How to Send a Fax via Outlook

By Amina Yusuf2 min read 162 views

How to Send a Fax via Outlook

You can send a fax from Outlook by converting an email message into a fax transmission using an online fax service or an email-to-fax gateway. This lets you send documents directly from your inbox, provided you have an active service and the recipient's fax number formatted correctly. No dedicated software is needed beyond what Outlook already supports.

Table of Contents

How to Send a Fax via Outlook
What You Need Before You Start
Method 1: Using an Online Fax Service With an Email-to-Fax Address
Method 2: Using Outlook With a Fax Add-In or Service Integration
Tips for Reliable Faxing From Outlook

What You Need Before You Start

An active online fax service or email-to-fax provider (such as eFax, RingCentral, or a similar service) with an assigned fax number or email-to-fax address.
The recipient's fax number in international or local format, without dashes or spaces (e.g., +12345678901).
A document ready to send, such as a PDF, Word file, or image.
An active Outlook email account with access to compose and send messages.

Method 1: Using an Online Fax Service With an Email-to-Fax Address

If your provider gives you a dedicated email-to-fax address (often called a 'fax transport address'), the process is simple:

Open Outlook and click New Email.

In the To field, enter the recipient's fax number followed by the service's domain (for example, 12345678901@efaxsend.com).

Attach the document you want to fax.

Add a brief subject line and any cover note you want included.

Click Send. The service converts the email and attachment into a fax and transmits it to the recipient's fax machine.

Method 2: Using Outlook With a Fax Add-In or Service Integration

Some fax providers offer a dedicated add-in or plug-in for Outlook that adds a 'Fax' button to the ribbon or toolbar. After installing the add-in:

Open the email or document you want to fax.

Click the Fax button or select 'Send as Fax' from the add-in menu.

Enter the recipient's fax number and any required settings (such as cover page preferences or sender ID).

Click Send. The add-in handles the conversion and transmission for you.

Tips for Reliable Faxing From Outlook

Always include a clear subject line; some providers use it as part of the fax header.
Keep the attachment format simple (PDF or TIFF) for best compatibility with fax machines.
Check your provider's documentation for the correct email-to-fax address format, as it varies by service and region.
Confirm the recipient's fax number before sending to avoid failed transmissions.