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How to scan a document and send it by email

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How to scan a document and send it by email: A few days ago you brought some documents home from your workstation, however your boss urgently needs them and you don’t have the possibility to go to the office to deliver them to him. After taking a look at the scanner next to you, you thought it would be a good idea to scan those very useful sheets and send them to your boss via e-mail: the problem is that you have no idea how to proceed, not being so practical. of technology.

Today is your lucky day, as this guide can get you out of trouble: below, in fact, I will explain  how to scan a document and send it via email using different procedures, which vary depending on the operating system you have. Also, if your scanner (or multifunction printer) doesn’t want to work, I’ll also show you some good ways to scan and send documents via smartphone and tablet camera.

As I already mentioned, all the methods illustrated below are easy to apply and can be put into practice without paying a single euro! Having made this necessary premise, it’s time to get to work: sit comfortably at your desk and take some free time to read everything I have to say on the subject. I’m sure that by the end of this guide you will know perfectly well how to move and how to avoid a loud lecture from your  boss . Having said that, I just have to wish you good reading and good work!

Index

Preliminary operations

If your intention is to  scan a document and send it via email , the first thing you need to do, if you haven’t already done so, is to install the scanner (or multifunction printer) drivers on your computer.

If there is a CD containing the drivers in the package of your device, all you have to do is insert the disk into your computer and follow the instructions provided on the screen to proceed with the installation and configuration of the device (usually it all boils down to press the Next button a few times ), finally connecting it when prompted. If you have a  Mac , you can make sure that your scanner has been correctly recognized in the following way: open  System Preferences through its icon located in the Dock, press  the Printers and Scanners icon and make sure that your scanner or printer multifunction devices are indicated in the window that opens.

If your computer did not recognize the device “on the fly”, or if you do not have any disk with the necessary material available, I suggest you search for the drivers on the Internet, through Google: enter the text [scanner name / printer] Windows driver if you use Windows, or [scanner / printer name] macos driver if you have a Mac, making sure to download material only from  reliable sites , even better from the website of the manufacturer of your scanner or multifunction .

If you need help downloading the necessary drivers, I invite you to consult my tutorials on how to find Canon drivers, HP drivers, Samsung drivers and Epson drivers and, if your device is not among them, you can refer to my guide on how to find missing drivers. If you are looking for a specific procedure for multifunction printers, however, I recommend that you follow the instructions in my guides on how to configure a WiFi printer and how to connect a printer.

Once the scanner is installed and connected, the next step is to configure your favorite email program / app for sending and receiving emails – generally what you need to do is call the function to  add a new account , fill in the proposed fields with the  username  and password used to access the e-mail and enter, where required, the IMAP  parameters relating to the chosen e-mail service. Below I point out a list of guides that could be for you.

This step is not necessary if you intend to use a  webmail , that is to access your e-mail using the Internet browser at your disposal, without using other external programs.

Scan a document and email it with Windows

Now that you’ve installed your scanner / printer and set up your favorite email program, it’s time to get down to business and email your important document.

As for the Windows operating system , the first thing you need to do is start the Windows  Fax and Scan program, calling it from the Windows Accessories / Accessories folder  in the Start menu  (which you can access by clicking on the  flag -shaped button located in the lower left corner of the screen). Once the program has started, insert the document to be scanned into your scanner and press the  New digitization button located at the top left.

Within the proposed new window, select  Documents  or  Photos from the Profile drop-down menu  (depending on the type of document to be scanned), choose the color settings ( color , black and white or grayscale ) in the menu a Color Format drop  – down and, finally, set the resolution you intend to use for scanning from the Resolution (DPI) menu and the extension with which you intend to save the file from the File  Type menu . Once these settings are complete, click the  Preview buttonto view a preview of the digitization and, if the result is satisfactory, then press the  Digitize button to start the actual acquisition (depending on the resolution used, the process could take up to a few minutes).

Once this is done, the document will appear in the main program screen: right-click on the scanned file and select  Save as from the proposed menu to save it in the most convenient location.

As for  Windows 10 , you can also take advantage of the very simple  Windows Scanner  application , which can be installed for free from within the Microsoft Store . Once the installation procedure is complete, call it from the  Start menu and set it as follows.

  • Scanner – select the scanner (or MFP) to be used for scanning.
  • Source – leave the  Auto Configuration item .
  • File type – choose the file type to use to save your document.
  • Save file in – choose the folder in which to save your document.

Once the configuration is complete, click the  Scan button located at the bottom and wait for the scan to complete, which will be notified with a specific message. If you are looking for other programs to scan your documents in a different format (eg. PDF ), I suggest you take a look at my guide on how to scan with Windows 10. At this point, the procedure to follow varies in based on the program / method you have chosen to manage e-mail.

