How Do I Scan a Document and Send It? Your Comprehensive Guide

In today’s digital world, the ability to transform physical documents into digital files and share them electronically is an essential skill. Whether you’re a student submitting an assignment, a professional sending a contract, or simply need to share a handwritten note, knowing how to scan a document and send it efficiently can save you time and hassle. This in-depth guide will walk you through various methods, from using your smartphone to dedicated scanning equipment, and explain the best practices for sending your scanned documents securely and professionally.

Table of Contents

Understanding the Basics: What is Scanning?

Scanning is the process of converting a physical document, such as a paper form, photograph, or book page, into a digital image or PDF file. This digital file can then be stored, edited, shared, or printed. The quality of your scan depends on the scanning device and the settings you choose. Generally, you’ll want to aim for a clear, legible image that accurately represents the original document.

Methods for Scanning Documents

There are several ways to scan a document, each with its own advantages and suited for different situations.

Using Your Smartphone: The Most Accessible Method

For most people, a smartphone is their most readily available scanning tool. Modern smartphones, equipped with high-resolution cameras and advanced software, can produce surprisingly good scans.

Smartphone Scanning Apps

Numerous apps are available for both iOS and Android that are specifically designed for document scanning. These apps go beyond simply taking a photo. They offer features like edge detection, perspective correction, image enhancement, and the ability to save as PDFs.

Some popular options include:

Adobe Scan: Offers powerful OCR (Optical Character Recognition) to make text searchable and editable.
Microsoft Lens: Integrates well with other Microsoft services and provides excellent image quality.
Google Drive (Built-in Scanner): If you use Google Drive, you can access a scanner directly within the app.
Evernote Scannable (iOS only): Known for its speed and integration with Evernote.

To use these apps, you typically open the app, position your phone over the document, and the app automatically detects the document’s edges. You can then adjust the crop and orientation, apply filters (like black and white or grayscale for better readability), and save the document as an image or PDF. Many apps also allow you to combine multiple pages into a single PDF.

Taking a Photo and Enhancing It

Even without a dedicated scanning app, you can achieve decent results by taking a good photo of your document and then enhancing it using your phone’s built-in photo editor or a separate photo editing app.

Key tips for taking a good photo scan:

Find good lighting: Natural, diffused light is best. Avoid harsh shadows or direct sunlight that can cause glare.
Ensure a flat surface: Place the document on a plain, contrasting background.
Hold your phone steady: Use both hands or prop your phone up to avoid blur.
Position your phone directly overhead: Aim for a 90-degree angle to minimize distortion.
Fill the frame: Get close enough so the document fills most of the screen, but avoid cropping any edges.
Crop and adjust: After taking the photo, use your phone’s editing tools to crop out any distracting background, adjust brightness and contrast for clarity, and straighten any crookedness.

While this method can work in a pinch, dedicated scanning apps generally offer superior results due to their specialized features.

Using a Flatbed Scanner: For High-Quality and Bulk Scanning

Flatbed scanners are dedicated hardware devices designed specifically for scanning documents and images. They typically offer the highest quality scans and are ideal for delicate documents, photographs, or when you need to scan a large volume of papers.

How to Use a Flatbed Scanner

Connect and power on: Connect your scanner to your computer via USB and plug it into a power source. Install any necessary drivers or software that came with the scanner.
Place the document: Lift the scanner lid and place your document face down on the glass. Align it with the guides or markings on the scanner bed. For multi-page documents, you’ll scan them one page at a time unless your scanner has an Automatic Document Feeder (ADF).
Open scanning software: Launch the scanning software that came with your scanner or use a third-party application.
Configure settings: This is a crucial step for optimal results.
- Scan Type: Choose between Color, Grayscale, or Black & White. For text documents, Black & White or Grayscale is usually sufficient and results in smaller file sizes. Color is best for photos or documents with color elements.
- Resolution (DPI – Dots Per Inch): Higher DPI means a more detailed scan but also a larger file size. For most documents, 300 DPI is adequate. For detailed images or if you plan to enlarge the scan, consider 600 DPI.
- File Format: Choose your desired output format. PDF is excellent for multi-page documents and preserves formatting. JPEG is good for single images or photos. TIFF is a high-quality lossless format often used for archival purposes.
- Brightness and Contrast: You may need to adjust these to ensure the text is clear and the background is clean.
Preview and Scan: Most software offers a preview scan. This allows you to check the placement and settings before performing the full scan. Once satisfied, click “Scan.”
Save the file: After the scan is complete, you’ll be prompted to save the file. Choose a descriptive filename and location. If you scanned multiple pages, ensure you save them as a single PDF document.

