How to Send an Online Fax
Even in this digital age, you still need to send a fax. The venerable fax remains the optimal and easiest telecommunications choice especially if you need to quickly get something signed and into someone’s hands.
But opting to send fax doesn’t mean you have to find a clunky machine somewhere and wait for the tell-tale beeps to know your fax has gone through. With the multitude of fax-to-email services, you can send that fax online, either via a service’s web portal or directly from your email.
MORE: Best Online Fax Services
The exact steps to sending a fax from a web portal will vary among services, but the basic gist is the same. In this example, we’ll use MetroFax, our top pick for online faxing services, to illustrate what to look for.
1. Start by signing into the service, looking for an option that indicates you can initiate outbound faxing. In this image, that would be the “Send Faxes” button.
In the case of MetroFax, you’ll get a neatly designed, self-contained pop-up to add information and send the fax.
2. Manually add the recipient’s name, country (the default here is United States), company name, and fax number (blacked out here). Or, you can select a recipient(s) from the Contacts drop-down menu. MetroFax stores Contacts in the cloud, accessible via the View Faxes tab. You can enter names manually, or import contacts from Yahoo Mail, Gmail, or a CSV file. MetroFax supports up to 50 recipients at a time; this capability will vary depending on the online fax service you use.
3. Scroll down to customize the Cover Page, including whether you want to include one. Some services include a cover sheet by default; some allow you to customize the layout and content of the cover page (though that’s usually a setting elsewhere in the fax service, and handled before you send your fax). In the example of MetroFax, you will add a subject and cover page body, as seen here.
4. Next, you’ll add the files you want to attach, using a standard file choosing dialog.
Typically services limit the number of documents or the total number of megabytes you can transmit together. Be sure to add the files in the order you want them to appear, as, again, that is typically how fax systems will upload and process the files.
MetroFax shows the files uploaded, lets you remove them, and even has a link to see what types of files you can attach. All fax services support the basics: Microsoft Word, Excel, and PowerPoint files, as well as Adobe PDF, text, and Rich Text Format files.
MetroFax also lets you customize the fax quality (though really, why would you ever change from Fine?) and add a personalized Reference ID.
5. Once all of that is entered and changed, there’s only one thing left to do: Press Send Fax.
Bonus Tip: An Online Fax Shortcut
The easiest way to send a fax online? Once you’ve joined a service, simply attach the file(s) to your email, using any email client. That’s it. To get the fax to its destination, you’ll use the destination fax number as part of the email address: Enter the [email protected] — say [email protected] if you’re using the popular eFax service — and you’re good to go. (Some services require a «1» before the destination fax number, others do not; you’ll need to check your specific service’s requirements.)
Your subject line and email body will auto-populate into a cover page, and whatever documents you have attached will be transmitted via your service’s fax server to that fax number once hit send. It’s as simple as that.
How to Send a Fax
Fax machines have been around for some decades now. Every technology has its era of popularity before it is superseded by another one that simply betters it on all counts. Though fax (Facsimile) machines are still used today for secure document transfers, Internet technology has reduced its usage substantially.
Internet has revolutionized the way we communicate. With email and Voice over IP (VoIP) services affecting all the conventional channels of communication, even fax machine manufacturers felt the pinch as demand for them fell, due to electronic mail. Still the technology survives due to some of the inherent advantages it provides.
Using a Machine
I remember the 90s when fax was one of the most popular technologies to send documents worldwide. There was no other way, that one could send signed documents as fast as fax machines did. The procedure is quite simple and straightforward.
Firstly, ready the documents that you need to send and collate them. It is customary that you type a cover letter explaining the content of the fax, which also contains your own contact details. Observe the fax machine and locate the feeder tray where you must place the documents to be sent. Once you have fed the documents to be sent in the right order, you must enter the number to which you plan to send those documents. Key in the number correctly and hit the send button, after you finish entering the number. If it is an international number, make sure that the correct country code is entered. The machine will scan all documents one by one, before printing out a receipt of confirmation. With that, your fax is sent and you can rest assured that it will reach its destination.
