The basic scanning process works the same way on most machines

Scanning turns a physical document or photo into a digital file your computer can store and share. The steps are nearly identical whether you own a flatbed scanner, an all-in-one printer with a scanner, or a sheet-fed model. You place the item face-down on the glass or into the feeder, open the scanning software on your computer, choose your settings, and press scan. The scanner reads the image and saves it as a file — usually a PDF, JPG, or PNG — to a folder you pick.

Most scanners come with their own software, but you can also use built-in tools on Windows or Mac. Windows has a "Scan" app; Mac users can often scan directly through Preview. Some all-in-one printers let you scan from the device itself without opening software on your computer — you just press the scan button on the machine and it saves to a folder or emails the file.

Key Takeaways

  • Place your document face-down on the scanner glass or feed it into the automatic feeder, then open your scanner software and click the scan button.
  • Choose your resolution (measured in DPI) before scanning — 300 DPI works for most documents, but photos and images you plan to print should be 600 DPI or higher.
  • Select your file format: PDF for documents you want to keep as-is, JPG for photos, or PNG if you need a transparent background.
  • Save your file to a folder you can find later, and name it something you will recognize when you search for it months from now.

Preparing your document or photo before you scan

Clean the scanner glass with a soft, lint-free cloth before you start. Dust and fingerprints show up in every scan and make text harder to read. If you are scanning a stack of pages, make sure they are not stuck together and that none are folded or creased — a bent corner can jam a sheet-fed scanner or produce a blurry edge.

For photos, check that they are dry and free of debris. If you are scanning something valuable or fragile, place it in a protective sleeve first. Flatbed scanners are gentler than sheet-fed models because the document stays still while the scanner head moves underneath.

Understanding resolution and file format

Resolution is measured in DPI (dots per inch) and controls how sharp and detailed your scan looks. For text documents you plan to read on screen or store in a filing system, 300 DPI is standard and produces a clear, readable file without taking up too much storage space. If you are scanning a photo you want to print later, use 600 DPI or higher — the higher the DPI, the larger you can print without the image looking blurry or pixelated.

File format determines how the scan is saved. PDF is the most common choice for documents because it preserves the layout and looks the same on any device. JPG works well for photos and images and creates smaller files. PNG is useful if you need a transparent background or plan to edit the image later. TIFF format produces the highest quality but creates very large files, so most home users skip it.

Step-by-step scanning on Windows

Open the Scan app (search for "Scan" in your Start menu). Place your document on the scanner and click the plus sign or "New Scan" button. A preview window will show you what the scanner sees. If the preview looks correct, click "Scan" to save the file. Windows will ask you where to save it and what to name it — choose a folder you use for documents and give it a clear name like "Tax Return 2024" or "Lease Agreement".

If you have scanner software that came with your device, open that instead of the Scan app — it usually offers more control over resolution and file format. Look for it in your Programs menu or on the manufacturer's website if you cannot find it installed.

Step-by-step scanning on Mac

Open Preview (search for it in Spotlight or find it in Applications). Click File, then "Import from Scanner" or "Show Scanner". Place your document on the scanner and choose your settings — resolution, color mode (color, grayscale, or black and white), and whether you want to scan one page or multiple pages. Click "Scan" and Preview will save the file to your Documents folder by default. You can rename it and move it to another folder afterward.

If your scanner came with its own software, that will usually open automatically when you plug in the device. Use the manufacturer's software if you need finer control over settings or if Preview does not recognize your scanner.

Scanning multiple pages at once

Sheet-fed scanners and automatic document feeders can scan stacks of pages without you feeding them one at a time. Load the stack into the feeder tray, open your scanner software, and look for an option that says "Scan Multiple Pages" or "Continuous Scan". The software will usually ask whether you want each page saved as a separate file or combined into one PDF. For most uses — tax documents, contracts, medical records — combining them into a single PDF is easier to store and share.

Make sure all pages are the same size and that none are stuck together. If a page jams, stop the scan, remove the stuck page, and restart. Some software will let you resume where you left off; others require you to start over.

Troubleshooting common scanning problems

If your scanner is not showing up in your software, check that it is plugged in and turned on. Restart your computer and the scanner. If it still does not appear, visit the manufacturer's website and read the latest driver software — this is the program that lets your computer talk to the scanner. Windows and Mac sometimes update and break older scanner drivers, so downloading a fresh one often fixes the problem.

If your scans come out blurry, the glass is probably dirty or your resolution is too low. Clean the glass and try scanning again at 300 DPI or higher. If text looks jagged or hard to read, increase the resolution to 600 DPI. If the file is too large to email, lower the resolution to 200 DPI or save it as a JPG instead of a PDF — JPG files are much smaller.

Frequently Asked Questions

What DPI should I use for scanning old family photos?

Use 600 DPI or higher for photos you want to preserve or print. If you are just storing them digitally and do not plan to print them, 300 DPI is fine. Higher DPI means larger file sizes, so balance quality against storage space based on what you plan to do with the scan.

Can I scan both sides of a document at once?

No — you have to scan each side separately unless your scanner has an automatic duplex feeder, which some all-in-one printers include. With a duplex feeder, load the stack, select "Scan Both Sides" in your software, and the machine will flip and scan the back automatically. Check your scanner manual to see if yours has this feature.

What should I name my scanned files so I can find them later?

Use a name that describes what the document is and when it is from: "Tax Return 2024", "Lease Agreement March 2024", "Medical Records Dr Smith". Avoid generic names like "Scan001" because you will not remember what they are. Include the year if it is something you scan regularly.

Is PDF or JPG better for storing important documents?

PDF is better for documents because it keeps the layout exactly as it appears and is harder to accidentally change. JPG is better for photos. If you are storing tax returns, contracts, or medical records, use PDF. If you are archiving family photos, JPG takes up less space and works on any device.

Why does my scanner keep jamming?

Paper jams usually happen because pages are stuck together, the paper is damp, or debris is in the feeder. Before scanning, fan the stack of pages to separate them and make sure none are bent or folded. Clean inside the feeder with a dry cloth. If jams keep happening, your scanner may need service.