How to Fax a Word Document: A Step-by-Step Guide

Faxing a Word document may seem old-school, but it’s still a vital skill in many professional settings. Whether you’re sending a contract, resume, or any other important document, knowing how to fax from Word quickly and efficiently is a must. In just a few steps, you can transmit your document over the phone line to the recipient’s fax machine.

Step by Step Tutorial to Fax a Word Document

Before diving into the steps, understand that faxing a Word document involves preparing the document, using a fax machine or an online fax service, and ensuring the recipient receives it accurately. The following steps will guide you through this process.

Step 1: Prepare Your Document

Prepare the Word document you want to fax, making sure it’s finalized and saved.

When preparing your document, double-check for any typos or formatting issues. A professional-looking document is key when faxing, as it reflects on you or your organization.

Step 2: Choose a Faxing Method

Decide whether you’ll use a traditional fax machine or an online fax service.

If you opt for a traditional fax machine, you’ll need access to one, either at your office or a local business center. Online fax services allow you to fax directly from your computer without a physical fax machine.

Step 3: Enter Recipient’s Fax Number

Enter the recipient’s fax number carefully, ensuring it’s correct.

For a traditional fax machine, you’ll enter the number into the machine itself. For online fax services, you’ll typically enter the fax number into the designated field on the service’s website or application.

Step 4: Attach the Document

Attach or insert the Word document you’re faxing.

On a physical fax machine, this means placing the document in the document feeder. For an online service, you’ll upload the Word file directly on the platform.

Step 5: Send the Fax

Hit send and wait for confirmation that the fax was successful.

After sending, most fax machines and online services will provide a confirmation page or notification. Keep this for your records as proof the document was sent.

After completing these steps, the faxed Word document should arrive at the recipient’s fax machine or inbox (if they’re using an online fax service). It’s always a good idea to follow up with the recipient to ensure they received the document and that it’s legible.

Fax a Word Document Tips

  • Always include a cover sheet with your contact information and a brief message about the contents of the fax.
  • If using an online service, make sure your Internet connection is stable before sending the fax.
  • Preview the document before faxing to avoid sending incomplete or incorrect information.
  • Keep a record of the fax confirmation for future reference or in case there are any disputes.
  • Ask the recipient to confirm receipt of the fax, especially if it’s an important document.

Frequently Asked Questions

How do I know if my fax has been received?

Most fax machines and online services provide a confirmation page or notification once the fax has been successfully sent.

Can I fax a Word document from my phone?

Yes, many online fax services have mobile apps that allow you to fax documents directly from your smartphone.

Do I need a landline to fax a Word document?

If you’re using a traditional fax machine, yes, you’ll need a landline. Online fax services use the internet, so a landline isn’t necessary.

Can I fax to an international number?

Yes, you can fax to international numbers, but it might incur additional charges depending on your fax service provider.

Is faxing a Word document secure?

Faxing is generally considered secure, but for added security, use a service that offers encrypted transmissions.


  1. Prepare your Word document.
  2. Choose your faxing method.
  3. Enter the recipient’s fax number.
  4. Attach the document to be faxed.
  5. Send the fax and wait for confirmation.


Faxing a Word document is a breeze once you know the ropes. Whether you’re more inclined to use a traditional fax machine or prefer the convenience of an online fax service, sending that all-important document is just a few clicks or buttons away. With the tips and FAQs provided, you’re well-equipped to handle any faxing task like a pro.

Remember, while technology continues to evolve, some methods remain tried and true. Faxing might seem like a throwback, but it’s still a trusted method of document delivery in many sectors. So, don’t underestimate the power of this somewhat vintage, yet still very much alive, form of communication. Happy faxing!

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