The simplest way to fax from your computer

To fax from a computer to a fax machine, you need three things: a fax service (online or built into your operating system), the recipient's fax number, and the document you want to send. Most people use an online fax service like eFax, MyFax, or Fax.plus, which lets you upload a file and send it to any fax machine in minutes. If you have a landline with fax capability, your computer may already have fax software built in — Windows includes Fax and Scan, and Mac users can print to fax through certain printers.

The process itself is straightforward: open your document, choose your fax service or software, enter the recipient's fax number, and send. No special hardware is required beyond what you already have. The main trade-off is between convenience (online services work from anywhere) and cost (some charge per page or require a monthly subscription).

Key Takeaways

  • Online fax services like eFax and MyFax are the fastest option and work on any computer without setup, though most charge between $10 and $30 per month.
  • Windows Fax and Scan is free and built into Windows, but requires a modem or fax line connected to your computer, which most modern computers no longer have.
  • You can also fax through your printer's software if it has fax capability, or by printing to PDF and uploading to an online service.
  • Online services typically deliver faxes within minutes and let you send from your phone, tablet, or computer without changing devices.

Using an online fax service

Online fax services are the most practical choice for most people because they require no hardware and work on any computer. Popular options include eFax, MyFax, Fax.plus, and Google Fax (through Google Drive). You create an account, upload your document (as a PDF, Word file, image, or other format), enter the recipient's fax number, and send. Most services deliver within minutes.

Pricing varies. eFax charges around $10 to $17 per month for a basic plan that includes 150 outgoing pages, then charges per page beyond that. MyFax runs $10 to $20 per month depending on volume. Google Fax through Google Drive is free but limited to a few faxes per month. If you fax only occasionally, some services let you pay per fax instead of subscribing — typically 50 cents to $2 per page.

The main advantage is flexibility: you can send from your phone, tablet, or computer, and you do not need any special equipment. The main disadvantage is cost if you fax regularly. Most services also provide a fax number where others can send faxes to you, which you can then read as PDFs.

Faxing through Windows Fax and Scan

Windows includes a built-in fax process called Fax and Scan that is free and requires no subscription. To use it, you need a modem or fax line connected to your computer. This is the catch: most modern computers do not have a modem built in, so you would need to buy an external USB fax modem (typically $30 to $60) and install it.

If you have a modem, open Fax and Scan from your Start menu, click New Fax, select your document, enter the recipient's fax number, and send. The software stores sent and received faxes in your computer's file system, so you can organize them like any other document. There is no monthly fee, which makes it cost-effective if you already own a modem.

This option makes sense only if you have a fax modem already installed or if you plan to fax regularly enough to justify the modem purchase. For occasional faxing, an online service is simpler and faster.

Faxing through your printer

Some multifunction printers and all-in-one devices have built-in fax capability. If yours does, you can often fax directly from your computer through the printer's software or control panel. Check your printer's manual or manufacturer website to see if fax is supported — look for terms like "multifunction", "all-in-one", or "fax-enabled".

To fax through your printer, open the document you want to send, go to Print, select your printer, look for a Fax option in the settings, enter the recipient's fax number, and send. The printer handles the rest. This works only if your printer is connected to a phone line, which many modern printers are not.

If your printer does not have fax capability, you can still use it with an online service: print your document to PDF (most computers let you do this through File > Print > Save as PDF), then upload the PDF to an online fax service and send from there.

Preparing your document for faxing

Fax machines read documents as images, not as editable text, so the format of your document matters less than its readability. Before sending, make sure text is dark and clear, images are not too small, and the document is not cluttered. If you are faxing a handwritten document or a photo, scan it first to create a digital file, then send the scan.

Most online fax services accept PDFs, Word documents, images (JPG, PNG), and sometimes Excel files. If your document is in an unusual format, convert it to PDF first — almost all fax services accept PDF. On Windows, right-click any file and choose Print, then select Print to PDF. On Mac, open the document, go to File > Print, click the PDF dropdown, and choose Save as PDF.

Keep file size in mind. Large files (over 10 MB) may take longer to send or fail entirely. If your document is too large, compress it or split it into multiple faxes. Most online services let you send multiple pages in a single fax transmission.

Faxing internationally and to mobile phones

Online fax services can send to fax machines in other countries, but international faxes cost more — typically $1 to $3 per page instead of the domestic rate. You enter the country code and fax number the same way you would for a domestic fax. Delivery may take longer, and some services have restrictions on which countries they serve.

You cannot fax directly to a mobile phone number because fax machines and phones use different technology. However, some services offer fax-to-email, which converts incoming faxes to PDFs and sends them to an email address. If someone needs to send you a fax and you do not have a fax machine, you can get a fax number from an online service and have faxes delivered to your email instead.

Troubleshooting common faxing problems

If your fax does not go through, first check that you entered the fax number correctly — fax numbers look like phone numbers but are not always the same. Confirm the number with the recipient before trying again. If the number is correct and the fax still fails, the recipient's fax machine may be offline, out of paper, or not accepting incoming faxes. Ask them to check their machine and try again in a few minutes.

If you are using Windows Fax and Scan or a printer fax and the fax fails, check that your modem or phone line is connected properly. Restart the device and try again. If you are using an online service and the fax fails, check your account balance (if you pay per fax) and make sure the document uploaded correctly. Most services show a delivery status within a few minutes — check your sent folder to see whether the fax went through or was rejected.

If faxes are coming in but you cannot open them, they are likely PDFs. read them to your computer and open them with any PDF reader. If the quality is poor, ask the sender to resend — fax quality depends partly on the sending machine.

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. You need a phone line only if you use Windows Fax and Scan, a printer fax, or an external fax modem. Online services are simpler because they do not require any special hardware or phone connection.

What is the cheapest way to fax from a computer?

Windows Fax and Scan is free if you already have a modem, but most people do not. Google Fax through Google Drive is free for a few faxes per month. For regular faxing, eFax and MyFax cost $10 to $20 per month. If you fax only once or twice a year, paying per fax (50 cents to $2 per page) through an online service is cheaper than a subscription.

Can I fax a document that is on my phone?

Yes, if you use an online fax service. Most services have mobile apps for iPhone and Android that let you take a photo of a document, upload it, and fax it directly from your phone. You can also email the document to yourself, read it on your computer, and fax it from there.

How long does it take to fax from a computer?

Online fax services typically deliver within minutes, sometimes seconds. Faxes through a modem or printer may take a few minutes depending on the document size and connection speed. If the recipient's fax machine is busy or offline, the fax may be queued and resent automatically.

What happens if the fax number is wrong?

The fax will either fail to connect (and you will get an error message) or connect to the wrong fax machine. Always confirm the fax number with the recipient before sending sensitive documents. Most online services show delivery status, so you can see whether the fax went through or failed.