How to Scan and Email a Document: A Step-by-Step Guide

In today’s digital world, the ability to scan and email a document is a basic yet essential skill. Whether you’re submitting a signed contract, sending identification for verification, or sharing handwritten notes, knowing how to digitize and send documents quickly can save you time and hassle.

In this step-by-step guide, you’ll learn everything you need to know: what tools to use, how to scan with different devices, how to email your files correctly, and tips to avoid common mistakes. Whether you’re at home, in the office, or on the go, this guide will walk you through the process with confidence.

1. What You Need Before You Start

A Scanner or Multifunction Printer

To scan a document, the most traditional and reliable option is a flatbed scanner or a multifunction printer (also known as an all-in-one printer) that includes scanning capabilities. These devices are typically connected to your computer via USB or Wi-Fi. Most come with dedicated software that allows you to control scanning settings, preview scans, and save files directly to your computer.

If you already have a printer at home or in the office, check to see if it has a scanner built in. If it does, you’re already halfway there.

A Smartphone with a Camera

Don’t have a scanner? No problem. Most modern smartphones can easily take the place of a scanner. With the help of scanning apps, your phone’s camera can capture high-quality images and convert them into shareable PDFs. This is especially convenient if you’re on the go or need to scan something quickly without setting up a large device.

There are many free and user-friendly scanning apps available for both iOS and Android, such as Adobe Scan, Microsoft Lens, or the built-in Notes app on iPhones.

An Internet Connection

Since you’ll be sending your scanned document by email, a stable internet connection is essential. This ensures that your scan uploads properly, attachments don’t fail to send, and your email reaches the recipient without delay.

Whether you’re using Wi-Fi or mobile data, make sure your connection is active and strong enough to handle file uploads.

An Email Account

Finally, you’ll need access to an email account. This can be a web-based service like Gmail, Yahoo, or Outlook, or a desktop email client such as Microsoft Outlook or Apple Mail. You’ll use this account to compose your message, attach your scanned document, and send it to the intended recipient.

Make sure you know how to log in, navigate your inbox, and use the “attach file” function. If you’re unsure, spend a few minutes familiarizing yourself with the interface of your email provider.

2. How to Scan a Document Using a Scanner

Step 1: Prepare the Document and Scanner

Start by making sure your scanner or all-in-one printer is plugged in and turned on. If it’s connected to your computer via USB or Wi-Fi, confirm that the connection is active. Open the scanner lid and place your document face down on the scanner glass. Use the alignment markers (usually in the corner) to position the paper correctly so that the entire content is captured.

Check that the glass is clean to avoid smudges or lines in your scan. Dust or fingerprints can affect the quality of the final image.

Step 2: Open the Scanning Software

Next, launch the scanning software on your computer. Most scanners come with a manufacturer-provided app, but you can also use built-in tools. On Windows, the “Windows Scan” app or “Windows Fax and Scan” is commonly used. On macOS, you can scan using the “Preview” app or “Image Capture.”

The software will usually detect your scanner automatically. If not, make sure the correct device is selected from the list of connected scanners.

Step 3: Choose Your Scan Settings

Before scanning, choose your desired settings. These typically include the scan type (color, grayscale, or black and white), resolution (usually 300 DPI for standard documents), and file format (PDF or JPEG are the most common).

For documents with text, PDF is preferred because it’s easier to share and keeps everything on one page. Use JPEG if you are scanning a photo or a document where image quality is the top priority.

Step 4: Preview and Adjust

Most scanning software offers a “Preview” function. Click it to see a preview scan of your document. This allows you to check if the document is aligned properly and to crop any unnecessary borders. Make adjustments as needed before doing the final scan.

Using the preview is a good way to avoid scanning the page multiple times and wasting time on corrections later.

Step 5: Scan and Save the Document

Once everything looks good, click the “Scan” button. The scanner will process the document and show you the final result. When the scan is complete, you’ll be prompted to save the file. Choose a clear, descriptive filename like “ID_Card_Scan.pdf” or “Invoice_April2025.jpg” so it’s easy to find later.

Select a convenient save location, such as your desktop or documents folder. Make a note of where you saved it so you can easily attach it when sending the email.

