How to Scan in Windows 11: A Step-by-Step Guide

By / October 5, 2025

Need to scan a document, photo, or ID on your Windows 11 computer but aren’t sure how? Whether you’re using a flatbed scanner, all-in-one printer, or even a mobile scanning app, Windows 11 makes it easier than ever to digitize your paperwork.

In this comprehensive guide, we’ll walk you through how to scan in Windows 11, including using the built-in Windows Scan app, the Windows Fax and Scan tool, and third-party options. By the end, you’ll know exactly how to scan, save, and manage documents like a pro.

Why Scanning Is Useful in Windows 11

Scanning documents isn’t just for offices anymore. Whether you’re digitizing receipts, storing photos, or sending signed documents, scanning makes your workflow faster and more organized.

Here’s why it’s worth learning:

  • 🧾 Paperless convenience: Save space and reduce clutter.

  • 💾 Easy backups: Store documents digitally to prevent loss.

  • 📧 Share instantly: Send scans via email or cloud in seconds.

  • 🖨️ Print later: Keep high-resolution copies for reprints.

  • 🔍 Edit or search text: Use OCR tools to make scanned text searchable.

Different Ways to Scan in Windows 11

Windows 11 supports multiple scanning methods. You can choose one based on your device and preferences:

Method Tool Best For
Windows Scan App Free from Microsoft Store Simple, modern scanning
Windows Fax and Scan Pre-installed tool Advanced settings and email faxing
Printer’s Software Manufacturer’s program Specialized controls
Photos App Microsoft Photos Quick document/photo capture
Mobile Apps Microsoft Lens, Google Drive Scanning via smartphone camera

Before You Start: Check Scanner Setup

Before you scan, make sure your scanner or all-in-one printer is properly connected and installed.

✅ Step 1: Connect Your Scanner

  • For USB scanners, plug it directly into your computer.

  • For wireless scanners, connect both your PC and the scanner to the same Wi-Fi network.

✅ Step 2: Install Drivers

  1. Press Windows + I → