How to scan a document from printer to email?

How to Scan a Document from Printer to Email

Scanning documents directly from a printer to email is a convenient way to digitize physical documents and send them electronically. Whether you’re at home or in an office setting, modern printers often come equipped with scanning capabilities that can streamline your workflow. Here’s a step-by-step guide on how to efficiently scan a document from your printer and send it via email.

Step 1: Prepare Your Document and Printer

Ensure your document is properly positioned on the printer’s scanning bed. Remove any staples, clips, or bindings that could obstruct the scanning process. Adjust the document to align with the edges of the scanning area for a clean scan.

Step 2: Access the Printer’s Control Panel

Locate the control panel on your printer. This is typically a touchscreen or a series of buttons that allow you to navigate through different functions. Turn on the printer if it’s not already powered up.

Step 3: Select the Scan Function

Navigate through the printer’s menu to find the scanning function. This might be labeled as “Scan,” “Scan to Email,” or a similar option depending on your printer’s model and manufacturer.

Step 4: Configure Scan Settings

Before scanning, configure the scan settings according to your preferences:

  • Resolution: Choose the appropriate resolution (usually measured in DPI) for your document. Higher resolutions provide better quality but result in larger file sizes.
  • File Format: Select the file format for the scanned document. Common options include PDF, JPEG, or TIFF.
  • Destination: Choose “Email” as the destination to send the scanned document directly to an email address.

Step 5: Enter Email Address

After configuring the settings, the printer will prompt you to enter the recipient’s email address. Use the printer’s touchscreen or keypad to input the email address accurately. Some printers allow you to select contacts from an address book if previously set up.

Step 6: Start Scanning

Initiate the scanning process by selecting the “Start” or “Scan” button on the printer’s control panel. The printer will scan the document and convert it into a digital file format based on your chosen settings.

Step 7: Review and Send

Once scanning is complete, review the scanned document on the printer’s display to ensure clarity and quality. If satisfied, confirm the action to send the scanned document via email. The printer will process the document and send it directly to the specified email address.

Step 8: Check Your Email

After sending, check the recipient’s email inbox to verify that the scanned document has been successfully delivered. Ensure that the email contains the scanned document as expected and that it meets all necessary requirements.


Scanning documents from a printer to email offers a straightforward method to digitize physical documents and transmit them electronically. By following these steps, you can leverage your printer’s scanning capabilities effectively, enhancing productivity and reducing the reliance on traditional paper-based workflows. This method not only saves time but also supports eco-friendly practices by minimizing paper usage. Embrace the convenience of scanning documents from printer to email to streamline your document management processes in both personal and professional environments.