How to Email Scanned Documents?

We’ll show you how to search and email your documents in this post. We’ll demonstrate a variety of strategies, including:

    • How to use the scan to email feature on your printer
    • What is the best way to search from your computer?
    • How to use your phone to search
    • How to submit a document as an attachment to an email

We’ll also show you how to convert your paper document into a digital version that you and your recipient can sign online.

Let’s get this party started.

Should You Use the Scan to Email Feature of Your Printer?

Scanning a document and sending it via email can appear to be a fast and efficient method of doing so. It is, but not for all documents or recipients.

The possibility of the document not reaching its intended recipient is one of the major drawbacks of using the “scan to email” function.

When using the “scan to email” function, it’s more difficult to double-check that the email address you’re entering is right because you may not get an error message if you do. You will not be notified if the intended recipient’s email address has changed or if their inbox is complete.

The return email address will appear as a “no-reply” address, so recipients will be unable to respond to a message sent from a printer. You can’t usually customize your post, and if recipients try to contact you using the email address on the message, you won’t get a response.

If you want to use the “scan to email” feature, you should only do so when you can personally confirm that the email was sent to its intended recipient, and you should only use it for documents that aren’t really relevant because they may not get through on the first attempt.

So, what are you supposed to do instead?

The Better Alternative: How to Scan and Email a Document (+ Sign it or Request a Signature) in a Safe and Handy Way

Here are a few alternatives to using the “scan to email” function to scan, email, and even sign a document online:

Scan Your Document

Here’s how to scan your document using any scanner or multifunction printer:

How to Scan on Windows?

You don’t need to use a separate program or software to search documents because Windows has a built-in method for doing so.

Here’s how to do it:

  1. Start by going to the Start menu.
  2. To open the Scan app, look for it and click on it. If you can’t locate it, use the search tool in the bottom left corner to look for it.
  3. When you open the Scan app, it will inform you if your scanner isn’t attached, in which case you should double-check that it is turned on and properly plugged in.
  4. Choose the scanner you’ll be using from the drop-down menu, as well as the file form you’ll be saving your scans as. If you just need a picture, PNG and JPEG are both common choices.
  5. To begin scanning, put your document face down in the scanner, then go to Show More > Preview to get a quick look at it.
  6. Using the “Show More” feature, you can also adjust the image’s settings (such as color or grayscale modes and image resolution).
  7. Wait until the scanner completes a preview scan of your document and shows it on the screen. Fix the document’s location in the scanner if it’s misaligned or misplaced, then preview it again.
  8. You can pick the region you want to scan by clicking and dragging across it until you’re satisfied with the placement. Select “Scan” after you’ve selected the region you want to scan.
  9. This procedure should be repeated for each page you want to scan.
  10. Wait until the scan is complete before attempting to digitize your text.

Remember to file your paper in a convenient place. You can even save it to your Desktop so that you don’t forget about it.

How to Scan on a Mac?

A preprogrammed tool for using your scanner is included with your Mac device. Here’s how to put it to use:

  1. Prepare the paperwork.
  2. Launch the Preview application.
  3. Pick your scanner under File > Import From Scanner.
  4. If your scanner isn’t identified, double-check that it’s switched on and plugged in.
  5. The “Import” dialogue will appear, and the preview scan will be prepared.
  6. Now you can pick your scanning choices. Change the color, document type, scale, orientation, and other information as desired.
  7. To begin scanning, press “Scan,” and the app will notify you when your document has been completely digitized.
  8. This procedure should be repeated for each page you want to scan.

Your document has now been digitized for you. Remember where you saved your text, or save it to your Desktop so you can see it when you’re finished.

How to Scan on iOS?

You can scan your document without a scanner by using the built-in camera on your iPhone or iPad. Here’s how to do it:

  1. Place your paper on a flat surface with good lighting to prepare it.
  2. On your iPad or iPhone, open the Notes app.
  3. To add a scanned document to an existing note, create a new note or pick an existing note.
  4. At the bottom of your screen, tap on the camera icon.
  5. Select “Scan Documents” from the drop-down menu.
  6. If your device does not immediately start scanning, aim the camera at the document you want to scan and press the shutter button to begin.
  7. Carry on in this manner with each subsequent page.
  8. Your paper has now been scanned and stored in Notes.

You can submit your notes as an email or share them through several applications.

How to Scan on Android?

There isn’t a built-in program for scanning documents on Android. You can, however, use Google Drive to search your document.

Here’s how to do it:

  1. Place your paper on a flat surface with good lighting to prepare it.
  2. To build a new document, open the Google Drive app and tap the “+” icon in the bottom-right corner of the screen, then select “Scan.”
  3. Aim the camera at your document, align it, and press the shutter button.
  4. Examine your preview, cropping and adjusting the settings as required, or retake the scan by tapping “retake.”
  5. Carry on in this manner with each subsequent page.
  6. Your document has now been scanned and saved in Google Drive.

