How to Add Scanner to Windows 11: A Step-by-Step Guide

Want to scan a stack of receipts, digitize old photos, or turn a signed contract into a searchable PDF? Let’s make that fast. In this guide we’ll show how to add scanner to Windows 11 — step by step, with plain language and helpful screenshots (if you add them to your post). Whether you’ve got a USB flatbed, an all-in-one printer with a scanner, or a network scanner that lives on your Wi-Fi, we’ll get it connected and scanning in minutes.

Ready? Let’s plug in, connect, and scan.

Table of Contents

Summary — Key Takeaways

You can add a scanner to Windows 11 via USB, Wi-Fi/network, or as part of a multifunction printer (MFP).
The most reliable method is to install the manufacturer driver/software, then add the device through Settings → Bluetooth & devices → Printers & scanners.
If Windows doesn’t detect your scanner, check the Windows Image Acquisition (WIA) service, network discovery, or install drivers manually via Device Manager.
Use the Windows Scan app, Windows Fax and Scan, or third-party tools (NAPS2) to perform scans and save to PDF/JPEG.
This guide walks you through every method, troubleshooting steps, security tips, and quality settings so you can scan like a pro.

Why add a scanner to Windows 11?

Speed: One-click scanning saves time compared to photographing documents.
Organization: Scanned files are searchable, taggable, and easy to archive.
Quality & Accuracy: Scanners give higher resolution and better color fidelity than phone snaps (unless you use a high-end phone camera + app).
Business workflows: Scanning to PDF, OCR, or shared network folders integrates with invoicing, archives, and collaboration tools.

What types of scanners can you add?

Type	Best for	Connection
USB flatbed scanner	High-quality photo/document scanning	USB cable
All-in-one printer (MFP)	Home office: print + scan + copy	USB / Wi-Fi / Ethernet
Network/Wireless scanner	Shared office scanning	Wi-Fi or Ethernet
Mobile scanner apps	Quick scans on the go	Phone → PC (via cloud/USB)

USB scanners

Plug in and usually plug-and-play. Good for single-user setups.

Network / Wi-Fi scanners

Great for offices or shared devices. Device must be on the same network as your PC.

Multifunction printers (MFP)

Often behave as both printer and scanner — Windows may show them under Printers & scanners.

Before you start — checklist and prerequisites

Make sure you have:

The scanner powered on and connected (USB or network).
Admin rights on your Windows 11 machine (installing drivers often requires it).
The scanner’s model number and access to the manufacturer’s website for drivers.
Your Wi-Fi name (SSID) and password if doing wireless setup.
Windows fully updated (Settings → Windows Update).
Optional: the Windows Scan app installed from the Microsoft Store.

Quick overview: how Windows 11 detects scanners

Windows 11 can detect many scanners automatically. When detection fails, you’ll typically:

Install the manufacturer driver/software.
Use Settings → Bluetooth & devices → Printers & scanners → Add device.
Open a scanning app (Windows Scan or Fax & Scan) to test.

Method 1 — Add a USB scanner (plug-and-play)

This is the simplest path for most flatbed scanners and some MFPs.

Step-by-step (USB)

Plug the scanner into a working USB port and turn it on.
Wait 30–60 seconds for Windows to detect the device.
Open Settings (Win + I) → Bluetooth & devices → Printers & scanners.
Click Add device (or “Add a printer or scanner”). Windows will search.
If the scanner appears, click Add device and wait for setup to complete.
If it does not appear, continue to the next steps (driver install below).

If Windows doesn’t auto-detect the USB scanner

Install the driver from the manufacturer (HP, Canon, Epson, Brother, etc.). Download the latest Windows 11 driver from their support page and run the installer.
After driver install, repeat Settings → Printers & scanners → Add device.
Test by opening the Scan app (search “Scan” in Start).

Method 2 — Add a wireless / network scanner

Network scanners must be reachable across your LAN.

Step-by-step (Wi-Fi/Ethernet)

Connect the scanner to your network: Use the scanner/printer control panel to join Wi-Fi or plug an Ethernet cable into your router.
On the scanner, print a network configuration or check its display for an IP address.
On your PC, ensure you are on the same Wi-Fi network.
Open Settings → Bluetooth & devices → Printers & scanners → Add device. Windows will search for network devices.
If the scanner is found, click Add.
If not found, choose The printer that I want isn’t listed, then pick Add a printer using a TCP/IP address and enter the scanner’s IP address. Follow prompts to install drivers.

Alternative: WPS setup

If your scanner supports WPS and your router has a WPS button, you can use WPS to join the Wi-Fi quickly. Consult your device manual.

Method 3 — Add a scanner that’s part of a printer (MFP)

Most MFPs are detected as printers first. Windows then exposes scanning functionality.

Steps

Connect MFP via USB, Wi-Fi, or Ethernet.
Go to Settings → Printers & scanners. The device may appear as a printer.
Click the device, then Open queue or Manage — some manufacturers include a “Scan” shortcut.
Use Windows Scan or the manufacturer’s scanning app (HP Smart, Canon IJ Scan Utility, Epson Scan) to access the scanner bed or ADF.

How to install scanner drivers manually

If plug-and-play fails, manual driver installation helps.

Manual driver install (safe steps)

Go to the manufacturer’s support page and search your model.
Download the driver package labeled for Windows 11 (or the latest available).
Right-click the installer and choose Run as administrator. Follow prompts.
Restart your PC if prompted.
If you only have driver files (INF), do this:
- Open Device Manager (right-click Start → Device Manager).
- Find the scanner under Imaging devices or Other devices.
- Right-click → Update driver → Browse my computer for drivers → point to the folder containing the driver.
After install, test scanning.

