How to Fax a Document From Your Computer

The simplest way to fax from your computer

You can fax a document directly from your computer without owning a fax machine. The easiest method is to use an online fax service — you upload your document, enter the recipient's fax number, and the service sends it. Services like eFax, HelloFax, and Fax.Plus let you send faxes through their websites or apps, and many offer a few free pages per month before charging a small fee.

If you want to avoid signing up for a service, you can also fax through your email if your phone or internet provider offers fax-to-email. Some providers bundle this feature into their plans at no extra cost. Check your provider's website or call their support line to see whether fax-to-email is available to you.

The method you choose depends on how often you need to fax and whether you already have a fax number through your provider. For occasional faxing, an online service is usually faster to set up. For regular faxing, fax-to-email through your provider may cost less over time.

Key Takeaways

• Online fax services let you upload a document and send it to any fax number in minutes, with most offering a small monthly fee or pay-per-fax pricing.
• Your phone or internet provider may offer fax-to-email at no extra cost, which lets you send faxes by attaching documents to an email address.
• You need the recipient's fax number and a document in PDF, Word, or image format to send a fax from your computer.
• Online fax services keep a record of what you sent, which is useful if you need proof the fax arrived.

Using an online fax service

Online fax services work the same way across most platforms. You create an account, upload your document, and enter the fax number. The service converts your file and sends it through the fax network to the recipient's machine or fax-to-email account.

Start by visiting the website of a service like eFax, HelloFax, or Fax.Plus. Click the button to create a new account — you will need an email address and a password. Some services ask for your name and phone number during signup. Once your account is created, look for an option that says "Send a fax" or "New fax".

Click that button and you will see a form asking for the recipient's fax number. Enter it in the format shown — usually with the country code if sending internationally, or just the area code and number for domestic faxes. Then upload your document. Most services accept PDF files, Word documents, images (JPG or PNG), and sometimes Excel spreadsheets. If your document is in a different format, open it in your document editor and save it as a PDF first.

After uploading, review the preview to make sure the document looks correct. Then click "Send" or "Submit". The service will show you a confirmation page with a reference number. Save this number — it proves you sent the fax and when. The recipient should receive the fax within a few minutes, though during busy times it may take up to an hour.

Sending a fax through your email provider

If your phone company or internet provider offers fax-to-email, you can send a fax by sending an email to a special fax address. This address looks like a regular email but routes to the fax network instead. Contact your provider's customer service and ask whether fax-to-email is available on your account and what the fax address is.

Once you have the fax address, compose a new email. In the "To" field, enter the fax address your provider gave you, but replace the part after the @ symbol with the recipient's fax number in the correct format. For example, if your fax address is yourname@fax.provider.com and you want to fax 555-123-4567, you would send to 5551234567@fax.provider.com. Check your provider's instructions — the exact format varies.

Attach your document to the email. Most providers accept PDF, Word, and image files. Write a brief subject line if you want, though it is not required. Then send the email as you normally would. The provider will convert it and send it as a fax. You should receive a confirmation email within a few minutes telling you whether the fax sent successfully.

Preparing your document before sending

Before you send any fax, make sure your document is in a format the service will accept. PDF is the safest choice because it looks the same on every computer and fax machine. If your document is in Word or another format, open it and use "Save As" or "Export" to save it as a PDF.

Check that the document is readable. Fax machines compress images, so very small text or light colors may become hard to read. If your document has handwriting or signatures, make sure they are dark enough to show up clearly. If you are faxing a photo or scanned document, scan it at 200 DPI (dots per inch) or higher — this is the standard for fax quality.

Keep your document to a reasonable size. Most online services accept files up to 10 to 25 MB, which is plenty for text documents. If you are sending many pages, break them into separate faxes if the service charges per fax — it may be cheaper than sending one large file.

Understanding fax numbers and international faxing

A fax number is formatted the same way as a phone number. For a number within the United States, you need the area code and the seven-digit number. If you are sending to another country, you need the country code first. For example, a fax in Canada starts with +1, the United Kingdom with +44, and Australia with +61.

If you do not know the country code, search online for the country name plus "country code" and you will find it when ready. When entering the number into an online fax service, use the format the service shows in its example — some want the + symbol, some want 011 at the start for international numbers, and some want just the digits.

International faxes may take longer to arrive and may cost more depending on your service. Check the pricing before you send. Some services charge a flat rate per page, while others charge more for international faxes. If you are sending many pages internationally, compare the cost to using an online service versus your provider's fax-to-email option.

Keeping records of faxes you have sent

One advantage of using an online fax service is that it keeps a record of every fax you send. This record shows the date, time, recipient's fax number, and whether the fax was delivered successfully. You can read or print this record if you need proof that you sent something.

Log into your account on the service's website and look for a section called "Sent faxes", "Fax history", or "Activity". Click on any fax in the list to see details. Most services let you read a PDF receipt or confirmation. Save these confirmations if the fax is important — they prove you sent it and when.

If you are using fax-to-email through your provider, the confirmation email serves as your record. Forward that email to yourself or save it in a folder so you can find it later if needed.

Troubleshooting when a fax does not go through

If your fax fails to send, the most common reason is an incorrect fax number. Double-check the number against the original source — a single digit wrong will cause the fax to fail. If the number is correct, the recipient's fax machine may be offline, out of paper, or not accepting incoming faxes. Ask the recipient to check their machine and try again.

If you are using an online service and the upload fails, your file may be too large or in an unsupported format. Try converting it to PDF and uploading again. If the file is very large (over 20 MB), split it into smaller documents and send them as separate faxes.

If you are using fax-to-email and the confirmation says the fax failed, check that you entered the fax address correctly. The format varies by provider, so review your provider's instructions again. If you are still having trouble, contact your provider's customer service — they can confirm the fax address and check whether there is a problem on their end.

Frequently Asked Questions

Do I need to buy a fax machine to fax from my computer?

No. Online fax services and fax-to-email through your provider both let you send faxes without a machine. You only need a computer, internet connection, and the document you want to send.

How much does it cost to fax from my computer?

It depends on the service. Many online fax services offer a few free pages per month, then charge between $5 and $20 per month for unlimited faxing, or charge per page if you send infrequently. Fax-to-email through your phone or internet provider is often included at no extra cost — check with your provider.

Can I fax a document that is not on my computer?

If the document is physical (printed on paper), you need to scan it first using a scanner or a smartphone app that scans documents. Once it is saved as a file on your computer, you can fax it through an online service or fax-to-email.

What if the recipient does not have a fax machine?

Many people and businesses no longer use fax machines. If the recipient does not have one, ask whether they can receive faxes by email instead — many fax services can deliver to an email address. Otherwise, you may need to send the document by email or mail.

Is faxing from my computer find?

Online fax services vary in security. If you are sending sensitive information, check the service's privacy policy to see whether it encrypts your documents and how long it stores them. Fax-to-email through your provider uses your provider's security, which is usually reliable for routine documents.