How to Fax from a Scanner: A Step-by-Step Guide

Sending a fax from a scanner is simpler than ever, thanks to online services that let you skip traditional fax machines. Whether you’re faxing for work, medical needs or personal records, you may need to transmit a scanned document. In this case, you still need to know how to fax from a scanner. 

Here, you’ll find how to do it all, from setting up to troubleshooting, so you can fax a scanned document with confidence.

Prerequisites for Sending a Fax from a Scanner

Before you begin, it’s crucial to have the right setup. 

To send a fax using a scanner, you’ll need:

• Scanner
• Stable internet connection
• Fax software or online fax service
• Compatible file format(s)

Any scanner will work, though a multifunction printer can streamline the process. For documents with fine details, look for a scanner with higher DPI for better clarity. A stable internet connection is fundamental, especially for large files or multiple pages. 

Using fax software or an online service like eFax lets you send scanned documents without needing a fax machine. Choose a service that fits your needs, and save documents in a compatible format like PDF to maintain quality during transmission.

eFax supports over 170 file types—including Microsoft 365 files, Adobe PDFs, image files like JPEGs, and various email or web formats. It allows you to attach up to 10 documents from your phone, cloud apps, or computer in a single fax transmission, keeping the process flexible and efficient.

Learn how to fax large documents online with eFax. 

4 Simple Steps to Send a Fax Using a Scanner

Here’s a straightforward breakdown that explains how to scan and fax a document, step-by-step.

1. Scan the Document

Begin by scanning your document through your scanner’s software. Choose the highest quality or “text” setting for documents with text, or “photo” if it contains images. Save the document in PDF or TIFF format—these file types transmit well and maintain quality.

2. Open Your Fax Software or Service

Access the fax service you’re using. Online fax services, like eFax, typically offer a web portal, desktop app or mobile app where you can upload and send scanned documents. Make sure to log in and select the option to send a new fax.

3. Upload the Document

Upload your saved document file from your computer or mobile device to the fax software or service. Input the recipient’s fax number carefully and check that the document is attached properly. Most services allow you to add a cover page, which can be useful, especially for formal documents.

4. Send the Fax and Confirm Delivery

Once your document is ready and details are confirmed, hit “send.” Our fax service will notify you once your fax has been successfully sent, either through an on-screen message or an email confirmation.

Best Practices to Improve the Quality of a Scanned Fax

Fax quality can make a difference, especially if you’re faxing important documents. Here are tips for the clearest and most professional-looking scans.

1. Choose scan settings based on your document type: use 300 DPI for text and 600 DPI for color or image-heavy pages. Grayscale often works best for standard documents. 
2. After scanning, review the document for clarity. Make sure pages aren’t skewed or blurred. 
3. Using the preview function in your fax software can help catch alignment issues or faint text before you send. 
4. Regularly clean the scanner glass to avoid streaks and ensure clear scans.

With these tips, you can make sure your faxed documents are clear, professional and easy to read on the other end.

Find out how long it takes for a fax to send. 

Troubleshooting Common Issues When Faxing from a Scanner

Even with the best setup, issues can arise as you learn how to scan to fax smoothly. 

Here’s how to troubleshoot common problems:

• Fax too light or blurry: If your fax is light or blurry, use at least 300 DPI and avoid faxing color documents in black and white to keep details clear. 
• File size too large: For large file sizes, try black and white settings or lower the DPI to speed up transmission and fit within upload limits. 
• Pages missing: Missing pages often result from scanning each page as a separate file—combine them in your fax software. 
• Fax service connectivity issue: For connectivity issues, check your internet connection, restart the app, or clear your browser cache. 
• No confirmation: Verify the fax number, your connection, and resend; many services provide email confirmations for added assurance.

With these tips, you can troubleshoot common faxing issues and send documents with certainty.

Effortlessly Fax Scanned Documents Online in Minutes with eFax

eFax makes faxing from a scanner quick, secure and straightforward, ideal when you want a flexible, paperless option. With eFax, you can upload scanned documents and send them instantly. Whether you’re using a computer, tablet or phone, eFax lets you fax from any device.

The eFax app offers a fully mobile experience, allowing you to upload, manage and send faxes from anywhere. You can also capture documents with your phone’s camera if you don’t have access to a scanner. Plus, eFax prioritizes security with encrypted transmission and storage, which is perfect to handle sensitive or confidential documents.

To experience the most convenient fax solution, start faxing with eFax today.