The Basic Steps to Scan a Document

To scan a document, place it face-down on your scanner's glass or face-up in the automatic feeder, open the scanning software on your computer, select your document type and resolution, then click Scan. The software saves the file to your computer as an image or PDF. Most scanners come with their own software, but Windows and Mac also have built-in scanning tools if you prefer not to install anything extra.

The whole process takes less than a minute once you know where each button is. The hardest part is usually finding the right software the first time, not the scanning itself.

Key Takeaways

  • Place your document on the scanner glass or in the feeder, then open your scanner's software or use Windows/Mac built-in tools to start the scan.
  • Choose your resolution (300 DPI for most documents, 600 DPI for small text) and file format (PDF for documents you want to keep, JPG for photos) before scanning.
  • The scanner software will show you a preview of what it captured, so you can rescan if the image is crooked or too dark.
  • Save your scanned file with a clear name in a folder you can find later, not in your Downloads folder where it will get lost.

Where to Place Your Document

Most home and office scanners have two ways to feed paper: a flat glass surface (called a flatbed) or an automatic document feeder (ADF) on top. The flatbed works for single pages, books, photos, or anything fragile — you place the document face-down on the glass and close the lid. The ADF is faster for stacks of pages — you load up to 20 or 30 sheets face-up in the tray and the scanner pulls them through one at a time.

If your document is bent, wrinkled, or has a sticky label on the back, use the flatbed instead of the feeder. The feeder can jam or skip pages if the paper is damaged. For a book or magazine, use the flatbed and accept that you will only get one side at a time — do not force the spine into the feeder.

Opening the Scanning Software

Your scanner came with software — usually something like Canon CanoScan, Epson ScanSmart, or HP Scan. Look for it in your Applications folder (Mac) or Programs menu (Windows). If you cannot find it, check the disc that came with the scanner or read it from the manufacturer's website using your scanner model number.

If you do not want to install software, Windows 10 and 11 have a built-in scanner app called Windows Scan, and Mac has Image Capture in the Applications folder. These work with most scanners and save you the step of installing a third-party program. Open whichever tool you choose, and it should recognize your scanner automatically if it is plugged in and turned on.

Choosing Resolution and File Format

Before you scan, the software will ask for two settings: resolution (measured in DPI, or dots per inch) and file format (PDF, JPG, or TIFF). For most documents — letters, bills, receipts, contracts — use 300 DPI and save as PDF. This gives you a clear, readable file that is not too large to email or store. If the text is very small or you are scanning a photo you want to print, use 600 DPI instead.

Save as PDF if you want a single file that looks the same on any computer and is hard to accidentally edit. Save as JPG if you are scanning photos or if the file size matters (JPG files are smaller). TIFF is rarely needed unless you are doing professional archival work. The software will show you these choices in a dropdown menu before you hit the Scan button.

Scanning and Previewing Your Document

Click the Scan button and wait a few seconds. The scanner will pull the paper through or scan the flatbed, and the software will show you a preview of what it captured. Look at this preview carefully — if the document is crooked, too dark, too light, or cut off at the edges, you can adjust the settings and rescan before saving. Rescanning takes 10 seconds and saves you from having to fix a bad image later.

If the preview looks good, click Save or Confirm. The software will ask you where to save the file and what to name it. Do not accept the default name (usually something like "Scan001"). Instead, type a name that tells you what the document is — "Lease_2024" or "Tax_Return_2023" — so you can find it months later without opening every file.

Saving Your File in the Right Place

When the software asks where to save, do not click Desktop or Downloads. Create a folder for your scanned documents — call it "Scans" or "Documents" — and save everything there. This keeps your computer organized and makes it much easier to find a specific scan when you need it later. If you scan a lot of different types of documents, create subfolders: one for bills, one for medical records, one for tax documents.

After you save, open the file once to make sure it looks right. If it is crooked or the text is blurry, you can delete it and rescan. Once you are confident the scan is good, you can delete the original paper if you want to, or keep it for your records.

Troubleshooting Common Scanning Problems

If the scanner does not turn on, check that it is plugged in and that the power button is actually on — many scanners have a small button that is straightforward to miss. If the software does not recognize the scanner, unplug it, wait 10 seconds, and plug it back in. Restart the scanning software. If that does not work, the USB cable may be loose or damaged — try a different USB port on your computer.

If the scanned image is too dark or too light, the software usually has a brightness or contrast slider in the preview window. Move the slider and rescan to see the change. If the image is crooked, most software lets you rotate it before saving — look for a rotate button in the preview. If pages are coming out blank, the document may be face-up instead of face-down, or the glass may be dirty — wipe it with a soft, dry cloth and try again.

Frequently Asked Questions

What is the difference between scanning to PDF and scanning to JPG?

PDF keeps text searchable and looks the same on any device, making it better for documents you want to store or share. JPG is a photo format that compresses the file smaller, making it better for photos or when file size matters. For most documents, PDF is the better choice.

Can I scan both sides of a document at once?

No, most home scanners scan one side at a time. If your scanner has an automatic document feeder, you can load the first side of all pages, scan them, then flip the stack and scan the back side. Some expensive office scanners can do both sides in one pass, but those are not common in homes.

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

Scan it in two pieces — the top half and the bottom half — then use free software like IrfanView or Preview (Mac) to stitch them together. Or scan each half as a separate file and keep them organized with clear names like "Poster_Part1" and "Poster_Part2".

Is 300 DPI always enough, or should I always use 600 DPI?

300 DPI is fine for most documents and keeps file sizes smaller. Use 600 DPI only if the text is very small, you plan to print the scan, or you are archiving something important. Higher resolution makes files much larger without making them noticeably better for reading on screen.

What should I do if my scanner keeps jamming?

Open the scanner and remove any stuck paper gently. Check that the paper in the feeder is not bent or wrinkled, and that you are not overloading it — most feeders hold 20 to 30 sheets maximum. If it keeps jamming with good paper, the feeder rollers may be dirty — clean them with a slightly damp cloth and let them dry before trying again.