Scan to email lets you scan documents and send them directly as email attachments. You can use your smartphone app for quick scans, configure your multifunction printer for regular use, or use a dedicated scanner for high volume.
Fastest Method: Use your smartphone camera with a scanning app like Adobe Scan or Microsoft Lens. Scan, save as PDF, and email in under a minute.
Methods Overview
| Method | Speed | Quality | Best For |
|---|---|---|---|
| Smartphone app | Fast | Good | Occasional scanning |
| Multifunction printer | Medium | Excellent | Regular office use |
| Dedicated scanner | Medium | Best | High volume |
| Computer + scanner | Slower | Excellent | Editing before sending |
Method 1: Smartphone Scanning Apps
The quickest way to scan and email documents.
Best Free Scanning Apps
| App | Platform | Features |
|---|---|---|
| Adobe Scan | iOS, Android | OCR, PDF export |
| Microsoft Lens | iOS, Android | Office integration |
| Google Drive | iOS, Android | Cloud save |
| Notes | iOS | Built-in |
| Files | iOS | Built-in |
Using Adobe Scan (Recommended)
- Download Adobe Scan (free)
- Open app and point at document
- App auto-detects edges
- Tap to capture
- Adjust corners if needed
- Tap Save PDF
- Tap Share → Email
- Compose and send
Using iPhone Notes
- Open Notes app
- Create new note
- Tap camera icon → Scan Documents
- Position document in frame
- Tap shutter or wait for auto-capture
- Tap Save
- Tap share icon → Mail
Using Google Drive
- Open Google Drive app
- Tap + → Scan
- Capture document
- Tap checkmark to confirm
- Tap Save
- Find file in Drive
- Tap three dots → Share → Email
Tips for Phone Scanning
| Tip | Why |
|---|---|
| Good lighting | Clearer scan |
| Flat surface | Even document |
| Dark background | Better edge detection |
| Steady hands | Sharp image |
| Clean lens | No blur or smudges |
Method 2: Multifunction Printer
Most office printers can scan directly to email.
One-Time Setup
Step 1: Connect to Network
Ensure printer is connected to:
- Wi-Fi network, OR
- Ethernet cable
Step 2: Configure Email Settings
Access printer's web interface:
- Find printer's IP address (print network config page)
- Enter IP in web browser
- Navigate to Scan or Email settings
- Enter email settings:
| Setting | Value |
|---|---|
| SMTP server | smtp.gmail.com (for Gmail) |
| Port | 587 or 465 |
| Authentication | Username + password |
| From address | Your email |
Common SMTP Settings
| Provider | Server | Port |
|---|---|---|
| Gmail | smtp.gmail.com | 587 |
| Outlook | smtp.office365.com | 587 |
| Yahoo | smtp.mail.yahoo.com | 465 |
| iCloud | smtp.mail.me.com | 587 |
Note: Gmail/Google may require app-specific password.
Scanning to Email
Once configured:
- Place document on scanner glass or feeder
- Press Scan on printer panel
- Select Scan to Email
- Enter recipient email (or select from address book)
- Press Start or Scan
- Wait for confirmation
By Printer Brand
HP Printers
- Touch Scan on control panel
- Touch Email
- Enter recipient
- Touch Send
Canon Printers
- Press Scan button
- Select Attach to E-mail
- Select settings
- Press Start
Brother Printers
- Press Scan
- Select to E-mail
- Choose settings
- Press Start
Epson Printers
- Select Scan
- Choose Email
- Enter recipient
- Start scan
Method 3: Computer + Scanner
Scan to computer first, then email.
Windows
Using Windows Scan App
- Connect scanner
- Open Windows Scan app (from Microsoft Store)
- Select scanner and settings
- Click Scan
- Save to folder
- Open email and attach file
Using Manufacturer Software
Most scanners include software that can:
- Scan directly to email
- Scan to PDF
- OCR (text recognition)
Mac
Using Preview
- File → Import from Scanner
- Select scanner
- Adjust settings
- Click Scan
- File → Export as PDF
- Attach to email
Using Image Capture
- Open Image Capture (in Applications)
- Select scanner
- Choose settings
- Click Scan
- Attach to email
Method 4: Cloud Scanning
Scan to cloud, then share via email.
