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How to Send a Fax

How to Send a Fax

While standalone fax machines aren't something many homeowners or even small businesses own these days, the need to send a fax still exists. What happens if you need to send one right away? How can you use your multifunction HP printer to get the job done? Learn how to send a fax with this easy step-by-step guide.

How to send a fax from an HP printer

If your HP printer includes fax functionality, you can use the following steps to send a fax to any phone number that accepts incoming faxes:
  1. Make sure your printer is ready to fax. This includes having a connection to a landline telephone service. The telephone cord should connect the printer to the available line through the 1-Line jack on the back side
  2. Use Fax Setup Wizard in Windows to specify how you would like your faxes to appear. This includes typing text into the fax header with your contact information. You will also be asked how many rings you would like your fax to wait until answering, as well as the dial type of your landline or phone service
  3. Send the fax via printer by putting your document into the load tray. If you have just one page, you may also use the flatbed scanning surface by placing the document face down
  4. If the person you are faxing to has the same number for their fax line and home or office line, call ahead to let them know you’re sending a fax. Otherwise, type in the fax number you want to send it to, ensure your line isn’t in use, and press the fax send key
  5. Wait for the fax to go through. You will typically receive a fax report, so ensure your paper tray is loaded

How to fax from a computer

What if your HP printer doesn’t come with a dedicated fax function? You can still send faxes, provided your computer is connected to a landline. To use your computer as a fax with your HP printer performing the scanning function, complete these steps:
  1. Ensure that your computer is connected to the telephone line
  2. Check to see that you have the HP full feature driver and software for your specific printer model installed on the computer. You can also use the search box from the Start menu to look for the HP Printer Assistant or HP Solution Center. If you don’t have either installed, visit 123.hp.com for the driver tools for your specific model
  3. Open the document you wish to fax. Go to File, then Print, and Printer to select the printer output. You will be presented with several options, but you will select the one that has “Fax” in the name
  4. Click Print, which will open a new Send Fax window
  5. Enter the fax number you wish to send the document to, and update the settings
You can also send a fax from the HP software.
  1. Use the search box by the Start menu to type your printer model name and number. When it pops up, click it and wait for the HP software to open
  2. If Solution Center opens, select the Home tab
  3. Click Send a Fax, and the Send Fax window will open. Select the document you wish to send, and type in the fax number and any relevant info for your fax cover sheet
  4. Make settings changes as needed before hitting Send
If your software is the HP Printer Assistant:
  1. Click the Print, Scan & Fax tab
  2. Select Send a Fax, and follow the same steps to complete your fax

How to send a fax online

What should you do if your HP printer does not have a fax function and you cannot connect your computer to a landline to send faxes? You have another option to send via an online service.
There are many companies that offer this service, but you’ll need to do your research to see which one best suits your needs. Some offer monthly subscription prices for those who send many faxes each month. Others charge per fax or may offer free faxes if they are small and you allow advertising on your fax cover sheets. Whatever service you go with, ensure that their terms of service provide for adequate privacy and confidentiality of your messages and contact info.
  1. To send with an online fax service, use your HP printer software, the HP Smart App, or the ePrint mobile app to scan and capture the document you want to send
  2. From the faxing app or software of your choice, select this document, specify the fax number to send it to, and create the cover sheet. The faxing service will send it just like a regular fax through their phone line service as though you sent it yourself
This technology works for faxing any document. Some online faxing services allow you to fax directly from your email by sending the document attachment to an email address that tells the service which number you’d like to fax to. Others will let you electronically sign important faxed documents. Some fax in color, while others only transmit in black and white. The options for online faxing services are endless, so it’s no longer necessary to have a fax machine at home to send faxes.

Easy fax solutions

Whether you have a dedicated fax line, a telephone line that you sometimes use for faxing, or you do all of your faxing through the internet, having an HP printer on hand ensures that your faxed documents are of the highest clarity. A wireless printer lets you scan and send from anywhere in your home or office and works seamlessly with your connected mobile devices, too. Whether you send one fax or one hundred, it’s easier than ever to fax from wherever you are.

About the Author

Linsey Knerl is a contributing writer for HP® Tech Takes. Linsey is a Midwest-based author, public speaker, and member of the ASJA. She has a passion for helping consumers and small business owners do more with their resources via the latest tech solutions.

Disclosure: Our site may get a share of revenue from the sale of the products featured on this page.

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