The fastest way to fax depends on what you have right now

You can fax a document without owning a fax machine. If you have a computer or smartphone, you can send a fax through an online service, your printer, or your phone's built-in fax app. The method that works best depends on whether you already have the document scanned, how many pages you're sending, and whether you need a record that the fax went through.

Most people use an online fax service because it works from any device and keeps a record automatically. If you have a printer with scanning capability, you can fax directly from the printer itself. If you're sending from a phone, the native fax app (on iPhone) or a third-party app (on Android) works but requires setup first.

Key Takeaways

  • Online fax services like HelloFax, eFax, or Faxbureau let you send faxes from your computer without a fax machine, and they keep a record of what you sent.
  • If your printer has a scanner and is connected to your computer, you can scan and fax directly from the printer's control panel or software.
  • iPhone has a built-in fax feature in the Notes app; Android phones need a third-party fax app from the Google Play Store.
  • You need the recipient's fax number and, for most services, a way to pay a small per-page fee or monthly subscription.
  • Faxes sent through online services usually arrive within minutes, and you get an email confirmation when the fax is delivered.

Sending a fax through an online service

Online fax services are the most straightforward route if you don't own a fax machine. You create an account, upload your document, enter the recipient's fax number, and the service sends it for you. The document can be a PDF, Word file, image, or scanned page. You pay per page or subscribe monthly, depending on how often you fax.

Popular services include HelloFax, eFax, Faxbureau, and Google Fax (through Google Workspace). To start, visit the service's website, create an account with your email address, and add a payment method. Upload the document you want to fax, type in the recipient's fax number with the area code, and click send. You'll receive an email confirmation when the fax reaches the recipient's machine.

The main advantage is that you have a permanent record of every fax you send, including the date, time, and confirmation that it was delivered. This matters if you're sending legal documents, medical records, or anything you might need to prove you sent later. The downside is the per-page cost, which usually ranges from 25 cents to $1 per page depending on the service.

Faxing directly from a printer with a scanner

If your printer has a built-in scanner and is connected to your computer or home network, you can fax directly from the printer without using an online service. This works best if you have a physical document you need to scan and send immediately.

Place the document face-down on the printer's scanner glass or in the automatic document feeder. On the printer's control panel, look for a "Fax" or "Send" button. Press it, then enter the recipient's fax number using the keypad. The printer will scan the document and dial the fax number. Some printers let you preview the scan on the printer's screen before sending.

If your printer is connected to your computer, you can also use the printer's software to fax. Open the software on your computer, select "Scan to Fax" or similar, place the document on the scanner, and enter the fax number. The computer will handle the rest. Check your printer's manual or the manufacturer's website to see if your model supports faxing and what the exact steps are for your brand.

This method is free if your printer supports it, but it only works if you have a physical document to scan. It also doesn't create a digital record unless your printer's software saves a copy automatically.

Faxing from an iPhone

iPhones have a built-in fax feature in the Notes app starting with iOS 16. You don't need a separate app or service, though you do need to set it up first.

Open the Notes app and create a new note. Tap the camera icon at the bottom, then select "Scan Documents." Hold your phone over the document and let the camera focus. The phone will automatically crop and enhance the scan. Once you've scanned all pages, tap "Save." Now tap the share button (the arrow pointing out of a box), scroll down, and tap "Fax." Enter the recipient's fax number and tap "Fax." Your phone will send the fax through your carrier's network.

This method is usually free through your phone carrier, though some carriers charge a small fee per fax. The downside is that you don't get a delivery confirmation the way you do with an online service, so you won't know for certain whether the fax reached the recipient's machine.

Faxing from an Android phone

Android phones don't have a built-in fax feature, so you'll need to download a fax app from the Google Play Store. Popular options include eFax, HelloFax, and Google Fax (if you use Google Workspace).

Download the app, create an account, and add a payment method. Open the app and select "Send Fax." You can either take a photo of a document with your phone's camera or upload a file from your phone's storage. Enter the recipient's fax number and tap send. The app will send the fax and email you a confirmation when it's delivered.

Most Android fax apps charge per page, similar to online services on a computer. The advantage is that you have a record of every fax sent through the app. The disadvantage is that you need to pay for each fax and set up an account before you can send your first one.

What to do if the fax doesn't go through

If you receive an error message or a failed delivery notification, the most common reason is an incorrect fax number. Double-check the number with the recipient or the organization you're trying to reach. Fax numbers are usually 10 digits in North America and include an area code, just like a phone number.

If the number is correct, the recipient's fax machine may be out of paper, offline, or busy. Ask the recipient to check their machine or try sending again in a few minutes. If you're using an online service and the fax fails, the service will usually refund the per-page charge automatically.

If you're faxing from a printer and the fax fails, make sure the printer is connected to a phone line. Printers that fax need to be plugged into the same phone jack that a fax machine would use. If your printer is connected to your computer through WiFi or USB only, it cannot fax without a phone line connection.

Frequently Asked Questions

Do I need a fax machine to send a fax?

No. You can send a fax from a computer using an online service, from a printer with a scanner, or from a smartphone using a fax app. You only need a fax machine if you want to receive faxes regularly or if you need to fax documents that are difficult to scan.

How much does it cost to fax a document?

Online fax services typically charge between 25 cents and $1 per page, though some offer monthly plans for frequent users. Faxing from an iPhone through your carrier is usually free or costs a small fee depending on your plan. Android fax apps charge per page like online services. Faxing from a printer is free if your printer supports it.

How long does it take for a fax to arrive?

Most faxes arrive within a few minutes. Online services and phone apps usually send confirmation emails within 5 to 15 minutes. If a fax fails, you'll typically get a notification within 30 minutes. Faxes sent from a printer arrive as soon as the printer finishes scanning and dialing.

Can I fax to a number outside the United States?

Yes, but online fax services usually charge more for international faxes. Check the service's pricing page to see the cost for the country you're sending to. Some services charge double or triple the domestic rate. Faxing from a printer or phone app may not support international numbers, so check your device's settings first.

What if I need to fax something but don't have a scanner?

You can take a photo of the document with your phone's camera and upload that photo to an online fax service or fax app. The quality may not be perfect, but it usually works for documents that don't require high resolution. Make sure the photo is well-lit and the text is readable before you send it.