How to Fax: The Ultimate Guide

Learn how to fax from your computer or mobile with our comprehensive, step-by-step guide. Send secure faxes easily with Fax Online's one-time, flat-fee service.

Send Fax Online

Faxing remains an essential method for transmitting important documents, even in today's digital world. Whether you need to send legal papers, medical records, or business contracts, knowing how to fax efficiently and securely is crucial. This comprehensive guide combines the best practices and methods from top-ranking articles to provide a thorough resource on how to fax using various tools, including the highly recommended Fax Online service.


Faxing has evolved significantly from the days of bulky fax machines. Today, you can send and receive faxes using a variety of methods, including online fax services, email-to-fax solutions, and mobile apps. This guide will explore each method in detail, highlighting the advantages and providing step-by-step instructions to help you fax with ease.

Methods to Send a Fax

There are multiple ways to send a fax, each catering to different needs and preferences. Whether you prefer the convenience of online fax services, the familiarity of traditional fax machines, or the flexibility of mobile apps, there is a method for you.

Using Online Fax Services

Online fax services are one of the most convenient ways to send and receive faxes. They eliminate the need for physical fax machines and phone lines, allowing you to manage everything digitally.

Step 1: Choose a Service

Recommended Tool: Fax Online Fax Online is an excellent solution for those who require occasional faxing. It offers a one-time fax service for a flat fee, focusing on privacy and security. With its user-friendly interface, Fax Online is ideal for both business professionals and casual users.

Other Options:

  • Fax.Plus: Known for its robust features and high security.

  • eFax: Offers a range of plans and a dedicated mobile app.

  • HelloFax: Integrates well with cloud storage services like Google Drive and Dropbox.

Step 2: Sign Up and Upload Document

Once you've chosen a service, sign up for an account. After registration, you can log in and start uploading the documents you want to fax. Most services support various file formats, including PDF, DOC, and JPG.

Step 3: Enter Recipient Details and Send

Enter the recipient's fax number and any necessary cover page information. Double-check the details to avoid errors. When everything is ready, click the "Send" button. You will receive a confirmation email once the fax is successfully sent.

Email-to-Fax Solutions

Email-to-fax solutions allow you to send faxes directly from your email account, making the process incredibly convenient.

Step 1: Find a Service

Fax Online and other services like Fax.Plus and eFax support email-to-fax functionality. Choose a service that fits your needs.

Step 2: Compose an Email and Attach Document

Open your email client and compose a new message. Attach the document you want to fax and format the recipient's fax number as an email address.

Step 3: Enter Recipient’s Fax Number and Send

In the recipient field, enter the formatted fax number. Add any necessary information in the body of the email, which will appear as the cover page. Send the email, and the service will convert and deliver it as a fax.

Using Fax Software

Fax software can be installed on your computer to manage faxing needs.

Step 1: Install and Configure Software

Install the fax software of your choice, such as Windows Fax and Scan, which is available on most Windows PCs. Follow the setup instructions to configure the software with your fax modem or an online fax service.

Step 2: Prepare and Send Fax

Open the fax software, compose your fax, and attach the document. Enter the recipient's fax number and click "Send." The software will dial the recipient's fax number and send the fax. You will receive a confirmation once the fax is sent.

Using a Fax Machine

Traditional fax machines are still used in many offices and can be a reliable way to send documents.

Step 1: Set Up the Machine

Place the fax machine on a stable surface and plug it into a power source and a telephone line. Load it with paper and check the ink or toner levels.

Step 2: Prepare Document and Send Fax

Place the document in the feeder tray, enter the recipient's fax number, and press the "Send" or "Fax" button. The machine will scan and transmit the document. You will receive a confirmation page once the fax is sent.

Whats the best fax machine?

Try the Brother FAX-2840 High Speed Mono Laser Fax Machine.

  • 250-sheet capacity

  • 33.6k bps modem to fax approx 2.5 sec/page

  • 20-page capacity auto document feeder

Mobile Apps

Mobile fax apps provide the flexibility to send faxes on the go.

Step 1: Download the App

Download a fax app from your chosen service, such as Fax Online or Fax.Plus, from the App Store or Google Play Store.

Step 2: Log In, Attach Documents, and Send

Log in to the app, attach the document you want to fax, enter the recipient's fax number, and send. Mobile apps often include additional features like document scanning and cloud integration.

Local Services

If you rarely need to send faxes, consider using local services. Looking to fax near me? Try these options:

  • Libraries: Many public libraries offer faxing services for a small fee.

  • Office Supply Stores: Stores like Staples and Office Depot provide faxing services.

Receiving Faxes

Receiving faxes is just as important as sending them. Online fax services like Fax Online make this process seamless by providing you with a dedicated fax number, ensuring you never miss an important document. Whether you opt for a new number or port an existing one, you can receive notifications and access your faxes from anywhere. Traditional fax machines also allow for easy reception of documents, provided they are set up correctly with sufficient paper and ink.

Using Online Fax Services

Online fax services make receiving faxes easy and secure.

  1. Secure or Port a Fax Number: Choose a new fax number or port your existing one.

  2. Receive Notifications: Get email notifications when a fax is received.

  3. Access Faxes Online: View and download received faxes from your online account.

Using a Fax Machine

To receive faxes using a traditional fax machine:

  1. Ensure the Machine is Set Up: Make sure the machine is connected and has enough paper and ink.

  2. Handle Incoming Faxes: The machine will print incoming faxes automatically.

Key Considerations

When choosing a fax method, several key factors should be taken into account. Security and privacy are paramount; ensure your chosen service offers encryption and complies with relevant privacy regulations like HIPAA. Cost is another crucial aspect, with services like Fax Online offering a flat-fee, one-time fax option that may suit your needs. Additionally, ease of use and compatibility with your devices and document formats will enhance your faxing experience, ensuring efficiency and reliability.

Security and Privacy

Ensure the fax service uses encryption and complies with privacy regulations like HIPAA to protect sensitive information.


Compare pricing plans and choose a service that fits your budget. Fax Online offers a cost-effective one-time faxing option.

Ease of Use

Select a user-friendly service with intuitive interfaces. Fax Online is known for its straightforward and accessible platform.


Ensure the service works with your devices and supports necessary file formats like PDF, DOC, and JPG.

Tips for Successful Faxing

  1. Check Recipient Information

    • Double-check the fax number to avoid errors.

  2. Use High-Quality Documents

    • Ensure documents are clear and legible to avoid transmission issues.

  3. Keep Confirmation Records

    • Save confirmation receipts for future reference and to verify successful transmissions.

  4. Test Before Sending

    • Send a test fax to ensure everything is working correctly, especially when using a new service or machine.


Faxing is still a vital communication tool for many businesses and individuals. Whether you choose to use a traditional fax machine, an online service like Fax Online, email-to-fax solutions, or mobile apps, this guide provides all the information you need to send and receive faxes efficiently and securely. Embrace the convenience and flexibility of modern faxing methods, and start faxing with confidence today.

Happy Fax Online Customers

cdh is a happy fax online customer
Mike says thanks for quick support sending his fax online
Scott says thanks for helping him send a one time fax
  • One Time Fax
  • Privacy Focused
  • No Monthly Fee
  • $7.00 per fax