how to fax in outlook

Question

How to send a fax using outlook

How to send a fax using outlook

How to send a fax using outlook

Moderator's note: Moved from Windows for Business/Windows Client for IT Pros/User experience/Print, fax and scan

Answer 1

Hi Howard Rochon

Based on my research, Microsoft Outlook does not include built-in fax functionality. To send a fax from Outlook, you must use an external solution such as an online fax service, a fax add-in, or Windows Fax and Scan with a fax-capable device.

If you are using an online fax service, you can send a fax directly from Outlook by following these steps: 

• Open Outlook and create a new email message. 
• In the To field, enter the recipient's fax address in the format required by your fax service provider (for example, a fax number followed by the provider's domain). 
• Add a subject line if required by the fax service, enter any message you would like to include, and attach the document you want to fax. 
• Send the email. The fax service will receive your email, convert the attached content into a fax, and deliver it to the recipient. 

I hope this information helps. 

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Answer 2

To send a fax using Outlook, Windows and Office must be configured to use either Windows Fax services or an Internet fax provider. The exact steps depend on which method is used.

1. Enable Windows Fax and Scan (Windows fax driver/service)

If using the built-in Windows fax capability (for example, to send via a fax modem or fax server):

1. Open Control Panel.
2. Select Programs > Programs and Features.
3. Select Turn Windows features on or off.
4. In the Windows Features dialog, expand Print and Document Services.
5. Select Windows Fax and Scan and choose OK.

On some Windows 11 systems, Windows Fax and Scan is installed as an optional feature:

1. Open Settings > System > Optional features.
2. Select View features.
3. Search for Windows Fax and Scan.
4. Select it and choose Install.

After installation, configure Fax (modem, fax server, or fax account) in Windows Fax and Scan. Outlook can then use the Windows Fax transport when fax is selected as the sending method.

2. Use an Internet fax service from Office/Outlook

Office applications can send documents via Internet fax services that integrate with Outlook:

1. In Word, Excel, or PowerPoint, open the document.
2. Select File > Share > Email.
3. Choose Send as Internet Fax.
4. A web page opens listing Internet fax providers. Select and configure a provider account.
5. Once configured, create the fax in Outlook or the Office app as directed by the provider (typically by addressing an email to a special fax address format supplied by the service).
6. Use a fax server/gateway or Internet fax service with Outlook

Organizations can route faxes through a fax server or Internet fax gateway that integrates with email:

• A user creates a document in Word or Outlook.
• The document is sent (often as an email or via a fax transport) to the fax server or gateway.
• The fax server converts the document to fax format and sends it over a traditional telephone line to the recipient’s fax machine.

Alternatively, some Internet fax services send and receive faxes as email attachments (for example, .tif or .pdf) using Outlook as the email client.

4. Use a dedicated Outlook fax add-in (example)

Some third-party add-ins integrate fax directly into Outlook. For example, the Retarus Fax for Outlook Add-In allows sending and receiving fax documents via the email client once the add-in and service account are configured according to the provider’s documentation.

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References:

• Install the Windows Fax driver or service to use Internet Fax in Office
• Enable voice mail users to receive faxes in Exchange Server
• Retarus Fax for Outlook Add-In (general)
• Email a document from Microsoft Office
• Windows 11 Pro Missing Fax and Scan - Microsoft Q&A