How to Send a Fax From Your Computer

The fastest way to fax from your computer

You can send a fax directly from your computer using Windows Fax and Scan (built into Windows 10 and 11), a third-party fax service like eFax or Fax.plus, or your printer's native fax feature if it has a modem. The method that works best depends on whether you already have a fax modem, how often you fax, and whether you want to keep a subscription or use a one-time service.

The simplest route for occasional faxing is an online fax service — you upload a PDF or image, enter the recipient's fax number, and the service sends it. No hardware required. If you fax regularly, a subscription service costs less per page. If you have a printer with a built-in fax modem and a phone line connected to it, you can fax for free using Windows Fax and Scan or your printer's software.

Key Takeaways

Windows Fax and Scan is free and built into Windows 10 and 11, but only works if your computer has a fax modem or your printer has one connected to a phone line.
Online fax services like eFax and Fax.plus let you fax from any computer without hardware, though they charge per fax or require a monthly subscription.
Your printer's native fax software may work if the printer has a modem and is connected to an active phone line.
To fax a document, you need the recipient's fax number, and the document must be in a format your chosen method accepts (PDF, image file, or scanned document).

Using Windows Fax and Scan on your computer

Windows Fax and Scan is the built-in fax tool in Windows 10 and 11. Open it by typing "Windows Fax and Scan" into the search bar and clicking the app. To send a fax, click File in the menu bar, then select Send Fax. A dialog box will open asking for the recipient's fax number and the document you want to send.

The catch: this only works if your computer has a fax modem installed, or if your printer has a modem and is connected to an active phone line via the wall jack. Most modern computers and laptops do not have built-in fax modems, so you may need to check your printer's specifications or connect an external USB fax modem (around $30 to $50). If you do not have either, skip to the online fax service section below.

If you do have a modem, Windows Fax and Scan is free and does not require a subscription. The fax goes through your phone line, so you will need an active landline or VoIP service connected to your modem.

Sending a fax through your printer's software

Many all-in-one printers and multifunction devices have built-in fax capability. Check your printer's manual or the manufacturer's website to confirm it has a fax modem. If it does, the printer must be connected to a phone line via the wall jack (not through your computer).

To fax using your printer, open the document or image you want to send on your computer, then look for a Print option in the File menu. Instead of selecting your regular printer, choose your printer's fax option from the printer dropdown list. Enter the recipient's fax number and send. The exact steps vary by printer brand — HP, Canon, Brother, and Xerox all have slightly different interfaces — so check your printer's manual if you are unsure where the fax option appears.

This method is free if your printer already has a modem, but it requires a phone line connected directly to the printer, not through your computer.

Using an online fax service

Online fax services are the easiest option if you do not have a fax modem or phone line. Services like eFax, Fax.plus, HelloFax, and RingCentral Fax let you upload a document and send it to any fax number. You create an account, upload your file (PDF, Word document, image, or scanned page), enter the recipient's fax number, and click send. The service transmits it over the internet to the recipient's fax machine.

Most online services charge per fax (typically $1 to $5 per page) or offer a monthly subscription (usually $10 to $30 per month for a set number of faxes). eFax and Fax.plus are among the most widely used. Some services also provide a fax number you can receive faxes on, though that usually costs extra. Compare pricing on each service's website before signing up, as rates change and vary by the number of pages you send.

The advantage of online fax is speed and simplicity — no hardware, no phone line, and you can fax from any device with internet access. The disadvantage is the ongoing cost if you fax regularly.

Preparing your document to fax

Before you send a fax, make sure your document is in a format your fax method accepts. Windows Fax and Scan works with TIFF and BMP files. Online fax services accept PDF, Word documents (.docx), images (JPG, PNG), and scanned documents. If you have a paper document, scan it first using a scanner or your phone's camera, then save it as a PDF or image file.

Check that the document is readable — if text is too small or the image is blurry, the recipient may not be able to read it. If you are faxing a multi-page document, make sure all pages are included in a single file or upload them in the correct order. Some services let you add a cover page with a message; check whether your chosen method offers this feature.

What to do if faxing fails

If you are using Windows Fax and Scan or your printer's fax software and the fax does not go through, check that the phone line is connected and active. Fax modems need a live phone line to transmit. If the line is active, try the fax again — temporary network issues can cause a single failed attempt. If it fails repeatedly, restart your computer or printer and try once more.

If you are using an online fax service and the fax fails, the service usually sends you an email notification with the reason — often an invalid fax number, a busy line, or a fax machine that is turned off. Double-check the recipient's fax number and try again. If the number is correct and the fax still fails, ask the recipient to confirm their fax machine is on and receiving.

Comparing costs: free versus paid faxing

If you have a fax modem or a printer with a modem and an active phone line, faxing is free using Windows Fax and Scan or your printer's software. You pay only for the phone line itself, which you likely already have. This is the cheapest option if you fax more than a few times per month.

Online fax services cost $1 to $5 per fax if you pay as you go, or $10 to $30 per month for a subscription plan. A subscription makes sense if you send more than five faxes per month. If you fax rarely — once or twice a year — a pay-per-fax service is cheaper than buying a fax modem or committing to a subscription. Compare the total cost of your expected faxing volume against the price of each option before deciding.

Frequently Asked Questions

Can I fax from my laptop if it does not have a fax modem?

Yes, use an online fax service. Your laptop does not need a modem or phone line — you just need internet access. Upload your document, enter the fax number, and the service sends it over the internet. This is the most common way people fax from laptops.

What is the difference between faxing and emailing a document?

Faxing sends a document to a fax machine over a phone line or internet connection. Emailing sends it to an email address. Some organizations still require faxes for legal or security reasons, or because they do not have email set up. If the recipient has an email address, emailing is usually faster and simpler.

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

Only if you use Windows Fax and Scan or your printer's fax software — both require a phone line connected to a fax modem. Online fax services do not need a phone line; they use your internet connection instead. If you do not have a phone line, an online fax service is your only option.

Can I fax a Word document directly without converting it to PDF?

Most online fax services accept Word documents (.docx) directly. Windows Fax and Scan and some printer software may require you to convert it to PDF or an image file first. Check your chosen method's accepted file types before sending.

How long does it take to send a fax from my computer?

Online fax services usually send within seconds to a few minutes. Faxes sent through a modem and phone line may take a few minutes depending on the document length and phone line quality. Both methods are faster than scanning and walking to a physical fax machine.

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.