Your simple guide to scanning documents to a printer

Scanning may seem like an old-school tech task, but it’s a superpower to get organized. Converting piles of paper into neat digital files saves space, keeps your important documents safe, and makes everything easier to find later.

If you have a modern all-in-one printer, the scanner is probably built right in. Here’s a straightforward guide to get you started, using a Canon printer as our example (the steps are the same for most brands).

First things first: setup.

Before scanning, let’s do a quick preparation check:

1. Make sure your printer can scan. Most all-in-one models can, but it’s always good to double-check the manual if you’re not sure.
2. Connect it to your computer. You can use an iUSB cable with it, or connect it to your Wi-Fi network for more freedom. Modern Canon printers often have a touch screen to help you with this wireless setup.
3. Keep your document.
   • For a flatbed scanner: Place your page face down on the glass, lining it up with the corner marks.
   • For the document feeder: Load your pages into the tray.

How to scan on a Windows PC

1. On your computer, click the Start button and search for “Windows Fax and Scan.” Open that app.
2. Click “New Scan” in the top left corner.
3. A new window will pop up. Make sure it shows your Canon printer as the selected device.
4. Now, choose your settings:
   • Profile: Is it a picture or a document?
   • Color format: full color or black and white?
   • File Type: Do you want PDF (best for documents) or JPG (best for images)?
5. Always click “Preview” first! It shows you a quick version so you can adjust alignment or settings before doing the final scan.
6. Happy with the preview? Click “Scan”.
7. Your scanned file will usually be saved in your Documents > Scanned Documents folder.

How to Scan on a Mac

1. Click on the Apple logo in the upper left corner and go to “System Preferences”.
2. Click on “Printers and Scanners”.
3. Select your Canon printer from the list on the left.
4. Click the “Scan” tab at the top of the window, then click “Open Scanner.”
5. To see all of your options, click “Show Details.”
6. Choose your preferred settings, such as file type (PDF/JPG), color, and where