How to scan a document on Windows 11 or 10
Scan documents and photos on Windows 11 or 10 with the free Windows Scan app or Windows Fax and Scan, and choose the right resolution and file type.
Windows can scan from most all-in-one printers and scanners without extra software, using the free Windows Scan app or the older Windows Fax and Scan tool. These cover everyday scanning well. The manufacturer's own app adds extras such as combining pages into one PDF or making scans searchable, and it is what powers the Scan button on many printers.
Steps
Windows 11 / 10
0 of 8 steps tried
-
Check Windows can see the scanner
Open Settings > Bluetooth & devices > Printers & scanners (Windows 10: Settings > Devices > Printers & scanners). Your all-in-one or scanner should be listed; if not, click Add device (Windows 10: Add a printer or scanner). USB scanners must be plugged in and switched on, and network models must be on the same network as the PC.
-
Place the document
On the glass, lay the page face down and line it up with the corner marked by an arrow, then close the lid. In a document feeder, remove staples and paper clips, load the pages as shown by the icon on the feeder, and slide the guides against the stack.
-
Get the Windows Scan app
Open Microsoft Store, search for Windows Scan and install the free app from Microsoft. Open it from the Start menu.
-
Choose the scanner and source
Pick your scanner at the top, then set Source to the flatbed (glass) or the feeder. Click Show more to see color mode, resolution, file type and where the file is saved.
-
Pick sensible settings
For letters and forms, use color or grayscale at 300 dpi; for photos, use color at 600 dpi. Higher resolutions make larger files and slower scans without making text clearer. Choose PDF for documents if it's offered, or JPEG or PNG for pictures.
-
Preview, then scan
With the glass, click Preview to check the page and adjust the crop handles, then click Scan. When it finishes, a message with a View button appears. Scans are saved in Pictures > Scans by default.
-
Or use Windows Fax and Scan
If it is available on your PC, press Win, type Windows Fax and Scan and open it, then click New Scan. Choose the source, color format and resolution, and click Scan. Files are saved in Documents > Scanned Documents.
-
Make a multi-page PDF
Scanning a stack through the feeder with PDF selected usually puts every page into one file. For pages scanned one at a time on the glass, the manufacturer's scanning app usually has an option to add pages before saving.
Tips
- Wipe the scanner glass with a soft, lint-free cloth. Dust and smudges show up as spots and lines on scans.
- Grayscale is fine for text documents and keeps files smaller than color.
- To scan from the printer's own Scan button straight to your PC, you usually need the manufacturer's software installed on the computer.
Common questions
Where do my scans go?
Windows Scan saves to Pictures > Scans, and Windows Fax and Scan saves to Documents > Scanned Documents. Manufacturer apps choose their own folder, shown in their settings.
Do I need the manufacturer's software to scan?
Often not, because Windows supports many scanners on its own. The manufacturer's software adds features such as searchable PDFs and makes the printer's Scan button send pages to your PC.
Why doesn't Windows Scan find my scanner?
Check the device appears in Printers & scanners and is switched on and connected. If it still doesn't appear, install the full driver package from the manufacturer's official website and restart the PC.