You can fax from your computer using email, an online fax service, or fax software—no physical fax machine required
Sending a fax from your computer works through three main routes: email-to-fax services, dedicated fax software, or your printer if it has fax capability built in. The method you choose depends on how often you fax, whether you need a fax number of your own, and what documents you're sending. Most people find email-to-fax services the simplest option because they require no installation and work with documents you already have on your computer.
The basic process is straightforward: you prepare your document (usually a PDF or image file), address it to a fax number formatted as an email address, and send it. The service converts your email into a fax signal and delivers it to the recipient's fax machine. Incoming faxes can arrive back to your email inbox, so everything stays in one place.
Key Takeaways
- Email-to-fax services let you send faxes by emailing a document to a special address; most charge per page or offer monthly plans starting around $5 to $10.
- You format the recipient's fax number as an email address (for example, 5551234567@fax.com, depending on the service), then attach your document and send.
- Your document must be a PDF, image file (JPG, PNG), or Word document; the service converts it to fax format automatically.
- If you need to receive faxes, choose a service that provides you with a dedicated fax number; incoming faxes arrive in your email inbox.
- Some services offer free trials or a small number of free pages per month, so you can test before paying.
Email-to-fax services: the easiest route for occasional use
Email-to-fax services are the most common way to fax from a computer. You sign up with a provider, they give you instructions on how to format the fax number as an email address, and you send your document as an attachment. The service handles the conversion and delivery. Popular providers include eFax, MyFax, Fax.plus, and Hellofax, though many others exist.
Pricing varies. Some services charge per page (typically $0.10 to $0.25 per page), while others offer monthly plans that include a set number of pages. A basic monthly plan often costs $5 to $15 and covers 50 to 150 outgoing pages. If you receive faxes regularly, you'll pay extra for an incoming fax number—usually $5 to $10 per month on top of your sending plan. Many services offer a free trial or a small monthly allowance of free pages, so you can test the service before committing.
The main limitation is that you're dependent on the service staying in business and your account remaining active. If the company shuts down or you cancel, you lose access to any fax number you were using. This matters if clients or contacts have your fax number on file.
How to send a fax through an email-to-fax service
The process is straightforward once you have an account. First, prepare your document as a PDF or image file on your computer. If you have a Word document or other format, convert it to PDF (most programs have a "Save as PDF" or "Export as PDF" option). Make sure the document is clear and readable—fax quality is lower than email, so small text or poor contrast may not come through well.
Next, open your email and compose a new message. In the "To" field, enter the recipient's fax number formatted as an email address according to your service's instructions. For example, if you use eFax, a fax number like 555-123-4567 becomes 5551234567@efax.com. Check your service's website for the exact format, as it varies by provider. Attach your PDF or image file to the email, add a subject line if you want, and send.
The service receives your email, converts the attachment to fax format, and sends it to the recipient's fax machine within a few minutes. You'll usually get a confirmation email telling you whether the fax was delivered successfully. If delivery fails (for example, the fax number is wrong or the machine is offline), the service will notify you, and you can try again.
Fax software and printer-based faxing for regular use
If you fax frequently or need more control over the process, dedicated fax software may be worth the investment. Programs like WinFax Pro (Windows) or eFax Messenger (Windows and Mac) let you send and receive faxes directly from your computer without relying on an email interface. They typically integrate with your printer and scanner, so you can fax documents you've scanned or created in other programs.
Some all-in-one printers and multifunction devices have fax capability built in. If your printer has a fax modem and is connected to a phone line, you can send faxes through the printer's software or through your computer's fax process. This route requires a dedicated phone line (or a line you're willing to use for faxing) and works best if you're already set up with a printer that supports it. Setup can be technical, so check your printer's manual or the manufacturer's website for instructions.
Fax software usually costs $50 to $150 upfront, though some offer subscription models. The advantage is that you own the software and aren't dependent on a service staying in business. The disadvantage is that setup takes more time, and you may need technical knowledge to configure it correctly.