Using an All-in-One Printer/Scanner: Convenience and Versatility

Many modern printers also include scanning capabilities, often referred to as All-in-One or Multi-Function Printers (MFPs). These devices offer the convenience of having both printing and scanning in one unit.

The scanning process on an MFP is generally very similar to using a dedicated flatbed scanner. You’ll typically have a flatbed scanner glass and potentially an Automatic Document Feeder (ADF) for scanning multiple pages more quickly.

Flatbed Scanning: Follow the same steps as outlined for a flatbed scanner, using the software provided with your printer.
Automatic Document Feeder (ADF): If your MFP has an ADF, you can stack multiple pages in the feeder tray, and the device will automatically feed them through for scanning, creating a single multi-page document. This is a significant time-saver for scanning reports or documents with many pages.

Using a Dedicated Portable Scanner: For On-the-Go Scanning

For professionals who travel frequently or need to scan documents outside of an office or home, portable scanners are an excellent option. These devices are compact, often battery-powered, and can scan documents directly to an SD card or a connected computer/smartphone. Some high-end portable scanners can even scan directly to cloud storage.

Sending Your Scanned Document

Once you have your scanned document, the next step is to send it to its intended recipient. The best method depends on the recipient, the file size, and the level of security required.

Email: The Most Common Method

Email is by far the most common way to send scanned documents.

Steps for Sending via Email

Open your email client or webmail: Whether it’s Outlook, Gmail, Apple Mail, or a web interface, start composing a new email.
Enter recipient’s email address: Type the email address of the person you want to send the document to.
Write a clear subject line: A descriptive subject line is crucial. Something like “Scanned Invoice for Account #12345” or “Signed Rental Agreement” is much better than “Document” or “Scan.”
Compose your message: Briefly explain the content of the scanned document. For example, “Please find attached the signed contract.”
Attach the scanned file: Look for the “Attach File” or paperclip icon in your email compose window. Browse to where you saved your scanned document and select it.
Check file size: Be mindful of email attachment size limits. Most email providers have limits (e.g., 10MB or 25MB). If your scanned document is too large, you’ll need to use an alternative method.
Send: Once you’ve attached the file and composed your message, click “Send.”

Tips for Sending via Email

File Naming: Use clear and descriptive filenames for your attachments (e.g., “JohnDoe_Resume.pdf”).
File Format: PDFs are generally preferred for documents as they maintain formatting across different devices and operating systems.
Compression: If your PDF is still too large, consider using online PDF compression tools or the “Save as Optimized PDF” option in some scanning software.
Security: For sensitive documents, consider password-protecting your PDF (if your software allows) or using encrypted email services.

Cloud Storage Services: For Large Files and Collaboration

When your scanned document exceeds email attachment limits, or if you need to share it with multiple people or collaborate on it, cloud storage services are an excellent solution.

Popular cloud storage services include:

Google Drive
Dropbox
Microsoft OneDrive
iCloud Drive

How to Send via Cloud Storage

Upload your scanned document: Upload your scanned file to your chosen cloud storage service.
Generate a shareable link: Once uploaded, you can typically right-click on the file (or use a share button) to generate a unique link.
Share the link: You can then paste this link into an email, message, or document for the recipient to access the file.
Manage permissions: Most services allow you to control who can view, download, or edit the file. You can often set permissions to “view only” for added security.

This method is ideal for large files, as the recipient simply clicks the link to download or view the document without clogging up email inboxes.

Messaging Apps and Secure File Transfer Services: For Instant Sharing

Many modern messaging applications, such as WhatsApp, Telegram, and Slack, allow you to send files directly within chats. These are convenient for quick, informal sharing of smaller documents.

