How to Use a Fax Machine?

To use a fax machine: Connect your fax machine to the power outlet and phone line, load paper, and make sure there's enough toner. Next, place your documents face-up into the feeder, dial the number of the person you're sending the fax to, and press the Send or Fax button. For easier faxing without a machine, try Fax.Plus.

Try Online Fax

Compare plans

How does a Fax Machine work?

A fax machine sends and receives documents over a telephone network by converting them into electrical signals. The transmission can be between two fax machines, a fax machine, and fax server, an online fax service, or any other platform that is capable of receiving faxes.

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.

Get Started with Fax.Plus

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.

How to Fax from Computer with our Web App?

Alternatively, you can send a fax using Fax..Plus. Simply Sign up for a free account, in the Send Fax section enter the recipient’s fax number. Add the documents and send your fax right away. Here is a step by step process:

Go to the Send Fax section in your Fax.Plus Dashboard, and type in the fax number of your recipient.

Attach your fax document (PDF, Word, Excel, images, and text files) and add a cover sheet.

Click on Send to fax instantly.

Send Fax

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.
Email-to-Fax: Fax directly from email accounts.
Mobile Fax Apps: Fax conveniently from smartphones.
Cost & Convenience: Save money on hardware, maintenance, and phone lines.
Security: Enhanced encryption and compliance.

Try Online Fax

Send a Fax from Computer or Phone in Seconds

Simply sign up for a free Fax.Plus account, upload your files, and hit send. No fax machine needed.

Go to the Send Fax and enter the recipient's fax number. Include the country and area codes. You can send your fax to several numbers at once.

Attach your documents. You can send PDFs, Word, Excel, images, or text files. You can also add a fax cover sheet if you want.

Click Send.You'll get an email or you can check your Fax.Plus dashboard to confirm your fax was sent.

Digital vs Traditional Fax

Fax Machine

Line rental per number

From $6.99/m

$50+/m

Hardware

Upkeep

None

Included

Fax machine, modems

Technician visits

Hidden costs

None

Downtime, repairs

Switch to Fax.Plus!

*Last updated June 2025

Switch to Fax.Plus

FAQs

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.

How to use a fax machine without a phone line?

Use an online fax service like Fax.Plus, which lets you fax digitally over the internet without traditional phone lines.

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.

Do I need a landline to use a fax machine?

Traditional machines require a landline, but online fax services like Fax.Plus operate without one.

When was the fax machine invented?

The fax machine (electronic printing telegraph) was invented in 1843 by Scottish inventor Alexander Bain.

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.

Start faxing now.

Create an account to save time and money by sending free faxes from a computer or mobile to anywhere in the world.

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 Online Faxing Mobile Scanner Enterprise E-Signature Enterprise Faxing

pricing

Sign.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