Using the Internet
What if you don’t have a machine? Thanks to eFax services, it is quite simple. Many online services enable you to send them for free. Some of the websites that you should check out are Interfax, FaxZero, PopFax, MyFax, and ScanR. Here is the general procedure.
Most of these services need a paid subscription and they allow you to send some of the faxes for free. All you have to do is send them a mail with the document attached in pdf or .doc format or typed in as the text body. You must provide information about the destination fax number. Some of them ask you to enter the number, to which you intend to send the document, in the sender’s email id box. Once you send the mail, you get an email confirmation alerting you of the fact that the fax has been successfully sent. For more details, refer to the respective websites.
Fax machines are still widely used for transfer of private classified documents by many businesses and therefore, this technology still survives the onslaught of the Internet. Online services have managed to seamlessly integrate this technology with email, making it unnecessary for you to own a machine.
How to Send and Receive a Fax in Windows 7
- Operating Systems
- Windows 7
- How to Send and Receive a Fax in Windows 7
By Greg Harvey
The Windows Fax and Scan utility enables you to send or receive faxes in Windows 7. You can use Windows Fax and Scan to send text entered into a fax form, documents created in other applications, and even pictures or documents scanned with a scanner attached to your network. With the Windows Fax and Scan utility, there’s no need for a standalone fax machine.
To be able to send and receive faxes with Windows Fax and Scan, your computer must either be connected to a fax server that’s part of your computer network or have a phone line connected to a fax modem installed on your computer.
Choose Start→All Programs→Windows Fax and Scan.
Windows 7 opens a Windows Fax and Scan window.
Before you can send and receive a fax with the Windows Fax and Scan utility, you must set up a fax account for yourself. Those steps are not covered here.
Click the Fax button at the bottom of the Navigation pane.
You click these buttons to switch between the fax and scanning features.
Click the New Fax button on the toolbar to open the New Fax dialog box.
Select a cover page, select the contact to whom to deliver the fax, and input the text of the fax message.
If you’ve already typed the text in another document, you can cut and paste the text using the Windows Clipboard.
You can attach a text document to the fax message with the Attach button on the New Fax toolbar, insert a picture in the body of the fax with the Insert Picture button, and insert a scanned item with the Insert From Scanner button.
When you’re finished, click the Send button in the New Fax dialog box.
To receive a fax you’re expecting in the open Windows Fax and Scan window, click the Receive a Fax Now button on the window’s toolbar.
How To Send A Fax
Fax documents can cause difficulty for a person who is not familiar with this procedure. However, nothing complicated about it, to send a document by fax to perform enough algorithm of several actions that do not require a lot of time and quickly stored.
Instruction how to send a fax
First we need to prepare the document to be faxed. Is printed the text of a document, usually on a sheet of A4 size, but certain models of fax machines support and the minimum size of the document — 128 mm by 128 mm. Usually in devices supporting that format embedded document size adjustments. So, after a document is printed out in the desired format, inspect it. text printing quality should be good enough to your destination no problems with the analysis of the text. If, after printing paper is smeared ink, it is better to use the services of the printer again.
To insert a document prepared to send in a fax, open the document feeder tray. In most models, it is at the rear of the machine. Insert paper with the face down. If necessary, the departure of several sheets, depending on the model fax sequence of actions may vary. There are facsimiles that mass sending — this means that the document tray can be inserted, usually up to 10 pages. If the machine does not support this operation, you have to insert the sheets one by one. Once a document is inserted into the fax machine, you will hear a single beep and document capture to occur.
Dial your destination. When at the end of the take up, introduce yourself and ask to receive a fax. Most often, the conventional word for sending a fax is the word «We start», then you and your destination click on the «Start» button, and starts sending the fax. While the fax did not go through, do not hang up. If the recipient’s fax machine operating in automatic mode, then dial the number, wait for the fax tone, then press «Start».
Once a document has been sent, then click «Contact» or call back to another number if the recipient is automatic, and ask if successfully passed the fax, whether the text is not blurry. In the case of the addressee of a document in poor quality — try the operation again.
