How to Send a Fax From Gmail

You can send fax from Gmail with the help of third-party online fax services. And it's faster and more cost-effective than using a fax machine!

Author: Richard Haase Last Update: November 22, 2023

Do you need to send a fax but don't have a fax machine at hand? Don't worry, nowadays you can send fax using your Gmail email.

Strictly speaking, Gmail doesn't offer faxing capabilities, but paired with an online fax service you can send faxes in the same way you send a common email, with just some minor differences.

In our years of experience, we've helped countless of clients and companies integrate email-to-fax technology and have tested out the best methods to fax via Gmail.  Read on to get started!

how to send a fax from Gmail

Before You Get Started

To start faxing from Gmail, you'll need to have two things:

  • An online fax service account
  • A Gmail address

If you don't have an account with a fax service yet, we recommend starting out with eFax's 7 day free trial or any other alternative with a test-drive account. This is a great way to get a good grasp of how the process of faxing online works.

The other thing you need, of course, is a Gmail address.  You can use the one you currently have right now, but it would be a good idea to create a new one that will be dedicated just to send and receive faxes.  This will make it very easy for you to store and manage faxes in Gmail without having to head over to your online fax service's dashboard.

How to Send Fax from Gmail (Step-by-Step)

1. Compose a New Email in Gmail

Log into your Gmail account and create a new email message by clicking on COMPOSE, the button located in the upper left corner of your dashboard. A new window email composing window will appear.

Gmail fax

2. Enter The Recipient's Fax Number on the TO Field

Enter the recipient fax machine's number in the TO section, followed by "@" and the domain value specified by your current fax service. For instance, if you need to send a document to the number 1-555-555-5555, you'll need to type:15555555555@efax.com (if you are using eFax). The domain varies from service to service, make sure to check your welcome email for this info. Also, don't forget to add a country code if needed.

compose fax via Gmail

3. Attach The Document You Want to Fax from Gmail

Attach the file you want to fax from Gmail by clicking the paper clip icon and selecting the file(s) on your computer. All fax services allow you to send common file formats such as PDF, TXT, BMP, JPG, XLS, DOC. The attachment is automatically converted into a fax file.

Gmail to fax

4. Type Cover Sheet Text on the Body Field (Optional)

(Optional) If you want to precede your fax with a cover page, type its contents in the Subject or Body fields. This cover letter will precede your actual fax and may contain important information.

Gmail fax cover page

5. Press Send

After double-checking that all the information for the fax is correct, press the blue send your fax by clicking on the blue "Send" button and wait a few minutes for the transmission to complete.

Once your fax has been sent, you will receive a delivery confirmation in your inbox with a full report that includes the date, time and the recipient's information.  A copy fax is also saved to your account with the service, where it is permanently stored for future reference.  Most services offer permanent storage, but some will keep your documents for a certain number of days before deleting them.

send fax fom Gmail

This method works the same on PC and Mac computers because it is web-based.  This means that the file conversion process takes place on an external server, which is a computer that specializes in this task. If you need to send at a later date, you have the option to schedule it.

Gmail fax providers support a variety of file formats, enabling you to pick the format that best suits your requirements. Common file formats which are commonly accepted include PDF (Portable Document Format), DOC/DOCX (Microsoft Word), XLS/XLSX (Microsoft Excel), and PPT/PPTX (Microsoft PowerPoint). 

These formats are frequently utilized and guarantee that your documents are easily readable and maintain their layout. Additionally, image formats such as JPEG, PNG, and TIFF can also be faxed this way. These formats work especially well when sending scanned documents or files containing graphics and visual elements.

Can I Send Fax with My Phone?

If you are constantly away from your office, but need to send faxes or reply to faxes on the go, you can send fax from Gmail with your phone.  Faxing from your phone is very simple, you have three options: use Gmail's app, use your mobile web browser, or using your service's mobile fax app.

Using the Gmail Mobile App

The process is surprisingly straightforward, especially if you're already familiar with how to send emails. If you have the Gmail app installed on your mobile device, the process is nearly identical to sending an email.

