Quick Start: Send a Fax in 6 Steps
Prepare document (remove staples)
Load into document feeder
Enter recipient's fax number
Adjust quality settings (optional)
Press Send/Start button
Verify confirmation page
The Complete Guide to Using a Fax Machine
Learning how to use a fax machine might seem outdated in 2025, but many businesses, medical offices, and legal firms still rely on fax technology for secure document transmission. Whether you're encountering a fax machine for the first time or need a refresher, this comprehensive guide will walk you through every step of the process.
While traditional fax machines are still in use, we'll also cover modern alternatives that make faxing dramatically easier. By the end of this guide, you'll know exactly how to send a fax using traditional hardware - and why millions are switching to digital solutions like FaxFlow.
Before You Start: What You'll Need
Your Document
- • Printed pages (no handwritten if possible)
- • Clear, legible text or images
- • Standard paper size (8.5" x 11")
- • Remove all staples and clips
- • Pages in correct order
Recipient Information
- • Complete fax number with area code
- • Country code (for international)
- • Recipient's name and company
- • Cover page information (optional)
- • Reference number if required
Fax Machine Access
- • Powered on and connected
- • Phone line properly plugged in
- • Sufficient paper for confirmation
- • Toner/ink cartridge has ink
- • No error messages on display
Time & Environment
- • 5-15 minutes depending on pages
- • Quiet environment to hear status
- • Stay nearby to monitor
- • Handle paper jams if needed
- • Note any error messages
Step-by-Step: How to Send a Fax
Check the Fax Machine Status
Before loading your document, verify the machine is ready to use:
- Display shows "Ready" or similar idle status
- Phone line connection is secure (check cable)
- Paper tray has paper for confirmation page
- No error lights or warning messages
Prepare Your Document
Proper document preparation prevents jams and failed transmissions:
Do:
- • Remove ALL staples, paper clips, and sticky notes
- • Arrange pages in correct order
- • Ensure pages are flat (no folds or wrinkles)
- • Use clean, crisp paper (not crumpled)
- • Check that text is dark and legible
Don't:
- • Use torn or damaged pages
- • Include Post-it notes or tape
- • Fax thermal paper (it's too thin)
- • Send pages with excessive ink (may smear)
- • Include non-standard paper sizes
Load Document into Feeder
Document orientation is critical - check your specific machine:
Most Modern Machines:
Face-up (face you can read)
- • Place pages face-up in feeder
- • Top of page enters first
- • Look for icon showing orientation
- • Adjust paper guides to width
Older Machines:
Face-down (face you can't read)
- • Place pages face-down
- • Top of page enters first
- • Check manual if unsure
- • Test with one page first
Pro Tip: There's usually a diagram on the document feeder showing correct orientation. When in doubt, look for this icon or consult the machine's manual.
Enter the Fax Number
Use the numeric keypad to enter the complete fax number:
Local Fax (Same Area Code):
555-1234
Just dial the 7-digit number
Long Distance (Within US/Canada):
1-555-123-4567
Dial 1 + area code + number
International Fax:
011-44-20-1234-5678
Dial 011 + country code + city code + number
Important: Double-check the number before sending. Wrong numbers waste time and may expose sensitive documents to unintended recipients.
Adjust Quality Settings (Optional)
Most fax machines offer quality options - choose based on your document:
| Setting | Best For | Speed |
|---|---|---|
| Standard | Text documents, letters, forms | Fast |
| Fine | Small text, detailed documents | Medium |
| Super Fine | Images, graphics, photos | Slow |
| Photo | Photographs, grayscale images | Very Slow |
Default recommendation: Use Standard for most business documents. Higher quality settings take significantly longer to transmit.
Press Send and Monitor
Press the "Send," "Start," or green button to begin transmission:
Dialing phase: You'll hear dial tones as the machine calls the recipient's number
Handshake phase: Beeping and screeching sounds as machines connect (10-30 seconds)
Transmission phase: Static-like sounds as document transmits (varies by page count)
Completion: Final beeps indicate transmission complete
Stay nearby: Don't walk away immediately. Paper jams, busy signals, or errors can occur. You may need to resend.
Verify Successful Transmission
Always verify your fax was received successfully:
Confirmation Page:
The machine will print a report showing:
- • Status: "OK" or "Sent Successfully"
- • Date and time of transmission
- • Recipient's fax number
- • Number of pages sent
- • Transmission duration
Save Your Confirmation:
- • Keep the confirmation page for your records
- • Note any transmission issues
- • File with your document copy
- • Use as proof of delivery if needed
Common Problems & How to Fix Them
Busy Signal / No Answer
The most common fax problem. The recipient's fax line is occupied or turned off.
Solutions:
- • Wait 5-10 minutes and try again
- • Verify you have the correct fax number
- • Try during different business hours
- • Call recipient to confirm their fax is working
- • Use manual redial feature if available
Paper Jam
Document gets stuck in the feeder mechanism during scanning or sending.
