How to Send a Fax over Email

David Hughes
David Hughes
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Faxes Aren’t Outdated Yet! 📠

You might think that in the world of emails and instant messaging, faxes would be a thing of the past, right? Well, not exactly. Believe it or not, a 2017 survey revealed that 82% of big companies still use faxes, and about 100 billion faxes are sent worldwide every day!

But here’s the catch—what if you don’t have a fax machine at home? 🤔 Don’t worry, it’s still possible to send faxes directly from your computer! In this easy guide, we’ll show you how to send a fax using Gmail, Outlook, or even third-party email-to-fax services.

Why Do People Still Fax? 🤷

Faxing might seem old-school, but it has some solid advantages. For one, faxes are sent over phone lines, making them tougher for hackers to intercept compared to emails, which travel through the more vulnerable internet. That’s why many still prefer faxes for sending super important stuff, like medical records or bank transfer approvals.

No Fax Machine? No Problem! 🎉

Gone are the days when you needed a bulky fax machine. Today, you can send or receive faxes just like emails, thanks to modern computer-based fax services. So, whether you’re looking to share sensitive documents or just get things done the old-fashioned way, faxing from your computer is easier than ever!

What is email to fax?

Email to fax, also called Internet faxing, efax, or virtual faxing, is a cool technology that turns your computer, phone, or tablet into a fax machine! This means you can send faxes from any device as long as it’s connected to the internet.

Unlike old-school fax machines, email to fax services let you send faxes as electronic documents attached to emails. So, you can fax things like .PDF or .JPG files right from your device.

Pros of Email to Fax

Here are some reasons why more and more businesses are loving email to fax services:

  • Lower Costs: No need to buy a fax machine, which can save you a bunch of money.
  • Zero Maintenance: Fax machines can break down and need repairs, but with email to fax, there’s nothing physical to fix!
  • Works Remotely: You can send or receive faxes from anywhere, not just from the office.
  • More Sustainable: This method uses less ink and paper, so it’s better for the planet.

Cons of Email to Fax

But like everything, email to fax isn’t perfect. Here are a few downsides:

  • Less Secure: Unlike traditional faxes sent over phone lines, email to fax sends your documents over the internet, which can be more open to security risks.
  • Paid Subscriptions: Most email to fax services require a monthly fee, which might be around $10 or more.
  • Internet Dependence: Unlike traditional fax machines, which work even during a network outage, email to fax services need a stable internet connection.

Best email to fax services

With so many options available, finding a reliable and secure email to fax service can be tricky. Some are too pricey, and others might not be secure enough. After spending a few days testing different services, we’ve narrowed it down to the top 3 email to fax platforms that stand out:

1. FaxZero: A Free Online Fax Service

FaxZero is our top pick if you’re looking for a simple and efficient way to send faxes online. Here’s why it’s great:

  • Free to Use: Send up to 5 faxes per day without paying a cent.
  • Simple Limitations: Each fax can be up to 3 pages. However, FaxZero branding will be on the cover page in the free plan.
  • Upgrade Option: Need more? Send faxes up to 25 pages long for just $2.09 per fax, and remove the FaxZero branding too!

Using FaxZero is super easy:

  • Fill out a form with your details (name, phone, email) and your recipient’s info (name and fax number).
  • Attach your files and add a cover page message.
  • Hit send, and your fax is on its way!

2. FaxFile: Mobile Faxing Made Easy

FaxFile is perfect for anyone who needs to send a fax but doesn’t have a computer handy. This app is available for both iOS and Android, making it super convenient.

  • Versatile: Fax PDFs, Microsoft Word documents, and images like PNGs and JPGs directly from your phone.
  • Storage Integration: Easily add files from Google Drive or iCloud.
  • User-Friendly: The app is straightforward to use with an intuitive interface.

However, keep in mind that FaxFile comes with a cost:

  • The app is free to download, but sending faxes requires buying credits. For example, 50 credits cost $3.
  • The cost in credits to send a fax varies depending on the destination country.

3. eFax: Virtual Faxing at Scale

eFax stands out for those who need to handle a lot of faxes. It’s a popular choice for businesses and offers robust features:

  • Integration: Send faxes directly from your email account by simply attaching your files and adding the recipient’s fax number followed by “@efaxsend.com” in the “To” field.
  • Format Friendly: Supports multiple file formats for maximum convenience.

Despite its strengths, eFax does have a higher price tag:

  • The eFax Pro membership is $18.95 per month, which allows you to send and receive up to 200 pages per month.

How to send a fax from Gmail

Even though Gmail itself doesn’t offer a direct way to fax, you can still use it to send faxes by linking it to a third-party service. Here’s how to do it step-by-step:

  • Choose a Third-Party Fax Service: First, sign up for an email-to-fax service that supports faxing through Gmail. Services like eFax, FaxZero, or MyFax are great options.
  • Set Up Your Account: After signing up, you’ll typically need to verify your Gmail address with the fax service. This step is crucial as it links your email to your new faxing capabilities.
  • Compose a New Email: Once your account is set up, open Gmail and click on ‘Compose’ to start a new email.
  • Enter the Fax Number: In the ‘To’ field, instead of entering an email address, you’ll type the recipient’s fax number followed by the domain provided by your fax service (e.g., [faxnumber]@efaxsend.com).
  • Attach Your Documents: Click on the paperclip icon to attach any documents you need to fax. These can be PDFs, Word documents, or images.
  • Send Your Fax: After everything is set, hit ‘Send’. The fax service will convert your email into a fax and send it to the fax number you entered.

