How to Use a Fax Machine With or Without a Phone Line [Step by Step]

Today, we live in an online era where everything is accessible online– emails, social media platforms, and cloud storage. Yet, the humble fax machine has not lost its place.

Even though faxing might sound like a relic, it is not yet obsolete. Most industries still consider faxing as one of the safest methods of document transmission. Government, healthcare, and real estate top this list.

Privacy, authenticity, and compliance are non-negotiable in these industries. For instance, hospitals often opt for fax machines to send patient records due to HIPAA compliance rules.

This blog will guide you in using a traditional fax machine, an all-in-one printer with fax capability. It will also help you explore digital solutions.

What is a Fax Machine?

A fax machine, also known as facsimile machine, scans physical documents and uses telephone lines to send them over to another fax machine, where the documents are printed on the other hand.

Why is a Fax Machine Used?

Fax machines are still relevant for multiple reasons apart from security concerns. These reasons explain why fax machines remain a valuable method of communication even after the rapid growth of digital platforms.

• Security. Fax machines transmit data through phone lines, and compared to mail, they are harder to intercept.
• Legality: Faxes are largely accepted as official documents in government offices and courts
• Reliability: Faxes can’t be lost in spam or blocked like emails
• Compliance: Multiple industries, such as healthcare, heavily depend on faxing because of the strict data privacy policies.

What You’ll Need Before You Start Using a Fax Machine?

Ensure you match the following requirements before you start sending or receiving a fax.

Requirements for Traditional Faxing (Landline-based Faxing):

• A fax machine or a multifunction printer with fax
• An operating landline telephone line
• Ink, paper, or toner
• Fax numbers of recipients

Requirements for Digital Faxing (Wireless Faxing):

• A computer, tablet, or smartphone
• Internet access
• Clear images of documents or a scanner
• A subscription to an online fax service

How to Use a Fax Machine on a Landline?

It is simple and direct to use traditional fax machines. Follow these steps to start using a fax machine through a landline. 

1. Connect the Machine

Plug your fax machine into a power outlet and connect the telephone cord from the wall jack to the “Line’ port on the machine.

2. Prepare the Document

Insert the document in the feeder tray and ensure the paper is aligned properly. Most machines will mention if the document should face up or down. Check what’s mentioned on your machine and follow the instructions.

3. Dial a Recipient’s Fax Number

Use the numeric keypad to enter the fax number of a recipient. Ensure to double-check the numbers.

4. Send the Fax

Either press the “Start” or “Send” button on your fax machine. Once you press, the machine will dial and transmit the document to the entered number.

5. Confirmation

Most fax machines print a confirmation report mentioning “Success” or “Failure” once the whole transmission is over, keeping users informed about the process.

How To Receive a Fax

• You must power on your machine and connect it to the landline. Whenever someone faxes you, the machine will automatically print out the document, unless it is set to manual mode. 

How to Use a Fax Machine Without a Phone Line

So you don’t have a landline! No problem. There are alternative options to use a fax machine without a phone line.

Option 1: Use a Cellular Adapter

There are fax machines that support cellular adapters or wireless phone jacks for transmission.

• Connect the cellular adapter to a landline
• Follow the same steps as setting up a traditional faxing machine

Note: The connectivity of these cellular adapters depends on your signal strength, so ensure to check that.

Option 2: Use VoIP Services (with Caution)

Voice over Internet Protocol (VoIP) services are not always reliable for faxing because of how they compress data. Find “Fax Mode” on your device to start faxing. However, this method often results in failed transmission.

Note: This method works only if your fax machine and VoIP provider both support faxing services.

Option 3: Use Online Fax Services (Recommended)

The online fax service method is the most convenient and latest alternative. You can neither require a phone line nor a physical fax machine for this faxing method. Use an online dashboard, email, or mobile app to digitally send and receive faxes.

How to Use a Fax Machine with a Printer?

Many all-in-one printers provide fax services. Follow these steps to start using a printer as a fax machine.

1. Connect to a Phone Line (If required):

Connect the telephone cable line to the printer’s “Line” port.

2. Insert Your Document:

Place your document into the Automatic Document Feeder (ADF) or put it on the flatbed scanner.

3. Use the Fax Menu:

Access the printer’s control panel to start using the fax option.

4. Dial the Fax Number:

Enter the recipient’s number with the keypad.

5. Send the Fax:

Press the “Start” or “Send” option for the printer to scan and transmit the documents.

6. Confirmation:

The printer feature will confirm the report status on the screen.

How to Send and Receive a Fax?

The sending and receiving process is the same on most platforms.

How to Send a Fax:

• Insert or upload your document.
• Dial the recipient’s number with the area code on the machine keypad.
• Press “Send” or “Start”
• Receive delivery confirmation.

How to Receive a Fax:

• Keep your fax machine active and connected to the internet
• Receive faxes via online services like email, apps, or PDFs

Use Online Fax Services

Choose online fax platforms if you don’t want to invest in fax hardware! These platforms allow you to fax documents from your phone, laptop, or tablet. No need to have physical documents with this option. Let’s have a look at some of the top online fax services.

Top Online Fax Services:

1. eFax: eFax offers a free trial and allows users to fax directly from emails. It also includes a virtual fax number for incoming documents.
2. HelloFax: HelloFax’s interface is clean and easy to use. This online fax service integrates Google Drive, Dropbox, and OneDrive. HelloFax supports e-signatures and document editing.
3. Fax.Plus: This platform is secure and HIPAA-compliant. You can use Fax. Plus, on mobiles and desktops, allowing team collaboration with multiple user access. 

Advantages of Online Faxing:

• No phone connection required
• Instant fax delivery via email
• Stores faxes in the cloud system
• Accessible anytime, anywhere

Smart Trick: You can take a photo of a document with your phone or tablet and fax it via any online app.

Conclusion

Many people might find faxing to be one of the old school technologies. It is one of the most reliable and legally accepted methods for document transmission. Depending on your convenience and needs, you can set up and utilize a traditional fax machine with a landline, a multifunction printer, or online fax services.

Knowing how to use a fax machine with or without a phone line keeps you one step ahead. From small businesses to the remote workforce to data-sensitive industries, fax machines are still one of the most preferred methods for many.