How to Fax From Windows 10: Step-by-Step Guide (2026)

By Alexey Spasskiy · Published May 30, 2025 · Updated June 8, 2026 · 10 min read

Quick answer: The fastest way to fax from Windows 10 is to use an online service like mFax.to — no modem, no phone line, works in any browser. If you need the built-in route, Windows 10 includes Windows Fax and Scan, but it requires a USB fax modem (~$25–$50) and an analog phone line.

Faxing from Windows 10 is more straightforward than most people expect — but only once you know which method fits your setup. The built-in Windows Fax and Scan app still exists, yet it demands hardware that most modern PCs simply don't have. Online fax services close that gap entirely.

This guide walks through every working method in 2026 — from the zero-hardware online route to the classic Windows Fax and Scan workflow — so you can pick the one that matches what you already have.

Which Method Is Right for You?

Before diving into the steps, use this quick selector to jump to the right section:

Method 1: Use an Online Fax Service (Recommended)

This method requires: A Windows 10 PC, any web browser, and internet access. No modem. No phone line. No additional software.

Online fax services convert your digital file into a fax signal and send it over the internet. The recipient's fax machine receives it like any other fax — they never know you didn't use a physical machine. It is the recommended method for virtually everyone without specialized hardware.

mFax.to is the most straightforward option: upload, enter a fax number, send. You get a delivery receipt, and the whole process takes under two minutes.

Steps to Send a Fax from Windows 10 Using mFax.to

Method 2: Windows Fax and Scan (Built-in App)

Windows 10 ships with a free built-in fax application called Windows Fax and Scan. It has been part of Windows since Vista and still works in 2026 — but only if you have the right hardware.

What You Need

• A USB fax modem — internal modems were removed from laptops over a decade ago. You need an external USB device. Recommended models include the USRobotics USR5637 ($30) or the HiRO H50113 ($25). Plug it into any USB port and Windows 10 installs the driver automatically.
• An analog (POTS) phone line — this is the traditional copper landline from a phone company. VoIP lines (Vonage, Ooma, Spectrum Voice) do not reliably work with fax modems because they convert signals to digital packets, causing transmission errors.

How to Set Up Windows Fax and Scan

1. Find the app — press Windows + S and type Windows Fax and Scan. Click the result to open it.
2. Connect your modem — plug the USB fax modem into your PC and connect its phone jack to the wall jack with a standard phone cable.
3. Open Fax Accounts — in the app, go to Tools → Fax Accounts → Add.
4. Choose your modem — select Connect to a fax modem. Windows detects the attached device automatically. Name the account and click Next.
5. Test the line — dial your own number or a test fax service to confirm the modem picks up a dial tone. If you hear nothing, check that the phone line is plugged into the LINE port on the modem, not the PHONE port.

How to Send a Fax with Windows Fax and Scan

Once your modem is configured:

1. Click New Fax in the toolbar.
2. In the To field, enter the recipient's name and fax number.
3. Click the Attachments paperclip icon to add your document. Windows converts it to a fax-compatible format automatically.
4. Add a subject and any cover page notes.
5. Click Send. The modem dials the number and transmits the document. The status bar shows progress, and a delivery confirmation appears when done.

To receive faxes, go to Tools → Fax Settings and turn on Allow the device to receive fax calls. The modem must be connected and the app must be open (or running in the background) to receive.

Method 3: Send a Fax from Outlook on Windows 10

If you work in a corporate environment or subscribe to a fax service that supports email-to-fax, you can send faxes directly from Microsoft Outlook without any additional software.

How Email-to-Fax Works

Your fax service assigns a gateway email address in the format:

[faxnumber]@[provider-gateway-domain]

For example, to send a fax to 5551234567 through a hypothetical provider:

5551234567@fax.provider.com

You attach your document, send the email, and the provider's servers convert it and transmit it as a fax.

Steps for Outlook Email-to-Fax

1. Open a new email in Outlook.
2. In the To field, enter the gateway address ([faxnumber]@[gateway]). Your fax provider gives you the exact gateway domain after signup.
3. Attach your document — PDF, Word, or other supported formats.
4. Add a subject — this usually becomes the cover page subject line.
5. Click Send — the provider converts and transmits the fax. A confirmation email is sent back when delivery is complete.

For a detailed walkthrough with screenshots, see our guide to faxing from Outlook or our broader fax from email guide.

Method 4: Fax from a Connected Printer on Windows 10

If your office has an all-in-one printer (a multifunction device with print, scan, copy, and fax), you may be able to send faxes from your Windows 10 PC through it.

What You Need

• An MFP printer with a built-in fax modem (e.g., HP OfficeJet Pro, Canon PIXMA MX series, Brother MFC series)
• The printer's fax port connected to an analog phone line
• The printer's Windows 10 driver installed (usually handled automatically via Windows Update when you plug it in)

How to Fax via a Networked Printer

1. Open your document in any application (Word, Acrobat, Notepad, etc.).
2. Go to File → Print.
3. Select your fax printer from the printer list — it typically appears as something like Fax (HP OfficeJet Pro 8025) or Canon Fax.
4. Click Print — a fax dialog appears asking for the recipient's fax number.
5. Enter the fax number and click Send.

