Step-By-Step Guide: How to Send Fax From Email

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October 26, 2023

Step-By-Step Guide: How to Send Fax From Email


Have you ever wondered how to send a fax from your email? Well, you're in luck! This step-by-step guide can show you exactly how to do it. Sending a fax has never been easier - no more outdated fax machines or expensive phone lines. You can send important documents directly from your email with just a few clicks. So, get ready to streamline your communication process and save time with this simple and efficient method.

Sending a fax from your email is a convenient and efficient way to transmit documents. It offers several advantages over traditional fax machines. Firstly, it eliminates the need for a physical fax machine or separate land phone line, saving you space and money. Additionally, you can send faxes from anywhere with an internet connection, making it highly convenient. The process overview is simple: Attach the document you want to send to an email, enter the recipient's fax number followed by the '' domain, and hit send. The benefits of faxing from email include faster delivery times and the ability to send faxes to multiple recipients simultaneously. However, there are a few limitations, such as the need for an internet connection and the potential for technical issues. Overall, sending a fax via email offers a streamlined and efficient alternative to traditional faxing methods.

Understanding the Basics of Faxing

To understand the basics of faxing, you should know that it's a method of sending and receiving documents over the telephone. Traditional faxing uses a fax machine to scan and transmit physical documents, while email faxing allows sending and receiving faxes directly from your email account. This transition will give you an overview of how faxing works and the difference between traditional and email faxing.

What is faxing, and how does it work?

Faxing is a process that allows you to send printed documents electronically over a telephone line. It involves converting the document into a digital signal, transmitting it over the phone line, and printing it at the receiving end. The main advantage of faxing is that it favors a quick and efficient way to send important documents, especially when a physical copy is required. However, faxing has disadvantages, such as the potential for transmission errors and the need for a dedicated fax machine or a computer with fax software. Typical uses of faxing include sending contracts, invoices, and legal documents. In the future, as technology continues to advance, faxing may become less common as digital communication methods become more prevalent.

Traditional faxing vs. email faxing:

If you're looking for a more efficient and modern way to transmit important documents, consider using email faxing instead of traditional faxing. Email faxing offers numerous benefits over traditional faxing. Let's compare the two methods: Transitioning from traditional faxing to email faxing may seem daunting, but it is worth the effort. The benefits of email faxing greatly outweigh the disadvantages of traditional faxing. However, there are challenges in implementing email faxing, such as ensuring compatibility with existing systems and training employees. Proper planning and support can smooth the transition and improve your document transmission process.

Step-by-Step Guide: How to Send Fax from Email

Sending a fax from email is a convenient and efficient way to transmit documents. First, choose an email fax service provider and create an account. Once you've signed up for your account, you can easily compose your fax email, attach the documents you want to fax and add a cover letter if desired.

Choose an email fax service provider.

When choosing an email fax service provider, researching and comparing different providers to find the one that best suits your needs. Consider factors such as pricing plans and the features offered by each provider. Faxitfast will help ensure that you have a reliable and efficient service for sending faxes through email.

Consider pricing plans and featur

It's time to consider the pricing plans and features offered by different fax providers. Here's what you should look for:

Pricing Comparison:

● Monthly subscription fees

● Cost per page for outgoing faxes

● Additional charges for international faxing

Feature Comparison:

● Number of fax pages allowed per month

● Integration with email and other software

● Security measures like encryption

Customer Support Options:

● 24/7 phone support

● Live chat or email assistance

● Online knowledge base for self-help

Sign up and create an account.

Sign up and create an account on the email fax service provider's website to get started. Provide your necessary personal and contact information, such as your name, email address, and phone number. You can also select a fax number if applicable to your needs.

Provide necessary personal and contact information.

Include your email address, full name, and phone number when filling out the personal information section. This step is crucial because it allows the service to identify you and ensure smooth communication. Remember the security measures to protect your data when providing your contact details. The verification process helps prevent unauthorized access and addresses your privacy concerns. Rest assured, your information is in good hands.

