You can fax directly from your computer using your internet connection, without a physical fax machine
Faxing from a computer works through one of three routes: an online fax service that sends and receives through email, fax software installed on your machine, or your printer's built-in fax feature if it has one. The easiest path for most people is an online service — you upload a document, type in a fax number, and the service transmits it over the internet to a standard fax machine on the other end. No special hardware is needed beyond what you already have.
The document you send arrives as a real fax, not an email. The receiving machine prints it or stores it the same way it would any other incoming fax. From the recipient's perspective, they cannot tell whether you used a machine or a computer.
Key Takeaways
- Online fax services let you send documents through your web browser or email without installing software or owning a fax machine.
- Your printer may have a built-in fax feature that works through your computer if it is connected to a phone line or your network.
- Fax software installed on your computer can send faxes if your modem supports it, though this method is less common on modern machines.
- Sending a fax through any method takes minutes once you have the recipient's fax number and your document ready.
Using an online fax service
Online fax services are the most straightforward option. You create an account on a service's website, upload your document (PDF, Word, image, or scanned paper), enter the recipient's fax number, and click send. The service converts your file and transmits it over the internet to the receiving fax machine. Popular services include eFax, Fax.plus, and HelloFax, though many others exist.
Most services charge a monthly subscription or a per-fax fee. Some offer a free tier that lets you send a limited number of faxes per month. You typically receive a fax number assigned to your account, so people can send faxes back to you — those arrive in your email inbox as attachments or PDFs you can read.
The process takes about two minutes: log in, click the upload button, select your file, type the fax number, and send. The service handles the rest. No phone line is required, and the fax works anywhere you have internet access.
Faxing through your printer
Many modern printers, especially multifunction models that scan and copy, have a fax feature built in. If your printer is connected to a phone line (either directly or through your network), you can send a fax through it from your computer.
The steps depend on your printer model. Generally, you open the document you want to fax, go to File > Print, select your printer, look for a Fax option or button, enter the recipient's fax number, and send. Some printers let you fax directly from their control panel without using your computer at all.
Check your printer's manual or the manufacturer's website to see whether fax is available on your model and what setup is needed. If your printer is not connected to a phone line, this method will not work.
Using fax software on your computer
Fax software installed directly on your computer is less common now but still available. Windows machines with a modem can use the built-in Fax and Scan app (search for it in the Start menu). Mac users have fewer native options, though third-party software exists.
To use Windows Fax and Scan, open the app, click New Fax, compose your message or attach a document, enter the recipient's fax number, and send. The software uses your computer's modem to dial and transmit the fax over a phone line connected to your machine.
This method requires a phone line connected to your computer's modem, which is rare in modern setups. Most people find an online service simpler because it does not depend on hardware you may not have.
What you need before you start
Have your document ready in digital form. If you have a paper document, scan it first using a scanner or your phone's camera and save it as a PDF or image file. Most fax services accept PDF, JPEG, PNG, TIFF, and Word documents.
Get the recipient's fax number. This is a standard phone number that routes to their fax machine. Ask them directly or look it up on their business website or letterhead.
If you are using an online service, create an account and choose a plan. If you are using your printer, make sure it is connected to a phone line and turned on. If you are using fax software, confirm your computer has a modem and a phone line connected to it.
Common problems and how to fix them
The fax did not go through. Check that you entered the fax number correctly — even one wrong digit will cause failure. Confirm the receiving fax machine is on and has paper. If you are using a printer or modem, make sure the phone line is connected and working. Try sending again after a few minutes.
The document looks blurry or unreadable on the other end. Faxes are low-resolution by design, so some blur is normal. If the text is illegible, try scanning at a higher resolution before sending, or ask the recipient whether they received it and can read it. Some fax services let you adjust quality settings.
You cannot find the fax option in your printer menu. Your printer may not have fax capability, or it may need a phone line connection you do not have. Check the printer manual or the manufacturer's support page for your exact model. If fax is not available, use an online service instead.
Your computer does not have a modem. Most modern computers do not. If you want to fax using software or your printer, you will need to add an external modem, which is an extra cost. An online fax service avoids this problem entirely.
Online services versus printer fax versus software
| Method | Cost | Setup | Hardware needed | Best for |
|---|---|---|---|---|
| Online fax service | Free to $15/month depending on volume | Create account, upload document | Internet connection only | Occasional faxing, no phone line available |
| Printer fax | None (if you own the printer) | Connect phone line, select fax from print menu | Multifunction printer, phone line | Regular faxing, already have the printer |
| Fax software | Free (Windows) to $50+ (third-party) | Install software, connect modem and phone line | Modem, phone line | Rare; most people choose online service instead |
Frequently Asked Questions
Can I fax a document that is not scanned yet?
If the document is a digital file on your computer — a Word document, PDF, email, or image — you can fax it directly. If it is on paper, you need to scan it first using a scanner, your phone's camera, or your printer's scan feature. Save it as a PDF or image file, then fax it.
Do I need a phone line to fax from my computer?
Not if you use an online fax service — it works over the internet. You only need a phone line if you are using your printer's fax feature or fax software with a modem. Online services are the easiest option if you do not have a phone line.
How long does it take to send a fax?
Most faxes transmit in under one minute. Online services are usually when ready or take a few seconds. Printer and modem faxes may take longer depending on document size and the receiving machine's speed. You will get a confirmation when the fax is sent.
Can the recipient tell whether I faxed from a computer or a machine?
No. The fax arrives on their end as a standard fax, identical to one sent from a physical fax machine. They cannot tell the difference.
What if I need to receive faxes too?
Online fax services give you a fax number that receives incoming faxes and sends them to your email as attachments. Your printer can receive faxes if it is connected to a phone line. Fax software can also receive if your modem is set up. Online services are the simplest for two-way faxing.