The simplest way to email a scanned document
Once you have scanned a document into your computer, sending it by email takes three steps: open your email program, start a new message, and attach the scanned file. The file is usually saved in your Documents folder or on your Desktop with a name like "Scan001.pdf" or "Document.jpg" — your scanner software tells you where it goes when you finish scanning.
The most common mistake is not knowing where the file landed. Before you open email, check your scanner's software or the folder it suggested during setup. If you cannot find it, search your computer for "pdf" or "jpg" and look for files created today — that is almost certainly your scan.
Email works the same way whether you use Gmail, Outlook, Yahoo Mail, or another service. The steps below work for all of them.
Key Takeaways
- Scanned documents are usually saved as PDF or JPG files in your Documents folder, Desktop, or a folder your scanner software created.
- To email a scan, open your email program, click "Compose" or "New Message", and use the "Attach" button to add the file.
- Most email services limit file size to 20 to 25 megabytes, so a single scanned page is almost never too large.
- If you scanned multiple pages as separate files, you can attach all of them to one email message.
- After you attach the file, type the recipient's address, add a subject line, and click "Send".
Finding your scanned file on Windows
Open File Explorer (the folder icon on your taskbar). Look for a folder called "Documents" or "Scans" — your scanner software usually saves files to one of these by default. Click into the folder and look for a file with today's date and a name like "Scan001.pdf" or "Document001.jpg".
If you do not see it there, check your Desktop — some scanners save directly to the Desktop instead. Right-click on the Desktop and look for a file that appeared recently. If you still cannot find it, open File Explorer and use the search box in the top right. Type "pdf" or "jpg" and search your entire computer. Sort the results by "Date Modified" and look for files from today.
Once you find the file, you do not need to move it or rename it. You can attach it to an email exactly where it is.
Finding your scanned file on Mac
Open Finder (the blue and white face icon in your dock). Click "Documents" in the sidebar on the left. Look for a file with today's date and a name like "Scan001.pdf" or "Document001.jpg".
If it is not in Documents, check your Desktop by clicking "Desktop" in the sidebar. Some scanner software creates its own folder — look for a folder named after your scanner brand (like "Canon" or "Epson"). If you still cannot find it, click the magnifying glass in the top right corner, type "pdf" or "jpg", and search your entire computer. Look for files created today.
Once you locate the file, leave it where it is. You will attach it to your email from its current location.
Attaching the file in Gmail
Go to Gmail.com and sign in. Click the "Compose" button on the left side of the screen. A new message window opens.
Type the recipient's email address in the "To" field. Add a subject line in the "Subject" field — something like "Tax Return 2024" or "Medical Records". Click in the message body and type a brief note if you want to, or leave it blank.
Look for a paperclip icon near the bottom of the message window. Click it. A window opens asking you to choose a file. Navigate to the folder where your scanned document is saved (usually Documents or Desktop), click the file, and click "Open". The file name appears in the message, showing it has been attached.
Click "Send" when you are ready. The email and the scanned document go to the recipient together.
Attaching the file in Outlook (desktop version)
Open Outlook on your computer. Click "New Email" or "New Message" at the top left. A blank message window opens.
Type the recipient's email address in the "To" field. Add a subject line. Click in the message body and type a note if you want to.
Look for the "Attach" button in the toolbar at the top of the message — it usually looks like a paperclip. Click it. A window opens asking you to choose a file. Navigate to where your scanned document is saved, click the file, and click "Insert". The file name appears in the message.
Click "Send" when you are ready.
Attaching the file in Outlook.com (web version)
Go to Outlook.com and sign in. Click "New Message" on the left side. A blank message window opens.
Type the recipient's email address in the "To" field. Add a subject line. Click in the message body and type a note if you want to.
Look for a paperclip icon near the bottom of the message window. Click it. A window opens asking you to choose a file. Navigate to where your scanned document is saved, click the file, and click "Open". The file name appears in the message.
Click "Send" when you are ready.
Attaching multiple scanned pages
If you scanned multiple pages and each one saved as a separate file (like "Scan001.pdf" and "Scan002.pdf"), you can attach all of them to a single email. Open your email program and start a new message as usual. When you click the attach button, select the first file, then hold down the Ctrl key (on Windows) or Command key (on Mac) and click the other files. All of them will attach to the same message.
Alternatively, attach them one at a time. Click the attach button, add the first file, then click attach again and add the second file. Most email services let you attach multiple files this way without any problem.
If your scanner software has an option to scan all pages as a single PDF file instead of separate files, that is usually simpler — you only have to attach one file instead of many.
What to do if the file is too large
Most email services accept files up to 20 or 25 megabytes. A single scanned page is almost never that large — usually between 100 kilobytes and 2 megabytes. If you scanned 50 pages as separate files and tried to attach all of them, you might hit the limit, but that is rare.
If an email bounces back with a message about file size, you have two options. First, try attaching fewer files — send the pages in two or three separate emails instead of one. Second, use a file-sharing service like Google Drive or Dropbox. Upload your scanned files there, share the folder with the recipient, and send them a link by email instead of attaching the files directly. Both services are free and work on any computer or phone.
Frequently Asked Questions
What format should my scanned document be in?
PDF is the best choice because it preserves the look of the original document and works on any computer. JPG also works fine for most purposes. Your scanner software usually lets you choose the format before you scan — look for a dropdown menu or settings button.
Can I rename the scanned file before I email it?
Yes. Right-click the file, select "Rename", and type a new name like "Tax Return 2024.pdf". This makes it easier for the recipient to understand what they are receiving. Do not change the part after the period (the ".pdf" or ".jpg") — that tells the computer what type of file it is.
What if the recipient says they did not receive the email?
Check your email's "Sent" folder to confirm the message went out. If it is there, ask the recipient to check their spam or junk folder — sometimes email filters catch messages with attachments by mistake. If the email is not in your Sent folder, it may not have sent at all. Try sending it again, or contact your email provider for help.
Can I email a scanned document from my phone?
Yes, if your phone has a scanning app or your email app has a built-in scanner. Many phones come with a Notes app or Camera app that can scan documents. Open the app, scan the document, save it, then open your email app and attach the file the same way you would on a computer.
Is it safe to email sensitive documents like medical records?
Email is not encrypted by default, so sensitive information can be read if someone intercepts it. For highly sensitive documents, ask the recipient if they have a find portal or file-sharing service you should use instead. Many doctors' offices and banks provide find ways to send documents that are safer than regular email.