You can fax from email using your email provider's built-in fax feature, a third-party fax service, or your printer's fax capability

Most email providers now include a fax option directly in your inbox or compose window. Gmail, Outlook, and Yahoo all offer ways to send faxes without leaving your email. If your email provider doesn't have this built in, you can use a standalone fax service like eFax, HelloFax, or Fax.Plus, which work by converting your email into a fax and sending it to a phone number. Some modern printers also let you fax documents through their companion app or web portal.

The method you choose depends on how often you fax, whether you need a fax number to receive faxes, and whether you want to pay per fax or use a subscription. If you fax once or twice a year, Gmail or Outlook's per-fax option is cheapest. If you fax regularly or need to receive faxes, a third-party service with a monthly plan makes more sense.

Key Takeaways

  • Gmail, Outlook, and Yahoo have fax features built into their email interfaces, usually found in the compose window or settings menu.
  • Third-party fax services like eFax and HelloFax let you fax from any email address and typically charge per fax or offer monthly plans.
  • You need the recipient's fax number, not their email address, and the document must be in a format your fax service accepts (usually PDF, Word, or image files).
  • Faxes sent from email usually arrive within minutes, but some services queue them during off-hours or if the receiving fax machine is busy.

Faxing through Gmail

Gmail's fax feature is called Google Fax, and it appears as an option in your compose window. To use it, open a new email, click the three-dot menu at the bottom left of the compose box, and select "Fax" if it appears. You'll be taken to a fax form where you enter the recipient's fax number, upload your document, and pay per fax. The document must be a PDF, image file, or Word document.

If you don't see the fax option in your compose menu, it may not be available in your region or account type. You can also access Google Fax through the Google Play Store or by visiting Google's fax page directly. The fax is sent from your Gmail account, and you'll receive a confirmation email when it goes through. Pricing varies by region, but most services charge between $1.50 and $2.50 per page.

Faxing through Outlook

Outlook includes a fax feature called Microsoft Fax, available in the ribbon menu at the top of the compose window. Click "Fax" and enter the recipient's fax number in the format your service requires, usually with country code and area code. You can attach documents directly from your computer or OneDrive, and the fax is sent when ready or queued if the receiving machine is busy.

Like Gmail, Outlook charges per fax, and pricing depends on your region. The fax appears in your Sent folder with a delivery status, so you can track whether it went through. If the fax fails, Outlook will notify you and may offer to retry automatically. This option works well if you fax only occasionally and don't want to set up a separate account.

Using a third-party fax service

Services like eFax, HelloFax, and Fax.Plus work with any email provider and are useful if you fax regularly or need a dedicated fax number to receive incoming faxes. You create an account, and the service gives you an email address or phone number to use for faxing. To send a fax, you either email your document to a special address (like yourname@efax.com) with the recipient's fax number in the subject line, or you log into the service's website and upload the document there.

These services typically charge a monthly subscription ranging from $10 to $30 depending on how many faxes you send, or let you pay per fax. The advantage is that you also get a fax number where others can send you faxes, and they're stored in your online account. Most services accept PDF, Word, Excel, image files, and sometimes plain text. Faxes usually arrive within a few minutes, but may be delayed if the receiving fax machine is offline or busy.

What documents work and what doesn't

Email-based fax services accept most common file types: PDF, JPEG, PNG, TIFF, Microsoft Word, Excel, and PowerPoint. The document is converted to a fax-compatible format (usually TIFF or PDF) before being sent to the fax machine on the other end. This means the recipient sees a scanned image of your document, not an editable file.

Some services have limits on file size, often 25 MB or less, or the number of pages per fax. If your document is larger, you may need to split it into multiple faxes or compress the file. Handwritten documents, photos, and scanned images work fine — the fax machine will reproduce them as they appear in your file. Check your service's documentation for the exact file types and size limits it accepts.

How to enter the fax number correctly

The fax number format matters. Most services accept numbers in standard phone format: a country code (like +1 for the United States), area code, and the seven-digit number. For a US fax, that's usually +1-555-123-4567 or 1-555-123-4567. Some services also accept numbers without the country code if you're faxing within the same country.

If you're faxing internationally, include the country code. For example, a UK fax would start with +44, and a Canadian fax with +1. Check the service's instructions for the exact format it expects — some want hyphens, some want spaces, and some want no separators at all. If the number is rejected, try removing any hyphens or spaces and entering only digits, then contact the recipient to confirm the number is correct.

Troubleshooting faxes that don't go through

If your fax fails, the most common reasons are an incorrect fax number, a receiving fax machine that's offline or out of paper, or a busy signal. Most services will notify you by email if the fax didn't go through and may offer to retry automatically. Before retrying, double-check the fax number with the recipient — a single wrong digit will cause the fax to go to the wrong machine.

If the receiving fax machine is busy, your service may queue the fax and try again later, usually within a few hours. Some services retry for up to 24 hours. If you need the fax to go through when ready, call the recipient and ask them to clear their fax machine or turn it on. If the service itself is having problems, check your account dashboard or contact their support — most services have status pages that show whether they're experiencing outages.

Frequently Asked Questions

Do I need the recipient's email address to fax them?

No. You need their fax number, which is a phone number, not an email address. The fax number is usually listed on business cards, letterhead, or company websites. If you're unsure, call and ask for the fax number directly.

How much does it cost to fax from email?

Gmail and Outlook charge per fax, typically $1.50 to $2.50 per page. Third-party services like eFax charge monthly subscriptions around $10 to $30 or per-fax rates. Some services offer a free tier with limited faxes per month. Pricing varies by region and service.

Can I fax from my phone using email?

Yes. Most fax services have mobile apps for iPhone and Android, and you can also access Gmail or Outlook fax features through the mobile versions of those apps. You upload the document from your phone's camera or files, enter the fax number, and send it the same way you would on a computer.

What happens if the fax machine is broken or turned off?

Your fax will fail, and the service will notify you by email. Most services retry automatically for several hours. If the machine stays offline, you'll need to contact the recipient and ask them to turn it on or use a different fax number.

Can I send a fax to multiple numbers at once?

Most services charge per fax number, so sending to five fax numbers costs five times as much as sending to one. Some services let you enter multiple numbers in a single transaction, but each number is billed separately. Check your service's documentation to see if it supports batch faxing.