How to Send a Fax Using Microsoft Office

Sending a fax using Microsoft Office may seem like a complicated process, but it's actually quite simple, epsecially now that we have access to electronic fax technology. There are several ways to fax Microsoft Office documents, depending on your preference and resources. In this article, we will explore the different methods available for faxing from Microsoft Office.

Can I Send Fax from Office?

Yes, you can send a fax directly from Microsoft Office. There are various methods and tools available that allow you to fax documents without the need for a traditional fax machine: using an online fax service, a fax application or the old way of using a fax machine.

Ways to Fax Microsoft Office Documents

Using an Online Fax Service

An online fax service is hands-down the best option for sending faxes from Microsoft Office. These services allow you to upload your Office documents and send them as faxes to a recipient's fax number. They often provide additional features such as fax scheduling, fax tracking, and the ability to receive faxes directly to your email.

With a service you can fax from their page or through email most of the time, although there are some services like eFax or HelloFax that allows yo to fax directly from the Office applications by installing an add-on.

Using a Fax Machine

If you have access to a fax machine, you can print your Microsoft Office documents and send them through the fax machine. This method requires a physical fax machine and a phone line connection.  IT is not recommended unless you have already a machine in place at the office. 

To send a fax you'll need to print your document and process it through the fax machine following the manufacturer's instructions.

Using Windows Fax & Scan

Windows Fax & Scan is a built-in Windows feature that allows you to send and receive faxes directly from your computer. With this method, you can fax Microsoft Office documents by scanning them and sending them through the software.

This software comes free for all Windows users, but unlike a fax service, it doesn't work online.  It's basically a program that works like a fax machine, this means that it will need to be connected to a dedicated line for faxing to work. In addition, you'll need a fax modem, a device that lets you connect your physical fax line to the computer.

Fax from Word and Excel Using a Fax Add-On

If you frequently send faxes from Microsoft Word and Excel, you can streamline the process by using a fax add-on. These add-ons integrate with the Office suite and provide a dedicated fax feature, allowing you to send faxes directly from Word and Excel without the need for external tools.

When you install an add-on a new menu item for faxing will appear on the Tool bar, when you click on it a side panel will appear.  Here you just fill the details including the recipient's fax number and cover page and then simply press Send.

How to Fax a Microsoft Office From Your Email

Another convenient way to fax a Microsoft Office document is by sending it from your email. Many online fax services offer the option to send faxes via email. All you need to do is attach the Office document to your email and input the recipient's fax number in the email address field. Here's a full tutorial on how to send fax from Gmail, in case you want a detailed step-by-step of the process.

Do I Need to Convert My Office Files?

In most cases, you do not need to convert your Microsoft Office files before faxing them. Online fax services, fax add-ons, and Windows Fax & Scan support popular Office file formats​, you can fax Word documents and Excel spreadsheets, among other type of files.

The fax you sent will be transmitted as a fax file, so it can be interpreted and used by both computers and fax machines.

Final Words

Sending a fax using Microsoft Office has never been easier. Whether you prefer to use online fax services, a fax machine, or Windows Fax & Scan, there is a method that suits your needs. With the ability to send a fax directly from Microsoft Word and Excel, or even through your email, you can conveniently transmit important documents without the hassle of traditional faxing methods. Explore the different options available and choose the one that works best for you.