How To Scan And Email A Document

The process involves using a scanner to create a digital copy of a document and then attaching the scanned file to an email to send it electronically.

In today’s digital age, the need to scan and email documents has become increasingly common. Whether you need to send important paperwork, share a signed contract, or submit a job application, knowing how to efficiently scan and email a document is an essential skill. Fortunately, advancements in technology have made this process easier than ever before. In this blog post, we will guide you through the step-by-step process of scanning and emailing a document, ensuring that you can quickly and confidently handle such tasks with ease. So, grab your scanner and get ready to master this invaluable skill!

How To Scan And Email A Document: Step-by-Step


Step 1: Preparing the Document

Before scanning a document, make sure it is free from any dirt or creases and place it on the scanner surface to obtain a clear and sharp scan. This will guarantee a top-notch and accurate digital copy of your document.

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Step 2: Turning on the Scanner

To ensure your scanner is properly connected to your computer, double-check that it is securely connected and powered on. Then, verify the connection between your scanner and computer is functioning correctly.

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Step 3: Placing the Document in the Scanner

Before scanning a document, open the lid of the scanner and carefully position the document face down on the glass bed. Ensure proper alignment by using the markers as guidelines for correct placement.

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Step 4: Starting the Scanning Software

To access your scanner, navigate to the relevant scanning software on your computer. Whether it’s the scanner’s proprietary software or your computer’s built-in application, open it for scanning purposes.

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Step 5: Scanning the Document

After selecting “New Scan” or “Scan Document” in the scanning software, choose the document type and color preference. Finally, click “Scan” to initiate the scanning process and transform your physical document into a digital file.

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Step 6: Saving the Scanned Document

Once the document is scanned, save it to a desired computer location in a easily email-able format such as PDF or JPG.

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Step 7: Opening your Email Software

To open your preferred email client on your computer, like Microsoft Outlook, Gmail, Yahoo! Mail, or any other mail client, locate the application, launch it, and access your emails, compose new ones, and manage your inbox efficiently.

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Step 8: Composing a New Email

To start writing a new email, locate and click on either “Compose” or “New Email” in your email client. Enter the recipient’s email address, add a subject, and include any additional text you wish to include.

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Step 9: Attaching the Scanned Document to the Email

After clicking on the “Attach” button, symbolized by a paper clip icon, simply navigate to the location on your computer where you saved the scanned document and select it for attachment.

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Step 10: Sending the Email with the Scanned Document

Once you have attached the scan and completed your email, click “Send” to securely transmit the document and ensure prompt delivery.


Scanning and emailing documents is a simple yet efficient way of transferring important information in today’s digital age. With the easy-to-use scanning technology available in most printers and scanners, you can quickly convert physical documents into digital files. By following the step-by-step process outlined in this blog post, you can ensure that your scanned documents are clear, properly formatted, and ready to be emailed. Remember to double-check the file format, file size, and ensure its security before hitting that send button. So, whether you need to send business contracts, academic papers, or personal documents, scanning and emailing provides a convenient solution that saves time, money, and effort. Take advantage of this powerful technique to streamline your document-sharing process and enhance communication in both professional and personal settings.

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