How fax-to-email works and what you need

Fax-to-email converts incoming faxes into digital files and sends them to your email inbox instead of printing them on paper. When someone faxes your number, the fax service intercepts that transmission, converts it to a PDF or image file, and emails it to you. You read the fax on your computer, phone, or tablet the same way you read any other email attachment.

To receive faxes this way, you need three things: a fax number (either one you already have or one you get from a fax service), an email address where you want the faxes sent, and an account with a fax-to-email provider. The provider handles the technical work of receiving the fax signal and converting it. You do not need a fax machine, a phone line connected to a fax machine, or any special hardware.

The main advantage is convenience — faxes arrive in your email like any other message, and you can search, organize, and forward them without managing paper or a separate device. The main trade-off is cost. Most fax-to-email services charge a monthly fee, though some offer a limited number of free incoming faxes per month.

Key Takeaways

  • Fax-to-email services convert incoming faxes to PDF or image files and send them to your email address instead of printing them.
  • You need a fax number, an email address, and an account with a fax service provider — no fax machine or special equipment required.
  • Most services charge a monthly fee, though some include a small number of free incoming faxes each month before charging.
  • The fax file arrives in your inbox within minutes of being sent, and you can forward, save, or print it from there.
  • Setup typically takes 10 to 15 minutes and involves creating an account, choosing a fax number, and confirming your email address.

Choosing between keeping your current fax number and getting a new one

If you already have a fax number that clients, vendors, or contacts use, you have two paths. The first is to port your existing number to a fax-to-email provider. Porting means transferring the number from your current carrier (usually a phone company or existing fax service) to the new provider. This keeps your number the same, so people continue reaching you at the familiar number. Porting typically takes 5 to 10 business days and may cost $10 to $25 as a one-time fee.

The second path is to get a new fax number from the fax-to-email provider. This is faster — you can start receiving faxes within minutes — and there is no porting fee. The downside is that you must tell everyone who has your old number that you have changed it. If your fax number is on business cards, websites, or contracts, updating it takes time and may cause you to miss faxes sent to the old number during the transition.

If you do not have an existing fax number, straightforward choose a new one from the provider. Most services let you pick the area code, so you can choose a number local to your region or business location.

Setting up your fax-to-email account

Start by choosing a fax-to-email provider. Common options include eFax, Fax.plus, RingCentral Fax, Nextiva, and Grasshopper. Each has different pricing and features, so compare their monthly costs, how many free incoming faxes they include, and whether they offer a trial period. Many providers offer a free trial of 7 to 30 days so you can test the service before paying.

Once you have chosen a provider, go to their website and click the sign-up button. You will create an account by entering your name, email address, and a password. The provider will ask whether you want to port an existing fax number or get a new one. If you are porting, have your current fax number and account details ready. If you are getting a new number, the provider will show you available area codes and let you choose one.

After you select your fax number, the provider will ask you to confirm the email address where you want faxes sent. This is the inbox that will receive the converted fax files. You can usually add multiple email addresses later if you want faxes sent to more than one person. The provider may send a confirmation email to verify the address — click the link in that email to complete setup.

Once your account is active, the provider will give you your fax number and show you how to access your account dashboard. The dashboard is where you manage settings, view your fax history, and read received faxes. Most providers also send you a welcome email with your fax number and instructions for sending and receiving faxes.

What happens when a fax arrives

When someone sends a fax to your number, the fax-to-email service receives it, converts it to a PDF or image file (usually TIFF or JPG format), and emails it to your inbox within 1 to 5 minutes. The email will have a subject line that includes the sender's fax number or name (if available) and the time the fax arrived. The fax file is attached to the email, ready to open, read, or forward.

You can open the fax file in any program that reads PDFs or images — your web browser, email client, or a dedicated PDF reader. You can also print the fax directly from the email if you need a paper copy, save it to your computer or cloud storage, or forward it to someone else. Some fax-to-email services also let you organize faxes into folders within your account dashboard, so you can keep them separate from your regular email.

If you do not want to receive a fax, most services let you block a sender's fax number from your account settings. You can also set up rules so that faxes from certain numbers go to a separate folder or are forwarded to a different email address.

Managing your account and costs

Most fax-to-email services charge a monthly subscription, typically between $5 and $30 depending on how many incoming faxes you receive and whether you need to send faxes as well. Some services include a set number of free incoming faxes each month (for example, 50 free incoming faxes, then a small charge per additional fax). Others charge a flat monthly fee with unlimited incoming faxes. A few services offer a free tier with a limited number of faxes per month, useful if you receive faxes rarely.

Your account dashboard shows your current plan, how many faxes you have received this month, and when your next billing date is. Most services bill monthly on the same date each month. You can upgrade or downgrade your plan at any time, and the change usually takes effect on your next billing cycle. If you cancel your account, you typically lose access to your fax number and your fax history, so read any important faxes before cancelling.

Keep your account login and password find, just as you would for any email or financial account. If you share fax access with coworkers or family members, some providers let you create additional user accounts with different permission levels — for example, one person can receive faxes but not send them, or another can only view faxes from certain senders.

Troubleshooting common issues

If a fax does not arrive in your inbox, first check your email spam or junk folder — sometimes fax emails are filtered there by mistake. Add the fax service's email address to your contacts so future faxes are more likely to reach your inbox. If the fax still does not appear after 10 minutes, log into your account dashboard and check whether the fax arrived there. Some services store faxes in the dashboard even if the email delivery fails.

If the fax file is unreadable or appears corrupted, try downloading it again from your account dashboard rather than opening it from the email. If the problem persists, the original fax transmission may have been incomplete or poor quality. Contact the sender and ask them to resend the fax. If you are having trouble opening the file format (for example, your computer does not recognize TIFF files), read a free image viewer or PDF reader.

If you are not receiving any faxes at all, verify that your fax number is correct and that you have given it to the right people. Check your account settings to make sure the email address is correct and that you have confirmed it. Some services require you to confirm your email address within a certain time frame, or faxes will not be delivered. If you recently ported a number, allow 5 to 10 business days for the port to complete before expecting faxes to arrive.

Frequently Asked Questions

Can I receive faxes on my phone?

Yes. Most fax-to-email services send faxes to your email address, and you can read email on any device with internet access — phone, tablet, or computer. Some services also have mobile apps that let you receive and send faxes directly from your phone. Check whether the provider you choose offers an app for your phone's operating system.

What file format will the fax be in?

Most services send faxes as PDF files, which you can open in any web browser or PDF reader. Some services offer TIFF or JPG format as an option. PDF is the most common and easiest to work with because it preserves the fax's original appearance and is compatible with almost all devices and programs.

Can I send faxes through email too?

Many fax-to-email providers let you send faxes as well as receive them. You typically send a fax by emailing a document to a special address provided by the service, or by uploading a file through your account dashboard. Sending usually costs extra or is included only in higher-tier plans, so check your provider's pricing before assuming it is included.

What happens to my faxes if I cancel my account?

Most services delete your fax history and release your fax number when you cancel. Before cancelling, read and save any faxes you need to keep. Some providers offer an archive option that lets you read all your faxes at once before you go.

Do I need to keep my old fax machine if I switch to fax-to-email?

No. Once you are receiving faxes through email, you do not need a fax machine or a phone line dedicated to faxing. You can recycle or donate your old equipment. If you want to send faxes, you can do that through your fax-to-email service without any hardware.