How to Send Faxes Online Using Email

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A fax machine sends faxes by scanning a document and translating the document into a digitized sequence of dots; this is transmitted through a modem and telephone lines to the receiver. The receiver's machine interprets the data and generates an image of the original document.


Faxes are usually sent from one fax machine to another, but you can send a fax through your computer as an email attachment, subscribe to an Internet faxing account for more faxing options, or use the Outlook email program.

Things You'll Need

  • Scanner
  • Scanning software
  • PDF-creation software
  • Phone line
  • Outlook email program

Using Microsoft Outlook

  • Scan the documents you wish to fax. Use the scanning software to crop the images and save them to your computer desktop.

  • Go to your desktop. Select all the documents you wish to scan. Right-click the first icon and select "Print."

  • Choose the PDF-creator software icon from the list of printers. Wait for the PDF file to be created. Name the file and save to your desktop.

  • Open Outlook. Go to "Tools" and click "Email Accounts."

  • Click on "Add a new email account." Click "Next."

  • On the Server Type page, click "Additional Server Types."

  • Ensure that "Fax Mail Transport" is selected. Click "Next." Exit the dialog window.

  • Go back to the Outlook main screen. Look on the toolbar for "Standard," and click "New."

  • Look in the new blank message form. Look on the toolbar for "Standard," and click "Accounts." Click "Fax Mail Transport."

  • Enter your message. Click "Send."

  • Allow the computer to connect to the fax modem and send the message.

As an Email Attachment

  • Scan the documents you wish to fax. Use the scanning software to crop the images and save them to your computer desktop.

  • Go to your desktop. Select all the documents you wish to scan. Right-click the first icon and select "Print."

  • Choose the PDF-creator software icon from the list of printers. Wait for the PDF file to be created. Name the file and save to your desktop.

  • Open your email program. Select "Create a New Message."

  • Go to your desktop; locate the new PDF file. Drag the file into the email body.

  • Fill in the "To" and "Subject" lines of the email. Click "Send."

Using an E-Faxing Account

  • Scan the documents you wish to fax. Use the scanning software to crop the images and save them to your computer desktop.

  • Go to your desktop. Select all the documents you wish to scan. Right-click the first icon and select "Print."

  • Choose the PDF-creator software icon from the list of printers. Wait for the PDF file to be created. Name the file and save to your desktop.

  • Open a web browser and sign into your e-faxing account (see Resources section).

  • Click "Send a Fax."

  • Enter the fax recipient information.

  • Select the documents you want to send. Click the "Browse" button to locate the files.

  • Click "Send."

Tips & Warnings

  • To ensure that your scanned documents are created in chronological order in a PDF file, label them in numerical or alphabetical order.
  • If your computer does not have a telephone modem installed, you may purchase a USB data fax modem adapter at any electronics store.

References

  • Photo Credit Thomas Northcut/Photodisc/Getty Images
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