How to Send a Fax From Word
by Anni Martin
The ability to send a fax used to mean a walk down to the office fax machine or a drive to a local business service that would fax for you. Now you can send your important faxes straight from Microsoft Office Word 2007 to a recipient anywhere in the world without ever leaving your desk. You can use an Internet fax service to send your document, or you can use a fax modem built into your printer. Either way, you now have the convenience of faxing at your fingertips.
Use the Send Command
Start Word. Create the fax cover page by clicking on the Microsoft Office Button and clicking «New.» In the left task pane labeled «Templates,» click on the «Faxes» link. Select a fax cover page thumbnail and click «Download.» Fill in the information for the cover page.
Create the fax document you want to send below the cover page. Save the document by clicking on the Microsoft Office Button and clicking «Save.» If the template you chose was created in a previous version of Office, «Compatibility Mode» appears in the title bar. Save the document as usual. A prompt appears letting you know the template was created in a previous version and asks you to save it in Word 2007 format. Click «OK» to save the file.
Click on the Microsoft Office Button and click «Send.» Click on «Internet Fax» from the menu. If you have not set up an Internet fax service, you will be directed to a website to set one up. Click «OK» to set up a fax service.
Choose one of several fax services available, such as InterFAX, Concord or RingCentral. Even though some of the services have a free trial version, you still need to enter information such as an email address, a credit card number, and a choice of billing plan.
Click on the Microsoft Office Button and click «Send» again once the service is activated. Click on «Internet Fax,» fill in the required information depending on which service you chose, and send the fax.
Use the Fax Printer Command
Open Word and the document you need to send via fax. Click on the Microsoft Office Button and click «Print» to open the Print dialog box.
Click on the «Name» drop-down field and select the fax modem from the list. You need to have a fax modem installed on a printer, the printer needs to be plugged into a phone jack, and the fax modem software needs to be installed on the computer, or this will not work. Click «OK» to start the Fax Wizard.
Follow the instructions to add information to the fax such as the recipient’s name and phone number and fax cover sheet options.
Click «Finish» to send the fax.
- You can send faxes from Word 2003 and 2010 by either choosing an Internet fax service or using the print command, but the instructions are slightly different.
About the Author
Translating technical jargon into everyday English is one of Anni Martin’s specialties. She is an educator and writer who spent over 13 years teaching and creating documentation at the University of Missouri. She holds a Master’s Degree in educational technology as well as Bachelor’s degrees in journalism and political science from the University of Missouri.
How to Send or Receive a Fax from a Windows 7 PC |
Sending or receiving a fax from a Windows 7 PC is probably easier than you think. Windows 7 has built-in faxing software that makes the process surprisingly easy.
Today, we’re going to teach you everything you need to know about sending or receiving a fax from a Windows 7 PC.
3 Methods Available
First, you should know that there are three main ways to send or receive a fax from a Windows 7 PC. Those ways include:
1) Online Fax Service
2) Using a Connected Fax Machine or Printer
3) Using Windows Fax and Scan or Other PC Faxing Software
Online faxing is probably the easiest and fastest way to send and receive faxes from a Windows 7 PC.
With online faxing, you don’t need to have a fax machine connected to your computer. You don’t need a modem or phone line or anything.
Instead, all you need is an internet connection. Online faxing is as easy as sending an email: you just open your internet browser or Outlook, then compose an email as you normally would. You attach the documents you wish to fax to that email, then type your message into the body. That message is faxed in the form of a cover letter.
The only major difference between sending an email and computer faxing is that you need to type in your recipient’s phone number in a slightly different way.
In the usual email address bar, you just type in [Recipient’s Phone Number] @ [Your Fax Provider’s Website].com
Basically, you’re sending the fax to your fax provider. Your fax provider converts it into a faxable format and sends it through the phone lines to your recipient. That’s it.
All online fax services support Windows 7. In fact, very few online faxing services are dependent on an operating system: as long as you have an internet connection and the ability to send an email, you can easily send or receive a fax online through Windows 7.
