Steps to Scan & Email the Document

Scanning and sending a personal or business document as an e-mail attachment can save time and money as printing or postage charges are not a matter of concern. Although it is important to choose the correct file size, the process is not difficult. Whether you are using an independent scanner or a multifunction printer, the scanning procedures usually are the same. The same is true when you attach a scanned document to an email, since in most email programs the attachment procedures are usually the same.

You can select between a PDF and a JPEG file in most scanners. The PDF file is the best choice for scanning texts or vector graphics containing points , lines, forms and curve. You can also merge documents with more than one page in a single file using this format. For pictures the JPEG file format is a good choice because it allows you to compress image data and reduce the size of a large file.

Document scan

With a clean soft cloth, clean the scanner glass. Place the document on the glass of the scanner face down. Align it along the glass perimeter with guideline markers, and then lower the cover. Select “Scan” from the printer menu,selects the computer to scan the document, select the type of file and start the scan. Open the software you installed while installing and scan the document from your computer as an alternative method.

Save the scanned file and rename it

When the scan is finished, either the Windows Explorer or My Documents will automatically open. The scan you have just finished will be the last on the list. Open and check the document to see if it has been scanned correctly and then press the “Close” button. Rename the file to something more descriptive such as “Company Phone List,” from its current name, such as Scan0001.jpg.

Join the text in an e-mail

A document can be attached to an email in two ways. Right-click the file name in the first method from its current position. Select “Send to” and then “Email receiver” from the pop-up menu that appears. A new message window opens with a document attached. A second way is to open your email and create a new message. Select the button “Attach file” at the top of the message window after you finish. Navigate to the place where your document file is stored, select it and click “insert.” Your e-mail can then be sent to the file without any further action.