For more professional or secure sharing of larger files, consider dedicated secure file transfer services. These platforms are designed for sending large files and often offer enhanced security features, such as end-to-end encryption and password protection. Examples include WeTransfer, Filemail, and Send Anywhere.

Optimizing Your Scanned Documents

Beyond simply scanning and sending, optimizing your scanned documents can improve their usability and professional appearance.

Choosing the Right File Format

PDF (Portable Document Format): The industry standard for documents. It preserves formatting, supports multi-page documents, and can be password-protected. Most scanners and apps can save directly to PDF.
JPEG (Joint Photographic Experts Group): A common image format. Good for photos and single-page documents where color is important. Files are usually smaller than PDFs, but formatting may not be as well-preserved.
TIFF (Tagged Image File Format): A high-quality, lossless format. Excellent for archival purposes or when maximum image detail is required, but results in larger file sizes.
PNG (Portable Network Graphics): Supports transparency and lossless compression. Often used for web graphics but can be used for documents if transparency is needed.

For most document sharing purposes, PDF is the best choice due to its versatility and professional appearance.

Resolution (DPI) Matters

150-200 DPI: Sufficient for basic text documents that will only be viewed on a screen. File sizes will be smaller.
300 DPI: The standard for most business documents, contracts, and forms. Provides good clarity for reading text and is suitable for occasional printing.
600 DPI or higher: Recommended for graphics, photographs, or documents that you plan to significantly enlarge. This will result in much larger file sizes.

Striking a balance between image quality and file size is key. For most common scanning tasks, 300 DPI is the sweet spot.

Optical Character Recognition (OCR)

OCR is a technology that converts scanned images of text into machine-readable text. This means you can then search, copy, and edit the text within your scanned document.

Many modern scanning apps and scanner software include OCR capabilities. When you scan a document with OCR, the software analyzes the image and creates an invisible text layer behind the image or converts the entire document to a text-based format.

Benefits of OCR:
- Makes documents searchable.
- Allows for copying and pasting text.
- Enables editing of scanned documents.
- Improves accessibility for screen readers.

Ensure you select the OCR option during the scanning process if your software offers it and you need this functionality.

Ensuring Security and Privacy

When scanning and sending documents, especially those containing personal or sensitive information, security and privacy are paramount.

Password Protection: Many PDF creators allow you to set a password to open or edit the document. Share the password separately from the document itself (e.g., via a different communication channel).
Secure Sending Methods: For highly sensitive information, use secure file transfer services or encrypted email rather than standard email attachments.
Confidentiality Agreements: If you are sharing confidential business documents, ensure your sharing method aligns with any existing confidentiality agreements.
Clear Recipients: Double-check that you are sending the document to the correct recipient to avoid accidental data breaches.
Clean Up Your Device: After sending, ensure you delete the scanned file from any temporary locations or shared cloud folders if it’s no longer needed publicly.

Troubleshooting Common Issues

Even with the best intentions, you might encounter a few snags.

Blurry Scans: Ensure good lighting, a steady hand, and a clean scanner glass. For apps, make sure your camera lens is clean.
Crooked Scans: Use the perspective correction tools in scanning apps or software. For flatbed scanners, ensure the document is placed straight on the glass.
Large File Sizes: Reduce the DPI, scan in grayscale or black and white if appropriate, and consider using PDF compression tools.
Unreadable Text: Adjust brightness and contrast settings. Ensure the document itself is legible before scanning. If using OCR, check that the scan quality is good enough for the software to interpret the text.
“File Too Large” Error: Utilize cloud storage services or dedicated file transfer platforms.

By following this comprehensive guide, you’ll be well-equipped to scan any document and send it efficiently and professionally, whether it’s across the desk or across the globe. Mastering these techniques will streamline your workflow and ensure your documents are shared effectively.

What are the main methods for scanning a document?

The most common methods for scanning a document involve using a physical scanner, such as a flatbed scanner or a multifunction printer (MFP) with scanning capabilities, or utilizing a mobile device with a scanning app. Flatbed scanners are ideal for delicate or thick documents, while MFPs offer a convenient all-in-one solution. Mobile scanning apps leverage your phone’s camera to capture documents, often with features like automatic edge detection and perspective correction.

