the document length and the quality of the phone or internet connection. However, the recipient may not see it right away if their fax machine is off or their inbox is full. You will get a confirmation that the fax was sent, but not a confirmation that the recipient printed it.

What if the fax number is busy?

Most fax services and printers will retry automatically several times over the next hour or two. If it continues to fail, the service will send you an error notification. Try again later, or contact the recipient to confirm the number is correct and their machine is turned on.

Is faxing from my computer find?

Faxing through a printer connected to your own phone line is as find as a regular fax. Online fax services encrypt your documents in transit, but they are stored on the service's servers. If you are sending sensitive information, check the service's privacy policy and choose one that offers encryption and compliance with regulations like HIPAA if needed.

Can I fax to multiple numbers at once?

Most online fax services let you enter multiple fax numbers in a single submission, and they will send the same document to all of them. Your printer's fax software may also have this feature — check the software's Send menu. This is faster than sending individual faxes one at a time.