How to Scan a Document on a Printer

A printer is a great device that allows you to print documents and graphics from a computer or laptop. What if you have a scanner and wish to convert a digital image into a printable or editable document? You are at the right place as this article shows you an easy, simple, and quick scan of a document on a printer. Scanning a document on your printer is a quick and easy process that doesn’t require you to spend hours being frustrated by tech jargon.

The idea of talking about how to scan documents on a printer may seem a little unusual, but there are actually quite a few ways to do this. Most people will probably prefer one way over another, and some might not be familiar with the options. The printer is one of the easiest and most common devices to use in a business environment. You can learn about how to scan documents on a printer quickly in this article.

This guide walks you through the steps to scan a document on a printer. In addition, we’ll show you how to scan multiple documents and how to scan a single page of a document.

How to Scan a Document on a Printer

Scanning on Windows

Whenever you plug a USB device into a Windows computer, your computer will detect the device automatically. Your printer will appear automatically by Windows, whether it is a wireless or network device, as long as it connects to your network or your computer’s Bluetooth.

The machine will need to be set up manually if your computer does not detect it.

Manually Adding a Printer


To begin, you must ensure the following: the printer should have power, is on, and have a connection to your computer. In addition, make sure your printer connects to the same network as your computer.

You can try restarting your computer and see if your computer now detects your printer after you double-check the above. However, if it still does not, let’s manually add your printer.

Step- 1

To start, click on the Start button and then click on Settings.

Step- 2

Click on Devices > Printers & scanners in the Settings window.

Step- 3

Select the Add a printer or scanner button under the Add printers & scanners section.

Step- 4

The computer will search for nearby devices via the network or directly connected to the computer. All you have to do is wait.

Step- 5

Once the computer has detected all nearby devices, select the device you wish to use and click Add to the device. Later, you can choose this machine from your scanning options because it will be automatically added.

However, if this does not work, click on the link. The printer that I want is not listed. This will launch the Printer Wizard. Once it launches, you can install the printer.

Step- 6

As soon as the hardware is added, you can open the app to begin scanning. There are two ways to scan documents in Windows; one is with the legacy Windows Fax and Scan app, and another is with the newer Windows Scan app. Let’s take a look at both below.

Windows Fax and Scan

Step- 7

Access Windows Fax and Scan by clicking on Start, then click on Windows Accessories > Windows Fax and Scan. To start a new scan, click on the New Scan button. A new scanning window will open. Select the correct scanner from the Scanner drop-down list. In the alternative, you can select a new scanner by clicking on Change.

Step- 8

If you have selected your device and configured your scan settings, you will be able to preview the scanned document once you have begun scanning. You can then scan and save the picture once you are satisfied with the results; just click on Scan.

Windows Fax and Scan will then display the saved image in the main window. Files saved in the Scanned Documents folder should be accessible from Documents > Scanned Documents.

Windows Scan

Step- 1

Windows don’t usually come with this app pre-installed. Download and install Windows Scan by going to the Microsoft Store. After it has been set up, click the Scan icon from the Start menu to launch it.

Step- 2

You will see a new Scan window. You can select the scanner from a list of multiple scanners, select the type of scan you wish to keep, and then select Preview. The scan will appear in the main window. The white circles at the corners of your file can also be dragged and dropped to adjust the edges.

Step- 3

When you are done setting your preferences, click Scan. A pop-up will appear at the top of the window after the scan is complete with the scan name and the location where it was saved. If you wish to view the file in a photo app, click on View. If you wish to close the file, click Close. The saved file will be available under Pictures > Scans.

Scanning on a Mac

Additionally, Apple computers can also be used to scan from any multifunction printer.

Step- 1

To begin, check your multifunction printer’s installation under System Preferences > Printers & Scanners. In the left column, it should be listed; otherwise, you’ll need to add it.

Adding Your Printer

Step- 2

Click on the plus sign to do so. A window will appear where you can add a printer. In this window, you will see your USB printer listed automatically if it’s connected. However, you should click on the IP icon if you are using a network printer and then set up the printer with its network address.

Step- 3

If your device is still not listed in the Add Printer window, you will need to download the appropriate drivers from your printer manufacturer’s website.

Starting Your Scan

Step- 4

Go back to Printers & Scanners after your device has been installed on your Mac. Click on the Scan tab after selecting the device you want to use. Your device’s name should appear in the main window, and below it, click the Open Scanner button.

Step- 5

You will then see the scanner window. To scan a document, select the folder where it will be saved, pick the paper size, and then press Scan. In order to determine what documents are being printed, the printer performs a preliminary scan. After that, it will scan and save each document it finds.

