From security to regulatory requirements, many organizations still use or need faxed documents. Thanks to today’s three-in-one models, printers, copiers, and fax machines are often all on the same device, which makes sending a fax simple! Some may be wondering, “This is a new printer, how do you fax something on it?” While different printer models may have slightly different procedures, these steps are the perfect starting place to learn (how to send a fax from a printer.
Step 1: Connect Your Printer to a Phone Line
Do you need a landline to fax? Absolutely – no matter where you are, a connection to an active landline is necessary. Look at the ports on your printer to find the one that’s marked as a telephone jack. Some may even have more than one. If your printer doesn’t have a telephone jack, it probably isn’t a three-in-one: Not all printers, scanners, and fax machines have multiple capabilities.
Connect a cable from your active landline to the telephone line on your printer. Keep in mind that the number of the active line will be your fax number as well for receiving replies. Turn on your printer and computer if you have not already done so.
Step 2: Set Up Your Fax Capabilities on Your Computer
Use your computer, or a mobile device with the printer app, to set up the faxing software for your printer. This step can vary depending on the printer and computer that you are using. For example, if you need to know how to fax from a printer with Canon software, it’s best to download their drivers or apps and follow the specific instructions in the manual.
Many printers will use the Windows Fax Setup Wizard, which is an easy-to-use tool and a great place to turn if you don’t see any other options for setting up fax capabilities. This Wizard, like most setup software, will have you make a number of decisions about how sending faxes will work. That can include inputting your contact information and fax header style, choosing the dial type of your landline, and your fax will manage incoming messages.
Step 3: Place Your Documents in Your Printer
With setup complete, you’re ready to send your first fax. Look at the manual or software instructions to find where to place your documents. For multiple pages, you should usually place the documents face-up in the top loading tray. If you are only sending a single page, your printer may allow you to place it in the scanning bed instead of the loading tray. As always, check that the pages are aligned properly and all in place before you begin.
Step 4: Make Sure the Fax Lines Are Clear
Don’t forget this important step! As fax machines have become less common in the office or home office, more people are using the same number for phone line and fax line. That means they will not be able to make or receive calls while getting a fax, and the fax may be disrupted if there is a call in progress. Likewise, make sure your own line is free of any potential calls before you send the fax.
If you aren’t sure, you can also make a quick call or send an email reminder of the time that you will be sending the fax so that everyone is prepared.
Step 5: Send Your Fax and Receive Confirmation
When ready, choose the fax mode on your printer and type the recipient’s phone number. After that is complete, press the fax button – it often says “Send Fax,” or something similar. If your printer doesn’t have a dedicated fax button, look at the software or app for a digital option to send the fax.
Faxing will generally take a few minutes to complete, or longer with multiple pages. Wait until it is finished: Your printer should print out a confirmation notice that your fax has been successfully received, which is a useful notification that you can send more faxes or otherwise use the phone line as you wish.
Common Troubleshooting and FAQs
I can’t find a fax number on my printer: If you’re wondering how to find the fax number on a printer, don’t worry! Your printer doesn’t have a fax number of its own. The number is simply the telephone number of the active phone line that you connect to your printer. As long as you know that number, you know what number to give to people when you want to receive a fax.
I don’t know how to setup fax on my printer: This can be a tricky part, since setup can vary so much between printers. Canon wants you to use its printer touchscreen to go to the Fax Settings and choose “Easy Setup.” Epson also uses the touchscreen, but instructs you to go to Fax Settings and choose “Fax Setting Wizard.” HP advises you to use the Windows Fax Setup Wizard we mentioned above, which is a particularly good option for businesses creating formal-looking faxes. Sometimes, there may be multiple ways to set up fax capabilities, and using the app instead of the touchscreen may be easier for users!
Do I have to add a “1” when faxing on my printer?: No. You can simply input the phone number like you would for a regular call.
Why are my faxes received as blank pages?: Try turning the pages over in the loadout tray and sending again. Some printers like face up pages, some like face down.
Remember, if your business needs printers with more capabilities or the latest messaging features, contact Sissine’s Office Systems today. We specialize in finding cost-saving printing solutions for businesses utilizing the best security measures, no matter how you prefer to communicate