Select a fax number (if applicable)

Don't forget to choose a fax number if you need to send documents via fax. Email faxing offers many benefits, such as the convenience of faxing without a fax machine and the ability to fax from mobile devices. When choosing the right email fax provider, consider the options, such as the ability to send and receive faxes through email, the security measures in place, and the pricing plans available. Some email fax providers will allow to you to transfer or “port” and existing fax number to their service. Selecting a email fax provider with this capability is essential if you already have a fax number that you want to continue to use.

Compose your fax email.

To compose your fax email, open your email client or provider and create a new message. Once the email editor is open, enter the recipient's fax number in the 'To' field. This step will ensure your fax is delivered directly to the recipient's fax machine.

Open your email client or provider.

You can easily access your email client or provider to send a fax. Once you're in your email, follow these steps:

● Click on the 'Compose' or 'New Email' button.

● Enter the recipient's fax number in the 'To' field.

● Attach the document you want to fax.

● Add a subject and any necessary message.

● Click 'Send' to send your fax securely and conveniently through email.

Email faxing offers benefits like enhanced email security, ease of use, and the ability to send faxes anywhere. However, it's essential to know common challenges and troubleshooting tips. If you encounter any issues, there are alternative faxing methods available.

Create a new email message.

Include the recipient's fax number in the 'To' field when composing a new email. To create attachments, use the formatting options available in your email client. Add a subject line to provide context for your fax. Don't forget to include a signature at the end of the email. If you must attach multiple documents, use the appropriate function in your email client to ensure they're all included.

Enter the recipient's fax number in the "To" field.

Now that you've created a new email message, it's time to enter the recipient's fax number in the 'To' field. This step is crucial for successful faxing using email. Follow these instructions for a seamless experience:

- Start by locating the 'To' field in your email client.

- Type in the recipient's fax number, including the country code.

- Double-check that the fax number is accurate before sending.

Attach the document(s) you want to fax

You'll need to attach the document(s) you want to send to send a fax. Whether you've physical documents that need to be scanned or digital files, ensure they're in a compatible file format for the fax service provider. This step is crucial in ensuring that your fax is sent successfully.

Scan physical documents or use digital files.

If you've physical documents, you can quickly scan them or use digital files for sending a fax from email.

To help you visualize the process, imagine:

- Placing your paper documents onto a flatbed scanner, watching as the scanner moves back and forth, capturing every page detail.

- Converting the physical documents into digital files allows easy storage and transmission.

- Embracing paperless communication by effortlessly sending electronic faxes directly from your email.

Check the file format compatibility with the fax service provider.

Make sure your file format is compatible with the fax service provider you're using. It is crucial to ensure the successful transmission of your fax. Most providers support standard file formats like PDF and DOC. However, checking with your provider to confirm compatibility is always good. Troubleshooting tips are usually available on the provider's website if you encounter any issues. Email faxing offers numerous benefits, such as convenience, cost savings, and environmental friendliness. It's essential to consider security considerations when sending sensitive information via email faxing. If email faxing isn't suitable for your needs, alternative faxing methods, such as using a physical fax machine or a fax service, are available.

Add a cover letter (optional)

You can provide additional context and instructions when adding a cover letter to your fax. It serves as a way to explain the purpose of the fax and include any necessary details that may not be evident from the attached documents alone. While adding a cover letter is optional, it can significantly enhance the clarity and effectiveness of your fax communication.

Explain the purpose of the fax.

Sending a fax from your email lets you quickly and securely transmit essential documents. The purpose of faxing is to send physical copies of documents over long distances without the need for postal services. Some benefits of faxing include instant delivery, a paper trail, and legal validity. However, drawbacks include the need for a fax machine and potential issues with image quality. Alternatives to faxing include email attachments, online document-sharing platforms, and digital signature technologies.

Include any additional information or instructions.

It's essential to use a secure fax service to ensure the confidentiality of your documents. When sending a fax by email, follow these instructions:

1) Choose a reliable online fax provider.

