The basic steps to scan and email a document
To scan a document and send it by email, you need a scanner (or a phone with a camera), scanning software, and an email account. The process is: place your document in the scanner, open the scanning software on your computer or phone, choose where to save the file, scan the document, then attach that file to an email and send it. Most scanners come with their own software, or you can use built-in tools on your phone or computer.
The time it takes depends on how many pages you're scanning and which method you use. A phone camera scan takes seconds. A flatbed scanner takes a few minutes per document. The file size matters too — a scanned document is usually 500 kilobytes to 5 megabytes, which most email services handle without trouble.
Key Takeaways
- A flatbed scanner plugged into your computer, a phone camera with a scanning app, or a multifunction printer all work to scan documents.
- Scanning software (usually included with your scanner) lets you choose the file format — PDF is the most common and works everywhere.
- Save the scanned file to your computer or phone, then attach it to an email the same way you would attach any other file.
- Phone camera scans are fastest but may need adjustment for brightness and angle; scanner scans are slower but more consistent.
Scanning with a flatbed scanner connected to your computer
A flatbed scanner is a box that sits on your desk, plugged into your computer via USB. To use it, lift the lid, place your document face-down on the glass, close the lid, and open the scanner's software on your computer. The software is usually called something like Canon CanoScan, Epson Scan, or HP Scan — it came on a disc with your scanner or you can download it from the manufacturer's website.
In the software, choose PDF as your file format (it's the standard that works everywhere), set the resolution to 300 DPI (dots per inch) for text documents or 600 DPI if the text is small, then click Scan. The software will ask where to save the file — choose your Documents folder or Desktop so you can find it easily. The scan takes 10 to 30 seconds depending on the resolution you chose.
Once the scan is saved, open your email, start a new message, click Attach File (or the paperclip icon), navigate to where you saved the scan, and select it. Type your recipient's email address, add a subject line, and send.
Scanning with your phone camera and a scanning app
If you don't have a scanner, your phone's camera can work. Download a free scanning app like Microsoft Lens (works on iPhone and Android), Google Drive (Android), or Adobe Scan (iPhone and Android). These apps use your phone's camera to photograph the document, then automatically straighten it, adjust the brightness, and save it as a PDF.
Open the app, point your phone's camera at the document, and tap the button to capture. The app will show you a preview and ask if it looks right — you can adjust the corners if the app didn't catch the edges correctly. Once you confirm, the app saves the file to your phone. You can scan multiple pages and combine them into one PDF before saving.
To email the scan, open your email app, start a new message, tap Attach (usually a paperclip icon), find the file in your phone's Files or Photos app, and select it. Add the recipient's email and send. Some scanning apps have a built-in email button that opens your email app with the file already attached.
Scanning with a multifunction printer
A multifunction printer (also called an all-in-one) combines printing, scanning, copying, and sometimes faxing in one machine. To scan with it, place your document in the automatic document feeder at the top or on the flatbed glass, then use the buttons on the printer itself or open the printer's software on your computer.
Using the printer's buttons: look for a Scan button on the printer's control panel, press it, and follow the on-screen menu to choose where to send the file. Many multifunction printers can scan directly to email if you set up the printer's network settings first — this requires entering your email address into the printer during setup, which your printer's manual explains.
Using the computer software: open the printer's software (usually called something like HP OfficeJet or Brother ControlCenter), click Scan, place your document in the printer, and follow the same steps as a flatbed scanner. The file saves to your computer, then you attach it to an email as usual.
Choosing the right file format and quality settings
PDF is the best format for most documents because it looks the same on every device and email service accepts it without trouble. If you're scanning a photo or image, JPEG works too, but PDF is safer because it preserves text more clearly.
Resolution matters for readability. For normal printed text, 300 DPI is enough and keeps the file size small. For small text or handwriting, use 600 DPI. For photos, 300 DPI is fine. Higher resolutions (like 1200 DPI) make files much larger without making text clearer on a screen, so avoid them unless you're scanning something that will be printed again.
Color vs. black-and-white: scanning in black-and-white makes files smaller and is fine for text documents. Scan in color only if the document has important colors (like a signed form with a blue signature or a document with colored logos).
Troubleshooting common scanning problems
If your scanner isn't recognized by your computer, the software may not be installed. Download the latest version from the manufacturer's website (Canon, Epson, HP, Brother, etc.) and install it. Restart your computer after installing. If the scanner is plugged in but still not recognized, try a different USB port or USB cable.
If the scanned image is too dark or too light, open the scanning software again and look for brightness or contrast settings before you scan. Most software has a preview button that shows you what the scan will look like. Adjust the settings and preview again until it looks right.
If the scanned file is too large to email, you can compress it. In Windows, right-click the file, choose Send To, then Compressed (Zipped) Folder. On Mac, right-click and choose Compress. This usually cuts the file size in half. Alternatively, use a free online tool like Smallpdf.com to compress the PDF — upload the file, download the compressed version, and email that instead.
Frequently Asked Questions
Can I scan multiple pages into one file?
Yes. With a flatbed scanner, scan each page one at a time and save them all with similar names (like "Document_Page1", "Document_Page2"). Then use free software like PDFtk or an online tool like Smallpdf to combine them into one PDF. With an automatic document feeder or a phone scanning app, you can usually scan multiple pages in one session and the software combines them automatically.
What if my email says the file is too large to attach?
Most email services allow attachments up to 25 megabytes, but scanned documents are rarely that large. If you hit the limit, compress the PDF using your operating system's built-in tool or an online compressor. Alternatively, use a file-sharing service like Google Drive or Dropbox — upload the file there, share the link, and send the link in an email instead of attaching the file.
Do I need special software to scan, or can I use what came with my scanner?
The software that came with your scanner works fine. If you've lost it or it won't install, download the latest version from the manufacturer's website. On a phone, any free scanning app (Microsoft Lens, Google Drive, Adobe Scan) works without buying anything.
What's the difference between scanning and taking a photo with my phone?
A scanning app automatically straightens the image, adjusts brightness, removes shadows, and crops to the document edges. A regular photo may be tilted, have glare from the flash, or include parts of the table or floor around the document. Scanning apps also save as PDF by default, which is better for documents than JPEG.
Can I scan directly to email without saving a file first?
Some multifunction printers can do this if you set up the printer's email settings during installation. Check your printer's manual for "scan to email" instructions. With a flatbed scanner or phone, you have to save the file first, then attach it to an email — there's no way around that step.