How to Scan a Document to Email

How to Scan a Document to Email image

Nowadays, it seems like every document is going digital — bills, tax forms, even handwritten notes. In fact, paperless is the new black, and there are many ways to make it happen. One of them is by scanning documents to email. Scanning documents to email has multiple benefits — it's a great way to both save space and keep track of your documents because they're all in one digital place. Last but not least, you can easily share them with others as email attachments. So, how do you scan a document, and more importantly, how to scan a document to email? It's actually very simple. Let's scan the matter, shall we?

How to Scan and Email a Document in Windows

  1. Open the Start menu and search for "Scan a document or picture." If you can't find it, use the search tool in the lower-left corner.
  2. Once you've opened the Scan app, check if your scanner is connected. If not, double-check to make sure it's switched on and properly connected.
  3. Select which of the available scanners (if any) you'll be using and the file format in which your scans will be saved. If you just want a picture, JPEG and PNG are both popular formats.
  4. Place your document face down on the scanner's glass, and go to Show More > Preview so you can see if you're happy with the potential outcome.
  5. Before you start scanning, go to the "Show More" function and select the desired image settings like resolution, color, etc.
  6. Allow the scanner to finish scanning your document as a preview. If the document is misaligned or misplaced, correct its position in the scanner and preview it again.
  7. Select an area to scan by clicking and dragging over it. After you've decided where you want to scan, click the "Scan" button and wait for it to finish.
  8. Repeat for every page you want to scan.
  9. Create an email message in your email program. Fill in the subject line, message, and attach your file from the respective folder.
  10. Send your email.

And voila! Your document is on its way!

How to Scan and Send a Document on a Mac

The procedure of how to scan documents to email on a Mac is also fairly simple. Here are the steps:

  1. Place your documents in the scanner.
  2. From the Apple menu, go to System Preferences and select Printers & Scanners.
  3. Select your scanner and then Open Scanner. If you don't see it listed, make sure it's on and plugged in.
  4. Next, click on “Use Document Feeder.”
  5. Several scanning options will appear next, and depending on your preferences, you can change the color, type of document, size, orientation, and other details.
  6. To scan the document, click “Scan” to begin scanning. The program will then notify you as soon as the scanning is completed.
  7. Repeat if you wish to scan more documents to email.

Now you have a digital replica of your document. Remember where you saved it, or save it to your Desktop so you can email it.

So there you have it, how to scan a document to email on a Mac, explained!

And since mobile email statistics show over 50% of the global population use their mobiles daily to do all sorts of transactions, here is how to scan and email documents on Android and iOS.

How to Scan a Document and Email It Using iPhone or iPad

Luckily for you, iOS developers have thought of everything, even how to scan and send documents without a printer or scanner. Here are the steps:

  1. First, place the document you wish to scan on a flat surface.
  2. Open the Notes app on your iPad or iPhone.
  3. Create a new note or choose an existing one where you wish to add the scanned document.
  4. Select the camera icon at the bottom of your screen and tap “Scan Documents.”
  5. Aim the camera at the document you wish to scan (if the device doesn't automatically start scanning, press the shutter button to begin).
  6. Repeat this procedure for each page.
  7. Your document has now been scanned and stored in your Notes application.

Your scanned document is ready to be attached and sent with an email.

How to Scan a Document and Email It Using Android

Android devices have a similar procedure for how to scan documents to email. Here are the steps:

  1. Place the document you want to scan on a flat surface.
  2. Open the Google Drive app and tap the “+” sign in the bottom right corner of your screen, then select the “Scan” option.
  3. Aim your camera at the document you want to scan (press the shutter button to begin scanning if it doesn't start automatically).
  4. To adjust the crop, tap on the image.
  5. Repeat the scanning procedure for each page.
  6. After scanning all the pages, tap on the “Share” button and select the Gmail app.
  7. In the email compose window, attach your scanned document and send it to the desired recipient.

Your scanned document is now on its way!

How to Scan to Email: How to Scan a Document From Printer to Computer

This feature is relatively new and available on some of the newer generations of printers and copiers. It allows users to directly scan a document and convert it into a PDF file. The great thing about this feature is that you don't need to use any software to email the scanned document. However, it does not provide all the functions of sending an email, such as adding text to your message, receiving a notification when it arrives, or making the necessary changes before sending it.

Another issue about the "scan to email" printer option is that by default, multifunction printers send emails in plain text. These emails are more likely to be intercepted by third parties that are also on the same WiFi network as your printer. In other words, this option is not very safe and is best used for documents that are not confidential, and the ones which you can personally confirm were delivered correctly.

Here is how it works:

  1. Prepare and place your hard copy on your printer’s feeder or glass.
  2. Select the "scan to email" option on your printer and hit Scan.
  3. Edit the scanned document by selecting Photo Size.
  4. Tap save and remember the folder where you've saved it.
  5. Launch your email app and click on "+" or "New Message."
  6. Tap the paperclip icon to attach the scanned document.
  7. Insert the email addresses of your recipients, type the subject line and message, and click "Send."

You have now scanned and emailed your document using your printer!


Now that we've gone through the various ways of how to scan a document to email, you can choose the option that works best for you. And remember, you will save space, keep track of your documents and share them with ease along the way.

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