Need to fax a Word document but stuck without a traditional fax machine? Whether you’re dealing with DOC or DOCX files, getting Microsoft Word documents faxed doesn’t require printing or scanning anymore.
Online fax services eliminate the traditional hassles. With PayPerFax, you can upload your Word document directly from any device and send it to fax machines worldwide. The service accepts both legacy DOC files and modern DOCX formats, converting them automatically for fax transmission.
Steps to Fax Your Word Document
Sending Word documents by fax takes just a few simple steps. Here’s the complete process:
❶ Upload Your Word File
Access the PayPerFax “Send a Fax” page. Click “Choose File” or drag your Word document directly into the upload area. The system accepts both DOC and DOCX formats, handling the conversion automatically.
You’ll see confirmation once your file uploads successfully. If you need to send multiple related documents, you can upload several Word files together – they’ll be combined into a single fax transmission.
❷ Enter Recipient Information
Fill in the destination fax number, making sure to select the correct country flag for international sends. This ensures proper number formatting and accurate cost calculation.
Add your email address to receive delivery confirmation. You can also include the recipient’s name and your contact details, though these are optional fields.
❸ Create a Cover Page (Optional)
If your Word document doesn’t include its own cover page, you can compose one directly in the system. This becomes particularly valuable when sending business documents that need context or special instructions.
The cover page adds one page to your total count, so factor that into pricing. For professional formatting tips and cover page examples, check our comprehensive guide to fax formatting standards.
❹ Preview Before Sending
Click “Preview fax & check price” to see exactly how your Word document will appear when faxed. This preview step shows you the final formatting and total cost before you commit to sending.
Word documents sometimes have formatting that doesn’t translate perfectly to fax transmission. The preview lets you catch any issues and make adjustments if needed.
Pricing stays transparent – typically $2.00 for up to three pages worldwide, with additional pages at $0.75 each.
❺ Complete Payment and Track
Once you’re satisfied with the preview, proceed to payment using credit card or PayPal. After payment, you’ll get a tracking page where you can monitor transmission progress in real-time.
Email confirmation arrives once delivery completes successfully. If transmission fails for any reason, you won’t be charged – that’s the PayPerFax no failed fax charges guarantee.
Word Document Tips
Getting optimal results when faxing Word documents requires understanding how the format converts:
Formatting Considerations: Complex formatting like tables, text boxes, and multiple columns can shift during conversion. Simple, clean layouts work best for fax transmission.
Font Choices: Stick with standard fonts like Arial, Times New Roman, or Calibri. Decorative or custom fonts might not display correctly on the receiving fax machine.
For additional time-saving formatting techniques that work well before faxing, see MakeUseOf’s comprehensive Word formatting guide.
File Version Compatibility: Both DOC (older format) and DOCX (current format) files work seamlessly. The system handles conversion automatically, regardless of which version you upload.
Image and Graphics Handling: Photos and graphics embedded in Word documents will transmit, but expect quality reduction. High-contrast images work better than detailed photos or colored graphics.
Page Margins: Ensure adequate margins in your Word document – at least 1 inch on all sides. Fax machines sometimes cut off content that’s too close to page edges.
Document Size: Keep file sizes reasonable (under 8MB) for smooth uploading and processing.
If you’re working with PDF files instead, our guide on how to fax PDF documents covers format-specific best practices.
Common Word to Fax Issues
Understanding potential conversion challenges helps you prepare documents effectively:
General Formatting Cleanup: If your Word document has inconsistent formatting from multiple sources, consider using Word’s clear formatting feature before faxing. This simple formatting cleanup guide shows you how to reset problematic styling quickly.
Table Formatting: Complex tables might reflow or lose alignment. Consider simplifying table structures or converting tables to plain text with clear spacing.
Headers and Footers: These elements sometimes don’t transmit clearly. Include important information in the main document body rather than relying on headers or footers.
Track Changes and Comments: Remove all tracked changes and comments before faxing. These elements can create confusing artifacts in the faxed version.
Password Protection: Remove any password protection from your Word document before uploading. Protected files can’t be processed for fax transmission.
International Considerations
When faxing Word documents internationally, keep these factors in mind:
Character Sets: Documents containing special characters or non-Latin alphabets might not display correctly on all fax machines. Test with a short document first if you’re unsure.
Time Zones: International fax delivery depends on the receiving location’s business hours and fax machine availability.
Cost Calculation: International rates vary by destination country, but the preview always shows exact pricing before you send.
Pricing & Service Features
PayPerFax handles Word document faxing with straightforward pricing: $2.00 covers up to three pages including an optional cover page, with additional pages at $0.75 each.
The service works across all devices – desktop computers, laptops, tablets, and smartphones. Your Word documents upload with SSL encryption security, and files are only stored temporarily during transmission.
International faxing reaches over 130 countries with no subscription requirements or long-term commitments. You pay only for successful transmissions.
For additional document security information, reference Microsoft’s Word security guidelines.
Quick FAQ
What Word versions are supported? Both DOC and DOCX files from any version of Microsoft Word.
Will my formatting stay intact? Basic formatting translates well, but complex layouts may shift. The preview shows exactly how your document will appear.
Can I fax documents with images? Yes, but image quality will be reduced during fax transmission. High-contrast images work best.
What if my Word file won’t upload? Check that the file isn’t password-protected and is under 8MB. Remove any document restrictions before uploading.
How long does international faxing take? Transmission typically completes within 1-2 minutes per page, depending on the destination country and receiving fax machine availability.
