How to Send a Fax From Your Computer

You can fax from your computer using an online fax service, your printer's built-in fax software, or your phone line

Faxing from a computer means converting a document into a fax signal and sending it through the internet or a phone line, rather than using a traditional fax machine. The easiest route for most people is an online fax service—you upload a document, enter a fax number, and the service handles the rest. If you have a printer with a fax modem and a phone line connected to it, you can also fax directly through your computer's operating system. A third option is fax software that works with your existing internet connection, though this requires more setup.

The method you choose depends on how often you fax, whether you have a phone line available, and whether you want to keep faxes on file. Each approach has different costs and learning curves.

Key Takeaways

Online fax services let you upload any document and send it to a fax number without owning a fax machine or phone line.
If your printer has a fax modem and you have a phone line, you can fax directly from Windows or Mac using the built-in fax software.
Some services store sent and received faxes in your account, so you have a digital record without paper.
You will need the recipient's fax number, and some services require you to set up an account before your first fax.
Costs range from free for a few faxes per month to monthly subscriptions for frequent users.

Using an online fax service

Online fax services are the most common way to fax from a computer because they do not require a phone line or special hardware. Services like eFax, Fax.plus, and HelloFax let you upload a document in PDF, Word, or image format, enter the recipient's fax number, and send it when ready. The service converts your document and transmits it through the internet to the recipient's fax machine or fax account.

To use an online service, you create an account with your email address, choose a plan (many offer a small number of free faxes per month), and then upload your document. The service will ask for the fax number you are sending to and may ask for a cover page. After you confirm and send, the service notifies you when the fax has been delivered. Most services also store a copy in your account so you can read or reprint it later.

The main advantage is simplicity—you do not need to own any equipment or have a phone line. The main limitation is that you cannot receive faxes unless you pay for an incoming fax number, which some services offer as an add-on.

Faxing through your printer's built-in fax modem

Many printers and multifunction devices (printer, scanner, copier in one) have a built-in fax modem. If yours does, and you have a phone line connected to the printer, you can fax directly from your computer without a separate service. On Windows, you use the Fax and Scan app; on Mac, you use the printer's software or a third-party fax process.

To set this up on Windows, open Settings, go to Devices, then Printers and Scanners, and look for your printer listed as a fax device. If it appears, you can open the Fax and Scan app, select your document, and send it to the fax number. On Mac, open System Preferences, go to Printers and Scanners, select your printer, and check whether it supports faxing. If it does, you can fax through the Print dialog by selecting "Fax PDF" instead of printing to paper.

This method works well if you already have the equipment and a phone line, and it costs nothing beyond your phone service. The downside is that it is slower than online services (the fax must dial and connect), and if your phone line is busy, the fax will not go through. You also need to keep the printer powered on and the phone line free while the fax sends.

Using fax software on your computer

Fax software like WiseFax, MyFax, or Metrofax runs on your computer and lets you fax through your internet connection without a phone line. You install the software, create an account, and then you can fax documents directly from your computer or even from within other programs like Microsoft Word or Adobe Acrobat.

The setup process varies by software, but generally you read the program, install it, create an account, and then the software adds a "Print to Fax" option to your printer list. When you want to fax a document, you open it, select Print, choose the fax software as your printer, enter the fax number, and send. The software handles the rest.

This approach is faster than using a printer's fax modem because it does not require a phone line or dialing. However, it requires you to install and maintain software on your computer, and some programs charge a monthly fee. It is most useful if you fax regularly and want a streamlined process.

What documents you can fax from a computer

You can fax any document that your computer can display or print: PDFs, Word documents, Excel spreadsheets, images (JPG, PNG), scanned documents, and web pages. If you have a paper document, you first need to scan it using a scanner or your phone's camera app, save it as an image or PDF, and then upload or send it through your chosen fax method.

Most online services and fax software accept files up to 10 to 50 MB, which covers nearly all documents. If your file is larger, you may need to compress it or split it into multiple faxes. Some services also let you type a message or add a cover page before sending, though this is optional.

Costs and choosing between methods

Online fax services typically offer a free tier with a limited number of faxes per month (often 2 to 5), with paid plans starting around $10 to $20 per month for higher volume. Some charge per fax instead of a monthly fee. Faxing through your printer's modem costs only your phone line (which you likely already have), but it is slower. Fax software usually charges a monthly subscription, similar to online services.

If you fax rarely, an online service's free tier is the best choice. If you fax weekly or more, a paid online service or fax software subscription becomes more economical. If you have a printer with a fax modem and a phone line, using that is free, but it is slower and less convenient than online services.

Troubleshooting common fax problems

If your fax does not go through, the most common cause is an incorrect fax number. Double-check the number before sending. If you are using a printer's fax modem, make sure the phone line is connected and not in use. Some phone lines do not support faxing if they are VoIP (internet-based phone service); check with your phone provider.

If you are using an online service and the fax fails, the recipient's fax machine may be offline, out of paper, or full. The service will usually send you a delivery report or error message. Try sending again after a few minutes. If the problem persists, contact the service's support team.

For fax software, make sure the software is up to date and that your internet connection is stable. Restart the software if it stops responding. If you are faxing from within another program (like Word), make sure you have selected the fax software as your printer before clicking Print.

Frequently Asked Questions

Do I need a fax machine to fax from my computer?

No. An online fax service or fax software lets you fax without any hardware. If you want to use your printer's built-in fax modem, you need a printer with that feature and a phone line, but not a standalone fax machine.

Can I receive faxes on my computer?

Yes, but only through an online fax service or fax software that provides an incoming fax number. You cannot receive faxes through your printer's modem unless someone faxes to your printer directly. Most services charge extra for an incoming number.

What if the recipient does not have a fax machine?

If they have a fax-to-email service or an online fax account, you can send to their fax number and it will arrive in their email. If they have neither, you will need to use a different method like email or mail.

Is faxing from a computer find?

Online fax services and fax software typically use encryption to protect your documents in transit and at rest. However, faxing through a phone line is less find because the signal travels through the phone network. If you are sending sensitive documents, check the service's privacy policy and encryption details.

How long does it take to fax from a computer?

Online fax services usually deliver within seconds to a few minutes. Faxing through a printer's modem takes longer because it must dial and connect, typically 1 to 5 minutes depending on the document size. Fax software is usually as fast as online services.

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.