How to Scan a Document to Your Computer

Quick answer

To scan a document to your computer, place it on the scanner glass, open a scanning app on your computer, choose your scanner, and click Scan. Windows 11 has the free Windows Scan app, and every Mac has Image Capture built in, so you usually don’t need extra software. This guide is for beginners who want a clean digital copy of a letter, form, receipt or school assignment.

Before you start

Check these few things first so the scan works the first time:

• Make sure the scanner or all-in-one printer is switched on and shows it is ready.
• Confirm the printer is set up on your computer. If you haven’t done this yet, follow our guide on how to add a printer to a Windows PC or Mac. On an all-in-one, adding the printer often adds the scanner too.
• If the scanner is wireless, check that it is on the same Wi-Fi network as your computer.
• Wipe the scanner glass with a soft, dry, lint-free cloth to remove dust and smudges. Don’t spray liquid directly on the glass.
• Remove staples and paper clips. They can scratch the glass or jam a document feeder.

Decide how you want to save the file. PDF is best for documents you’ll send or print later. JPEG or PNG (common image formats) work well for photos.

Scan with the built-in apps

Windows 11

Windows Scan is a free app from Microsoft. If it isn’t already on your PC, you can get it from the Microsoft Store.

1. Place the document face down on the scanner glass, lined up with the corner marker. If your scanner has a document feeder (the tray on top that pulls pages through), you can load pages there instead.
2. Open the Windows Scan app.
3. Select your scanner from the list.
4. Under Source, choose Flatbed (the glass) or Feeder, if available.
5. Click Show more to choose the file type, color mode and resolution. Resolution means how much detail is captured, measured in DPI (dots per inch). For most documents, 300 DPI is plenty.
6. Click Preview to check the scan, then click Scan.
7. When it finishes, Windows shows where the file was saved, which is usually a Scans folder inside Pictures.

On Windows 10 and 11, the older Windows Fax and Scan program may also be available. It works in a similar way if you prefer it.

macOS

1. Place the document face down on the scanner glass, or load it into the document feeder.
2. Open Image Capture from your Applications folder. You can also open System Settings, go to Printers & Scanners, select your scanner and click Open Scanner.
3. Select your scanner in the sidebar.
4. Click Show Details to see more settings, such as kind (color, black and white or text), resolution, file format and where to save the file.
5. Choose PDF as the format if you’re scanning a document.
6. Click Scan. The file is saved to the folder you chose, which is often Pictures or Desktop.

Preview can also scan. Open Preview, then use the File menu and choose Import from your scanner’s name.

Get a cleaner scan and handle multiple pages

A few small changes make scans easier to read and share:

• Color mode: use black and white or grayscale for plain text documents. Use color for forms with colored stamps, signatures in blue ink, or photos.
• Resolution: 300 DPI is a good default for documents. Higher settings create much larger files that are harder to email.
• Cropping: most apps detect the edges of the page automatically. If yours doesn’t, drag the selection box in the preview to fit the page.
• Straight pages: line the paper up with the scanner’s corner marker and close the lid gently.

To scan several pages into one PDF:

1. Use the document feeder if your scanner has one. Load the pages in order and choose Feeder as the source.
2. On a Mac, Image Capture can combine pages into a single PDF when the option to combine into one document is selected in the details panel. Option names can vary between macOS versions.
3. If you only have a flatbed, scan each page, then combine them afterward. On a Mac, you can drag page thumbnails into one PDF in Preview’s sidebar.

Many all-in-one printers also have a Scan button on the control panel that sends the scan straight to a computer, email or USB drive. These options and menus differ by model, so check the manual or the manufacturer’s support site. The manufacturer’s own app, if it offers one, may give extra features such as scanning to a cloud folder.

If this does not work

Try these steps, from easiest to hardest:

• Restart the scanner and your computer, then try again.
• Check that the scanner appears in Printers & scanners on Windows 11, or Printers & Scanners on a Mac. If it doesn’t, remove the printer and add it again.
• Try a USB cable connection for a test if your scanner is normally wireless.
• Install the latest software from the manufacturer’s official support site. Some scanners need the manufacturer’s full software package for scanning, not just the basic print driver (the small program that lets your computer talk to the printer).
• Install any pending Windows or macOS updates.

For more detailed fixes, see our guide on what to do when your scanner isn’t working.

When to get professional help

Contact the scanner or printer manufacturer’s support, or a qualified technician, if:

• The scanner glass is cracked. Stop using it to avoid cuts.
• The scanner makes grinding noises or the scan head doesn’t move.
• Every scan has the same dark lines or marks even after cleaning the glass.
• The device shows a hardware error that stays after a restart.

Never share your computer passwords or allow remote access to someone who contacts you unexpectedly offering help with scanning or printing.

FAQ

Do I need to install special software to scan?

Usually not. Windows Scan and Mac Image Capture work with many scanners. Some models need the manufacturer’s software for scanning, so check the manufacturer’s official support site if your scanner doesn’t show up.

What resolution should I scan documents at?

300 DPI works well for most letters, forms and receipts. Use a higher resolution only for small print or photos you plan to enlarge, since files get much bigger.

Where do my scanned files go?

On Windows, the Windows Scan app usually saves to a Scans folder in Pictures. On a Mac, Image Capture saves to the folder shown in its settings, which you can change before scanning.

Can I scan with my phone instead?

Yes. Many phones can scan documents with their camera using built-in apps, and many printer makers offer apps that scan from the printer to your phone. A real scanner usually gives flatter, sharper results.

Is it safe to scan important documents like IDs?

Scanning itself is safe, but store the files carefully. Save them in a private folder, avoid sending them by unencrypted email when you can, and delete copies you no longer need.