BPMS Guide

How to Scan a Document

As more and more employees are becoming accustomed to working away from the office, it is vital that they have access to the information essential for them to work efficiently.

As a result, we at BPMS are constantly being asked for help in the best methods to scan documents to make them widely available.

In the latest of our BPMS Guide’s we explain the most popular ways to scan a document

How to Scan a document from an iPhone or iPad

  1. Open Notes on your iPhone or iPad.
  2. Create a new note or tap on an existing one to add a document to it.
  3. Tap the camera button at the bottom of the screen or above the keyboard.
  1. Tap Scan Documents.
  2. Line up the documentyou want to scan.
  3. Tap the shutter buttonif the scanner doesn’t automatically scan the document. Repeat this step for every document you want to scan.
  4. Tap Saveafter you’ve scanned all of the necessary pages. The button will have a count of how many pages you scanned.
  5. The scanned pages will populate in a new note in the Notes app.

How to Scan documents to pdf in Windows

  1. Connect your scanner to your computer.Depending on your scanner, you can do this via the USB cable, or you can connect wirelessly over your network if your scanner has that feature. Every scanner is different, so consult the manufacturer’s user guide for instructions on how to properly connect your scanner to your computer.
  1. Place your document in the scanner.This should be the document you want to turn into a PDF.
  1. Open Start Click the Windows logo in the bottom-left corner of the screen.
  1. Type fax and scaninto Start. This will search your computer for the Fax and Scan program
  1. Click Fax and Scan.It’s a printer-shaped icon at the top of the Start window. Doing so will open your PC’s Fax and Scan program.
  1. Click New Scan.This button is in the upper-left side of the Fax and Scan window. Clicking it opens a new window.
  1. Make sure your scanner is selected.If there are multiple scanners on your network, check the “Scanner” section at the top of the window to ensure that the one listed there is the one you want to use. If the scanner currently selected isn’t the one you want to use, click Change… and then select the scanner.
  1. Select a type of document.Click the “Profile” drop-down box, then click one of the following options:
  • Photo
  • Documents
  1. Select the type of scanner.Click the “Source” drop-down box, then click one of the following options:
  • Feeder– Select this option if your documents are fed into the scanner through a chute. Used for scanning multiple documents into one PDF.
  • Flatbed– Pick this option if your scanner has a lid that you lift up to place the documents.
  1. Click Scan.It’s at the bottom of the window. Doing so will prompt your document to begin scanning into your computer.
  • You can also change colour options here before clicking Scan.
  1. Click File.Once your document finishes scanning, you’ll click this tab in the upper-left corner of the window. A drop-down menu will appear.
  1. Click Print….It’s in the drop-down menu.
  1. Click the “Printer” drop-down box.You’ll find this in the upper-left side of the Print window.
  1. Click Microsoft Print to PDF.It’s in the Printer drop-down menu.
  • If this isn’t an option, use the default settings to scan your image into your computer as an image, then convert the image to a PDF. 
  1. Click Print.This option is in the lower-right side of the window.
  1. Select a save location.Click a folder on the left side of the window.
  1. Enter a name for your PDF.Do this in the field to the right of the “File name” heading.
  2. Click Save.It’s at the bottom of the window. Doing so will save your scanned file as a PDF in your selected save location.

How to Scan a document to email

  1. Scan the document you want to send.The process for doing so will vary depending on your scanner and the computer or mobile device you’re using.Scanning a document in PDF format offers the most flexibility and greatest likelihood for compatibility across most devices and computers.
  1. Open your email application or email website.On your computer, open your email app or go to your email provider’s website in a web browser where you normally check your mail.
  1. Compose a new email message.Be sure to reference the attachment so that the recipient knows to look for it. To start a new message, look for a button with a pencil icon, usually at the top of the screen, or a + symbol.
  1. Type the recipient’s email address in the “To:” field.
  1. Click the “attach files” button.The “attach files” button is sometimes a paper clip icon. In some cases, you may be able to right-click on the scanned document, click Copy, right click in the new email message, and click Paste to add the document to the email address.
  1. Locate and click the scanned document in the dialog box. 
  1. Click OpenDepending on the email app you’re using, the button may also be labelled OK or Attach.
  1. Send the message.
  • When they receive your message, the recipient will need to double-click or tap the attachment to view the scanned document you emailed to them.

