Step-by-Step Guide: Faxing from Outlook

Last Updated: Mar 1, 2024 by

In today’s digital age, faxing may seem like an outdated form of communication. However, it is still widely used in many industries, and knowing how to fax from your email can save you time and hassle.

If you use Microsoft Outlook as your primary email client, you’ll be happy to know that you can easily send faxes directly from your inbox. In this step-by-step guide, we’ll walk you through the process of faxing from Outlook, so you can streamline your communication and stay ahead of the game.

How to Fax from Outlook

Before we dive into the steps, it’s important to note that you will need an online fax service to send faxes from Outlook. These services act as a virtual fax machine, allowing you to send and receive faxes through your email. Some popular options include eFax, MyFax, and RingCentral.

Now, let’s get started on faxing from Outlook.

Step 1: Sign Up for an Online Fax Service

The first step is to sign up for an online fax service. Most providers offer a free trial, so you can test out the service before committing to a paid plan. Once you’ve signed up, you’ll receive a fax number that you can use to send and receive faxes through your email.

Step 2: Compose a New Email

Open Microsoft Outlook and click on the “New Email” button to compose a new email. This will open a blank email template.

Step 3: Enter the Recipient’s Fax Number

In the “To” field, enter the recipient’s fax number followed by the fax service provider’s domain. For example, if the recipient’s fax number is 555-123-4567 and your fax service provider is eFax, you would enter “5551234567@efaxsend.com”.

Step 4: Attach the Document You Want to Fax

Click on the paperclip icon to attach the document you want to fax. You can attach multiple documents if needed. Keep in mind that most online fax services support a variety of file types, including PDF, Word, and Excel.

Step 5: Add a Cover Page (Optional)

If you want to include a cover page with your fax, you can do so by adding a note in the body of the email. Some fax services also allow you to customize your cover page with your company logo and other details.

Step 6: Send Your Fax

Once you’ve completed all the necessary steps, click on the “Send” button to send your fax. Your fax service provider will convert your email into a fax and send it to the recipient’s fax machine. You will receive a confirmation email once the fax has been successfully sent.

Benefits of Faxing from Outlook

Faxing from Outlook offers several benefits, including:

Convenience and Time-Saving

Faxing from Outlook eliminates the need for a physical fax machine, saving you time and hassle. You can send faxes directly from your email, without having to print, scan, or wait for a fax machine to become available.

Cost-Effective

Online fax services are typically more cost-effective than traditional fax machines. You don’t have to worry about purchasing a fax machine, paper, or ink, and most providers offer affordable monthly plans.

Accessibility

With faxing from Outlook, you can send faxes from anywhere, as long as you have an internet connection. This is especially useful for remote workers or those who travel frequently.

Environmentally Friendly

By eliminating the need for a physical fax machine, faxing from Outlook is more environmentally friendly. You’ll save paper and ink, and reduce your carbon footprint.

Troubleshooting Common Issues

While faxing from Outlook is generally a straightforward process, you may encounter some issues along the way. Here are some common problems and how to troubleshoot them.

Fax Not Sending

If your fax is not sending, double-check the recipient’s fax number and make sure it is entered correctly. You should also ensure that your internet connection is stable and that your fax service provider is not experiencing any technical difficulties.

Fax Not Received

If the recipient does not receive your fax, check your sent folder to ensure that the fax was sent successfully. If it was, contact your fax service provider to troubleshoot the issue.

Fax Not Attached

If your fax is not attached, make sure you have selected the correct document and that it is not open in another program. You should also check the file type to ensure it is supported by your fax service provider.

Alternatives to Faxing from Outlook

If you don’t want to use an online fax service, there are a few alternatives to faxing from Outlook.

Fax Software

Fax software, such as FaxTalk, allows you to send faxes directly from your computer. This eliminates the need for a physical fax machine and can be a more cost-effective option for those who send faxes frequently.

Fax Modem

A fax modem is a hardware device that connects your computer to a phone line, allowing you to send faxes directly from your computer. This is a good option for those who prefer a more traditional faxing method.

Conclusion

Faxing from Outlook is a convenient and cost-effective way to send faxes. By following the steps outlined in this guide, you can easily send faxes directly from your email, saving you time and hassle. If you encounter any issues, refer back to the troubleshooting section for solutions.

With the right online fax service, you can streamline your communication and stay ahead of the game. So why wait? Sign up for an online fax service today and start faxing from Outlook.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.