Scan to Cloud Services
| Service | Method |
|---|---|
| Google Drive | Use Drive app scan feature |
| Dropbox | Use Dropbox app scan |
| OneDrive | Use Office Lens |
| iCloud | Use Files or Notes |
Workflow
- Scan document to cloud
- Open cloud service
- Find document
- Share via email (generates link or attachment)
Scan Quality Settings
Resolution Guide
| Use Case | DPI | File Size |
|---|---|---|
| Email/screen viewing | 150 | Small |
| General documents | 200-300 | Medium |
| Printing | 300 | Medium |
| Archiving | 300-600 | Large |
| OCR (text recognition) | 300+ | Medium |
File Format
| Format | Best For |
|---|---|
| Documents (most common) | |
| JPEG | Photos, simple docs |
| PNG | High quality images |
| TIFF | Archival |
Color Settings
| Setting | Use When |
|---|---|
| Black & White | Text documents |
| Grayscale | Documents with photos |
| Color | Color documents, photos |
Email Attachment Tips
File Size Limits
| Provider | Attachment Limit |
|---|---|
| Gmail | 25 MB |
| Outlook | 20 MB |
| Yahoo | 25 MB |
| iCloud | 20 MB |
Reducing File Size
| Method | How |
|---|---|
| Lower resolution | 150 DPI for email |
| Compress PDF | Use Smallpdf or Preview |
| Black & white | Smaller than color |
| JPEG instead of PDF | For single pages |
For Large Files
| Option | How |
|---|---|
| Cloud link | Upload to Drive/Dropbox, share link |
| Split PDF | Send multiple emails |
| Compress | Use PDF compression tool |
| File transfer service | WeTransfer, Dropbox Transfer |
Troubleshooting
Scan to Email Not Working
| Problem | Solution |
|---|---|
| Authentication failed | Check email password, use app password |
| Connection failed | Verify SMTP settings, port |
| Printer offline | Check network connection |
| Email not received | Check spam folder |
Quality Issues
| Problem | Solution |
|---|---|
| Blurry scan | Clean scanner glass, increase DPI |
| Dark scan | Adjust brightness settings |
| Crooked | Use auto-straighten or manual align |
| Missing pages | Check document feeder |
Common Email Errors
| Error | Solution |
|---|---|
| "Authentication required" | Enable less secure apps OR use app password |
| "Connection timeout" | Check network, firewall |
| "Relay denied" | Verify from address matches account |
Security Considerations
Sensitive Documents
| Practice | Why |
|---|---|
| Use password-protected PDF | Secure content |
| Encrypt email | If available |
| Verify recipient | Avoid misdirected emails |
| Delete from scanner memory | Prevent access |
HIPAA/Compliance
For sensitive documents:
- Use secure email services
- Consider e-signature platforms with encryption
- Follow your organization's policies
Alternatives to Scanning
Better Options for Signatures
Instead of scanning signed documents:
| Method | Benefit |
|---|---|
| E-signature platform | Direct signing, no paper |
| PDF signing | Sign digitally |
| Fill & sign apps | Complete on device |
For Regular Documents
| Instead of | Use |
|---|---|
| Scanning printouts | Original digital files |
| Scanning for storage | Cloud storage |
| Scanning for signatures | E-signatures |
Frequently Asked Questions
What's the best app for scanning?
Adobe Scan for most users—free, good quality, OCR included. Microsoft Lens if you use Microsoft 365.
Why won't my printer scan to email?
Most common issues:
- SMTP settings incorrect
- Authentication failed (need app password)
- Firewall blocking connection
- Printer not connected to network
What DPI should I use for email?
150-200 DPI is sufficient for email viewing. Use 300 DPI if recipient will print the document.
Can I scan multiple pages to one PDF?
Yes. Most apps and printers support multi-page scanning to a single PDF. Look for "add pages" or "batch scan" options.
How do I scan both sides of a page?
- Automatic: Use duplex (ADF) scanner
- Manual: Scan front, flip, scan back, combine
Conclusion
Scan to email made simple:
| Situation | Best Method |
|---|---|
| Quick, occasional | Smartphone app |
| Regular office use | Multifunction printer |
| High volume | Dedicated scanner |
| Best quality | Flatbed scanner + computer |
Recommended setup:
- Install Adobe Scan or Microsoft Lens on phone
- Configure office printer for direct email
- Use 200 DPI, PDF format for most documents
Related guides:
Last updated: January 28, 2026