How to Scan a Document on a Printer (Instructions) 

Submitted by Karla Metzler on

 

Do you find yourself standing in front of your office’s multifunction printer, wondering how to scan a document? Which buttons do you press, and how do you transfer the file to your computer?

Scanning is one of the most useful features in today’s office environments, but the steps can vary depending on your device and setup.

At Strategic Technology Partners of Texas (STPT), we’ve spent nearly 40 years helping organizations streamline print and document workflows. In this guide, we’ll walk you through exactly how to scan a document from your printer to a computer, email, USB drive, or cloud. We’ll also include troubleshooting tips and best practices.

Table of Contents

  • How do you scan a document on a printer?
  • Quick steps to scan a document
  • How to scan a document from printer to computer
  • How do you scan something on a printer and save it as a PDF?
  • 4 ways to scan from a printer control panel
  • How to scan from a printer using Wi-Fi
  • How to scan a document using your phone
  • How to properly position documents for scanning
  • What if your printer does not have a scanner?
  • Additional tips for effective scanning
  • Troubleshooting common scanning issues
  • FAQ

How do you scan a document on a printer?

To scan a document on a printer, place the document on the scanner glass or feeder. Then, select the scan option on the printer or computer and choose your destination (computer, email, USB, or cloud). Finally, adjust your settings and start the scan. Most multifunction printers support scanning over Wi-Fi, USB, or network connection.

These built-in scanning features transform paper documents into organized digital files. With network scanning enabled, you can send those files directly to your computer, email, USB drive, or cloud storage.

Quick steps to scan a document

If you just need the fast version:

  1. Place the document face down on the scanner glass or in the feeder
  2. Select Scan on the printer or software
  3. Choose your destination (computer, email, USB, or cloud)
  4. Adjust resolution and file type (PDF is most common)
  5. Press Start Scan

How do I scan a document from my printer to my computer?

A person putting paper into automatic paper feed on printer to scan

To scan from a printer to a computer, connect the printer via Wi-Fi, network, or USB first. Then, place the document on the scanner, open the scan app on your computer or printer, and choose your computer as the destination. Finally, start the scan.

General steps for all operating systems

Power on and connect

  • Ensure the printer is on
  • Confirm the printer and computer are on the same network (for Wi-Fi scanning)
  • Install the correct print and scan drivers

Place the document

  • Use the scanner glass for single pages
  • Use the automatic document feeder (ADF) for multi-page jobs

Choose a scanning method

You can scan using:

  • the printer control panel
  • manufacturer software
  • built-in OS scan tools

Set preferences

Common settings include:

  • Resolution (300–600 dpi for most documents)
  • Color mode
  • File format (PDF, JPEG, TIFF)
  • Destination folder

Scan and save

Start the scan and verify the file appears in your selected location.

Windows users

  • Install drivers via Windows Update or manufacturer site
  • Use Windows Scan or the manufacturer app
  • Select your printer and click Scan

Windows scan app example screen

Mac users

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

Image Capture application UI on MacOS computer

 

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.

4 Ways to Scan a Document on a Printer Control Panel

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

How to scan from a printer using Wi-Fi

To scan over Wi-Fi, connect the printer and computer to the same wireless network, open the scan app or printer panel, select your computer or destination, and start the scan.

Important tips

  • Both devices must be on the same network
  • Install full scan drivers (not just print drivers)
  • Avoid guest networks when possible

Wi-Fi scanning works best when the printer and computer maintain a stable network connection.

How to scan a document using your phone

You can scan using your phone by either scanning from the printer’s mobile app or using a document scanning app like Adobe Scan or Microsoft Lens.

Option 1: Scan from the printer’s mobile app

Many modern multifunction printers support mobile scanning.

Steps

  1. Install the manufacturer app
  2. Connect to the printer over Wi-Fi
  3. Select Scan
  4. Save to your phone

Option 2: Use your phone camera as a scanner

Apps like Adobe Scan and Microsoft Lens can capture documents using your camera.

When phone scanning works best

  • quick one-off scans
  • remote situations
  • low-volume needs

When an MFP is better

  • high volume
  • better image consistency
  • automated workflows
  • secure business environments

For detailed steps, see our guide on scanning with an iPhone.

How to properly position documents for scanning

 

A closeup of a person's hand positioning a paper on a printer's platen glass to scan

 

Correct placement ensures clear scans.

Using the automatic document feeder (ADF)

  • Best for multi-page documents
  • Adjust paper guides
  • Remove staples and folds

Using the platen glass

  • Best for photos, IDs, checks
  • Place document face down
  • Align with corner guides

Proper document placement helps produce cleaner, more accurate scans.

What if your printer does not 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
  • Use a dedicated document scanner
  • Use a smartphone scanning app

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?

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