3. How to Scan a Document Using a Smartphone

Why Use a Smartphone?

If you don’t have access to a physical scanner, your smartphone can be a powerful alternative. With the right app, your phone’s camera can capture documents clearly and convert them into neatly cropped, high-quality PDFs or images. This method is fast, convenient, and ideal for both personal and professional use.

Scanning with a smartphone is especially useful when you’re on the go, working remotely, or need to send something urgently.

Choose a Scanning App

There are many reliable apps designed for scanning documents. Some of the most popular and user-friendly options include:

• Adobe Scan (iOS and Android): Free, easy to use, and automatically detects edges.
• Microsoft Lens (iOS and Android): Great for documents, whiteboards, and receipts.
• Google Drive (Android): Built-in scanning feature directly from the app.
• Apple Notes (iOS only): Allows you to scan directly into a note and export as PDF.

Download and install one of these apps from your phone’s app store if you haven’t already.

Step-by-Step Scanning Process

Open your chosen scanning app. Most apps will ask you to either take a new photo or import an existing one. Select the option to take a new scan. Hold your phone directly above the document, making sure it’s well-lit and lies flat on a contrasting background, like a dark table.

The app will usually detect the edges of the document and auto-crop the image. If it doesn’t, you can manually adjust the corners after taking the photo. Once you’re happy with the scan, confirm it and move to the next page, if you’re scanning a multi-page document.

Review and Edit Your Scan

After scanning, most apps allow you to edit the image. You can rotate, crop, change color settings (e.g., black and white, color, or enhanced contrast), and even reorder pages in multi-page documents. Make sure all text is legible and nothing is cut off before saving.

Take advantage of enhancement tools to improve readability, especially if the original document has shadows, folds, or faint print.

Save the File

When you’re done editing, save the document. Choose PDF as the file format if possible, especially for multi-page scans. Most apps allow you to rename the file and choose where to store it—either locally on your phone or directly to cloud services like Google Drive, OneDrive, or iCloud.

Choose a clear file name like “Utility_Bill_June2025.pdf” so you can find it easily when attaching it to an email.

4. How to Email the Scanned Document

Step 1: Open Your Email App or Webmail

Once your document is scanned and saved, the next step is to email it. Start by opening your preferred email platform. This could be a web-based service like Gmail, Outlook.com, or Yahoo Mail, or a desktop/mobile app such as Apple Mail or the Gmail app on your phone.

Make sure you are signed in to the correct email account—the one from which you want to send the document.

Step 2: Compose a New Email

Look for the Compose or New Message button, usually located at the top or bottom of your inbox screen. Click or tap it to start writing your message. This opens a blank email form where you can enter the recipient’s address, subject line, and message body.

Type in the recipient’s email address carefully. Double-check for typos to avoid sending it to the wrong person.

Step 3: Attach the Scanned Document

Next, attach your scanned file to the email. Look for a paperclip icon or a button labeled Attach, Insert File, or Add Attachment. Click it to browse your device or cloud storage for the file you saved earlier.

Select the document you want to send. Most email platforms support attachments in formats like PDF, JPEG, or PNG. If your file is large, wait a few moments for it to finish uploading before continuing.

Step 4: Write a Clear Subject and Message

In the Subject line, include a short and descriptive title, such as “Scanned ID for Verification” or “Signed Contract – June 2025.” This helps the recipient immediately understand what the email contains.

In the body of the email, write a brief message explaining the purpose of the document. For example:
“Hi [Recipient’s Name],
Please find attached the scanned copy of my signed contract. Let me know if you need anything else.
Best regards,
[Your Name]”

Step 5: Review and Send

Before hitting Send, review your email one last time. Confirm that the correct file is attached, the recipient’s email address is accurate, and your message is clear. If everything looks good, click Send.

Most email apps will show a confirmation that the message has been sent. You can also check your Sent folder to verify that it went through.

5. Tips and Best Practices

Use PDF Format Whenever Possible

PDF is the most universally accepted format for scanned documents. It preserves formatting, is easy to view on any device, and keeps multi-page documents organized in a single file. Most scanning apps and software give you the option to save in PDF—choose it whenever it’s available, especially for professional or official documents.

