How to Send a Fax on a Fax Machine

The basic steps to fax a document

To fax a document, you load the pages into the fax machine's input tray, dial the recipient's fax number on the machine's keypad, and press Send. The machine scans your document, converts it to a signal, and transmits it over a phone line to the receiving fax machine, which prints a copy on the other end. The whole process takes a few minutes depending on document length and connection quality.

Most fax machines have a small display screen showing the number you are dialing and whether the transmission succeeded. If the fax does not go through on the first try, the machine will usually attempt to resend automatically, though you can also try again manually.

Key Takeaways

Place your document face-down in the input tray, align it to the guides, and close the cover before dialing.
The fax number format is the same as a phone number — area code plus seven digits in North America.
Most machines print a confirmation page showing whether the transmission succeeded and how many pages were sent.
If a fax fails, check that the number is correct and the receiving machine is powered on before trying again.
Fax machines require an active phone line; some modern machines can send faxes over internet connections instead.

Loading and preparing your document

Open the document input tray on top of the fax machine. Most machines have a slot or a hinged cover that lifts up. Place your pages in the tray with the side you want to send facing down — the machine will scan the bottom surface. Align the top edge of the stack with the guides on either side of the tray so the pages feed straight through.

Close the cover or lid over the input tray. Do not force pages in or leave the cover open while sending — this can jam the machine or cause the scan to fail. If your document is already crumpled or torn, smooth it out first. Fax machines can jam on wrinkled or damaged pages, and a jam can delay your transmission by several minutes while you clear it.

Dialing the fax number

Look at the fax machine's keypad and display screen. The keypad looks like a phone keypad with numbers 0 through 9 and a few function buttons. Enter the fax number you want to send to using the number buttons. In North America, this is the area code (three digits) followed by the seven-digit local number — for example, 555-123-4567.

Watch the display screen as you type to make sure each digit appears correctly. If you make a mistake, look for a Clear or Delete button to erase the number and start over. Some machines let you press a button labeled Redial to send to the last number you faxed, which is useful if you send to the same place regularly.

Sending the document and reading the confirmation

Once you have entered the correct number, press the Send button. The machine will dial the number over the phone line, wait for the receiving fax machine to answer, and then begin scanning and transmitting your pages. You will hear beeping and buzzing sounds as the machine works — this is normal. The process usually takes one to three minutes depending on how many pages you are sending.

When the transmission is complete, the machine will eject your original pages from the input tray and print a confirmation page. This page shows the date and time, the number you sent to, how many pages were transmitted, and whether the transmission succeeded. Keep this confirmation page as proof that your fax went through. If the confirmation says "transmission failed" or "no answer," the receiving machine may have been off, the number may have been wrong, or the phone line may have had a problem.

What to do if the fax does not go through

If you see a "transmission failed" message on the confirmation page, first check that you entered the fax number correctly. A single wrong digit will cause the fax to dial a different number. Look at the number you were supposed to send to and compare it to what appears on the confirmation page.

Next, ask the person receiving the fax whether their machine is powered on and connected to a phone line. Fax machines need an active phone line to receive incoming faxes — if their line is unplugged or their machine is off, your fax cannot get through. If the number is correct and their machine is on, wait a few minutes and try again. Phone lines can be temporarily busy or have connection problems that clear up quickly.

Some fax machines have an automatic retry feature that will attempt to resend a failed fax several times over the next hour or two. Check your machine's settings or manual to see whether this is turned on. If you need the fax to go through right away, you can also press Send again manually after waiting a minute or two.

Fax machines that use phone lines versus internet

Traditional fax machines connect to a standard phone line — the same kind of line that a landline telephone uses. When you send a fax, the machine uses that phone line to dial and transmit, just as a phone would. This means you cannot send a fax if the phone line is in use by someone on a call, and you cannot receive a fax while you are talking on the phone.

Newer fax machines and multifunction printers can send faxes over an internet connection instead of a phone line. These machines connect to your network and use an internet-based fax service. The steps to send are the same — you load the document, dial the number, and press Send — but the transmission happens over the internet rather than through a phone line. Internet-based faxing does not tie up a phone line and can be faster, but it requires an active internet connection and may have a monthly fee depending on your service.

Common reasons faxes fail and how to prevent them

The most common reason a fax fails is a wrong number. Double-check the fax number before you dial, especially if someone gave it to you verbally or you are sending to a new contact. A single digit error will send your fax to the wrong place.

The second most common reason is that the receiving machine is off or not connected to a phone line. Before you send an important fax, call the recipient on the phone and confirm their fax machine is on and ready to receive. This takes 30 seconds and prevents a failed transmission.

Paper jams inside the machine can also prevent sending. If the machine makes grinding noises or the pages do not feed through, open the machine's cover and look for torn pieces of paper or crumpled pages stuck inside. Remove any debris carefully and try again.

Poor phone line quality can cause transmission errors or timeouts. If you are in an area with old phone lines or frequent static, the fax may fail even with the correct number and a working receiving machine. Trying again a few minutes later often works because the line quality may improve.

Frequently Asked Questions

Can I fax a document from my computer without a fax machine?

Yes. You can use an online fax service or your computer's built-in fax software if your computer has a modem. Some services let you upload a document and send it as a fax for a fee. Others are free but may have limits on how many pages you can send per month. You will still need to provide the recipient's fax number.

What happens if I fax something by mistake to the wrong number?

Call the fax number when ready and explain the mistake to whoever answers. Ask them to discard the document and not to share it. If you cannot reach anyone, you have limited options — the fax has already been sent and printed. In the future, double-check the number before pressing Send to avoid this situation.

Do I need a phone line to use a fax machine?

Yes, a traditional fax machine requires an active phone line. Some newer machines can use an internet connection instead. If you do not have a phone line and your machine does not support internet faxing, you can use an online fax service from your computer.

How long does it take to send a fax?

A single-page fax usually takes 30 seconds to two minutes to send, depending on the quality of the phone line and the machine's speed. A 10-page document might take 5 to 10 minutes. The confirmation page will show the exact time the transmission took.

Can I send a fax if someone is using the phone line?

No. If someone is on a phone call using the same line, the fax machine cannot dial out. You will need to wait until the call ends. This is why many offices have a dedicated phone line just for the fax machine, separate from the main office phone line.

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.