By Megon VenterWed. 17 Jan. 20243min Read

How to Fax Without a Fax Machine

In this blog post, we'll explore how to fax without a fax machine using mobile devices, online fax services, and other innovative methods.
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Fax machines were once an integral part of business communication, but the need for traditional fax machines has diminished with technological advancements. In today's fast-paced world, businesses and individuals are opting for more efficient and flexible ways to send and receive faxes.

Megon Venter
Blog Author - B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

Why Fax Without a Machine?

Faxing without a machine offers numerous advantages in today's technologically advanced and fast-paced world. Here are some compelling reasons why individuals and businesses are choosing to fax without a traditional fax machine:


  1. Cost Efficiency:

    • Traditional fax machines require a dedicated phone line and consumables such as paper and ink, incurring ongoing expenses. Faxing without a machine eliminates these costs, as online fax services often provide cost-effective plans with no need for additional hardware.

  2. Convenience and Accessibility:

    • Mobile faxing and online fax services provide unparalleled convenience. Users can send and receive faxes from anywhere with an internet connection, making it ideal for individuals on the go or businesses with remote team members.

  3. Environmental Impact:

    • Going paperless with online faxing is an environmentally friendly choice. By eliminating the need for physical documents, faxing without a machine contributes to reducing paper waste and the overall environmental footprint associated with traditional faxing.

  4. Flexibility:

    • Online faxing allows for greater flexibility in managing fax communications. Users can access faxes through email or cloud storage platforms, making it easier to organize, store, and retrieve important documents.

  5. Integration with Modern Technology:

    • Faxing without a machine aligns with the integration of modern technology. Online fax services often offer features like electronic signatures, which are crucial in a world that increasingly relies on digital documentation.

  6. Security Features:

    • Online fax services prioritize security with advanced encryption standards. This ensures that sensitive information transmitted via fax remains confidential and protected from unauthorized access.

  7. No Need for a Dedicated Phone Line:

    • Traditional fax machines tie up a dedicated phone line, limiting its use for voice calls. Faxing without a machine allows individuals and businesses to separate fax and phone communications, optimizing the use of their telephone lines.

  8. Efficiency and Speed:

    • Online faxing streamlines the faxing process, reducing the time it takes to send and receive documents. This increased efficiency is particularly valuable in business scenarios where quick communication is essential.

  9. Integration with Cloud Services:

    • Many online fax services seamlessly integrate with cloud storage platforms such as Google Drive, allowing users to easily manage and share faxed documents. This integration enhances collaboration and document accessibility.

  10. Adaptation to Changing Business Needs:

    • As businesses evolve and embrace digital transformation, faxing without a machine becomes a natural progression. It aligns with the changing dynamics of the business landscape, where agility and adaptability are crucial.

Explore our resource on whether you still need a fax machine in 2024 to stay updated with current technology trends.

How to Fax Without a Machine

Faxing without a machine offers a range of benefits, from cost savings and environmental considerations to enhanced security and efficiency. Embracing modern faxing methods ensures that individuals and businesses stay competitive and technologically up-to-date in their communication practices.


  1. Mobile Faxing: With the ubiquity of smartphones, faxing has become more mobile than ever. Utilizing your mobile device to send and receive faxes is convenient and efficient. There are various mobile apps available on Google Play Store and Apple App Store that allow you to fax documents directly from your phone.

  2. Online Fax Services: Online fax services have revolutionized the way we fax. These services eliminate the need for physical fax machines and offer features like electronic signatures, advanced encryption standards, and document management options. Choose from reputable online fax service providers, ensuring a seamless experience for your faxing needs.

  3. Internet Connection and Email: To fax without a fax machine, a stable internet connection is essential. Most online fax services operate through email, allowing you to send and receive faxes as email attachments. Ensure you have a reliable internet-enabled device and a valid email address linked to your faxing service.

  4. Google Drive Integration: Many online fax services integrate with cloud storage platforms like Google Drive. This allows for easy storage, retrieval, and sharing of faxed documents. Embrace the convenience of accessing your faxes directly from your Google Drive account.

  5. Trial Period and Subscription Plans: Before committing to a specific online fax service, take advantage of trial periods offered by various providers. Evaluate the service's suitability for your needs and consider subscription plans that align with your faxing frequency and document volume.

  6. Faxing Without a Dedicated Phone Line: Unlike traditional fax machines that require a dedicated phone line, online faxing allows you to send and receive faxes without tying up your phone lines. This flexibility is particularly beneficial for businesses that rely heavily on phone communication.

