It is frustrating when a fax is not delivered. The good news is that there are many simple troubleshooting steps you can try to get things working.
These tips can help you resolve some of the most common transmission problems related to fax machines, online fax services, or trying to send a fax from your computer.
Why is my fax not going through?
It could be a lot of things – that’s what someone who knows about this stuff will tell you.
There will be one set of problems if you use a traditional fax machine that transmits documents over the public switched telephone network, and a completely different set of potential problems if you try to send a fax over the Internet using a online fax service Or business telephone system.
The good news is that some of the most common reasons why a fax doesn’t go through are easy to fix. These fixes require close to zero technical ability, and if you end up asking someone for help, they’ll be proud that you tried all these steps first.
7 Simple Tips for Sending a Fax
Tip 1: Check the number
Before you start trying to clean the machine or diagnose a network problem, take one last look at the recipient number of your fax. It’s possible that you heard it wrong or copied the wrong number.
The organization you are trying may have a new fax number and may not have updated their website information yet. It happens.
And if this turns out to be the reason your fax won’t be sent, consider yourself lucky. Usually, when you enter a wrong number, the fax is simply sent to that number. Whatever information you tried to fax would end up being sent to a complete stranger.
A fax will not be sent if a number is not in service, so check that the number is correct and contact the organization for clarification if it is still not working.
Tip 2: Check the settings
This applies to both online fax services and analog fax machines, as configuration problems are very common reasons why faxes of all kinds fail to arrive. If you don’t receive a confirmation page after sending a fax, or if the fax machine or service doesn’t initiate sending in the first place, that’s probably the problem.
If you are using an online fax service, make sure you have set up the service correctly. Most services walk you through the setup process, but you can always go back and restart.
With an analog fax machine, make sure it is set up according to the manual for your particular model. If you don’t have the manual, look for one online, as most manufacturers publish PDF files for easy reference.
Tip 3: Clean the fax machine
If you work with an analog fax machine, this is by far the most common reason why faxes are not sent correctly. Fax machines are complex pieces of equipment with dozens of moving parts. If something goes wrong with one of them, it could cause a problem.
Using a fax machine that has accumulated dust and grime may interfere with its operation. Therefore, if you hear clicking or squeaking noises, or experience frequent paper jams, you probably have a cleanliness problem.
Start by checking the automatic document feeder (ADF), which is the roller that feeds paper into the machine. Also inspect the corona wire, which draws ink from the toner out of the drum and onto the paper. Both of these parts require routine cleaning and maintenance to keep your fax machine working properly.
If the ADF, corona wire, or other mechanical parts appear dirty or broken upon inspection, turn off the fax machine and unplug the power cord from the power supply before cleaning or repairing it, if possible . You may need to replace these parts or call in a specialist to service the machine.
Tip 4: Check your Internet connection
A fax will not be sent if the connection is unstable or unusable, so if it seems like everything is working fine, but the fax just won’t be sent, check your phone or internet connection.
If you are using an analog fax machine, check all cables and make sure they are connected correctly. If you don’t hear a dial tone when you pick up the phone on the fax machine, chances are there is a problem with the phone cord or your phone service.
If you use an online fax service or an analog fax machine with an ATA, check your network. If you have problems with your Internet connection, the fax will not be able to be sent, so make sure your router is set up and your Internet connection is working properly. It doesn’t have to be super fast to send a fax; it just needs to appear with a reliable signal.
Tip 5: Make sure the other side doesn’t have voicemail enabled
If the voicemail of the person you are trying to send a fax to is turned on, your fax may not arrive.
This is especially common if you are trying to send a fax to a person or business that uses the same phone line for both phone calls and faxes. So, if the fax doesn’t appear even though it seems to be working fine, on your end, ask them to check it.
The most common culprits are voicemail settings, answering machines, and sometimes modems. Basically, if something gets to the phone before the fax machine, the fax can’t be sent – and that includes humans answering the phone. So make sure the other party knows you are sending a fax and should not answer the phone. phone.
If you’re using an analog fax machine, make sure the person on the other end hasn’t set up call waiting or anonymous call screening on their end. Additional services like this may cause the fax to be rejected, mainly in cases where your fax will be considered to come from an anonymous number or automatically blocked.
Likewise, if the person you’re faxing to has a call menu that requires additional navigation, a fax machine won’t be able to work with that. This is also why it’s important to make sure you’ve added any applicable country codes or extensions to your fax number. The fax should be sent from one number to another without any additional clicks or beeps.
Tip 6: Check Privacy Settings
This applies to online and analog fax services.
For an online service, check your settings and make sure you haven’t accidentally changed a privacy setting that might prevent a fax from being sent. You may also want to check if you need to take any additional steps before sending your fax.
For example, some services may ask you to check a box or add confirmation that the information you submit is HIPAA protected, confidential, etc.
Tip 7: Check your ATA
If you are use an analog telephone adapter (ATA) to send faxes over the InternetIt’s worth checking all your device connections and configurations to make sure everything is working as it should.
Is it connected? If you don’t see any lights or hear a dial tone, that’s probably the problem, which is a simple fix.
If the ATA has power, check the other cables for damage or wear, then make sure everything is plugged in correctly and in the right place:
- The Ethernet cable connects the WAN or LAN jack on the ATA to your router.
- The telephone cable (RJ11) connects the ATA fax jack to your fax machine
That’s about the limit of what a visual inspection of an ATA can tell you about not being able to send a fax.
What more can you do when a fax fails to send?
I would ask for help, unless you understand computer networking and telecommunications technology.
If this fax is urgent, try using an online fax service. Sign up for an online service or download an app and you can start sending faxes from any device with an Internet connection. Here is how to send a fax from your iPhone. It also works for Android. Or your computer. Or a tablet. It’s easy.
This is what I would do if I really had to send a fax. In the event that I needed to fax an original document with a physical signature, I would find the nearest printing and shipping service with a fax machine.
For less urgent matters, you can order a fax modemwhich plugs into a computer and allows it to send faxes. Fax modems used to be built-in, but this is rare for devices manufactured today.
If you have fantastic IT support, please do them a favor with a fax question. Otherwise, contact the seller, your Internet or telephone service provider, your fax service, or your computer-savvy friend.
At this point, you’ve ruled out all the easy solutions. From here it could be the firewall type you are using, a misconfigured fax server, random SD-WAN or VLAN problem or broken machine. It couldn’t be any of that. If you know how to solve these problems, good luck. Otherwise, find someone who does.
