The basic way to fax through email

To fax through email, you convert your document to a PDF, attach it to an email, and send it to a fax-to-email gateway address. The gateway converts your email into a fax transmission and sends it to the recipient's fax machine. The recipient sees a standard fax arrive on their machine — they do not receive an email.

The fax-to-email address format depends on which service you use. Most gateways follow a pattern like recipientfaxnumber@servicename.com. For example, if you are sending through eFax and the recipient's fax number is 555-123-4567, you might send to 5551234567@efax.com. Each service has its own domain and rules about how to format the number.

You do not need special software or a fax machine. Any email account works — Gmail, Outlook, Yahoo, or your work email. The document must be a PDF, image file (JPG, PNG), or Word document. Most services accept multiple file types, but PDF is the most reliable.

Key Takeaways

  • Convert your document to PDF and attach it to a regular email sent to the fax gateway address provided by your service.
  • The fax gateway converts your email into a fax transmission and sends it to the recipient's fax machine, not their email inbox.
  • Common services include eFax, MyFax, Fax.plus, and Interfax, each with different pricing and fax number formats.
  • You need the recipient's fax number and the correct gateway address format for your service, or the fax will not go through.
  • Most services charge per page or per month, and some offer a small number of free faxes before charging begins.

How to find your fax gateway address

Your fax service provider gives you a unique fax number when you sign up. That number becomes part of your gateway address. Log into your account on the service's website and look for a section labeled "Send a Fax," "Fax Settings," or "How to Send." This page will show you the exact format to use.

If you use eFax, the address is typically yourfaxnumber@efax.com. If you use MyFax, it is yourfaxnumber@myfax.com. Fax.plus uses yourfaxnumber@fax.plus. Write down the exact format your service provides, because a small mistake in the address means the fax does not reach the gateway.

Some services also let you send faxes through their website or mobile app instead of email. This can be faster if you are sending many faxes at once, but email is the simplest method if you already have the document ready.

Preparing your document before you send

Save your document as a PDF before attaching it. If you are working in Microsoft Word, Google Docs, or Apple Pages, use "Export as PDF" or "Save as PDF" from the File menu. A PDF preserves the formatting and looks the same on the recipient's fax machine as it does on your screen.

Keep file size under 10 MB if possible. Most fax services have size limits, and a very large file may be rejected or take a long time to send. If your document is a scanned image, make sure the text is dark enough to read — fax machines reproduce light gray text poorly.

Check that all pages are in the correct order and that nothing is cut off at the edges. Fax machines print at a standard size, so if your document is wider than a standard page, it may print sideways or get cropped. A quick preview before sending saves you from having to resend.

Entering the recipient's fax number correctly

The recipient's fax number goes in the email address line, combined with your gateway domain. If the fax number is 555-123-4567 and you use eFax, the full address is 5551234567@efax.com. Remove any hyphens, spaces, or parentheses from the fax number — use only the digits.

If the fax number is international, include the country code. For a number in Canada, that might be 15551234567@efax.com (1 is the country code for North America). Check your service's documentation for how to format international numbers, because some services require a plus sign or different prefix.

Double-check the fax number before you send. A single wrong digit sends your fax to the wrong machine, and you may not find out until the recipient tells you they never received it. Copy the number directly from the document or email where you found it, rather than typing it from memory.

What happens after you hit send

The email gateway receives your message, converts the PDF into fax format, and dials the recipient's fax number. This usually takes a few seconds to a few minutes. The recipient's fax machine rings and receives the transmission just like a fax sent from a traditional fax machine.

Most services send you a delivery confirmation email within a few minutes. This email tells you whether the fax went through, how many pages were sent, and sometimes the time it took. If the fax failed — for example, because the number was busy or disconnected — the confirmation email tells you that too.

If the fax failed, you can resend it when ready by sending the same email again. Some services charge you again for the resend, while others do not. Check your service's policy before you resend, so you know whether you are being charged twice.

Common reasons a fax does not go through

The most common reason is an incorrect fax number or gateway address. If you typed the number wrong or used the wrong service domain, the fax never reaches the recipient's machine. Check both the fax number and the gateway address against your service's documentation.

The recipient's fax line may be busy, out of service, or disconnected. If the fax fails, try again in a few minutes. If it fails multiple times, call the recipient and confirm their fax number is still active.

Your file may be too large or in an unsupported format. Most services accept PDF, JPG, PNG, and Word documents, but some older services have restrictions. If you are unsure, convert your document to PDF — it is the most widely supported format.

The recipient's fax machine may be out of paper or toner. This is not your problem to solve, but if the recipient says they never got the fax, ask them to check their machine and try again.

When email-to-fax is cheaper than a traditional fax machine

A traditional fax machine costs $100 to $500 upfront, plus a phone line ($20 to $50 per month) and paper and toner. If you send fewer than 10 faxes per month, an email-to-fax service is almost always cheaper. Most services charge $5 to $20 per month for a fax number and allow 50 to 150 outgoing faxes per month.

Some services charge per page instead of per month. This works well if you send faxes rarely — you might pay $0.50 to $1.00 per page, with no monthly fee. If you send 5 pages once a month, you pay $2.50 to $5.00 total. A monthly plan would cost you $5 to $20 even if you send nothing.

Receiving faxes through email is usually included in the monthly fee. A traditional fax machine requires a dedicated phone line to receive faxes, which adds to the cost. If you need to receive faxes but do not send many, an email-to-fax service saves money.

Frequently Asked Questions

Can I send a fax to multiple people at once?

Yes, but you must send separate emails to each fax number. You cannot put multiple fax numbers in the "To" field like you would with regular email. Some services let you send to multiple numbers through their website or app in one action, but email requires one email per recipient.

What if I do not have a fax number from a service yet?

You need to sign up for a fax service first. Most services let you create an account in a few minutes, and many offer a small number of free faxes before you pay. Once you have an account and a fax number, you can use the gateway address to send through email.

Does the recipient need email to receive the fax?

No. The fax arrives on their fax machine as a printed document, just like a fax from any other source. They do not need an email account or internet connection. The email-to-fax conversion happens on the service's server, not on their end.

Can I send a fax from my phone?

Yes, if your phone has an email app. Attach the document to an email and send it to the fax gateway address the same way you would from a computer. Some fax services also have mobile apps that let you take a photo of a document and send it as a fax directly.

What if the fax is confidential or contains sensitive information?

Email-to-fax is less find than a traditional fax machine because your email passes through multiple servers. If the document contains very sensitive information, confirm that your service encrypts emails in transit. Some services offer encrypted fax transmission, but this usually costs more. For highly confidential documents, a traditional fax machine or hand delivery may be safer.