Sending a Fax through a Windows 7 PC
To recap, here’s how online faxing through Windows 7 works:
Step 1) Open your email inbox or Microsoft Outlook
Step 2) Compose a new email just like you would normally send an email
Step 3) In the recipient field, type in your recipient’s fax number followed by the website for your online fax provider, like [email protected]
Step 4) Use the body of the message to type out your cover letter. Anything in the body of the message will be delivered as a cover letter.
Step 5) Attach the documents you wish to fax to your email, just as you would attach a normal attachment. Typically, online fax services support major Office formats (like .doc and .docx) as well as .pdf and other popular formats. Check your provider’s supported file formats and make sure your online fax provider accepts the format you’re trying to fax.
Step 6) After attaching the faxed document, filling out your cover letter (body of the email), and typing in your recipient’s phone number, you’re ready to send a fax from your Windows 7 PC. Click “Send” just as you would send a normal email.
Receiving a Fax Through your Windows 7 PC
Receiving a fax through Windows 7 is just as easy as sending it. Here are the step by step instructions:
Step 1) Open your internet browser or Microsoft Outlook
Step 2) Check for new emails
Step 3) New faxes will arrive in the form of emails from your online fax provider. You should be able to view the cover letter in the body of the email and the faxed document as an attachment. It’s just like an ordinary email.
Online faxing comes with a bunch of other advantages outside of faxing from Windows 7. You can online fax from anywhere you have internet, for example. You can also reduce your paper and ink costs – which is helpful if you’re looking to cut costs at your business. You can send and receive faxes from mobile devices – like smartphones and tablets.
Ultimately, virtual faxing is the easiest way to send or receive a fax from a Windows 7 PC for most users because it requires no fax machine, no modem, and no software. All you need is an internet connection.
The one downside? You will have to pay for your online faxing subscription. Many providers offer you a free trial, however, where you can send a few faxes for free without paying a dime.
Fax Through a Connected Fax or Multifunction Printer
If you own a fax machine or multifunction printer (i.e. a printer that lets you copy, print, scan, fax, etc.), then you can easily send and receive faxes through your Windows PC.
The specific setup and options vary from fax machine to fax machine, and many units are able to send and receive faxes directly to the computer without having to print the document.
Ideally, this method will let you send and receive faxes through Windows 7 without physically interacting with the fax machine (i.e. you don’t need to scan the sent document or print out received documents).
Here’s what you need for this method:
- A computer running Windows 7
- A fax machine or multifunction printer that can fax from the computer
- An active phone line that you can use to connect to the fax machine or printer (any standard phone line aside from a VoIP line should work)
- A document you’re trying to send
With this method, you’ll need to connect your fax machine to the phone line using your standard phone cable. That phone cable needs to be active: so if you were looking for a way to fax from your Windows 7 PC without having an active phone line, then this isn’t it.
Another thing to remember is that despite the name, wireless fax machines don’t let you fax without an active phone line. The “wireless” part of the fax machine simply refers to the fact that there are no wires between your computer and the fax machine.
After you’ve connected your fax machine to your computer, you can interact with your fax machine in two ways:
- You can use your fax machine or printer manufacturer’s built-in driver software, which may or may not have installed itself automatically after you connected the fax machine
- You can run the built-in Windows software Windows Fax and Scan, which is already installed on all Windows 7 builds
You can learn more about Windows Fax and Scan in the next section: it’s the other popular way to send and receive a fax from a Windows 7 PC.
Windows Fax and Scan
All Windows 7 computers come bundled with Windows Fax and Scan, which is a free built-in utility that’s already on your computer.
All you need is the following:
- A computer running Windows 7
- A modem or fax board on the computer (if your computer has a telephone connection, then it likely already has a modem or fax board built-in)
- An active phone line (not VoIP)
- A document to send
Basically, Windows Fax and Scan turns your computer into a fax machine. The only downside to this is that to send and receive faxes all the time, your computer needs to be on and connected to the phone line all the time.