How to Scan a document on a Mac

  1. Plug in your scanner or multifunction printer.In most cases, you’ll connect it to your Mac with a USB cable that attaches from the scanner’s (or printer’s) port to the back or side of your Mac. Alternatively, you can use a wireless-enabled printer or scanner through your local Wi-Fi connection. If you prefer to communicate with the scanner wirelessly, go through the setup procedure on your scanner. Make sure it is connected to the same strong wireless network as your Mac.
  1. Open the Apple menu Click the Apple logo  in the top-left corner of the screen. A drop-down menu will appear.
  1. Click System Preferences.It’s in the drop-down menu. Doing so opens the System Preferences window.
  1. Click View.This menu item is at the top of the screen. Clicking it prompts a drop-down menu.
  1. Click Print & Scan.It’s in the drop-down menu. A pop-up window will open.
  1. Click .This is in the lower-left side of the window. Clicking it opens a menu with the currently connected printers and scanners.
  1. Select your scanner.Click your scanner’s name in the menu.
  1. Follow any on-screen prompts.You may be asked to confirm the scanner’s installation; if so, click through the on-screen prompt(s).
  1. Update your scanner’s software if necessary.Once your scanner is installed on your Mac, you can check its software to make sure it’s up to date:
  • macOS Mojave and up— Click the Apple menu, click Software Update, and click Update All if prompted.
  • macOS High Sierra and down— Click the Apple menu click App Store, click the Updates tab, and click UPDATE ALL if available.
  1. Place your document in your scanner.Your paper should go face-down in the scanner’s tray.
  2. Open Spotlight Click the Spotlight icon, which resembles a magnifying glass, in the top-right corner of the screen.

Click the Spotlight icon, which resembles a magnifying glass, in the top-right corner Click the Spotlight icon, which resembles a magnifying glass, in the top-right corner of the screen.of the screen.

  1. Open Preview.Type previewinto the Spotlight text box, then double-click the Preview Doing so opens the Preview window.
  1. Click File.It’s in the upper-left corner of the screen.
  1. Select Import from Scanner.This is in the drop-down menu. A pop-out menu will appear.
  1. Click Include Networked Devices.It’s in the pop-out menu.
  1. Select your scanner.Once you’ve prompted Preview to look for networked scanners, you can do the following:
  • Click File.
  • Select Import from Scanner.
  • Click your scanner’s name.
  1. Click File, then click Export as PDF.Doing so opens the Save As window.
  1. Enter a name.In the “Name” text box, type in the name you want to use for your scanned file’s PDF.
  1. Select a save location.Click the “Where” box, then click the folder in which you want to save your PDF in the resulting drop-down menu.
  1. Click Save.It’s at the bottom of the window. Doing so will save your scanned document as a PDF in your specified location.

How to Scan a document on a Printer

On Windows

1.Place a document face-down in your scanner. You’ll also want to make sure that your scanner is on and connected to your computer before proceeding.

2.Open Start. Click the Windows logo in the bottom-left corner of the screen.

3.Type fax and scan into Start. Doing so will search for the Windows Fax and Scan app.

  1. Click Windows Fax and ScanIt’s at the top of the Start window.
  2. Click New ScanThis option is in the upper-left side of the Fax and Scan window. A new window will open.
  3. Make sure that your scanner is correct. If you don’t see your scanner’s name at the top of the window or the wrong scanner is listed, click Change…in the upper-right side of the window and then select your scanner’s name.
  4. Select a type of document. Click the “Profile” drop-down box, then select the type of document (e.g., Photo) in the drop-down box.
  5. Decide on your document’s colour. Click the “Colour format” drop-down box, then select either Colouror Black and White. Your scanner may also have different options for colours here.
  6. Select a file type. Click the “File type” drop-down box, then click the file type (e.g., PDFor JPG) that you want to use to store the scanned document on your computer.
  • When scanning anything other than a photo, it’s best to select PDF.
  1. Change any other options on the page.Depending on your scanner, you may have other options (e.g., “Resolution”) that you can modify prior to scanning your document.
  2. Click Preview.It’s at the bottom of the window. This will bring up a preliminary scan to show you what your scanned document will look like.
  • If your document appears crooked, uneven, or chopped-off, you can readjust the document in your scanner and then click Preview again to see if your adjustment fixed the problem.
  1. Click Scan.It’s at the bottom of the window. Your document will begin scanning into your computer using your selected options and format.
  2. Find your scanned document.To do so:
  • Open Start
  • Open File Explorer
  • Click Documents on the left side of the window.
  • Double-click the Scanned Documents

On Mac

  1. Place a document face-down in your scanner.You’ll also want to make sure that your scanner is on and connected to your computer before proceeding.
  1. Open the Apple menu.  Click the Apple logo in the top-left corner of the screen. A drop-down menu will appear.
  1. Click System PreferencesIt’s at the top of the drop-down menu.
  1. Click Printers & Scanners.This printer-shaped icon is on the right side of the System Preferences window.
  1. Select your scanner.Click your scanner’s (or printer’s) name in the left-hand column.
  1. Click the ScanIt’s at the top of the window.
  1. Click Open ScannerYou’ll find this near the top of the Scan tab window.
  1. Click Show Details.It’s in the lower-right side of the window.
  1. Select a file type.Click the “Format” drop-down box, then click a file type (e.g., PDF or JPEG) that you want to use to save your file.
  • When scanning anything other than a photo, it’s best to select PDF.
  1. Decide on a colour.Click the “Kind” drop-down box at the top of the page, then select a colour option (e.g., Black and White).
  1. Select a storage location.Click the “Save To” drop-down box, then click a folder in which you want to save your scanned document (e.g., Desktop).
  1. Change other options on the page.Depending on the type of file that you’re scanning, you may want to change the “Resolution” value or the “Orientation” value here.
  1. Click Scan.It’s in the bottom-right corner of the window. Your document will begin scanning into your computer. When it finishes, you’ll be able to find it in your selected save location.