How to Scan a Document and Send It by Email

Knowing how to scan a document and send it by email using a printer is one of those essential skills that saves time and eliminates the need to fax or hand-deliver paperwork. Whether you're sending a signed contract, a medical form, or a tax document, the process is straightforward once you understand the steps. This guide covers every method — from all-in-one printers to smartphone apps — so you can get documents into an inbox quickly and reliably. If you're shopping for a new device, browse our printer reviews and buying guides for recommendations across every budget.

The good news is that most modern printers with scanning capability make this process nearly automatic. Even if you're working without a dedicated scanner, your phone can do the job. Let's walk through each approach.

What You Need Before You Start

Before scanning, gather the following:

• An all-in-one printer with a flatbed or ADF scanner, or a smartphone with a camera
• A USB or Wi-Fi connection between the printer and your computer (for PC/Mac methods)
• The printer's software or driver installed
• An active email account
• The document flat and free of wrinkles

If your printer is showing connection issues, our guide on how to fix the printer offline error on Windows can help you restore the connection before scanning.

Most home and office printers sold today are multifunction devices. According to Wikipedia's entry on multifunction printers, these devices combine printing, scanning, copying, and sometimes faxing into a single unit — making scan-to-email far more accessible than it was a decade ago.

How to Scan from an All-in-One Printer

All-in-one printers are the most reliable way to get a high-quality scan. The process differs slightly by operating system.

Scanning on Windows

1. Place your document face-down on the flatbed glass, aligned to the corner arrow.
2. Open the Start menu and search for Windows Scan or launch your printer's software (e.g., HP Smart, Epson ScanSmart, Canon IJ Scan Utility).
3. Select your scanner from the dropdown if prompted.
4. Choose Document as the scan type. Set color to Color or Grayscale depending on your needs.
5. Set resolution to 200–300 DPI — enough for clear text without an oversized file.
6. Click Scan. Save the file as PDF (preferred for documents) or JPEG.
7. Open your email client (Outlook, Gmail, etc.), compose a new message, and attach the saved file.

Scanning on Mac

1. Place the document on the scanner glass.
2. Open Image Capture (found in Applications) or use Preview → File → Import from Scanner.
3. Select your scanner on the left sidebar.
4. Under Kind, choose Document. Set Format to PDF.
5. Click Scan. The file saves to your chosen folder automatically.
6. In Mail or your browser-based email, attach the file and send.

Using Scan-to-Email Directly from the Printer

Many mid-range and business printers include a built-in Scan to Email function accessible from the touchscreen control panel. This sends the scanned file directly without involving a PC.

1. On the printer's control panel, tap Scan, then Scan to Email.
2. If this is your first time, the printer will prompt you to enter your outgoing mail server (SMTP) settings. Most consumer-focused models can connect to Gmail or Outlook SMTP — check your printer's manual for exact fields.
3. Enter the recipient's email address using the on-screen keyboard.
4. Choose file type (PDF is usually the default) and resolution.
5. Place the document and press Start.

This method is especially useful in small offices. For a deeper look at printers suited to this workflow, see our guide on how to choose a printer for a small business.

Scanning with Your Smartphone

No printer nearby? Your phone's camera combined with a scanning app produces results good enough for most emailed documents.

Android

1. Open Google Drive → tap the + button → Scan.
2. Point the camera at the document. Google Drive detects edges automatically and captures the page.
3. Tap the checkmark, then save as PDF.
4. Open the file in Drive → tap the three-dot menu → Send a copy → choose your email app.

Alternatively, Samsung devices have a built-in scanner in the Camera app. For more on getting documents off Android devices, see our post on how to print from an Android phone — many of the same app setups apply to scanning.

iPhone

1. Open the Notes app and create a new note.
2. Tap the camera icon → Scan Documents.
3. Hold your phone over the document — it captures automatically or tap the shutter.
4. Tap Save. The scan is stored in the note as a PDF.
5. Tap the share icon → Mail to send directly, or save to Files and attach manually.

Scanning Method Comparison

Tips for Clean, Email-Ready Scans

Choose the Right File Format

PDF is the best format for documents — it preserves layout, is universally readable, and compresses well. Use JPEG only for photos. Most email providers accept attachments up to 25 MB, and a standard single-page PDF scanned at 200 DPI will typically be under 500 KB.

Set the Right Resolution

For text documents, 200–300 DPI is the sweet spot. Going higher creates large files without meaningful visual improvement for standard correspondence. For fine print, receipts, or documents with small fonts, use 300 DPI minimum.

Flatten Wrinkled Pages

Creases and folds cause shadows and distortion on flatbed scans. Smooth the page before placing it on the glass, or use the printer's automatic document feeder (ADF) only with pages that lie flat.

Check for Readability Before Sending

Open the scanned file and zoom in to verify all text is legible and no corners are cut off. This is especially important for legal or financial documents where missing information could cause problems.

Compress Large Files if Needed

If a multi-page scan exceeds 10 MB, consider compressing it with a tool like Adobe Acrobat's Reduce File Size, or a free online PDF compressor. This prevents delivery failures and keeps inboxes manageable.

Label the File Clearly

Rename the scanned file to something descriptive before attaching — for example, invoice-march-2024.pdf instead of scan001.pdf. Recipients appreciate organized attachments, especially in professional contexts.