Are you finding it difficult to figure out how to send a fax from Microsoft Outlook? It can seem daunting, especially when you consider all the different ways you can send a fax.
But faxing via Outlook is really easy. We’ll discuss the simple steps you need to take to send a fax from Microsoft Outlook.
We’ll also look at common mistakes to avoid when sending a fax from Microsoft Outlook and the benefits of using Outlook to send faxes. Let’s get started.
How To Send A Fax From Microsoft Outlook
If you would like to send a fax using Outlook, or even using Word, Excel, or PowerPoint, you’ll need to have Windows Fax Printer Driver, or Fax Services installed on your computer.
If the Windows Fax feature is not enabled for your version of Windows, you can easily enable it. Here’s how:
- Go to “Control Panel”.
- Click on “Programs”, then “Programs and Features”.
- Click on “Turn Windows features on or off”.
- In the “Windows Features” dialog box, just under “Print and Document Services”, choose the “Windows Fax and Scan” check box.
- Click OK.
Then, to send a fax using Microsoft Outlook:
- First, open Outlook and click “New Items” at the top of the window.
- From the drop-down menu, select “Fax”.
- A new window will open for you to compose your fax. Fill out the recipient’s information and type your message into the body of the fax.
- Once you’re done, you can either attach documents from your computer to the fax or scan and attach a document from a scanner.
- When you’re ready to send the fax, click “Send”.
And that’s it! That’s how you send a fax from Outlook.
Best Practices When Sending Faxes From Outlook
Here’s a list of some best practices for sending faxes from Microsoft Outlook for you to consider:
- Ensure that the fax number you enter is correct. Double-check the number before sending it to avoid sending the fax to the wrong number.
- Make sure the document you’re attempting to send is in a format that can be properly sent as a fax. Outlook can only send documents in TIFF, PDF, or XPS format.
- Check that the subject line accurately reflects what the fax contains. This will help the recipient understand the fax at a glance.
- Make sure the attachment is below the size limit set by your fax provider, as larger files may be rejected.
- Confirm the fax has been sent by your fax provider. If you receive an error message, double-check the number, the recipient’s fax preference, the file format, and the size of the file.
- Send a confirmation email to the recipient to let them know that you have sent the fax. This allows them to be aware of the incoming fax and take the necessary steps to retrieve the document.
- Keep a copy of the fax and its cover sheet for your records in case the recipient needs them later.
Benefits Of Using Outlook To Send Faxes
So what are some of the benefits of using Microsoft Outlook when sending faxes? Here are a few:
- Convenience: With Microsoft Outlook, you can send faxes from anywhere, at any time, without leaving your desk. This makes it an ideal solution for individuals who need to send faxes quickly and easily.
- Cost Savings: Using Microsoft Outlook to send faxes is often much more cost-effective than traditional faxing methods. You can save money on long-distance charges, paper and toner costs, and you don’t need to invest in additional hardware such as a fax machine.
- Speed: Sending a fax through Microsoft Outlook is much faster than sending a physical fax. You can send a fax in a matter of seconds, instead of waiting minutes or hours for the physical copy to arrive.
- Security: Microsoft Outlook provides a secure way to send faxes, allowing you to encrypt the message and protect your confidential information. This makes it a great solution for businesses who need to send sensitive data.
- Integration: Microsoft Outlook also allows users to easily integrate with other applications, making it possible to send documents and files quickly and easily in various formats.
We hope you found this post, “Learn How To Send A Fax From Outlook In No Time”, useful. If you did, please share it with your colleagues, friends, and family! Also, if you’re looking for a fax cover sheet for your documents, be sure to check out our free templates below.