How to Send a Scanned Document as a Fax

by Jennifer Claerr

If you're planning to send a large number of documents as a fax, you're likely to run into problems. You'll run into particularly serious trouble if you're trying to send documents which are printed both on the front and back. The solution to this problem is to scan the documents and send the scans as a fax. Whether have a fax machine connected to your computer or not, you can send scanned documents as a fax.

Set up your fax machine as a printer. This will usually be done automatically when you install the software for an all-in-one printer and fax machine onto your computer. If not, follow the manufacturer's instructions for setting up the printers. If you don't have a fax machine connected to your computer, you can use Windows XP to send your fax. In Windows XP, click Start > All Programs > Control Panel. Click Add or Remove Programs and click the Add/Remove Programs button to add Fax Services. Open the Fax Console and click Tools > Configure Fax to start the Fax Configuration Wizard. Then click Tools > Fax Printer Configuration to set up your fax printer preferences. Be sure to give the fax printer a name you can easily recognize, such as "Windows XP Fax."

Scan your documents. If necessary, reduce them to grayscale and darken the text. In most cases, you will be able to do this with the software which came with your scanner. Save your files using a filename you can easily find later.

Open your images in a program which allows you to select and print multiple images at one time, such as Windows Picture Services. Select all the images you would like to send, and click "Print." In printer options, select the desired fax service as a printer. The fax software will open automatically so that you can send your fax.

Enter the recipient's name, fax number, and create a cover sheet. Preview your fax if your software will allow you to do so. Previewing can prevent many errors and is especially important if you're sending faxes long distance.

Watch the fax to make sure it sends properly. Scanned files can be very large, and may take a while to send. Note any errors which you receive from your fax software. You may wish to contact the recipient to make sure they got the fax in legible condition.

Tips

  • check If you don't have a fax machine and aren't running Windows XP, you can purchase fax software for your computer.
  • check If you think you may need to send this fax again, print it as a PDF file and save it for later use.
  • check Preview your pictures in the printer page setup to reduce errors.

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About the Author

Jennifer Claerr is a web writer who has written for online sites such as Demand Studios, NBC5i.com, Texas.com and PC.com. She has a degree in art from the University of Texas at Arlington. She writes on a variety of topics, including holidays, health and fitness, travel, computers and art.