How to use Document Scanner

Whether you’re going paperless, submitting forms, or saving important records, knowing how to use a document scanner can save you time and hassle. This guide will walk you through the basics, from setup to scanning, and even how to get the best results.

1. Choose Your Scanner Type

There are two main types of scanners:

• Flatbed Scanners – Great for scanning books, photos, or delicate documents. You place the document on a glass surface and close the lid.
• Sheet-fed Scanners – Better for scanning multiple pages quickly. These pull the paper through the scanner automatically.

You can also use your smartphone as a scanner using apps like Adobe Scan, Microsoft Lens, or CamScanner.

2. Set It Up

For a physical scanner:

• Connect to your computer via USB or Wi-Fi.
• Install the software or drivers that came with the scanner, or download them from the manufacturer’s website.
• Open the scanning application, usually provided by the scanner brand (e.g., Epson Scan, HP Smart).

For a phone scanner app:

• Download the app from your app store.
• Allow camera access when prompted.

3. Prepare the Document

• Remove staples or paper clips.
• Smooth out folds or creases.
• Clean the scanner glass for better image quality.

4. Scan the Document

For physical scanners:

• Place the document face down on the scanner glass (flatbed) or face up in the feed tray (sheet-fed).
• Choose your scan settings:
  • Resolution: 300 DPI is good for documents, 600 DPI for photos.
  • Color Mode: Black & white for text, color for images.
  • File Format: PDF for documents, JPG or PNG for images.
• Click “Scan”, and wait for the process to finish.

For phone apps:

• Open the app and snap a picture of the document.
• The app usually auto-crops and enhances the image.
• Save or share the scanned file as needed.

5. Save and Organize

• Save files with clear names like “Invoice_March2025.pdf.”
• Use folders to organize by type or date.
• Backup files to the cloud (Google Drive, Dropbox, OneDrive) for safekeeping.

6. Optional: Edit or Sign

Many scanning apps and desktop tools let you:

• Highlight or annotate documents.
• Add your signature digitally.
• Merge multiple scans into one PDF.

Final Tips

• Double-check the scan for clarity before sharing.
• Keep your scanner clean for better results.
• Update the software regularly for performance and security.

With just a few steps, scanning documents becomes quick and routine. Whether you’re managing home paperwork or running a business, mastering this tool will keep you organized and efficient.