How to Scan a Document to Your Computer as a PDF

01Quick answer

To scan a document to your computer, place it on the scanner glass or in the document feeder, open a scanning app on your computer, choose PDF as the file type and click Scan. On Windows, Microsoft’s Windows Scan app works with many scanners; on a Mac, scanning is built into Printers & Scanners and the Image Capture app. Your printer maker’s own app is another option. This guide is for anyone who needs to turn paper forms, letters or receipts into files they can save, email or upload.

02Before you start

• Set up the scanner first. Your all-in-one printer must already be added on your computer. If it isn’t, see our guide to adding a printer on Windows or Mac.
• Clean the scanner glass with a dry, lint-free cloth. Dust and smudges show up as marks on every scan.
• Remove staples and paper clips, especially if you’ll use the automatic document feeder (the tray on top that pulls pages through by itself).
• Decide on a file type. PDF is best for documents and multi-page files. JPEG or PNG suits single photos.

03Why this happens

Scanning works differently from printing, so a printer that prints fine can still be awkward to scan from.

Usually simple to fix:

• No scanning app is installed yet, or the app doesn’t list the scanner.
• The scan saves as an image when you needed a PDF, because of the file type setting.
• Several pages came out as separate files because each was scanned separately.
• Scans look grey or blurry because of low resolution or a dirty glass.

Needs the manufacturer or a repair service:

• The scanner light doesn’t move or scans are blank even from the printer’s own controls.
• Lines appear on every scan even after cleaning the glass.

04Scan on Windows

1. Open a scanning app. Search the Start menu for Windows Scan. If it isn’t installed, Microsoft explains that you can get it free from the Microsoft Store. You can also use the printer maker’s app if you have it.
2. Choose your scanner from the list at the top of the app.
3. Pick the source. Choose the flatbed (glass) for single pages, photos and fragile documents, or the feeder for a stack of ordinary pages, if your scanner has one.
4. Set the file type to PDF and choose a colour mode: black and white or greyscale for text, colour for photos and forms with coloured ink. Leave resolution at the default unless you need more detail.
5. Preview, then scan. Select Preview if available to check the page is straight, then select Scan.

   What you should see: a message telling you where the file was saved, usually a Scans folder inside Pictures. Open the file to check it.

05Scan on a Mac

1. Open the scanner. Go to System Settings (or System Preferences), choose Printers & Scanners, select your all-in-one printer and choose the option to open the scanner. You can also open the Image Capture app from the Applications folder.
2. Show all settings. Click Show Details if you see it, so you can choose the format and destination.
3. Choose PDF as the format and select where to save the file.
4. For several pages, use the document feeder if you have one, or scan each page from the glass. In Image Capture, look for an option to combine pages into a single document when PDF is selected.
5. Click Scan, then open the saved file to check it.

06Get clear, readable scans

1. Place the page face down on the glass, aligned with the corner marker.
2. Close the lid gently so the page lies flat and outside light doesn’t get in.
3. Choose a moderate resolution for documents. Very high settings make huge files without making text easier to read.
4. Check the preview and crop out the empty edges if your app allows.
5. Name your file clearly, for example with the date and what it is, so you can find it later.

07Common mistakes to avoid

• Scanning with smudges on the glass.
• Choosing a photo format when you need a multi-page PDF.
• Feeding creased, torn or stapled pages through the document feeder.
• Saving scans of sensitive documents to a shared folder without thinking about who can see them.

08If it still doesn’t work

If your computer can’t find the scanner, or scans come out blank or streaky, see our scanner troubleshooting guide. If the scanner doesn’t work from the printer’s own buttons either, contact the manufacturer through its official support website with the model name and a description of the problem.

09The short version

Clean the glass, open Windows Scan, your Mac’s scanner window or the maker’s app, set the format to PDF and scan. Use the document feeder or a combine option for multi-page PDFs, and check each file before you send it.

10FAQ

How do I scan multiple pages into one PDF?

Use the automatic document feeder if your scanner has one; most apps then save all pages into one PDF. On a Mac, Image Capture can combine pages into a single document when PDF is selected. Many maker apps have a similar option to add pages before saving.

Where do my scans go on Windows?

The Windows Scan app usually saves to a Scans folder inside your Pictures folder, and it shows the location after each scan. Other apps let you choose a folder before scanning.

What resolution should I use for scanning documents?

The default setting in most apps is fine for ordinary documents. Use a higher setting only for small print, detailed drawings or photos you plan to enlarge, because higher resolutions create much larger files.

Can I scan with my phone instead?

Many printer makers’ apps let you start a scan from your phone and save it there. Phones can also photograph documents with built-in or app-based document scanning, which works well for quick copies.