Windows Fax and Scan: How to Fax From Windows in 2026

What is Windows Fax and Scan?

Windows Fax and Scan is a free Microsoft app that sends faxes through a fax modem and scans paper documents.

It first shipped with Windows Vista in 2007. It still comes with Windows 10 and Windows 11 today.

The app has two sides. The fax side dials a phone number and transmits your pages over a regular phone line. The scan side pulls images from a connected scanner or multifunction printer.

What it does not do is fax over the internet. There is no built-in cloud option and no Microsoft fax number. Every fax travels through hardware you own.

That design made sense in 2007. Most desktops back then had a dial-up modem and sat near a phone jack. Today very few laptops ship with a modem at all, which is the main reason people get stuck.

You can read more about the app's history on Wikipedia. The rest of this guide focuses on getting it working.

What you need before you start

To fax with Windows Fax and Scan, you need a fax-capable modem connected to an analog phone line.

A USB fax modem is the usual choice for modern PCs. Look for a model that lists Class 1 or Class 2 fax support, not only data. Plug it into a USB port, then run a phone cord from the modem to your wall jack.

The phone line matters as much as the modem. A traditional copper landline works best. Many VoIP and cable phone lines compress audio in ways that break fax tones.

Some VoIP providers support T.38, a protocol built to carry fax over IP networks. Ask your provider about it before you buy anything.

You also need the app itself. On most Windows 10 and 11 editions it is already installed. If you cannot find it, open Settings, search for Optional features, and add Windows Fax and Scan from the list.

Finally, have the document ready as a file or on paper. The app can attach most common files, including PDFs and Word documents. The only rule is that a program on your PC must be able to print that file type.

How to set up Windows Fax and Scan

Setup takes a few minutes. You connect the modem, open the app, and run the fax setup wizard once.

If the wizard says no modem was found, open Device Manager and look under Modems. A yellow warning icon means the driver did not install correctly.

Windows may also ask for admin permission during setup. That is normal. Fax devices are shared system resources, so Windows guards them.

How to send a fax from Windows

To send a fax, click New Fax, type the recipient's number in the To field, attach your file, and click Send.

You can also fax straight from other programs. In Word or a PDF reader, choose Print and select the printer named Fax. Windows opens a new fax with your document already attached.

A single page usually takes around a minute over a clean analog line. Longer documents take longer. If the other line is busy, Windows retries on its own.

Need to dial 9 for an outside line? Set that in Control Panel under Phone and Modem, in the dialing rules for your location.

How to receive faxes on Windows

To receive faxes, open Tools, then Fax Settings, and check "Allow the device to receive fax calls."

You can then answer automatically after a set number of rings. Or pick manual answer and click Receive a Fax Now when the phone rings.

Incoming faxes land in the Inbox folder of Windows Fax and Scan. Each one is saved as a TIFF image you can print or forward.

Here is the catch. Your PC must stay awake and connected to the modem for faxes to arrive. If the computer sleeps, the call goes unanswered.

That makes Windows a weak choice for faxes that arrive on someone else's schedule. Think of a reply from a clinic or an insurer. A cloud fax number answers around the clock, even when your laptop is closed. Our guide on how to receive a fax online covers those options.

Privacy deserves a thought too. Received faxes are stored as ordinary files on the local drive. Unless the drive is encrypted, anyone with access to the PC can open them.

If you handle patient records, the HIPAA Security Rule expects safeguards like access controls and audit trails. A shared office PC running Windows Fax and Scan rarely meets that bar without extra work.

Common Windows Fax and Scan problems and fixes

Most Windows Fax and Scan failures trace back to the modem or the phone line, not the app itself.

