How to send a fax: 7 steps (with pictures)

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How to send a fax: 7 steps (with pictures)
How to send a fax: 7 steps (with pictures)

You may need to know how to go about sending a fax, either because you are too young to have heard of this method before, or because you simply forgot how to do it. Be aware that there are a number of variations depending on the fax machine, so you should consult your user manual if you have it handy. For most fax machines, you will need to insert a cover letter, dial the fax number, and then send.


Part 1 of 2: Before sending the fax

Send a FAX Step 1

Step 1. Create the cover letter

Fax machines are often shared by several offices or by several people in an office. Since anyone can access a fax sent to a fax machine, it is best to include a cover letter. This way, you can be sure that your fax will reach the right recipient.

The cover letter includes the name of the recipient, the contents of the fax and the number of pages contained in it. It should also include the sender's contact details, such as name and fax number. The recipient will know who the fax is from and can answer it if necessary

Send a FAX Step 2

Step 2. Dial the fax number

You will then need to dial the fax number, the same way you do on a telephone. On most new fax machines, the country code is not required for dialing a local number, but is still required for long distance calls. Some fax machines require this code, regardless of the shipping region. Find out about the specifications of your machine.

  • It is sometimes necessary to dial the country code before local numbers, but only when this code is required. For long distance numbers, it is almost always necessary.
  • You may often have to dial 9 before long distance numbers. Check the specifics of your fax machine.
  • Make sure you are using the fax number and not the phone number of the person you are trying to contact. The numbers are often written close to each other on business cards and it is easy to go wrong looking at the wrong number.
Send a FAX Step 3

Step 3. Determine the charging method

When you place the documents to be faxed in the machine, you need to put them in the correct direction. The document will be scanned, so if it faces the wrong place, the back side will be scanned and you will send a blank fax. Make sure the document is oriented correctly before sending it by fax.

  • Not all fax machines load the same. Fortunately, all fax machines have marks indicating the direction in which to place documents. Somewhere next to where you load the paper, look for the symbol of a sheet of paper with a folded corner. On this symbol, you will see that one side of the paper has lines and the other side is blank.

    • If the lines are on the side where the corner is folded, it means that the sheets should be fed into the fax machine with the blank side facing you.
    • If the folded corner is white, it means that the documents you feed into the fax machine should have the printed side facing you.
Send a FAX Step 4

Step 4. Fax the correct type of documents

Fax machines work best with standard size paper. Sending something in a non-standard size may not work, your fax machine may be congested or damaged. If you need to send a document that is not a standard size, such as a receipt, first make a photocopy of the item and fax that photocopy.

The paper size that fits most fax machines is A4 or US size, as with printers

Part 2 of 2: Send the fax

Send a FAX Step 5

Step 1. Use your fax machine to send the fax

Once you have completed all of the above steps, you are ready to send your fax. The document is correctly inserted, you have dialed the recipient's number, you are now ready to press the "Send" button. This button is generally large and well marked. It's over ! You sent your fax!

You will notice that after you press the "Send" key, the fax machine emits a series of beeps and hums. These sounds correspond to communication between several fax machines. After a few minutes, when the fax has been sent successfully, you will hear a clear, long beep. When there is a problem sending a fax, you usually hear a terrible loud sound. If you hear the latter, you should check the fax machine to assess the problem

Send a FAX Step 6

Step 2. Use the Internet to send your fax

It is also possible to use the Internet to send documents to a fax machine. There are a number of services available for this, most of which are chargeable. However, they could be a wise investment if you don't fax often and don't want to buy a fax machine or use services like FedEx.

  • PamFax is an excellent fax service for Skype. However, this program requires a small financial contribution.
  • HelloFax is a service that integrates well with Google Drive and allows you to easily fax Google documents. It offers a number of free faxes and then charges you an amount for the following ones.
Send a FAX Step 7

Step 3. Send a fax by e-mail

Depending on the number you are sending the fax to, it may be possible to simply send the document by e-mail to the fax machine without a service charge. You should be aware, however, that this method is limited to certain fax numbers and only allows limited information to be sent.

  • You can check if the fax number is integrated by inquiring on the net.
  • Use this formula to create the address to which you will send the message: "[email protected]".
  • Remove the quotes, change the number to the fax number (including the country code, as well as the first and last name of the person you are sending to).
  • Note that only the text within the text frame will appear on the fax. You cannot attach PDF file or other documents by this method.


  • Always enter the number in full, including the country code for long distance shipments.
  • Most fax machines have instructions. You could also have someone explain the procedure to you who is already experienced in using the fax machine.

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