Electronic Fax Service (eFax) | Information Technology | University of Pittsburgh

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Electronic Fax Service (eFax)

As part of the modernization of Pitt’s telephone infrastructure, Pitt Information Technology has launched an Electronic Fax Service (eFax) to replace analog fax machines in University departments. eFax consists of two related services: sending outgoing fax messages and receiving incoming fax messages.


  • Simple: Use your Pitt Email to send outgoing fax messages
  • Flexible: Send fax messages from anywhere
  • Secure: Messages sent and received through eFax are secured with TLS encryption
  • Sustainable: Reduce paper waste and electricity consumption
  • Cost-effective: Eliminate the cost of purchasing and maintaining standalone fax devices

Send Outgoing Faxes (Faculty and Staff)

University faculty and staff with an @pitt.edu email address can send faxes at no cost from any device that they use to send email messages. To send a fax via email, start a new message in your email client and follow these steps: 

1. In the To: field, enter the fax number to which you are sending followed by @fax.pitt.edu (for example, 4125555555@fax.pitt.edu).

  • For international faxes, enter the fax number in this format:
    +[country code][phone number]@fax.pitt.edu

2. Type the subject of your fax in the Subject: field.

3. Add your fax message as an attachment or type a message into the body of the email.

4. Click Send.


  • A message-only fax can be sent by simply typing a subject and a message in the body of the email.
  • Outgoing faxes can still be scanned and sent from a Ricoh printer using a slightly different procedure (select Scan to Email, enter the ten-digit fax number followed by @fax.pitt.edu, then press Enter).
  • Supported attachment types are text (DOC, PDF, TXT), spreadsheets (XLS, XLSX), presentations (PPT), graphics (JPEG, GIF, TIFF, BMP, PNG), web content (HTM and HTML but not JavaScript), and print (PS, PCL).

Receive Incoming Faxes (Departments)

Departments with standalone fax devices can have incoming fax messages delivered as a PDF attachment to the email address they specify. Pitt IT will contact departments to begin the process of transitioning your analog fax machines to eFax. If you prefer to get started right away, contact the Technology Help Desk to request an early migration.  

Departments are charged a flat rate of $14 per month, per fax number for eFax. Unlike in the previous fax model, departments are not charged usage fees for incoming or outgoing faxes.

To prepare for your department's migration, complete these steps:

  1. Submit a list of the incoming fax numbers your unit uses to Pitt IT via the Voice and Data Services Request form. A Pitt IT analyst will follow up to review the fax numbers, discuss email delivery options, provide billing details, and answer your questions.
  2. For each of your department's fax numbers, decide what email address you would like to use for incoming fax messages. Fax messages can be delivered to an individual address, a shared resource account address, or an email address associated with a Microsoft Teams channel or Microsoft 365 Group. Provide this information to the Pitt IT analyst who is working with your department.  
  • Note: Teams channels and Microsoft 365 Groups provide the most flexibility because multiple people can be added to a channel or group. This ensures one person is not solely responsible for managing fax messages. In addition, it is easy to add or remove individuals from the channel or group in response to staffing changes. See the steps below for using an email address associated with a Teams channel or Microsoft 365 Group.