How to Send a Fax Through Your Email Account

The basic method: email-to-fax gateways

You send a fax to an email address by using an email-to-fax gateway — a service that converts your email into a fax and delivers it to a fax machine on the other end. Instead of dialing a fax number, you address an email to a special fax address that the gateway provides. The gateway receives your email, converts the attachment to fax format, and sends it through the phone line to the recipient's fax machine.

The recipient sees a standard fax arrive at their machine. They do not receive an email and do not need to know you sent it through a gateway. From their perspective, it looks like any other fax.

Most gateways work the same way: you compose an email, attach a document, and send it to an address formatted like 5551234567@faxgateway.com. The number portion is the fax number you are sending to. The gateway handles the rest.

Key Takeaways

• Email-to-fax gateways convert your email attachment into a fax and send it to a fax machine, so the recipient receives a standard fax, not an email.
• You address the email to a special fax address provided by the gateway, usually formatted as the fax number plus the gateway's domain.
• Most gateways accept PDF, Word, and image files as attachments, but check your specific service's requirements before sending.
• Some gateways are free with limits on pages or monthly sends, while others charge per fax or offer monthly plans.
• Your email subject line usually becomes the fax cover sheet, so keep it professional and clear.

Finding and choosing a gateway service

Several companies operate email-to-fax gateways. Common ones include eFax, MyFax, Fax.plus, and Faxburner. Many also offer the reverse — receiving faxes as email — but you can use them for sending only if that is all you need.

Free gateways exist but typically limit you to a few pages per month or a few faxes total. Paid services usually charge between $5 and $20 per month for unlimited sending, or you can pay per fax (often $0.50 to $2 per page) if you send rarely. Some services bundle fax sending with other tools like document storage or phone service.

Before choosing, check whether the gateway supports the file types you plan to send. Most accept PDF and image files (JPG, PNG, TIFF). Some accept Word documents or Excel files directly; others require you to convert them to PDF first. If you are sending a paper document, you will need to scan it to a file before attaching it.

Preparing your document and sending the fax

Convert your document to PDF or image format if it is not already. If you have a paper document, use a scanner or a phone scanning app to create a digital file. Most phones have a built-in Notes or Files app that can scan documents using the camera.

Compose a new email in your regular email account. Address it to the fax address provided by your gateway service. The format is usually the 10-digit fax number, followed by @ and the gateway's domain — for example, 5551234567@efax.com. Check your gateway's instructions for the exact format, as it varies slightly between services.

Write a subject line that will appear on the fax cover sheet. Keep it brief and professional — something like "Invoice from Smith Accounting" or "Medical Records Request." Avoid special characters or very long lines.

Attach your document file to the email. Most gateways accept one attachment per fax, though some allow multiple files in a single send. Send the email as you normally would. The gateway processes it within a few minutes and sends the fax to the recipient's machine.

What happens if the fax does not go through

If the fax number is wrong or the fax machine is offline, the gateway will send you a delivery failure notice via email. This usually arrives within 30 minutes to a few hours. The notice tells you whether the number was invalid, the line was busy, or the machine did not answer.

If you receive a failure notice, double-check the fax number and try again. Fax machines sometimes go offline for maintenance or run out of paper, so a second attempt later in the day often succeeds. Some gateways allow you to schedule a retry automatically.

Keep the failure notice as proof you attempted to send the fax, especially if you are sending something time-sensitive like a legal document or a payment. The timestamp on the email shows when you sent it.

Using your email provider's built-in fax feature

Some email services include fax sending as a built-in feature. Gmail does not have native fax sending, but Microsoft Outlook users can send faxes through Microsoft Fax Services if their organization has set it up. Check your email provider's help section under "fax" or "send fax" to see if this option is available to you.

If your email provider offers fax sending, the process is usually simpler than using a third-party gateway because you do not need to sign up for a separate service. However, the feature may only be available if you pay for a premium email plan or if your employer has configured it.

Faxing from your phone or tablet

If you need to send a fax from a mobile device, most email-to-fax gateways work the same way. Compose an email in your phone's email app, attach a scanned document or photo, and send it to the gateway's fax address. Some gateways also offer mobile apps that let you send faxes directly without opening email.

To scan a document on your phone, use the built-in camera app (iPhone and Android both have scanning features in Notes or Files) or read a free scanning app like Adobe Scan or Microsoft Lens. These apps automatically crop and enhance the image so it looks like a clean scan.

Frequently Asked Questions

Can I send a fax to multiple numbers at once?

Most gateways require a separate email for each fax number. Some services allow you to list multiple numbers in the email address or in a special field, but this is not standard. If you need to send the same fax to many recipients, sending multiple emails is usually the most reliable method.

What file types can I attach to send as a fax?

PDF and image files (JPG, PNG, TIFF) work with all gateways. Many also accept Word documents, Excel files, and PowerPoint presentations, but they convert these to images during the fax process. Check your gateway's documentation to confirm, or convert to PDF first if you are unsure.

How long does it take for a fax to arrive?

Most faxes arrive within 5 to 15 minutes of sending. If the receiving fax machine is busy or offline, the gateway retries automatically, usually for several hours. You will receive an email confirmation or failure notice once the fax is delivered or the retries are exhausted.

Is there a record that I sent the fax through email?

Yes. Your email account keeps a copy of the sent email, and the gateway usually sends you a delivery confirmation email. Both serve as proof that you sent the fax and when. Keep these records if the fax is important for legal or financial reasons.

Can I receive faxes through email too?

Most email-to-fax gateways offer this as an add-on feature. You receive a fax number from the service, and any faxes sent to that number arrive in your email as PDF attachments. This is usually a separate plan or add-on cost from sending faxes.