How to fax by email using Outlook

With the advancement of technology, traditional methods of communication have been gradually replaced by more convenient and efficient alternatives. Faxing is no exception to this trend. Instead of relying on bulky fax machines, people can now send and receive faxes through their email accounts. This innovative solution has simplified and streamlined the faxing process, making it easier for individuals and businesses to communicate and share important documents.

We will provide a step-by-step guide on how to effortlessly fax by email using Outlook. We will cover everything from setting up your Outlook account to sending and receiving faxes, as well as some useful tips and tricks to optimize your faxing experience. Whether you are new to faxing or looking for a more convenient way to send and receive faxes, this guide will walk you through the process and help you become a proficient fax user in no time.

Content
  1. Use an online fax service that integrates with Outlook
    1. Step 1: Choose a reliable online fax service
    2. Step 2: Sign up for an account
    3. Step 3: Install the Outlook integration
    4. Step 4: Compose and send your fax
  2. Install a fax software plugin for Outlook
    1. Step 1: Download the Fax Plugin for Outlook
    2. Step 2: Install the Fax Plugin for Outlook
    3. Step 3: Configure the Fax Plugin for Outlook
    4. Step 4: Send a Fax by Email
  3. Set up your email account to send faxes
  4. Attach the document you want to fax to your email
  5. Enter the recipient's fax number as the email address
  6. Add a cover page to your fax if desired
  7. Click send and your email will be sent as a fax
    1. Step 1: Compose a New Email
    2. Step 2: Enter the Recipient's Fax Number
    3. Step 3: Attach the Document to Fax
    4. Step 4: Add a Fax Cover Sheet (Optional)
    5. Step 5: Add a Subject and Message (Optional)
    6. Step 6: Click Send and Your Email Will be Sent as a Fax
  8. Receive a confirmation of the fax delivery
    1. Step 1: Access the Fax Options
    2. Step 2: Configure the Fax Confirmation Settings
  9. Check the status of your sent faxes in your email outbox
  10. Save money on paper, ink, and fax machine maintenance
  11. Frequently Asked Questions

Use an online fax service that integrates with Outlook

If you're tired of the traditional fax machine and want a more convenient way to send and receive faxes, using an online fax service that integrates with Outlook is the way to go. With this integration, you can effortlessly send faxes directly from your email client without the need for any additional software or hardware.

There are several online fax services available that offer seamless integration with Outlook. These services provide you with a dedicated fax number that allows you to send and receive faxes directly from your email account. This means you can send a fax just like you would send an email, making the process quick and easy.

Step 1: Choose a reliable online fax service

To get started, you'll need to choose an online fax service that offers integration with Outlook. Look for a service that provides a user-friendly interface, reliable delivery, and excellent customer support. Some popular options include eFax, RingCentral, and HelloFax.

Step 2: Sign up for an account

Once you've selected a service, visit their website and sign up for an account. You'll typically be asked to provide your email address and create a password. Some services may offer a free trial period, allowing you to test out their features before committing to a paid plan.

Step 3: Install the Outlook integration

After creating your account, the next step is to install the Outlook integration provided by the online fax service. This integration will add a new toolbar or menu option within Outlook that allows you to easily send faxes.

Follow the instructions provided by the service to install the integration. This usually involves downloading a small plugin or add-on and following the installation wizard. Once installed, restart Outlook to activate the integration.

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Step 4: Compose and send your fax

With the Outlook integration in place, you're ready to compose and send your fax. Open a new email message in Outlook just like you would when sending an email. Instead of entering a recipient's email address, you'll enter the recipient's fax number followed by the domain provided by your online fax service.

For example, if your online fax service is eFax and the recipient's fax number is 1234567890, you would enter "1234567890@efaxsend.com" in the "To" field of the email. You can attach any necessary documents or files to the email, just like you would with a regular email attachment.

Once you've composed your fax, click the "Send" button in Outlook. The online fax service will convert your email into a fax and deliver it to the recipient's fax machine. You'll also receive a confirmation email or notification to let you know that the fax was successfully sent.

It's important to note that some online fax services may have limitations on the file types or sizes that can be attached to a fax. Make sure to check the service's documentation or contact their support team if you have any questions or need assistance.

With the convenience of faxing by email with Outlook, you can save time and effort while still maintaining the professional communication that faxing offers. Say goodbye to the hassle of traditional fax machines and embrace the simplicity of online faxing integrated with Outlook.

Install a fax software plugin for Outlook

If you want to send faxes directly from your Outlook email client, you'll need to install a fax software plugin. This plugin will seamlessly integrate with Outlook, allowing you to send faxes just like you would send an email.