Solutions:
- • Turn off machine before removing paper
- • Gently pull paper in direction of paper path
- • Check for torn pieces left inside
- • Ensure future documents are flat and clip-free
- • Don't force paper - consult manual if stuck
Poor Quality / Unreadable Fax
Received fax is too light, dark, or blurry to read properly.
Solutions:
- • Increase resolution to "Fine" or "Super Fine"
- • Adjust contrast settings (darker for light originals)
- • Use cleaner original documents
- • Check phone line quality (try different line)
- • Clean scanner glass if smudged
"Communication Error" Message
Transmission failed due to connection problems between machines.
Solutions:
- • Verify phone line is properly connected
- • Try a different phone line if available
- • Check if machine needs restart
- • Reduce resolution (less data = more reliable)
- • Send fewer pages at once (split large documents)
Fax Sent to Wrong Number
You accidentally sent confidential information to the wrong recipient.
Solutions:
- • Call the wrong recipient immediately and explain
- • Request they destroy the document
- • Resend to correct number with "URGENT" cover page
- • Document the mistake for your records
- • Consider using online fax with address books
International Faxing: Special Considerations
Dialing International Fax Numbers
Format: 011 + Country Code + City Code + Local Number
Example: Faxing to London, UK
011-44-20-1234-5678
• 011 = International access code (from US/Canada)
• 44 = Country code for UK
• 20 = City code for London (drop leading 0)
• 1234-5678 = Local fax number
Common Country Codes:
- • UK: 44
- • Canada: 1
- • Germany: 49
- • France: 33
- • Japan: 81
- • Australia: 61
Important Tips:
- • Drop leading zero from city code
- • Allow extra time (20-50% longer)
- • Expect higher per-minute costs
- • Consider time zone differences
- • Verify number format with recipient
Pro Tips for Fax Machine Success
Time-Saving Tips
- • Program frequently used numbers into memory
- • Use speed dial for regular recipients
- • Send during off-peak hours to avoid busy signals
- • Use standard resolution unless quality critical
- • Keep confirmation pages organized by date
Security Best Practices
- • Always verify fax number before sending
- • Double-check first page before walking away
- • Use cover pages for confidential documents
- • Don't leave sensitive docs in output tray
- • Shred failed transmissions immediately
Quality Tips
- • Test one page before sending large documents
- • Clean scanner glass weekly for best quality
- • Avoid sending faxes of faxes (quality degrades)
- • Use originals not photocopies when possible
- • Increase contrast for light or faded documents
When Things Go Wrong
- • Note error codes displayed on screen
- • Keep machine manual nearby for reference
- • Take photo of error messages for IT support
- • Have recipient's phone number handy
- • Know your office's backup fax location
The Modern Alternative: Why People Are Switching
Traditional Fax Machine vs. FaxFlow
| Feature | Fax Machine | FaxFlow |
|---|---|---|
| Setup Time | 5-10 minutes | 0 seconds |
| Send 10 Pages | 15-40 minutes | Under 2 minutes |
| Hardware Needed | $200-$2,000 | None |
| Phone Line | Required ($30-50/mo) | Not needed |
| Location Required | Office only | Anywhere |
| Paper Jams | Frequent | Impossible |
| Busy Signals | Common | Never |
| Confirmation | Printed page | Instant email |
| Maintenance | Regular (toner, repairs) | Zero |
Frequently Asked Questions
Can I test if a fax machine is working before sending?
Yes. Most fax machines have a "Print" or "Copy" function that tests the basic mechanisms without making a phone call. You can also send a test fax to your own fax number if you have one, or ask IT to provide a test number. Check the display screen for "Ready" status and ensure there are no error lights.
How many pages can I fax at once?
Most fax machine document feeders hold 20-50 pages. Technically you can fax unlimited pages by reloading the feeder, but this is impractical for large documents. For documents over 20 pages, consider splitting into batches or using an online service like FaxFlow that handles unlimited pages in a single upload.
What if the fax machine says "Memory Full"?
This means the machine's internal memory is full of queued jobs or saved documents. Solutions: 1) Wait for current faxes to finish sending, 2) Print any stored received faxes, 3) Clear the memory through the settings menu, or 4) Cancel any stuck outgoing faxes. If problems persist, restart the machine or contact IT support.
Can I cancel a fax that's already sending?
Yes, but act quickly. Press the "Stop," "Cancel," or red button immediately. If the transmission has started, the recipient may receive partial pages. You'll need to call them to explain and send a complete fax. If the fax completed before you could cancel, there's no way to retrieve it - always double-check the number before pressing Send.
Do I need special paper for faxing?
No special paper is needed for sending faxes - regular copy paper works fine. However, avoid thermal paper (shiny paper that curls) as it's too thin and may jam. For the receiving machine's output, you'll need either regular paper (for plain-paper fax machines) or thermal rolls (for older thermal fax machines). Modern fax machines use regular paper.
How do I add a cover page to my fax?
Option 1: Print a cover page and place it as the first page of your document stack. Option 2: Use your fax machine's built-in cover page feature (look for "Cover Page" button), enter recipient details, and it will generate one automatically. Option 3: Use online fax services like FaxFlow that include professional cover page templates you can customize in seconds.
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