How to Send a Fax from Outlook

If you’re looking for how to send a fax from Microsoft Outlook, the answer is no, you can’t send a fax directly. However, you can send a fax via email using your preferred service, including Outlook or Gmail, through online fax providers or tools like Windows Fax and Scan. These solutions let you send documents without needing a traditional fax machine or phone line.

In this guide, we’ll show you the methods, step-by-step instructions, best practices, and troubleshooting tips to make faxing from Outlook simple and efficient.

Overview:

• Send faxes from Outlook using an online fax service by attaching your documents and emailing them to the recipient’s fax number.

• Print from Outlook to the Windows Fax printer if you have a fax modem and a landline to send documents directly.

• Check recipient details, use PDF or supported formats, include cover pages, secure sensitive info, and keep delivery confirmations.

Can You Send a Fax Directly from Outlook?

If you’re hoping to fax a document straight from Outlook, here’s the honest answer: Outlook doesn’t have a native fax feature. The era of physical fax modems and fax-capable printers made this possible in the past, but modern email platforms no longer include built-in faxing.

That said, sending faxes from Outlook is still very much possible, thanks to online fax services, sometimes called “email-to-fax” solutions. These services act as a bridge, converting your email attachments into faxes and delivering them to a recipient’s fax machine, without any hardware on your end.

How Do Online Fax Services Work?

Online fax services act as a bridge between email and traditional fax machines. Instead of requiring a fax machine or modem, they handle the conversion and transmission for you. When you send an email, the service:

• Converts attachments into fax-compatible formats, ensuring documents are delivered accurately.

• Routes the fax to the recipient’s machine, handling compatibility with different fax protocols.

• Provides delivery confirmation, so you know the fax was successfully sent.

• Stores sent and received faxes securely, giving you a digital record for easy reference.

Popular online fax services include eFax, MyFax, and RingCentral Fax. These platforms let you send faxes directly from your email, provide delivery confirmations, and securely store sent and received documents.

Methods to Send a Fax from Outlook

While Microsoft Outlook doesn’t include a built-in fax feature, you can still send faxes efficiently using modern solutions or traditional hardware. Here’s how:

1. Online Fax Service Providers (Recommended)

Online fax services act as virtual fax machines, letting you send and receive faxes directly from Outlook without any hardware.

How to Send a Fax Using a Service

1. Sign up for a service like eFax, MyFax, or RingCentral Fax to get a dedicated fax number and email-to-fax access.

2. Open Outlook and compose a new email.

3. Enter the recipient’s fax number followed by the service’s domain (e.g., 1234567890@efax.com).

4. Attach the document(s) you want to fax (PDF, Word, or image files).

5. Send the email. The service converts your message into a fax and delivers it.

6. Receive a confirmation email when the fax is successfully sent.

Why This Works Best

• No physical fax machine or phone line required.

• Seamless integration with Outlook—use your familiar email workflow.

• Send and access faxes from any device.

• Advanced features like cover pages, encryption, and compliance support.

2. Windows Fax and Scan Integration

For offices with existing fax hardware, Windows Fax and Scan allows faxing directly from your PC.

How to Send a Fax Using Windows Fax and Scan

1. Ensure you have a compatible fax modem connected to your computer and a working landline.

2. Enable Windows Fax and Scan through your Windows optional features if not already installed.

3. Open Windows Fax and Scan and select New Fax.

4. Enter the recipient’s fax number.

5. Attach the document you want to fax.

6. Click Send. The document will be transmitted via your fax modem.

Limitations

• Requires hardware and a landline.

• Less portable and slower than online services.

• Setup may be more complex with modern versions of Outlook.

Windows Fax and Scan is best for organizations that want a traditional fax workflow and already have the necessary hardware.

How to Send a Fax from Outlook Using Your Phone

Modern online fax services make it easy to send faxes from Outlook anywhere—on a desktop, laptop, or mobile device. You don’t need a fax machine, phone line, or special hardware.

