How To Scan A Document Using A Printer And Save It On Your Computer

In the digital era, almost all organisations are shifting towards paperless operations. Nowadays, whether you are applying for a job or writing your research paper, you are not likely to use papers. With everyone shifting to electronic documents, it is essential to know how to convert your hard-copy documents to digital ones. So, learning how to scan a document using a printer will help you convert your physical document to a digital format.

Using digital documents comes with numerous advantages, including environmental conservation and a reduction in the cost of purchasing papers. Therefore, learning how to scan a document using a printer is of great significance. Even though printers have been around for quite a long time, many do not understand how to operate them, especially when they want to scan a document.

How to scan a document using a printer

Most printers are multi-functional, meaning they can perform other tasks besides printing. They can print, photocopy, and scan. Of these three functions, scanning is the only one that converts a physical document into a digital document. Here's how to use a scanner on a printer to scan and save documents on a computer.

How to scan from a printer to a Windows computer

Before you start scanning, confirm whether your device has scanning capabilities. It should be indicated on the printer; if not, check the printer’s manual. If you are using a Windows desktop or laptop, here is a step-by-step guide on how to scan a document to a computer from a printer.

1. Ensure that the computer is connected to the printer and switched on.
2. Click the Windows button to open the computer taskbar and search for the Scan app. Alternatively, press Windows + X to open the Power User Menu. If the scan application does not emerge, you must download and install it from the Microsoft Store.
3. Select Settings on the menu, select Printers & Scanners, select your desired printer from the list that emerges, and click Manage.
4. A drop-down list will emerge for a multi-functional printer, and you will select the option that starts with Scanner.
5. Click Open Scanner, and the Scan Windows App will open. Before starting the scanning process, ensure you have the correct settings. You will choose your preferred scan settings, which include colour mode, resolution, and document format (PDF, JPEG, or TIFF).
6. Put your documents on the flatbed or feeder, ensuring they are correctly aligned. The digital image will not be completely captured if the documents are not correctly aligned.
7. Use the Scan Preview feature to see your document's appearance before it is scanned. If the document is not aligned correctly, you will notice it from the scan preview and adjust it appropriately.
8. Scan the document and save it to your computer. In most cases, scanned documents will be saved to a default folder on your computer, but you may want to change the storage destination from settings. You can also assign the document a suitable name for easy identification on your computer.

How to scan from a printer to a Mac

Scanning a document from a printer to a Mac is as easy as scanning from a printer to a Windows computer. The key differences lie in the operating system and the settings. Here is a straightforward guide on how to scan paper on a printer from a Mac.

1. Connect your scanner to a Mac and switch it on.
2. Go to the Apple menu, select System Settings, then choose Printers & Scanners from the drop-down list that emerges.
3. On the Printers list that emerges, search for your printer or scanner and click it.
4. Select where the location of the documents you want to scan. They can either be on the Document Feeder or A Flatbed.
5. From the Scan To pop-up menu, select where to save the scanned documents. You can choose a folder or an app.
6. Choose the size of the image or document you are about to scan from the Size pop-up menu.
7. Click on Show Details to make a few more specifications for scanning. For instance, you can select the document format type as either PDF, JPEG, or TIFF and change where to save the scanned items.
8. When satisfied with the settings, click Scan to complete the process.

What is the function of the scan button on a printer?

Pressing the scan button on a printer initiates the scanning process. The printer scans the document or picture and saves it as a digital file. You can save it on a computer or send it to another device or application.

How do you scan a document to PDF from a printer?

If you want your document to be scanned in PDF format, ensure you select PDF from the Document Format types on Scan Settings.

Why is my printer not scanning in colour?

Before clicking Scan, ensure your scan settings align with your needs. If you want to scan the document in colour, choose Colour from the settings, not greyscale. If the document is coloured and you choose greyscale, the scanned document will be poor quality.

Wrapping up

Document scanning is an important task because most documents nowadays are required as digital files. How to scan a document using a printer and save it on a computer varies depending on whether you are using a Mac or Windows computer. The steps are straightforward, and if you select the right settings, you will end up with a high-quality digital file you can save on your computer or send to another device.

DISCLAIMER: This article is not sponsored by any third party. It is intended for general informational purposes only and does not address individual circumstances. It is not a substitute for professional advice or help and should not be relied on to make decisions of any kind. Any action you take upon the information presented in this article is strictly at your own risk and responsibility!

Are you looking for a way to remove earphone mode in Tecno phones? Tuko.co.ke recently published a simple, detailed guide on how to do so.

You can be frustrated when your Android Tecno phone is stuck in earphone mode, even after you have tried all the tricks in vain. Read this article to learn how to solve the issue quickly.