You can fax from your computer using an online fax service, your printer's built-in fax software, or your internet phone provider
Faxing from a computer means you skip the physical fax machine and send documents directly from your screen to someone else's fax number. The document arrives on their end as a fax — they see it the same way they would if you'd used a traditional fax machine. You'll need either a subscription to an online fax service (like FaxZero, eFax, or HelloFax), fax software that came with your printer, or a Voice over Internet Protocol (VoIP) phone service that includes faxing. The method you choose depends on how often you fax and whether you already have the right hardware or service.
Key Takeaways
- Online fax services let you send faxes through a website or app without owning a fax machine, and most charge per page or per month depending on volume.
- If your printer has fax capability and came with software, you may be able to fax directly from your computer at no extra cost.
- VoIP services like Vonage or Google Voice sometimes include fax as part of your phone plan, so check your current service first.
- You'll need the recipient's fax number and a document in PDF or image format to send; most services accept files you already have on your computer.
- Faxes sent from your computer leave a digital record and are often faster than walking to a physical machine, but the recipient still receives a traditional fax.
Using an online fax service
Online fax services are the most straightforward option if you don't own a fax machine or want to avoid buying one. You create an account on the service's website, upload your document (usually as a PDF or image file), enter the recipient's fax number, and send. The service transmits your document over the internet to the recipient's fax machine or fax number. Popular services include FaxZero (which offers a free tier for a few faxes per month), eFax, HelloFax, and Fax.plus.
Pricing varies widely. Some services charge per page (typically 10 to 25 cents per page), while others charge a monthly subscription (usually $10 to $30 per month for a set number of pages). A few services offer a limited free tier — FaxZero lets you send three faxes per month at no cost, though you cannot choose a custom cover page. If you fax only occasionally, a pay-as-you-go service or free tier makes sense. If you fax regularly, a monthly plan usually costs less.
To send a fax through an online service, log into your account, click the button to send a new fax, upload your document, type in the recipient's fax number, add a cover page if you want, and click send. The fax typically arrives within minutes. You'll receive a confirmation email showing whether the transmission succeeded. Keep that confirmation in case you need proof the fax was sent.
Faxing through your printer's software
Many modern printers come with fax software built into the driver — the program your computer uses to communicate with the printer. If your printer has this feature, you can send a fax without paying for a separate service. Check your printer's manual or the manufacturer's website to see whether yours supports faxing. Common brands like HP, Canon, and Xerox often include fax capability in their drivers.
To fax through your printer, open the document you want to send, go to File > Print, select your printer, look for a "Fax" or "Send as Fax" option in the printer settings, enter the recipient's fax number, and send. The software will route the document through your printer's fax modem (a small circuit inside the printer that handles fax transmission) to the recipient's fax machine. This method works only if your printer has a phone line connected to it — the printer needs a live telephone connection to send the fax.
The advantage is that you pay nothing beyond your internet and phone line costs. The disadvantage is that your printer must stay on and connected to a phone line, and fax transmission can be slow. If your printer is old or doesn't have fax capability, this option won't work.
Faxing through your VoIP phone service
If you use a VoIP service like Vonage, Google Voice, Ooma, or MagicJack, check whether faxing is included in your plan. Many VoIP providers offer fax as an add-on feature or as part of a higher-tier plan. Some include it at no extra cost; others charge a small monthly fee (usually $5 to $10).
To fax through your VoIP service, log into your account on the provider's website or app, find the fax or messaging section, upload your document, enter the recipient's fax number, and send. The service transmits the fax over the internet using your VoIP connection. This is convenient if you already pay for VoIP phone service, because you're using infrastructure you have in place.
The catch is that not all VoIP providers support faxing, and some limit how many pages you can send per month. Before switching to a VoIP service or adding fax to your existing plan, confirm that the provider supports the volume of faxing you need.