Windows 10 Mail app

Send a scanned document using the Windows 10 Mail app

If you use Windows 10 and use the Mail app already installed in the operating system to manage your emails, this is the part of my guide that is right for you. First, start the Windows 10  Mail app by recalling it from the Start menu or the  Start Screen (the flag-shaped button at the bottom left), presses the  New Message button (or  (+) ) located on the left side in the window, enter the  recipient of the message, the subject and the  body of the e-mail in the dedicated fields, then click on the  Insert item located at the top and then on the button File .

At this point, use the new window to select the previously scanned document, double-click on it to add it to the e-mail message and, finally, press the  Send button at the top right to send the e-mail message as well. compound.

Microsoft Outlook

Do you rely on the Outlook program to manage email on your computer? Then the operation of sending a scanned document is even easier! Using  File Explorer , go to the folder that contains the scanned document saved previously,  right-click on its icon, select  Send to  from the proposed context menu, then click on the  Mail Recipient item and, if necessary, on the  Attach button that is shown immediately afterwards .

In this way, the file is automatically attached to a new e-mail: once the window for composing a new message is open, you just have to fill in the required fields with the  recipient ‘s e-mail address , the subject and the  body of the message and finally press the  Send button .

Alternatively, to “manually” insert the attachment, start the  Outlook program , click on the  New e-mail message button located at the top left, fill in the fields with the information relating to your message, press the  Attach File button , then on the item  Explore this PC… available in the proposed menu and select the previously scanned document. Once you have verified the validity of your message, send it by pressing the  Send button .

Gmail

If you use the Gmail e-mail service directly from your browser, this is the most suitable section for you. First of all, connected to the Gmail website , log in (if necessary), click on the  Write button located at the top left, enter the  recipient , the subject and the  e -mail message where required, then press the Attach File button  (the paper clip -shaped one ) located in the bottom bar of the compose screen.

Using the proposed window, go to the folder where you saved the previously scanned file, select it with a  double click and then press the  Send button to send the e-mail message. If you wish, you can insert multiple attachments in the same message; moreover, to delete an attachment inserted by mistake, you can click on the small  x located next to the file, at the bottom of the screen.

Outlook.com

Do you use the Outlook mail service  directly from your browser? Don’t worry, you can attach scanned documents and email them with very little difficulty. To begin with, connected to the Outlook.com Internet page , log in with your account data such as email address and password , if required, and press the (+)  New button  located at the top left.

Inside the new composition window, enter the information relating to your e-mail message in the appropriate fields ( recipientsubject and  text ), press the  Attach button (marked by the paper clip icon ), then on the item Search in this  computer .

Then select, through the proposed panel, the previously scanned file and finally press the  Upload and share option as a link to OneDrive. However, keep in mind that to send a large file via the OneDrive cloud storage service, the attachment must be larger than 33 MB, otherwise it will be uploaded directly as an email attachment.

Microsoft’s cloud storage service also features 5GB of free storage. Exceeding this size to continue uploading files to the cloud you will need to subscribe to a subscription plan, with prices starting from € 2 / month.

After attaching the file as a link to OneDrive , all you have to do is send the message to send the email. by clicking on the  Submit button .

Scan a document and email it with macOS

Do you have a Mac available ? Perfect, know that it is possible to scan a document and send it via email with a disarming simplicity! Once the scanner configuration is complete, start the  Image Capture utility from the Other folder  of the  Launchpad (the rocket icon located on the Dock), select the name of your scanner (or multifunction printer ) located in the left sidebar , inside the new window.

If you want to set additional details (image format and resolution), you can press the Show details button and act on the appropriate items. Once the settings are complete, press the  Scan  button located at the bottom right: after a few seconds, the image containing your document is saved in the  MacOS Images folder.

At this point, the procedure for sending the document thus acquired varies according to the method you use to manage e-mail: below I show you how to proceed with the Apple Mail program and with the Web versions of  Gmail and  iCloud .

Apple Mail

Sending the scanned document with Apple Mail is extremely simple! First, open the  Finder and go to the folder where you previously saved it,  right-click on its icon and select  Share> Mail from the proposed menu: in this way, the file is automatically attached to a new message e-mail.

Once the Apple Mail composition window is open, type the information about the  recipient , the subject and the  text of the e-mail message in the appropriate fields, then press the  Send button without hesitation to send your attachment. If you want, you can also insert other files in the message (within the limits set by the mail service you use) by pressing the  paper clip button and selecting the file from the proposed panel.

Gmail

If you use Safari (or another browser for macOS) to access Gmail, you can attach a document to your email message via the service’s convenient web interface. To proceed, you can follow the instructions I have already given you in the corresponding section dedicated to Windows to the letter: the procedure is absolutely identical.

iCloud

If you manage your iCloud email address using Safari or another browser, you can attach the previously scanned document without any difficulty. First of all, connected to the iCloud Mail page , log in (if necessary) and, once the email screen is loaded, press the  New Message button (the  square with the pen inside ) located at the top.

At this point, fill in the required fields with the information relating to the e-mail message ( recipientsubject and  text ), click on the paper clip button located at the top, to the right, and select the previously scanned document from the  Finder panel that is proposed, then presses the Choose button . If you want, you can attach other files by following the same procedure: once you have completed your e-mail, press the  Send button without hesitation to send it to the chosen recipient.