There are several fax software plugins available for Outlook, but one popular option is the Fax Plugin for Outlook by ABC Fax.

Step 1: Download the Fax Plugin for Outlook

To begin, visit the ABC Fax website and navigate to their downloads page. Look for the Fax Plugin for Outlook and click on the download link.

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Note: Ensure that you download the compatible version of the plugin for your Outlook version. The plugin may have different versions for Outlook 2010, 2013, 2016, or 365.

Step 2: Install the Fax Plugin for Outlook

Once the plugin has finished downloading, locate the file on your computer and double-click on it to start the installation process. Follow the on-screen instructions to install the plugin.

Note: Make sure Outlook is closed during the installation process to avoid any conflicts.

Step 3: Configure the Fax Plugin for Outlook

After the installation is complete, open Outlook and navigate to the plugin settings. You may find the settings under the "Add-ins" or "Plugins" section, depending on your Outlook version.

Within the plugin settings, you will need to enter your fax service provider's credentials, such as username, password, and fax server details. These credentials will allow the plugin to connect to your fax service and send faxes on your behalf.

Note: If you don't have a fax service provider, you will need to sign up for one before you can send faxes through Outlook.

Step 4: Send a Fax by Email

Now that the Fax Plugin for Outlook is installed and configured, you can easily send faxes by email. Simply compose a new email in Outlook, enter the recipient's fax number followed by the fax service provider's domain in the "To" field, and attach any documents you want to fax. When you're ready, click send, and the email will be converted into a fax and delivered to the recipient's fax machine.

Note: Some fax plugins may also allow you to preview the fax before sending, add cover sheets, and track the status of sent faxes.

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By installing a fax software plugin for Outlook, you can simplify the faxing process and conveniently send faxes without leaving your email client. This integration saves you time and effort, making faxing a breeze.

Set up your email account to send faxes

If you want to send faxes easily using your Outlook email account, follow these simple steps to set it up:

  1. Check if your email provider supports faxing: Before you proceed, make sure that your email provider offers the capability to send faxes. Not all email providers support this feature, so it's important to check beforehand.
  2. Obtain a fax number: You'll need a fax number to send faxes through email. You can either obtain a dedicated fax number from a fax service provider or use an online fax service that assigns you a virtual fax number.
  3. Enable the faxing feature in your email account: Once you have confirmed that your email provider supports faxing, you'll need to enable this feature in your account settings. Look for the "Faxing" or "Fax Settings" option and follow the prompts to activate it.
  4. Configure your fax settings: After enabling the faxing feature, you'll need to configure certain settings, such as the default cover page, resolution, and file format for your faxes. Customize these settings according to your preferences.
  5. Attach the document you want to fax: To send a fax, simply compose a new email in Outlook and attach the document you wish to fax. Supported file formats typically include PDF, DOC, and JPEG.
  6. Enter the recipient's fax number: In the recipient field of the email, enter the recipient's fax number followed by the domain of your fax service provider. For example, if your fax service provider is "faxprovider.com" and the recipient's fax number is "1234567890", you would enter "1234567890@faxprovider.com".
  7. Add a cover page (optional): If desired, you can include a cover page with your fax. Simply type the content of the cover page in the body of the email, or attach a separate document as the cover page.
  8. Click send: Once you have filled in the necessary details, click the send button to transmit your fax. You'll receive a confirmation email indicating whether the fax was successfully sent.

By following these steps, you can effortlessly send faxes using your Outlook email account. Enjoy the convenience of faxing directly from your inbox!

Attach the document you want to fax to your email

To effortlessly fax by email with Outlook, the first step is to attach the document you want to fax to your email. This can be easily done by following these simple steps:

  1. Open Microsoft Outlook on your computer.
  2. Compose a new email message by clicking on the "New Email" button.
  3. In the email composition window, click on the "Attach File" button, which is usually represented by a paperclip icon.
  4. Navigate to the location on your computer where the document you want to fax is stored.
  5. Select the document by clicking on it, and then click on the "Attach" button.

By attaching the document to your email, you are now ready to proceed with the next steps in effortlessly faxing it using Outlook.

Enter the recipient's fax number as the email address

Effortlessly faxing documents by email using Outlook is a convenient and time-saving method. With just a few simple steps, you can send faxes directly from your Outlook email account. One of the first steps in this process is to enter the recipient's fax number as the email address.

