What’s the first word that comes to your mind when you think of fax? Maybe outdated or obsolete tech? In reality, fax is still relevant. Governments and companies worldwide still use it. Why is this the case? Because fax is a simple, secure, and cheap way to send important documents. Fax also meets compliance requirements, like HIPAA. Since fax remains relevant, even the latest Windows computers have a Windows Fax and Scan module.
In this article, I’ll discuss how you can use Windows Fax and Scan to send fax messages. Then, I’ll show you a better option to meet your faxing needs. Finally, I’ll describe a few online fax tools you can use. So, read on as I start with how to fax from a Windows 10 computer.
How to Fax from Windows 10
You have 2 options to send a fax from a Windows 10 device.
1. Use the Windows Fax and Scan Service
The Windows Fax and Scan program is a part of the Windows devices. It works to convert your device into a fax machine. Before, I discuss how to use it, let’s go over some aspects you need to keep in mind while using this module.
Things to Know
- Sends/receives faxes through phone line only, i.e, doesn’t use the internet
- Doesn’t allow you to connect a cell phone as a landline to send and receive faxes
- Needs installation on your device (it most likely is available on your device but it’s best to make sure the Windows fax and scan service is installed)
- Requires your device to stay open throughout the sending/ receiving process, i.e, if your computer restarts, you also must start the fax operations from scratch again
Now that you know what to expect from Windows Fax and Scan, let’s jump into the sending process.
How to Use Windows Fax
- Go to the Start menu and open the Windows Fax and Scan
- Click New Fax in the application
- Look for the To field in the New Fax window
- Enter the recipient’s fax number or select a recipient from your address book
- Navigate to the Subject field and enter you fax message (you can also format your message, add links, and even include pictures in your fax document)
- Use the toolbar at the top to attach scanned documents
- Click Send
And that’s how you can use Windows Fax to send and receive fax from a Windows 10 computer. This may be convenient for some. However, you need a landline or phone modem connected to your device to send the fax. If that’s not feasible, you could always use the next option!
2. Online Fax Using Faxing Software
The second, and probably easier option is to use online faxing software. This is a third-party service you’ll have to download and install on your device. For this one-time effort, you get to send and receive faxes from anywhere and at any time. These tools are also simple to use. They require no landline or phone modem. They use the internet to send fax messages in a safe and secure way to the recipients.
Things to Know
Here are some aspects you need to ensure when using online fax services:
- Set a budget for these tools since unlike Windows Fax and Scan, most of these tools are paid
- Align security policies with these services (they often offer cloud storage for your fax messages)
- Secure an internet connection since it’s mandatory for using these services
How to Use Online Fax Services
- Choose a service
- Download and install the software on your devices
- Fill in the necessary information fields
- Send and receive faxes
That’s it! You can see that online fax services are better than Windows fax. But let’s look at other benefits of faxing services.
Why You Could Benefit from a Faxing Service
Online fax services are much better than Windows fax. In many ways, they’re also the reason why fax is still relevant today. After all, they make sending/receiving faxes highly convenient. Additionally, consider these other perks that online fax services help you enjoy:
- Allow you to send and receive faxes from anywhere with an internet connection only
- Don’t involve any chunky machines
- Store your data and faxes in the cloud
- Store your files electronically, in many formats
- Support digital signatures
- Reduce paper and clutter
- Are highly secure when compared to traditional paper faxes
- Save a ton of time, effort, and money
Clearly then, online fax services are much better than Windows fax. But how could you use them in your business? Simple! Just choose an online fax service, buy the license, download and install it on your device, and start sending faxes. What online fax service can you choose? I’ve compiled a list of 3 online fax services. These have the best features and will add the most value to your company.
Best Online Fax Service
Below are some of the best online fax services available on the market today. In this list, I chose the most economical services that certainly will offer you a bang for your money. Here are the top 3 online fax services.
1. FaxMaker Online
Price: Starts at $137.70/year for 1800 pages.
GFI FaxMaker Online is a cloud-based faxing service. It helps you to send and receive faxes wherever you are. The service also doesn’t require any download or installation whatsoever. This tool’s biggest advantage is that you can send the same fax to multiple users (up to 100), just like an email. Simply fill in the email ID, add the subject line and body content, including any attachments, and send the fax.
When you receive a fax, it gets routed automatically to the email ID configured with FaxMaker Online. You’ll receive a notification, so you can check your email for the message. Needless to say, this routing is a lot more secure when compared to paper faxes. Take a look at some other FaxMaker Online features.
