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Scan To Document



Scanning documents has a lot of advantages for companies and helps with organisation. Scanning products helps to streamline processes and keep a valuable electronic paper trail of essential records by translating paper items into digital formats and managing files.

Scanning documents has a lot of advantages for companies and helps with organisation.

Scanning products helps to streamline processes and keep a valuable electronic paper trail of essential records by translating paper items into digital formats and managing files.

Knowing how to scan a document on a printer is a valuable skill to have in order to enjoy the many advantages that scanning can provide in a business or at home.

To assist you, we’ve compiled a list of helpful hints and must-know information on how to scan with a printer, as well as a step-by-step guide on how to do so.

Document Scanning’s Applications

Document scanning is especially beneficial to the smooth operation of companies, and it can be used for a variety of purposes, including:

Enhanced organisation

  1. Using electronic filing to keep records secure
  2. converting paper documents to backed-up digital formats
  3. Reducing the amount of paper stored in businesses
  4. Internal systems allow you to save time by referencing and accessing electronic files.
  5. Sophisticated printers with built-in scanners are an excellent option for scanning documents quickly and easily. Many printers have print, scan, copy, and fax functions built in, depending on the manufacturer and model.

How to use a printer to scan to document?

If you want to learn how to scan a document on a printer, we’ve put together a helpful step-by-step guide specifically for Canon all-in-one printers.

The steps below will help you become acquainted with the process of scanning a document to a printer, and they include instructions for scanning on both Windows and Mac.

Canon is a trademark of Canon Inc.

Being ready to search

  1. Check your Canon printer scans – all-in-one models should be able to scan, but it’s a good idea to double-check in the manual first.
  2. Link your printer to your machine using the USB cable that came with your printer.
  3. Many Canon printers with scanning capabilities can be linked wirelessly via the printer’s touch-screen display.
  4. If your printer has an all-in-one paper feeder, turn it on and open the scanner – raise the scanner lid and load the document you want to scan into the tray.
  5. Place the document face-down in the scanner and use the arrow markings on the glass to help position the document in the proper spot.

Windows Scanning

  1. In the bottom-left corner of the page, click the ‘start’ logo.
  2. Type ‘windows fax and scan’ into the start search bar to find the Windows Fax and Scan App.
  3. The New Scan option, which can be found in the upper-left corner of the Fax and Scan window, will open a new window.
  4. Check your scanner’s details, which should include the word “Canon” as well as the printer’s model number. If any of the scanner’s information need to be changed, select “update” and make the necessary changes.
  5. Pick the document form by clicking on ‘profile’ and then choosing from the drop-down box.
  6. Pick the document colour by going to the ‘colour format’ drop-down menu and selecting either Color or Black and White.
  7. Choose a file form by going to the ‘File Type’ drop-down menu and picking one from the list of options, such as JPG or PDF.
  8. Other choices may be changed – depending on your scanner and preferences, you might be able to make changes to other elements before previewing your paper.
  9. Preview – at the bottom of the window, press preview to take a closer look at your text. If you need to make some changes or re-alignments, do so now and then press the preview button to see the results.
  10. Finally, press scan to locate the scanned file at a later time by following these steps: Start > File Explorer > Double-click the Scanned Documents folder in the Documents folder.

Scanning: Mac

  1. To access the main menu, click the Apple logo.
  2. Select System Preferences from the drop-down menu at the top.
  3. On the right and side of the System Preferences pane, click Printers and Scanners.
  4. Select your Canon printer in the upper-left corner of the window by clicking on the ‘Canon’ button.
  5. At the top of the window, select the Scan key.
  6. Select Open Scanner from the drop-down menu.
  7. Choose Display Details from the drop-down menu on the lower right-hand side of the browser.
  8. Choose a file form by going to the ‘File Type’ drop-down menu and picking one from the list of options, such as JPG or PDF.
  9. Choose a paper colour by selecting Color or Black and White from the ‘kind’ drop-down box.
  10. Pick a storage place – from the ‘Save To’ drop-down box, choose where you want your scanned object to be saved.
  11. Change the page – If you want to change the page’s orientation or resolution, use the “Orientation” and “Resolution” options.
  12. Finally, press the scan button in the bottom-right corner of the browser. This will start the scanning process for your paper.
  13. Locate the document – once the scan is complete, you’ll be able to locate your scanned document in the save location you specified.

How to Scan a Document and Then Email it Using Windows Mail?

