You can send a fax from your computer using your internet connection, a fax service, or your phone line
Sending a fax from your computer means you do not need a physical fax machine. You have three main routes: use an online fax service (the most common method), send through your email if your company uses a fax gateway, or connect a fax modem to your computer and use fax software. The easiest option for most people is an online service because it requires no hardware and works on any computer with internet access.
The method you choose depends on how often you fax, whether you need to receive faxes, and whether your workplace already has a system in place. A one-time fax might be fastest through a free online service. Regular faxing makes a paid subscription more practical. If your company uses a fax gateway, that is usually the path of least resistance.
Key Takeaways
- Online fax services let you send documents from your computer without owning a fax machine, and most charge per fax or offer monthly plans starting around $10.
- You upload a PDF or image file, enter the recipient's fax number, and the service sends it over the internet to their fax machine.
- Some services offer a free tier that covers a few faxes per month, which works for occasional use.
- If your company uses email-to-fax or a fax gateway, you can send directly from Outlook or Gmail without signing up for a separate service.
- Fax modems and software are an older option that still works if you have a phone line connected to your computer, but they are less common now.
Using an online fax service
Online fax services are the most straightforward method. Popular options include eFax, Fax.plus, HelloFax, and Faxburner. You create an account, upload your document (usually as a PDF, JPG, or PNG), enter the recipient's fax number, and send. The service converts your file and transmits it over the internet to the recipient's fax machine. No special software or hardware is needed beyond your computer and internet connection.
Most services charge either per fax or through a monthly subscription. A single fax typically costs $1 to $3 if you pay as you go. Monthly plans usually start around $10 and include a set number of outgoing faxes per month, plus the ability to receive faxes at a dedicated fax number. Some services offer a free tier that covers a few faxes monthly, which is enough for occasional use.
To send through an online service, log in to your account, click the send or compose button, upload your document, type in the recipient's fax number (including the country code if international), add a cover page if you want, and click send. Most services deliver within minutes. You receive a confirmation email showing whether the fax went through.
Sending faxes through your email
If your workplace uses a fax gateway or email-to-fax system, you can send a fax directly from Outlook, Gmail, or another email client. Your IT department or email administrator sets this up. Typically, you attach your document to an email, address it to a special fax address (often formatted as a phone number followed by the gateway domain, like 5551234567@faxgateway.company.com), and send it as a normal email.
This method is fast if your company already has the system running. You do not need to log into a separate website or remember another password. The fax appears in your email sent folder just like any other message. Ask your IT team or help desk whether your organization uses email-to-fax and what the correct address format is for your system.
Using a fax modem and software
A fax modem is a hardware device that connects to your computer and a phone line, allowing you to send and receive faxes using software installed on your machine. This was the standard method before broadband and online services became common. If your computer still has a phone line connection and you want to avoid monthly fees, a fax modem is an option.
You install fax software (Windows includes Fax and Scan; third-party options include WinFax Pro or Mighty Fax), connect the modem to an active phone line, and use the software to compose and send faxes. The document is converted to a fax format and transmitted through the phone line to the recipient's fax machine. This method ties up your phone line during transmission and is slower than internet-based services, but it works offline and has no monthly cost beyond your phone service.
Most new computers do not include fax modem hardware, so you would need to purchase an external USB fax modem. For most users, this is more trouble than it is worth compared to an online service.
Preparing your document before sending
Before you send, make sure your document is in a format the fax service accepts. Most services take PDF, JPG, PNG, TIFF, and DOC files. If you have a paper document, scan it first using a scanner or a smartphone scanning app (many phones have a built-in scan feature in the camera or notes app). Save the scanned image as a PDF or JPG.
Check that the document is readable and the text is not too small. Faxes are lower resolution than printed documents, so very small text or light colors may not come through clearly. If you are sending a multi-page document, make sure all pages are in a single file or that you upload them in the correct order. Some services let you add a cover page with your name, company, and a message to the recipient.
What information you need to send a fax
You need the recipient's fax number, which looks like a phone number (usually 10 digits in the United States, with area code and number). If the fax is international, include the country code at the beginning. Double-check the number before sending because a wrong digit will route the fax to the wrong machine.
If you are using an online service, you also need an email address to create your account. If you are sending through your company's email gateway, you need to know the correct address format for your organization's system. If you are using a fax modem, you need an active phone line connected to the modem.
Comparing cost and convenience
| Method | Cost | Setup Time | Best For |
|---|---|---|---|
| Online fax service | Free to $3 per fax, or $10–$30/month for plans | 5 minutes (create account) | Occasional or regular faxing; no hardware needed |
| Email-to-fax gateway | Usually included in company plan | Already set up by IT | Workplace faxing; fastest if already available |
| Fax modem + software | $30–$100 for modem; no monthly fee | 30 minutes (install hardware and software) | Offline faxing; rare now |
For most people, an online fax service strikes the best balance. You pay only for what you use, no hardware is required, and the process is straightforward. If you fax regularly, a monthly plan is cheaper than per-fax pricing. If your workplace has email-to-fax set up, that is the fastest route because you are already in your email client.
Frequently Asked Questions
Can I send a fax for free?
Yes. Many online fax services offer a free tier that covers a few faxes per month (usually 2 to 5). Services like Faxburner and some others let you send one or two faxes free each month without a credit card. If you fax rarely, a free tier is enough. For regular use, a paid plan is more practical.
What if the fax does not go through?
The most common reason is an incorrect fax number. Double-check the number and try again. If the number is correct, the recipient's fax machine may be offline, out of paper, or experiencing a line issue. Most services send you a delivery report showing whether the fax was received. If it failed, you can resend at no extra charge on most platforms.
Can I receive faxes on my computer too?
Yes, if you use an online fax service or a fax modem. Online services assign you a dedicated fax number, and incoming faxes arrive as email attachments or appear in your account dashboard. Fax modems can receive faxes directly to your computer if a phone line is connected. Email-to-fax gateways at work typically do not include incoming fax capability.
Do I need special software to send a fax from my computer?
No, not for online services. You just need a web browser and internet access. If you use a fax modem, you need fax software installed on your computer. If your workplace uses email-to-fax, you do not need anything beyond your regular email client.
Is sending a fax from my computer find?
Online services use encryption to protect your documents in transit and at rest. Reputable services comply with HIPAA and other privacy standards if you are sending sensitive documents. Email-to-fax through your company is usually as find as your email system. Fax modems over a phone line are generally find because the transmission is point-to-point, but the recipient's fax machine stores the document in its memory.