You have written the letter, filled in the form, or finished the contract in Word or Google Docs. The recipient wants it by fax. The one thing standing in the way is the file format: fax services want PDFs, and fax machines certainly cannot open a .docx.

So how to fax a Word document is really a two-part job: save it as a PDF, then send the PDF. The first part takes about ten seconds once you know where the menu is — and the menu is in a different place on Windows, Mac, the web, and Google Docs. This guide covers all of them.

  • Exact Save as PDF steps for Word on Windows, Mac, and the web
  • Google Docs and the download trap in Drive
  • Formatting fixes that keep your document readable at fax resolution

Table of Contents

Why you need a PDF first

A fax is a picture of each page. Before it can be sent, a document has to be turned into fixed pages with every line, font, and page break locked in place. A Word file is not that: it reflows depending on the fonts installed, the printer, and the version of Word that opens it. The same .docx can paginate differently on two computers.

A PDF is fixed. What you see when you open it is exactly what the fax machine prints. That is why most fax services work from PDFs, and why Faxio's upload accepts PDF only. Converting yourself also means you can check the result before anyone else sees it.

Microsoft Word: save as PDF

These are the steps Microsoft documents for current versions of Word.

Word for Windows (Microsoft 365, 2021, 2024):

  1. Go to File.
  2. Choose Save a Copy (or Save As if the document has never been saved).
  3. Select Browse and choose where to save it.
  4. In the file type list, choose PDF.
  5. Click Save.

Word for Mac:

  1. Choose File → Save As (or Save a Copy).
  2. Click the File Format menu at the bottom of the window.
  3. Choose PDF, name the file, and click Save.

Word for the web:

  1. Choose File → Print.
  2. In the printer list, choose Save as PDF, then Save.
  3. Name the file and choose where to save it.

Word on a phone or tablet: the Word mobile apps can also export or share a document as a PDF from the file menu. Labels vary by version, so look for an option to export, share, or print as PDF. If you are faxing from the same device, see iPhone, iPad, or Android.

Google Docs: download as PDF

  1. Open the document in Google Docs.
  2. Choose File → Download → PDF Document (.pdf).
  3. The PDF goes to your Downloads folder.

Do this from inside the document. Right-clicking a Google Doc in the Drive file list and choosing Download gives you a Word file, not a PDF. And do not try to send a sharing link — a fax machine cannot open it. Our Google Drive guide covers Sheets, Slides, and the Drive mobile app.

Other word processors

  • Pages (Mac): File → Export To → PDF.
  • LibreOffice Writer: File → Export as PDF.
  • Anything else: if it can print, it can make a PDF. On Windows, print and choose Microsoft Print to PDF; on a Mac, use the PDF menu in the print dialog and choose Save as PDF; on a Chromebook, set the destination to Save as PDF.

Make it readable at fax resolution

Fax is black and white at low resolution. A document that looks crisp on screen can arrive smudged if it leans on things fax handles badly.

  • Use 10pt text or larger. 11 or 12pt is safer for body text.
  • Drop pale colours. Light grey text, coloured table shading, and highlighter effects turn into grey blocks or disappear. Black text on white is ideal.
  • Watch thin lines. Hairline table borders can vanish; use at least a 1pt border if the table structure matters.
  • Remove tracked changes and comments. Accept or reject changes and delete comments before exporting, or they may appear in the PDF.
  • Check the page count. A single Faxio fax covers up to 10 pages; knowing your count avoids surprises.
  • Signatures: if the document needs signing, sign the PDF rather than pasting a signature image into Word, or print, sign in ink, and scan. Our sign-and-fax guide covers both and when each is accepted.

Send the PDF

  1. Open a fax service in your browser — on Faxio that is faxio.app/send.
  2. Drag the PDF onto the upload area. You can add several PDFs and they go out as one fax.
  3. Choose the country and type the fax number. For the US and Canada, a normal 10-digit number.
  4. Add a subject if the recipient needs a cover page.
  5. Send, and watch the status move from Sending to Delivered.

What about Word's own fax option?

Microsoft still documents an Internet Fax option for Office apps. It depends on the Windows Fax driver or Windows Fax and Scan being installed — which Windows 11 does not do by default and some editions do not support — plus a fax provider configured to receive the job. On most modern machines it simply is not there. Faxing from Windows covers what the built-in route still requires.

Email-to-fax services are the other alternative: some accept DOCX attachments and convert them on their side. That works, but it needs an account first, usually on a monthly plan, and their conversion may not paginate exactly the way your Word does. Converting to PDF yourself avoids both problems.

What it costs

Pay-per-fax pricing runs roughly $2 to $5 per fax.

Faxio is $2.99 for a single fax of up to 10 pages, with no subscription, no account, and no card kept on file. If the transmission fails, the credit returns automatically. Packs bring it to $2.00 or $1.67 per fax, credits never expire, and an optional $14.99/month unlimited plan is there for frequent senders.

Faxing a Word document or Google Doc is one export and one upload. Save as PDF, check it, and send it from a browser tab.

Fax your document now →

Frequently asked questions

Can I fax a Word document directly?

Fax services that accept only PDFs, including Faxio, need you to save the Word document as a PDF first. Some email-to-fax services convert DOCX files themselves, but saving as PDF yourself is the safest way to keep the layout exactly as you see it.

How do I save a Word document as a PDF?

In Word for Windows, choose File, then Save a Copy or Save As, and pick PDF from the file type list. In Word for Mac, choose File, Save As, then set File Format to PDF. In Word for the web, choose File, Print, and pick Save as PDF as the printer.

How do I fax a Google Doc?

Open the document, choose File, then Download, then PDF Document (.pdf). Upload that PDF to an online fax service. You cannot fax a link to a Google Doc, because a fax machine cannot open a URL.

Does Microsoft Word have a fax feature?

Office still documents an Internet Fax option, but it needs the Windows Fax driver or Windows Fax and Scan plus a configured fax provider, and it is not available on many current Windows setups. Saving as PDF and using an online fax service is the reliable route.

How much does it cost to fax a Word document?

Pay-per-fax services generally charge $2 to $5 per fax. Faxio is $2.99 for a single fax of up to 10 pages, with no subscription and the credit returned automatically if the transmission fails.

Sources