The basic steps to fax a document
To fax a document, place it face-down in your fax machine's document feeder or on the glass plate, dial the recipient's fax number using the keypad, and press Send. The machine will pull the pages through automatically (if using a feeder) or you may need to close a cover to scan the page. Wait for the confirmation message — usually a beep or on-screen notification — that tells you the fax went through. The whole process takes one to three minutes per page, depending on your machine and the quality setting you choose.
Most fax machines display a confirmation report after sending. This report shows the date, time, number of pages sent, and whether the transmission succeeded. Keep this report until you know the recipient has the document, in case you need to resend.
Key Takeaways
- Place your document face-down in the feeder or on the glass, dial the fax number, and press Send — the machine handles the rest automatically.
- A confirmation message or beep tells you the fax sent successfully; most machines print or display a report with the date and time.
- If the line is busy or the receiving fax is offline, your machine will either retry automatically or prompt you to try again manually.
- Quality settings affect how long the fax takes to send; standard quality is faster but lower resolution than fine or photo mode.
- If you do not have a fax machine, you can send faxes through online services, email-to-fax gateways, or your phone's fax app.
Where to place the document and which way it faces
Most fax machines have two ways to load a document: an automatic document feeder (ADF) at the top, or a glass scanning plate underneath a hinged cover. If your machine has an ADF, tap the pages on a flat surface to align them, then insert them face-up into the slot. The machine will pull them through one at a time. If you are using the glass plate, lift the cover, place the page face-down on the glass (the side you want to send should face the glass), close the cover, and the machine will scan it when you press Send.
Check your machine's manual or look for printed labels on the device itself — most manufacturers mark the correct orientation with arrows or icons. Feeding a page the wrong way means the recipient gets a blank page or an upside-down image, so take five seconds to confirm before pressing Send.
Entering the fax number and choosing quality settings
After loading your document, use the keypad on the fax machine to enter the recipient's fax number, just as you would dial a phone. Include any necessary prefixes — a 1 before a long-distance number in North America, or a 0 before an international dialing code. Some machines let you save frequently used numbers as speed-dial buttons to avoid retyping.
Before pressing Send, check whether your machine offers quality settings. Standard quality sends faster but produces a lower-resolution image; fine or photo mode takes longer but preserves more detail. For text documents, standard is usually fine. For images, charts, or handwritten notes, choose fine mode. Some machines let you set this as a default so you do not have to choose each time.
What happens after you press Send
When you press Send, the machine dials the number and listens for a fax tone from the receiving machine. If the line is busy or the receiving fax is offline, your machine will either retry automatically after a delay (usually a few minutes) or display an error message asking you to try again. Some machines let you set how many times they retry and how long to wait between attempts.
Once the connection is made, the sending machine transmits the document page by page. You will hear tones and beeping sounds — this is normal and means the machines are communicating. Do not hang up or interrupt the machine during transmission. When all pages have sent, the machine beeps or displays a message saying transmission complete, and usually prints a confirmation report showing the time, date, number of pages, and whether it succeeded.
Reading the confirmation report
The confirmation report is your proof that the fax was sent. It shows the recipient's fax number, the date and time of transmission, how many pages were sent, and a status line that says "OK" or "Success" if it went through, or an error code if something went wrong. Keep this report for your records until you confirm the recipient has the document.
If the report shows an error — such as "No Answer," "Busy," or "Communication Error" — the fax did not reach the recipient. Try again in a few minutes, or call the recipient to confirm their fax number and that their machine is turned on and ready to receive.
Troubleshooting common fax problems
If your fax will not send, check these things in order: Is the receiving fax number correct? Call it to confirm. Is the receiving machine turned on and set to receive faxes? Ask the recipient to check. Is your phone line working? Try making a regular phone call. Is your machine plugged in and turned on? Check the power switch and any indicator lights.
If pages come out blank or upside-down on the receiving end, you likely loaded the document face-up instead of face-down, or placed it on the glass backwards. Reload it correctly and resend. If the image is too light or too dark, your machine may need cleaning — use a soft, dry cloth on the glass plate and the document feeder rollers. If the machine keeps saying "Paper Jam" but no paper is stuck, open all covers and check for torn pieces of paper inside the rollers.
Alternatives if you do not have a fax machine
If you need to send a fax but do not own a fax machine, several options exist. Online fax services like FaxZero, eFax, or HelloFax let you upload a document and send it to any fax number from your computer or phone — some offer a free tier for a few faxes per month. Email-to-fax gateways work by sending an email to a special address that converts it to a fax; your internet service provider or phone company may offer this. Some smartphone apps, like the built-in fax features in iOS or Android, can scan a document and send it as a fax if you have a fax number to send to.
If you need to receive faxes, a virtual fax number service assigns you a phone number that receives faxes as email attachments or stores them in an online account. This is useful if you do not have a physical fax machine but still need to accept incoming faxes from clients or government agencies.
Frequently Asked Questions
What is the difference between standard and fine quality faxes?
Standard quality sends faster and uses less phone line time, but produces a lower-resolution image suitable for plain text. Fine quality takes longer but preserves more detail, making it better for documents with small text, images, or handwriting. Choose fine quality if the document contains anything other than large, printed text.
Can I fax multiple pages at once?
Yes. If your machine has an automatic document feeder, load all pages face-up into the slot and the machine will pull them through one at a time. If you are using the glass plate, you must scan and send one page at a time. Some machines let you load multiple pages and queue them for sending, but check your manual to see if yours has this feature.
What does it mean if the fax says "No Answer"?
The receiving fax machine did not pick up the call, usually because it is turned off, not connected to a phone line, or set to manual receive mode. Call the recipient to confirm their fax number and ask them to turn on their machine, then try again.
How long does it take to send a fax?
A single page typically takes 30 seconds to three minutes depending on the quality setting, phone line speed, and whether the receiving machine is ready. Standard quality is faster; fine or photo quality takes longer. Multiple pages send sequentially, so a 10-page fax might take 5 to 30 minutes.
Can I send a fax from my computer without a fax machine?
Yes. Online fax services, email-to-fax gateways, and smartphone apps all let you send faxes from a computer or phone. Some services are free for a limited number of faxes per month, while others charge per page or require a monthly subscription.