The basic steps to scan and save a document

Most modern printers have a built-in scanner. To scan a document to your computer, you place the paper in the scanner tray or flatbed, press the scan button on the printer itself or use the scanning software on your computer, and the image appears as a file on your desktop or in a folder you choose. The whole process takes less than a minute once you know where to find the scan button.

The method depends on whether your printer has a physical scan button and whether you want to use the printer's control panel or your computer to start the scan. Most people find the printer button method simpler for one or two pages, while the computer method works better if you're scanning many documents or want to change settings before scanning.

Key Takeaways

  • Place your document face-down on the scanner glass or face-up in the automatic feeder, depending on your printer model.
  • You can start a scan by pressing the scan or copy button on the printer itself, or by opening the scanner software on your computer and clicking scan there.
  • The scanned file saves to your computer as a PDF, JPG, or other image format, usually in your Documents folder or a folder you set up in the software.
  • If your printer is connected by USB cable, it works when ready; if it's on your network, your computer must be connected to the same Wi-Fi network.
  • You may need to install printer software from the manufacturer's website if your computer does not recognize the scanner.

Checking your printer's connection to your computer

Before you scan, confirm that your printer is connected and your computer recognizes it. If your printer connects by USB cable, plug it in and turn it on—most computers detect it automatically within a few seconds. If your printer is wireless, make sure both your printer and computer are on the same Wi-Fi network. Check your printer's display screen or settings menu to see which network it is connected to, then verify your computer is on that same network.

Open your computer's printer settings to confirm the scanner is recognized. On Windows, go to Settings > Devices > Printers & Scanners and look for your printer's name in the list. On Mac, go to System Preferences > Printers & Scanners. If your printer does not appear, restart both the printer and your computer, then check again. If it still does not show up, you may need to read and install the printer software from the manufacturer's website—visit the support page for your printer model and read the latest driver.

Loading your document and using the printer's scan button

Place your document on the scanner glass with the side you want to scan facing down, or insert it into the automatic document feeder (ADF) at the top of the printer if your model has one. The ADF feeds pages through automatically, which is faster for multiple pages. If you use the flatbed glass, close the lid gently to avoid moving the paper.

Look for a button labeled Scan, Copy, or a symbol that looks like a document with an arrow. Press and hold it for two to three seconds. The printer's display screen will show a message like "Scanning" or "Processing." When it finishes, the scanned file appears on your computer—usually in your Documents folder, a Scans folder, or a folder named after your printer. Check your computer's file explorer or Finder to locate it.

Scanning from your computer using the printer software

Open the scanning software on your computer. On Windows, search for "Windows Fax and Scan" or look for your printer manufacturer's software (such as Canon IJ Scan Utility, Epson Scan, or HP Scan). On Mac, open the Image Capture process, which is built into macOS. Select your printer from the list of devices.

Place your document on the scanner, then click the Scan button in the software window. Before you scan, you can change settings like resolution (measured in DPI, or dots per inch), file format (PDF, JPG, or TIFF), and where the file saves. Higher resolution (300 DPI or more) makes the scan sharper but creates a larger file; 200 DPI is fine for most documents you plan to read on screen. After you click Scan, the software shows a preview of the scan and asks where to save it. Choose a folder and give the file a name, then click Save.

Choosing the right file format for your scan

The file format determines how the scan is stored and what you can do with it. PDF is the most common choice—it preserves the document's layout, works on any computer, and is straightforward to email or print. JPG creates a smaller file and works well for photos or documents you plan to view on a phone, but it compresses the image slightly and may lose sharpness. TIFF is a high-quality format used by professionals and archives, but the files are large and not all software can open them.

For most household documents—bills, receipts, contracts, medical records—PDF is the best choice. If you are scanning a photograph or artwork, JPG works well and takes up less storage space. Your scanning software usually defaults to PDF, so you only need to change it if you have a specific reason to use a different format.

Troubleshooting common scanning problems

If the scan appears blurry or faint, the scanner glass may be dirty. Turn off the printer, open the lid, and wipe the glass gently with a soft, lint-free cloth slightly dampened with water. Let it dry completely before scanning again. If the scan is crooked or cut off, make sure the document is placed straight on the glass and not touching the edges of the scanner bed.

If the scan does not appear on your computer after pressing the button, check that the printer and computer are still connected. On a wireless printer, it may have disconnected from Wi-Fi—check the printer's network settings and reconnect if needed. If the software on your computer does not recognize the scanner, restart both devices and try again. If you continue to have trouble, visit the printer manufacturer's support website and search for your model number—they often have troubleshooting guides and updated software downloads.

Scanning multiple pages into a single document

If your printer has an automatic document feeder (ADF), you can load a stack of pages and scan them all at once into one file. Load the pages into the ADF tray with the first page on top, face-up, and press the scan button. The printer feeds each page through and combines all the scans into a single PDF or image file.

If your printer does not have an ADF, or if you prefer more control, scan each page separately using the flatbed glass, then combine them into one file afterward. Most computers come with free software that can merge PDFs—on Windows, use Microsoft Edge (open each PDF and use the merge tool), and on Mac, open the PDFs in Preview, then use Tools > Combine to merge them. Alternatively, many free online tools let you upload multiple PDF files and combine them into one.

Frequently Asked Questions

Where does the scanned file save on my computer?

By default, scans usually save to your Documents folder, a Scans subfolder, or a folder named after your printer. When you scan using the printer button, check your Documents folder first. When you scan from the software on your computer, you choose the location before clicking Save—pick a folder you will remember, or create a new folder for scans.

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

Some newer printers have this feature built in, but most do not. The standard method is to scan to your computer first, then attach the file to an email or upload it to cloud storage yourself. Check your printer's manual or manufacturer website to see if your model supports direct cloud scanning—if it does, you set it up in the printer's network settings.

What resolution should I use when scanning documents?

For documents you plan to read on screen or email, 200 DPI is sufficient and keeps file size small. For documents you plan to print or archive, use 300 DPI for sharper text. For photographs, 300 DPI or higher gives better detail. Higher resolution (600 DPI or more) is rarely necessary unless you are scanning old or faded documents that need restoration.

My printer is wireless but will not scan to my computer—what should I do?

First, confirm both devices are on the same Wi-Fi network by checking your printer's display screen and your computer's network settings. Restart both the printer and computer. If they still do not connect, forget the Wi-Fi network on the printer and reconnect it—this is usually done in the printer's Settings or Network menu. If the problem persists, read the latest printer software from the manufacturer's website and reinstall it on your computer.

Can I scan a document that is larger than the scanner glass?

No, the scanner can only capture what fits on the glass at one time. For large documents, scan the top half, then scan the bottom half separately, and combine them into one file afterward using PDF merging software. Alternatively, take a photo of the large document with your phone camera and save it as an image file instead.