Scanning and printing a document might sound like two separate tasks but they often go hand in hand. Whether you need to duplicate an important form, save a copy of a signed letter or create hard copies of existing paperwork, being able to scan and print a document quickly is an essential skill at home or in the office. This article explains how to scan a document using a printer or scanner and how to print it once the scan is complete.
What You Need to Get Started
To scan and print a document you will need a multifunction printer that includes a scanner or a standalone scanner and a separate printer. Most modern home and office printers now include scanning functions and are known as all-in-one printers. You will also need a computer, smartphone or tablet to control the process and manage the files.
Make sure your printer is turned on, connected to your device and loaded with paper and ink. If you are using a scanner for the first time install the manufacturer’s software or driver from their website to ensure full compatibility.
How to Scan a Document on Windows
Place your document face down on the scanner glass or into the automatic document feeder if your printer has one. On your Windows computer open the Scan app by searching for Windows Fax and Scan or Scanner in the Start menu. Select New Scan then choose your scanner from the list.
Next choose the file type, colour format and resolution. For most documents PDF or JPEG at 300 dpi is suitable. Click Preview to check the image then click Scan to begin. Once the scan is complete you can save the file to your computer.
Some printers also come with their own software such as HP Smart, Epson Scan or Canon IJ Scan Utility which can be used instead of the Windows app. These often include more advanced options and better control over file formats.
How to Scan a Document on Mac
If you are using a Mac, open the Preview app or Image Capture. With the printer or scanner connected, select it from the list of devices on the left. Place your document in the scanner and choose the desired file format, resolution and scan area.
Click Scan and save the file to your preferred location. Alternatively, if your printer includes a scan button, you can sometimes initiate the scan directly from the device and send the file to your Mac over Wi-Fi or USB.
Using a Mobile App to Scan Documents
Many modern printers support mobile scanning through apps such as HP Smart, Canon PRINT or Epson iPrint. These apps allow you to scan documents using your phone’s camera or the scanner built into the printer. Open the app, choose the Scan option, follow the prompts and save the file to your phone or cloud storage.
If you do not have access to a printer scanner, you can still scan documents using your phone’s camera with apps like Adobe Scan, Microsoft Lens or Apple’s built-in Notes app. These apps automatically detect document edges and adjust lighting to create high-quality scans.
Printing the Scanned Document
Once you have saved your scanned document as a file on your device, the next step is to print it. Open the file using a suitable application such as Preview, Adobe Reader, Word or your default image viewer. Select File > Print or press Command + P on a Mac or Ctrl + P on Windows.
Choose your printer from the list, adjust settings like paper size, orientation or number of copies then click Print. Make sure your printer is online and loaded with the correct paper. If you are printing a PDF and encounter issues, try opening it in another app or re-saving the file.
Printing from a Mobile Device
If you scanned the document on your smartphone and want to print it directly from there, open the file in your scanning app or document viewer and select the Print option. Your phone should detect any compatible wireless printers on the same network. Choose your printer, check the settings and tap Print.
You may need to install the appropriate app or print service plugin for your printer brand to ensure everything works smoothly. Most apps support features like double-sided printing and colour selection.
Tips for Better Results
For the clearest scans make sure the document is flat and well-lit. Remove any creases or folds before placing it on the scanner glass. Use a higher resolution setting if the text is small or if the document includes graphics. Keep the scanner glass clean to avoid smudges or streaks on the scanned image.
When printing, choose the right paper and check your ink or toner levels to maintain good quality. If you are making copies of a form or certificate, make sure the layout and margins are preserved to match the original as closely as possible.
Final Thoughts
Scanning and printing a document is a simple process once you know the steps. Whether you are using a desktop printer, a mobile device or a dedicated scanner, the key is to ensure your equipment is set up correctly and that your scanned files are clear and properly saved. With just a few clicks you can turn paper into digital files and digital files back into printed documents, making it easy to manage paperwork in both personal and professional settings.