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Still Using a Fax in 2026? Here Are Simple Tools That Actually Work (And When Not to Use Them)

January 8, 2026 · Productivity, Tip's & Tricks
Infographic showing free fax tools including FaxZero for sending faxes, FaxBeep for testing fax machines, FAX.PLUS for receiving faxes by email, phone scanning with Google Drive and iPhone Notes, and a security reminder to avoid sending sensitive data using free fax services.

On our weekly KFGO tech segment, we often talk about technology that people assume is obsolete but still shows up everywhere. Faxing is a perfect example. Medical offices, schools, courts, banks, and government agencies still rely on it daily.

The good news is you no longer need a fax machine, phone line, or scanner to handle most fax related tasks. The better news is that many tools are free. The important news is that free does not always mean secure.

Let’s walk through the tools, how to use them, and when you should or should not rely on them.

Sending a Free Fax with FaxZero

FaxZero is one of the easiest ways to send a fax without any setup.

How to Send a Fax Using FaxZero

  1. Go to faxzero.com
  2. Enter the recipient’s fax number
  3. Upload your document as a PDF or Word file
  4. Enter your email address
  5. Click send and confirm via the email they send you

You can send a limited number of free faxes per day. Paid options remove branding and increase limits.

When FaxZero Is a Good Fit

  • Sending a basic form
  • One time or occasional faxing
  • Non sensitive information

Important Security Note

Free fax services should never be used for sensitive or confidential data. That includes:

  • Medical records
  • Social Security numbers
  • Financial or banking documents
  • Legal paperwork

Free services do not guarantee encryption, long term privacy, or compliance with regulations like HIPAA.

Testing a Fax Machine with FaxBeep

If you still have a printer or fax machine, testing it can be frustrating. Is it the phone line, the machine, or the configuration?

FaxBeep solves that problem.

How to Test a Fax Machine

  1. Go to faxbeep.com
  2. Use the test fax number provided
  3. Send a fax from your machine to that number
  4. Confirm whether it was received

This instantly tells you whether your fax hardware and phone line are working.

When FaxBeep Is Useful

  • Setting up a new printer
  • Troubleshooting fax failures
  • Verifying phone line connectivity

Receiving Faxes by Email with FAX.PLUS

FAX.PLUS allows you to receive faxes digitally instead of printing them.

How to Receive a Fax with FAX.PLUS

  1. Create a free account
  2. Choose a fax number
  3. Give that number to anyone who needs to fax you
  4. Receive incoming faxes as PDFs via email

Their free tier works well for low volume use. Paid plans offer more storage, better security, and advanced features.

Best Use Cases

  • Small offices
  • Home users
  • Occasional fax reception

Scanning Documents Using Your Phone

You may not need a scanner at all.

Android Users

Google Drive includes a built in document scanner.

Steps:

  1. Open Google Drive
  2. Tap the plus icon
  3. Select Scan
  4. Take a photo and save it as a PDF

iPhone Users

The Notes app has a powerful scanner built in.

Steps:

  1. Open Notes
  2. Create a new note
  3. Tap the paperclip icon
  4. Select Scan Documents

Your phone will automatically detect edges, straighten the image, and save it as a clean PDF.

Google Voice Is Still Around and Still Free

Google Voice continues to offer free phone numbers.

While it does not replace faxing on its own, it is still useful for:

  • Keeping your personal number private
  • Receiving voicemails via email
  • Basic calling and texting for small businesses

It’s a solid stopgap before moving to a full business phone system.

A Critical Reminder About Fax Security

Faxing feels old, which often makes people assume it is secure. That is not always true.

Do Not Use Free Fax Services For

  • Medical or HIPAA protected data
  • Financial or banking information
  • Legal or court documents
  • Anything you would not email in plain text

Free services do not guarantee encryption, secure storage, or regulatory compliance.

When You Should Use a Paid Fax Service

Premium fax services offer:

  • End to end encryption
  • Secure document storage
  • Compliance with HIPAA and other regulations
  • Audit logs and access controls

If you are faxing sensitive data, a paid encrypted fax service is the correct choice.

Quick Takeaways

  • Free fax tools are great for basic tasks
  • Your phone can replace a scanner
  • Testing fax hardware does not have to be guesswork
  • Free does not mean secure
  • Sensitive data deserves encrypted services

Need Help Choosing the Right Option?

DarkHorse IT helps both business and residential clients navigate outdated technology and replace it with smarter, safer solutions. Whether you need secure faxing, document workflows, or help retiring old hardware, we can help.

You can find our weekly KFGO blog at
https://kfgo.darkhorseit.com

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https://darkhorseit.com

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