Step-by-Step:

1. Sign up for a service like eFax, MyFax, or RingCentral Fax and get a dedicated fax number.

2. Open Outlook on your computer or mobile device (iOS or Android).

3. Compose a new email. On mobile, attach documents directly from your device storage, cloud services, or camera scan.

4. Address the email to the recipient’s fax number plus the service domain (e.g., 1234567890@efax.com).

5. Attach your document(s) (PDF, Word, or image files).

6. Send the email. The service converts it into a fax and delivers it.

7. Receive a confirmation email to verify successful delivery.

Mobile-Specific Benefits

• Attach documents directly from your phone or tablet, including scanned images or cloud files.

• Send faxes on the go without needing a computer.

• Access confirmations and stored faxes in Outlook mobile apps.

Sending a fax from Outlook is most efficient using online fax service providers, offering email-to-fax convenience without hardware. Windows Fax and Scan provides a traditional alternative but involves setup and limitations.

With the ability to send faxes from Outlook on both computers and mobile devices, it’s important to follow best practices to ensure your faxes are secure, accurate, and professional.

Best Practices for Faxing via Outlook

Sending a fax can be easy, but like emails, it requires attention to detail to ensure accuracy, security, and professionalism. Here are a few things to consider while sending a fax from Outlook.

1. Verify Recipient Details

• Always double-check the recipient’s fax number and service domain before sending.

• A small error can result in failed delivery or sensitive information going to the wrong party.

2. Use Supported Document Formats

• Most online fax services accept PDF, Word, and image files.

• Converting your documents to PDF before sending helps maintain formatting and ensures compatibility.

3. Include a Cover Page

• A cover page provides context for your fax and includes sender and recipient details.

• Many online fax services allow you to add a customizable cover page directly within Outlook.

4. Protect Sensitive Information

• Use encryption features offered by your fax service for confidential documents.

• Avoid including sensitive data in the email body text; attach it securely instead.

5. Keep Records

• Save confirmation emails and fax logs for reference.

• Most services provide digital storage for sent and received faxes, making it easier to track communications.

6. Test New Workflows

• When using a new online fax service or mobile setup, send a test fax first.

• This ensures attachments, formatting, and delivery confirmations work correctly.

Common Issues & Troubleshooting

Even with online fax services or Windows Fax and Scan, users may encounter occasional issues when sending faxes from Outlook. Here’s how to address the most common problems:

• Fax not sending: Double-check the recipient’s fax number and service domain (e.g., 1234567890@efax.com).

• Attachments not delivered correctly: Convert documents to PDF and ensure file size is within service limits.

• Delivery failures: Retry sending after confirming your internet connection; check for service alerts from your fax provider.

• Missing delivery confirmation: Enable notifications in your fax service settings and check spam/junk folders.

• Formatting errors: Use PDFs and review the document in a fax preview if available.

Tip: Testing new workflows and keeping documents properly formatted can prevent most issues.

Conclusion

Sending a fax from Outlook is straightforward with online fax services or Windows Fax and Scan. Following best practices, such as verifying recipient details, using supported formats, and maintaining clear records, ensures that your faxes are delivered accurately and securely.

If you use Outlook for faxing, consider integrating NewMail AI as your email assistant. NewMail AI can help you organize your inbox, track attachments, and prioritize important messages, ensuring you never miss a fax or critical email. With NewMail AI, your email workflows become faster, more organized, and reliable.

Try NewMail AI for free and add AI-powered capabilities to your inbox.

FAQs: Sending Faxes from Outlook

1. Can I send a fax directly from Outlook without any service?

   No, Outlook doesn’t have a built-in fax feature. You need an online fax service or Windows Fax and Scan to send faxes.
   
   

2. Which document formats can I fax from Outlook?

   Most online fax services accept PDF, Word, and image files. Converting documents to PDF is recommended for formatting accuracy.
   
   

3. Can I send a fax from Outlook using my phone?

   Yes, online fax services work with the Outlook mobile app, letting you attach documents and send faxes directly from your smartphone or tablet.
   
   

4. How do I know if my fax was delivered?

   Online fax services provide confirmation emails once the fax is successfully delivered. Windows Fax and Scan gives local delivery confirmations.
   
   

5. Is it secure to fax via Outlook using online services?

   Yes, many services offer encryption, secure storage, and compliance options to protect sensitive information sent through Outlook.