Windows Fax and Scan: Complete Guide (2026)

By David Thompson · Published June 20, 2025 · Updated March 26, 2026 · 10 min read

Windows Fax and Scan is a free application built into Windows that lets you send and receive faxes and manage scanned documents — all from one interface. If you have an older setup with a fax modem and phone line, Windows Fax and Scan is already on your computer, waiting to be used.

But the tool has real limitations. It requires hardware most modern computers don't have, and Microsoft has been quietly pulling it from Windows 11. This guide covers everything: what Windows Fax and Scan actually does, how to set it up and use it, how to fix common problems, and what to do when it's simply not available on your machine.

What Is Windows Fax and Scan?

Windows Fax and Scan is a built-in Windows utility that combines fax transmission and document scanning into a single graphical application. Microsoft introduced it with Windows Vista in 2007 as the successor to the older Fax Console included with Windows XP. The executable is WFS.exe, located at %windir%\System32\WFS.exe.

The application has two distinct modes:

Fax mode handles everything related to sending and receiving faxes:

• Send faxes with or without a cover page
• Receive faxes automatically or manually
• Manage fax folders: Inbox, Outbox, Sent Items, Drafts, Incoming
• Configure your Transmitting Subscriber ID (TSID) — the identifier that appears at the top of every page you fax
• Right-click any file in File Explorer and choose Send to > Fax Recipient to fax it instantly

Scan mode handles your scanner:

• Scan documents and photos to TIFF, JPEG, PNG, or BMP
• Scan multiple pages into a single TIFF file (using an ADF scanner)
• Scan directly to fax — scan a paper document and send it as a fax in one step
• Organize scanned documents in folders

What You Need to Use Windows Fax and Scan for Faxing

The single biggest limitation of Windows Fax and Scan is its hardware requirement. You need both a fax modem and an analog landline phone connection. Without these, you can use the scanning features but cannot send or receive faxes.

Fax Modem

You need a hardware fax modem — either:

• Internal modem: A PCIe card installed inside a desktop computer
• External USB modem: A small adapter that plugs into a USB port (e.g., StarTech USB56KEMH2, USRobotics USR5638)

Data-only modems, cable modems, and mobile broadband sticks will not work. Only modems with analog fax capability are compatible.

Analog Phone Line (Landline)

The modem connects to a standard analog telephone line using a regular phone cord. The following connection types are not compatible:

• VoIP services (Vonage, Google Voice, Xfinity Voice) — VoIP compresses audio signals in ways that disrupt fax tones. See our detailed guide on VoIP fax problems for more.
• Cable internet modems (Xfinity, Spectrum)
• Cellular or mobile data connections
• WiFi — Windows Fax and Scan has no internet faxing capability whatsoever

Scanner (for Scanning Only)

For scanning, you need any TWAIN-compatible scanner or multifunction printer. Scanning features work independently of the fax modem requirement.

Windows Compatibility

How to Find and Install Windows Fax and Scan

On Windows 10

Windows Fax and Scan is pre-installed. Search "Windows Fax and Scan" in the Start menu, or press Win+R and type WFS.exe.

If it's missing, reinstall it:

On Windows 11

If It Doesn't Appear in the List (DISM Method)

On some Windows 11 builds, Windows Fax and Scan no longer appears in Optional Features. You can try installing it via Command Prompt (run as Administrator):

Dism /Online /Add-Capability /CapabilityName:print.Fax.Scan~~~~0.0.1.0

If you get an error saying the capability isn't available, your edition of Windows 11 no longer supports WFS. See the alternatives section below.

Setting Up Windows Fax and Scan

Step 1: Connect Your Hardware

1. Plug your USB fax modem into an available USB port (or ensure your internal modem is seated in its PCIe slot).
2. Connect the modem to your analog phone line using a standard phone cord.
3. Wait for Windows to detect and install the modem driver. Check Device Manager — your modem should appear under Modems without a yellow warning flag.

Step 2: Add a Fax Account

Step 3: Configure Fax Settings

How to Send a Fax

Monitor the progress in the Outbox folder. Successfully delivered faxes move to Sent Items.

Tip: You can right-click any file in File Explorer and choose Send to > Fax Recipient to open Windows Fax and Scan with that file pre-attached.

How to Receive a Fax

Automatic Receive

If you configured auto-receive in Fax Settings, Windows Fax and Scan will answer incoming calls automatically after the set number of rings and save received faxes to your Inbox.

Important: Your computer must be powered on and Windows Fax and Scan must be running for automatic receive to work. After a reboot, you must manually reopen WFS (or configure it to start with Windows via Task Scheduler).

