How to Use Windows Fax and Scan on Windows 11 to Send and Receive Documents

Windows Fax and Scan is a app in Windows 11 that lets you scan documents and send or receive faxes, but it is not preinstalled on Windows 11 version 22H2 and later — first add it via Settings > System > Optional features > View features by selecting “Windows Fax and Scan.” You can open the app easily, set up your scanner or fax device, and manage your documents directly from your PC. This guide explains how to find and use Windows Fax and Scan on Windows 11, including setup, scanning, faxing, and troubleshooting.

Where is Windows Fax and Scan on Windows 11 and how do I open it?

Windows Fax and Scan is not pinned to the Start menu by default, so you won't see it immediately. To find it quickly, click the magnifying glass icon on the taskbar or press the Windows key and start typing "Windows Fax and Scan." When it appears in the search results, click it to open.

Alternatively, open the Start menu, select "All apps," scroll down to the Windows Tools folder, and find Windows Fax and Scan there — it only appears after the optional feature above has been installed. After opening the app, you can right-click its taskbar icon and select "Pin to taskbar" to access it more easily in the future.

How do I connect my scanner or fax device to Windows Fax and Scan?

Before you can scan or fax, your device must be connected and recognized by Windows 11.

For scanners:

• Connect the scanner to your PC via USB, or if it supports wireless scanning, make sure it is on the same Wi-Fi network as your PC.
• Windows 11 usually detects scanners automatically and installs the necessary drivers.

For faxing:

• You need a fax modem connected to a phone line or a multifunction printer with fax capability connected to your PC.

After connecting your device, verify it appears in Settings > Bluetooth & devices > Printers & scanners. If your scanner or fax device isn’t listed, you may need to download and install drivers from the manufacturer's website.

Once Windows recognizes the device, Windows Fax and Scan can use it for scanning or faxing.

What are the steps to scan a document with Windows Fax and Scan?

1. Open Windows Fax and Scan.
2. Click "New Scan" in the toolbar at the top.
3. In the New Scan window, select your scanner from the "Scanner" dropdown menu.
4. Choose a profile, such as "Photo" or "Documents." Adjust settings like color format, resolution (DPI), and file type as needed.
5. Place your document in the scanner’s feeder or on the glass.
6. Click "Preview" to see a scan preview and confirm the document is positioned correctly.
7. Adjust settings if necessary, then click "Scan."
8. After scanning, your document appears in the main window. Save it by clicking "File" > "Save As," then choose the location and format (TIFF, JPEG, etc.).
9. To share the scanned document, attach the saved file to an email or upload it as you prefer.

Windows Fax and Scan does not save scans directly as PDFs. To get a PDF, save the scan as an image file and then convert it using a PDF printer or another program.

How can I send and receive faxes using Windows Fax and Scan on Windows 11?

To send a fax:

1. Open Windows Fax and Scan.
2. Click "New Fax" in the toolbar.
3. If this is your first time, you will be prompted to set up your fax modem with a phone line. Follow the on-screen instructions.
4. Enter the recipient’s fax number in the "To" field.
5. Attach any documents you want to fax by clicking the "Attach" button.
6. Type a cover page message if you want.
7. Click "Send" to transmit the fax.

To receive faxes:

• Ensure your fax modem is connected and configured to answer calls automatically or manually.
• Incoming faxes will appear in the Windows Fax and Scan inbox, where you can open, save, or print them.
• Adjust fax settings such as ring count and cover page options in the app’s Tools menu under "Fax Settings."

What should I do if Windows Fax and Scan can’t detect my scanner or fax?

Start by confirming your device is properly connected and powered on.

For USB devices:

• Unplug and reconnect the cable.
• Try a different USB port.

For wireless scanners:

• Make sure your PC and the scanner are on the same network.

Check Device Manager (right-click Start > Device Manager) for your device. Look for warning icons that indicate driver issues. If needed, update or reinstall drivers from the manufacturer's website.

Restart Windows Fax and Scan or your PC to resolve temporary glitches.

Ensure Windows Update is current, as it may include driver updates.

For fax modems:

• Confirm the phone line is properly connected and working.
• Make sure no other programs are using the modem.

If problems continue, run the Windows troubleshooter:

1. Go to Settings > System > Troubleshoot > Other troubleshooters.
2. Select the troubleshooter for printers and scanners and follow the prompts.

Conclusion

Once your scanner or fax device is connected and recognized, Windows Fax and Scan on Windows 11 lets you scan, send, and receive documents with no extra software. You can save scanned files or send faxes directly from your PC. If you run into issues, checking connections, drivers, and settings usually solves them. Following these steps will help you manage your documents efficiently on Windows 11.

Frequently Asked Questions

Can I use Windows Fax and Scan without a fax modem?

No. To send or receive faxes using Windows Fax and Scan, you must have a fax modem connected to a phone line or a multifunction device with fax capability. Without this hardware, faxing isn’t possible through the app.

Does Windows Fax and Scan support wireless scanners?

Yes. If your scanner is connected to the same network as your PC and properly installed, Windows Fax and Scan can detect and use it for scanning.

Can I save scanned documents as PDFs in Windows Fax and Scan?

Windows Fax and Scan saves scans in formats like TIFF or JPEG by default. To save scans as PDFs, you’ll need to use a PDF printer or convert the scanned file with another program.