How to Use a Fax Machine?

To use a fax machine: connect it to a power outlet and phone line, load paper, and check the toner. Place your documents face-up in the feeder, dial the recipient's fax number, then press Send. No fax machine on hand? Fax.Plus sends and receives faxes from any device, no line needed.

Get Started

Compare Plans

How does a Fax Machine work?

A fax machine scans a document and converts each page into an electrical signal (a series of audio tones), which travels over a telephone line to the receiving machine. The receiving fax machine, fax server, or online fax service decodes the tones and prints or saves the page. Both machines briefly "handshake" at the start of the call to agree on transmission speed before the scan begins.

How to Send a Fax with a Fax Machine?

To send a document, the user puts the document into the fax machine and enters the recipient's phone number. The fax machine then dials the number and sends the document over the phone line as an electrical signal. Here is how to send a fax:

Ensure the fax machine is plugged into a power source and connected to a working phone line

Turn the fax machine on and wait for it to be ready.

Create a fax cover sheet with the recipient's name, fax number, your name, phone number, and a brief message.

Arrange the documents in the order you want them to be received, with the cover sheet on top.

Place the documents face-up or face-down in the feeder tray, depending on the machine's specifications.

Use the keypad to dial the recipient's fax number, including any necessary area or country codes.

Press the "Send" or "Fax" button to initiate the transmission.

Wait for the fax machine to scan and send the documents. You may hear fax tones during this process.

Some fax machines will print a confirmation page once the fax is sent successfully.

For easier faxing without a machine, try Fax.Plus. Simply sign up for a free Fax.Plus account, upload your files, and hit send. No fax machine needed.

How to receive a fax with a fax machine?

On the other end, the recipient’s fax machine converts the electrical signal back into a document, which is then printed out. Here is how to receive a fax:

Make sure the fax machine is turned on and connected to a working phone line.

Ensure there is enough paper in the paper tray and sufficient ink or toner.

When a fax is received, the fax machine will automatically print the document.

Check the coversheet to confirm all pages were received correctly.

It's polite to confirm receipt of the fax with the sender, especially for important documents.

How to Set Up and Test the Fax Machine?

To use a fax machine and be able to send and receive faxes, you need to make sure your fax machine is already connected to a phone line, has enough paper in the tray, and Installed the toner cartridge or ink correctly.

Connect the fax machine to a power source.

Connect the machine to a phone line. A fax machine uses a phone line to send and receive faxes.

Check the phone connection by sending a test fax from Fax.Plus to your fax machine. Send a free test fax by creating a free account and faxing a document to your machine.

Troubleshooting Common Fax Machine Problems

Connection Issues

If no dial tone, verify phone line connections.
Check compatibility with phone service provider.

Transmission Problems

For failed transmissions, double-check recipient’s fax number.
Resolve image-quality issues by cleaning scanner components.
Retry sending if busy signals occur.

Hardware Issues

Clear paper jams according to manual instructions.
Address low toner warnings promptly.

What are the Disadvantages of Fax Machines?

High maintenance costs

Fax machines need paper, ink, and toner. You must keep supplies in stock, which adds to ongoing costs.

Requires a landline

A fax machine needs a landline phone to work, relying on analog phone lines to send and receive documents.

Not scalable

You can only fax one recipient at a time, making it inefficient for high-volume or multi-recipient needs.

Limited accessibility

You must be near the machine to send or receive faxes, no access when you're away or working remotely.

International fax cost

Sending faxes abroad often comes with high per-page fees, increasing operational costs.

Not environment-friendly

Fax machines print every message, including spam, leading to paper waste and higher environmental impact.

Fax.Plus, the Best Alternative to Fax Machines

Traditional fax machines can be cumbersome. Cloud faxing alternatives like Fax.Plus eliminate the need for physical devices and dedicated phone lines.

Online Fax: Send and receive faxes digitally, no fax machine required.

Email-to-Fax: Fax directly from email accounts.
Mobile Fax Apps: Fax conveniently from smartphones.

Cost & Convenience: Save money on hardware, maintenance, and landline rental.

Security: Encrypted, 99.99% uptime, SOC 2 and ISO 27001 certified.

Try Online Fax

Digital vs Traditional Fax

Feature	Fax.Plus	Fax Machine
Phone Line / Landline Needed	No landline needed	Landline required
Line Rental Per Number	From $6.99/m	$50+/m
Hardware	None	Fax machine, modems
Hidden Costs	None	Downtime, repairs

*Last updated July 2026.

FAQs

How much does a fax machine cost?

Traditional fax machines are typically priced between $100 to $500, and you should consider the maintenance cost as well as the price for paper, ink, and toner. If you want to transmit faxes in high quality, the price can increase to $3,000.

Where can I find a fax machine near me?

With an online fax service, you no longer need to look for a nearby fax service, as you have access to a powerful fax machine in your pocket without having to have an actual fax machine, landline phone service, or fax modem.

Do I need a phone line to use a fax machine?

Traditional fax machines need a landline to dial and transmit over the phone network. Online fax services like Fax.Plus don't: you send and receive faxes over the internet from a computer, phone, or email, with no landline, phone jack, or dedicated fax line required.

Can I fax using my printer?

Yes, if your printer has built-in fax capabilities (multifunction printer), connect it to a phone line and follow standard faxing steps. HP, Canon, and Brother printers can also send faxes online without a phone line using Fax.Plus.

Can I fax without a fax machine?

Yes. Online fax services like Fax.Plus let you send and receive faxes from a computer, phone, email, or even Google Drive, no physical machine or phone line needed. Sign up for a free account, upload or attach your document, enter the recipient's fax number, and send. See the full guide to faxing online for every device and platform.

Is online faxing more secure than traditional fax machines?

Yes, in most cases. A physical fax machine prints every incoming page in an open tray, visible to anyone nearby, and offers no audit trail. Fax.Plus encrypts every transmission, logs delivery with timestamps, and is SOC 2 and ISO 27001 certified, with HIPAA compliance available on the Enterprise plan under a signed BAA.

Explore More Ways to Fax

Whether you're troubleshooting a physical machine, ready to leave it behind, or faxing from a specific device, here's where to go next.

No Fax Machine? No Problem.

Create a free Fax.Plus account and send or receive faxes from your computer, phone, or email, no landline, toner, or paper jams involved.

Create Account

Partner with us!

Join our affiliate program and deliver exceptional online faxing solutions to your audience.

Become a Partner

ALOHI Products

solutions

E-Signature AI Phone Online Faxing Mobile Scanner Enterprise Faxing Enterprise E-Signature

pricing

Sign.Plus Pricing Dial.Plus Pricing Fax.Plus Pricing Bundle Offerings

DEVELOPERS

Developer Center Sign.Plus API Fax.Plus API Free Developer Account

Resources

Help Center Blog Release Notes System Status

Company

About Alohi Press Careers Affiliate Program Legal Contact Us

Trust & Security

Trust Center Security Overview Compliance Data Residency E-Signature Legality Guide

Built with support from

Schweizerische Eidgenossenschaft
Confédération Suisse
Confederazione Svizzera
Confederaziun Svizra
Swiss Confederation
Innosuisse - Swiss Innovation Agency