How to Scan a Document to Email or PDF

Before You Start

Make sure you have:

• Access to a network printer/scanner in your office
• The document you want to scan
• Your email address (for scan-to-email)

Scanning from an Office Multifunction Printer

Most office printers have a built-in scanner. The exact steps vary by brand, but the general process is the same.

Step 1: Place Your Document

• Lift the scanner lid or use the document feeder on top
• For the flatbed scanner: place the document face down on the glass, aligned to the corner markers
• For the document feeder: place pages face up and adjust the paper guides

Step 2: Choose Scan Destination

On the printer's touchscreen:

• Press Scan or Scan/Send
• Choose your destination:

- Scan to Email: Sends the scanned document directly to an email address - Scan to Folder: Saves the file to a shared network folder - Scan to USB: Saves to a USB drive plugged into the printer

Step 3: Enter Details

• For Email: Enter your email address or select it from the address book
• For Folder: Choose the destination folder
• Adjust settings if needed (colour, resolution, file format)

Step 4: Choose File Format

• PDF (recommended): Best for documents, letters, and forms
• JPEG: Best for photos or images
• TIFF: Best for high-quality archival scans

Step 5: Scan

• Press Start or Scan
• Wait for the scan to complete
• Check your email or folder for the scanned file

Scanning from Your Computer (Windows)

Using Windows Scan App

• Connect your scanner or multifunction printer to your computer
• Search for Windows Scan in the Start menu (install from Microsoft Store if needed)
• Select your scanner from the dropdown
• Choose file type: PDF or JPEG
• Click Preview to check alignment
• Click Scan
• The file saves to your Scans folder in Pictures

Using Windows Fax and Scan

• Search for Windows Fax and Scan in the Start menu
• Click New Scan
• Select your scanner
• Choose colour mode and resolution
• Click Preview, then Scan
• To save as PDF: go to File > Print > select Microsoft Print to PDF

Scanning from Your Phone

iPhone

• Open the Notes app
• Create a new note or open an existing one
• Tap the camera icon > Scan Documents
• Hold your phone over the document
• The camera will automatically detect and capture the page
• Tap Save when done
• Share the scan via email, AirDrop, or save to Files

Android

• Open the Google Drive app
• Tap the + button > Scan
• Hold your phone over the document
• Tap the capture button
• Adjust corners if needed
• Tap Save
• The scan saves as a PDF in your Google Drive

Tips for Better Scans

Document Preparation

• Remove staples and paper clips before scanning
• Flatten any creases or folds
• Ensure the document is clean and readable

Scanner Settings

• Use 300 DPI for standard documents
• Use 600 DPI for documents with fine detail
• Use colour for documents with colour content, greyscale for text-only documents

Multi-Page Documents

• Use the document feeder for multiple pages
• If using the flatbed, scan each page individually and combine into one PDF

Common Issues

Scan is blurry?

• Clean the scanner glass with a lint-free cloth
• Ensure the document is flat against the glass
• Increase the DPI setting

Scan is too large to email?

• Reduce the DPI to 150 or 200
• Choose greyscale instead of colour
• Compress the PDF before sending

Cannot find the scanner?

• Ensure the printer is turned on and connected to the network
• Restart the printer and try again
• Contact IT if the scanner is not detected

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.