2) Register for an account and get a dedicated fax number.

3) Compose an email with the recipient's fax number in the 'To' field.

4) Attach the document(s) you want to fax.

5) Click send.

The advantages of using email fax include convenience and cost savings. Troubleshooting tips for common compatibility issues are available on the provider's website. Security measures are in place to safeguard your information.

Review and send the fax email.

Now it's time to review and send the fax email. Before hitting the send button, double-check the recipient's fax number to ensure it's correct. Take a moment to proofread the content of your message for any errors or typos. Once everything looks good, click 'Send' or its equivalent button to send the fax.

Double-check the recipient's fax number.

Make sure you've double-checked the recipient's fax number before proceeding. One wrong digit can lead to a failed transmission. Imagine the frustration of sending your essential documents to the wrong person. To avoid this, take a moment to confirm the fax number with the recipient. Triple-check if necessary. Picture the relief of knowing you've entered the correct number and can proceed with confidence. This simple step is crucial for a successful faxing experience.

Proofread the content of the message.

Before hitting the send, take a moment to proofread your message for errors or typos. Proofreading is essential to the revision process, ensuring your content is accurate and error-free. To help you in this process, here are some editing tips to consider. First, carefully review your message for common mistakes such as spelling errors or grammatical inconsistencies. Additionally, perform an accuracy check to verify that all information provided is correct. Taking these steps will help you send a polished and professional message.

Click "Send" or the equivalent button to send the fax.

You're ready to go! Just hit that 'Send' button, and your fax will be on its way.

- As you click 'Send,' imagine your digital fax flying through the internet, like a paper airplane soaring through the sky.

- Picture your fax being securely transmitted, protected by encryption and authentication measures, ensuring the confidentiality of your information.

- Email faxing offers benefits like convenience, cost savings, and environmental friendliness. Don't let common misconceptions or troubleshooting issues deter you from embracing this modern way of faxing.

- Stay compliant with faxing regulations and enjoy the ease of sending faxes from your email.

Confirm successful fax delivery.

Check for delivery status notifications in your email or online fax service to confirm successful fax delivery. If you encounter any issues or concerns, don't hesitate to contact customer support for assistance.

Check for any delivery status notifications.

If there are any delivery status notifications, you'll see them in your email inbox. Here's what to look for:

● A subject line indicating the status of your fax delivery.

● An email body with detailed information about the delivery, such as the date and time it was sent, the recipient's fax number, and the number of pages sent.

● Attachments or links to troubleshoot any issues with the delivery.

Remember to keep these notifications for record-keeping and contact customer support if you encounter any problems with document compatibility or delivery.

Contact customer support if any issues arise.

If you encounter any issues while sending a fax from email, don't worry. Contact customer service for troubleshooting and technical support. They're there to help you resolve any common issues that may arise. Whether it's a problem with the fax delivery, an error message, or any other concern, the customer support service can guide you throughout the problem-resolution process.

Tips for a Successful Faxing Experience

There are a few critical steps to follow to have a successful faxing experience:

1. Make sure that your document is clear and legible. The text should be easy to read, and any images or graphics should be clear and sharp. Adjust the settings on your scanner or copier to ensure a high-quality document.

2. Use proper formatting for both text and images. Ensure that font size and style are appropriate and that any images or graphics are appropriately aligned and sized. Avoid using overly complex formatting that may not translate well when faxed.

3. Always double-check the recipient's fax number before hitting send. Ensuring you have the correct fax number for the intended recipient is essential. Sending a fax to the wrong number may result in important documents being sent to the wrong person or not being received at all.

4. Testing the fax service beforehand is also a good idea. This can help ensure that your documents will be transmitted correctly and that there are no issues with the fax machine or software. You can do this by sending a test fax to a trusted recipient and verifying that it is received correctly.

Ensure the document is clear and legible.

Make sure your document is clear and legible before sending it as a fax from your email. The quality of your document directly impacts the readability of the fax received by the recipient. To ensure clear and legible fax, consider the following:

● Use a high-resolution scanner or take a clear, well-lit document photo.