That’s it! Using Gmail to send a fax might sound complicated at first, but once you’re set up with a third-party service, it’s as easy as sending a regular email.

How to send a fax from Outlook

Sending a fax directly from Microsoft Outlook is possible thanks to a built-in feature in Microsoft Office. You can fax documents from Outlook, Word, Excel, and PowerPoint with no extra cost involved. Here’s a simple guide to get you started:

Step 1: Install the Windows Fax Printer

First, you need to add the Windows Fax Printer Driver to your computer:

  • Open the Control Panel: You can search for it in the Windows search bar.
  • Navigate to Programs: Click on Programs and Features.
  • Modify Windows Features: Select Turn Windows features on or off.
  • Enable Fax Feature: In the new window, look under Print and Document Services and check the box for Windows Fax and Scan.
  • Confirm Your Selection: Click OK to install the feature.

Step 2: Connect to a Fax Modem

Next, connect your computer to a phone line using a fax modem:

  • Open Windows Fax and Scan: You can find it by searching in the Windows start menu.
  • Set Up Faxing: Go to Tools, then select Fax Accounts.
  • Add a Fax Modem: Click on Add, then choose Connect to a fax modem. Follow the prompts to select your modem and finish the setup.

Once everything is set up, you can start faxing directly from Outlook. Just attach the document you want to fax, enter the fax number in the recipient field, and hit send. It’s as straightforward as sending a regular email!

Step 3: Fax Your Documents from Outlook 📄📤

Now that your computer is connected to a fax modem, you’re ready to send faxes directly from Outlook. Here’s how you do it:

  • Open Windows Fax: Just search for it in the Windows start menu.
  • Start a New Fax: Click on New Fax to open a fax form.
  • Enter Fax Number: Type the recipient’s fax number in the To field.
  • Attach Files or Type Message: You can type your message directly in the fax form or attach documents you wish to fax.
  • Send Your Fax: Once everything looks good, click Send.

And that’s it! You’ve successfully sent a fax from Outlook. 🎉

While this method works well, some find it a bit cumbersome. As a result, many opt for online fax services for a more streamlined experience.

Conclusion

Despite being an older technology, faxing remains crucial in many professional settings, especially where security and document integrity are paramount. With advancements in technology, you don’t need a traditional fax machine anymore. Whether you’re using Gmail, Outlook, or specialized apps like FaxZero and eFax, sending a fax is just a few clicks away.

We’ve explored several methods and services that make faxing from your digital devices not only possible but also convenient and cost-effective. Remember, choosing the right service depends on your specific needs such as security, frequency of faxing, and whether you prefer mobility or desktop solutions.

Faxing may seem a bit outdated in our fast-paced digital world, but it’s clearly here to stay, adapting and evolving with our changing technology needs. So, next time you need to send a secure document, consider one of these modern fax solutions – they just might surprise you with their simplicity and efficiency!

FAQ

What is Email to Fax?

Email to Fax is a technology that allows you to send faxes directly from your email account, turning devices like computers, smartphones, and tablets into virtual fax machines. It’s convenient for sending PDFs, Word documents, and images as faxes.

How can I send a fax from Gmail?

While Gmail doesn’t natively support faxing, you can send faxes by linking your Gmail account to a third-party email-to-fax service. Just sign up with a service, verify your email, and send faxes by entering the recipient’s fax number followed by the service’s domain in the “To” field of your email.

Can I send faxes from Outlook?

Yes, you can fax from Outlook by installing the Windows Fax Printer Driver and connecting a fax modem to your computer. Once set up, use the Windows Fax and Scan application to send documents as faxes right from Outlook.

What are some reliable email to fax services?

Some of the top email to fax services include FaxZero, which offers free and paid options, FaxFile, ideal for mobile faxing, and eFax, which supports large volume faxing directly from your email account.

Are there any disadvantages to using email to fax services?

Yes, while convenient, email to fax services can be less secure than traditional faxing because they transmit data over the internet. They also typically require a subscription fee and depend on having an internet connection.

Why is faxing still used today?

Faxing remains popular due to its security advantages. Faxes are transmitted over phone lines, making them harder to intercept than emails or other forms of digital communication. This makes faxing ideal for sending sensitive information like medical records or legal documents.

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Meet David, the tech blog's brilliant author and copywriting expert. With a profound passion for technology, David's captivating articles on tech, Android, Windows, internet, social media, gadgets, and reviews are the epitome of excellence. His expertise in crafting compelling content combined with his love for all things tech make him a formidable force in the industry.
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