How To Scan A Document To Email?

How To Scan A Document To Email

Scanning documents has never been easier. With today’s technology, anyone can quickly and easily send important information fast.

From setting up your scanner properly to sending out the final product, we’ll walk through each stage together.

Equipment And Tools Needed

  1. First off, you should have a scanner – how else would you scan right? This device will allow the document to be digitized so that it may be sent via email.
  2. Secondly, make sure that your computer has software such as Adobe Acrobat Reader or Microsoft Word installed for viewing PDFs and other file types.
  3. Finally, ensure that your internet connection is working properly so that you can send emails with ease.

Scanning A Document To Email In Windows 10

To begin, you’ll need a scanner connected to your computer and an internet connection.

  1. Next, open the scanning software that came with your scanner or uses Windows Fax and Scan if you are using Windows Vista or later versions of the Windows operating system.
  2. Select ‘New Scan’ from the menu bar at the top. Here, you can adjust settings such as resolution and color quality before beginning the scan process.
  3. When ready, click ‘Scan’. Depending on your chosen settings, this may take a few moments to complete.
  4. Once it’s finished, save the scanned file somewhere convenient like the desktop so it’s easily accessible while composing your email message.
  5. Then open up an email client like Outlook or Gmail and attach the scanned document by clicking ‘Attach File’ in the window that appears when attempting to compose a new message.
  6. Finally, type out your message and hit send!

Scanning A Document To Email In macOS

  1. Connect your Scanner to your Mac using USB cable/networking port. |
  2. Open ‘Image Capture’ from the Applications folder. It should detect the connected scanner automatically.
  3. Select the desired settings for your scan in the panel of options such as resolution, size and color depth, etc.
  4. You can also rename the scanned file if you wish by typing its name in the Name field below the preview window.
  5. Click the ‘Scan’ button when ready.

Once your scan has finished, you can see it displayed in the main window of the Image Capture app along with other images already stored on your device.

If you want to save it onto disk, click on ‘File’ > ‘Export…’ menu item followed by selecting the destination folder where to save the scanned image file before hitting the Save button located at the bottom right corner of the dialog box that appears after clicking Export option mentioned above.

To attach a scanned image file directly within an email message without saving it first onto disk, just drag-and-drop the thumbnail icon representing this particular file found inside the preview pane of Image Capture’s main window over the mail recipient’s address field.

Using Preview

Another built-in MacOS application that can be used to scan documents is Preview.

Follow these steps to scan your document using Preview:

– Launch Preview from the Applications folder or by searching for it in Spotlight (Cmd + Space).

– From the File menu, select “Import from Scanner > [Your Scanner Name].”

– Place your document on the scanner bed and click “Scan” in the Preview window.

– Once the scanning is complete, choose “Save” from the File menu to save your scanned document.

Using third-party applications for macOS

In addition to the built-in MacOS applications, there are numerous third-party scanning applications available in the Mac App Store.

Some popular options include VueScan, ExactScan, and ABBYY FineScanner. These applications offer advanced features like Optical Character Recognition (OCR), batch scanning, and automatic document feeder support.

Scanning A Document To Email In Android

Download an App for Document Scanning 

I would first download an app that will allow me to scan documents with my Android phone. There are several free apps available in the Google Play Store, but we recommend CamScanner, Adobe Scanner, and Office Lens – you can’t go wrong with those! 🙂

Take a Picture of the Document 

Next, we’ll open the scanning app and tap on “Scan” to take a picture of the document you wish to scan. Most apps are so cool – they automatically detect the edges of the document and adjust accordingly. If necessary, you can further adjust the crop by using your finger to drag around the edges (which is a neat handy trick!). Once you are happy with the crop, tap “Done” and then tap “Save” to save it as a PDF file.

Email Your Scanned Document 

Finally, once your document has been saved as a PDF file, let’s go back into your scanning app and select “Share” from the menu. Then select “Email” from the list of share options and enter the email address of whoever needs to receive your scanned document. Tap “Send” to send off your document!  – Easy huh!?

Did you know – you could even scan and send emails through the Google Drive App!?!

  1. Yes!! Open the Google Drive app on your phone and click “Scan” at the bottom right corner of the screen.
  2. You’ll be prompted to take a picture of the document that you want to scan. Make sure that it is in focus before you snap the photo.
  3. After taking the photograph, adjust its size and crop it if necessary.
  4. Once you’re done editing, tap “Done”.
  5. Next, select “Send as Email” from the menu bar located at top of your screen.
  6. On this page, type in the addresses or contacts to which you would like to send this scanned document.
  7. Lastly, add any extra comments or notes into the text box provided below before clicking “Send” at the bottom right corner of the page.
  8. That’s all there is to it!

