how to fax a pdf

Question

I need to fax a pdf document. How do I do that?

It seems I need a longer question to submit it but I can't this of a useful way of doing of addong anything elseit. Jer's hoping this is long enough.

Answer 1

I am going to assume that you don't have a fax modem installed on your computer or network, you would know if you did.

without the necessary hardware there is no native way to do this in Windows.

There are online solutions for sending files to faxes, I have not used any and could not recommend any specific service, enter "online fax" or "fax a pdf" into your favourite search engine and you will get a few of them.

You may find that they have file size limits, so if your PDF is very large you may need to consider a different delivery method. Have a look at a few before sending, you need to be able to trust the company with your file/ information If there is any sensitive or valuable information in the PDF, I would strongly suggest a different delivery method.

I guess you are going this route because the recipient doesn't have an internet connection, if they can find somewhere that they can connect to download or print the file, OneDrive would be a better solution, quicker, easier and less likely to fail or get corrupted.

Answer 2

There are two main options, depending on whether faxing is needed from Windows or just a cover sheet from Microsoft 365 apps.

1. Use Windows Fax and Scan (Windows feature)

If Windows Fax and Scan is available and a fax modem or fax-capable device/line is configured, a PDF can be faxed by printing it to the fax device:

1. Ensure Windows Fax and Scan is installed:
   • In Windows 11: go to Settings → System → Optional features → View features, search for Windows Fax and Scan, select it, and install it.
2. Open the PDF in any viewer that supports printing.
3. Choose Print and select the Fax printer (the fax server or fax device installed as a printer).
4. When the fax dialog appears, enter the recipient fax number and other details, then send.

Underlying Windows fax APIs such as FaxSendDocument and COM interfaces like IFaxDocument::Submit or IFaxDoc::Send require that the fax server/device is installed as a network or local fax printer. Once that is in place, any printable document (including a PDF) can be sent by printing to that fax printer.

2. Create and fax a cover sheet from Microsoft 365 (if only a cover page is needed)

If only a fax cover sheet is needed from Microsoft 365/Office:

1. In Word for the web, go to File → New → Browse templates → Explore all templates.
2. Search for Fax Covers and choose one of the fax cover templates.
3. Customize the cover sheet with sender/recipient details.
4. Print it (Ctrl+P) and fax it using a physical fax machine or a configured fax service.

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References:

• Fax Service
• IFaxDoc::Send method (faxcom.h)
• FaxSendDocumentA function (winfax.h)
• FaxSendDocumentW function (winfax.h)
• IFaxDocument::Submit method (faxcomex.h)
• IFaxDocument2::Submit2 method (faxcomex.h)
• Create a fax cover sheet in Word for the web
• Windows 11 Pro Missing Fax and Scan - Microsoft Q&A