Manual Receive

When the phone rings, click "Receive a Fax Now" in the toolbar. WFS will pick up and receive the incoming fax immediately.

How to Scan Documents

How to Scan Multiple Pages Into One File

To combine multiple pages into a single document:

1. Use a scanner with an Automatic Document Feeder (ADF).
2. Load all pages into the ADF.
3. In the New Scan dialog, select the "Documents" profile and set the file type to TIFF (only TIFF supports multi-page).
4. Click Scan — all pages will be combined into one TIFF file.

Troubleshooting Common Problems

"No Scanners Were Detected"

• Check that the scanner is powered on and properly connected (USB or network).
• Try a different USB port.
• Update scanner drivers from the manufacturer's website.
• Run sfc /scannow in an elevated Command Prompt to repair Windows system files.
• Uninstall and reinstall Windows Fax and Scan via Optional Features, then restart.

Fax Modem Not Detected

• Open Device Manager and look under Modems. A yellow warning icon means a driver problem.
• Uninstall the modem in Device Manager, restart, and let Windows reinstall the driver.
• Try a different USB port for USB modems.
• Ensure the modem is connected to a working analog phone line — not VoIP or a DSL filter.

"All Fax Accounts Are Inaccessible"

• Go to Tools > Fax Settings, General tab, and re-check both send and receive options.
• Click Apply after checking them, even if they appear already checked.

Fax Service Not Running

The Windows Fax service must be active. To check:

1. Press Win+R, type services.msc, and press Enter.
2. Scroll to "Fax" in the list.
3. If the status is Stopped, right-click and choose Start.
4. Set Startup Type to Automatic so it starts after every reboot.

Settings Lost After Reboot

This is a known bug where WFS resets fax receive settings after a restart. The workaround: after each reboot, reopen WFS and verify your Fax Settings are still applied. For a more permanent fix, ensure the Fax Windows service is set to Automatic startup.

Does Windows Fax and Scan Work on Windows 11?

This is the biggest question users have in 2026. The short answer: it depends on your Windows 11 version and edition.

Microsoft began phasing out Windows Fax and Scan with Windows 11 22H2. By Windows 11 Enterprise 24H2, many users report it is completely gone from Optional Features. Windows 11 ARM64 devices (Surface Pro X, Surface Pro 11, Surface Laptop 7) have never supported WFS.

Microsoft has not issued a formal deprecation announcement, but the trajectory is clear — WFS is in a slow sunset. The modern replacement for scanning is the Windows Scan app from the Microsoft Store. For faxing, Microsoft's implicit recommendation is third-party services.

Fax From Windows Without a Modem or Phone Line

If you don't have a fax modem, don't have an analog landline, or can't get Windows Fax and Scan to work on Windows 11, online fax services are the practical solution. They let you fax directly from your computer through a web browser — no hardware required.

mFax.to works on any browser (Chrome, Edge, Firefox) and any Windows version:

1. Visit mFax.to
2. Upload your document (PDF, DOCX, JPG, PNG, TIFF)
3. Enter the recipient's fax number
4. Click Send — delivered in minutes with a confirmation receipt

Here's how online faxing compares to Windows Fax and Scan:

For personal occasional faxing, the mFax app is the fastest path — upload, enter a number, send. For businesses or healthcare organizations that need HIPAA-compliant faxing, mFax Business adds encrypted transmission, a shared team inbox, and audit logs.

If you frequently need to receive faxes online without keeping a computer on 24/7, a cloud fax number through mFax Business lets incoming faxes land in a web dashboard you can access from anywhere.

Want to learn about all your options? Our guide to how to fax without a phone line covers every method in detail.

Summary: When to Use Windows Fax and Scan vs. an Online Service

Use Windows Fax and Scan if:

• You have a working analog landline and a compatible fax modem
• You're on Windows 10 (where it's pre-installed and reliable)
• You regularly fax and want an on-premise solution with no subscription
• You need an integrated scanner + fax tool in one place

Use an online fax service (like mFax.to) if:

• You don't have a modem or landline
• You're on Windows 11 (especially 22H2+, Enterprise 24H2, or ARM64)
• You want to send occasional faxes without buying hardware
• You need faxing from a phone, tablet, or other device — not just a PC
• You want your fax inbox accessible from anywhere, even when your computer is off

For most users in 2026, the landline-and-modem combination has been replaced by home broadband. Online faxing through mFax.to is the faster, simpler path — and it works on any version of Windows, including the builds where Windows Fax and Scan is no longer available.