# How to send a fax from Outlook Send documents to a fax number from Outlook with DearFax. Set up your sending account, attach the files, and check delivery. Published: 2026-09-28 Canonical: https://dearfax.com/guides/how-to-fax-from-outlook You can send a fax from Outlook using DearFax’s email-to-fax feature. Attach your documents to an email, address it to the recipient’s fax number followed by `@dearfax.com`, and send. DearFax converts the attachments into a fax and handles transmission. You don’t need an Outlook add-in. You do need a DearFax Pro or Business workspace with email to fax enabled, and you must send from the verified primary email on your DearFax account. ## Set up your sending workspace Ask a workspace admin to enable **Email to fax** in DearFax’s workspace settings. If you manage the workspace, enable it yourself. Then open **Account settings → Email to fax** and choose your **Sending workspace**. This is the workspace whose page allowance your email faxes will use. The selection stays in place even if you switch to another workspace elsewhere in DearFax. Complete setup before sending your first email. An earlier rejected message won’t automatically become a fax after you enable the feature. ## Check which Outlook account you’re sending from Outlook may have a personal account, a work account, and a shared mailbox available in the same window. Before composing the fax, check the sending account. Use the address that is verified as the primary email on your DearFax account. Don’t assume a work alias or shared mailbox will be recognized because messages from it normally arrive in your inbox. If Outlook displays a **From** field, check that address before sending. If a colleague needs to send faxes too, they should use their own DearFax account and select an eligible workspace. Forwarding their message from an unrecognized address isn’t a way to give them access. ## Create a new email and enter the fax address Start a new message rather than replying to an existing conversation. Enter the fax number in full international format, followed by `@dearfax.com`. Here’s a fictional US example: `+12125550142@dearfax.com` Replace it with your recipient’s actual fax number. Keep the leading `+` and country code, and omit spaces, parentheses, and hyphens. For a US or Canadian destination, use `+1` followed by the ten-digit number. Check the complete address after Outlook resolves it into a recipient. An old contact or autocomplete suggestion may point to a different address than the one you intended. ## Attach the files, not sharing links Attach a PDF or supported image file. DearFax accepts PDF, JPG, JPEG, PNG, HEIC, TIF, TIFF, GIF, BMP, and WebP. If your document is a Word file or spreadsheet, export it to PDF first and check the saved copy. For documents stored in OneDrive or SharePoint, make sure the message contains an actual file attachment rather than a sharing link. Use the attachment option offered by your version of Outlook, or download the file and attach that copy. [Microsoft’s attachment instructions](https://support.microsoft.com/en-us/outlook/mail/add-pictures-or-attach-files-to-emails-in-outlook) explain the difference between a file and a sharing link. A link in the email doesn’t give DearFax the document to transmit. At least one attachment is required. Each file can be up to 20 MB; your email provider may impose additional message-size limits. If the message is too large, reduce the file size or use DearFax’s browser composer. Open the attachments before sending. Check the page order, signature, and smallest text. Our [PDF guide](https://dearfax.com/guides/how-to-fax-a-pdf) covers preparing a document for faxing. ## Use the message body as your cover DearFax uses the email body as the cover message. Write the recipient’s name or department, identify the attached documents, and include any reference number they requested. Outlook may insert your usual signature. Remove anything you don’t want printed on the cover, including disclaimers or old conversation text. Inline signature images aren’t included as fax documents, but signature text in the body remains part of the cover. Leave the body blank to omit the generated cover. If the recipient supplied a cover sheet, attach it with the documents and decide whether you need an additional message. Put essential routing information in the body or attached cover rather than relying on the subject line. ![An Outlook email addressed to a DearFax fax address with a PDF attachment.](https://dearfax.com/brand/guides/outlook-fax-draft-v3.png) Preparing a fax in Outlook ## Send when everything is ready Check the sending account, destination, attachments, and message body one last time. **There isn’t another confirmation screen** Sending the email instructs DearFax to submit the fax. You won’t be asked to approve it again in your browser. You can add up to 20 distinct fax addresses in **To** or **Cc**. Bcc-only fax destinations aren’t supported. Each recipient gets a separate fax and uses pages from your workspace allowance, including any cover page. For your first email fax, a single recipient makes the result easier to follow. Only add other recipients when they should receive the same complete document set. ## Check the fax result in DearFax Open **Sent** in the workspace you selected for email sending. A message appearing in Outlook’s Sent folder isn’t confirmation that the fax has reached its destination. You can turn delivery and failure notifications on or off in **Account → Notifications**. The fax status remains available in DearFax either way. **Delivered** means the receiving fax system confirmed delivery. It doesn’t mean someone has read the pages or accepted the document. If you receive an error reply, follow its instructions. Check **Sent** and **Drafts** before submitting another email, especially if you addressed the original to several recipients. One failed recipient doesn’t undo successful submissions to the others. ## If you only need to send one document Email to fax requires Pro or Business. For occasional browser sending, DearFax’s Free plan includes 10 pages per month. You can save the attachment from Outlook and follow the [computer faxing guide](https://dearfax.com/guides/how-to-fax-from-a-computer). If you prefer sending directly from email, review the [current plans](https://dearfax.com/pricing) and complete the setup above.