● Ensure the document is free from any smudges, stains, or creases affecting its legibility.

● Choose a legible font and font size for the text in your document.

● Avoid using fancy or decorative fonts that may be difficult to read.

● Opt for a font size that's large enough to be easily read by the recipient.

Use proper formatting for text and images.

Now that you've ensured your document is clear and legible, it's time to focus on using proper formatting for text and images. It is essential to make your fax professional and easy to read. Consider the following tips:

1. Image Placement: Position images strategically within your document, ensuring they enhance the content and don't disrupt the flow.

2. Text Alignment: Align your text consistently, either left-aligned or justified, to maintain a clean and organized appearance.

3. Font Size: Use a legible font size that's neither too small nor too large. Aim for a font size between 10 and 12 points to ensure readability.

4. Image Resolution: When including images, ensure they have a high resolution to avoid pixelation and maintain clarity.

Double-check the recipient's fax number before sending.

Before hitting the send button, double-check the recipient's fax number to avoid any potential errors. Verifying information is crucial to prevent mistakes and ensure your fax reaches the intended recipient.

Here are three steps to help you confirm the accuracy of the fax number:

● Take a moment to review the fax number you've entered carefully. Confirm that all digits are correct and in the proper order.

● Cross-reference the fax number with any previous communication or documentation to ensure consistency.

● Contact the recipient via email or phone to confirm the fax number. This extra step can help you avoid errors and provide peace of mind.

Test the fax service beforehand to ensure compatibility.

To ensure compatibility with the fax service, you should test it beforehand. Testing the fax service helps you identify compatibility issues and ensures a smooth and hassle-free faxing experience. You can troubleshoot and address potential problems by conducting a test before sending essential documents. Contact the customer support service for assistance if you encounter any issues during the test. They will guide you throughout the troubleshooting steps and offer solutions to enhance your user experience. Remember, testing the fax service beforehand is essential to guarantee successful fax transmission and avoid any unexpected issues.

Keep track of sent faxes for record-keeping purposes.

You can easily maintain a record of faxes you've sent by using the tracking feature provided by the fax service. This feature offers several record-keeping benefits, allowing you to organize your fax records effectively. Here's how tracking sent faxes can help you with document management:

Clear overview: The tracking feature provides a clear overview of all the faxes you've sent, ensuring that no fax goes unnoticed or forgotten.

Digital fax archives: By tracking sent faxes, you can create digital fax archives, eliminating the need for physical storage and making it easy to retrieve any document whenever needed.

Timely follow-up: With the tracking feature, you can track the delivery status of your faxes, ensuring that important documents reach their intended recipients on time.

Sending a fax via email is a simple and efficient way to transmit important documents. By following our step-by-step guide, now you can easily navigate the process and avoid potential obstacles. Don't let the fear of technology hold you back - with some practice, you'll be faxing quickly and enjoying the convenience it brings to your communication needs. Start sending faxes from email today and experience the ease and efficiency it offers in solving your document transmission problems. Click here to get started and streamline your communication process.

Using our FaxitFast faxing service, you can quickly solve your document communication problems. We provide a 30-day free trial. Our fax service works with Windows, Mac, and Linux. You can schedule faxes to a specific date/time with our auto-scheduler and manage unwanted faxes with our built-in fax spam blocker. Embrace the convenience of modern technology while still honoring traditions, and start Faxing from your Email today! Sign up now at to get started. Happy Faxing!

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Frequently Asked Questions

Answers to common questions about FaxitFast.


FaxitFast is an Internet fax service that allows users to get their own unique, dedicated fax number and gives you the power to send / receive faxes from the Internet and your existing email account. Your FaxitFast fax number can be prominently displayed on business cards, email footers, and any other place you would showcase a traditional fax number. Senders can send faxes to your dedicated FaxitFast number using regular fax machines or other Internet fax services. Your incoming faxes are automatically converted to Adobe Acrobat PDF files and are immediately sent to your registered email address. FaxitFast email fax works with any existing email account and gives you the power to send and receive faxes from anywhere you have access to your existing email account, including on-the-go from your Blackberry, iPhone, Android or smartphone.

