How to Scan a Document to Your Computer or to PDF

01Key takeaway

To scan to PDF, place the page on the scanner glass or in the document feeder, open a scanning tool on your computer, choose PDF as the file type, then scan and save. Windows offers the Windows Scan app, macOS has scanning built into Printers & Scanners and Preview, and most manufacturers provide their own app with extra options. If the scanner doesn’t appear, the scanning driver is usually missing.

02Terms used in this guide

• Flatbed: the glass panel under the scanner lid.
• ADF (automatic document feeder): a tray that feeds several pages through the scanner automatically.
• Resolution (dpi): how much detail the scanner captures. Higher numbers mean more detail and larger files.
• PDF: a document file format that keeps the page layout and can hold several pages in one file.
• OCR (text recognition): software that turns scanned text into text you can search or copy.

03Prepare the scan

1. Wipe the glass. Use a soft, lint-free cloth. Dust and smudges appear on every scan.
2. Remove staples and paper clips, especially before using a document feeder, where they can damage the rollers.
3. Place the original. For the flatbed, lay it face down, aligned with the corner marker. For the feeder, load pages face up or face down as the tray icon shows.
4. Check the scanner is available. It should be on, with no error on its screen, and on the same network as your computer if it uses Wi-Fi.

04Choose your settings

If you are scanning something to send by email or upload to a website, check any file size limit first and choose settings to match. Forms for schools, banks and government services usually only need clear, legible black-and-white or grayscale scans.

Higher resolution isn’t always better: it makes files larger and slower to send, without making text more readable.

05Scan on Windows

1. Open the Windows Scan app. Search for “Scan” from Start. If it isn’t installed, you can get it from the Microsoft Store.
2. Pick your scanner and source. Choose flatbed or feeder.
3. Choose file type and color mode. Select PDF for documents. Use Show more for resolution and the save folder.
4. Preview and scan. Preview shows the page so you can check placement; Scan saves the file.
5. Find your file. The app shows where it was saved, usually a Scans folder inside Pictures.

You should see: a notification or link to the saved file. If the scanner doesn’t appear in the app, open Settings, then Bluetooth & devices, then Printers & scanners and check it is listed; Microsoft’s scanner guide explains how to add it.

06Scan on a Mac

1. Open System Settings, then Printers & Scanners, and select your all-in-one.
2. Click Open Scanner. (On some models you may see a Scan tab first.)
3. Click Show Details to see all options: kind, resolution, format and where to save.
4. Choose PDF as the format, and turn on the option to combine pages into a single document if you are scanning several pages.
5. Click Scan. The file is saved where you chose.

You can also scan from Preview by choosing File, then Import from Scanner. If you already have a document open and want it as a PDF, macOS can also save almost any document as a PDF from the print dialog; Apple’s guide explains how.

07Scan multiple pages into one PDF

• With a feeder: load all pages, choose PDF and the feeder as source, and scan once. Many tools save everything as one file automatically.
• With a flatbed only: use a tool that supports adding pages. The manufacturer’s app usually offers “Add page” or similar. On a Mac, the combine-into-one-document option in the scan window does this. In the Windows Scan app, scan each page then combine them using another app if needed.

Did it work? Open the PDF and scroll through it. Check every page is there, the right way up and readable.

08Scanning from the printer’s own panel

Many all-in-ones have a Scan button or menu on the printer itself. Depending on the model, it can send scans to a computer running the manufacturer’s software, a USB drive, email or a network folder. These destinations usually need setting up first, often through the manufacturer’s software or the printer’s web page. The manual explains the options for your model. Our all-in-one printer explainer describes these features in general terms.

09When to get more help

If your computer can print to the device but can’t scan, install the full software package or app from the manufacturer’s support site; the basic printer driver may not include scanning. If the scanner isn’t detected at all, check the connection as in our guide to adding a printer in Windows and macOS. If scans show lines or marks even after cleaning the glass, or the feeder won’t pull paper after cleaning as the manual describes, contact the manufacturer’s support.

10Common questions

Can I scan from my phone instead?

Yes, if the manufacturer’s app supports your printer, or by using your phone’s camera with a document-scanning feature. Our guide to printing from a phone or tablet covers the apps involved.

Why is my scanned PDF so large?

High resolution and color mode increase file size. For text documents, try grayscale or black and white at around 200–300 dpi.

How do I make a scanned PDF searchable?

Use a scanning tool with OCR or text recognition. Many manufacturers’ apps offer it, and the Mac scan window may offer it for PDFs on supported devices.

Where do my scans go?

The scanning app shows the save location. In the Windows Scan app it defaults to a Scans folder in Pictures; on a Mac, you choose it in the scan window.