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From scan to email: steps to email your scanned documents

by stacy

One of the earliest methods of going paperless was to send scanned documents via email (much before eSignatures became mainstream).

The scan to email process refers to the process of scanning and sending a document directly from a copier to an email address.

Apart from the scan to send method, there are a plethora of other options for scanning documents and sending them via email these days. In this article, we will go into great detail about the following topics:

Should you use the scan to email feature of your printer?

Use of your printer’s scan to email feature is not recommended when sending a critical document, such as a contract or a resume. This is primarily due to the lack of tracking capabilities provided by your printer, which means you will be unable to determine whether or not your recipient has received the scan. In addition, you will not receive an error message if the email address was entered incorrectly, if the recipient’s inbox is full, or if the recipient’s email address has been changed.

As a result, only use the scan to email method if you have a way of manually verifying with the recipient that they have received the scanned document, such as a phone call, text message, or email.

The following are some other issues with the scan to email method:

Because the scan to email message is sent from a “no-reply” email address, the recipient will be unable to respond directly to it.

Longer email messages are difficult to customise and type out in a readable format.

If you’re sending a critical document, skip ahead to this section for our recommendations on what to do in this situation.

How to use your printer’s scan to email function

Every standalone scanner or multifunction printer has a slightly different set of steps that must be followed in order to complete the scan to email operation. However, the following are the general steps that must be followed, regardless of the device, in order to scan and send documents:

  • 10 minutes are required for this task.
  • Scan your physical document and place it on the scanner glass or in the Automatic Document Feeder.
  • From the digital menu, choose Scan to Email as the action.
  • To begin scanning, press the Scan button.
  • To resize the scanned image before sending it, select one of the options under Select Photo Size from the drop-down menu.
  • Fill in the email address of the person who will receive the gift.
  • To send the file, click the Send or Start button on the toolbar.
  • Once the file has been scanned and sent, you will receive an email confirming the transaction.

What are the alternatives to sending scanned documents via email in order to obtain a signature?

It’s true that the scan to email method isn’t the most dependable option available.

Fortunately, there are a variety of other options for digitising and sending documents to recipients located anywhere on the planet.

The following are the steps to take in order to scan, sign, and send a document to a third party:

To scan from your computer (+sign and send it), follow these steps.


  • Activate the scanner and feed the document through the scanner feeder or onto the flatbed.
  • Scan the document using the Preview app (on a Mac) or the Scan application (on a Windows computer).


  • Signeasy should be opened in a web browser.
  • In the top left corner, there is a button that says “Sign Document.”
  • Select the scanned file from the drop-down menu.
  • To sign the document, click on the Signature button.
  • Select the section of the scanned document where you want the signature to appear and click on it.
  • Finish by pressing the Finish button.


  • To send an email, press the send button.
  • Fill out the dialogue box with your email address, subject, and message.
  • Click on the Send button.

How to scan something with your phone (as well as sign and email it).


  • Place the image on a flat, well-lit surface to ensure it is visible.
  • Scanning the documents should be done through the Google Drive (for Android) or Notes (for iOS) app.
  • Save the scanned document in a location that is familiar to you.


  • Launch the Signeasy application.
  • To add a new feature to the app, click on the + icon in the bottom right corner.

Choose the file that will be signed and sent via email.

  • Sign Yourself by selecting Sign > Sign Yourself.
  • Annotations can be added by tapping the screen (signature, initials, date, time, text, etc).
  • In the top right corner, click on the arrow icon to open the menu.
  • Send
  • To share something, click on the share icon in the top right corner.
  • Select the email address or network drive where you want to send the file.
  • Fill out the form with the email addresses of the recipients.
  • Click on the “Send” button.

Using Signeasy, learn how to sign a scanned document.

  • At a time when COVID-19 is still active, using an eSignature solution such as Signeasy to remotely sign and share documents is your best bet, especially during this period of uncertainty.
  • A scanned document can be signed in just four simple steps, and you can do so right now.
  • Open the Signeasy application on your mobile device, desktop computer, or laptop computer.
  • Select Sign Document > Signature from the drop-down menu.
  • Select any part of the document where you want to make the annotation by clicking on it.
  • Finish by pressing the Finish button.
  • Do you simply want to scan? Here is a list of all the ways you can help:
  • It is possible to carry a copy of your important document with you at all times in the form of scans, no matter where you are
  • It is possible to scan anything from healthcare and insurance files to contracts, joining forms, and identification cards using the methods listed below.

How to Scan on an Android Device

  • To add a new folder to your Google Drive app, click the + icon in the bottom right corner.
  • To begin scanning, press the Scan button.
  • Make sure to place the document face-up on a flat, well-lit surface to ensure proper viewing.
  • Take a picture of the document with your phone’s camera by focusing it on it.
  • Examine the resulting image and make any necessary adjustments or resizing. Alternatively, if the image isn’t clear, tap Retake to take another shot.
  • Repeat steps 4 and 5 until all of the pages of the document have been signed, then click the + sign in the bottom left corner to close the document.

How to Scan on an iPhone or iPad

  • Open the Notes app on your iOS-enabled smartphone or tablet.
  • Create a new note in which you will paste the scanned image and save it.
  • To use the camera, locate it at the bottom of your screen and click on it.
  • Prepare a flat surface with good lighting and place the document face-up on it.
  • Select Scan Documents from the drop-down menu.
  • Simply point your camera at the document, and the device will automatically scan and save the information.
  • Save the resulting scanned document to your computer.

How to Scan a Document on a Mac

  • Connect your scanner to a power source and turn it on. Get your documents ready.
  • Select a scanner from the Preview app by selecting File > Import From Scanner from the menu bar.
  • In the Import dialogue box, you can see a preview of the scan.
  • Select scanning options such as colour, document type, size, orientation, and so on from the drop-down menu.
  • Select Scan from the drop-down menu.
  • Steps 2 through 5 should be repeated for each page that needs to be scanned.

How to perform a scan on Windows

  • Windows Scan can be found by typing the name of the application into the search bar.
  • Check to see that your scanner is operational and that it is properly connected.
  • Place the document you wish to scan on the scanner’s flatbed or into the document feeder. Press the Scan button.
  • Select your scanner, the source location you prefer to scan from, the file type you want to use, and the location where you want to save the image.
  • Scan can be found at the bottom of the screen by clicking Scan.
  • Before saving the scanned file, select View to see what it looks like. At this point, you can even make changes to the scanned document if you so desire.
  • To save the scanned document, click the Save button.

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