How To Scan Documents To Email

Learn how to scan documents and send them as attachments in an email using a scanner and email software.

In today’s digital age, scanning documents has become an essential skill for professionals and individuals alike. Whether you need to send important paperwork to a colleague, share a signed contract with a client, or simply store digital copies of important records, being able to scan documents to email is both convenient and efficient. In this blog post, we will walk you through the step-by-step process of scanning documents and sending them via email, ensuring that you can easily manage your documents and communicate seamlessly in the modern world. So, grab your scanner and prepare to learn the ins and outs of scanning documents to email!

How To Scan Documents To Email: Step-by-Step


Step 1: Getting the Document Ready.

After placing the document on the scanner bed, ensure it is correctly aligned with the sides or arrows. It is essential to position the document in a way that important content for your recipient is easily readable once the scanning process is complete.

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Step 2: Launching the Scanning Software.

To begin scanning, locate and open the scanning software on your computer. This can either be the manufacturer’s software, specifically designed for your scanner, or a universal scanning program like Adobe Scan or other options available.

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Step 3: Selecting the Scan Option.

Once you have opened the scanning software, you can easily locate the “Scan” option either in the menu bar or as a designated button. By simply clicking on it, the scanning process for your document will commence.

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Step 4: Setting the Scan Preferences.

When scanning documents, you can select the resolution, color mode, and size settings. For optimum results, choose lower resolutions like 200 or 300 DPI, and use black and white or greyscale for text-based documents.

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Step 5: Initiating the Scan.

After setting your desired preferences, simply click the designated button to initiate the scan process. Stay patient until the scan is thoroughly finished, ensuring that the document remains still and undisturbed.

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Step 6: Saving the Scanned Document.

Once your document is scanned, ensure it is saved in a suitable format such as .pdf or .jpeg. Choose a convenient location on your computer to easily find it later. Organizing your files effectively saves you time and frustration when accessing them in the future.

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Step 7: Opening your Email Account.

To begin, open your preferred email client or access it through a web browser. Once opened, click on the compose button to create a new email.

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Step 8: Attaching the Scanned Document.

Once you click on the paperclip icon or “Attach” button in your email, you can browse your computer’s files and select the saved scanned document for attaching.

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Step 9: Writing the Email.

Subject: Urgent: Important Software Update Notification

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to inform you about an important software update that needs to be implemented across our organization.

Attached to this email, please find a detailed document outlining the specifics of the update, including information on new features, bug fixes, and improvements. It is crucial that all team members review the document thoroughly in order to understand the changes and their potential impact on ongoing projects.

We kindly request that you share this document with your teams and ensure that all necessary actions are taken in a timely manner. It is essential that we have everyone updated to the latest version of our software to guarantee seamless operations and enhanced security.

Should you have any questions or require further clarification, please do not hesitate to reach out to our support team at [email protected].

Thank you for your attention to this matter.

Best regards,
[Your Name]
[Your Position/Department]
[Your Company Name]
[Contact Information]

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Step 10: Sending the Email.

After completing your writing and attaching the document, simply press the “Send” button to dispatch the email and share your content seamlessly.


In conclusion, scanning documents to email can greatly streamline your workflow and make sharing information easier and more efficient. By following the steps outlined in this post, you can confidently scan your documents and send them via email with ease. Remember to choose the right scanning software or app that suits your needs, adjust the settings appropriately, and ensure the scanned document is of high quality. Additionally, take advantage of any additional features or functionalities offered by the software to enhance your scanning experience. So, whether you are a student, a professional, or just someone who needs to scan and email documents regularly, these tips and techniques will undoubtedly help you in your day-to-day tasks. Start digitizing your physical documents and enjoy the convenience and benefits that come with it. Happy scanning and emailing!

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