Fax is an important tool for many businesses and individuals. While we now rely heavily on email, online collaboration tools, and other forms of digital communication, fax remains a reliable way to securely send physical documents. This blog will walk you through all you need to know about fax, including what it is, how to send a fax from a printer, and how to work with different file formats like PDF.
I. What is Faxing?
Short for "facsimile," fax refers to the use of telephone lines to transfer scanned documents from one device to another. Although the concept has been around since the mid-1800s, it didn't become widely used until the 1980s with the advent of cheap fax machines. Faxing allows you to send documents over long distances, whether to another office or across continents, without actually mailing anything.
Despite the rise of email and cloud-based file-sharing services, faxing remains a common practice in industries that require hard-copy documents and signatures, such as law, healthcare, and government. A key reason faxing continues to exist is its reliability and security, as faxes transmitted over phone lines are more difficult to intercept than emails.
II. What is a Fax Number?
To send or receive a fax, you need a fax number. Let's learn what a fax number is and how it differs from a regular phone number.
A fax number is a unique telephone number that is dedicated to a fax machine or fax-enabled device, such as a multifunction printer. When sending a fax, you dial the recipient's fax number just as you would a telephone number. The fax is then transmitted over the phone line to the receiving fax machine or fax-enabled device, where it is printed or digitally stored.
Unlike a regular phone number that connects to voice calls, a fax number connects to a device that is capable of sending and receiving fax transmissions. Many businesses choose to have a separate number for their fax machines, although some use a single line to differentiate between incoming calls and fax transmissions.
III. How to Fax from a Printer
So how do we send a fax using a printer? If you own a modern multifunction printer, the process is simpler than you think.
First, you need to make sure your printer can send faxes. Not all printers have this capability. Typically, all-in-one or multifunction printers that come with fax capabilities also have scan, copy, and print capabilities.
1. Check Your Printer's Fax Capability
Before you start faxing, make sure your printer supports faxing. If you see a phone line port on the back of the printer or a “fax” button on the control panel, your printer can probably send and receive faxes.
2. Connect Your Printer to a Phone Line
Once you have verified that your printer has fax capabilities, the next step is to connect it to a landline telephone jack. Connect the printer to the phone line using a standard phone cord. Some printers allow you to connect a telephone handset to the printer so that you can make voice calls over the same line.
Make sure the phone line is active and properly connected, as faxing will not work without a stable landline connection. Many users overlook this critical step and think their printer is malfunctioning when in fact it is just the phone cord that is loose or disconnected.
3. Load the Document
Next, prepare the document to be faxed. You can place a hard copy of the document on the printer's flatbed scanner or feed it into the document feeder tray. Flatbed scanners are great for single-page faxes, while document feeders are better for multi-page documents.
Make sure the document is placed correctly - Most printers have guides to show you how to position paper for scanning or faxing. If you are sending multiple pages, make sure they are aligned correctly in the feeder tray to avoid any transmission issues.
4. Enter the Fax Number
Once the document is ready, use the printer's control panel to enter the recipient's fax number. Dial the number the same way you would a phone number, including the area code or international dialing code if you're sending a fax outside of your local area.
Some printers allow you to save frequently used fax numbers, making it easy to send faxes to regular contacts without having to manually enter the number each time. You may also see the option to add a cover page, which is particularly useful for business or formal correspondence.
5. Adjust Fax Settings
Before sending a fax, check the fax settings. Depending on your printer model, you may have the option to adjust the resolution, contrast, or other settings to ensure your fax is clear and easy to read. High resolution is good for faxes that contain detailed images, while standard resolution is good for simple text documents.
Many printers also allow you to choose whether you want a transmission report - a confirmation printout that verifies that your fax was successfully sent. This is useful for record keeping, especially when sending an important document.
6. Send the Fax
After you adjust the settings and enter the fax number, you're ready to send the fax. Press the “Send” or “Start” button on the printer control panel. You should hear the familiar dial and connecting tones as the printer begins to transmit the fax.
Depending on the printer model, you may be able to monitor the progress of the transmission on the control panel display. Many printers display a confirmation message when the fax is successfully sent, or you may receive a printed transmission report.
7. Check the Fax Confirmation
After a fax is sent, it's a good idea to check for a confirmation message or report to make sure the recipient received the document. This is especially important for legal or business documents, as you need confirmation that the transmission was successful.
IV. How Long Does it Take to Fax Something?
On average, it takes about 30 seconds to 1 minute to send a single-page fax. However, transmission time depends on several key factors, including:
- Document Length: The longer the document, the longer it will take to send. Each additional page adds time to the transmission, so a 10-page fax will take longer than a 1-page document.
- Fax Resolution: Faxes with higher resolutions take longer to transmit because more data needs to be sent. If you are faxing a simple text document, standard resolution will be faster, while high-resolution images will take more time.
- Connection Speed: The speed of the phone line you use can also affect transfer times. Older phone lines or busy connections can slow down the transfer process.
- International Faxing: If you are sending a fax to an international number, the transmission time may increase due to the longer distance and potentially more complicated dialing procedures.
V. How to Fax a PDF
Faxing a paper document is easy enough, but what about faxing a digital file like a PDF? Luckily, you can fax a PDF right from your computer or mobile device, especially if you have a fax-enabled printer or can use an online fax service.
1. Faxing a PDF from a Printer
If your printer is connected to your computer, you can fax a PDF directly through the printer software.
- Open the PDF on Your Computer: Find the PDF file you want to fax. Open it using a PDF viewer such as Adobe Acrobat or any other compatible software.
- Select Print to Fax: When you go to the “Print” menu, select your printer from the list of available devices. If your printer has fax capabilities, you should see the “Fax” option next to the printer name.
- Enter the Recipient's Fax Number: Enter the recipient's fax number in the designated field just like you would with a physical document.
- Send the Fax: Once the setup is complete, click “Send” or “Print” and your PDF will be faxed through the printer.
2. Faxing a PDF Using Online Fax Services
If you don't have a fax-enabled printer, you can also send a PDF using an online fax service. Services like eFax, HelloFax, and MyFax allow you to upload a PDF and fax it directly from your network to the recipient's fax number.
These services typically allow you to send faxes from anywhere you have an internet connection, and they're a convenient alternative if you frequently fax documents but don't have access to a traditional fax machine.
VI. Conclusion
The process of sending a fax using a printer is simple and can be done easily by following the steps above. Whether you need to fax a paper document or a PDF, with a fax-enabled printer, the whole process will be efficient and straightforward.