- Allows you to design a personalized cover page
- Accepts multiple faxes from many sources
- Supports uploading fax documents directly from an application
- Comes with an intuitive dashboard and report generation
- Gives you one free fax number with every account
Overall, this is a simple and effective tool for sending and receiving faxes, with little time and effort. You can read our full review of GFI FaxMaker online here.
2. Faxage
Price: The business plan starts at $19.95/month.
Faxage is an internet Fax service that allows you to send faxes through emails, APIs, mobile apps, and web pages. A major selling point is its unlimited storage and users offer at no additional cost. Like FaxMaker, you can add any number of email IDs to the fax. Simply add the fax number as an email.
For example, if the fax number is 202-987-4521, you can email it as [email protected]. Other features of this tool are:
- Supports faxes as an email in the form of a PDF attachment
- Sends faxes to the US and Canada only
- Doesn’t limit attachments or storage
- Sends a receipt when the fax is delivered
- Integrates faxing with any application using the fax APIs
In all, Faxage is a good choice when you want to send faxes through multiple channels like email, APIs, mobile apps, and more. However, it’s limited to just the USA and Canada. So if your contacts are elsewhere, you may have more luck with another online fax service.
3. Faxbetter
Price: The Premium version starts at $5.95/month
Faxbetter is another popular online service for sending and receiving faxes. It works just like an email. You can send as many attachments as you need, to any number of recipients. You can also search through the faxes with your personal email account if that works better for you. The best part? This is a 100% free service. Some of this tool’s most important features are:
- Is simple to use
- Has easy-to-find faxes through your email search
- Comes with a dedicated toll-free number
- Makes faxes available at faxbetter.com
- Sends you a notification for every new fax
In all, Faxbetter is a good choice for sending and receiving faxes through email. The free version is enough if you plan to send only a few faxes each month. Yet, if you want more advanced features, go for the Premium version. You’ll get live support and multiple formats.
Thus, these are some of the online fax services to make your process of sending and receiving faxes easier. Since they’re cloud-based, you don’t need any downloads or installations. They’re also intuitive and simple to use.
Final Thoughts
To conclude, fax continues to be relevant even today. You can use Windows Fax and Scan to send faxes through your Windows 10 device. Yet, Windows fax has many limitations. For instance, you can only send and receive faxes through a landline connection. The better option would be to use online fax services, like FaxMaker Online. These allow you to send and receive faxes through email. I hope this information helps you to look at fax as a convenient way to communicate securely.
Do you have more questions about faxing from a Windows 10 computer? Check out the FAQ and Resources sections below!
FAQ
Can I send a fax from my Windows 10 device?
Yes, you can send a fax from your Windows 10 device using the built-in Windows Fax and Scan module. However, you must connect your device to a landline to use this service. An easier option is to use cloud-based faxing services, like Faxmaker Online to send and receive faxes through the internet.
Can I send a fax through my email?
Yes, provided you’ve subscribed to an online fax service, like Faxmaker. Simply enter the subject name and body text, and attach the required documents like you would in an email. In the To column, enter the fax number followed by @faxmaker.com. For example, the fax email ID is [email protected]. The fax will be sent to the fax number 203-876-9065.
Can I find some free online fax services?
Yes, some online fax services are available, like Faxbetter. However, they tend to have limits on the number of faxes/recipients per day or month. It’s a good idea to go for the paid version if fax is one of your primary modes of communication. As a bonus, you can get additional features like good customer support.
Are faxes even relevant today?
Yes, many governments and organizations prefer to use fax, because it’s more secure than an email. You also get a proof of receipt, and this comes in handy as well. Online fax services have also boosted the usability of fax since you don’t need bulky machines or investments.
Are online fax services better than Windows Fax and Scan?
Yes, online fax services are simpler to use. They leverage the power of the cloud to send and receive faxes. Unlike Windows Fax and Scan, you don’t need a landline. Hence, you can use them from anywhere. These services also provide unlimited storage, allow sending to multiple recipients in a single go, help you meet compliance requirements, and more.
Resources
TechGenix: Newsletters
Subscribe to our newsletters for more quality content.
TechGenix: Article on How Email-to-Fax Works
Learn more about the working of email-to-fax and fax-to-email.
TechGenix: Review of Faxmaker
Read the review of Faxmaker.
TechGenix: Article on Online Fax Services
Learn more about using online fax services.
TechGenix: Article on the Myths and Misconceptions of Fax
Understand the myths and misconceptions surrounding fax.
TechGenix: Article on the Need for Faxing for Compliance
Learn why faxing is essential for compliance with HIPAA and other standards.
