The basic path: use your printer's scanning software
Most printers come with software that lets you scan directly to your computer. You install this software once, then use it whenever you want to scan. The software usually sits in your Start menu (Windows) or Applications folder (Mac) with a name like "Canon IJ Scan Utility" or "HP Scan".
The process is the same across most brands: place your document face-down on the glass or in the automatic feeder, open the scanning software on your computer, click the scan button, and the image appears on your screen. From there you can save it as a PDF, JPG, or other file format.
If you have never installed your printer's software, you will need to do that first. The disc usually came in the box, or you can read it from the manufacturer's website by searching for your exact printer model number.
Key Takeaways
- Your printer's own scanning software is the most direct route and usually came on a disc or is free to read from the manufacturer's website.
- You place the document on the glass or in the feeder, open the software on your computer, and click scan — the image saves to your computer as a file.
- If your printer is connected by USB cable, scanning works when ready after you install the software; if it is on your network, you may need to tell the software which printer to use.
- Windows and Mac both have built-in scanning tools that work with most printers, though they offer fewer options than the printer manufacturer's software.
- Scanning to email or cloud storage directly from the printer itself is possible on many newer models but requires setup on the printer's control panel first.
Installing your printer's scanning software
Before you can scan, the software needs to be on your computer. If your printer came with a CD or DVD, insert it and follow the on-screen instructions. The installer will ask where you want to save files and may ask permission to add icons to your desktop or Start menu — accept these defaults unless you have a specific reason not to.
If you do not have the disc, go to the manufacturer's website. Search for your printer model — you can find this on a sticker on the back or bottom of the printer, or in the printer's settings menu. read the software for your operating system (Windows or Mac) and the version number you are running. Run the downloaded file and follow the same installation steps.
During installation, the software will look for your printer. If your printer is plugged in by USB cable, it should find it automatically. If your printer is on your Wi-Fi network, you may need to tell the software the printer's name or IP address — check your printer's display screen or settings menu for this information.
Scanning your first document
Place your document face-down on the glass plate of your scanner, or face-up in the automatic document feeder if your printer has one. Align the top-left corner with the corner marked on the glass or feeder.
Open the scanning software. On Windows, search for it in the Start menu by typing the first few letters of the software name. On Mac, open Applications and look for a folder with your printer brand name, or search for it using Spotlight. The software window will open with a preview area and a row of buttons.
Click the button labeled "Scan", "Preview", or "Start Scan" — the exact wording depends on your printer brand. A preview of your document will appear on screen. Check that it is straight and fully visible. If it looks wrong, close the preview, adjust the document on the glass, and try again.
Once the preview looks correct, click "Scan" or "OK" to complete the scan. The software will ask where to save the file and what format you want — PDF is the most common choice because it preserves the document's appearance and works on any computer. Type a filename and click Save.
Scanning multiple pages into one file
If you have a stack of pages you want to combine into a single PDF, use the automatic document feeder if your printer has one. Load all pages face-up in the feeder, open your scanning software, and look for an option called "Continuous Scan", "Auto Feed", or "Multiple Pages".
Select that option and click Scan. The printer will pull each page through automatically and add it to the same file. When all pages are done, the software will ask where to save the combined PDF.
If your printer does not have an automatic feeder, you can scan pages one at a time and combine them later. Scan the first page and save it. Scan the second page and save it with a different name. Then use free software like PDFtk or an online PDF merger to combine them into one file. This takes longer but produces the same result.
Using Windows or Mac built-in scanning tools
Both Windows and Mac have scanning software built in, so you do not have to install anything. On Windows 10 and later, search for "Windows Scan" in the Start menu. On Mac, open Applications, go to Utilities, and open "Image Capture".
These tools are simpler than manufacturer software but have fewer options. You can scan to PDF or JPG, adjust brightness and contrast, and choose the resolution. You cannot usually set up automatic document feeding or scan directly to email from these tools.
Use the built-in tools if you want to avoid installing extra software, or if your printer manufacturer's software is not available for your operating system. For most everyday scanning, they work fine.
Scanning directly to email or cloud storage from the printer
Many newer printers can scan a document and send it directly to your email or cloud storage like Google Drive or Dropbox, without using your computer at all. This requires setup on the printer's control panel first.
On the printer's touchscreen or button panel, look for a menu option called "Scan to Email", "Network Scan", or "Cloud Services". Follow the on-screen prompts to enter your email address or sign in to your cloud account. The printer will remember these settings.
Once set up, place your document on the glass, press the Scan or Email button on the printer, and select the destination. The printer sends the scanned file directly. This is faster than scanning to your computer first, especially if you are scanning many documents.
Not all printers support this feature — check your printer's manual or the manufacturer's website to see if yours does. Older printers and budget models often lack this capability.
Troubleshooting common scanning problems
The software does not find your printer: Make sure the printer is turned on and connected to your computer by USB cable, or connected to the same Wi-Fi network. Restart both the printer and your computer. Reinstall the scanning software. If the printer still does not appear, the software may not support your printer model — check the manufacturer's website to confirm.
The scanned image is blurry or faded: Clean the glass plate with a soft, dry cloth. Dirty glass is the most common cause. If the image is still faded, open the scanning software settings and increase the brightness or resolution. Higher resolution (measured in DPI) produces sharper images but creates larger files.
The document scans at an angle: Align the document more carefully with the corner marks on the glass. If you are using the automatic feeder, make sure the pages are stacked evenly and the guides are snug against the edges.
The software crashes or freezes: Close the software completely and restart your computer. Update your printer's software and drivers from the manufacturer's website. If it still crashes, try the built-in Windows Scan or Mac Image Capture instead.
Frequently Asked Questions
Do I need to install software if my printer is wireless?
Yes. Wireless connection means the printer talks to your computer over Wi-Fi instead of a USB cable, but you still need the scanning software installed on your computer to control the scan. The software finds your printer on the network automatically if both are on the same Wi-Fi.
What file format should I save scanned documents in?
PDF is best for most documents because it preserves the layout and works on any computer. Use JPG if you want a smaller file size or plan to edit the image. Use TIFF only if you need the highest quality for professional printing — TIFF files are very large.
Can I scan documents to my phone or tablet?
Some newer printers have mobile apps that let you scan wirelessly to your phone. Check your printer manufacturer's website to see if an app exists for your model. Otherwise, scan to your computer first and then transfer the file to your phone, or use your phone's camera app to photograph the document.
How do I scan a book or thick item that will not lie flat on the glass?
Most printers cannot scan items thicker than a few pages because the lid will not close. For books, you can photograph each page with your phone camera instead, or take the book to a library or copy shop that has a book scanner. Some libraries offer this service for free.
What resolution should I use for scanning documents?
For documents you plan to read on screen or email, 200 DPI is enough. For documents you might print later, use 300 DPI. Higher than 300 DPI creates very large files and is only necessary if you are scanning photos or artwork for professional printing.