How to Scan a Document to Your Computer

1What this lesson covers

This lesson shows you how to scan a document to your computer using tools that are already part of Windows and macOS. You’ll place the page correctly on the glass or in the document feeder, choose the resolution, color and file type, and save the scan where you can find it. The same steps work for photos, receipts, school worksheets and letters.

2Before you start

Your printer needs a scanner: a lid with glass underneath, and possibly a document feeder on top. It also needs to be set up on your computer. If it isn’t yet, follow add a printer to Windows or the Mac lesson first; adding the printer usually adds the scanner too.

Choose your scanning tool:

• Windows: the Windows Scan app. If it’s not on your PC, Microsoft’s help page explains how to get it from the Microsoft Store.
• Mac: the Image Capture app, or Open Scanner from Printers & Scanners.
• Manufacturer software: optional, with extra features like one-touch scanning. Download it only from the manufacturer’s official site.

3Place the document correctly

1. For single pages, photos or books, use the glass. Lift the lid and place the page face down. Line it up with the corner marker (usually an arrow or a symbol at one corner).
2. For a stack of loose pages, use the document feeder (ADF) if you have one. Place the pages face up or face down as shown by the icon on the feeder, and slide the guides to touch the edges.
3. Remove staples and paper clips before using the feeder. They can scratch the glass and jam the feeder.
4. Close the lid gently. For a thick book, hold the lid down lightly without pressing hard on the glass.

4Scan on Windows

1. Open the Scan app from the Start menu.
2. Choose your scanner at the top if more than one is listed.
3. Choose the source. Select Flatbed for the glass or Feeder for the document feeder. Some scanners pick automatically.
4. Pick the file type. PDF is good for documents; JPEG or PNG suit photos. Select Show more for color mode, resolution and the save location.
5. Select Preview (flatbed only) to check the page. You should see: an image of your page. Drag the crop handles to remove empty space if needed.
6. Select Scan. You should see: a message when it’s done, with an option to view the file. Scans are saved in the Scans folder inside Pictures unless you chose a different place.

5Scan on a Mac

1. Open Image Capture from the Applications folder, or go to System Settings, Printers & Scanners, select your printer and click Open Scanner (on some models, choose Scan first).
2. Select your scanner in the sidebar.
3. Click Show Details to see all settings.
4. Choose Kind, Resolution and Format. Kind is Color, Black & White or Text; Format can be PDF, JPEG, PNG or TIFF.
5. Choose where to save with the Scan To menu, such as Desktop or Documents.
6. Click Overview to preview, then Scan. You should see: the new file appear in the folder you chose.

6Check that it worked

Open the saved file. You should see: the whole page, straight, readable and with no cut-off edges. Zoom in on small text to check it’s sharp. If you plan to email it, check the file size; very large scans may be too big to attach.

7Troubleshooting

• The scanner isn’t listed. Restart the printer and computer. If it’s still missing, the scanning part of the driver may be missing: install the manufacturer’s full software from its official site.
• ”Scan app” isn’t installed. Get it from the Microsoft Store as described on Microsoft’s help page.
• Scans have lines or spots. Clean the glass. With the feeder, the narrow glass strip the pages pass over also needs a gentle wipe.
• The page is cut off. Line it up with the corner marker, or use preview and adjust the crop.
• Files are huge. Lower the resolution or switch from Color to grayscale for text documents.

8When to get more help

If the scanner light doesn’t move, the scanner reports an error after restarting, or scans are always blank, contact the manufacturer’s support for your model. Don’t open the scanner unit beyond the lid and feeder covers the manual describes.

9FAQ

Do I need the manufacturer’s software to scan?

No. Windows and macOS include scanning tools that work with most all-in-one printers. Manufacturer software adds extras such as scan-to-email buttons and automatic file naming.

What resolution should I use for photos?

For prints at the same size as the original, 300 DPI works well. Use 600 DPI if you want to enlarge the photo or keep a detailed archive copy.

Can I scan from my phone instead?

Many manufacturers’ official apps let you start a scan from your phone and save it there. The printer must be on the same Wi-Fi network as your phone.

Where do my scans go on Windows?

By default, the Scan app saves to the Scans folder inside Pictures. You can choose a different folder under Show more before scanning.