How to scan a document on a printer?

Scanning a document on a printer allows you to convert paper documents into digital files, which can be easily stored, shared, and accessed on various devices. Most modern printers come equipped with scanning capabilities, making it convenient to digitize your documents. In this article, we’ll guide you through the process of scanning a document on a printer and provide some useful tips for a smooth scanning experience.

Step 1: Prepare Your Printer

  • Turn on the Printer: Ensure your printer is powered on and ready to scan.
  • Check for Scanning Capabilities: Confirm that your printer has scanning functionality. Most multifunction printers have scanning capabilities.

Step 2: Load the Document

  • Open the Scanner Bed or Automatic Document Feeder (ADF): Depending on your printer model, you may have the option to scan documents using the flatbed scanner or the ADF.
  • Place the Document: For the flatbed scanner, place your document face down on the scanner glass and align it according to the markings on the printer. For the ADF, load the document face up in the feeder.
  • Close the Scanner Lid: If you’re using the flatbed scanner, close the scanner lid to avoid ambient light affecting the scan.

Step 3: Access Scanning Options

You can access scanning options through your printer’s control panel, a computer software application, or a mobile app provided by the printer manufacturer:

  • Printer Control Panel: Navigate to the scanning options using the buttons or touchscreen on the printer.
  • Computer Software: If you prefer scanning from your computer, open the scanning software provided by the printer manufacturer. This is often installed with the printer’s driver software.
  • Mobile App: If your printer is connected to Wi-Fi, you may be able to use a mobile app for scanning. Download the app from your device’s app store and follow the instructions.

Step 4: Select Scanning Settings

Once you’ve accessed the scanning options, choose your desired scanning settings:

  • Document Type: Select whether you are scanning a photo or a text document.
  • File Format: Choose the file format for the scanned document (e.g., PDF, JPEG, TIFF).
  • Resolution: Set the resolution based on your needs. Higher resolution results in better quality but larger file size.
  • Color Mode: Choose between color, grayscale, or black and white scanning.
  • Output Destination: Select where you want the scanned document to be saved (e.g., computer, email, cloud storage).

Step 5: Start Scanning

After adjusting your settings, start the scanning process:

  • Initiate the Scan: Depending on your printer model, press the scan button on the control panel, computer software, or mobile app to begin scanning.
  • Monitor the Progress: Keep an eye on the printer as it scans the document. This is especially important if you’re using the ADF, as it feeds the pages through the scanner.

Step 6: Save and Review the Scanned Document

Once the scan is complete:

  • Save the Document: The scanned document will be saved in the location you selected earlier.
  • Review the Scan: Check the quality of the scanned document and make sure it meets your expectations. If necessary, adjust the settings and scan again.


Scanning a document on a printer is a straightforward process that can help you digitize your paper documents for easy storage and sharing. By following the steps outlined in this guide, you can scan your documents efficiently and customize the settings to suit your needs. Whether you’re using the flatbed scanner or the automatic document feeder, the process is designed to be user-friendly. Enjoy the convenience of scanning your documents and unlocking the benefits of digital document management!