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 a Windows or Mac computer, mastering the art of scanning documents is essential for both personal and professional tasks. It allows you to digitize your physical documents, making it easy to store, organize, and retrieve them.
With nearly 40 years of expertise in the printer industry, we have helped countless customers navigate the complexities of document scanning.
In this article, we'll provide instructions on scanning documents from your printer to your computer (Windows, macOS, and ChromeOS) and four ways to scan from your printer’s control panel—including USB, email, shared folder, or the cloud. We'll also share tips and troubleshoot common issues for a seamless scanning experience.
By reading this article, you'll gain the knowledge and confidence to effortlessly scan and transfer documents, empowering you to efficiently manage your document-related tasks and 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.
Why Scanning is Important
We've all been there - the never-ending search for that one important document. By scanning essential papers like birth certificates, social security cards, and driver's licenses, you can save time and ensure they're always at your fingertips. The same goes for workplace documents like bank statements, client records, and bills - scanning keeps everything organized and easily accessible.
It's also a significant step toward going paperless, which helps reduce paper and ink waste and save trees.
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 to Scan Documents from Printer to Computer
General Steps for All Operating Systems
- Power On and Connect: Ensure your printer is powered on and connected to your computer wirelessly, via wired network, or via a USB cable.
- Place Document: Open the scanner lid and place your document face down on the scanner glass (flatbed scanner) or use the document feeder. Adjust the settings if necessary to handle different types of documents.
- Choose your desired scanning method.
- Select Preferences: Choose your scanning preferences, such as resolution, color, format (e.g., PDF), and file type (e.g., editable text file). Then click ‘scan’
How to Scan from Printer to Windows Computer
1. Setting Up: Make sure the printer drivers are installed. You can find them on the manufacturer’s website or use Windows Update.
2. Using Windows Scan App:
- Open the Windows Scan app from the Start menu.
- Select your printer from the list of available devices.
- Set your scanning preferences for file type, resolution, and color mode.
- Click 'Scan' and save the document to your desired location.
3. Using Machine Software
- Open the specific software (e.g., HP Smart, Canon IJ Scan Utility).
- Select your scanning preferences.
- Follow the on-screen instructions to complete the scan and save the file.
How to Scan from Printer to MacOS
1. Setting Up: Ensure the printer drivers are installed through System Preferences > Printers & Scanners.
2. Using Image Capture:
Image Capture UI courtesy of Rocket Yard.
- Open Image Capture from the Applications folder.
- Select your printer from the list of devices.
- Set your preferences and click 'Scan'.
- Save the scanned document to your desired location.
3. Using Manufacturer Software:
- Open the specific software (e.g., Canon IJ Scan Utility).
- Select your scanning preferences.
- Follow the on-screen instructions to complete the scan and save the file.
How to Scan from Printer to ChromeOS (Chromebook)
1. Setting Up: Ensure your printer is connected via Wi-Fi.
2. Using ChromeOS Built-in Scan:
- Open the Scan app from the Launcher.
- Select your printer.
- Set your scanning preferences.
- Click 'Scan' and save the document to your desired location.
4 Ways to Scan a Document on a Printer Control Panel
There are four main scanning methods on the printer’s control panel: using a USB, emailing, directly uploading to your computer files, and directly uploading them into the cloud. Since each method has a slightly different process, we have outlined them for you here.
1. To a USB or Flash Drive
- Insert your USB stick into the port.
- Select the “Scan to USB” option.
- Place the documents into the scanner, name your document, and start scanning.
2. To Email
Email is the most commonly used form of scanning and the easiest way to send documents virtually to anyone.
- Select the “Email” application on your printer.
- Click “Add Recipient” and enter the desired email address.
- Customize the subject line and document title if necessary, then scan and send.
Note that if you print from a Xerox machine, the subject line and document title will automatically read “Scanned from a Xerox Multifunction Printer,” but you can customize this.
3. To a Folder
- To scan a document to a folder on a Xerox machine, choose the “Workflow Scanning” application.
- Select your scan settings and destination folder.
- Scan the document directly to your computer's chosen folder (i.e., Desktop, Documents, or Downloads).
4. To Cloud
Scanning to the cloud is the newest form of scanning, and it allows you to easily access your documents from any device (such as your phone, iPad, etc.).
- Select the cloud application on your printer.
- Sign in to your account (Google Drive, Dropbox, etc.).
- Choose the destination folder and scan the document to the cloud.
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 you have a single-function (print-only) printer, it won’t be able to scan documents. In this case, you would need to invest in a multifunction printer or a separate scanner. Scanners can range from around $100 to over a thousand dollars, depending on your scanning needs. For example, Xerox has three categories of scanners:
- Personal and mobile scanners: $119 to $495.
- Workgroup and departmental scanners: $300 to $1,399.
- Production scanners: $795 to $9,000.
Investing in a scanner is beneficial for individuals or workgroups that need to scan many documents frequently. Check out our blog about Xerox scanners to learn more about the options available in Xerox’s catalog.
Additional Tips for Effective Scanning
- Organize Scanned Files: Use clear and consistent naming conventions to make it easy to retrieve files.
- Optimal Settings: For best results, adjust settings like resolution (300 dpi for standard documents) and color mode (black and white for text).
Scanning Without a Printer
For those who don't have access to a scanner, scanning from a phone or app can be a convenient alternative. For detailed instructions, check out our blog on how to scan a document with an iPhone.
However, this won't be a sustainable solution for environments with a higher scan volume and more frequent scanning. A multifunction printer or dedicated scanner is a great solution that can offer higher quality and efficiency compared to scanning from a phone.
Troubleshooting Common Issues
- Connectivity Problems: Ensure both the printer and computer are connected to the same network.
- Scanner Not Recognized: Restart your devices and check for driver updates.
- Poor Scan Quality: Clean the scanner glass and place the document correctly.
Need Help With Any Other Printer-Related Task?
Scanning documents with your printer is essential for boosting productivity and keeping records. Whether you're digitizing paperwork or sharing documents electronically, knowing how to use your printer's scanning features is crucial. Our guide outlines easy and effective methods for efficient scanning from your printer or computer.
Throughout our almost 40 years in the printer/copier industry, we've learned that education can be your best friend when it comes to everyday printer tasks like scanning or copying documents.
Even seemingly simple tasks, such as connecting your printer to Wi-Fi, can be confusing when you actually attempt to complete them.
Read through our blog on four common printer service questions to get answers to a few of the most pertinent and pressing questions that may arise during the ownership of your machine.
Looking for a device that can handle all your scanning needs? Explore our range of multifunction printers designed for efficiency and ease of use. Click the image below to explore multifunction printers with our product configurator.