In the previous paragraph, you selected a folder where you can find the file you scanned recently.

How to Scan a Document on a Canon Printer

Step-1: Activate Your Printer

turning on a printer

In order to use your printer, turn it on. Click the “On” button on the printer. You need to make sure the printer is connected to a working power supply if it won’t turn on.

Step-2: Open Scanner’s Lid

opening the printers lid

Open the scanner’s lid, and you’ll be able to see the scanner’s glass bottom.

Step-3: Place the Document

placing a document on scanner

Place your paper face down in the scanner. In the back-left corner of the document, there should be an arrow. Align the document with this arrow. Your document must be aligned with the top and left edges of the glass.

  • Using an automatic document feeder on your Canon printer, insert the document face up in the feeder. Make sure the guides on the side correspond to the width of your document. If the document has been inserted correctly, you will hear a beep.
  • If you are unable to use the built-in scanner, consult your Canon’s instruction manual.

Step-4: Close the Lid

closing the scanner lid

Put the lid back on the scanner. If you are scanning a document, ensure that it is firmly closed.

Step-5: IJ Scan

windows search bar menu

Navigate to the folder containing the IJ Scan Utility. If you are using a PC or Mac, follow the steps below to access IJ Scan Utility:

A Windows computer:

  • Go to the Windows Start menu.
  • Launch Canon Utilities.


  • In the top menu bar, click Go.
  • Then click Applications.
  • Launch Canon Utilities.
  • Click on the IJ Scan Utility folder.

Step-6 Launch IJ Scan Utility

marked ij scan utility app

Open the IJ Scan Utility. An image of a document next to a scanner appears as its icon.

  • Access the utility by clicking the icon.
  • Click on Settings. The IJ Scan Utility app it’s located in the lower-right corner.
  • Scan documents by clicking Document Scan. Click it from the left-hand menu.

Step-7 Select PDF (Multiple Pages)

document saving dialogue box

By selecting PDF (Multiple Pages) from the drop-down menu next to Data Format, you will be able to scan more than one page at a time into one document.

  • There are some printers that can configure to scan a document on both sides automatically. In the drop-down menu that appears next to Select source, select Document (ADF/Platen) to turn this option on.

Step-8: Chose to Save Location

scaning dialogue box

Choose a location to save to and click OK. Using the drop-down menu next to Save in, you can choose where you should save your documents. Press OK to save.

  • Documents will be saved by default in a folder called “Documents.

Step-9: Scan Your Page

saving dialogue box

Please click the Document icon. You can find this option under the IJ Scan Utility window. There’s an icon next to the document that says PDF. Press it to scan your page. It may take a few moments.

Step-10: Scan Multiple Pages

multiple document saving dialogue box

Add the next page to the glass scanner or the document feeder if you have more than one page to scan. Make certain that the document is aligned with the arrow on the back-left side of the glass scanner. After scanning the first page, click Scan to move on to the next.

Step-11: The Exit

exit dialogue box

Please click Exit once you have scanned all pages of your document. In your Documents folder, or wherever you choose to save your documents, your document will be saved as a PDF file.

Frequently Asked Questions

How do I get my HP printer to scan?

  • On the home screen of the HP Smart app, click the Scan tile.
  • On the top menu, choose a scanning option.
  • Insert the original into the automatic document feeder (ADF) or on the printer scanner glass.
  • Click Scan in the lower right corner after selecting the scan job type, size, color, and resolution settings.

How do I scan a document and email from my HP printer?

Scanning to email

  • Place the document on the scanner glass according to the printer’s instructions.
  • Put the lid on the scanner.
  • Touch the Scan icon on the printer control panel’s home screen.
  • Use the Scan to Email option.
  • Send an email by clicking Send an email.
  • Choose the From address you would like to use.

How do I scan and email a document on my Epson printer?

Scanning to Email

  • To scan your original, place it on the product.
  • If necessary, press the home button.
  • Click on Scan.
  • Click on Email.
  • Follow these steps:
  1. Select the Scan Settings option.
  2. To choose your scan’s file format, click File Format.
  3. Change the file name and subject settings if necessary.

Final Words

So now you should know how to scan a document on a printer. While there is still some room for improvement, the process can easily be done. These steps are designed to save you time and energy while scanning your documents. Now you won’t have to worry about how to scan a document on a printer.

These steps should help you successfully scan your next document on a printer. You may run into issues if your printer isn’t set up properly or if you have a computer without the proper drivers. If that happens, you may need to contact technical support for your printer or computer or seek out the help of a tech-savvy friend.

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