  1. Open the Gmail app on your mobile device.
  2. Compose a new email, just as you would for a regular message.
  3. In the recipient field, enter the recipient's fax number followed by the domain specific to your fax service provider (e.g., 1234567890@faxprovider.com).
  4. Attach the document you want to fax.
  5. Add a cover letter or additional information if needed.
  6. Hit send.

Gmail will process your email as a fax and deliver it to the specified fax number. It's as simple as that!

Using the Mobile Browser

If you prefer using the mobile browser on your device, the process is essentially the same. Open your mobile browser, navigate to Gmail, and log in to your account. Follow the same steps outlined above for composing a new email and sending it as a fax. Gmail's mobile browser version is designed to be user-friendly, ensuring a seamless experience regardless of the platform you choose.

Use a Mobile Fax App to Fax from Your Phone

Alternatively, if you're looking for a more dedicated solution, you can explore mobile fax apps. Several third-party apps are available for both Android and iOS devices that specialize in faxing. These apps often provide additional features, such as document scanning, fax scheduling, and secure transmission. 

To use a mobile fax app to send faxes:

  1. Download and install a reputable fax app from your device's app store.
  2. Follow the app's setup instructions to create an account.
  3. Upload the document you want to fax.
  4. Enter the recipient's fax number.
  5. Send the fax.

Mobile fax apps streamline the process, making it even more convenient to send faxes directly from your mobile device.

Can I Fax from Gmail for Free?

Absolutely! You have the option to send fax for free by registering for a trial account with services like eFax, which allows complimentary faxing for a 14-day period. Some other reliable services offering generous free trials include RingCentral Fax and Fax.Plus.

Using this method is a great way to learn how this technology works without having to spend a dime.  Free trial accounts often come with all the features of the paid service, including your own Google fax number.

However, it's important to note that beyond the trial period, most online fax services require a paid monthly subscription, typically ranging from $10 to $18. If you don't want to be charged, make sure you cancel your subscription before the period ends.

Why Send Fax from Gmail?

It's extremely easy to implement and use

One of the key benefits of faxing from Gmail is its unparalleled ease of use. With just a few clicks, users can create, send, and receive faxes. The familiar interface ensures that even non-technical users can quickly grasp the faxing process. This eliminates the steep learning curve that often accompanies the adoption of new technologies.

You get your own fax number for free

Digital fax services gives users the unique benefit of a free fax number. Traditionally, getting a fax number involves additional costs, paperwork, and logistical arrangements. Gmail's solution eliminates these hurdles by providing users with a virtual fax number at no additional cost. This not only saves users money, but also streamlines the process by eliminating the need to wait for a dedicated fax line to be installed. 

Your faxes are protected

Integrating faxing into Gmail's existing security infrastructure means that faxes are subject to the same level of protection as email. This includes encryption in transit and at rest, reducing the risk of unauthorized access to sensitive information. In addition, Gmail's multi-factor authentication provides an extra layer of security, ensuring that only authorized personnel can access documents.  You can be sure that whenever you send fax it reaches its destination securely.

You don't need a fax machine anymore

Once a staple of the office, fax machines are now bulky relics that take up valuable space and require maintenance. This technology frees users from the hassle of dealing with physical machines. All they need is an Internet-connected device, be it a computer, tablet, or smartphone. This digital transformation not only saves physical space, but also reduces energy consumption and the need for supplies such as paper and toner. By switching to online fax, businesses can take a greener and more streamlined approach to communication.

Summary

In summary, the straightforward process to send fax from Gmail is now at your fingertips, thanks to the seamless integration of third-party online fax services. This method not only outpaces traditional fax machines in terms of speed but also proves to be a more economical alternative. 

Whether you choose to embark on a free trial or explore other options, our step-by-step guide ensures that sending a fax via Gmail becomes as intuitive as drafting an email. Embrace the convenience, security, and environmental benefits of this digital evolution, bidding farewell to the complexities associated with traditional faxing methods. Experiment with these methods, including complimentary trial options, and witness the efficiency of sending faxes effortlessly through email. Happy faxing!