Also read: How to fix security policy prevents use of camera on Android

Scanning A Document To Email In iOS

This process is very similar to the one used with Android devices.

  1. Open your device’s camera app and make sure you are in photo mode.
  2. Point your camera towards the document you wish to scan and ensure its edges appear within the frame of your shot.
  3. Once you have taken the picture, tap it and select “Edit” from the options menu that appears.
  4. Here, use the available tools like crop or rotate to adjust your image as needed.
  5. When finished editing, press Done then click Share > Mail > Send File.
  6. A new window will pop up where you can enter an email address for sending your scanned document.
  7. Finally, hit Send!

Troubleshooting Common Issues

Scanning documents to email can be a bit tricky, especially if you’re new to the process.

Several common issues can arise while trying to scan and send your document:

The document won’t scan properly

Check scanner settings, make sure software is up-to-date, adjust document size/resolution, or try scanning in grayscale rather than color. Check if there are any obstacles in the path of the scanning device.

Printer/Scanner is not connected correctly

Unplug the printer from a power source; restart the computer; re-install driver software; connect the USB cable securely.

No connection between the device & computer

Ensure cables are secure, check wireless connectivity options, and update the router firmware.

The email address was rejected by the server

Double-check the spelling of the recipient’s email address; ensure the attachment meets file size requirements

If none of these solutions seem to work for you, it may be time to contact our technical support for further assistance.

Frequently Asked Questions

What Is The Best Scanning Software To Use?

  1. We love Adobe Scan. This application uses Optical Character Recognition (OCR) technology to turn scanned documents into editable text files; it also allows for annotations, highlighting, and signatures on PDFs. Another great feature of this product is its cloud connectivity, making it easy to share scans with other users instantly.
  2. Another popular choice among users is Microsoft Office Lens, a free app from Microsoft designed specifically for document scanning. The app automatically adjusts images according to light exposure and creates high-quality digital copies of documents in various formats such as Word or PowerPoint. Additionally, Office Lens also connects directly with OneDrive allowing quick access to stored documents anytime and anywhere.
  3. Finally, Evernote Scannable is another excellent choice that is quite popular with our clients! This app makes use of powerful AI tools that allow users to quickly capture photos using their smartphones’ cameras without having to adjust any settings beforehand. Furthermore, Evernote Scannable offers several customization options including file format conversions and editing capabilities so that you can get exactly the result you need every time you scan something new.

Can I Scan A Document To Email In Color?

Sure you can!

In general, it is possible to scan a document into an email as either a standard file format like PDF or JPEG, both of which can be sent in full color. It all depends on the type of scanner being used. If the scanner has settings for scanning documents directly into emails, then those instructions should be followed carefully so that the image is scanned correctly – including any coloring required.

However, certain types of scanners may only allow monochrome scans even if there is color present in the original document. This could mean that some details are lost during the process, resulting in less clarity than expected. As such, it’s always best to check with your scanner manufacturer for more specific guidance about how their particular device handles color files before attempting to scan something into an email with color included.

The good news is that many modern scanners now come equipped with features specifically designed for scanning documents into emails in full color – perfect for anyone who needs detailed visuals delivered at lightning speed!

Whether you’re looking for vibrant cover artwork or crisp product photos, having this capability makes sharing high-quality images much easier than ever before.

Is There A Limit To The Size Of The Document That I Can Scan And Attach To An Email?

The answer is YES; there are limits set by your email provider regarding the size of files you can attach to an email message. This means if your document exceeds those limits then it won’t send. To avoid this issue, it’s essential to understand what kind of documents and file sizes are allowed when sending via email.

When scanning documents for emailing, try breaking them into smaller chunks so they stay within the size limitations imposed by most providers. Also, consider using compression technology such as PDF or ZIP which will help reduce their overall file size making them easier to send quickly and securely over the internet.

No matter how large or small your document is, make sure you check the appropriate restrictions before attempting to scan and send it off via email. That way you’ll know in advance if any adjustments need to be made before completing the task at hand.

I am a computer engineer holding a bachelor's degree in Computer Science, complemented by a Master's in Business Administration from University of Strathclyde, Scotland. I currently work as a Senior IT Consultant in Melbourne, Australia. With over 15 years of...