How to Fax in Windows 11: A Complete Guide for 2025

In the digital age, faxing may seem like an outdated process, but it is still required in certain industries like healthcare, legal, and government. If you’re using Windows 11 and need to send or receive faxes, you’ll be glad to know that the process is more accessible than ever. In this comprehensive guide, we will walk you through the steps of how to fax in Windows 11, from setting up the necessary equipment to using built-in software or online fax services. Let’s get started on how to fax in Windows 11!

What You Need to Fax in Windows 11

Before we dive into the details of how to fax in Windows 11, there are a few things you need to ensure are in place:

A Fax Modem: This is the most common hardware for sending and receiving faxes from your Windows PC.
A Phone Line: You need a dedicated landline or phone line that connects to your fax modem.
Fax Software: Windows 11 comes with a built-in “Windows Fax and Scan” app, which is the default tool for faxing.
Internet Connection (for Online Fax Services): Alternatively, if you’re using online faxing, a stable internet connection is required.

Now that you know what’s necessary, let’s explore how to fax in Windows 11 in detail.

Method 1: Faxing Using Windows 11 Built-In Fax and Scan App

Windows 11 comes with a built-in utility called “Fax and Scan” that allows you to send and receive faxes directly from your PC. Here’s a step-by-step guide on how to fax in Windows 11 using this tool:

Connect Your Fax Modem: Plug in your fax modem to your computer and connect it to a landline.
Open Windows Fax and Scan: Press the Windows key, search for “Fax and Scan,” and open the app.
Set Up the Fax Connection: If this is your first time using Fax and Scan, you’ll need to set up the fax connection by choosing “New Fax” from the toolbar. Follow the prompts to configure your modem and phone line.
Compose Your Fax: After setup, click on “New Fax” and enter the recipient’s fax number. You can also add a cover sheet if needed.
Attach Documents: Select the files you want to fax from your computer. You can fax PDFs, Word documents, or even scanned images.
Send the Fax: Once everything is set, click “Send” to send your fax. Wait for the confirmation that your fax has been sent.

Method 2: Using Online Fax Services in Windows 11

If you don’t have a fax modem or want a more modern, hassle-free approach, using an online fax service is a great option. These services allow you to send and receive faxes using your computer or smartphone, without needing any physical fax machine. Here’s how to fax in Windows 11 using an online service:

Choose an Online Fax Provider: Popular services like eFax, MyFax, and RingCentral Fax offer easy-to-use platforms that integrate well with Windows 11.
Sign Up for a Service: Create an account on your chosen fax service website. Most services offer free trials, and you can choose a plan based on your faxing needs.
Compose Your Fax: Upload the document you want to fax directly on the fax service’s website. Enter the recipient’s fax number and any necessary details.
Send Your Fax: Once you’re ready, click the “Send” button. Your fax will be transmitted over the internet to the recipient’s fax machine or online service.
Track and Receive Faxes: Most online fax services allow you to track your sent faxes and receive faxes directly in your inbox.

Method 3: Faxing from Microsoft Word or PDF Documents

If you’re working with documents in Microsoft Word or PDF format, you can easily send them as faxes through either the Fax and Scan app or an online fax service. Here’s how:

Open the Document: Open your Word or PDF document.
Select Print: Choose “Print” from the menu and select the “Fax” printer option (this works if you’ve set up Windows Fax and Scan or an online fax service).
Send the Document: After selecting the fax printer, input the fax number and click “Send.” The document will be sent directly to the recipient’s fax machine.

Faxing with a Third-Party Fax Software

In addition to Windows Fax and Scan and online fax services, there are several third-party faxing software options that provide additional features for faxing in Windows 11. Some of the best ones include FaxTalk, HelloFax, and WinFax Pro. These tools typically offer enhanced features like batch faxing, automatic scheduling, and fax management.

Common Issues When Faxing in Windows 11

While faxing in Windows 11 is relatively straightforward, you may run into some issues. Here are a few common ones and how to resolve them:

Fax Modem Not Working: Ensure your fax modem is properly installed and connected. You may need to update or reinstall the drivers for the modem.
No Fax Line: Ensure your phone line is working and properly connected to the fax modem.
Fax Stuck in Outbox: This could be due to a slow connection or an issue with your fax modem. Try restarting your PC or rechecking the fax number.

Advantages of Faxing in Windows 11

Convenience: No need for a physical fax machine or dedicated fax line.
Cost-Effective: Online fax services are often more affordable than maintaining a physical fax machine.
Environmental Benefits: Reduce paper usage by faxing digitally.
Ease of Use: Windows Fax and Scan is intuitive, and online services are simple to set up and use.

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