Sending and Receiving Faxes in Windows 7
The first is through Windows 7′s bundled software “Windows Fax and Scan,” which turns your computer into a direct replacement of a hardcopy fax machine.
The second is with an online fax service, which operates as a fax machine located on and accessed through the internet.
This page details how to go about setting either method up, and provides a comparison between the two as well as suggestions to who each method is better suited to.
Table of Contents
- Online Fax Services Compatible with Windows 7
- Fax From Windows 7 with Windows Fax and Scan
- Sources and Additional Resources
- Other Resources
An online fax service would allow you to have a dedicated fax line that is hosted by the service provider.
Compared with Windows Fax and Scan, an online fax service offers the ability to fax directly from the internet without a dedicated phone line in your house, as well as the ability to access or manage fax communications from anywhere you can access the internet.
For full details on online fax services compatible with Windows 7 and other operating systems, see our page on Online Faxing.
Windows 7 contains software already includes the ability to fax from your computer.
To send (or receive) a fax from a Windows 7 Computer you’ll need the following:
- A computer running Windows 7
- Modem or Fax Board on the computer (the majority of computer that have a telephone line connection have this ability)
- A Phone line to fax with. A phone connection from a local phone provider is preferred, as opposed to a phone connection from a VoIP provider – this is to ensure that the fax is properly transmitted
- A document to send
It’s important to be aware that to use Windows Fax and Scan to turn your computer as a fax machine, the computer needs to always be on to receive a fax.
As well, the computer will not be able to use your internet connection to send and receive faxes.
Configuring Windows Fax and Scan
Windows Fax and Scan is quick to configure.
1) Start the program through the start menu
2) Click on “Tools” then “Fax Accounts”
3) Select “Add” to have your fax modem installed
4) Choose between Automatic or Manual Answering of the phone line
5) Go to “Tools” and “Fax Settings” to configure additional options, including changing the automatic or manual reception, changing the number of rings before automatic pick up, configure TSID and CSID information, and automatically save or print a fax the moment it arrives.
Video Demonstration of How to Configure Windows Fax and Scan
Sending a Fax in Windows Fax and Scan
To use the Windows 7 Fax, you need to use the “Windows Fax and Scan” program.
- Click on the START button, select All Programs, and select “Windows Fax and Scan”
- On the toolbar that appears in the program, select “New Fax” – if this is the first time that a fax is being sent, you’ll be directed to the new fax wizard. This will allow you to set all the required settings to send a fax.
- Create your fax, and then click send to send it to the receiving fax machine.
Video Tutorial on How to Send Faxes in Windows Fax and Scan
In order to receive a fax from a Windows 7 Computer, you first need to set up the service in Windows Fax and Scan.
To set up the fax service:
- Click the “Start” button, type “Fax” in the search box, then choose “Windows Fax and Scan”
- At the bottom of the left pane, choose “Fax”
- Select “Tools” and then select “Fax Settings”.
- Select the “General” tab, then ensure the “Allow device to receive fax calls” button is checked under “Send / Receive Options”
- Select “Automatically Answer after ___ Rings”, set the number of rings you want the phone to ring before the fax service answers, then select “Ok”
Video Tutorial on How to Automatically Receive Faxes in Windows 7
If you want to have the manual option to answer with the fax service when the phone rings, you need to first have the Windows Fax and Scan program running.
- Activate Windows Fax and Scan by clicking on the “start” button, searching for “Fax” in the search box, and then select “Windows Fax and Scan”
- Click the Fax option at the bottom left pane
- From the toolbar, select “Receive a Fax Now”. This will allow the computer to receive the fax when the phone rings.
Video Tutorial on How to Manually Receive Faxes in Windows 7
- Microsoft – Receive a Fax with Windows Fax and Scan
- Dummies.com – How to Send and Receive a Fax in Windows 7
- SevenForums.com – Windows 7 – Ways to Receive a Fax?