How to Scan a Document Into Your Computer

The basic steps for scanning with a scanner and computer

To scan a document, place it face-down on your scanner's glass bed or face-up in the automatic feeder, open the scanning software on your computer, select your document size and color settings, then click the scan button. The scanned image saves to your computer as a file you can open, edit, email, or print. Most scanners come with their own software, but Windows and Mac also have built-in scanning tools that work with many devices.

The exact steps depend on whether you have a standalone scanner, a multifunction printer with a scanner, or you are using your phone. All three methods produce the same result — a digital copy of your paper document — but the process differs slightly for each.

Key Takeaways

Place your document face-down on the scanner glass or face-up in the feeder, then open your scanner software and click scan to create a digital file.
Most scanners save files as PDF or JPG by default, but you can change the file type and resolution before scanning depending on what you plan to do with the document.
Windows has a built-in app called Windows Scan and Mac has Image Capture; both work with most scanners without needing separate software.
If you do not have a scanner, your smartphone camera can photograph documents and convert them to PDF using free apps like Google Drive or Microsoft Lens.

Scanning with a standalone or multifunction scanner

A standalone scanner or the scanner part of a multifunction printer connects to your computer through a USB cable or over your home network. Once connected and turned on, open the scanning software that came with your device — this is usually on your desktop or in your Programs folder. Common software names include Canon IJ Scan Utility, Epson Scan, HP Scan, or Brother ControlCenter.

Place your document face-down on the glass bed with the corner aligned to the corner marked on the scanner, or insert it face-up into the automatic document feeder if your scanner has one. Open your scanning software, check that the document size is set correctly (usually Letter or A4), choose whether you want color, grayscale, or black and white, then click the Scan or Start button. The scanner will pull the document through or scan the glass, and the image will appear on your screen within seconds. Choose where to save the file and what to name it, then click Save.

If you do not have the original software disc or cannot find the software on your computer, read it from the manufacturer's website using your scanner model number. You can find the model number on a sticker on the back or bottom of the scanner.

Using Windows Scan or Mac Image Capture

Windows 10 and 11 include a free app called Windows Scan that works with most scanners without needing additional software. Open the Start menu, type "Windows Scan" and click the app, then click the plus sign to add your scanner if it is not already listed. Place your document on the scanner, click the camera icon in Windows Scan, and the document will scan automatically. You can adjust brightness and contrast before saving, and the file saves as a PDF by default.

Mac computers have a built-in app called Image Capture in the Applications folder. Open Image Capture, select your scanner from the list on the left, place your document on the scanner, then click the Scan button. You can choose to save as PDF, JPEG, or TIFF format before scanning. Image Capture is simpler than most manufacturer software and works reliably with most scanners.

Both of these built-in tools are good choices if you scan documents only occasionally and do not need advanced features like batch scanning or automatic file naming.

Choosing file type and resolution before you scan

Before you click Scan, your software will ask you to choose a file type and resolution. File type is the format the image saves in — PDF is best for documents you want to share or print, JPG is best for photos or documents you want to email, and TIFF is best if you plan to edit the image later. Resolution is measured in dots per inch (DPI) and controls how sharp the scanned image looks. For documents you only need to read on screen, 200 DPI is enough. For documents you plan to print, use 300 DPI. For very small text or detailed images, use 600 DPI, but this creates larger files that take longer to scan.

If you are scanning a document to make it searchable — so you can use Find to look for words inside it — choose PDF as your file type and look for an option called "OCR" (optical character recognition) in your scanning software. OCR reads the text in your document and makes it searchable, but it takes longer to scan and works best on clean, printed text rather than handwriting.

Scanning multiple pages into one file

If your scanner has an automatic document feeder, you can load multiple pages and scan them all at once. Load the stack of pages face-up into the feeder tray, open your scanning software, and look for an option called "Continuous Scan" or "Batch Scan" or "Multiple Pages." Select that option, then click Scan. The scanner will pull each page through automatically and add them all to the same file. When the feeder is empty, the software will ask if you want to save the file.

If your scanner does not have an automatic feeder, you can still scan multiple pages into one PDF file by scanning each page separately and then combining them. Scan the first page and save it as a PDF. Scan the second page and save it as a separate PDF. Then open a PDF reader like Adobe Acrobat Reader or your web browser, open the first PDF, and look for a menu option to combine or merge PDFs. Add the other pages in order and save the combined file.

Scanning documents with your phone camera

If you do not have a scanner, your smartphone can photograph documents and convert them to PDF. Google Drive, Microsoft Lens, and Adobe Scan are free apps that do this. Open Google Drive on your phone, tap the plus sign, select "Scan," and take a photo of your document. The app will automatically crop the image, straighten it, and convert it to PDF. You can scan multiple pages and combine them into one PDF before saving.

Microsoft Lens works the same way — open the app, point your phone camera at the document, and tap the shutter button. The app crops and straightens the image automatically. Adobe Scan is similar but has more options for adjusting brightness and contrast before saving. All three apps save files to your phone and can upload them to cloud storage like Google Drive or OneDrive so you can access them on your computer.

Troubleshooting common scanning problems

If your scanner is connected but your computer does not recognize it, restart both the scanner and your computer, then check that the USB cable is plugged in firmly on both ends. If you are using a network scanner, make sure your scanner and computer are on the same Wi-Fi network. If the scanning software crashes or will not open, restart your computer and try opening the software again. If the problem continues, uninstall the software, restart your computer, then read and install the latest version from the manufacturer's website.

If your scanned image is too dark or too light, open your scanning software and look for brightness and contrast sliders before you scan again. If the image is blurry, make sure your document is lying flat on the scanner glass with no wrinkles or folds, and increase the DPI setting. If the scanner is pulling multiple pages at once, slow down and feed pages one at a time, or clean the rubber rollers inside the automatic feeder with a dry cloth.

Frequently Asked Questions

What is the difference between scanning as PDF and JPG?

PDF is better for documents because it preserves the layout and text exactly as it appears, and you can search for words inside it. JPG is better for photos or if you need to email the file because it is smaller. For most documents you want to keep or share, PDF is the right choice.

Can I scan a document that is larger than my scanner?

Yes, but you have to scan it in pieces. Scan the top half of the document, then scan the bottom half separately. You can then use free tools online or in image editing software to combine the two scans into one image, though the seam where they join will be visible.

Why is my scanned document so large in file size?

High DPI settings and color scanning create larger files. If file size is a problem, scan at 200 DPI instead of 300 or 600, or scan in grayscale instead of color. You can also compress the PDF after scanning using free online tools.

Do I need special software to scan, or can I use what came with my computer?

Windows Scan and Mac Image Capture work with most scanners and are free. You only need the manufacturer's software if you want advanced features like automatic file naming, batch scanning, or OCR. For basic scanning, the built-in tools are usually enough.

Can I scan directly to email or cloud storage?

Some multifunction printers have this feature built in, but most scanners save to your computer first. After scanning, you can open the file and email it or upload it to Google Drive, Dropbox, or OneDrive yourself. This takes one extra step but gives you a copy on your computer as backup.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.