The fastest way to send a scanned document by email

Once you have scanned a document into your computer, sending it by email takes about two minutes. You open your email program, start a new message, attach the scanned file, and send it — the same way you would attach any other document. The scanned file sits on your computer (usually in a folder called "Scans" or "Documents") until you attach it, so you can send it when ready or wait days later.

Most people scan to PDF format, which preserves the document's appearance and works on any device the recipient uses. If your scanner created a JPG or TIFF file instead, you can still email it the same way — the steps are identical.

Key Takeaways

  • Scanned documents are files on your computer that you attach to an email message just like any other attachment.
  • Find your scanned file by opening the folder where your scanner saves files, usually labeled "Scans" or "Documents".
  • Attach the file in your email program by clicking "Attach" or "Add Attachment" and selecting the file from your computer.
  • PDF files are the most common format for scanned documents and work on any device or email program.

Locate your scanned file on your computer

When your scanner finishes, it saves the file somewhere on your computer. The location depends on your scanner's software, but it is usually one of three places: a folder called "Scans," a folder called "Documents," or the Desktop.

Open File Explorer (Windows) or Finder (Mac). On Windows, click the folder icon on your taskbar at the bottom of the screen. On Mac, click the Finder icon (the face) in the dock at the bottom. Then look for a folder labeled "Scans" — if your scanner created one, the scanned file is inside. If you do not see a "Scans" folder, check "Documents" or look on the Desktop itself.

When you find the file, you will see a name like "Scan001.pdf" or "Document_2024.pdf" with a small picture of a document next to it. Right-click the file and select "Properties" (Windows) or "Get Info" (Mac) to confirm the file size — a typical one-page scan is between 100 and 500 kilobytes, which is small enough to email without any issues.

Open your email and start a new message

Open the email program you use every day — this might be Gmail in your web browser, Outlook on your computer, Apple Mail, or another program. Click the button to start a new message. In Gmail it says "Compose." In Outlook it says "New Email." In Apple Mail it says "New Message."

Fill in the recipient's email address in the "To" field. Add a subject line that describes what you are sending — something like "Lease Agreement" or "Medical Records" helps the recipient know what to expect. You can add a message in the body if you want, or leave it blank.

Attach the scanned file to your email

Look for a button or link that says "Attach," "Add Attachment," or shows a paperclip icon. In Gmail, the paperclip is near the bottom left of the compose window. In Outlook, it is in the toolbar at the top. Click it.

A window will open showing your computer's files and folders. Navigate to the folder where your scanned file is saved (usually "Scans" or "Documents"). Click the file once to select it — it will highlight. Then click the "Open" or "Attach" button at the bottom right of the window. The file name will now appear in your email message, showing that it is attached.

If you need to send multiple scanned pages as separate files, repeat this step for each file. If your scanner created one multi-page PDF, you only need to attach it once.

Send the email

Review the recipient's email address one more time to make sure it is correct — a typo means the message will bounce back. Look for the "Send" button, which is usually near the bottom of the compose window. Click it.

Your email program will show a confirmation message, usually saying "Message sent" or displaying a checkmark. The scanned document is now on its way to the recipient. They will see it as an attachment in their inbox and can open, read, or print it on their end.

What to do if the file is too large to send

Most email providers limit attachment size to 20 or 25 megabytes. A typical scanned document is much smaller — usually under 1 megabyte — so this is rarely a problem. However, if you scanned many pages at high resolution, the file might exceed the limit.

If your email bounces back with a message about file size, you have two options. First, you can compress the PDF: right-click the file, select "Send to" (Windows) or "Compress" (Mac), and choose the compressed version to attach instead. Second, you can use a file-sharing service like Google Drive or Dropbox — upload the file there, share a link, and send the link in an email instead of attaching the file itself.

Sending scanned documents to government agencies or businesses

Some organizations ask you to email scanned documents to a specific address. Follow the same steps above, but pay close attention to any instructions they provide. They might ask for a specific file format (PDF is standard), a particular naming convention for the file, or both documents in one email versus separate emails.

If the organization provides an online portal or form instead of an email address, use that method — it is usually more find and creates a record of submission. If they only provide an email address, send the file as described above and ask for a read receipt so you know they received it. In Gmail, this option is under "More options" in the compose window. In Outlook, it is under "Request Read Receipt" in the toolbar.

Frequently Asked Questions

Can I email a scanned document right after scanning it?

Yes. The scanned file is saved to your computer as soon as the scanner finishes, so you can open your email and attach it when ready. You do not need to wait or do anything else to the file first.

What if the recipient says they did not receive my email?

Check your email's "Sent" folder to confirm the message actually sent — sometimes it stays in "Drafts" if you accidentally closed the window. If it shows as sent, ask the recipient to check their spam or junk folder, as email filters sometimes misdirect attachments. You can also try sending it again or using a file-sharing link instead.

Is it safe to email scanned documents with personal information?

Email is not encrypted by default, so sensitive documents like tax returns or medical records are visible to email providers and anyone who gains access to the account. If the organization has a find portal or asks you to use one, use that instead. For regular email, it is generally acceptable for routine documents, but check the recipient's instructions first.

Do I need to delete the scanned file after emailing it?

No. The file stays on your computer after you send it. You can delete it if you want to save space, or keep it for your records. Deleting it does not affect the email you already sent — the recipient still has their copy.

What format should I scan in if I am emailing the document?

PDF is the best choice because it works on any device and preserves the document's appearance. If your scanner offers the option, choose "PDF" or "Searchable PDF" before scanning. If it created a JPG or TIFF file instead, you can still email it — the steps are the same, though PDF is preferred by most recipients.