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How to Send a PDF to a Fax Number: 5 Steps

A logo of the Adobe PDF file icon. PDFs can be sent to a fax number.

In today’s fast-paced digital era, where emails and instant messaging dominate our communication landscape, faxing might evoke a sense of nostalgia for some. Yet, faxing continues to play a vital role in transmitting sensitive information.

While the traditional faxing process may seem rooted in the past, the remarkable progress of technology has ushered in a new age of convenience. Today, we can effortlessly send digital files, such as PDFs, to fax numbers without any cumbersome physical documents.

This article serves as a practical guide on how to send a PDF to fax numbers. Follow these steps to seamlessly fax PDFs or other digital documents wherever you need.

How to Prepare Your PDF for Faxing

The exact steps vary depending on the specific fax machine or software you’re using. 

First, open the PDF file using a PDF reader like Adobe or Foxit. Review the document to ensure it’s error-free and contains all the necessary information. 

Next, check the dimensions of your document. Most fax machines require a standard letter-sized document, which is 8.5 by 11 inches in the United States. So if your PDF is in a different size, such as A4, you may need to adjust it to letter size.

It is normal for PDFs to contain elements like headers, footers, or page numbers. Unless they are important to retaining the document’s viability, you may want to remove them. Simplifying the document can help reduce potential issues during transmission.

Most fax machines work in black and white, so converting your PDF to grayscale is also best. This will help improve the speed and clarity of your fax. You can easily find options for converting within your PDF viewer or editor.

When you’ve finished optimizing the document, compress your PDF file. Fax transmissions work best with smaller file sizes.

Last but not least, ensure that your document is compatible with the fax machine you’ll be using. Some fax machines may have specific requirements or limitations. For example, if the machine you’re using needs to transmit files in TIFF (Tagged Image File Format), you may need to export/save the PDF as a TIFF file. 

Once you’ve prepared your PDF, you can print and transmit the document using a traditional fax machine or fax it electronically using an online fax service. If you’re using a physical fax machine, follow its instructions to send the fax. If you’re faxing electronically, upload the PDF to your online fax service and provide the recipient and contact information.

Step-By-Step Guide To Sending a PDF to a Fax Number

To fax a PDF, you’ll need a fax machine or an online fax service that supports faxing in digital format. In this case, we’ll focus more on online faxing services. This step-by-step process details how to send a PDF to a fax number:

Step 1: Access a Fax Service Provider

If you haven’t used one yet, online fax service providers have platforms that allow you to send and receive faxes without a phone connection. For example, With MyFax, you only need an email address and an internet connection to receive and send online faxes from any device. Sign up for an account  to get started.

Step 2: Upload Your PDF Document

Once you’re logged in, go to the section or page where you can upload your document.  Look for a button or link that indicates the document upload feature. Depending on the platform’s nature, this option may be labeled as “Upload Document,” “Add file,” “Send Fax,” or something similar.

Click on the upload option, and a file selection dialog box will appear. This allows you to browse your computer or device storage to find the PDF you want to fax. Select the desired PDF file and click “Open” or a similar button to proceed.

Step 3: Enter the Recipient’s Fax Number

Fax numbers consist of the country code, area code (if applicable), and the actual fax number. The format varies depending on the country or region. For instance, a U.S. fax number follows the format: +1 (area code), then the fax number. 

If you are sending a fax to a different country, make sure to include the appropriate country code. This code helps route the fax to the correct destination country. Similarly, if the recipient is in a different area or city within the same country, include the relevant area code to ensure the fax reaches the intended recipient.

Step 4: Review and Confirm the Fax Details

It’s easy to make a mistake when keying in numbers. That’s why it’s good to double-check all your entries to confirm the fax details. A single wrong digit can result in faxing the wrong recipient or failing to reach the intended party.

Step 5: Initiate the Fax Transmission

After you’ve confirmed that every detail is correct, the final step is transmitting your PDF fax. Make sure you configure all settings before you start the transmission.

If you’ve printed your file, place it in the fax machine’s document feeder or on the scanner glass, depending on the machine’s design. Upload a digital document to the PDF fax service or specify its location on your computer.

The Convenience and Reliability of Faxing PDFs

Faxing a PDF online is a convenient way to send important information reliably. It eliminates the need for physical copies or mailing, saving time and resources. When you use an online fax service like MyFax, you can comfortably send legal, medical, or other sensitive documents that require utmost privacy and accuracy.

Its user-friendly platform allows seamless faxing of any document, including PDF file formats, from various devices such as computers, smartphones, or tablets. Try MyFax today to send, receive, and manage important documents with unmatched ease.


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