Sending Fax from Computer
Did you know that about 17% of businesses were still sending faxes in 2024? Yes, the industry is alive and well, and is estimated to be worth USD$4.48 billion by 2030. (1) (2)
Faxing technology has come a long way from what Alexander Bain envisioned in 1843, to a place now where people can send a fax from computers. If this possibility intrigues you, you’ve come to the right guide. Here are some methods to look into in 2025:
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Online Fax Services
Online fax services let you send faxes directly from your computer or mobile device without needing any special hardware. You sign up for an account with this service, then upload the document you wish to send. Enter the recipient’s fax number, hit “send,” and you’re done.
If you’re after this convenience, consider looking into reputable computer faxing services to get started. Research the different service providers available and settle for one that best meets your business needs.
Email-to-Fax
This method is relatively simple and doesn’t require you to create an account. How it works is you write an email just like you normally would, then attach the document you want to fax.
You then address the email to a special fax address provided by the service. You’ll normally see something like this: 1234567890@faxservice.com. You click “send”, and just like that, the fax is on its way to the recipient.
Cloud-Based Solutions
Studies published in 2025 show that 81.7% of businesses have adopted cloud in some capacity. If you’re part of these statistics and already store documents in the cloud, why not integrate faxing into that workflow? Cloud-based solutions make life easier by letting you fax directly from stored files. (3)
What you need to do in this situation is to connect your cloud storage to a compatible fax service. Open the document you want to fax directly from the cloud and use the integrated fax option to send it off.
This is convenience in its element, and you won’t end up cluttering your desktop with unnecessary files. Another added bonus is that most cloud computing services sync across devices, meaning you can access your faxes anywhere.
Software Applications
If you prefer having a dedicated program on your computer, software applications are worth looking into. These programs act like virtual fax machines and give you more control over the process.
You’ll need to download and install a fax application onto your computer and set up the software according to its instructions. This usually involves entering your account details if it connects to an online service.
You’ll then choose the document you want to fax and enter the recipient’s fax number, then send the fax directly from the app.
VoIP Phone Systems
If your business uses a Voice over IP (VoIP) phone system, there’s a good chance it includes fax capabilities. How it works is you log into your VoIP dashboard or app and locate the fax feature, which might be under “communications” or “tools.”
Upload the document you want to send and enter the recipient’s fax number. Click “send,” and the fax goes out through your existing phone system. This convenience can go a long way.
However, not all VoIP providers offer faxing. If you’re shopping around for a new system, ask potential vendors if they offer this feature.
What to Consider in a Faxing Solution
Taking advantage of technology to move your business forward is a genius idea, no doubt. But the field is littered with different providers with varying reputations and a wide range of verticals. So, what should you focus on when picking out who would best serve your business interests?
Cost
You may be surprised to learn that some services are free. However, they often come with limitations like page caps or fewer features. Luckily, there are paid options, which offer more flexibility and reliability.
If you only send a few faxes per month, a free trial or low-cost plan might work. But if you need to send dozens of pages regularly, investing in a premium service could save you headaches in the long run.
Ease of Use
Many people aren’t that well-endowed in tech knowledge, or simply prefer fewer complications with their tech. If all you want is to click a button and get it over and done with, look for user-friendly interfaces. On the flip side, if you need advanced features like scheduled faxes or custom cover sheets, make sure the service offers them.
Security
There are times when the faxes you send will contain sensitive information. It could be medical records, legal documents, or financial data. Whichever the case, data security should always be a priority.
That said, check if the service encrypts your transmissions. Go for providers that use industry-standard SSL/TLS protocols to secure data in transit. Look for end-to-end encryption just as well to protect your sensitive information from interception or access by unauthorized parties.
Compatibility
The fax tool you go for should have the ability to work with the systems you already work with. For example, it doesn’t make sense for you to go for a software that works only with macOS while you predominantly use Windows. In the same way, if you rely heavily on cloud storage or VoIP systems, ensure the fax service integrates smoothly.
Reliability
There could come a time when you urgently need to send a fax, only to end up having a service glitch at the last minute. To reduce these odds, work with a service provider with a reputation for reliability. Read reviews to see what others say about them, check into their uptime guarantees, and test the service first, if possible, before committing.
Customer Support
The system you go for might be perfect, but that doesn’t mean it can’t have issues at times. Knowing you can get help quickly makes all the difference. Find out what kind of support the service offers, how fast, and availability hours.
Closing Thoughts
The best computer faxing technology may depend on the service provider you choose. Take your time and be thorough when choosing a partner. Make sure the one you settle for has the best technology, complies with the law, and, best of all, fits your business needs and budget.