How To Scan And Email Document?
Are you considering going paperless? You can easily do so if you have access to fundamental technologies.
Paperwork is an inevitable aspect of doing business. Contracts must be signed, HR documents for new hiring must be completed, and paperwork must be emailed back and forth to coworkers and clients.
The amount of paper produced by American offices each year is staggering: 10,000 pages. It’s not much better in other parts of the world.
In the United Kingdom, Businesses consume 45 sheets of paper per day on average, with two-thirds of that going to waste.
You can use a desktop, smartphone, or tablet to go paperless anywhere you are in the world and for whatever purpose you want.
Starting by scanning papers and emailing them instead of creating copies and sending them is a terrific first step. You may even scan, upload, and sign essential business papers using a website like eversign.
But we’ll get to that later. Let’s look at how to scan and send documents in more detail.
Using a Mobile Device to Scan a Document
Document scanning is possible on both smartphones and tablets. It takes more than just taking a picture of a contract to turn it into an official scan.
A specific app, such as Tiny Scanner, Cam scanner, or Microsoft Office Lens, will be required. These will convert your photographs into scanned PDF copies.
Use Google Drive as another alternative. If you’re using an Android device, this is the best option. The Google Drive app is pre-installed on most modern devices.
Here’s how to scan and mail a document with it.
Step 1: Go to Google Drive and sign in.
On your smartphone, open the Google Drive app. You’ll be able to see all of your documents once it’s opened.
In the lower right corner, click the Plus symbol.
Step 2: Select Scan from the drop-down menu.
At the bottom of your screen, a little window will appear. To start the scan option, select the camera symbol in the top row.
Step 3: Take a Photograph of Your Document
Place your camera over the document you want to scan now. Don’t worry if you have many pages.
You’ll work on a single page at a time.
Step 4: Convert the document to a PDF.
Your image file will now be converted to a PDF by Google Drive. You can either take a photo of another page (+ sign) or retake the current page’s snapshot at this point (return sign).
Click the checkmark sign when you’re ready to continue.
Step 5: Distribute the Document to the Recipients
The scanned document can now be found in your Google Drive. You can select the three dots in the upper right corner after clicking on them.
This will bring up a menu where you may either add persons or remove them. If you want others to be able to view your Google Drive files, check this box.
If you don’t want to send a copy, choose “send a copy.”
You can transmit the document using Yahoo, Gmail, or another connected emailing tool from here.
Fill in the email address and click the send button. You’re finished!
Free Scan To Email Software
If you want to use your desktop to scan and email documents, you’ll need to first set up your gear. To complete the task, you’ll need a printer with a scanner or a standalone scanner.
The majority of scanners work in the same way: you place the document into the scanner and then press the scan button (either on the device or on your computer using the software).
- After the scan is finished, you can add more pages or browse to the folder where you wish the papers to be saved.
- From here, you can use your preferred email service, such as Gmail, Yahoo, or Hotmail.
- Choose “compose message” and fill in the subject and recipient’s email address.
- Select the attach button (which resembles a paper clip) and navigate to the document’s location (wherever you saved it).
- You can mail it after it’s been uploaded.
- Upload and Email Documents in a Different Way
- In business, you need efficient and secure processes and procedures. This isn’t usually available in emails.
As a result, several businesses are increasingly utilizing cloud-based systems such as eversign. You can submit papers to our website and email them to recipients.
For security, the documents are accessed and signed through the platform.
to upload a document to Eversign, you must first scan it following the processes outlined above. Instead of emailing it, you log into Eversign and locate the document, which you then upload straight to the platform.
Hover over the Documents section and click the Plus symbol to do so.
Then, under “Me and Others,” select “Me and Others.” This will make you and other receivers signers of the document. If just other persons must sign it, you can select “Others Only.”
Then select the paper you scanned with your smartphone or desktop by clicking “Choose files.”
You can add recipients and make a title and message once it’s been uploaded. You can also specify how long the document will be valid — in this case, three months.
Other features include automatic reminders and the requirement that all signers sign the document before it is marked as completed.
When you’re finished, click the “Quick Transmit” button in the upper right corner to immediately send the document.
What Are the Benefits of Scanning and Emailing Documents?
Scanning and emailing documents is a faster, more secure, and cost-effective method. Businesses are increasingly adopting digital documents as the new standard to reduce their carbon impact, save money, and speed up business operations.
Sending papers does not guarantee that they will reach their intended destination. And having to wait weeks for signed paperwork just slows down processes that might otherwise take hours to complete via email.
If you’re interested in learning more about scanning documents using your mobile or desktop device, keep reading. Alternatively, start producing documents and then converting them to PDF. You may completely reduce the use of paper this way!
Have you ever made a digital document or signed one? Let us know if and how it improves your workflow in the comments!