If you’re wondering how to send a fax, you’re in the right place. This article will explain why faxing is still in use, despite the availability of faster and more secure communication methods. We’ll also cover three easy ways to send a fax—via computer, mobile device, and the traditional fax machine.
Why Do People Still Use Fax?
In today’s digital age, it’s easy to assume that all document sharing happens through email. However, faxing remains a preferred method for sharing sensitive data and information securely. Here are a few reasons why faxing continues to be in use:
Faxing is Backward Compatible
The first modern fax machine was invented in 1964. While technology has advanced significantly since then, fax machines have remained backward compatible. This means that even if you bought a fax machine decades ago, it can still be used with the latest faxing protocols. As a result, companies have little incentive to replace their old fax machines, keeping the technology in circulation.
Faxing is Secure
Faxing offers a level of security that modern internet communications often can’t match. Fax machines transmit data over telephone lines, which are much harder to hack or spam than the public internet. When you send a fax, a dedicated, end-to-end communication channel is established, making the transmission more tamper-resistant than most email or mobile-based systems.
Faxes are Legally Binding
In many U.S. states, contracts or legal agreements signed via fax are legally binding. Additionally, sending a fax always provides a delivery receipt, giving you proof that the document was received. In contrast, when sending an email with important documents, it’s difficult to confirm that the recipient actually received the message.
Faxing is Compliant with Industry Regulations
For businesses in highly regulated sectors, such as banking, finance, and healthcare, communication methods must meet strict industry standards. While some email providers may not be compliant with laws like HIPAA (Health Insurance Portability and Accountability Act), faxing is inherently compliant and can safely transmit sensitive information like patient records. In the financial sector, faxing ensures that financial documents meet the required regulatory standards for secure transmission.
Option 1: How to Send a Fax from a Computer
If you need to send a fax to a client but don’t have a fax machine, you can easily send one using your computer. Online faxing, or e-faxing, offers a convenient and cost-effective alternative to purchasing a fax machine or visiting a local fax service. Here’s how you can send a fax from your computer:
Step 1: Set Up a Fax Modem
To send a fax, you’ll need a dedicated fax modem, as a regular internet modem won’t work for faxing. Some computers come with a built-in fax modem, but if yours doesn’t, you can install an external fax modem.
Step 2: Install Fax Software
Many operating systems come with built-in fax software, such as Windows Fax and Scan. If your system doesn’t have one, there are several online fax services you can use to send your fax.
Step 3: Configure the Fax Software
When sending a fax for the first time, you’ll need to configure the fax software. This includes entering details such as your fax number, country code, and fax preferences. The exact setup process will vary based on the software you’re using. Be sure to configure the software to receive a confirmation report. For Windows 11, you can do this under Tools → Options → Receipts tab.
Step 4: Create a New Fax Message
Once your hardware and software are ready, open the fax software and click on the “New Fax” option in the dashboard. In the “To” field, enter the recipient’s fax number, including the area code and country code, followed by the @ symbol.
Step 5: Attach Documents
Attach the document you want to fax. If it’s a physical document, you’ll need to scan it and save it as a PDF first.
Step 6: Add a Cover Page (Optional)
If desired, you can include a cover page with details such as your name, contact information, and a description of the documents you’re sending. Whether or not this feature is available depends on the fax software you’re using, and you’ll usually find the option to add a cover page on the dashboard.
Step 7: Preview and Send
Most fax software allows you to preview your fax before sending. Once you’ve reviewed it and confirmed everything looks correct, click the “Send” button to transmit your fax.
Option 2: How to Send a Fax from a Mobile Device
If you’re on the go and need to send a fax but don’t have access to a fax machine, you can easily do so from your mobile device. All you need is a mobile app designed for faxing and access to the document you wish to send!
Step 1: Install a Mobile Fax App
There are many free and “freemium” fax apps available. Choose one that suits your needs and download it from your app store.
Step 2: Create an Account
Once you’ve downloaded the app, you’ll need to create an account using your email address or mobile number. Some apps may ask for payment information during registration or offer the option to upgrade to a paid plan later.
Note that while you can send faxes from a free account, receiving faxes typically requires a paid account.
Step 3: Create a New Fax
Open the app and create a new fax. Enter the recipient’s fax number, including the area code and country code, then attach the document you want to send. If you want to include a cover page, you can add one at this stage.
Step 4: Preview and Send
Before sending, preview the fax to ensure all the details and attachments are correct. Once you’re ready, hit the “Send” button.
Step 5: Receive Confirmation
Once the fax is successfully sent, a confirmation message will appear on your screen. You can also set up the app to send the confirmation to your email.
Option 3: How to Send a Fax from a Fax Machine
Although many businesses still use fax machines, it’s useful to know how to send a fax using one. While different models may vary, the basic process is the same for all fax machines.
Step 1: Set Up the Fax Machine
Before using a fax machine, ensure you’ve done the following:
- Plug in the power cord
- Connect the telephone line
- Load the paper tray
- Turn on the fax machine
Additionally, ensure there is enough ink and paper if you need to receive a fax.
Step 2: Load the Documents
Place the documents you wish to fax into the machine’s document feeder tray, similar to how you load paper into a printer. If the document has multiple pages, arrange them in the correct order to ensure the recipient gets them in the right sequence.
Step 3: Send the Fax
To send a fax, dial the recipient’s fax number. Once the connection is established (indicated by a beep or flashing light), press the “Send” button. Watch as the pages are fed through the machine and collected in the bottom tray.
Step 4: Receive Confirmation
After sending, you will receive a confirmation, either displayed on the fax machine or printed out as a receipt, confirming the fax was successfully delivered.
Step 5: Collect Your Original Documents
Don’t forget to retrieve your original documents from the fax machine after receiving the delivery confirmation.
Bottom Line
Faxing remains a secure, compliant, and efficient way to communicate and share documents, even decades after the first fax was sent. Thanks to technological advancements, you can now send faxes not only via a fax machine but also through your computer or mobile device.