Nope. FaxitFast is a web based service and works from your online FaxitFast account and through your existing email account. Fax from online as FaxitFast combines the power of fax and email into one user-friendly service. No software to download, no equipment to buy.

We've made it easy to change your password at anytime to protect the security of your online fax account. To change your password, simply Log In to your account with your username / password at Once you have signed in, click the "User Profile" link located on the left-hand side of the screen under the My Settings section. You will then have the option to change your password as desired.
It is NOT possible to change your username after the account has been created, even if you no longer have access to the email address that was used when the FaxitFast account was first created. You can easily update the email addresses to send / receive faxes with on the "Send Prefernces" page and "Receive Preferences" page, but you will always need to login using the same email address that was used when the FaxitFast account was first created.

If you forget or misplace your username or password for your FaxitFast account, you may request it online by clicking the "Login" navigation item and then clicking the "reset your password" link. If you have forgotten both your username and password, please Contact Us and we will send you an email indicating your username and/or reset password. Please include any information in your email that will help us identify your account, such as the FaxitFast fax number, primary account holder's name, registered email address, etc. Once we receive your request, the correct username / password will be sent to the registered email address on file for the account in question.

Yes you can! During the sign up process, you will have the option to select a toll free prefix or choose from hundreds of local area codes throughout the United States.

Now that you've successfully signed up for a FaxitFast account, the first step is to login to your FaxitFast account and become familiar with the "My Account" area. Once logged in, we recommend taking the FaxitFast product tour before customizing the FaxitFast settings. From the "My Account" area, you can:

- Make changes to your login information, billing information and user profile
- Review your incoming / outgoing fax history
- Send faxes using the FaxitFast Account Dashboard
- Customize incoming / outgoing fax settings
- Customize settings for mobile faxing directly from your Blackberry, iPhone or smartphone
- Change the email addresses used for receiving / sending faxes
- Fill your online FaxitFast address book with commonly used fax numbers
- Review your billing history
- Upgrade your monthly fax plan
- Schedule faxes to be sent automatically at a later time
- Filter junk faxes using the FaxitFast spam blocker

Our Internet fax service includes compatibility with fax for Windows, Mac, Linux and all of the popular browsers.

Absolutely not. FaxitFast is billed month-to-month with no contracts and users can cancel with a click from their online FaxitFast "My Account" area.

Yes and Yes! You can use FaxitFast with Windows or Mac operating systems and our service works with all of the popular browsers including Firefox, Chrome, Safari, Internet Explorer, and more. FaxitFast is a leading fax email service that allows you to fax with Windows, Mac, Linux and more.

YES! Simply enter your current fax number in Step 2 of the signup procedure and the system will walk you through the process. It is that easy!

At the present time our FaxitFast online faxing services only covers the United States and Canada.

Privacy / Security

If you send and receive faxes via email, it may be possible for third parties to unlawfully intercept or access fax/voice messages, since email is not secure. Any faxes you send while logged in to your account using the FaxitFast Account Dashboard are uploaded from your computer to FaxitFast via a secure SSL connection. This is more secure than email to fax.

Privacy is one of our highest concerns and we have taken numerous security measures to keep your information safe. Anytime you are logged in to the FaxitFast website, any information you submit to us (billing/personal information, viewing or downloading faxes, sending faxes from the website, etc.) is protected by a secure, encrypted connection between your computer and the FaxitFast website. This is true unless you specifically choose the unsecure login option to access your account. You can use your web browser's security feature to view the security information for any FaxitFast pages that require you to enter credit card information.

Contact a member of the FaxitFast support team immediately by sending us an email to or use the Contact Us form. Once your email is received, our team will suspend your account until the password can be reset and forwarded to the primary account holder.