How to Scan a Document to Email

How to Scan a Document to Email

Scanning a document to email is a straightforward process that can be done using a scanner, a multifunction printer, or even a smartphone. Follow these steps to ensure your document is scanned and sent via email efficiently.

1. Prepare Your Document

• Ensure the document is clean and flat: Remove any staples or paper clips that might damage the scanner.

• Organize pages: If you have multiple pages, make sure they are in the correct order.

2. Use a Scanner or Multifunction Printer

• Turn on the scanner/printer: Make sure it is connected to your computer or network and appropriate software is installed.

• Place the document: Open the scanner lid and place the document face down on the glass or in the automatic document feeder, (ADF).

• Select scan settings: Unless you need sharp images or color, choose the proper settings such as resolution (300 dpi is standard for most utility documents), color mode (color, grayscale, or black and white), and file format (PDF is commonly used). High resolution scanning makes larger files.

3. Scan the Document

• Initiate the scan: Use the scanner software on your computer or the control panel on the scanner/printer to start the scan.

• Review the scan: Check the scanned document on your computer to ensure it is clear and complete. If necessary, adjust the settings and rescan.

4. Save the Scanned Document

• Choose a location: Save the scanned document to a folder on your computer where you can easily find it.

• Name the file: Give the file a descriptive name to help you find it later.

5. Attach the Document to an Email

• Open your email client: Use your preferred email service (e.g., Gmail, Outlook).

• Compose a new email: Click on the option to create a new email.

• Attach the file: Click on the attachment icon (usually a paperclip) and navigate to the location where you saved the scanned document. Select the file to attach to the email.

• Add recipient and message: Enter the recipient’s email address, write a subject line, and include a message if needed.

• Send the email: Once everything is ready, click send.

6. Using a Smartphone

If you do not have access to a scanner or multifunction printer, you can use your smartphone:

• Download a scanning app: Apps like Adobe Scan, CamScanner, or Microsoft Office Lens are popular choices.

• Scan the document: Open the app, follow the instructions to scan the document using your phone’s camera.

• Save and share: Save the scanned document and use the app’s sharing feature to email it directly from your phone.

If you follow these steps, you can easily scan and email documents, making it convenient to share valuable information quickly and efficiently.

If we can assist you further, please contact us today at 877-686-6642!

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