Setting up Windows Fax and Scan is easy. The software comes with wizards that let you easily connect your fax machine and start sending your first fax:
Step 1) Launch Windows Fax and Scan by typing it into the Windows 7 search bar (under the Start Menu)
Step 2) Click on Tools and then Fax Accounts
Step 3) Click Add to have your fax modem installed
Step 4) Choose between automatic or manual answering of your phone line
Step 5) Go to Tools and Fax Settings to customize additional options, like changing your computer from automatic or manual reception, customizing the number of rings before the fax is automatically picked up, setting up TSID and CSID information, and automatically saving or printing all received faxes the moment they arrive.
Step 6) To send a fax, click New Fax from the Windows Fax and Scan menu. If you haven’t sent a fax yet, then you’ll be redirected to the new fax wizard, from where you can setup all the settings you need before sending a fax.
Step 7) Create your fax, then enter your recipient and send it to the receiving fax machine
How to Receive a Fax in Windows 7 Using Windows Fax and Scan
Windows Fax and Scan can also be setup to automatically receive faxes. Here’s how to do that:
Step 1) Open Windows Fax and Scan by typing “fax” into the Windows 7 search bar
Step 2) At the bottom of the left pane, choose Fax
Step 3) Click Tools and then click Fax Settings
Step 4) Look for the General tab. Under the Send/Receive Options menu on that tab, you’ll see an option that says Allow device to receive fax calls. Make sure the box beside that is checked
Step 5) Choose how many times you want the fax machine to ring before picking up by changing the “Automatically answer after ____ rings” setting. Then press OK.
That’s it! Your Windows Fax and Scan is now setup to receive faxes automatically. Just make sure your computer stays on and connected to the phone line.
How to Manually Receive a Fax in Windows Fax and Scan
If you don’t want your Windows 7 PC to constantly function as a fax machine, then you may want to set it up to manually receive a fax only at certain times.
You can do that using the Windows Fax and Scan tool. Using this method, you’ll only be able to receive a fax when you open the tool and your phone rings:
Step 1) Open Windows Fax and Scan
Step 2) Click the Fax option in the bottom left pane
Step 3) From the toolbar, click “Receive a Fax Now”
Step 4) Wait for your phone to ring. When the software is in this “receiving” mode, it will automatically receive the fax when the phone rings.
That’s it! Now you know all the best ways to send or receive a fax from a Windows 7 PC.
How to Send a Fax From a Mac
by Dawn Gibbs ; Updated September 28, 2017
Items you will need
You can send a fax with your Mac computer without needing a separate fax machine. Your computer comes with a built-in option to send a document as a PDF document to the recipient’s fax machine, as long as you have access to a phone line. If not, you can send a fax over the Internet using a variety of paid or free services, depending on the length of the document.
Over a Phone Line
Hook up your computer to a phone line by inserting the line into the appropriate opening in the computer’s tower. Open the document that you want to fax. You can open it in any word processing program that you have.
Select «File» from the top of the desktop screen, then select «Print» from the drop-down menu to open the printing dialogue box.
Locate the «PDF» drop-down menu at the bottom of the dialogue box. Click the box and select «Fax PDF.»
Enter the recipient’s fax number into the «To» box. Click the box next to «Use Cover Page» and type in any message you want to include as a cover page. Click «Fax.»
Over the Internet
Visit a faxing website such as the one listed in the Resources section.
Enter the recipient’s fax number and name in the appropriate box. Enter your information in the appropriate box as well. This will go on the cover sheet.
Select «Choose File» to upload your document. Locate the document on your hard drive, and select «OK.» Click «Send Fax.» If the fax is longer than the website’s limit for free access, you may have to pay a per-page fee.
About the Author
Based in Richmond, Va., Dawn Gibbs writes about topics such as history, fashion, literature, crafts, alternative medicine and healthy living. Her work has appeared on GreenDaily.com and several style websites. Gibbs holds a Bachelor of Arts in history from Virginia Commonwealth University.