  7. Security Features: Online fax services often prioritize security with advanced encryption standards. Bank-grade encryption, AES-256-bit encryption, and other security features ensure the confidentiality and integrity of your faxed documents.

  8. Faxing Through Email Clients: Many online fax services offer an "Email to Fax" feature, allowing you to send faxes directly from your email client. This simplifies the process and integrates seamlessly with your existing email infrastructure.

"PDF Reader Pro transcends the typical PDF tool experience. Its team is passionately committed to enhancing the document management abilities of modern professionals."
Theodore Cipolla
B2B SaaS Content Marketer
Source: LinkedIn

How to Save an Email as a PDF on Windows

Follow these simple steps to save an email message as a PDF using PDF Reader Pro on your Windows operating system.

Get Started with PDF Reader Pro Today!

Step 1: Open Your Email Provider App

Open the specific email you want to convert to a PDF.

Image Source: PDF Reader Pro


Step 2: Save Email

Navigate to the printer icon or click the three dots on the top right corner of an email and select "Print".


Step 3: Save Your PDF File

Under the available printer options, ensure "Save as PDF" is selected from the drop-down menu. This will download your email.

Image Source: PDF Reader Pro 

Learn how to edit a generic fax cover sheet template with our straightforward guide, customizing it to fit your communication needs.

How to Save an Email as a PDF on Mac

Save any email message as a PDF document using PDF Reader Pro on your Mac operating system. Check out our tutorial about how to save Outlook email for further details.

Get Started with PDF Reader Pro Today!

Step 1: Open Your Email App

In your email program, open the specific message you want to convert.


Step 2: Save Email

Click the print icon or click the three dots on the top right and select "Print".

Image Source: PDF Reader Pro


Step 3: Save Your PDF Form

Ensure "Save as PDF" is selected as your print output next to your print preview image. Click "Save" to convert your emails to PDF format.

Image Source: PDF Reader Pro 

"PDF Reader Pro's AI Rewrite and Summarize features are super helpful. They make editing and understanding long documents so much easier and faster."
Johan Müller
B2B SaaS Content Writer
Source: LinkedIn

Discover how to fax documents without a fax machine using our guide on digital fax solutions, streamlining your office communications.

FAQs: Faxing Without a Machine

Remember to check the specific features and policies of the online fax service you choose, as they can vary among providers.


Can I fax without a traditional fax machine?

Absolutely! With the advent of technology, you can now fax without a physical fax machine. Online fax services and mobile apps provide convenient alternatives for sending and receiving faxes.


How does online faxing work?

Online faxing utilizes the internet to send and receive faxes through email or dedicated online fax platforms. Users can upload documents, input the recipient's fax number, and transmit the fax electronically.


Do I need a dedicated phone line for online faxing?

No, online faxing does not require a dedicated phone line. It operates over the internet, allowing for the separation of fax and voice communications.


What are the advantages of faxing without a machine?

Faxing without a traditional machine offers cost efficiency, convenience, environmental sustainability, flexibility, integration with modern technology, enhanced security, and adaptability to changing business needs.


Can I send faxes from my mobile device?

Yes, many mobile apps are available for both Android and iOS devices, enabling users to send and receive faxes directly from their smartphones or tablets.


Are online fax services secure?

Reputable online fax services prioritize security and often employ advanced encryption standards to ensure the confidentiality and integrity of faxed documents. It's essential to choose a reliable service provider with robust security features.


How do I receive incoming faxes without a physical machine?

Incoming faxes are often delivered to your email as attachments. Some online fax services also provide dedicated online platforms for viewing and managing received faxes.


Can I use my existing email address for online faxing?

Yes, many online fax services allow you to send and receive faxes using your existing email address. The service provider typically assigns a fax number linked to your email for seamless communication.


Is there a trial period for online fax services?

Yes, many online fax service providers offer trial periods ranging from 7 to 30 days. This allows users to test the service and its features before committing to a subscription.


Can I fax documents to multiple recipients simultaneously?

Yes, most online fax services support sending faxes to multiple recipients. Users can input multiple fax numbers or email addresses when composing a fax.


What happens if I forget my confirmation code for an online fax service?

If you forget your confirmation code, most online fax services have a process for account recovery. This may involve verifying your identity through email or other security measures specified by the service provider.


Faxing without a fax machine has become not only feasible but also preferable in the modern business landscape. By embracing mobile devices, online fax services, and the latest technological advancements, individuals and businesses can enjoy efficient, secure, and convenient faxing without the constraints of traditional fax machines. Upgrade your faxing experience today and embrace the future of communication.

Get Started with PDF Reader Pro Today!