How to scan from any printer to your computer


Even in our time when almost everything is online and virtual, one still can’t help but get physical documents. And the best way to preserve these documents is to scan them and save them to your hard drive, cloud storage, or NAS.

To do this, you need a multifunction or all-in-one printer. However, these devices can be confusing to set up and use. They often require different applications and drivers, even if you are using other models from the same manufacturer.

Fortunately, Windows and Mac allow you to do this easily. Here’s how.

Scanning in Windows

If you are a Windows user, your computer will automatically detect your device once it is plugged in through the USB port. Whether your printer is a wireless or network device, Windows will detect it automatically, provided it is connected to your network or to the computer’s Bluetooth connection.

However, if your computer does not detect it, you will have to configure the machine manually.

Adding a printer manually

screenshot of printers and scanners in Windows settings

Before you begin this procedure, you must make sure that your printer is turned on, turned on, and connected to your computer. If you have a network or wireless printer, you should also check if it is connected to the same network that your computer uses.

Once you have verified the above, try restarting your printer and see if your computer will detect it now. If it still doesn’t, let’s add your printer manually.

First, click on the Start button, then go to Settings. In the Settings window, navigate to Devices > Printers and scanners. Under the Add printers and scanners heading, select the Add a printer or scanner button. Wait for the computer to try to find nearby devices, both connected directly to your computer or through the network.

manual addition of a printer using other options screenshot

Once your computer detects all the nearby devices, select the one you want to use and click Add device. It will then automatically add your machine and you can choose it from your scanning options later.

However, if this does not happen, click The printer I want is not listed connect. Windows will then open a wizard to add your printer. Just follow the instructions to set up your device.

Once you have added the hardware, you can open the applications to start your analysis. Windows offers two ways to scan documents; the first is inheritance Windows Fax and Scan app, and the second is the most recent Windows Analysis application. We’ll cover both below.

Windows Fax and Scan

Screenshot of the old Windows Fax and Scan application

Click Start, then go to Window accessories > Windows Fax and Scan to access the application. In the Windows Fax and Scan window, select New scan. A New Analysis window will then appear. Make sure you have chosen the right device under To scan. Otherwise, click Switch… to choose the right one.

Once you have chosen your device and defined your scan settings, click Overview to start scanning and see how your document will appear. And once you’re happy with the result, click To analyse to scan and save the image.

The saved image will then appear in the main window of the Windows Fax and Scan application. If you want to access the file, it is usually saved in your Documents > Scanned documents case.

Windows Analysis

Windows scan screenshot

This application is usually not pre-installed in Windows. You must first go to Microsoft Store, search for Windows Analysis, then download and install it. Once configured, launch it from your The Start menu clicking on To analyse.

A new To analyse window will appear. If you have multiple scanners, choose the correct device, select the File type you want to save your scan, and then press Overview. You will then see your scan in the main window. You can also adjust the edges of your file by dragging and dropping the white circles in the corners of your file.

Once you have finalized your settings, click To analyse. After your file is scanned, the application will display a pop-up window at the top of the window telling you the name of the scan file and where it is saved. Click on Seen to open the file in a photo app, or press close when you are done. You can access the file saved in your Pictures > Analyzes case.

Related: The Best Ways to Scan and Digitize Old Photos

Scanning on a Mac

If you have an Apple computer, you can also scan from any multifunction printer using your device. First, go to System Preferences > Printers and scanners to check if your multifunction printer is installed on your system. You should see it listed in the left column; otherwise, you must add it.

Adding your printer

screenshot of how to add printer on a mac

To do this, click on the + sign. a Add a printer window will appear. If you are using a USB printer, it should automatically appear in this window. But if you are using a network printer, you need to click the IP and configure it using its network address.

However, if your device is still not found in the Add Printer window, you need to visit your printer brand website and download the appropriate drivers.

Start your scan

Screenshot of how to scan on a Mac

Once your device is installed on your Mac, return to Printers and scanners. Select the device you want to use, and then click the To analyse tongue. You should see the name of your device in the main window and then below it click on the Open the scanner … button.

A To scan window will open. In the lower bar, select the folder where you want to save your scanned file, choose the paper size of your document, and then press To analyse. The printer first runs a preliminary scan to determine which documents it is working with. It will then scan each detected document and save it as a separate file.

To find the file you recently scanned, head to the folder you selected in the previous paragraph.

Related: How to Print on a Mac

Digitization of your life

It is certainly a good idea to keep digital copies of your most important physical files. This can be your birth certificate, property titles and contracts. This way, even if you lose the original document, you still have access to their copies for your reference.

However, wherever you store these copies, always make sure they are in a safe place. If you save it to your computer or to a cloud storage service, make sure it is encrypted. And if you keep it on an offline server, secure those drives in a locked vault. This way, your most valuable possessions, like your identity, cannot be easily stolen.

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