You may send a connection to your new document or add people’s email addresses to gain access to it.

Email Your Document and Request a Signature (or Sign It)

Here’s the best way to getting your digitized document signed online:

Use Electronic Signature Software

You’ll have a few choices for getting your contract signed after you’ve digitized it. Requesting a signature through an online signature app like Signature is a free and easy way.

Signature is a simple and powerful digital signature program that allows you to create legally binding online signatures and documents. Your signees won’t have to be in the same position to sign a document with a Signature. Instead, they can sign in with their phone, tablet, or laptop through the internet.

Signature is a free service that allows you to build e-signatures without having to register. You can sign your document online and share it with multiple people using this method.

Here’s how to do it:

  1. Sign up for a free Signature account.
  2. Select the names of those who need to sign the document from your account.
  3. Attach a title to your document and a personalized message to the people who will be signing it:
  4. Pick how you’ll add your files by scrolling down. You can upload files from your device or choose them from an online website, such as your Google Drive account.
  5. Using the online editor, open your document and add signature fields.
  6. Fill in the names and email addresses of the signers. You may also choose a signing order for them, and Signature will submit the documents to users in that order:
  7. After you’ve double-checked your details, click “Send-Document.”

You can monitor the document using your Signature account once it’s been sent. You can tell if a recipient is taking too long to sign this way. You don’t have to call anyone if they’re taking too long; you can simply send them an email reminding them that their signature is needed.

When your signers receive the paper, Signature will walk them through the signing process, guiding them through the process of creating their own signature and going over each signature area before they’re done.


    • Very easy to use
    • Professional and personalized
    • Works on any device
    • Keeps you in control of the process
    • Guides you and your signers through every step
    • You can start for free


    • No mobile app available (currently in development)

Use Your Email Client

You can also send a document by email using your email app. Keep in mind that if you need to sign the paper, you must do so before sending it, either by signing it physically or by signing it electronically.

Here’s how to get your paper to the right person:

  1. Open your email account and log in.
  2. To begin writing a new email, select “New Message.”
  3. Look for a “attach attachment” icon in the new email pane. It resembles a paper clip much of the time.
  4. Find your file, pick it, and press “Enter” after clicking on it.
  5. You can also drag and drop the scanned file into the browser.
  6. Finish your message and provide the email addresses of the recipients.
  7. You will now return your email with the scanned file attached.


    • Easy to use
    • Free to use
    • You can do it from your phone


    • Doesn’t tell you who has signed and who hasn’t
    • You may need to print and sign the document first and ask your signers to do the same
    • Slower process
    • Not as professional as using a specialized platform

      How do I scan from printer to email?

      1. Open your scanning app.
      2. Scan your document.
      3. Save it.
      4. Look up your document.
      5. Right-click on it.
      6. Select “Share” and then “Mail”.
      7. Compose your email.
      8. Send your email.

      What is the difference between scanning and scanning to email?

      You don’t need any other program to submit your scanned image when you use the “scan to email” printer option. You do not, however, have access to any of the features of sending an email, such as inserting a note, ensuring that the email is sent, and editing the image before sending it.

      Is scanning to email secure?

      Certainly not. You can’t be sure if the email was sent correctly because you have access to the email address yourself by using the “scan to email” feature.

      In addition, by design, multifunction printers send emails in plain text. Third parties linked to the same WiFi network as your printer might be able to intercept these messages.

      This is why you can only use your printer’s “scan to email” feature for non-confidential documents that you can verify were sent correctly.

      How many pages can you scan to email?

      You can send up to 999 scanned pages. This number will likely depend on the memory and capacity of your printer.

      How to email documents?

      1. Open your email account.
      2. Start composing a new message.
      3. Drag and drop your document into your message.
      4. Check your information and add your recipient’s email address.
      5. Click “Send.”

      How do I send a confidential document via email?

      If you want an extra layer of protection to keep your sensitive information secure from unauthorized access, you can use Gmail’s confidential mode. You can use it to set a message’s expiration date and even remove access to it.

      The message would not be able to be copied, forwarded, printed, or downloaded by the recipients.

      How do I write an email with an attachment?

      1. Go to your email account.
      2. Select “New message”.
      3. Look for a paperclip icon and click on it to attach a file.
      4. Look for the file in your computer’s folders. Once you find it, click on “Open” or “Choose file.”
      5. Continue writing the email.
      6. Add a subject line and the email address of the person you want to send it to.
      7. Click “Send” when you’re ready to send your email.


      As we’ve seen, scanning the documents can be done in a variety of ways. You can scan and email documents digitally from multifunction printers to your iPhone or Android phone, no matter where you are.

      If your documents need signatures, you can always use Signature for free to obtain legally binding signatures.

      Signatures can assist you in converting scanned documents into documents that are ready for both parties to sign. It’ll then walk your signers through the signing process, updating you along the way.

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