To do this, follow the steps below:

  1. Open your Outlook email account and click on the "New Email" button to create a new email.
  2. In the "To" field, instead of entering the recipient's email address, enter their fax number in the format specified by your fax service provider. This format usually includes the country code, area code, and the fax number itself. For example, if the fax number is +1-555-1234567, you would enter something like: +15551234567@yourfaxserviceprovider.com.
  3. Continue filling out the email as you would for a regular email. Add a subject, attach any necessary documents, and include a message if desired.
  4. When you are ready to send the fax, simply click on the "Send" button.

By entering the recipient's fax number as the email address, Outlook will automatically route your email to your fax service provider, who will then convert it into a fax and send it to the designated fax machine or recipient.

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Note that in order to use this method, you will need to have a fax service provider that supports faxing by email. Additionally, there may be certain limitations or charges associated with this service, so it's important to check with your provider for specific details.

Overall, faxing by email with Outlook offers a seamless and efficient way to send faxes without the need for a physical fax machine. It simplifies the process and saves you time, making it an excellent option for those who frequently send faxes.

Add a cover page to your fax if desired

In Outlook, you have the option to add a cover page to your fax before sending it. This can be useful if you want to provide additional information or make your fax look more professional. Follow these steps to add a cover page:

  1. Open the email that you want to convert into a fax.
  2. Click on the "File" tab in the top left corner of the screen.
  3. From the drop-down menu, select "Options".
  4. In the Outlook Options window, click on "Mail" in the left-hand sidebar.
  5. Scroll down to the "Send messages" section and click on the "Stationery and Fonts" button.
  6. In the Signatures and Stationery window, click on the "Email Signature" tab.
  7. Click on the "New" button to create a new email signature.
  8. In the Edit Signature section, you can type the text for your cover page. You can also format the text using the formatting options available.
  9. Once you have finished creating your cover page, click "OK" to save it.
  10. Now, whenever you want to add a cover page to your fax, simply select the appropriate email signature from the drop-down menu in the new email window.

By following these steps, you can effortlessly add a cover page to your fax and customize it according to your preferences.

Click send and your email will be sent as a fax

To effortlessly fax by email with Outlook, follow these simple steps:

Step 1: Compose a New Email

Open Microsoft Outlook and click on the "New Email" button to start composing a new email.

Step 2: Enter the Recipient's Fax Number

In the "To" field of the new email, enter the recipient's fax number followed by the domain of your fax service provider. For example, if the recipient's fax number is 1234567890 and your fax service provider is "faxservice.com", enter "1234567890@faxservice.com".

Step 3: Attach the Document to Fax

Click on the "Attach File" button in the email composition window and browse your computer to select the document you want to fax. Once selected, click on the "Open" button to attach the document to the email.

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Step 4: Add a Fax Cover Sheet (Optional)

If you wish to include a fax cover sheet with your fax, you can either attach it as a separate document or include it as the first page of the document you are faxing. This step is optional but can be useful for providing additional information or instructions to the recipient.

Step 5: Add a Subject and Message (Optional)

Just like any other email, you can add a subject line and a message to the fax email. This step is optional but can be helpful for providing context or additional information to the recipient.

Step 6: Click Send and Your Email Will be Sent as a Fax

Once you have completed composing the fax email, review it to ensure all the necessary details are included. When you are ready, simply click on the "Send" button, and your email will be sent as a fax to the recipient's fax number.

Note: It's important to ensure that you have a valid fax service provider and that your Outlook email account is properly configured to send faxes. Additionally, some fax services may require you to have sufficient credits or a subscription plan to send faxes.

By following these steps, you can effortlessly send faxes by email using Outlook, making the process quick and convenient.

Receive a confirmation of the fax delivery

If you want to ensure that your fax has been successfully delivered, Outlook provides a useful feature that allows you to receive a confirmation email. This email will be sent to your inbox once the fax has been delivered to the recipient's fax machine.

Follow the simple steps below to set up the confirmation email:

Step 1: Access the Fax Options

  1. Open Outlook and click on "File" in the top-left corner of the screen.
  2. From the drop-down menu, select "Options".
  3. In the Outlook Options window, click on "Advanced" in the left-hand panel.
  4. Scroll down until you find the "Send and receive" section and click on "Send/Receive...".

Step 2: Configure the Fax Confirmation Settings

  1. In the Send/Receive Groups window, select the group that contains your email account.
  2. Click on the "Edit..." button located on the right-hand side of the window.
  3. A new window will appear. In this window, click on the "E-mail Options..." button.
  4. Under the "Advanced E-mail Options" section, check the box next to "Request a read receipt for all sent messages" and "Request a delivery receipt for all sent messages".
  5. Click "OK" to save the changes and close the window.
  6. Back in the Send/Receive Groups window, click "Close" to exit.