Scan a document and send it by email from smartphones and tablets

You have decided to use your  smartphone or  tablet to send scanned documents by e-mail, and you are worried because you are afraid that setting up your scanner will be particularly difficult. Don’t be afraid, thanks to a series of practical apps you can do without the scanner and use a tool you already have at hand: the  camera on your device!

Below, I’ll walk you through three great apps made for the purpose: I’m talking about  Office LensScanbot ,  and  Google Drive , all of which are available for both Android and iOS. All are equipped with an efficient character recognition mechanism and allow you to send documents in PDF format.

Office Lens

Office Lens is an app designed by Microsoft for scanning documents through the camera of smartphones and tablets: it is available for free for both Android and iOS , and you can easily download it using the usual procedure provided by your terminal.

Once this is done, proceed as follows: if you are on Android, swipe to the right twice, press the  Start using Office Lens button, choose the  Document  item (or the  Photo item , if you need to acquire an image), frame the document you are interested in acquiring and tap on the red circle in the center. Once the acquisition is complete, press the  Save button , set the check mark on the  Collection box and tap the  Save button again . At this point, touch the  Share icon located next to the name of the document just scanned and choose the mail app  from the proposed panel electronics you usually use: the file is automatically inserted as an attachment and is ready to be sent.

If you are on  iOS instead , double swipe to the right, remove the check mark from the  Automatically send data to help us improve Office Lens box , tap the  Allow Access button and then the  OK button . At this point, using a swipe,  go to the Document item , frame the document to be scanned and tap  the red button located at the bottom, in the center. Then press the Done  button  and select the  Mail item (or other email app installed on your device) in the  Share To box: in this way, the file is automatically attached to the message.

Scanbot

Hai scelto di utilizzare la pratica app Scanbot per eseguire la scansione del tuo documento? Perfetto, inizia con lo scaricarla dallo store del tuo dispositivo (è disponibile gratuitamente per Android e iOS), dopodiché segui le istruzioni che sto per fornirti: riuscirai nel tuo intento senza problemi.

Dopo aver installato l’app, fai quattro volte swipe verso sinistra, sposta l’indicatore collocato in basso sulla voce Gratis, pigia sul pulsante Non diventare Pro collocato in basso e, successivamente, sul pulsante Salta collocato in alto a destra (se ti trovi su iOS, sfiora successivamente il pulsante OK per consentire l’accesso alla fotocamera). A questo punto, inquadra il documento col tuo telefono finché non viene rilevato automaticamente (puoi avvalerti anche del Flash usando l’apposito pulsante collocato in alto): se hai bisogno di scansionare più pagine, sfiora il pulsante Multi-Pagina collocato in alto a sinistra.

Qualora l’acquisizione automatica non andasse a buon fine, puoi “fotografare” manualmente il tuo documento pigiando sul pulsante tondo. Una volta completata la scannerizzazione, pigia sul pulsante Salva/Salvare collocato in alto a destra: ora, se ti trovi su Android, pigia sulla voce Decidi in seguito, poi sul pulsante Condividi, scegli il formato con cui condividere il file (PDF o JPG) e, infine, seleziona l’app di posta elettronica da te utilizzata nel riquadro proposto. Per quanto riguarda iOS, invece, tutto ciò che devi fare è sfiorare la voce Condividi… e selezionare la tua app per la gestione delle email: in entrambi i casi, il file viene allegato automaticamente al nuovo messaggio.

Google Drive

L’ultima opzione che voglio proporti per scannerizzare documenti da smartphone e tablet è Google Drive: l’app dedicata al cloud di Google, infatti, contiene una pratica funzionalità che permette di eseguire scansioni “al volo” di documenti e immagini, con la possibilità di condividerle tramite posta elettronica dopo il salvataggio sullo spazio cloud.

Una volta installata l’app dallo store dedicato (è disponibile sia per Android che per iOS, ma su iOS non offre una funzione di scansione vera e propria) ed effettuato l’accesso, pigia sul pulsante (+) collocato in basso e seleziona il pulsante Scansiona dal pannello proposto.

Completata l’operazione, inquadra il documento da scannerizzare, pigia sul pulsante rotondo collocato al centro della schermata per acquisirlo, dopodiché fai tap sul pulsante OK, poi sul pulsante (+) per acquisire una nuova pagina, sulla freccia circolare per ripetere la scansione, o sul pulsante a forma di spunta per procedere al caricamento su Google Drive. Se lo desideri, puoi ritagliare il documento acquisito o impostarne i colori utilizzando gli appositi pulsanti collocati in alto.

Once the upload procedure on Google Drive is completed, make a  long tap on the file you just created, press the button  (…)  next to the name of the document, select the  Send copy item from the menu that appears and choose your app for e-mail from the small panel proposed: in this way, the scanned document is automatically attached to the new message.