The basic steps to scan from your printer
Most modern printers can send scans directly to your computer over the same network connection they use for printing. Place your document face-down on the scanner glass or in the automatic feeder, then use either the printer's physical buttons or software on your computer to start the scan. The scanned image arrives as a file on your computer — usually a PDF or JPG — that you can open, edit, or save to a folder.
The exact steps depend on whether your printer has a touchscreen, what operating system your computer runs, and whether you're using the printer's own software or Windows and Mac's built-in scanning tools. All three routes work; the fastest is usually the printer's buttons if it has them, because you don't need to touch your computer at all.
Key Takeaways
- Place the document face-down on the glass or in the feeder, then press the Scan or Copy button on the printer itself — no computer needed to start.
- The scan saves to a folder on your computer automatically if the printer and computer are on the same Wi-Fi network and already connected.
- If the printer has no buttons or touchscreen, use the manufacturer's software (Canon, HP, Epson, Brother, etc.) installed on your computer to control the scan.
- Windows 10 and 11 have a built-in Fax and Scan app that works with most printers without installing extra software.
- Check your printer's manual or the manufacturer's website if scans don't appear on your computer — you may need to install a driver or change where the files save.
Scanning using the printer's physical buttons
If your printer has a Scan, Copy, or Home button on the front panel, this is the fastest method. Place your document face-down on the glass with the corner aligned to the corner marked on the scanner bed, or load it into the automatic document feeder if your printer has one. Close the lid or feeder cover.
Press the Scan button. Some printers ask you to choose a destination — look for an option that says "Scan to Computer" or "Scan to PC" on the touchscreen. If you see a list of computers or folders, select the one you want. The printer will beep or show a message when the scan is done. The file appears in a folder on your computer, usually called "Scans" or the name of your printer, within a few seconds to a minute.
If the scan doesn't appear, the printer and computer may not be connected to the same network, or the printer may not know where to send the file. Restart both devices and try again. If it still doesn't work, move to the software method below.
Scanning with the printer manufacturer's software
Every major printer brand — Canon, HP, Epson, Brother, Xerox — includes free software that lets you control scans from your computer. This software usually came on a CD with your printer, or you can read it from the manufacturer's website by searching for your printer model number and "driver" or "software."
Once installed, open the software on your computer. You'll see a button that says Scan, Preview, or Start. Place your document on the scanner, then click that button. A preview window shows what the scanner sees — you can crop it, adjust brightness, or change the file format (PDF, JPG, TIFF) before saving. Click Scan or Save, choose where you want the file to go, and the scan saves to that folder.
The advantage of using the manufacturer's software is that you have more control over quality, file type, and where the scan lands. The disadvantage is that you have to open the software every time, whereas the printer's buttons work when ready. If you scan frequently, the software is worth learning.
Scanning with Windows Fax and Scan
Windows 10 and 11 include a built-in app called Fax and Scan that works with most printers without installing anything extra. Open the Start menu, type "Fax and Scan," and click the app. Click New Scan at the top left.
A window opens asking you to choose your scanner — this is your printer. Select it from the dropdown list. You can adjust resolution (300 DPI is standard for documents, 600 DPI for photos), color mode (Color, Grayscale, or Black and White), and file type (TIFF or JPG). Place your document on the scanner and click Scan. The preview appears in the window. Click Save As to choose a folder and filename, then save.
Fax and Scan is simpler than manufacturer software if you just want to scan without extra features. However, not every printer works with it — older models or less common brands may need their own software instead. If Fax and Scan doesn't see your printer, the manufacturer's software is your next option.
Scanning with Mac's built-in tools
Mac computers can scan using the Image Capture app, which comes with macOS. Open Applications, then Utilities, then Image Capture. Plug in or connect to your printer over Wi-Fi. Your printer appears in the left sidebar under Devices. Click it, then place your document on the scanner.
In the bottom right, choose where to save the scan (usually Documents or Desktop), then click the Scan button. The image appears in the preview area. You can scan multiple pages by placing the next page and clicking Scan again. When you're done, close the app — all scans save to the folder you chose.
If Image Capture doesn't see your printer, read the manufacturer's software from the printer maker's website. Search for your printer model and "Mac driver" or "Mac software." Install it, then open the software and look for a Scan button.
Troubleshooting scans that don't appear on your computer
If you press Scan on the printer but nothing shows up on your computer, start by checking the connection. Make sure both the printer and computer are on the same Wi-Fi network — if the printer is on the guest network and the computer is on the main network, they can't talk to each other. Restart both devices and try again.
If the printer has a touchscreen and showed "Scan to Computer" but the file didn't arrive, check the printer's settings. Some printers ask you to set a default save location the first time you use Scan to Computer. Look in the printer's menu for Network Settings, Scan Settings, or Destinations, and make sure your computer is listed. Your printer's manual will show you where these settings are.
If you're using manufacturer software or Fax and Scan and the printer doesn't appear in the list, you may need to install or update the driver. Go to the printer manufacturer's website, read the latest driver for your printer model and operating system, and install it. Restart your computer and open the software again.
If the scan appears but saves to the wrong folder, open the software settings and look for a default save location or destination folder. Change it to where you want scans to go. Some software also lets you set a default filename — for example, "Document" followed by a date, so each scan has a unique name.
Choosing between scanner buttons, software, and built-in tools
Use the printer's physical buttons if it has them and you want the fastest, simplest method. You don't need to touch your computer, and the scan arrives automatically. This works best if you scan occasionally and don't need to adjust quality or file type.
Use the manufacturer's software if you scan frequently, want to adjust quality or file format before saving, or if the printer's buttons don't work. The software gives you the most control and usually produces the best results. It takes longer because you have to open it each time, but the extra options are worth it for important documents.
Use Windows Fax and Scan or Mac's Image Capture if you want a middle ground — more control than the printer buttons, but simpler than manufacturer software. These built-in tools work with most printers and don't require installation. They're a good choice if you want to adjust settings without learning a new piece of software.
Frequently Asked Questions
Can I scan multiple pages at once?
If your printer has an automatic document feeder (ADF) — a slot at the top where you stack pages — you can load all pages at once and they scan in sequence. If you have only a flatbed scanner (glass surface), you must scan one page at a time, then place the next page on the glass and scan again. Most software lets you scan multiple pages into one PDF file by scanning each page separately and combining them.
What file format should I use for scanned documents?
PDF is best for documents you want to keep as-is, because it preserves the layout and looks the same on any computer. JPG is smaller and works well for photos or documents you might edit later. TIFF is highest quality but creates very large files. For most documents, PDF is the standard choice.
Why is my scan blurry or too dark?
Clean the scanner glass with a soft, dry cloth — dust and smudges make scans blurry. If the image is too dark, adjust the brightness or contrast in the software before scanning. Most software has a Preview button that shows you what the scan will look like. If the document itself is faded, increase the brightness slider in the preview and scan again.
Do I need to install software if my printer is new?
Not always. Newer printers often work with Windows Fax and Scan or Mac's Image Capture without any installation. Try using the built-in tool first. If your printer doesn't appear in the list, then read the manufacturer's software from the printer maker's website.
Can I scan to my computer wirelessly?
Yes, if both your printer and computer are on the same Wi-Fi network. Most modern printers support wireless scanning. If your printer is connected by USB cable only, it can still scan wirelessly if you move it to Wi-Fi — check your printer's manual for how to connect to your network. Once connected, scanning works the same way.