Traditionally, sending a fax required a physical fax machine. The machine would scan a document and transmit it over a telephone line to another fax machine, which would then print the document.

However, in today’s world, most people don’t own a fax machine or even a telephone line. What you do have is an email address and an internet connection. That’s where online fax technology comes in.

Thanks to modern software solutions, you can send faxes as easily as sending an email. Here’s a quick breakdown of how it works:

1. Choose an email-to-fax software solution. This could be a web app, browser plugin, or an add-on for your preferred email service.
2. Compose your message either in the software platform or directly in your email client.
3. The software processes your email and converts it into fax format.
4. The converted fax is transmitted to the recipient’s fax machine over a telephone line.

Email-to-fax solutions are compatible with all major platforms and integrate seamlessly with popular email providers like Gmail, Outlook, and Yahoo Mail.

How to send a fax by email for free

If you’re looking for an easy and free way to send faxes via email, many online services allow you to do just that. Most platforms work with popular email providers like Gmail, Outlook, or Yahoo and let you send a set number of pages for free. Here’s a general guide to getting started:

Sending a fax via email

1. Sign up for a free account: Choose an online faxing service, sign up for a free account, and verify your email or phone number to activate the account.
2. Enable email to fax: Once your account is active, log in to the platform and check your settings to ensure the email-to-fax feature is enabled. Most services have this activated by default.
3. Compose an email: Open your email client, such as Gmail or Outlook. Create a new email, and in the To field, enter the recipient’s fax number followed by the service’s domain (e.g., faxnumber@domain.com). Make sure the number is accurate to avoid sending it to the wrong recipient.
4. Attach your document: Add the document you want to fax as an attachment. Most platforms support file formats like PDF, DOC, DOCX, PNG, and JPG. For the best results, save your file as a PDF to maintain consistent formatting.
5. Add a cover sheet (Optional): If you want to include a cover sheet, simply type your message in the email body. This content will appear as the first page of your fax.
6. Send your fax: Click Send on the email. You’ll receive a confirmation email once the fax has gone through successfully.

Sending a fax directly via a web platform

Most online fax services also let you send faxes directly from their website. Here’s how:

1. Log in to your account on the fax service’s website.
2. Go to the Send Fax section.
3. Enter the recipient’s fax number in the designated field.
4. Attach your document and, if needed, include any additional text.
5. Click Send to transmit the fax.

With these simple steps, you can send a fax conveniently without needing a traditional fax machine!

Top alternatives for faxing via email

While Fax.Plus is my personal go-to, your needs might differ. Here are three excellent alternatives to consider:

1. FaxZero

If you only need to send faxes occasionally, FaxZero is a straightforward, free solution. You can send up to 5 faxes per day, with a maximum of 3 pages plus a cover sheet per fax all at no cost. However, free faxes come with FaxZero branding on the cover page, so keep that in mind.

2. Faxage

For a more robust option, Faxage allows you to send and receive faxes directly via email. With plans starting at just $3.49 per month, it’s an affordable choice for frequent fax users. Faxage also provides local and toll-free fax numbers, covering all 50 U.S. states and Canada, making it a versatile and reliable solution.

3. RightFax

Designed for large enterprises, RightFax by OpenText offers advanced capabilities and seamless integration with business systems like ERP, CRM, and Microsoft SharePoint. It supports on-premises, hybrid, or managed deployments, making it an ideal choice for organizations with complex faxing needs.