How to Send a Fax From an Email in 2024

Understanding Email to Fax Technology

Traditionally, sending a fax involves a physical fax machine that scans a document and transmits it over a telephone line to another fax machine, which then prints the document.

But like most people these days, you probably don't have a physical fax machine—let alone a telephone line. What you do have is a mail address and an internet connection. That's where email to fax technology comes in.

With the help of various software solutions, you can send faxes in a way that's very similar to sending traditional email messages. Here's a brief overview of how the process generally looks like:

1. You pick an email to fax software solution. It could be a web app, web browser plugin, or add-on for your mail service of choice.
2. You compose the message either directly in the selected software solution or in your mailbox.
3. The email to fax software processes your messages and converts it into a fax format.
4. The software sends the fax to the recipient's fax machine over a telephone line.

Email to fax software is available for all major platforms and is compatible with popular email providers like Gmail, Outlook, and Yahoo Mail.

How Do You Send a Fax by Email for Free?

My favorite fax to email service for sending a handful of faxes from email without spending a dime is Fax.Plus because it's compatible with Gmail, Outlook, Yahoo, and other providers and comes with a free plan that allows you to send up to 10 pages in total.

To use it, you need to:

1. Visit the Fax.Plus website and sign up for a free account. You'll need to provide some basic information and verify your phone number.
2. Once your account is set up, log in and navigate to your account settings. Look for the Email to Fax feature and make sure that it's enabled (it should be by default, but it's always better to double-check).
3. Open your preferred email client, such as Google's Gmail or Microsoft's Outlook. Compose a new message as you normally would.
4. In the To field of your message, enter the recipient's fax number followed by "@fax.plus ". For example, if you're sending a fax to the number +11063971004, you would enter "+11063971004@fax.plus" (without quotation marks). Double-check the number to ensure accuracy, as an incorrect number could result in your file being sent to the wrong recipient.
5. Attach the document you want to send. Fax.Plus supports various file formats, including PDF, DOC, DOCX, XLS, XLSX, PNG, JPG, and TIFF. If your document is in a different format, consider converting it to one of these supported types before attaching. For best results, use PDF format as it maintains formatting across different systems.
6. (Optional) Add a cover sheet by including the content in the email body. This text will appear as the first page of your fax.
7. Send the message. You'll receive a delivery confirmation once the information has been successfully transmitted.

You can also send messages as faxes directly from the Fax.Plus web interface. To do that:

1. Visit the Fax.Plus website and log in to your account if you're not logged in already.
2. Navigate to the Send Fax tab.
3. Enter the recipient's phone number in the To field (there's no need to add "@fax.plus" this time).
4. Add your attachments and text.
5. Click the Send button.

Whichever method for sending faxes using Fax.Plus you choose, you can always rest assured, knowing your information is protected with robust encryption so nobody besides you and the intended recipient can access the content.

Should you need to send a fax via email more often, or if you would also like the ability to receive a fax to your email address (perfect for taking your business communication to another level), then you can sign up for a paid plan, with prices starting at $6.99 a month.

Alternative Solutions for Faxing Through Email

While Fax.Plus is my personal favorite solution, your needs may be different, so here are three alternatives you should consider:

1. FaxZero

This simple web app is perfect for those who only need to send occasional faxes. It's completely free for up to 5 faxes per day, with a maximum of 3 pages plus a cover sheet per fax. However, keep in mind that free faxes will include FaxZero branding on the cover page.

2. Faxage

For users who need a more comprehensive solution, Faxage offers the ability to both send and receive faxes via email. With plans starting as low as $3.49 per month, it's an affordable option for those who frequently send faxes from email. Faxage even provides local and toll-free fax numbers covering all 50 U.S. states and Canada.

3. RightFax

Ideal for large enterprises, RightFax by OpenText is a very capable software that integrates seamlessly with various business systems like ERP, CRM, and Microsoft SharePoint. You can deploy it as an on-premises, hybrid, or managed solution.

When selecting an email to fax service, consider factors such as your faxing frequency, budget, and specific features you need. Remember, regardless of which service you choose, incorporating faxing into your email workflow might require some adjustments to your email management strategies.

I recommend you consider using an email management app like Clean Email to help you keep your inbox organized as you start sending and receiving faxes via email.