The document is routed through the printer's fax modem and sent over the phone line connected to the device.

Windows Fax and Scan vs. Online Services: Quick Comparison

Verdict: For most Windows 10 users, an online fax service is faster to set up, cheaper to maintain, and more reliable than the built-in option. Windows Fax and Scan makes sense only if you already have the hardware and a dedicated analog line.

Troubleshooting Windows 10 Fax Issues

Windows Fax and Scan says "No modems detected"

The app cannot see your USB fax modem. Try these fixes:

1. Unplug the modem and plug it into a different USB port.
2. Open Device Manager (Windows + X → Device Manager) and look for the modem under Modems. If it shows a yellow warning icon, right-click and choose Update driver.
3. Download the latest driver from the modem manufacturer's website (e.g., USRobotics, HiRO) and install manually.

Fax goes through but recipient gets a blank page

The file format may not have converted correctly. Try printing the document to a PDF first using Microsoft Print to PDF, then attaching that PDF to the fax. PDFs convert more reliably than Word documents or images.

"Fax transmission failed" error

Most transmission failures have one of three causes:

• Wrong number format — for US faxes, try entering 1 + area code + 7-digit number. Some modems need a leading 1.
• VoIP interference — your phone line is VoIP, not analog. Switch to an online service.
• The recipient's machine is busy — retry after 10–15 minutes. Fax machines can only receive one fax at a time.

Windows Fax and Scan crashes after a Windows update

Restart the Windows Fax and Scan service: press Windows + R, type services.msc, scroll to Fax, right-click, and choose Restart. If it won't start, check that your modem is still recognized in Device Manager.

For a broader list of fax error codes and what they mean, see our fax error codes guide.

Why Skip the Modem Entirely?

The total cost of the Windows Fax and Scan route adds up quickly:

• USB fax modem: ~$25–$50 (one-time)
• Analog phone line: $15–$40/month from most providers
• Annual cost: $180–$480 just for the line

For occasional faxing, a pay-per-fax online service is a fraction of that. For regular faxing — say, once a week — a monthly mFax.to subscription costs far less than maintaining a landline. And you get the added benefit of sending faxes from any device, including your phone.

For personal faxing, download the mFax app or use the web version — upload a PDF, enter the fax number, and send in under 2 minutes. No hardware setup at all.

For business teams, mFax Business adds virtual fax numbers, HIPAA compliance, shared team inboxes, and delivery audit logs — starting at about $9/mo (billed annually). Pricing is usage-based ($3/seat + $4 per 100 pages), so you build your own plan around the exact seats and pages you need rather than picking a rigid fixed tier.

Frequently Asked Questions

Can I fax from Windows 10 without a phone line?

Yes. The easiest way is to use an online fax service like mFax.to. You upload your document, enter the recipient's fax number, and send over the internet. No modem or phone line is needed. The built-in Windows Fax and Scan app, by contrast, requires both a USB fax modem and a physical analog phone line.

Is Windows Fax and Scan still available on Windows 10?

Yes — it ships with every edition of Windows 10. Search for it in the Start menu. If it does not appear, go to Settings → Apps → Optional Features and install it. Keep in mind it requires hardware (a USB modem + analog line) to send faxes.

Does Windows 10 support VoIP faxing?

Standard VoIP lines generally do not work reliably with traditional fax modems. If your phone line runs through a cable or fiber provider, it is likely VoIP. You have two options: ask your provider for a T.38 fax-over-IP connection (a VoIP protocol specifically designed for fax), or simply use an online fax service that does not depend on your phone line at all.

What is the best free way to fax from Windows 10?

GotFreeFax offers limited free faxing (up to 2 pages to US/Canada numbers) with no signup. For more volume, mFax.to's free trial lets you send faxes without a subscription. See our guide to free online fax services for a full comparison.

Can I receive faxes on Windows 10?

Yes, through Windows Fax and Scan if you have the modem hardware — turn on Allow the device to receive fax calls in Fax Settings. Online services like mFax.to let you receive faxes too: they give you a virtual fax number, and incoming faxes arrive in your dashboard or as email attachments.

Summary: Faxing from Windows 10 in 2026

Faxing from Windows 10 has never been easier — as long as you choose the right method for your setup.

• No hardware? Use an online service. mFax.to handles everything in the browser, no installation required.
• Already have a modem and landline? Windows Fax and Scan is built right in — follow the setup steps above.
• Corporate Outlook user? Email-to-fax keeps you in your existing workflow without any new apps.
• Office printer with fax capability? Print-to-fax works seamlessly from any Windows 10 application.

For a broader look at faxing from any computer platform, see our complete guide to faxing from a computer. If you are on a Mac instead, check out how to fax on Mac.

Ready to send your first fax? Visit mFax.to, upload your document, and it is done in under two minutes — no modem required.