Send And Receive Fax on Computer: 3 Ways and Best Practices

Learn how to send and receive fax on your computer using various methods. Discover best practices for secure and efficient digital faxing.

With everything going digital these days, do people still use fax to send and receive documents? The answer is a resounding yes, although you don’t have to dust off that old fax machine anymore. You can do both from your computer.

Faxing via a computer is a convenient, modern approach that saves you time and money. Here are some of the ways you can send and receive physical and electronic documents. You’ll also learn about the best practices to follow for a seamless and secure experience.

Option #1: Online Fax Services

This is the most popular and easiest method. Online fax services bridge your computer and a traditional fax machine. Physical documents are converted to electronic files and sent to your email; that’s why it’s also known as digital faxing.   

In the past, people who traveled or worked remotely seemed cut off from the office because they were hard-pressed to find a fax machine, a modem, or a landline phone number. With this service, however, you can easily start faxing with eFax and similar online fax solutions.

1. You need to sign up using your email address before getting a dedicated fax number that you can use to send or receive faxes.
2. To send, open your account, upload the document, and enter the recipient’s fax number.
3. When someone sends you a fax online, the service provider receives and converts the document and sends it as an attachment to your email account.

The fax services market will likely grow to USD$6.5 billion by 2029, from USD$3.46 billion in 2023. This growth proves that businesses and professionals will continue to rely on online faxing methods in the coming years. (1)

Option #2: Fax Software or Apps

This method requires a fax modem connected to your computer and a phone line. Here’s how to get started:

1. Access the faxing software to compose and send fax documents.
2. The software uses your modem to dial the recipient’s fax number and transmit the papers over your phone line.
3. When a fax comes in, your modem answers the call, and the software saves it as a digital file on your computer.

Old computers running on Windows 7 or Windows 8 have built-in fax modems and are compatible with Windows Fax and Scan software. Units running on Mac OS will have their own compatible desktop software. If you have newer computer models, you’ll likely need to purchase an external USB fax modem.

Option #3: All-in-One Printer With Fax Capabilities

Modern office machines have also improved. In addition to becoming more compact, many multi-purpose printers now have built-in faxing capabilities. If you have one of these, you can connect it to a phone line and send faxes directly from your computer.

Most models have a ‘fax’ option from the printer's control panel, so your device can send the document to the printer. Follow the instructions so you can successfully transmit a fax message. Conversely, the machine can print incoming faxes immediately or activate a PC-FAX receiving program that stores them directly onto your computer.

Printers have different configurations, but often have a ‘Received Fax Monitor’ function that contains a ‘Received Fax Folder.’ Alternatively, watch out for the ‘PC-Fax Receive’ icon to ensure that it’s actively monitoring incoming transmissions. Advanced models can connect to mobile devices or smartphone apps for more convenience.

These advances are driving the multi-function printer market to cumulatively grow to USD$6.92 billion from 2024 to 2028. Industries like healthcare and legal services are heavy users, but the sector is seeing widespread adoption across all types of businesses worldwide. (2)

Best Practices for Computer Faxing  

Despite its advantages over traditional faxing, sending and receiving one through your computer requires careful implementation. Consider these aspects when using one:

Prioritize Security and Privacy

The internet community is filled with uncertainties, which could taint email faxing. Recent research has discovered that an average person receives 30 ‘dangerous’ emails per day. Over 75% of malicious text files were HTML-type email attachments. About 68% of tainted PDF attachments and 83% of Microsoft Office documents link to phishing sites, showing how hackers have become smarter with their attacks. (3)

When using web-based services or cloud fax solutions, your documents are transmitted over the internet and stored on the provider’s servers. Choose one with strict security protocols, including fax encryption, in place. This applies especially if you’re sending medical records, financial documents, and papers with digital signatures on them.

Check the File Format

Most services and software can handle a wide range of files, including Google Docs and Adobe Reader. Even so, it’s always a good idea to convert your documents into PDF files before sending. Doing so ensures that the formatting is preserved and the document looks exactly as intended when it reaches the recipient.

Let Your Contacts Know Your Fax Number

Use your fax phone number on your business cards, website, and email signatures to make it easy for people to send you faxes.

Some providers offer toll-free fax numbers to reduce expenses and for business recognition. Local fax numbers work best for regional businesses, while international fax numbers are ideal for global communications.  

Keep Your Digital Records Organized

Being able to keep a digital record is one of the biggest advantages of computer faxing. Faxes sent and received as automatically saved as digital files. It’s easier to search, organize, and back up your records as a result.

It also pays to check and keep confirmation reports, especially when sending time-sensitive communications. These reports prove that your fax was successfully sent and received by the other person.

These can help you get the most out of your computer faxing activities. They apply whether you’ve chosen to send and receive communication through email, software, or multi-use machines.

Final Thoughts  

Switching to computer faxing can simplify your workflows and remove the limitations of using a physical fax machine. It’s a modern, efficient, and cost-effective way to handle your communication needs.   

References:

1. ‘Fax Services Market Focused Insights 2024-2029: Automation and Integration- The Next Frontier in Fax Services for Enterprises’. Source: https://www.globenewswire.com/news-release/2024/09/11/2944301/28124/en/Fax-Services-Market-Focused-Insights-2024-2029-Automation-and-Integration-The-Next-Frontier-in-Fax-Services-for-Enterprises.html

2. ‘Multi-Functional Printer Market size is set to grow by USD 6.92 billion from 2024-2028, Increasing demand for MFPs from healthcare sector to boost the market growth, Technavio’. Source: https://www.prnewswire.com/news-releases/multi-functional-printer-market-size-is-set-to-grow-by-usd-6-92-billion-from-2024-2028--increasing-demand-for-mfps-from-healthcare-sector-to-boost-the-market-growth-technavio-302164339.html

3. ‘New Warning Issued As 30 Dangerous Emails Used in Hack Attacks’. Source:https://www.forbes.com/sites/daveywinder/2025/04/28/new-warning-issued-as-30-dangerous-emails-used-in-hack-attacks/