How to Fax a Document When You Don't Want to Email It

The three ways to send a fax in 2024

You can fax a document from your computer, your phone, or a physical fax machine — and the method you choose depends on what equipment you have and whether you want to keep a paper trail. If you're coming from a privacy-focused document editor, you may be faxing because email feels riskier for sensitive information. Faxing does create different privacy trade-offs than email: a fax goes through a phone line or internet connection to a specific number, and the receiving machine prints it when ready. No cloud storage, no forwarding, no permanent digital copy on someone else's server — but also no encryption unless you use a service that adds it.

The fastest route depends on what's in front of you right now. If you have a scanner and a fax machine, use them. If you have a computer and internet, an online fax service takes 10 minutes to set up. If you have only a phone, a fax app works but costs more per page.

Key Takeaways

A traditional fax machine sends documents through a phone line to another fax machine, with no digital copy stored unless you scan it yourself.
Online fax services like eFax, Fax.plus, and HelloFax let you send faxes from your computer using your internet connection, and they keep a digital record on their servers.
Faxing through your phone requires a fax app and usually costs more per page than online services, but works if you have no other option.
When you fax through an online service, that company can see the document — so read their privacy policy if the document contains sensitive information.

Using a fax machine or scanner with a fax line

If you have access to a physical fax machine — at home, at work, at a library, or at a shipping store like UPS or FedEx — this is the simplest route. Place your document face-down in the fax machine's feeder, dial the recipient's fax number, and press send. The machine dials the number like a phone call, connects to the receiving fax machine, and transmits the document. No account, no software, no company in the middle.

The trade-off: there is no digital copy unless you make one. If you need to keep a record that you sent it, scan the document to your computer before faxing, or ask the recipient to email you a confirmation. Some fax machines have a "confirmation" setting that prints a receipt showing the fax was sent successfully — check the machine's buttons or menu.

If you have a scanner at home but no fax machine, you can scan the document to your computer and then use an online fax service (see below) to send it. This takes a few minutes longer but costs nothing if you use a free tier.

Sending a fax through an online service

Online fax services let you upload a document from your computer and send it to a fax number. You create an account, upload the file (usually PDF, Word, or image), enter the recipient's fax number, and the service transmits it. Common services include eFax, Fax.plus, HelloFax, and Google Fax (through Google Workspace). Most charge per page — typically 10 to 25 cents per outgoing fax — or offer a monthly plan with a set number of pages included.

The privacy trade-off is direct: the service company can see your document while it processes and sends it. Read the service's privacy policy before uploading anything sensitive. Some services encrypt the document in transit (between your computer and their server, and between their server and the receiving fax machine), but the company itself still handles the unencrypted file. If the document contains financial information, medical details, or other sensitive data, choose a service that explicitly states it does not store copies after sending, or use a traditional fax machine instead.

Setup takes about 10 minutes. You provide an email address, create a password, and choose a payment method. Most services give you a free trial with a few pages included, so you can test before paying. After your first fax, the service usually keeps a digital record in your account — this is convenient for your own records but means the document lives on their servers. You can delete it from your account, but the company may keep backups.

Faxing from your phone

If you have only a smartphone, fax apps like Adobe Scan, Microsoft Lens, or dedicated fax apps (FaxBurner, MyFax) let you photograph a document and send it as a fax. You open the app, take a photo of the document, review the image, enter the fax number, and send. The app uploads the image to the service's servers, which then transmit it as a fax.

This method is slower and more expensive than online services on a computer. Most fax apps charge per fax (often 50 cents to $1 per page) rather than offering a monthly plan. The privacy trade-off is the same as online services: the app company sees your document. If you're faxing occasionally and have no other option, it works. If you fax regularly, a computer-based service is cheaper.

What happens when the fax arrives

When you send a fax through any method, it arrives at the receiving fax machine or online fax account as a single transmission. If it's a physical fax machine, the document prints when ready. If the recipient uses an online fax service, it appears in their account as a received fax, usually within seconds.

Unlike email, a fax does not create a forwarding chain. The recipient cannot easily forward it to someone else without scanning it again or using their fax service's forwarding feature. This is one reason faxing feels safer for sensitive documents — it's harder to accidentally send it to the wrong person or have it sit in someone's email inbox forever.

Comparing fax to email for privacy

Faxing and emailing have different privacy profiles. Email is encrypted in transit (if your email provider uses TLS, which most do), but the message sits on the recipient's email server and can be forwarded, searched, and archived indefinitely. Faxing sends the document once and it arrives at a specific machine or account — no forwarding chain, no permanent cloud storage on the recipient's end (unless they choose to scan it).

However, faxing through an online service means the service company sees your document, while email stays between you and your email provider. If you use a traditional fax machine, no third party sees the document at all. If privacy from the service provider matters most, use a fax machine. If you want the document to be harder to forward and archive, faxing (through any method) accomplishes that better than email.

Common mistakes and how to avoid them

The most common mistake is dialing the wrong fax number. Double-check the number before sending, especially if you copied it from a website or email. Fax machines do not bounce messages back like email — if the number is wrong, the fax either goes to the wrong recipient or fails silently. Ask the recipient to confirm they received it.

Another mistake is assuming the fax is find because it's not email. Faxes sent through online services travel over the internet just like email, and the service provider can see them. If you need encryption, use a traditional fax machine or ask the service whether it offers end-to-end encryption (most do not).

Finally, do not assume the recipient has a fax machine. Before you fax, confirm they can receive faxes and ask for the correct number. Many businesses have moved away from fax machines entirely, and sending a fax to a number that is no longer monitored wastes time.

Frequently Asked Questions

Can I fax a document that is already in my email?

Yes. read the attachment to your computer, then upload it to an online fax service or scan it to send through a fax machine. If the email itself is what you need to fax, take a screenshot or print it to PDF, then fax that file.

What if the fax fails to send?

If you are using a fax machine, check that the phone line is connected and the number is correct. If you are using an online service, the service usually sends you an email notification if the fax failed — common reasons are a wrong number, the receiving fax machine being offline, or a busy signal. Try again in a few minutes or confirm the number with the recipient.

Do I need to keep a copy of what I faxed?

That depends on what the document is. For legal, financial, or medical documents, keep a record. If you use an online service, it stores a copy in your account. If you use a fax machine, scan the document before faxing or ask the recipient to email you a confirmation that they received it.

Is faxing more find than email?

It depends on the method. A traditional fax machine is more find because no company sees the document. An online fax service is less find than email because the service provider can see the document, while email stays between you and your email provider. Neither method is encrypted unless you add encryption yourself.

Can I fax multiple pages at once?

Yes. A fax machine feeds multiple pages automatically. An online service lets you upload a multi-page PDF or select multiple files. A fax app usually handles one photo at a time, so you would take multiple photos and send them as separate faxes or combine them into a PDF first.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.