How to Scan Documents From Your Printer to Your Computer

Most printers scan by pressing a button on the machine itself

If your printer has a flatbed glass surface or an automatic document feeder (the tray that holds stacks of paper), it can scan. You place the document face-down on the glass or face-up in the feeder, press the Scan button on the printer's control panel, and the scanned file lands in a folder on your computer. The whole process takes under a minute once it is set up.

The printer and computer must be connected first — either by USB cable, Wi-Fi, or Ethernet. If they are already connected (because you print from the computer), scanning will work the same way. If they are not connected yet, you will need to set that up before the printer can send files to your computer.

Key Takeaways

Your printer must be connected to your computer by USB, Wi-Fi, or Ethernet before it can scan; if you can print, the connection is already there.
Most printers scan by pressing the Scan button on the machine itself, and the file goes to a default folder on your computer that you can change in the printer settings.
You can also scan from your computer using the printer's software or the Windows/Mac built-in scanning tool, which gives you more control over file name and location.
Scanned files are usually saved as PDF or JPG; PDF works best for documents with text, and JPG works for photos or mixed content.
If scanning from the button does not work, check that the printer is set to scan to the correct computer and that the scanning software is installed.

Connecting your printer to your computer

If you already print from your computer to this printer, the connection is done and you can skip this step. If you have never printed from this computer, you need to connect them first.

USB connection: Plug the USB cable from the printer into a USB port on your computer. Windows or Mac will recognize the printer automatically or prompt you to install a driver. A driver is software that lets your computer talk to the printer. You can also read the driver from the printer manufacturer's website (HP, Canon, Brother, Epson, and so on) if the automatic install does not work.

Wi-Fi connection: On the printer's control panel, find the Wi-Fi or Network settings menu. Select your home Wi-Fi network and enter the password. On your computer, go to Settings > Devices > Printers & Scanners (Windows) or System Preferences > Printers & Scanners (Mac), and click Add Printer. Your printer should appear in the list. Select it and click Add.

Ethernet connection: Plug an Ethernet cable from your router into the port on the back of the printer. The printer will get an IP address automatically. On your computer, go to Printers & Scanners and add it the same way as Wi-Fi.

Scanning by pressing the button on the printer

This is the fastest method if you are scanning one or two documents. Place your document face-down on the flatbed glass, or face-up in the automatic feeder if your printer has one. Close the lid or cover if there is one.

On the printer's control panel, look for a button labeled Scan, Copy, or a symbol that looks like a document with an arrow. Press it. The printer will scan the document and send the file to your computer. On most printers, the file goes to a folder called Scans or Documents on your computer, but you can change where it goes in the printer's settings menu.

If nothing happens after you press Scan, check that the printer is turned on and connected to the computer. Some printers require you to press Scan, then use the arrow buttons to select the destination computer, then press Start or OK. Check your printer's manual if you are not sure which buttons to use.

Scanning from your computer using printer software

Most printers come with software that lets you scan from your computer instead of the printer button. This method gives you more control over the file name, location, and format before you scan.

Look for an icon on your desktop or in your Applications folder (Mac) or Programs folder (Windows) with the printer brand name and a word like Scan, Toolbox, or Utility. Open it. You should see a Scan button or option. Click it, and a window will open showing a preview of what is on the scanner glass. You can adjust brightness, contrast, and resolution here. Choose where to save the file and what to name it, then click Scan.

If you cannot find the software, read it from the printer manufacturer's website. Search for your printer model number (usually on the back or bottom of the printer) and the word "driver" or "software". The read page will have a link for Windows or Mac. Install it, then restart your computer.

Scanning with Windows or Mac built-in tools

Both Windows and Mac have scanning tools built in that work with any connected scanner or printer.

Windows: Open the Start menu and search for "Windows Fax and Scan". Open it. Click File > New > Scan. A window will open showing your connected scanners and printers. Select your printer, then click Scan. A preview will appear. Adjust settings if needed, then click Scan again to save the file. Windows will ask where to save it and what to name it.

Mac: Open Applications > Image Capture. Your connected scanners and printers will appear in the left sidebar. Select your printer. Place your document on the scanner glass. Click Scan. A preview will appear. Choose a location to save the file from the dropdown at the bottom, give it a name, and click Scan.

Understanding file formats and resolution

When you scan, the printer asks what format to save the file in. The two most common are PDF and JPG.

PDF is best for documents with text — letters, forms, contracts, receipts. PDF keeps the text searchable and readable on any computer. If you scan a multi-page document, PDF can save all pages in one file.

JPG is best for photos or mixed content (photos with text). JPG files are smaller and faster to email, but text may be less sharp. JPG saves one page per file, so a 10-page document becomes 10 separate JPG files.

Resolution is measured in DPI (dots per inch). For documents with text, 300 DPI is standard and produces a clear, readable file. For photos, 200 DPI is usually enough. Higher DPI (600 or 1200) makes larger files and takes longer to scan, but the improvement is not visible on screen. Lower DPI (100 or less) makes text blurry.

Troubleshooting when scanning does not work

If you press the Scan button and nothing happens, or if the file does not appear on your computer, check these things in order.

First, make sure the printer is connected to the computer. Print a test page from your computer to confirm the connection is working. If printing works, the connection is fine. If printing does not work, reconnect the printer using the steps in the "Connecting your printer to your computer" section above.

Second, check that the printer knows which computer to scan to. On the printer's control panel, look for a Network, Settings, or Setup menu. Find an option that says Scan To, Scan Destination, or Network Scan. Make sure your computer's name is selected. If you do not know your computer's name, open Settings on your computer and search for "computer name" or "device name".

Third, make sure the scanning software is installed. read it from the printer manufacturer's website if it is not. Restart your computer after installing.

If scanning still does not work after these steps, try scanning from your computer using the printer software or Windows/Mac built-in tool instead of pressing the button on the printer. If that works, the problem is with the button-to-computer connection, and you may need to contact the printer manufacturer's support line.

Frequently Asked Questions

Can I scan directly to email or cloud storage like Google Drive?

Some newer printers can, but most cannot. Check your printer's manual or the manufacturer's website to see if your model supports this. If it does not, scan to your computer first, then upload the file to cloud storage or attach it to an email from your computer.

What if my printer does not have a Scan button?

Older printers or printers designed only for printing may not have a scan function. Check the printer's manual or the manufacturer's website to confirm. If your printer cannot scan, you will need a separate scanner or a multifunction printer that includes scanning.

How do I scan multiple pages into one PDF file?

Most printer software and the Windows/Mac built-in tools have an option to scan multiple pages. Look for a button that says "Scan More Pages" or "Add Page" after the first page scans. Scan each page one at a time, and the software will combine them into one PDF file at the end.

Why is my scanned file so large?

Large files usually mean the resolution is too high. Rescan at 300 DPI instead of 600 or 1200. Also, PDF files are smaller than JPG for text documents. If you scanned as JPG, try PDF instead.

Can I scan from my phone or tablet?

Some printers have a mobile app that lets you scan from a phone or tablet on the same Wi-Fi network. Check the printer manufacturer's website to see if an app is available for your model. Alternatively, many phones have built-in document scanning in the Camera app or Notes app that works without a printer.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.