How to scan documents in Windows 11

Once the scanner is installed you can scan with built-in apps.

A — Using the Windows Scan app

Install Windows Scan from the Microsoft Store if not present.
Open Scan (search “Scan” or open from Start).
Select your scanner from the dropdown.
Choose File type (PDF, JPEG), color mode, and resolution (DPI).
Click Preview (optional) to check alignment.
Click Scan, then Save to your chosen folder.

B — Using Windows Fax and Scan

Search Windows Fax and Scan and open it.
Click New Scan.
Choose the scanner and profile, then Scan.
Save or send via email.

C — Using manufacturer software

Manufacturer apps (HP Smart, Epson Scan, Canon IJ) often provide multi-page PDF creation, OCR, and better control over color profiles.

Troubleshooting — Why won’t my scanner show up?

Here are the most common causes and fixes.

1. Windows Image Acquisition (WIA) service is stopped

Press Win + R, type services.msc → Enter.
Find Windows Image Acquisition (WIA) → Ensure Startup type = Automatic and service is Running. Start it if needed.

2. Network discovery or Function Discovery services

For network scanners, open Services and ensure Function Discovery Provider Host and Function Discovery Resource Publication are running and set to Automatic.

3. Faulty USB cable or port

Try another USB cable and port (preferably a USB 2.0/3.0 port on the back of a desktop). Test on another PC.

4. Driver mismatch or missing driver

Download the latest driver from the manufacturer. Use Device Manager to update or uninstall and reinstall the driver.

5. Firewall or antivirus blocking network discovery

Temporarily disable firewall/AV to test. If that fixes it, add an exception for the scanner’s IP or manufacturer app.

6. Scanner is asleep or offline

Wake it, power cycle the device, and confirm it has an IP address (for network scanners).

Troubleshooting table — quick fixes

Symptom	Quick fix
Not detected by Windows	Reboot, reconnect USB, reinstall driver
Network scanner not found	Check IP, restart device, enable network discovery
Scan fails mid-job	Update driver, check cable, try different app
Poor image quality	Increase DPI, clean glass, check settings

Handy keyboard shortcuts and tips

Win + E → Open File Explorer.
Win + S → Search for apps like “Scan”.
Use the scanner’s ADF (automatic document feeder) for multi-page documents.
For OCR (searchable text), scan to PDF and run OCR in Microsoft OneNote, Adobe Acrobat, or NAPS2.

Best free and paid scanning apps

Windows Scan (free) — simple and integrated.
Windows Fax and Scan (built-in) — legacy but reliable.
NAPS2 (Not Another PDF Scanner 2) — open-source, great for multipage PDF + OCR.
VueScan — paid, known for strong driver support and advanced options.
Manufacturer apps: HP Smart, Epson Scan, Canon IJ Scan Utility — optimized for their devices.

Tips to get the best scan quality

Resolution (DPI): 300 DPI for documents, 600+ DPI for photos.
File type: Use PDF for documents, JPEG/PNG for images.
Color mode: Grayscale for text; color for images.
Clean the glass: Dust or fingerprints reduce clarity.
Scan originals face down and align to guides.

How to remove or uninstall a scanner in Windows 11

Settings → Bluetooth & devices → Printers & scanners.
Click the device → Remove.
To remove drivers: open Device Manager, find the device, right-click → Uninstall device.
Optionally, run the manufacturer’s uninstaller or Print Management to remove driver packages.

Security & privacy when scanning

Store scans in a secure folder or cloud account (OneDrive with 2FA).
Be cautious scanning sensitive documents on shared network scanners — clear device memory if device supports it.
Use encrypted PDF if sharing confidential documents.
Keep scanner firmware up to date (manufacturer’s support page).

When should you replace a scanner?

If scans show hardware artifacts (lines, dead pixels) after cleaning.
If driver support for Windows 11 is not available from the manufacturer.
If you need faster throughput: upgrade to an ADF with higher pages/minute.

Conclusion

Adding a scanner to Windows 11 is usually straightforward: try USB first, then Wi-Fi/network for shared devices, and always install the manufacturer driver when in doubt. If Windows doesn’t detect your scanner, check the WIA service, network discovery services, cables, and drivers. Once connected, use the Windows Scan app or a third-party tool like NAPS2 to produce high-quality PDFs or images. With the steps in this guide, you should be scanning documents quickly and securely.

Now it’s your turn — plug in your scanner, follow the method that fits your device, and give scanning a test run. Need help with a specific model (e.g., HP, Canon, Epson)? Tell me the model number and I’ll give model-specific steps.

Frequently Asked Questions (FAQs)

1. Can I add any scanner to Windows 11?
Most modern scanners and multifunction printers are compatible with Windows 11. If your device is older, check the manufacturer’s website for Windows 11 drivers or use universal TWAIN/WIA drivers.

2. Where is the scan app in Windows 11?
Search Scan or install Windows Scan from the Microsoft Store. You can also use Windows Fax and Scan (built-in).

3. My network scanner isn’t found — what should I check first?
Verify the scanner has an IP address, ensure your PC and scanner are on the same network, check Function Discovery services, and temporarily disable any firewall that may be blocking discovery.

4. How do I scan to searchable PDF (OCR) in Windows 11?
Scan to PDF using Windows Scan or NAPS2, then run OCR using built-in OneNote OCR, NAPS2’s OCR feature, or Adobe Acrobat.

5. Do I need manufacturer software to scan?
Not always. Windows Scan and Fax & Scan work for many devices, but manufacturer apps often provide advanced features (ADF, duplex, OCR) and better presets.