From scan to email: steps to email your scanned documents

Scan to email automatically scans your document and attaches to an email. What If your scanner doesn't have the feature? Signeasy shows how.

Rachana Chotia

June 27, 2024

2024-06-27

•

min read

From scan to email: steps to email your scanned documents

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:

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:

Time Required 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.

Here are the steps to scan, sign and send a document to a third party.

How to send scanned documents by email ( + sign and send it)

General steps

Scan
Turn on the scanner and place the document into the scanner feeder or flatbed.
Use the Preview app (for Mac) or Scan (for Windows) application to scan the document.
Sign
Open Signeasy on the web browser.
Click on Sign Document in the top left corner.
Choose the scanned file.
Hit the Signature button.
Click on the portion of the scanned document where you want the signature to appear.
Click Finish.
Send
Hit the email button.
Enter the email address, subject, and message in the dialogue box.
Hit Send.

Using Gmail

Scan
Turn on the scanner and place the document into the scanner feeder or flatbed.
Use the Preview app (for Mac) or Scan (for Windows) application to scan the document.
Sign
Open Signeasy on the web browser.
Click on Sign Document in the top left corner.
Choose the scanned file.
Hit the Signature button.
Click on the portion of the scanned document where you want the signature to appear.
Click Finish.
Send
Open your Gmail account in your web browser or email application.
Click the Compose button to create a new email.
Click the Attach button and select the scanned and signed document or drag and drop the file into the body of the email (desktop only).
Enter the recipient’s email address from your address book and any other necessary information.
Click Send to send the email with the attached scanned document.

Using Outlook

Scan
Turn on the scanner and place the document into the scanner feeder or flatbed.
Use the Preview app (for Mac) or Scan (for Windows) application to scan the document.
Sign
Open Signeasy on the web browser.
Click on Sign Document in the top left corner.
Choose the scanned file.
Hit the Signature button.
Click on the portion of the scanned document where you want the signature to appear.
Click Finish.
Send
Open your Outlook email account.
Click the New Email button to create a new email.
Click the Attach button and select the scanned and signed document from your computer, or drag and drop the file into the email.
Enter the recipient’s email address and any other necessary information.
Click Send to send the email with the attached document.

Using Apple Mail

Scan
Turn on the scanner and place the document into the scanner feeder or flatbed.
Use the Preview app (for Mac) or Scan (for Windows) application to scan the document.
Sign
Open Signeasy on the web browser.
Click on Sign Document in the top left corner.
Choose the scanned file.
Hit the Signature button.
Click on the portion of the scanned document where you want the signature to appear.
Click Finish.
Send
Scan your document using a scanning device.
Save the scanned document to your computer.
Open your Apple Mail account.
Click the New Message” button to create a new email.
Drag and drop the scanned and signed document from your computer into the email. Alternatively, you can click the Attach button and select the scanned document from your computer.
Enter the recipient’s email address.
Hit Send to send the email with the attached document.

How to scan and send with your iPhone/Android (+ sign and email it)

Scan
Place the image on a flat and well-lit surface.
Use the Google Drive (for Android) or Notes (for iOS) app to scan the documents.
Save the scanned document in a familiar folder.
Sign
Open the Signeasy app.
Click on the + icon in the bottom right corner of the app.
Select the file to be signed and emailed.
Click Sign > Sign Yourself.
Tap to add annotations (signature, initials, date, time, text, etc).
Click on the ✓ icon in the top right corner.
Send
Click on the share icon in the top right corner.
Choose the email or drive that you would want to share the file.
Enter the email addresses of the recipients.
Hit the send button.

How to sign a scanned document using Signeasy

Your best bet to remotely sign and share documents is via an eSignature solution such as Signeasy.

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.
Click Finish.

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.
Click Scan.
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.

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Note: This article was originally published on October 11, 2021. It has been refreshed for recency.

Frequently asked questions

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.

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.

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.

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.

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.

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.

Rachana Chotia

Rachana is the Content Marketing Manager at Signeasy, where she works with the product & customer teams to create content related to eSignature and contract workflows. In her free time, she enjoys going for walks, watching anime, and reading a good book.