Traditional fax machines come with extra baggage: you need to purchase an ink cartridge, paper, and occasionally service the device.

This makes the process of faxing documents complicated, time-consuming, and expensive.

However, digital faxing offers an updated solution to ease the process of sending documents to partners or clients.

These days, sending a fax from a computer is accessible and faster.

In this article, we’ll explore how to fax from a computer.

You will also learn how to send a free fax from computer systems. Let’s dive right in.

What is digital fax?

Digital fax is an electronic means of sending a document over the internet.

Recipients can view the documents as private files via email or in a personal online portal.

Nowadays, sending a fax from a computer has scrapped the tiresome process of using machines.

You can share time-sensitive files over the internet, and the recipient can download and save them within minutes.

How does digital fax work?

To understand the working principles behind digital fax, let’s discuss how physical faxing works.

First, the machine scans the document, then sends the data in pulses over a telephone line through a modem.

The transmitted fax will come out on the other end as images, which can be printed for viewing.

But the problem with traditional fax machines is that users have to be at the same location as the machine.

And if it malfunctions, you won’t be able to send anything until someone who is qualified to fix fax machines comes along, or until you take it to a repair shop.

To eliminate this problem, developers designed fax software that can be installed on a computer to help users send documents quickly.

You can now use this application to send documents from anywhere.

To send a fax from your computer, you need an online fax service or a desktop application.

Here are the core components of a digital fax machine:

  • A web application that you can easily access from your web browser.
  • An email-to-fax portal which allows you to send files via your Gmail or Hotmail account. Note: You may need an online fax service subscription to use this method.

Some enterprise fax services are web applications, while others are system software for mobile and computer devices.

Startups and SMEs can use these services to send a fax from a computer free of charge.

Why do you need to fax documents?

Your remote employees should learn how to send faxes from computers so that business operations can proceed from anywhere.

Here are some unique benefits of choosing fax over email:

1. Security

Multimillion-dollar industries like healthcare and finance prefer fax services for sending sensitive files.

That’s because the security capabilities of these platforms exceed those of email service providers.

When sending documents via email, they go through several servers before reaching the recipient.

This leaves your files vulnerable in transit.

However, digital services rely on data encryption to prevent such interception.

2. Transmission reports

Online Fax lets you confirm whether the user has successfully received the message.

You’ll get a notification when the email reaches the recipient — or if the transmission didn’t go through.

You can also monitor your faxes in real-time through delivery reports. These reports come in handy for exchanges where proof of transfer is essential.

3. Seamless delivery

When you need to send high volumes of sensitive documents, it’s best to send all that via fax from a computer.

You can rest assured that these messages will reach the recipients quickly. This capability — fast, secure delivery — is valuable for industries where delivery speed plays a significant role.

4. Unlimited cloud storage

Large corporations deal with large files, which are better off in the cloud. They need an enterprise cloud service to keep up with the workload.

Many online faxing providers offer unlimited cloud storage as part of their subscription package. And you can sync data from other cloud storage platforms to your current service.

How to send a fax from your computer

Follow these straightforward steps to send a fax from your computer:

  1. Log in to the app or create an account with an online faxing solution.
  2. Upload the document you want to share.
  3. Fill out the appropriate text fields, including your correct number.
  4. Click “Send.” You will receive an email notification that your document has been successfully delivered.


Your company can send and receive files securely, as well as reduce operational expenses, by switching to digital fax services.

Once you learn how to send a fax with a computer, you can store data on the cloud and instantly transfer as many files as you like.

Frequently asked questions

  • A fax is a secure method for sending confidential documents. Digital fax systems allow you to transfer contracts and other business documents electronically via the internet. You should switch to faxing documents if you need a highly encrypted means of sending data online.

  • Yes, it is safe to send a fax from your computer. The process is simple: you can use a web-based application to send multiple pages. You will also receive an email notification once the transmission goes through.

  • Yes, free cloud services like PandaDoc Online Fax allow you to send documents from a computer for free. One-time users can send a few pages easily. But if you need to send a lot of pages regularly, you’ll need the paid plan.


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