The basic steps: scan, save, attach, send

To scan and email a document, you scan it into your computer using a scanner or multifunction printer, save the file, then attach it to an email message. The whole process takes about five minutes once your scanner is connected and working. Most people use a PDF format because it preserves the document's appearance on any device the recipient uses.

The exact steps depend on what scanner hardware you have and which email program you use, but the sequence is always the same: prepare the document, scan it, choose where to save it, open your email, and attach the file.

Key Takeaways

  • Scan your document first and save it as a PDF file on your computer before opening your email.
  • Most scanners come with software that lets you scan directly to a folder, or you can use Windows or Mac built-in scanning tools.
  • Attach the saved PDF file to your email by clicking the attachment button and selecting the file from your computer.
  • Keep file sizes under 25 MB so the email sends reliably; compress the PDF if it is larger.
  • Test sending to yourself first if you are unsure whether the file will arrive correctly.

Scanning the document on Windows

On Windows 10 and 11, you can use the built-in Scan app without installing extra software. Place your document face-down on the scanner glass or in the automatic feeder, then open the Scan app by typing "scan" in the Windows search box. Select your scanner from the dropdown menu, choose "Color" or "Black and white" depending on what you need, then click the Scan button.

The scanned image appears on your screen. Click "Save" and choose a location on your computer — your Documents folder is a good default. Windows will save it as a PDF automatically. If your scanner came with its own software (like Canon, HP, or Epson software), you can use that instead; it often offers more control over image quality and file size.

Scanning the document on Mac

On Mac, place your document on the scanner and open Image Capture, which comes built into macOS. You will find it in Applications > Utilities. Select your scanner from the left sidebar, then click the Scan button. The preview appears on screen.

Before you scan, set the format to PDF in the dropdown menu below the preview. Click Scan again, then choose where to save the file. Your Documents folder works well. If your scanner has its own Mac software, you can use that instead — many scanners let you scan directly to a specific folder or email program.

Attaching the file to your email

Once the PDF is saved, open your email program — Outlook, Gmail, Apple Mail, or whatever you use. Click the "New Message" or "Compose" button to start a new email. Fill in the recipient's email address, a subject line, and any message text you want to include.

Look for an attachment button, usually a paperclip icon or the word "Attach." Click it and browse to the folder where you saved your PDF. Select the file and click Open. The file name will appear in the attachment area of your email. Review it to make sure the right file is attached, then click Send.

Keeping file size manageable

Most email systems reject files larger than 25 MB, and large files can take a long time to send and read. A typical single-page document scanned in color is usually 1 to 3 MB, which is fine. If you are scanning many pages or high-resolution images, the file can grow quickly.

If your PDF is too large, you have two options. First, rescan at a lower resolution — 200 DPI (dots per inch) instead of 300 DPI is usually fine for documents you are just sharing, not printing. Second, use free online tools like ILovePDF or Smallpdf to compress the file after scanning. Upload your PDF, let the tool reduce its size, then read the smaller version and attach that instead.

Scanning directly to email

Some multifunction printers and scanners have a button on the device itself labeled "Email" or "Send." If your scanner has this, you can configure it to send scans directly to an email address without using your computer. Check your scanner's manual or settings menu to enter your email address and outgoing mail server details.

This method is convenient if you scan frequently, but it requires setup and your scanner needs to be connected to your network. For occasional scanning, saving to your computer and attaching manually is simpler and more reliable.

Troubleshooting common problems

If the email bounces back or the recipient says they did not receive it, the file is probably too large. Try compressing it and sending again. If the PDF looks blurry or faint, rescan at a higher resolution or adjust the brightness and contrast settings in your scanner software before scanning.

If you cannot find your scanner in the Scan app or your email software, make sure the scanner is turned on and connected to your computer with a USB cable or network connection. On Windows, go to Settings > Devices > Printers and Scanners and check that your scanner appears in the list. On Mac, open System Preferences > Printers and Scanners and add your scanner if it is not there. Restart your computer if the scanner still does not appear.

Frequently Asked Questions

What file format should I use when scanning?

PDF is the best choice for most documents because it looks the same on any device and cannot be accidentally edited. If you need to edit the document later, scan as a JPG image instead, then convert it to PDF after you make changes. For text-heavy documents you might want to edit, some scanners offer OCR (optical character recognition) that converts the image to editable text.

Can I scan multiple pages into one PDF?

Yes. If your scanner has an automatic document feeder, load all pages and scan them together — most scanner software will combine them into a single PDF. If you have a flatbed scanner, scan each page separately and save them with numbered names like "Document_1", "Document_2". Then use a free tool like ILovePDF or PDFtk to merge them into one file before emailing.

What if my scanner is not connected to my computer?

Check that the USB cable is plugged in on both ends, or if it is a network scanner, make sure it is on the same WiFi network as your computer. Restart both the scanner and your computer. On Windows, go to Settings > Devices > Printers and Scanners and click "Add a printer or scanner." On Mac, open System Preferences > Printers and Scanners and click the plus button to add your scanner manually.

Is it safe to email scanned documents?

Email is not encrypted by default, so sensitive documents like financial records or medical papers can be read by others if intercepted. For sensitive information, ask the recipient if they have a find file transfer service like OneDrive, Google Drive, or a company portal. If you must email sensitive documents, check whether your email provider offers encryption options.