A person scanning a document on a multifunction printer
Article · Printing Blog | Startoner

How to scan documents with your printer step by step

Updated

Place the document according to the scanner markings, select the device in a compatible app, choose the format and destination folder, then select Scan. Check the saved file before removing the original.

Scanning turns a piece of paper into a digital file: a PDF to archive a contract, an image of an invoice, a copy of an ID card. If your printer is a multifunction (it has a scanner lid or a document feeder on top), you already have everything you need. Let's go through each route, no waffle.

Key points

  • Any multifunction printer (prints + scans) will do; a "print only" printer can't scan.
  • For everyday text, 300 DPI can be a starting point. Check readability, OCR and file size; archival requirements, photos and enlargements may need different settings. No resolution guarantees every result.
  • Use PDF for documents and JPG only for photos: PDF supports multiple pages and searchable text with OCR.
  • PDF, OCR, multiple pages and direct email, folder or USB scanning depend on the device, app and setup; a screen does not guarantee these features.
  • Scanning uses no ink or toner. Only printed paper consumes any consumable.

Scanning is capturing an image of a piece of paper with the scanner's optical sensor and saving it as a file (PDF or image). It doesn't print anything, it uses no consumable: it only reads.

What do I need before I start scanning?

  • Confirm that your printer is a multifunction (prints and scans). If it only prints, it won't be able to scan, however many apps you install.
  • Follow the markings on the glass and feeder: paper orientation varies.
  • To scan to the computer or phone, both must be on the same Wi-Fi network as the printer (or connected by USB cable). If you don't know whether it's on the network, see our guide to how to connect the printer to Wi-Fi.

The ADF (automatic document feeder) is the top tray where you stack several sheets so the printer scans them one after another without you having to change them by hand.

How do I scan from the computer (Windows and Mac)?

Use a scanning app compatible with your model and the connection specified in its manual. Select the scanner, place the document and save the result. Capturing a document with the phone camera does not require a printer.

On Windows

  1. Open Windows Scan; install it from Microsoft Store if needed.
  2. Select the scanner and source: flatbed or feeder. Under File type, choose JPEG, PNG, TIFF or Bitmap.
  3. Adjust the available settings and select Scan.
  4. Find the file in the folder selected under Show more → Save file to. The default is Pictures/Scans in your user folder.

Need a PDF? Windows Scan saves images, not PDFs. Use a manufacturer scanning app compatible with your model that supports PDF and adding pages. On Mac, open the scanner through Printers & Scanners, select PDF and enable Combine into single document if available. Options depend on the scanner and app. Microsoft Support · Apple Support.

On Mac

  1. Open System Settings → Printers & Scanners and select your printer.
  2. Press Scanner → Open Scanner.
  3. Choose destination, format and resolution, and press Scan.

The manufacturer's app also scans from the computer and usually gives more options, such as text recognition (OCR). If one day the machine prints fine but doesn't scan, it's not unusual: they're two different routes, and sometimes only the scanning fails even though printing is running smoothly (see the printer won't print even though it has ink if you also have printing issues).

How do I scan from the phone?

  • Use a scanning app compatible with your model and the connection specified in its manual. Select the scanner, place the document and save the result. Capturing a document with the phone camera does not require a printer.

More printing and scanning options from the phone in our guide to how to print from your phone.

How do I scan directly to email, a folder or USB?

Check your model’s features and use a compatible scanning app. Follow the markings on the glass and feeder: paper orientation varies. PDF, OCR, multiple pages and direct email, folder or USB scanning depend on the device, app and setup; a screen does not guarantee these features.

How do I scan several pages into a single PDF?

If the app supports multipage PDF, choose PDF before starting. On the glass, scan each sheet and use Add page; with a compatible feeder, load the sheets according to its markings. Check the page order and save the complete document as one file.

PDF is the format designed for documents: it supports multiple pages, keeps the layout and allows searchable text with OCR. JPG (JPEG) is a single-page image format, made for photos; its text isn't selectable or searchable unless you apply OCR separately.

What resolution (DPI) should I use for scanning?

For everyday text, 300 DPI can be a starting point. Check readability, OCR and file size; archival requirements, photos and enlargements may need different settings. No resolution guarantees every result.

Does scanning use ink or toner?

Scanning uses no ink or toner and needs no new paper. It still uses electricity and equipment, so its total cost is not zero. Printing a copy of the file does use paper and ink or toner.

Before buying, check the exact model, reference, colour, declared yield and price. Read the product’s warranty and return terms; do not assume certification or coverage of the printer. Toner and ink catalogue · Warranty terms

Tips for a good scan

  • Clean the scanner glass with a soft cloth: dust and fingerprints show up on the copy. If you see repeated streaks or marks, it's almost always a dirty glass (different from streaks when printing, which we cover in my printer prints with streaks).
  • Close the lid properly so the document lies flat and without shadows.
  • Use PDF for documents and JPG for photos.
  • If you need to search or copy the text of the scanned document, enable OCR (text recognition) in the manufacturer's app. PDF is the only one of the two formats that saves that searchable text (CZUR, 2024).

Frequently asked questions

How do I scan a document with the printer?

Place the document according to the scanner markings, select the device in a compatible app, choose the format and destination folder, then select Scan. Check the saved file before removing the original.

How do I scan from my phone?

Use a scanning app compatible with your model and the connection specified in its manual. Select the scanner, place the document and save the result. Capturing a document with the phone camera does not require a printer.

Can I scan directly to my email?

Check your model’s features and use a compatible scanning app. Follow the markings on the glass and feeder: paper orientation varies. PDF, OCR, multiple pages and direct email, folder or USB scanning depend on the device, app and setup; a screen does not guarantee these features.

What resolution should I use for scanning?

For everyday text, 300 DPI can be a starting point. Check readability, OCR and file size; archival requirements, photos and enlargements may need different settings. No resolution guarantees every result.

Does scanning use ink or toner?

Scanning uses no ink or toner and needs no new paper. It still uses electricity and equipment, so its total cost is not zero. Printing a copy of the file does use paper and ink or toner. Star Toner compatibles catalogue

My printer won't scan, what should I check?

Check that the device has a scanner, is switched on and is detected by the app over a supported connection. Read the error message and model instructions before reinstalling software.

Keep reading at Star Toner

Sources

  • HP Support, How to scan with an HP printer (scan to computer, panel, PDF/JPG format): https://support.hp.com/us-en/document/ish_2275901-2074064-16
  • HP Support, Set up Scan to Email (requires network; USB doesn't support scan to email; EWS): https://support.hp.com/us-en/document/ish_6185297-6063300-16
  • Epson, Starting a Scan from a Smart Device (Epson Smart Panel): https://files.support.epson.com/docid/cpd5/cpd59021/source/scanners/source/scanning_software/tasks/starting_scan_smartpanel.html
  • Brother, Print or scan using Brother iPrint&Scan for mobile devices: https://support.brother.com/g/b/faqend.aspx?c=us&lang=en&prod=ads2500we_us&faqid=faq00100022_000
  • CZUR TECH, Best File Format for Storing Scanned Documents (PDF vs JPG, OCR, archiving): https://shop.czur.com/blogs/blog/which-is-the-best-file-format-for-storing-scanned-documents

Last updated: July 2026. Star Toner, Almacén Central, Calle Océano Atlántico 38, 11379 Los Barrios, Cádiz. CHICTRATEC S.L. (NIF B72834534), part of the Grupo Recycop founded in 1998.

Was this article helpful?

Back to blog