How to Scan a Document on a Printer (Instructions) 

Are you tired of fumbling through your printer's scanning process and unsure how to transfer scanned documents to your computer? You're not alone. Whether you're using Windows, macOS, or ChromeOS, mastering document scanning is essential for both personal and professional tasks.

Scanning allows you to digitize physical documents, making them easier to store, organize, and retrieve. It's also a major step toward going paperless, helping businesses and individuals reduce waste and improve workflow efficiency.

At Strategic Technology Partners of Texas (STPT), we’ve spent nearly 40 years helping businesses optimize their print and document management workflows. In this guide, we’ll provide:

• Step-by-step instructions for scanning on Windows, macOS, and ChromeOS
• Four methods to scan from a printer’s control panel (USB, email, shared folder, or cloud)
• Troubleshooting tips for common scanning issues
• Smarter scanning solutionsto streamline your workflow 

Important note: We are experts in Xerox machines, so we’ll use examples of scanning from their machines in the steps below. However, the methods discussed in this article should apply to most other printers, regardless of brand.  

You can scan a document on a printer by placing the document on the scanner glass or feeder, selecting the scan option on the device, and choosing where the file should be sent (such as a computer, email, USB drive, or cloud storage). Most multifunction printers allow scanning over Wi-Fi or network connections, making it easy to digitize documents and store them securely.

Table of Contents

• How do you scan a document on a printer?
• Quick steps to scan a document
• Why scanning documents is important
• Preparation: Check your printer
• How do I scan a document from my printer to my computer?
  • Windows users
  • Mac users
  • Chromebook users
• How do you scan something on a printer and save it as a PDF?
• What are the different ways to scan a document on a printer?
  • Scan to USB or flash drive
  • Scan to email
  • Scan to a shared folder
  • Scan to cloud
• How to properly position documents for scanning
• What if your printer doesn’t have a built-in scanner?
• How do you scan a document from a printer using your phone?
• Additional tips for effective scanning
• Troubleshooting common scanning issues
• Frequently asked questions about scanning documents
• Take scanning to the next level with smarter solutions

How Do You Scan a Document on a Printer?

To scan a document on a printer, place the document on the scanner glass or automatic document feeder, choose the scan option on the printer or computer, select a destination such as your computer, email, USB drive, or cloud storage, and start the scan. Most multifunction printers support scanning over Wi-Fi, USB, or network connections.

Multifunction printers include built-in scanners that convert paper documents into digital files. Network scanning allows those files to be sent directly to a computer, email address, USB drive, or cloud storage platform.

Quick Steps to Scan a Document

If you need a quick overview, here are the basic steps:

1. Place the document on the scanner glass or feeder
2. Select the Scan option on the printer or scanning software
3. Choose where the file should be sent (computer, email, USB, or cloud)
4. Adjust settings such as file type or resolution
5. Press Start Scan

Most modern multifunction printers follow this same workflow regardless of brand.

Why Scanning is Important

We've all been there, searching for that one important document buried in a pile of papers. Scanning helps you: 

• Digitally store important documents like IDs, contracts, and invoices
• Easily retrieve and share documents from your computer or cloud storage
• Increase security by reducing reliance on physical copies
• Improve workplace efficiency by eliminating paper clutter

However, manual scanning processes can still be time-consuming and inefficient. If you frequently scan documents, automating your workflow with print and document management software can save time, improve security, and reduce costs.

Want to optimize scanning across your business? Learn about Print & Document Management Software

Preparation: Check Your Printer

Before you start scanning, make sure your printer can scan by checking the documentation or searching online using the model number found on the device. Most modern printers have scanning capabilities. If your printer can't scan, you can use a dedicated scanner instead. Xerox all-in-one printers usually have scanning capabilities, but it's best to check the manual to confirm. 

How Do I Scan a Document From My Printer to My Computer

General Steps for All Operating Systems

1. Power On and Connect – Ensure your printer is turned on and connected to your computer (via Wi-Fi, network, or USB).
2. Place Document – Open the scanner lid and position your document face down on the scanner glass or use the automatic document feeder.
3. Choose Scanning Method – Use the printer control panel or scanning software on your computer.
4. Set Preferences – Adjust resolution, color, file format (PDF, JPEG, etc.), and scan destination.
5. Scan and Save – Start the scan and save the file to your preferred location.

Most office printers allow scanning through a wired USB connection or wirelessly over Wi-Fi. Wireless scanning is common in offices where multiple users send scanned documents to their computers through the network.

Important Note: To scan over Wi-Fi, connect the printer and computer to the same wireless network. Wi-Fi scanning works best when the printer and computer maintain a stable network connection.

Windows Users: 

• Make sure the printer drivers are installed. You can find them on the manufacturer’s website or use Windows Update.
• Use Windows Scan App or manufacturer software (e.g., HP Smart, Canon IJ Scan Utility).

Mac users

• Add the printer in System Settings > Printers & Scanners
• Use Image Capture or the printer software
• Select destination and scan

Image Capture UI courtesy of Rocket Yard.

