How to Send a Fax: Tips and Guidelines

The World of Fax Communication

Hello, DAPPS Lovers! Modern technology has revolutionized the way we communicate, but traditional methods still have their place. One of these is fax communication. While the popularity of faxing has dwindled in recent years due to the rise of email, it is still a reliable and secure way of sending important documents. Even if you are a millennial who has never used a fax machine before, this article will guide you through the entire process.

Before we get started, let’s get a clear understanding of what faxing is. A fax machine is a device that transfers electronic documents over telephone lines. You can send and receive scanned paper documents, digital files, and even photos via fax. Although online faxing is now possible, the focus of this article will be on traditional faxing using a fax machine.

Advantages of Traditional Faxing

Faxing has several benefits that make it a good option, even in today’s digital world. Here are some advantages of traditional faxing:

Secure: Faxes are considered a secure form of communication because it is less likely for someone to intercept a fax transmission compared to an email.
Accessible: Faxes can be sent and received from anywhere as long as there is a fax machine or an online fax service available.
Legally Binding: Faxes can serve as legal documents and can be used as proof of communication.
Simple: Sending a fax is as simple as inserting the document that you want to fax, entering the recipient’s fax number and pressing the send button.
Reliable: Faxes have a high delivery success rate compared to emails, which can be lost or filtered by spam folders.

Disadvantages of Traditional Faxing

As with any technology, faxing has its drawbacks as well. Here are some disadvantages of traditional faxing:

Outdated: Faxing is seen as an outdated method of communication that is being replaced by digital methods.
Costly: The price of owning or renting a fax machine and the cost of paper, ink, and phone line usage are the reasons why faxing can be an expensive option.
Limited Scope: Faxes are limited to black and white and only have a single page transmission capacity.
Technical Issues: Troubleshooting technical issues such as paper jams and poor line quality can cause delays and frustration in sending a fax.
Environmental Impacts: Faxing contributes to paper waste and carbon footprint due to energy consumption.

Step-by-Step Guide on How to Send a Fax

Sending a fax may seem daunting, but it can be relatively easy once you get the hang of it. Here is a step-by-step guide to help you send a fax using a traditional fax machine:

Step 1: Prepare the Document

Make sure that the document or image you want to fax is complete and legible. Also, make sure that there are no unwanted marks or smudges. If the document is in digital format, print it out.

Step 2: Insert the Document into the Fax Machine

Open the fax machine and load the document. Position the document face down on the scanner bed to ensure that it is scanned correctly.

Step 3: Dial the Recipient’s Fax Number

Enter the recipient’s fax number correctly into the fax machine. Double-check that the number is correct, as a wrong number may result in an unsuccessful transmission or delay.

Step 4: Send the Fax

Press the “Send” button on the fax machine to initiate the transmission process. Wait for the fax machine to complete the process, and a confirmation page will be printed out as proof that the fax has been successfully sent.

Step 5: Receive the Confirmation Page

Check the confirmation page to make sure that the fax has been successfully sent. If not, double-check the fax number and try again.

Frequently Asked Questions (FAQs)

1. Can I send a color fax?

No, traditional fax machines only send and receive black and white documents. However, online fax services can handle color documents.

2. Can I send a fax without a fax machine?

Yes, you can use an online fax service or a smartphone app to send a fax without a traditional fax machine.

3. What is the maximum number of pages I can send in a single fax transmission?

Most traditional fax machines have a maximum transmission limit of 10-20 pages per transmission.

4. Can I send a fax internationally?

Yes, you can send a fax internationally, but you may have to add an international prefix to the number.

5. Can I receive a fax without a fax machine?

Yes, you can use an online fax service or a smartphone app to receive a fax without a traditional fax machine.

6. What is the difference between a fax machine and an online fax service?

A traditional fax machine sends and receives fax documents using a phone line, while an online fax service uses the internet to send and receive fax documents.

7. What should I do if I encounter problems while sending a fax?

Check the machine’s manual for troubleshooting tips, or seek help from a technician.


While faxing may seem outdated, it is still a useful option for sending important documents. It is secure, legally binding, and has a high delivery success rate. However, it can be costly, and it poses environmental disadvantages due to paper waste and energy consumption. Regardless of its pros and cons, faxing remains a reliable method of communication.

If you need to send a fax, follow the step-by-step guide to ensure that your transmission is successful. And, if you encounter any issues, there are online fax services or smartphone apps that can help you send or receive faxes without owning a traditional fax machine.


The information contained in this article should be used for guidance purposes only. The author and publisher will not be liable for any losses or damages incurred from the use of the information in this article. The reader should seek professional advice before engaging in any faxing activities.

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