By David Thompson · Published January 29, 2026 · Updated March 26, 2026 · 10 min read
Scan to fax is the process of converting a physical paper document into a digital image and immediately transmitting it as a fax. You can do it at office supply stores, libraries, with a home printer, or — fastest of all — with your phone camera through an app like mFax.
If you have a document in hand right now and need to fax it, here is everything you need to know: where to go, what it costs, and how to do it.
What "Scan to Fax" Means
Scan to fax is exactly what it sounds like: you scan a paper document (turn it into a digital image) and then send that digital image via fax.
The fax machine at an office store handles both steps automatically — feed in the paper, and the machine scans it, dials the number, and transmits. On a multifunction home printer, the same happens at the touch of a button. With a smartphone, your camera becomes the scanner and an app handles the fax transmission.
The key difference from regular faxing: you start with a physical document. If you already have a PDF on your computer or phone, you skip the scanning step entirely.
Already have a digital file?
If your document is already a PDF or image, you don't need to scan anything. Upload it directly to mFax.to or any fax app and send. This article focuses on the physical document → fax workflow.
Where to Scan and Fax (and What It Costs)
The four main options for scan-to-fax in 2026 are retail office stores, public libraries, home printers with fax capability, and online fax apps via your phone. Here's how they compare:
| Location | Local First Page | Each Additional | Receiving | Best For |
|---|---|---|---|---|
| FedEx Office | $1.89 | $1.59 | $1.00/pg | Budget-conscious, self-service |
| UPS Store | $3.00 | $2.00 | $1.00–$2.00/pg | Staffed help, trust |
| Staples | $2.00 | $2.00–$2.50 | Available | Nearby locations |
| Office Depot | $1.99 | $1.79 | ~$1.00/pg | Slightly cheaper than Staples |
| Public Library | Free–$1.75 | Free–$1.00 | Varies | Tight budget |
| mFax App | — | — | Included | Speed, privacy, no travel |
International fax pricing is significantly higher at all retail stores: FedEx charges $5.99 first page / $3.99 additional; UPS charges $7.00 first page / $5.00 additional.
Scan-to-Fax Cost Calculator
Compare store prices vs. mFax online
Cheapest store option
Unlimited pages, no travel
FedEx Office
FedEx Office is usually the most affordable retail option for scan-to-fax. Self-service copier stations are available at most of their 2,000+ locations, and you can walk up, load your documents, dial the number, and pay at the machine — no staff assistance needed.
- Hours: Typically Mon–Fri 8am–9pm, Sat–Sun 9am–6pm; some locations are 24/7
- Payment: Credit card, debit card, FedEx account
- Tip: If the fax fails, FedEx charges $1.00 — confirm the destination number first
UPS Store
The UPS Store provides staffed fax service at over 5,000 U.S. locations. A staff member feeds your documents and handles the transmission. Prices are higher than FedEx ($3.00 first page), but you get assistance if anything goes wrong.
- Hours: Typically Mon–Fri 8am–7pm, Sat 9am–5pm; closed Sunday at most locations
- Receiving: Provide the store's fax number to your sender; pick up for ~$1–$2/page
- Tip: Call ahead — not every UPS Store has a working fax machine
Staples
Staples offers faxing at most of their approximately 900 U.S. locations. One useful advantage: you can fax from a USB drive or SD card if your document is digital.
- Hours: Typically Mon–Sat 9am–8pm, Sun 10am–6pm
- Digital support: USB or SD card accepted (no need to print first)
- Tip: Staples locations have been declining — verify the nearest store has fax service
Office Depot / OfficeMax
Office Depot pricing is competitive with FedEx for local faxes: $1.99 first page, $1.79 each additional. International faxes jump to $7.99 first page.
- Hours: Typically Mon–Sat 9am–8pm, Sun 10am–6pm
- Self-service available at most locations; confirmation page prints on success
- Tip: Check the Office Depot store locator to confirm fax service before making the trip
Public Library
Many public libraries offer free or very low-cost faxing. Systems like FaxScan24 and ScanEZ deploy self-service kiosks at library branches across the U.S. — some offer domestic faxing completely free, others charge $0–$1.75 per page.
- Hours: Library hours, typically 9am–8pm on weekdays; closed Sundays at many branches
- Kiosk systems: Voice-guided prompts walk you through the process step by step
- Free option: Several library systems (Seattle Public Library, many Texas county libraries) offer free domestic faxing via kiosk
- Tip: Call your local branch before going — not all libraries have fax kiosks, and the machines are occasionally out of service
Best free scan-to-fax option
Your local public library is the best free scan-to-fax option if you are not in a hurry. Many library systems use FaxScan24 kiosks that offer free U.S./Canada faxing. Find your branch's hours and confirm availability before visiting.
How to Scan to Fax at a Retail Store: Step by Step
The process is similar across FedEx, UPS, Staples, and Office Depot:
Confirm fax service is available
Not every location has a working fax machine. Call ahead or check the store's website locator. For FedEx, look for the "Self-Service Fax" indicator in the location finder.
Gather your documents
Bring all physical pages. Put them in order — most store machines feed face-down from a document feeder. Remove staples and paper clips. If pages are wrinkled, flatten them first for a cleaner scan.
Enter the fax number
At the machine or service desk, enter the full fax number including area code. For long-distance within the U.S., dial 1 + area code + number. For international, dial 011 + country code + number.
Load and send
Place documents in the feeder (or on the glass for single pages). Press Send or Fax. The machine scans each page and transmits. For a 5-page fax, expect 1–3 minutes of transmission time.
