The basic steps to scan from your printer

Most modern printers have a built-in scanner. To scan a document, place it face-down on the glass surface or face-up in the automatic feeder, then press the Scan button on the printer's control panel. The printer will ask where to send the file — usually to your computer, email, or a USB drive — and you select your destination before the scan begins.

The exact steps depend on your printer model and what you want to do with the scanned file. Some printers let you scan directly to a folder on your computer. Others require you to use scanning software on your computer to control the process. A few can email the file to you or save it to cloud storage like Google Drive or OneDrive.

If your printer has an automatic document feeder (ADF) — the tray that holds a stack of pages — you can scan multiple pages at once without placing each one manually. If it only has a flatbed scanner, you place one page at a time on the glass and repeat for each page.

Key Takeaways

  • Place your document face-down on the glass or face-up in the feeder, then press Scan on the printer's control panel to begin.
  • Your printer will ask where to send the file — to your computer, email, or USB drive — and you choose the destination before scanning starts.
  • Automatic document feeders let you scan multiple pages at once, while flatbed scanners require you to place each page individually.
  • If your printer does not have a Scan button, use the scanning software on your computer instead to control the scanner remotely.

Scanning to your computer using the printer's button

If your printer has a Scan button on the control panel, this is the fastest way to scan. Place your document on the scanner, press Scan, and the printer will display a menu on its screen. You will see options like "Scan to Computer" or "Scan to Email." Select the destination you want.

The first time you do this, your printer may ask you to confirm the computer you want to send files to. Make sure your printer and computer are on the same Wi-Fi network. Once that is set up, future scans will go directly to a folder on your computer — usually called "Scans" or "Documents" — without asking again.

If the scan does not appear on your computer, check that the printer is still connected to your network. Restart both the printer and your computer if the connection has dropped. Some printers also let you change where scanned files are saved by adjusting settings in the printer's menu.

Scanning using software on your computer

If your printer does not have a Scan button, or if you want more control over the scan quality, use the scanning software that came with your printer. On Windows, this is often called "Windows Fax and Scan" or the name of your printer manufacturer — like "Canon IJ Scan Utility" or "Epson Scan." On Mac, it is usually "Image Capture" or software from your printer's manufacturer.

Open the software on your computer, place your document on the scanner, and click the Scan button in the program. You will see options to change the resolution (quality), color mode (color, grayscale, or black and white), and where to save the file. Higher resolution makes larger files but captures more detail — 300 dots per inch (DPI) is standard for documents you want to read or print later.

After you click Scan, the software will control the scanner and save the file to your computer. You can then open it, edit it, or save it in a different format like PDF or JPG.

Scanning to email or cloud storage

Many printers can send scanned files directly to your email address or save them to cloud services like Google Drive, OneDrive, or Dropbox. To set this up, go into your printer's settings menu — usually accessed through the control panel or a web browser — and look for "Network Scan" or "Email Settings."

You will need to enter your email address or sign in to your cloud account. Some printers require you to enter your email password, while others use a special app or code to connect securely. Once set up, you can scan a document and choose "Email" or "Cloud Storage" from the Scan menu, and the file will be sent automatically.

This method is useful if you need the scanned document on your phone or at a different computer. The file arrives in your email inbox or appears in your cloud folder within a few minutes of scanning.

Adjusting scan quality and file format

The quality of your scan depends on the resolution you choose, measured in DPI. For documents you only need to read on screen, 150 DPI is enough. For documents you want to print or read closely, use 300 DPI. For photos or artwork, 600 DPI captures more detail but creates much larger files.

You can also choose the color mode. "Color" captures everything in full color and creates the largest files. "Grayscale" converts colors to shades of gray and reduces file size. "Black and White" is best for text-only documents and creates the smallest files. If you are scanning a document with colored text or images you need to preserve, choose Color or Grayscale.

The file format matters too. PDF is the most common format for documents because it preserves the layout and works on any device. JPG is good for photos. Some scanning software also offers TIFF, which is a high-quality format used in professional settings. Ask yourself what you will do with the file — if you need to edit the text later, PDF is usually the best choice.

Troubleshooting common scanning problems

If your scan comes out blurry, the resolution may be too low or the document may have moved during scanning. Try increasing the DPI to 300 and make sure the document is flat against the glass with no wrinkles or folds. If you are using an automatic feeder, check that the pages are stacked evenly and not too thick.

If the scan does not appear on your computer, check that your printer and computer are connected to the same network. Restart both devices and try again. If you are using scanning software, make sure it is set to save files to a folder you can find — check the software's settings to see where files are being saved.

If the printer says "Scanner Error" or "Scanner Not Ready," turn the printer off, wait 30 seconds, and turn it back on. If the error continues, check that nothing is blocking the scanner glass or feeder, and that the scanner lid closes completely. Some printers have a protective cover over the glass that needs to be removed before scanning.

Frequently Asked Questions

Can I scan multiple pages at once without an automatic feeder?

No, if your printer only has a flatbed scanner, you must place one page at a time on the glass. However, most scanning software lets you scan multiple pages in sequence and combine them into a single PDF file. Place the first page, scan it, then place the second page and scan again — the software will ask if you want to add more pages.

What is the difference between scanning to my computer and scanning to email?

Scanning to your computer saves the file locally on your device, where you can access it immediately. Scanning to email sends the file to your inbox, which is useful if you need it on a different device or want to share it with someone else. Email scanning takes a few minutes because the printer must connect to the internet and send the file.

Why is my scanned document coming out upside down or sideways?

You likely placed the document in the wrong direction. For a flatbed scanner, place the document face-down with the top edge toward the back of the printer. For an automatic feeder, place pages face-up with the top edge going in first. Check your printer's manual if you are unsure which way is correct for your model.

Can I scan a document and turn it into editable text?

Scanning creates an image of the document, not editable text. To convert a scanned document into text you can edit, you need optical character recognition (OCR) software. Some scanning programs include OCR, or you can use free online tools like Google Docs (upload the image and it will convert it) or Adobe's free OCR tool.

What file format should I use if I want to edit the scanned document later?

Save the scan as a PDF if you only need to view and print it. If you want to extract text or edit the content, scan to PDF and then use OCR software to convert it to a Word document or text file. Scanning directly to JPG or TIFF makes editing much harder because these formats store the document as a picture, not as text.