Scanning business documents including contracts and plans and emailing them to clients will help you save money on paper and long-distance faxing. The method of translating a document into electronic format is identical for many scanning devices, whether you have a standalone scanner or an All-in-One printer. Although you can scan a document directly from a scan-to-email printer or most All-in-One printers without using any additional software, advanced scanning software gives you more choices, such as the ability to choose a document format and resolution. You can connect the scan directly to a message in Windows Live Mail after you’ve created it.

Scanning the File

Use a soft cloth and streak-free glass cleaner to clean the scanning bed’s surface. During the scanning process, a scanner can pick up dirt and fingerprints, which can degrade the quality of the final image.

  1. Place the document face-down on the scanning bed after opening the lid. Use the markers to align the paper around the glass’s circumference, then carefully close the cover.
  2. Use the scanning programme that came with your scanner to start scanning. If you have an HP scanner or All-in-One printer, for example, the programme will be in the HP folder.
  3. Choose “Document” as the scan type, then colour or black-and-white scanning.
  4. Choose an output format for the scanned text, typically a TIFF or GIF image or a PDF.
  5. If asked, choose a resolution that produces a high-quality image, such as 300dpi. Since a higher dpi would result in a larger file, the image will be clearer. Keep in mind, however, that higher-resolution files take longer to upload and deliver.
  6. Select “Scan” from the drop-down menu. When the scanning is done, press “Save.” Choose a destination folder, such as My Documents, and give the document a name. Select “Save” from the drop-down menu.


You should look for a scan to email app online as an alternative to your system’s built-in scanning programme, which may have more features.

Send the Document by Email

  1. Sign in to your account with Windows Live Mail.
  2. Click the “Email Address” button on the Home toolbar to start composing a new message.
  3. Fill in the recipient’s email address, a subject line, and the message you want to send with the attached text.
  4. On the Message toolbar, click the “Attach File” button. In the Windows Explorer dialogue box, navigate through your directories and pick the scanned text. To connect the file to the email, click “Open.”
  5. Select “Send” from the drop-down menu.


When scanning a text, consider using the PDF format. A PDF preserves all of the original document’s visual elements and can be accessed on any PC with Adobe Reader enabled.

How to Scan Documents in Windows 10?

When you’re sick of fiddling with your scanner’s built-in programme, use the free scanning app that comes with Windows 10. Unfortunately, the new app, dubbed simply Scan, does not work with older scanners. However, if your scanner is new, the Scan app is a welcome change from the complicated scanner menus.

To scan something into your screen, follow these steps:

  1. Open the Scan app from the Start menu.
  2. If you can’t find the Scan app on the Start screen, go to the bottom-left corner of the Start menu and select All Apps. All of the apps in the Start menu are listed alphabetically.
  3. The Scan app appears on the screen after you click it. If it says your scanner isn’t linked, double-check that the USB cable between your device and the scanner is connected and that the scanner is switched on.
  4. If your scanner is connected and switched on, the scan app displays the name of your scanner, as well as the file form used to save your files. (Most programmes are compatible with the PNG file format.)
  5. Your scanner is too old if the app does not recognise it. You’re stuck with the programme that came with your scanner — assuming it works — or, sadly, buying a new scanner.
  6. Click the Show More option to change the settings.

For most workers, the app’s default settings are sufficient. For specific types of scans, the Show More connection provides the following options:

Color mode: For colour objects, such as images and glossy magazine pages, select Color. Grayscale should be used for almost anything else, and Black and White should only be used for line drawings or black-and-white clip art.

The default resolution (DPI) of 300 is appropriate for most tasks. Higher resolution scans (larger numbers) provide more information, but they take up more room, making them difficult to send via email. Lower resolution scans produce smaller files but show less data. It’s possible that you’ll have to experiment to find the settings that work best for you.

Save File To: The Scan app saves your newly scanned photos in a Scan folder in your PC’s Pictures folder. You can change the name of the Scan folder or even create a new folder for each scanning session if desired.

To make sure your scan is right, click the Preview button.

When you tap the Preview button, the Scan app performs a first pass, allowing you to see a scan with your chosen settings.

If the preview doesn’t look right, check that you selected the correct Color Mode for your job in the previous step. If the preview shows a blank white screen, make sure you’ve unlocked the scanner according to the instructions included with the scanner.

Look for the circle markers in each corner of the preview scan if you’re scanning a smaller object that doesn’t fill the entire scanner bed. Every circle should be dragged inward to cover the area you want to copy.