JPEG or PNG files are fine for images or single-page documents, but avoid using them for longer documents unless necessary.

Keep File Sizes Reasonable

Large file sizes can cause delays in sending or may be rejected by email servers. To avoid this, choose standard resolution settings (around 300 DPI) unless high detail is necessary. Most scanning apps and software also offer compression or optimization tools to reduce file size without significantly affecting quality.

If your file is still too large, consider splitting it into multiple emails or using a cloud sharing service like Google Drive or Dropbox.

Name Files Clearly and Professionally

When saving your scanned document, use a file name that clearly identifies its contents. A name like “JohnDoe_PassportScan.pdf” or “2025_Tax_Documents.pdf” is far more helpful than something generic like “Scan001.pdf.”

Clear naming not only helps your recipient understand the file’s purpose but also makes it easier for you to find and resend it if needed.

Double-Check the Scan for Clarity

Before sending any scanned document, take a moment to open and review the file. Check that all pages are included, properly aligned, and readable. Watch for any cut-off text, blurriness, or dark shadows that could make parts of the document hard to understand.

If something looks off, it’s better to re-scan right away than to risk confusion or delays.

Use a Professional Tone in Your Email

Even if you’re sending the document to a friend or a familiar contact, it’s best to keep your message polite and professional—especially if the content is official, such as job-related paperwork, ID verification, or legal documents.

Briefly explain what the attachment is, why you’re sending it, and what action (if any) the recipient needs to take.

Protect Sensitive Information

If the document contains personal or confidential data—like your ID, medical records, or financial details—be extra careful. Avoid using public Wi-Fi when sending it, and double-check that you’re sending it to the correct email address.

For an added layer of security, you can use a password-protected PDF or a secure file-sharing link with access controls.

6. Troubleshooting Common Issues

The Scan Is Blurry or Cropped

One of the most common issues is a scan that turns out blurry, crooked, or missing part of the document. This often happens if the document isn’t placed flat against the scanner glass or if the smartphone camera moves while capturing the image.

To fix this, ensure the document is flat and properly aligned. Use the preview feature to confirm everything looks correct before scanning. If you’re using a phone, hold it steady and make sure there’s enough lighting to reduce shadows and improve clarity.

The File Is Too Large to Email

Email services often have attachment limits, typically around 20–25 MB. If your scanned document exceeds that size, your email might not send properly or the recipient might not be able to open it.

To solve this, reduce the resolution or compression level in the scanning settings. Alternatively, upload the file to a cloud service like Google Drive, Dropbox, or OneDrive, and share a link instead of attaching the file directly. Be sure to set appropriate sharing permissions so the recipient can access it.

The Email Won’t Send or Shows an Error

Sometimes, email services can encounter temporary problems or reject messages with large attachments. Check your internet connection first to ensure it’s working properly. If you’re on mobile data, switching to Wi-Fi can help.

If the error message mentions a file issue or size limit, try compressing the file or using cloud sharing. Also, verify that you entered the recipient’s email address correctly—small typos can cause delivery failures.

The Recipient Can’t Open the File

If the person you sent the file to says they can’t open it, the issue could be the file format or the device they’re using. PDF is generally safe, but make sure the file isn’t corrupted or incomplete.

To fix this, try opening the file yourself before sending it to confirm that it works. You can also try re-saving the file using a different format or resending it using a different method, such as uploading it to a shared folder or converting it to a more compatible format.

The Document Didn’t Scan All Pages

Multi-page documents sometimes get cut off if the scanner isn’t set to scan more than one page, or if you accidentally skip a page during the process. This is easy to overlook, especially when using a phone app.

Double-check the number of pages after scanning. Most apps and scanning software allow you to add or delete pages before saving. If pages are missing, go back and scan just the missing ones, then combine them with the rest using a PDF editor or merge tool.

Backup and Retry as Needed

When all else fails, don’t be afraid to try again. Scanning and emailing documents can sometimes be a trial-and-error process, especially if it’s your first time. Back up your scanned files and keep track of what you’ve sent so you can make corrections quickly if needed.

Check out our printer and scanner reviews below.

• Best DTF Printer for Small Business
• Best Film and Slide Scanner
• Best All-in-One Printer for Home Use