How to scan a document on a printer

Scanning documents has many benefits to support businesses and assist with effective organisation. From converting paper items into digital formats to file management, scanning items helps to streamline processes and keep a valuable electronic paper trail of important documents.

Knowing how to scan a document from a printer is useful, so, we’ve put together some tips and advice, including a step-by-step guide.

Uses of document scanning

Document scanning is particularly useful in facilitating the smooth-running of businesses, as it helps to:

• Improve organisation
• Safeguard documents through electronic filing
• Translate paper files into backed up, digital formats
• Reduce the amount of space needed for paper storage
• Save time by referencing and accessing electronic files on internal systems

Sophisticated printers with integrated scanners offer an ideal solution for quick and convenient document scanning. Depending on the manufacturer and model you choose, many printers are available with print, scan, copy and fax built in.

How to scan a document on a printer

If you are keen to learn how to scan a document on a printer, we’ve compiled a useful step-by-step guide with the Canon all-in-one printers in mind.

The below steps will help get you familiar with the process of scanning a document on a printer and includes relevant steps for scanning using either Widows or Mac.

Canon

Preparing to scan

• Check that your Canon printer is able to scan. All-in-one models will be able to scan, but not all other models will be able to, so it’s best to check that first. Your printer manual will be able to tell you.
• Connect your printer to your computer using the USB cable it came with. Alternatively, many modern Canon printers can be connected wirelessly using a touch-screen panel on the printer.
• Turn the printer on, then insert the document which, depending on the model you have, might be done one of two ways:
  a) Place the document face-down in the scanner and use the markings on the glass to help make sure your document is in the right place.
  b) Or, if your printer has an all-in-one paper feeder, load the document you want to scan into the tray.

Scanning: Windows

1. Click on the ‘start’ logo in the bottom-left corner of the screen.
2. Search for the Windows Fax and Scan App by typing ‘windows fax and scan’ into the start search bar.
3. Click on the New Scan option which will open a new window – this can be found in the upper-left side of the Fax and Scan window.
4. Check scanner details - your scanner should read ‘Canon’ as well as the model number of your printer. If the scanner details need changing, click ‘change’ to amend these details.
5. Select document type - this can be achieved by clicking on ‘profile’ and selecting from the drop-down box.
6. Select document colour - you can do this by selecting the ‘colour format’ drop-down option and choosing between Colour or Black and White.
7. Select file type - you can do this by selecting the ‘File Type’ drop-down option and selecting from the available options, such as JPG or PDF.
8. Modify other options – depending on your scanner and your preferences, you may be able to modify other elements before previewing your document.
9. Ensure you check your document by clicking preview at the bottom of the window. If any adjustments or re-alignments need making, you can do this and click the preview button again to see the results.
10. Finally, click scan. You can find your document by following: Start > File Explorer > Click the Documents folder > Double-click on the Scanned Documents folder.

Scanning: Mac

1. Click on the Apple logo to open the main menu.
2. Select System Preferences, which is located at the top of the drop-down menu.
3. Click on Printers and Scanners, which can be found on the right-hand side of the System Preferences window.
4. Select your Canon printer – you can do this by clicking on the ‘Canon’ option in the upper-left side of the window.
5. Click on the Scan tab – this is located at the top of the window.
6. Click on Open Scanner.
7. Select Show Details – this can be found on the lower right-hand side of the window.
8. Select file type - you can do this by selecting the ‘File Type’ drop-down option and selecting from the available options, such as JPG or PDF.
9. Select document colour – click on the ‘kind’ drop-down box and select between Colour or Black and White.
10. Select storage location - click on the ‘Save To’ drop-down box and select which folder you would like your scanned item to be saved.
11. Amend the page – if you would like to amend the page or make any changes, click on “Orientation” and “Resolution” options.
12. Click scan – finally, click scan on the bottom-right corner of the window. This will begin the scan of your document.
13. Locate the document – once the scan is complete, you will have the option to find your scanned document in your selected save location.

Scanning: Chromebooks

1. Make sure your Chromebook and scanner are connected to the same Wi-Fi network.
2. Click on the time in the bottom-right corner of your screen.
3. Open Settings.
4. Scroll down and select Advanced from the menu on the left-hand side.
5. Under Printers and Scanners, select Scan to launch the Scan app.
6. Use the drop-down menu on the right under Scan to select your scanner from the list.
7. Click Scan to begin scanning your document.

How to scan to...

Email

Ensure your printer is connected to the internet via Wi-Fi or Ethernet.

1. On your printer’s touchscreen or display panel, select the Scan or Scan to Email option.
2. Enter the recipient’s email address manually or choose one from the address book.
3. Log in with your email credentials or set up your email account via the printer settings if prompted.
4. Choose your scan preferences, such as file type (PDF, JPEG), resolution, and colour settings.
5. Load your document face-down on the scanner bed or into the document feeder.
6. Press Scan or Send to email the scanned document directly.

The cloud

Ensure your printer is connected to the internet via Wi-Fi or Ethernet.

1. Access the Scan or Scan to Cloud function on your printer’s touchscreen or control panel.
2. Select your preferred cloud storage service (e.g. Google Drive, Dropbox, OneDrive).
3. Sign in to your cloud account directly on the printer, if prompted.
4. Choose or create the destination folder where your scanned file will be saved.
5. Adjust scan settings such as file format (PDF, JPEG), resolution, and colour preferences.
6. Place your document face-down on the scanner bed or in the document feeder.
7. Press Scan or Send, and the file will be uploaded directly to your selected cloud folder.

How large format scanning works

Large format scanning refers to the process of digitising physical documents, images or designs that are too large to be captured by standard desktop scanners. Typical examples include architectural blueprints, engineering schematics, construction plans, historical maps, artwork, posters and technical drawings.

What do you need?

If you’re looking for large format printers & printing equipment in the UK or Ireland, you’ve come to the right place. At Perfect Colours, we offer an extensive range from leading manufacturers to help you grow your printing business.

SmartLF Portable Document Scanner

A lightweight, portable A0 scanner designed for maximum convenience and efficiency. Weighing just 5.2kg and supplied with a dedicated carry case, it’s easy to transport, making it ideal for on-site scanning tasks. Save scanned files directly to USB, network, the cloud or the on-board 6GB storage drive.

Contex SB3600 A0 Document Scanner

The Contex SD3600 scanner is lightweight and easy to use, with a large scanning width of 36” it’s perfect for home or small office businesses. With features such as SmartShare, face-up scanning and being ENERGY STAR compliant, the SD3600 will help save both time and running costs.

Find out more today

Whether you belong to a small business or larger organisation and are looking to invest in a new printer or large format scanner, please get in touch today, we’re always on-hand and happy to help.