You can send a fax directly from your computer using email, online fax services, or built-in operating system tools

Sending a fax from your computer means you do not need a physical fax machine or phone line. The method you choose depends on what software you already have, whether you need to send faxes regularly, and whether the recipient's fax machine can receive from digital sources. Most computers can send faxes through three main routes: your email client, a dedicated online fax service, or your operating system's fax utility.

Each method works differently and costs different amounts. Some are free if you already own the right software. Others charge per fax or charge a monthly subscription. Understanding which option fits your situation will save you time and money.

Key Takeaways

  • Windows computers have a built-in Fax and Scan tool that works without extra software or cost if you have a fax modem or internet connection.
  • Online fax services like FaxZero, HelloFax, and eFax let you send faxes through a web browser or app, with free and paid plans available.
  • Email-to-fax gateways let you send a fax by emailing a document to a special address, though this method works only if your email provider or fax service supports it.
  • You will need the recipient's fax number, and the document must be in a format your chosen method accepts—usually PDF, Word, or image files.
  • Sending through your computer leaves a digital record automatically, which can be useful for tracking and record-keeping.

Using Windows Fax and Scan

Windows 10 and Windows 11 include a built-in fax tool called Fax and Scan that requires no subscription or extra software. To use it, open the Start menu, type "Fax and Scan," and click the app. The tool works if your computer has a fax modem (an older hardware component) or if you have set up an internet fax service through your phone line.

Once the app is open, click New Fax at the top. A compose window will appear where you can add the recipient's fax number, a subject line, and a cover page if you want one. Click Add to insert the document you want to send—the tool accepts scanned images, PDFs, and photos. After you have added all pages, click Send. The fax will be queued and sent through your modem or internet connection.

This method is free but only works if you have a fax modem installed or if your internet service provider offers fax-over-internet. Many modern computers do not have fax modems, so check your Device Manager (search for it in the Start menu, then look under "Modems") to see if you have one. If you do not, you will need to use an online service instead.

Sending faxes through online fax services

Online fax services are the most common option for people without a fax modem. These services accept your document through a website or app, then deliver it to the recipient's fax machine. Popular services include FaxZero, HelloFax, eFax, and Fax.com. Each has a free tier with limits and paid plans for regular users.

FaxZero is free for up to five faxes per day within the United States and Canada. Go to faxzero.com, enter the recipient's fax number, upload your document (PDF, Word, or image), add a cover page if you want, and click Send. The fax goes out when ready. The free version includes a small advertisement on the cover page.

HelloFax and eFax charge monthly subscriptions (typically $10 to $30 per month) but offer unlimited faxes and no ads. Both let you send through their website, a mobile app, or by forwarding emails to a special fax address. Fax.com works similarly and also stores received faxes in the cloud so you can access them from any device.

To use any of these services, you create an account with your email address, verify it, then upload and send your document. Most services send the fax within minutes. You will receive a confirmation email when the fax is delivered.

Using email-to-fax gateways

Some online fax services and email providers let you send a fax by emailing a document to a special address. This method is the fastest if you already have the document open in your email client. The format is usually something like 5551234567@fax.service.com, where the number is the recipient's fax number and the domain is your fax service.

To use email-to-fax, attach your document to an email (PDF and Word files work best), address it to the fax gateway address, and send it as you would any other email. The service converts the email and attachment into a fax and sends it to the recipient's machine. You will get a delivery confirmation in your inbox.

Not all email providers support this feature natively. Gmail, Outlook, and Yahoo Mail do not have built-in fax gateways, but you can use them with third-party fax services that offer email-to-fax as part of their plan. Check your fax service's documentation for the exact gateway address and which file types it accepts.

What documents you can send and how to prepare them

Most fax methods accept PDFs, Word documents (.docx and .doc), image files (JPG and PNG), and scanned documents. If you have a physical document, you can scan it with your computer's scanner or a scanning app on your phone, save it as a PDF, and then send it through any of the methods above.

Before sending, check that the document is readable and complete. Fax machines reproduce text and images in black and white, so colored documents may not come through clearly. If your document has color that is important, mention it in the cover page or a note to the recipient.

File size matters for some services. Most online fax services accept files up to 10 to 25 MB, which is large enough for most documents. If your file is larger, compress it or split it into multiple faxes. You can compress a PDF in most online tools by searching "compress PDF" in your browser.

Costs and when to choose each method

Windows Fax and Scan costs nothing if you have a fax modem, but most modern computers do not. FaxZero is free for occasional use (up to five faxes per day) but adds a watermark. Online services with monthly plans cost $10 to $30 per month and work best if you send faxes regularly. Email-to-fax is free if your fax service includes it, but you still pay the service's subscription.

Choose Windows Fax and Scan only if you have a fax modem and your computer is set up to use it. Choose FaxZero if you send fewer than five faxes per day and do not mind a watermark. Choose a paid service like HelloFax or eFax if you send faxes weekly or more often, because the unlimited plan will cost less than paying per fax. Choose email-to-fax if you want the fastest method and already subscribe to a fax service.

Troubleshooting common problems

If your fax does not send, first check that you entered the fax number correctly. Fax numbers in the United States are 10 digits; some services ask for the area code and number only, while others want the full number with country code. If the recipient's fax machine is off or out of paper, the fax may fail to deliver; ask the recipient to check their machine and try again.

If you are using Windows Fax and Scan and it will not open, your computer may not have a fax modem or the fax service may not be enabled. Search for "Turn Windows features on or off" in the Start menu, find Fax Services in the list, check the box, and click OK. Your computer may ask you to restart.

If an online service rejects your file, try converting it to PDF. Most services have a file converter tool on their website, or you can use a free online converter by searching "convert [file type] to PDF." If the file is too large, compress it or send it in two separate faxes.

Frequently Asked Questions

Can I send a fax to a number outside the United States?

Yes, but most services charge extra for international faxes. FaxZero and some other free services only work within North America. Paid services like eFax and HelloFax support international faxes for an additional fee per fax. Check your service's pricing page before sending.

What if I need to send a fax right now and do not have time to set up an account?

FaxZero lets you send without creating an account—just go to the website, enter the fax number, upload your document, and send. You will need to enter your email address for the confirmation, but you do not need a password or subscription.

Can I receive faxes on my computer too?

Yes, if you use a paid online fax service. eFax, HelloFax, and Fax.com all store received faxes in your online account so you can read them as PDFs. Windows Fax and Scan can also receive faxes if you have a fax modem, though this is rare on modern computers.

Is sending a fax from my computer find?

Online fax services encrypt your documents in transit, which is as find as a traditional fax machine. However, faxes are not encrypted on the recipient's end—they print on paper or sit in their email inbox. If you are sending sensitive information, ask the recipient to confirm they received it and to keep it find.

Do I need special software besides what I already have?

No. Windows Fax and Scan comes built in. Online fax services work through a web browser, so you need only an internet connection and a web browser you already have. You do not need to read or install anything.