For those without a dedicated scanner, mobile apps are an excellent and readily accessible option. These apps can transform your smartphone into a portable scanner, allowing you to capture documents anywhere, anytime. Many offer cloud integration, making it easy to save and share your scanned files across different devices and platforms.

What equipment do I need to scan a document?

To scan a document using a traditional method, you will need a scanner. This can be a standalone flatbed scanner, which is typically connected to a computer via USB, or a multifunction printer that includes a scanning function. You will also need a computer or laptop with the necessary scanning software installed. Some scanners may require a direct power connection, while others can be powered through the USB connection to your computer.

If you plan to use a mobile device, the primary equipment you need is your smartphone or tablet. Ensure it has a functional camera and enough storage space for your scanned documents. You’ll also need to download and install a reputable document scanning application from your device’s app store, such as Adobe Scan, Microsoft Lens, or Google Drive’s built-in scanner feature.

What are the steps involved in scanning a document using a flatbed scanner?

Begin by ensuring your flatbed scanner is properly connected to your computer and powered on. Place the document face down on the scanner’s glass, aligning it with the designated corner markings. Then, open the scanning software on your computer. You’ll typically need to select the scan settings, such as the resolution (DPI), color mode (color, grayscale, or black and white), and file format (e.g., PDF, JPEG).

Once your settings are configured, click the “Scan” or “Start” button within the software. The scanner will then capture an image of your document. After the scan is complete, you can preview the image, make any necessary adjustments like cropping or brightness, and then save the file to your desired location on your computer.

How do I scan a document using a mobile app?

Open your chosen document scanning app on your smartphone or tablet. Position your device directly over the document you wish to scan, ensuring the entire document is within the frame. Many apps automatically detect document edges and will prompt you to confirm the capture area. You may also have the option to manually adjust the cropping if needed.

After capturing the initial scan, review the image for clarity and completeness. Most apps offer editing tools to enhance the scan, such as adjusting brightness, contrast, or rotation. Once you are satisfied with the result, you can save the scanned document to your device, export it to cloud storage, or directly share it via email or messaging applications.

What file formats can I use when scanning documents?

Common file formats for scanned documents include PDF (Portable Document Format), JPEG (Joint Photographic Experts Group), and TIFF (Tagged Image File Format). PDF is widely preferred for documents as it preserves formatting and can contain multiple pages in a single file, making it ideal for sharing and archiving. JPEG is a popular choice for single-page images and offers good compression for smaller file sizes.

TIFF is often used for archival purposes due to its lossless compression, meaning it retains high image quality without data loss. However, TIFF files can be larger than JPEGs. When choosing a format, consider the purpose of the scan: for general sharing and multi-page documents, PDF is usually the best option; for single images requiring a smaller file size, JPEG is suitable; and for professional archival needs, TIFF might be preferred.

How can I send a scanned document?

Once your document is scanned and saved, you can send it through various methods. The most common is via email, where you attach the scanned file to a new email message and send it to the recipient. Alternatively, you can upload the scanned document to cloud storage services like Google Drive, Dropbox, or OneDrive, and then share a link to the file with your intended recipient, which is particularly useful for larger files.

Other options include using messaging apps that support file sharing, sending it through a file transfer service, or, if the recipient is physically present, transferring the file directly via USB or Bluetooth. Many scanning apps also offer direct sharing options within the application itself, allowing you to send the scanned document immediately after creation to your preferred contact or platform.

What are some tips for getting the best quality scans?

To ensure optimal scan quality, start with a clean scanner glass and ensure your document is well-lit and placed flat. Use a good resolution setting; 300 DPI is generally sufficient for most documents, but higher resolutions can be used for detailed images. Choose the appropriate color mode: color for photographs or color documents, grayscale for black and white text documents with shading, and black and white (or monochrome) for simple text documents to reduce file size.

If using a mobile scanning app, try to hold your device steady during capture and ensure there is adequate, even lighting to avoid shadows. Many apps have built-in features like perspective correction and edge detection that automatically improve the scan. Experiment with these features and any available editing tools to fine-tune the brightness, contrast, and sharpness of your scanned documents for the clearest possible results.