• "No fax modem found." Windows cannot see a fax device. Check Device Manager, reinstall the driver, or try another USB port. Some older built-in laptop modems handle data only and never show up.
• The fax fails partway through. This usually points to a noisy or VoIP line. Try a plain copper line, or ask your phone provider whether T.38 is available.
• The fax is stuck in the Outbox. Right-click it to see its status. "No answer" or "Busy" means the receiving machine never picked up. Confirm the number with the recipient.
• Pages arrive blank or garbled. The attached file may not print cleanly. Open it in its own program and print it to the Fax printer instead.
• The app is missing. Add it back through Optional features in Settings. A restart sometimes helps before it appears in the Start menu.

If nothing works, test the jack itself. Plug a regular phone into it and listen for a dial tone. No tone means the problem is the line, not Windows.

Is Windows Fax and Scan still worth using in 2026?

Windows Fax and Scan is worth using if you already own a fax modem and a landline. It suits people who only fax now and then.

In that case it is free and dependable. Nothing leaves your office except the phone call itself.

For most home users, the math is different. Buying a modem and keeping a landline just to fax a few forms a year rarely pays off.

Think about a common case. You need to fax a signed form to the IRS, which lists fax numbers in the instructions for many forms. With Windows Fax and Scan, step one is finding a phone jack. With an online service, step one is uploading a PDF.

Busy offices face a different trade-off. A fax server on Windows Server can route faxes to many staff members. That setup needs IT support, though. It also still depends on phone lines.

The scan side has aged better. It works with most scanners and multifunction printers. For quick scans saved as images, it does the job fine.

How to fax from Windows without a modem

To fax from Windows without a modem, use an online fax service in your browser, such as Faxend at faxend.com/send.

Online fax skips the hardware entirely. You upload a PDF or photo, type the number, and pay for the send. The service handles dialing and retries on its own servers.

Faxend's Basic plan is $4.99 one time for 10 pages, with credits valid for 30 days and no account needed. Standard is $7.99 a month for 50 pages with fax history. Pro is $19.99 a month with unlimited pages and a dedicated inbound fax number. Full details are on the pricing page.

Option	Hardware needed	Receives while PC is off	Cost	HIPAA
Windows Fax and Scan	USB fax modem and analog line	No	Free app, plus modem and line	Depends on your own setup
Faxend	None, works in a browser or on iPhone	Yes, with the Pro inbound number	$4.99 one time, or monthly plans	HIPAA-ready on every plan, BAA available
Fax-capable printer	Printer and analog line	Yes, if the printer stays on	Printer, plus line	Depends on your own setup

To be fair, Windows Fax and Scan has real strengths. It costs nothing if you already have the gear. It keeps every file on your own machine, which some offices prefer. It even works with no internet connection.

Faxend encrypts documents with AES-256 in transit and at rest. A single page typically delivers in 30 to 60 seconds, and international faxing reaches 120+ countries.

If you are often away from your desk, a phone app helps too. Faxend is on the App Store for iPhone. See our walkthrough on how to send a fax from iPhone, or read about a fax app for iPhone without a subscription.

Frequently asked questions

Is Windows Fax and Scan free?

Yes. It is included with Windows 10 and Windows 11 at no extra cost. You still need a fax modem and an analog phone line, which may cost money.

Can Windows Fax and Scan send a fax without a phone line?

No. It needs a fax modem on an analog line or a connection to a fax server. To fax over the internet, you need a separate online fax service.

Can I fax from my phone instead of my Windows PC?

Faxend lets you send a fax straight from your iPhone by uploading a PDF or a photo, with no modem or landline involved. The $4.99 Basic plan covers 10 pages and needs no account.

Where does Windows Fax and Scan save received faxes?

Received faxes appear in the Inbox folder of the app as TIFF files. You can print them, forward them, or save a copy anywhere on your PC.

Does Windows 11 still include Windows Fax and Scan?

Yes, Windows 11 still offers it. If you cannot find it, open Settings, search for Optional features, and add Windows Fax and Scan.

Is Windows Fax and Scan HIPAA compliant?

The app has no HIPAA certification of its own. Compliance depends on how you secure the PC, the stored files, and the phone line under the HHS Security Rule.