That's it! You have successfully configured Outlook to send you a confirmation email for each fax you send. Now, whenever a fax is delivered, you will receive a notification in your inbox, giving you peace of mind and ensuring that your important documents have reached their intended recipient.

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Note: Keep in mind that the recipient's fax machine must support delivery confirmations for this feature to work. Additionally, some recipients may have disabled the option to send read receipts, so you may not always receive a confirmation email.

Check the status of your sent faxes in your email outbox

When sending faxes by email with Outlook, it's important to be able to track the status of your sent faxes. Luckily, Outlook provides a convenient way to do just that through your email outbox. Follow these steps to effortlessly check the status of your sent faxes:

  1. Open Outlook: Launch the Outlook application on your computer.
  2. Navigate to your Outbox: Click on the "Outbox" folder located in the left-hand sidebar of the Outlook window. This is where your sent faxes are stored before they are successfully delivered.
  3. Review fax status: In the Outbox folder, locate the fax email you want to check the status for. You can easily identify fax emails by their subject line or sender information.
  4. View detailed information: Double-click on the fax email to open it in a new window. Here, you will find detailed information about the fax, including its status, delivery time, and any potential errors or issues encountered.
  5. Take necessary action: Based on the status of the fax, you can take appropriate action. If the fax has been successfully delivered, you can rest assured that your recipient has received it. However, if there are any errors or issues, you may need to review the email content, recipient information, or your fax service settings to troubleshoot and resend if necessary.

By regularly checking the status of your sent faxes in your email outbox, you can ensure that your important documents are successfully delivered without any hassle. This step-by-step guide in Outlook makes it easy to keep track of your fax communication and resolve any issues promptly.

Save money on paper, ink, and fax machine maintenance

Save money on paper, ink, and fax machine maintenance

Faxing documents can be a time-consuming and expensive task. Not only do you need to print out the documents, but you also need to use ink and maintain a fax machine. However, there is a simple solution that can save you money and streamline your faxing process - faxing by email using Outlook.

By harnessing the power of Outlook, you can effortlessly send faxes directly from your computer without the need for a physical fax machine. This not only saves you money on paper and ink but also eliminates the need for costly maintenance and repairs associated with traditional fax machines.

Step 1: Set up your Outlook account

  • Open Outlook and navigate to the "File" tab.
  • Select "Options" from the drop-down menu.
  • In the Outlook Options window, click on "Mail" in the left-hand sidebar.
  • Scroll down to the "Send messages" section and check the box next to "Use Outlook to send a fax."
  • Click "OK" to save the changes.

Step 2: Compose your fax

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Once your Outlook account is set up for faxing, you can easily compose and send faxes just like you would send an email. Simply create a new email message and address it to the recipient's fax number followed by "@faxserviceprovider.com". For example, if the recipient's fax number is 123-456-7890, you would address the email to "1234567890@faxserviceprovider.com".

Step 3: Attach the document

To attach the document you want to fax, click on the paperclip icon in the email composition window. Select the document from your computer and click "Open" to attach it to the email.

Step 4: Send your fax

Once you have composed your fax and attached the document, simply click on the "Send" button in Outlook to send your fax. Outlook will convert your email into a fax and deliver it to the recipient's fax machine.

By following these simple steps, you can effortlessly fax documents by email using Outlook. Not only does this save you money on paper, ink, and fax machine maintenance, but it also streamlines your faxing process, making it more efficient and convenient.

Frequently Asked Questions

1. Can I send a fax by email using Outlook?

Yes, you can send a fax by email using Outlook. There are various online fax services that integrate with Outlook, allowing you to send faxes directly from your email client.

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2. Do I need any additional software or hardware to send faxes by email with Outlook?

No, you do not need any additional software or hardware to send faxes by email with Outlook. The online fax service will handle the fax transmission for you.

3. Is it possible to receive faxes by email using Outlook?

Yes, it is possible to receive faxes by email using Outlook. Most online fax services provide a dedicated fax number that can receive incoming faxes, which are then delivered to your email inbox.

4. Are there any limitations or restrictions when sending faxes by email with Outlook?

Some online fax services may have limitations on the file types or file sizes that can be sent as a fax attachment. Additionally, there may be limits on the number of pages or recipients per fax. It is important to check the specific service's terms and conditions for any restrictions.

If you want to discover more articles similar to How to fax by email using Outlook, you can visit the Communication category.

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