Chromebook users

• Open the ChromeOS Scan app
• Select your device
• Choose destination and start scanning

How do you scan something on a printer and save it as a PDF?

To scan a document as a PDF, select PDF as the file format in the scan settings before starting the scan. Most multifunction printers and scan apps allow you to choose PDF. This is the best format for sharing and archiving documents.

Best practices

• Use 300 dpi for standard documents
• Use black and white for text files
• Use color mode only when needed
• Enable multi-page PDF if scanning batches

PDF format preserves document layout and is widely compatible for sharing and storage.

What Are the Different Ways to Scan a Document on a Printer?

Most multifunction printers offer several built-in scan destinations.

Scan to USB or flash drive (best for quick portable storage)

Scan to USB saves the scanned file directly to a flash drive inserted into the printer.

Steps

1. Insert the USB drive
2. Select Scan to USB
3. Name the file
4. Press Start

Scan to email (best for sending documents quickly)

Scan to Email sends the scanned document directly from the printer to an email address without using a computer.

Steps

1. Open the Email app on the printer
2. Add recipient
3. Adjust subject or file name
4. Start the scan

This method is one of the fastest ways to distribute documents to clients or team members.

Scan to a shared folder (best for teams)

Scan to Folder sends the scanned file to a network folder on your computer or server.

Steps

1. Select Workflow Scanning or Scan to Folder
2. Choose the destination folder
3. Adjust settings
4. Start the scan

Scan to cloud (best for remote access)

Scan to Cloud uploads scanned documents directly to services like Google Drive or Dropbox for access from any device.

Steps

1. Open the cloud app on the printer
2. Sign in
3. Choose destination
4. Start scanning

Want to streamline scanning even further? See how Xerox DocuShare content management software can help automate scanning & document workflows.

How to Properly Position Documents for Scanning

Correctly positioning your documents on the scanner ensures a clear and accurate scan.

Most multifunction printers come with a built-in document feeder, which is ideal for scanning multiple pages. Adjust the paper guides to fit the size of your document (typically 8.5"x 11" for letter-sized paper) and ensure there are no folds or staples. 

For single pages or delicate items, use the platen glass to scan. Lift the lid, place the document face down on the platen glass, and align it with the size guides in the corners. This method is perfect for scanning checks, photos, or any document that cannot be fed through the document feeder.

What If My Printer Doesn't Have a Built-in Scanner?

If your printer is print-only, you cannot scan from it. In this case, you will need either a multifunction printer, a dedicated scanner, or a phone scanning app.

Here are some options you have:

• Upgrade to a multifunction printer with built-in scanning
• Use a dedicated document scanner for high-volume scanning. Check out our blog on Xerox scanners to learn more about the options available in Xerox's catalogue.
• Use a smartphone scanning app like Adobe Scan or Microsoft Lens

How Do You Scan a Document From a Printer Using Your Phone?

Some printers allow you to scan documents directly to a smartphone using a mobile app. Many printer manufacturers provide apps that connect to the printer over Wi-Fi, allowing users to scan, save, and share documents from their phone.

To scan using your phone:

1. Install the printer manufacturer’s mobile app
2. Connect the phone and printer to the same Wi-Fi network
3. Select the Scan option inside the app
4. Place the document on the printer scanner
5. Start the scan and save the file to your phone

If your printer does not support mobile scanning, you can also scan documents using your phone’s camera with apps like Adobe Scan or Microsoft Lens.

For step-by-step instructions, read our guide on how to scan a document with an iPhone.

Additional tips for effective scanning

• Use consistent file naming
• Choose an appropriate resolution
• Clean scanner glass regularly
• Avoid unnecessary color scanning
• Test before large scan jobs

Troubleshooting common scanning issues

Printer not detected

• Verify network connection
• Reinstall drivers
• Restart devices

Poor scan quality

• Clean scanner glass
• Check resolution
• Re-position document

Cannot scan over Wi-Fi

• Confirm the same network
• Disable VPN temporarily
• Install full scan software

FAQ

Can all printers scan?

No. Only multifunction printers (MFPs) include built-in scanning. Single-function printers can print only and cannot scan documents.

Can a printer work as a scanner?

Yes. Multifunction printers are designed to function as scanners, copiers, and printers in one device.

How do I scan from my printer to my laptop over Wi-Fi?

Connect both devices to the same wireless network, open your scan software or printer panel, select your laptop as the destination, and start the scan.

What resolution should I use when scanning documents?

Use:

• 300 dpi for standard documents
• 600 dpi for detailed graphics
• 200 dpi for quick internal files

Why won’t my printer scan to my computer?

Common causes include:

• missing scan drivers
• network mismatch
• firewall blocking
• outdated firmware

Take Scanning to the Next Level

If scanning is a regular part of your workflow, the biggest efficiency gains come from automation and secure document management. Businesses that centralize scanned files typically see faster retrieval, stronger compliance, and less manual handling.

Learn how advanced document management works in our guide: What is Xerox DocuShare?