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How to scan documents on Windows 10

Although we now live in a digital world, from time to time you may need to scan important documents like handwritten letters, contracts, forms, etc. for a variety of reasons. For example, when you need to sign and send an agreement digitally via email, you want to convert important documents to digital files for inventory or preservation, etc.

If you have a multi-function printer or a stand-alone scanner, you can probably walk up to the machine and scan the document (or image) directly to a USB drive. However, Windows 10 has two apps you can use to save you the trouble of scanning documents and images right to your device without having to use manufacturer software, whether you have a flatbed scanner or a feeder.

In this Windows 10 guide, we will walk you through two methods to scan documents and photos on your device.

How to scan documents using the Windows Scan application

Windows 10 has a modern app for scanning documents using a scanner, but you need to download and install it from the Microsoft Store first.

Install the Windows analysis application

To install the Windows Scan application, follow these steps:

  1. Open Web browser.
  2. Use this Microsoft Store link to get the Windows Scan application.
  3. Click it To have button.

    Source: Windows Central

  4. Click it Open button.
  5. Click it To install button.

    Install the Windows analysis applicationSource: Windows Central

After completing the steps, the app will install and you can proceed with converting physical documents to digital documents.

Scan documents

To scan physical documents as PDF, JPEG, or other file format, follow these steps:

  1. Open To start up.
  2. To research Windows scan and click on the first result to open the application.
  3. Use the “Scanner” drop-down menu to select the scanning device.

    Quick advice: Before scanning, make sure the scanner is turned on and connected to the computer via USB or network, depending on how you have configured the machine.

  4. Use the “Source” drop-down menu to select the location of the document you are trying to scan:

    • Flat : This option will apply to most users with a stand-alone scanner or multifunction printer with scanning functionality.
    • Feeder: This option is for scanners that support scanning by feeding the document using the roll paper feeder. If you select this option, you will also be able to select two additional settings, including the ability to scan both sides and select the paper size.
    • Auto-configured: This option does not include any additional settings, and it will scan the document as is and save the output to a file.

    For the purposes of this guide, we will select the “Tray” option as it will apply to most users.

    Flatbed source scannerSource: Windows Central

  5. Use the “File Type” drop-down list to select the file format to save the scan of the document. The options available include:

    • JPEG.
    • PNG.
    • TIFF.
    • Bitmap.
    • OpenXPS.
    • XPS.
    • PDF.

    Quick advice: Generally, you may want to select the PDF option for paper and JPEG documents when scanning images. For this guide, we will select the “PDF” option.

  6. (Optional) Click the Show more option.
  7. Use the “Color Mode” drop-down menu to select whether you want to scan. The options available include:

    • Color.
    • Shades of grey.
    • Black and white.

    Windows Scan application color modeSource: Windows Central

  8. Use the “Resolution (DPI)” drop-down menu to select the Dots per inch setting. The higher the DPI, the higher the resolution. (Usually 300 DPI is suitable for most scenarios.)
  9. Click it Scan file to option.
  10. Select the destination folder.
  11. Click it Select folder button.
  12. Click it Overview button.

    Windows Analysis Application OverviewSource: Windows Central

  13. Use the pins to crop the document (if necessary).
  14. Click it To analyse button.

    Scan a document in Windows 10Source: Windows Central

  15. Click it See button.

When you complete the steps, the scanner will scan the document and the application will save a digital copy in the Scans folder inside the Pictures profile folder, unless you have selected a different location.

If you are scanning an image, the view option will open the file with the Photos application, and if you are scanning a document as PDF, the file will open with the default PDF viewer.

If you are looking for a new all-in-one printer with scanning capability, look no further than the HP OfficeJet Pro 8025 because it is a reliable wireless printer that offers decent speed and good printing. quality. Of course, it also includes a flatbed scanner with a feed feature to scan both sides of the page. This is our best overall, but we have some other choices you might want to consider.

How to scan documents using the Windows Fax and Scan application

You can also use the older Windows Fax and Scan application. The app has been available for many years and includes all the essential features for scanning documents and images. (If you have a modem and a landline, you can also use it to send and receive faxes.)

To scan a document using the Windows Fax and Scan application, follow these steps:

  1. Open To start up.
  2. To research Windows Fax and Scan and click on the first result to open the application.
  3. Click it To analyse option at the bottom of the page (if applicable).
  4. Click it New scan button in the upper left corner.

    New Windows Fax Scan Scan OptionSource: Windows Central

  5. Click it Change to select the scanning device (if applicable).
  6. Click it Okay button.
  7. Use the Profile drop-down menu to select the profile that applies to your scan. The options available include:

    For this guide, we will select the “Documents” option.

  8. Use the “Source” drop-down menu to select the location of the document you are trying to scan:

    • Flat : This option will apply to most users who have a dedicated scanner or multifunction printer with scanning functionality.
    • Feeder: This option is for scanners that support scanning by feeding the document using the roll paper feeder. If you select this option, you will also be able to select two additional options, including the ability to scan both sides and select the paper size.

    For this guide, we will select the “Tray” option.

    Windows Fax and Scan SettingsSource: Windows Central

  9. Use the “Color Format” drop-down menu to select whether you want to scan. The options available include:

    • Color.
    • Shades of grey.
    • Black and white.
  10. Use the “File Types” drop-down menu to select the format for saving the scan. The options available include:

  11. Use the “Resolution (DPI)” drop-down menu to specify the scan resolution.

    Quick Note: When specifying the resolution, the higher the number means a higher resolution, but using 300 is sufficient for most scans.

  12. (Optional) Use the slider to control the brightness of the scan.
  13. (Optional) Use the slider to control the scan contrast.
  14. Click it Overview button.

    Scan preview optionSource: Windows Central

  15. Use the pins to crop the document (if necessary).
  16. Click it To analyse button.
  17. Select the image in the Windows Fax and Scan Inbox to preview the scan.

    View the scanned document in Windows 10Source: Windows Central

After you complete the steps, you can find the output file in “Scanned Documents” inside the Documents folder.

We focus this guide on scanning documents, but the instructions will also work for converting printed images to digital copies.

More Windows 10 resources

For more helpful articles, coverage, and answers to common Windows 10 questions, visit the following resources:

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