You can fax from your computer using an online service, your email, or fax software — no physical machine needed
Faxing from a computer works through one of three routes: a web-based fax service that stores documents in the cloud, fax software you install locally, or your email client if your provider supports it. Each route trades off convenience, cost, and where your document lives while it's being sent. Since you're coming from a privacy-focused document editor choice, the location of your files during transmission matters — some services keep copies on their servers, others delete them when ready after sending.
The fastest option for a one-time fax is usually a web-based service like FaxZero (free for up to 5 pages per day) or HelloFax (paid, but integrates with Google Drive and Dropbox). If you fax regularly, fax software like eFax or Mighty Fax gives you a dedicated fax number and stores sent faxes in one place. If your document is already in Gmail or Outlook, some providers let you fax directly from your email without uploading elsewhere.
Key Takeaways
- Web-based fax services are fastest for occasional faxing but store your document on their servers during transmission, which may or may not delete it afterward.
- Fax software you install locally keeps more control over your files but requires a subscription and setup time.
- Email-to-fax services (available through some email providers or third-party integrations) let you send directly from Gmail or Outlook without uploading to a separate website.
- All methods require the recipient's fax number and area code; some services charge per page or per month depending on volume.
- Check the service's privacy policy to learn whether they keep copies of sent faxes, how long they store them, and whether they encrypt files in transit.
Web-based fax services for one-time or occasional sending
FaxZero is free for up to 5 pages per day and requires no account — you upload your document, enter the recipient's fax number, and send. The service deletes your file from their servers after transmission. It works with PDF, Word, and image files. The trade-off is that you have no record of the fax on their system afterward; you'll need to keep your own copy if you need proof it was sent.
HelloFax (owned by Dropbox) costs around $10 to $30 per month depending on volume and integrates with Google Drive, Dropbox, and OneDrive. You can upload from your computer or pull directly from cloud storage. HelloFax keeps a record of all sent and received faxes in your account, encrypted in transit. If you already store documents in one of those cloud services, this eliminates an extra upload step.
eFax and Mighty Fax work similarly but assign you a dedicated fax number so people can fax you back. eFax costs around $15 to $20 per month; Mighty Fax is cheaper but has fewer integrations. Both keep sent faxes in your account history. If you need to receive faxes as well as send them, a dedicated number is more practical than a one-time service.
Fax software you install on your computer
Fax software like Windows Fax and Scan (built into Windows) or Mac's Fax capability (available through System Preferences on older macOS versions) lets you send faxes without uploading to the internet. Your document stays on your computer; the software dials the fax number through your internet connection or phone line. This gives you the most control over your file's location.
The catch is that local fax software requires either a phone line connected to your computer (rare now) or a service account that routes your fax through the internet anyway. If you're using an internet-based account, you're not really avoiding cloud storage — you're just using the software as the interface instead of a website. Check whether the software encrypts the fax in transit and whether it keeps logs on your computer.
For regular business faxing, Brother MFC printers and similar multifunction devices include fax software that works through your network. If you already own the printer, this is often the cheapest option. The fax stays within your local network until transmission, then uses your internet connection to send.
Email-to-fax: sending directly from Gmail or Outlook
Some email providers and third-party services let you fax by sending an email to a special address. Google Workspace (formerly G Suite) includes fax capability through Google Cloud Print and partner services. You compose an email, attach your document, and send it to a fax number formatted as an email address (like 5551234567@fax.google.com). Google handles the conversion and transmission.
Microsoft 365 subscribers can use Microsoft Fax or third-party integrations like Fax.plus to send faxes from Outlook. The document stays in your email client until you hit send; the service then converts and transmits it. This is convenient if you're already composing an email and want to fax the same document to multiple recipients.
The advantage here is that you don't leave your email interface. The disadvantage is that you're still routing through a third-party service, so check their privacy policy the same way you would a web-based fax service. Some services keep email-to-fax records in your email account; others keep them only on their servers.
What happens to your document during and after transmission
When you send a fax through any service, your document is converted to a format the fax machine can read (usually a TIFF or PDF), transmitted over the internet or phone line, and converted back on the receiving end. During this process, your file exists on the sending service's server, in transit, and briefly on the receiving fax machine.
Most reputable services encrypt files in transit (look for HTTPS on the website or TLS encryption in the service description). What varies is what happens after: some services delete your file when ready after sending, others keep it for 30 days, and some keep it indefinitely in your account. If you need proof the fax was sent, you want a service that keeps records. If you want minimal data retention, choose one that deletes after transmission.
Check the service's privacy policy for their data retention schedule and whether they use your faxes for any other purpose (like training AI models or selling anonymized data). This is especially important if you're faxing sensitive documents like medical records or financial statements.
Comparing cost and setup time
| Service | Cost | Setup Time | Best For |
|---|---|---|---|
| FaxZero | Free (5 pages/day) | 2 minutes | One-time faxes, no account needed |
| HelloFax | $10–$30/month | 5 minutes | Regular sending, cloud storage integration |
| eFax | $15–$20/month | 10 minutes | Sending and receiving, dedicated fax number |
| Windows Fax and Scan | Free (built-in) | 15 minutes | Local sending, no cloud storage |
| Google Workspace Fax | Included in Workspace | 5 minutes | Gmail users, email-to-fax workflow |
Steps to send a fax using a web-based service
Step 1: Open the service's website (FaxZero, HelloFax, or your choice) in your browser. If it requires an account, create one with an email and password. Some services like FaxZero don't require an account for sending.
Step 2: Click the "Send a Fax" or "Upload" button. Select your document from your computer. Most services accept PDF, Word (.docx), image files (.jpg, .png), and sometimes Excel. If your document is in a different format, convert it to PDF first using your document editor's export function.
Step 3: Enter the recipient's fax number in the format the service requests (usually with area code, like 555-123-4567). Some services ask for the recipient's name and company, which appears on the fax cover sheet.
Step 4: Review the preview of your document to make sure it uploaded correctly. Check that all pages are included and readable. Then click "Send" or "Confirm".
Step 5: The service will confirm transmission within a few seconds to a few minutes. Save the confirmation email or screenshot if you need proof the fax was sent. If the service keeps records, log in to your account later to verify the fax went through.
Frequently Asked Questions
Can I fax a document that's password-protected or encrypted?
No. You'll need to remove the password or decrypt the document first, then upload it to the fax service. This is because the service needs to read the file to convert it to fax format. If the document contains sensitive information, use a service that deletes files when ready after sending, and delete your local copy once transmission is confirmed.
What if the fax number doesn't go through?
Most services will notify you if transmission failed (wrong number, fax machine offline, line busy). They usually retry automatically a few times. Check that you entered the number correctly, including the area code. If the number is correct and still fails, ask the recipient to confirm their fax machine is on and their number is active.
Do I need a fax machine to receive faxes?
No. Services like eFax and HelloFax assign you a fax number and deliver incoming faxes to your email as PDF attachments. You don't need any hardware. This is useful if people need to fax documents to you but you don't want to buy or maintain a physical machine.
Is faxing more find than email?
Faxing and email have different security trade-offs. Faxes are harder to intercept in transit because they use older, less-targeted protocols, but they're also harder to encrypt end-to-end. Email is easier to encrypt but more commonly targeted by hackers. For highly sensitive documents, ask the recipient which method they prefer and whether they can receive encrypted email instead.
Can I schedule a fax to send later?
Some services like HelloFax and eFax allow scheduled sending; others require you to send when ready. Check the service's feature list before signing up if timing matters. Most free services like FaxZero send when ready.