7 Easy Steps to Use Windows Fax and Scan

Windows Fax and Scan, a built-in application in the Windows operating system, allows you to Send and receive faxes without a fax machine..

It supports various document types, including Word documents, PDFs, images, spreadsheets, etc. This tool enables administrators to manage multiple fax machines, multi-function printers (MFPs) or fax servers through a centralized program.

So if you’re ready to simplify the faxing process with a free and easy tool, let’s see how to use Windows Fax and Scan in just seven easy steps.

Important: To use Windows Fax and Scan, your computer must have a built-in fax modem or you will need to connect an external fax modem. I’ll say more about that as we go, but if you’re in a hurry, you can. Use an online fax service. Sending documents from a device without a fax modem

Windows Fax and Scan Setup

The Easy Fax and Scan tool has been a part of the Windows family for a long time, extending its compatibility from Windows Vista to the latest Windows versions. Whether you’re new to digital faxing or a seasoned pro, enabling Windows Fax and Scan is straightforward.

First, let’s talk about what you need to get started. Windows Fax and Scan software requires a fax modem. This small piece of hardware turns your computer into a fax machine.

But before you start poking through the inner workings of your computer, you’ll want to know if your computer or laptop already has one built-in.

Testing the built-in fax modem.

You can check your computer system to see if you already have a built-in modem, and the process is very simple:

1. hit the Get started. button on your computer.
2. Kind of Device Manager Click in the search bar. enter.
3. In Device Manager, find the category named Modemsand click on it to see what’s listed.

If there is no category for modem, it means you don’t have a built-in one.

Most new laptops and computers don’t come with a fax modem, so don’t be surprised if you can’t find anything in Device Manager.

Setting up an external fax modem

If you find that your computer does not have an internal fax modem, there are still some options available. You can easily find external fax modems, often as USB devices, or as a card installed in your computer’s PCI slot. can go

This won’t be a huge investment, as external modems can be found for under $20.

If you’re going down the external modem route, here’s a quick guide:

• Check the manufacturer’s manual: It’s always a good idea to look at the manual that came with the modem, especially to understand any specific installation instructions.
• Buy a modem: You can find a USB or card fax modem online or at your local electronics store.
• USB installation: Simply plug the modem into a USB port on your computer. If your modem comes with a driver CD, be sure to install the drivers.
• Modem Card Installation: If you have a modem card, turn off your computer and install the card into an available PCI slot. Restart your computer, and you should be good to go.

Remember, tampering with your computer’s hardware can sometimes affect your warranty. So, if you’re not comfortable with the DIY approach, getting professional help is a wise move. It may cost a little more to have someone install the modem card for you, but it’s better than damaging your computer.

You can avoid all the hassle by using an online fax service, or even downloading an app so you can Send a fax from iPhone. or an Android phone.

Setting up Windows Fax and Scan

To start a fax, you must first link the phone line to your computer via a fax modem and activate the fax and scan software. The easiest way to do this is to connect the landline to the appropriate jack on your computer, or to the jack on the external fax modem.

Once you’ve set up your line, follow these steps to make sure Windows Fax and Scan is ready to work with your fax modem and communication line:

1. Start by searching. Fax and scan In the Windows search bar. Select the Windows Fax and Scan app that appears in the results.
2. On your first visit to Windows Fax and Scan, you must set up your modem to send correspondence. To do this, visit tools menu in the Windows Fax and Scan application.
3. Within the Tools menu, go to Fax accounts.
4. In the Fax Accounts window, click . add.
5. You will then see a Fax Setup dialog box, where you must make a selection. Connect to a fax modem.. Select this option and your pre-installed modem should appear.

When you connect your fax modem to your PC, the necessary drivers should be installed automatically. If they do not, follow the instructions provided with your fax modem for proper installation.

Automated vs. Manual Fax Calls

After selecting your fax modem, complete the installation. You may be asked to choose how the phone line will answer calls—automatically or manually.

If you choose Automatic, the Fax application will automatically answer incoming calls and receive faxes. If you select Manual, you will need to select manually. Receive faxes now. Whenever you want to receive a fax in the Windows Fax and Scan app.

Seven Steps to Sending a Fax with Windows Fax and Scan

Once your computer is equipped to send and receive faxes through Windows Fax and Scan, navigating the software becomes fairly easy.

If you need Fax the check. Or consider any other important document. Send a free test fax To make sure everything is working properly.

Here’s a walkthrough for sending your first fax with Windows:

Step 1: Start a new fax.

Open and select Windows Fax and Scan software. New fax option

Step 2: Enter the recipient’s fax number.

In the new fax window that appears, key in the fax number of your intended recipient in the ‘To’ field. You also have the option to click ‘To’ to open your address book and select the recipient from there.

Step 3: Add a cover page.

If you want to include a cover page with your fax, this option is conveniently located just above the ‘To’ line on the fax form. Feel free to use them Fax Cover Sheet Templates.

Step 4: Fill out the subject line.

Next, provide a subject for your fax. This field is located at the top left of the main body of the message.

Step 5: Enter your message.

Proceed to type the information you want to fax in the main body of the fax form.

A formatting toolbar at the top of the document area allows you to format text, introduce hyperlinks, or embed images in your fax document.

Step 6: Add additional documents or media.

You can also add scanned documents or attach files by clicking the toolbar at the top of the fax form. Select Insert to open the Items dropdown.

Step 7: Click Send.

Click when you’re ready. send To send your fax. This button is located in the upper right corner of the window.

See: Try them out. Tips if your fax won’t go throughand remember Make sure the fax header information is correct..

How to Receive Faxes with Windows Fax and Scan

With Windows Fax and Scan, you have the flexibility to set up fax receiving automatically or manually.

If you choose the automatic option, the software will automatically answer incoming calls and receive faxes without your intervention.

This is useful if you receive faxes frequently. However, if you want more control over receiving faxes or don’t receive them often, you can choose the manual option.

How to Receive Faxes Manually with Windows Fax and Scan

To receive a fax manually using the fax service when the phone rings, make sure the Windows Fax and Scan application is open.

1. Launch Windows Fax and Scan.
2. Click on Fax The option is located in the bottom left panel.
3. Now go to tools Menu in the top left corner of the application.
4. From the toolbar, select Receive faxes now.. This enables your computer to accept incoming faxes when the phone line rings.

How to Receive Faxes Automatically with Windows Fax and Scan

If you want to set up automatic fax reception, follow these steps:

1. Go to Tools, then select Fax settings.
2. i General tab, confirm that Allow the device to receive fax calls. option is selected under Send/receive options.
3. Then search. Answer automatically after ringing.and enter the desired number of rings before the fax service answers, and then click . ok.

This will enable your computer to receive incoming faxes without manual intervention.

As you can see, Windows Fax and Scan offers a user-friendly way to send and receive faxes using your computer. With these simple steps, you can easily set up the software for effective fax communication.

Windows Fax and Scan has additional features, such as creating a contact list or custom cover pages. Be sure to take the time to test and familiarize yourself with the software to ensure smooth and efficient faxing in the future.

remember- A fax is only as secure as your network.. Like any other form of communication, it can be hacked and account credentials compromised. Follow basic network security best practices and take extra precautions if faxing while connected to public networks.