Emailing scanned documents was one of the earliest ways of going paperless (much before eSignatures became mainstream). When you scan and send the document directly from the copier, it’s called the scan to email process.
Are you aware that many office printers, such as Xerox or HP, have a convenient scan to email feature? It lets you effortlessly send scanned documents straight to your email without any hassle.
Today, apart from the scan to send method, there are many other ways to scan and share documents via email. In this article, we will deep-dive into the following topics:
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How to mail documents and should you use the scan to email feature of your printer?
If you’re sending an important document directly to an email, it’s not advisable to use the scan to email feature of your printer. This is mainly down to the lack of tracking capabilities you have from your printer, so you won’t know if your recipient has received the scan. You also don’t receive an error message if the email address was incorrectly entered, if the recipient’s inbox is full, or if the email address has changed.
So, use the scan to email method only when you have a way of manually confirming with the recipient, via call, text message, or email, that they have received the scanned document.
Other issues with the scan to email method are:
The recipient cannot respond directly to the scan to email message as it is sent from a “no-reply” email address.
It is difficult to customize and type out long email messages.
When you scan to email, where does it go? The email is sent from a no-reply email address and goes directly to the email address you’ve typed into the printer.
How to use your printer’s scan to email function?
Every stand-alone scanner or multifunction printer has a slightly different bunch of steps to execute the scan to email process. But, overall, here are the broad steps that need to be followed, across devices, to scan and send documents:
TimeRequired 10 minutes
Place your physical document on the scanner glass or into the Automatic Document Feeder. Select Scan to Email from the digital menu.
Hit the Scan button.
Choose the options under Select Photo Size to resize the scanned image before sending it.
Enter the recipient’s email address.
Click the Send or Start button to send the file.
Once the file is scanned and sent, you will receive a confirmation message.
True that the scan to email method is not the most reliable one.
Luckily, there are many other ways to digitize and send documents to recipients situated anywhere in the world.
It is possible to sign a scanned document in just 4 easy steps.
Open the Signeasy app on mobile devices, desktops, or laptops.
Click on Sign Document > Signature.
Click on any document part where you want to add the annotation.
Just want to scan? Here are all the ways you can:
No matter where you are, it’s possible to keep your important document with you in the form of scans.
Everything from healthcare and insurance files, contracts, and joining forms to ID cards can be scanned using the following methods:
How to scan on Android
Tap the + icon on the bottom right corner of the Google Drive app.
Hit the Scan button.
Place the document face-up on a flat, well-lit surface.
Focus your phone camera on the document, and capture the image.
Review the resultant image, and resize or adjust it as required. If the image isn’t clear, tap Retake to click another picture.
Click the + sign on the bottom left corner and repeat steps 4 and 5 until all the pages of the document are signed.
How to scan on iOS (follow the below steps to scan and email from iPhone)
Open the Notes app on your iOS-powered device.
Open a new note into which you will add the scanned image.
Click on the camera icon found at the bottom of your screen.
Place the document face-up on a flat surface with good lighting.
Click on Scan Documents.
Point your camera at the document, for the device to automatically scan it.
Save the resultant scanned document.
How to scan on a Mac
Plug in and turn on your scanner and ready your documents.
Click on File > Import From Scanner and choose a scanner on the Preview app.
View the scan preview in the Import dialog box.
Choose scanning options such as color, document type, size, orientation, etc.
Repeat steps 2 to 5 for all the pages you need to scan.
How to scan on Windows
In the search bar, type in Windows Scan and open the application.
Check if your scanner is on and properly plugged in.
Place the document you wish to scan on the scanner’s flatbed or into the document feeder.
Choose your scanner, the source location you prefer to scan from, file type, and where you would like to save the image.
Click Scan, at the bottom of the screen.
Hit View to see the scanned file before saving it. At this point in time, you can even make edits to the scanned document.
Click Close to save the scanned document.
FAQs around scan to email
Here are responses to commonly asked questions about scan to email and other methods to scan documents.
1. Can you scan documents and email them?
Yes, it is possible to pick the scan to email option, where documents can be sent to an email address directly from the scanner printer. Else, you could save the scanned image on a mobile or desktop and then use Signeasy to scan and email the file.
2. What does it mean to scan and email?
Newer scanners and copiers have a feature where they can directly scan a file, convert it into a PDF file, and send it to one or more email recipients. This feature is called scan to email.
3. Can I scan a document with my phone?
Most smartphones come with apps such as Google Drive (Android) and Notes (iOS) that use the built-in camera to capture and scan the document.
4. How do I scan something on my printer?
Follow the below steps to scan your documents on your printer 1. Ready your hard copy by placing it on the scanner glass or feeder. 2. Choose the Scan to Email option on the printer. 3. Hit the Scan button. 4. Edit the scanned image by choosing Photo Size before saving or sending it onwards.
5. How to attach your document to an email?
You can attach your document to an email by following the below steps 1. Open your email app. 2. Click on New Message or the + symbol. 3. Click the paperclip icon and select the scanned document that you need to attach. 4. Enter the recipient’s email address, subject line, and message. 5. Click Send.
6. How to scan and email a document?
Follow the below steps to scan and email a document 1. Open Signeasy app on your mobile device. 2. Create a new document by tapping the “+” button at the bottom center of the screen. 3. Choose the “Scan” option from the list. 4. Align your document in the camera viewfinder and take a photo by tapping the camera icon. 5. For multiple pages, take photos of each page until you have captured all necessary pages. 6. Tap the “Done” button in the upper right corner when you’re done capturing pages. 7. Use editing tools to crop or adjust the document if needed. 8. Save the document by tapping the “Save” button in the upper right corner. 9. Open the newly created document by tapping on it. 10. Tap the “Share” button in the upper right corner. 11. Select the email option from the sharing options. 12. Enter the recipient’s email address and any additional information for the email. 13. Send the document via email by tapping the “Send” button.
That’s it! You have successfully scanned and emailed a document using Signeasy.
Note: This article was originally published on October 11, 2021. It has been refreshed for recency.