Receiving faxes on your computer
If you need to receive faxes, your options depend on your setup. With an email-to-fax service, you can add an incoming fax number to your account (usually for a monthly fee). Faxes sent to that number arrive in your email inbox as PDF attachments, so you can read and store them like any other email. This is the simplest approach for most people.
If you're using fax software or a printer with fax capability, you can receive faxes directly to your computer. The fax arrives through your phone line and is stored as a file on your hard drive. You'll need a dedicated phone line or a line you're willing to reserve for faxing, and the computer must be on and connected to the phone line when the fax arrives.
Some services offer a hybrid approach: they provide you with a fax number, and incoming faxes are stored in an online account that you access through a website or app. This works well if you receive faxes infrequently and don't want to keep a computer running all the time.
Preparing documents for faxing from your computer
Fax quality is lower than email or printed documents, so preparation matters. If you're sending a scanned document, scan at 200 DPI (dots per inch) or higher for text to remain readable. If you're sending a digital document like a PDF or Word file, make sure text is at least 10 or 11 points and contrast is high (black text on white background works best). Avoid light gray text, watermarks, or background colors that may not transmit clearly.
If you're faxing multiple pages, arrange them in order before you convert to PDF or attach them. Most services accept documents up to 20 to 50 pages, though limits vary. Check your service's specifications if you're sending a long document. Some services charge per page, so a 20-page fax will cost more than a 5-page one.
If your document is already in email or on your computer, you don't need to print and scan it—just convert it to PDF and attach it. This saves time and produces a cleaner fax than scanning a printed copy.
Troubleshooting common faxing problems
If a fax fails to send, the most common cause is an incorrect fax number or formatting. Double-check the number and the email address format your service requires. Some services are picky about hyphens or spaces in the number, so try removing them if the first attempt fails. If the number is correct and the fax still doesn't go through, the recipient's fax machine may be offline or out of paper—ask them to check and try again later.
If you're receiving faxes and they're not arriving in your email, check your spam or junk folder first. Fax service emails sometimes get filtered. If they're not there, log into your fax service account and check whether faxes are being stored in an online inbox instead of being forwarded to email. You may need to adjust your account settings to enable email forwarding.
If you're using fax software or a printer and faxes aren't sending, make sure the phone line is connected and working. Try making a regular phone call on that line to confirm it's active. If the line works but faxing doesn't, restart the fax software or printer and try again. If the problem persists, contact your fax service or printer manufacturer's support line—this usually requires technical troubleshooting specific to your setup.
Frequently Asked Questions
Do I need a fax machine to send or receive faxes?
No. Email-to-fax services let you send faxes from your computer to any fax machine, and you can receive faxes in your email inbox without owning a physical machine. You only need a fax machine if you want to scan paper documents and fax them directly, or if you prefer receiving faxes on paper.
Can I fax a document that's on my phone?
Yes, if you can email it to yourself or save it to cloud storage (like Google Drive or Dropbox), you can read it to your computer and fax it through an email-to-fax service. Some fax services also have mobile apps that let you fax directly from your phone, though this usually requires a paid account.
What if the recipient's fax number has an extension?
Most email-to-fax services don't support extensions. If the fax number has an extension, send the fax to the main number and include a note in the cover page or email asking the recipient to route it to the correct department. Some services let you add a cover page with instructions.
How long does it take for a fax to be delivered?
Most email-to-fax services deliver within a few minutes, though it can take up to 30 minutes depending on the service and the recipient's fax machine. You'll receive a confirmation email telling you whether delivery was successful.
Is faxing through a computer find?
Email-to-fax services use encryption to protect your documents in transit, similar to regular email. However, faxes are not as find as encrypted email or file transfer services. If you're sending sensitive information like medical records or financial documents, check whether your service offers additional security features or compliance with standards like HIPAA.