How to Fax Using a Windows 10 PC

windows 10 fax

Do you have a PC running Windows 10 and need to send or receive faxes? There’s more than one way to fax online from the comfort of your desktop or laptop computer. In this article you will learn all the information you need to start faxing digitally.

There are 3 methods you can use to fax from version 10 of Windows OS:

  • Using software included in your installation disk, called Windows Fax and Scan.
  • Using an Internet fax service that lets you fax over Internet.
  • Using a fax machine or a multi function printer able to connect to both your landline and your computer.

1. Using an Internet Fax Service

Although Windows includes its own faxing software, we have included this alternative in the first place because it is the easiest and the best way to fax from your computer.

Instead of using software, you make use of an online fax service which will allow you to send an receive faxes as emails. You won’t be needing a land-line using this method, because any online fax service grants you a virtual fax number that works over Internet and is active 24/7, even when your computer is turned off. Faxes can be accessed pretty much anywhere there is an Internet connection.

Faxes can be sent through your online fax account, by filling out a form where you include, number, name of the recipient’s as well as the documents you want to fax from your PC (services provide compatibility with multiple file formats, including common ones such as XLS, PDF, DOC, TXT and JPG among others).

They also can be sent through the email of your choice. For more information I invite you to head to our article about email fax services.

2. Using Windows Fax and Scan

Windows Fax and Scan is a program that is included in your Windows 10 disk. If you can’t find it in your computer it may be because you it wasn’t included in the default installation, but you can easily add it any time using your CD.

There are a couple of things you’ll need to start faxing with this piece of software:

  • A fax modem or fax board. This item allows you to connect your computer to a physical line.
  • A land-line that will connect to your fax modem. This must be a physical phone line, VoIP lines don’t work for faxing purposes.

Before configuring your fax, you should know that it only works through a phone line, Fax and Scan doesn’t use the Internet for faxing. This also means that you’ll need your computer on at all times to avoid missing faxes.

Setting Up Windows Fax and Scan

  1. Launch the program and then click on Tools.
  2. Click on Fax Accounts
  3. Now you need to add your fax modem. To do this click on “Add”.
  4. Customize how you use the program by heading to “Fax Settings”. There you can set how are you going to receive incoming faxes, how many times should the phone ring before answering automatically and other advanced options.

Once you have completed these steps you are ready to start faxing!

How to Send Faxes from Windows Fax and Scan

Once inside the application, click on “New Fax” to start composing your fax. This program has a fax wizard that will assist you during your first times using it, and will guide you step-by-step when sending your first fax. Just follow the steps and fill all the details to send your fax.

Finish by clicking on “Send”. If everything has been set up correctly your fax should be on its way to your recipient’s machine.

Receiving Faxes in Windows Fax and Scan

There are two ways you can choose to receive faxes, manually or automatically.

a. Automatic

To receive faxes automatically with Windows Fax and Scan you need to open the program and head to the settings area. Click on tools and then click on “Fax Settings”.

On the General tab, under “Send/Receive Options”, you’ll find an option to “Allow device to receive fax calls”. Make sure it is checked.

Now you need to determine how much rings to wait before answering the call. You need to fill the number where it says “Automatically Answer after ___ Rings”. Finish by pressing OK.

b. Manual

With this alternative you will decide when to receive incoming fax transmissions. The first thing you need to do is open the software and then click on “Fax Options”, located on the bottom left pane.

When the line rings to receive a fax, just go to the toolbar and click on “Receive a Fax Now”. Once you do this the receiving process will begin.

3. Using a Connected Fax Machine or Multi Function Printer

With this method you will use a fax machine or multi function printer that offers connection to both your computer and your physical phone line. The advantage of this method is that we will not have to print a document to then scan it and send it as a fax.

This method doesn’t use the Internet to transmit faxes though. This means that you will still need to have a land-line installed in your office.

¿What about wireless printers?

Well, a lot of people get confused and believe that just because you have a “wireless” printer, it connects to the Internet via WiFi. But what it means is that your printer can connect to your computer without the need of cables, opting instead for a WiFi or Bluetooth machine-to-machine connection.

usually you will need to keep your computer turned on at all times if you want to avoid missing faxes, but there are some models that are able to store faxes in their internal memory, where they stay until you turn on your computer and the faxes can be uploaded. The fax machine or printer will have to remain on at all times.

This method works with Windows 10 compatible programs, but always read the requirements before purchasing one of these machines.

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