The Ultimate Guide to Scanning and Sending Documents via Email

In today’s digital age, the ability to scan and send documents via email has become an essential skill for both personal and professional use. Whether you need to send important files to a colleague or share important documents with friends and family, knowing how to efficiently scan and send documents through email can save you time and hassle. In this ultimate guide, we will take you through the step-by-step process of scanning and sending documents via email.

Choosing the Right Scanner

When it comes to scanning documents, having the right scanner is crucial. There are two main types of scanners available: flatbed scanners and sheet-fed scanners. Flatbed scanners are ideal for scanning delicate or irregularly shaped documents such as books or photographs. Sheet-fed scanners, on the other hand, are designed for high-volume document scanning and are perfect for scanning multiple pages at once.

Before purchasing a scanner, consider your specific needs. If you only need to scan a few pages occasionally, a flatbed scanner might be sufficient. However, if you frequently need to scan large volumes of documents, investing in a sheet-fed scanner will save you time and effort.

Preparing Your Documents for Scanning

Once you have chosen the right scanner for your needs, it’s time to prepare your documents for scanning. Start by removing any staples or paper clips from your papers as these can damage both the scanner and your documents. Next, arrange your papers in the correct order if they need to be scanned in a specific sequence.

Ensure that all pages are free from folds or creases that could affect image quality during scanning. If necessary, flatten any folded pages by gently pressing them with your hands or placing them under a heavy book for a short period.

Scanning Your Documents

With your scanner ready and your documents prepared, it’s time to start scanning. Begin by opening the scanner lid and placing your first document face down on the glass. Align the edges of the paper with the guidelines provided on the scanner bed to ensure a straight scan.

If you are using a sheet-fed scanner, simply load your documents into the feeder tray and adjust any guides to fit the size of your papers. Most scanners have an automatic document feeder (ADF) that can handle multiple pages at once, making the scanning process faster and more efficient.

Once your documents are in place, close the scanner lid or ADF cover and open your scanning software on your computer. Select the appropriate settings for your scan, such as resolution, file format, and destination folder. It’s recommended to choose a high-resolution setting for better image quality.

Sending Your Scanned Documents via Email

Now that you have successfully scanned your documents, it’s time to send them via email. Start by opening your preferred email client or webmail service. Click on “Compose” or “New Message” to create a new email. Enter the recipient’s email address in the “To” field.

Next, click on the attachment icon or “Attach Files” button to add your scanned documents to the email. Locate and select the files you want to attach from their saved location on your computer or device. Depending on your email client or service, you may be able to attach multiple files at once by holding down Ctrl (or Command on Mac) while selecting each file.

Before sending, it’s essential to verify that all attached files are correct and complete. You can do this by reviewing the file names displayed in the attachments section of your email client. If necessary, add a brief message explaining what documents are attached and any additional information you want to include.

Finally, click on “Send” or a similar button to send your email with attached scanned documents. Depending on file size and internet connection speed, it may take some time for the email to be delivered. Once sent, you can rest assured that your documents are securely on their way to the recipient’s inbox.


Scanning and sending documents via email is a simple yet powerful way to share information quickly and efficiently. By following the step-by-step guide outlined above, you’ll be able to scan your documents with confidence and send them with ease. Whether for personal or professional use, mastering this essential skill will undoubtedly streamline your document management process in the digital era.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.