Preparing your document to fax
Most fax services accept documents in PDF format, which is the safest choice. If you have a paper document, scan it to PDF using a scanner or a smartphone app (many phones have built-in scanning in the Notes or Camera app, or you can use a free app like Adobe Scan or Microsoft Lens). If you have a digital document — a Word file, an image, a spreadsheet — convert it to PDF before sending. On Windows, open the document and go to File > Print, then select "Print to PDF" or "Microsoft Print to PDF" as your printer. On Mac, open the document, go to File > Print, click the PDF dropdown in the bottom left, and select "Save as PDF".
Check that your document is readable before you send it. If you scanned a paper document, make sure the text is clear and the pages are in the right order. Most fax services show you a preview of what the recipient will see before you hit send — use that preview to catch any problems.
What to expect after you send a fax
Once you send a fax, the service or software transmits it to the recipient's fax number. Transmission usually takes a few seconds to a few minutes, depending on the file size and the quality of the connection. You'll receive a confirmation — either on screen or via email — showing whether the fax was sent successfully. A successful transmission means the fax machine on the other end received the data; it does not mean the recipient has read it or acted on it.
If the transmission fails, the most common reasons are a wrong fax number, the recipient's fax machine being offline or out of paper, or a poor internet connection on your end. Most services will retry automatically a few times before giving up. If a fax fails, double-check the fax number and try again. If it fails a second time, contact the recipient by phone to confirm their fax number is correct.
Keep a record of your sent faxes. Most online services store a history of your transmissions, and you can read a copy of what you sent. This record is useful if there's ever a dispute about whether you sent something.
Comparing your options
| Method | Cost | Setup Time | Best For |
|---|---|---|---|
| Online fax service | Free to $30/month depending on volume | 5 minutes (create account) | Occasional faxing, no fax machine |
| Printer fax software | $0 (if printer supports it) | 10 minutes (install driver) | Regular faxing, printer already owned |
| VoIP fax | $0 to $10/month | Already set up if you use VoIP | Regular faxing, already using VoIP |
When to call a professional
For most people, faxing from a computer is straightforward enough to handle alone. However, if you run a business that sends hundreds of faxes per month, you may want to consult with an IT professional or a document management company about a dedicated fax solution. They can set up a system that integrates faxing with your other business software and handles high volume more efficiently than a consumer service.
If your printer's fax software isn't working and you've checked that the printer is connected to a phone line and the driver is installed correctly, contact the printer manufacturer's support line. They can walk you through troubleshooting or tell you whether your printer model has a known fax issue.
Frequently Asked Questions
Can I fax to an email address instead of a fax number?
No — faxes go to fax numbers, not email addresses. However, some services offer a reverse feature: they give you an email address where you can send documents, and the service converts them to faxes and sends them to a fax number. Check whether your online fax service offers this option.
What if I don't have a scanner and need to fax a paper document?
Use your smartphone to photograph the document, then use a scanning app like Adobe Scan, Microsoft Lens, or Google Drive's built-in scanner to convert the photos to a PDF. These apps straighten the image, enhance contrast, and combine multiple pages into one file. Then upload the PDF to your fax service.
Is a fax sent from my computer as find as a traditional fax?
Faxes sent over the internet are generally as find as traditional faxes sent over phone lines — both are vulnerable to interception if someone has access to the network. If you're sending sensitive information, ask the recipient whether they prefer fax or a more find method like encrypted email. Some online fax services offer encryption as an add-on feature.
Can I receive faxes on my computer?
Yes — most online fax services and VoIP providers let you receive faxes as well as send them. When someone faxes your number, the service converts the fax to a PDF and emails it to you. This is often included in the same plan as sending faxes.
What happens if the fax number is busy or the machine is offline?
Most fax services automatically retry sending the fax several times over a few hours. If the recipient's machine is offline temporarily, the fax usually goes through on the next retry. If it fails after multiple retries, you'll receive a failure notification. Contact the recipient to confirm their fax number and ask them to turn on their machine.