Get confirmation and pay
Most machines print a confirmation page showing whether the fax succeeded. Keep this — it is your proof of delivery. Pay at the machine or bring the confirmation slip to the service desk.
No refund if it fails
Most retail stores charge you whether or not the fax goes through. If the line is busy or the receiving machine rejects, you still pay. Double-check the fax number before sending, especially for international destinations.
How to Scan to Fax from Home (Using a Printer)
If you have a multifunction printer with fax capability, you can skip the store entirely. Most HP, Brother, Canon, and Epson all-in-one printers include a built-in fax function.
What you need: Multifunction printer with fax, active phone line connected to the printer
Process:
- Connect your printer to a phone line (RJ-11 port labeled "LINE")
- Load your document face-down in the document feeder
- Press the Fax button on the printer control panel
- Enter the recipient's fax number using the keypad
- Press Start or Send
The printer scans the document and transmits it over the phone line. A confirmation will print when complete.
VoIP and fax don't always mix
If your home uses a VoIP phone service (like those from a cable company), fax transmission may be unreliable. VoIP compression algorithms interfere with fax signals. If faxes fail repeatedly, your connection may be the issue — see our guide on VoIP fax problems for solutions.
The Faster Option: Scan to Fax from Your Phone
The fastest scan-to-fax workflow in 2026 doesn't involve a store, a printer, or a phone line. It uses your phone camera.
mFax — used by over 5 million people — turns your iPhone or Android camera into a scanner and your phone into a fax machine:
- Open the mFax app
- Tap the camera icon to scan your document — the app auto-crops and sharpens the image
- Add additional pages if needed
- Enter the recipient's fax number
- Tap Send — delivery confirmation arrives in minutes
The entire process takes under 2 minutes. No store, no printer setup, no travel time. Delivered faxes include a confirmation receipt showing the exact time and successful transmission.
Cost comparison: A 5-page local fax at FedEx costs roughly $9 in pages alone (not counting travel). mFax plans start at $6.99/week with unlimited pages.
Skip the store entirely
Try mFax.to — scan any paper document with your phone camera and fax it in under 2 minutes. Works on iPhone and Android. No fax machine, no store visit, no waiting in line.
Scan-to-Fax vs. Other Fax Methods
| Method | Equipment Needed | Avg. Cost (5 pages) | Delivery Time | Privacy |
|---|---|---|---|---|
| Retail store (FedEx) | None | ~$9 + travel | 1–3 min at store | Public machine |
| Home printer fax | Multifunction printer + phone line | Low ($0 per fax) | 1–3 min | Private |
| mFax phone app | Smartphone | ~$1.40 (pay-per) | 1–2 min | Encrypted |
| Email-to-fax service | Computer | ~$5–$10/mo | 1–5 min | Encrypted |
For most people who fax occasionally, the phone app wins on convenience and cost. For those who fax daily, a home printer or online subscription makes more sense. For one-off urgent faxes with no account setup, a retail store works — if you are already near one.
Tips for a Clean Scan-to-Fax
A poorly scanned document produces a blurry fax on the other end. Follow these tips for the best result:
- Flatten pages — wrinkled paper causes scan artifacts. Flatten against a book spine before scanning
- Use 200 DPI minimum — most store copiers default to Standard resolution (100–200 DPI); switch to Fine if the option exists
- Remove staples and clips — they jam document feeders and can scratch the scan glass
- Check contrast — pencil marks and light ink scan poorly; ask the store attendant to increase darkness/contrast if the original is faint
- Clean the scan glass — at retail stores, the glass may have smudges; wipe with a dry cloth before placing documents
- Send a test page first — if you have multiple important documents to fax, test with one page first to confirm the number connects
For more on fax image quality, see our guide on why faxes come out blurry and how to fix it.
Privacy and Security Considerations
Physical scan-to-fax at retail stores carries real privacy risks that most people overlook:
Shared machines: Copier hard drives at retail stores store images of everything that passes through them. Your scanned document — including SSNs, medical information, or financial data — may be cached on the device.
Visible output: Faxes are printed on the recipient's end and can sit in a fax tray visible to anyone. This is a particular concern for medical offices, law firms, and HR departments.
For sensitive documents, consider:
- Using a HIPAA-compliant fax service for medical records
- Using the mFax app (documents stay encrypted in transit, not cached on shared hardware)
- Deleting scan history at the store machine if the option is available
See our full guide on is online fax secure for a detailed breakdown of encryption standards.
When to Use Each Scan-to-Fax Method
| Situation | Best Method |
|---|---|
| You have a smartphone | mFax app — scan + fax in one step |
| You fax documents weekly | Home multifunction printer + subscription app |
| One-time fax, no smartphone | FedEx Office self-service (cheapest store) |
| Tight budget, near a library | Public library kiosk (free at many) |
| Need a receipt/confirmation | Any store (prints confirmation); mFax (sends digital confirmation) |
| Faxing medical records or SSN | mFax or HIPAA-compliant service — not a retail store |
| International fax | mFax or online service — store rates ($7+/pg) are very high |
Send Your Fax Now
You don't need a fax machine, a store visit, or even a home printer to scan and fax a document in 2026. The mFax app handles both steps — scan with your camera, send as a fax — in under 2 minutes.
Over 5 million users have made the switch. Download the app or visit mFax.to and send your first fax today. No hardware, no store line, no waiting.
Related guides: How to Fax from iPhone · Fax at FedEx Office · Fax at the UPS Store · How to Fax a PDF · Fax Cost Per Page