Select Scan from the drop-down menu. When the scan is complete, press the View button to view the results.

The Scan app scans your image using the settings you selected in the previous steps and stores it in the Scan folder in your Pictures folder.

If you want the buttons to work or if you want more power over your scans, bypass the Scan app and go straight to the desktop, where you can instal the programme that came with your scanner. (On some scanner models, Windows Update automatically updates the scanner’s bundled programme when you plug it in.)

Finally, for fast and dirty scans, use the camera built into your phone or tablet to snap a picture of the text. It won’t work for pictures, but it’ll help you keep track of receipts and invoices.

How To Scan A Document To Computer?

Scanning is the method of converting an image or text into an electronic version on a computer. A paper is scanned using a scanning system known as a scanner. A scanner is needed if we need to scan documents. However, there are online scanners that allow us to scan the document while online. There are online scanner websites and apps that can be downloaded and used to search an image or document on a mobile device. In general, a scanner is required to mail, upload, or submit any document that requires a lot of detail. When printed, a scanned image produces a high-quality print with excellent clarity. It is necessary to upload a scanned image of the application form in order for the words and sentences to be clearly visible.

We’ll go over how to scan a document with a scanner and the steps involved in the process.

Using the Windows Scan App to scan a document

In Windows 10, there is an in-built feature that allows us to scan a document to a screen. To use the Windows Scan app, you’ll need a scanner and a USB cable to link it to your phone. After that, search the document with the Scan App by following the steps below:

  1. Click the ‘Windows’ icon or press the ‘Windows’ key on the keyboard to open your computer’s start screen.
  2. In the search bar, type in ‘Scan app,’ and it will appear if it exists. Otherwise, check for Scan app in the ‘Microsoft Store’ on your device and download it.
  3. Next, go to the ‘Windows Scan’ app icon and select ‘Get’.
  4. The software will start downloading to your device. When the app has been successfully downloaded, press the ‘Open’ button to begin using it.
  5. The app will open when we press the start button.
  6. If your scanner isn’t connected to your screen, it will show “No scanner connected.” Otherwise, the app’s left menu will show the name of the attached Scanner.
  7. Pick the file form and the file that you want to search.
  8. Finally, select the ‘Scan’ icon from the list below to scan the text.

Use Windows Fax and Scan to scan a document

It is a Microsoft-provided alternative software that not only scans but also helps you to fax documents from one place to another. Unlike the Windows Scan software, you won’t need to download it from the Microsoft Store since it’s already included with Windows’ other built-in apps. A scanner must be connected to the device via USB cable for the Windows Fax and Scan app to work.

Following the steps below will allow you to use Windows Fax and Scan:

Click the ‘Start’ menu or press the ‘Windows’ key, then type ‘Windows Fax and Scan’ into the search bar.

  1. A window called ‘Windows Fax and Scan’ will appear.
  2. Place the document you want to scan in the scanner, making sure the side that needs to be scanned is facing down (towards the Scanner).
  3. Select ‘New Scan’ from the app’s menu, which is located next to the ‘New Fax’ option.
  4. The name will appear on the screen if your scanner is properly attached. Otherwise, it will prompt you to add a scanner. As a result, the relation must be made properly.
  5. Next, choose the type of document you’d like to scan. To do so, select the required document form from the ‘Profile’ drop-down box.
  6. You can also choose the document’s colour (black and white or coloured), file format (jpeg, pdf, etc.) and resolution.
  7. After you’ve finished tweaking the parameters, take a look at the document that will be shown. Select ‘Preview’ from the drop-down menu.
  8. Finally, press the ‘Scan’ button, and the document you just placed will be scanned and saved to your screen.
  9. To view the scanned document, go to File Explorer > Documents > Scanned Documents and locate your scanned document there.

These are the methods for scanning a document with a scanner. There are a number of apps for mobile phones that you can download and use to search documents electronically without having to use Scanner.

Scan and edit a document

After you’ve scanned a text, you can edit it in Microsoft Word. The method you use depends on the Office version you have installed.
Scan a document to create a PDF file that you can edit in Word.

  1. Scanning your document according to your scanner’s instructions and saving it as a.pdf file on your device.
  2. Click File > Open in Phrase.
  3. Click Open after navigating to the location of the PDF file on your device.
  4. Word displays a message indicating that the PDF file will be converted into an editable Word document. Click the OK button.

It’s possible that the transformed document’s page-to-page correspondence with the original isn’t flawless. Lines and pages, for example, can split in different places.


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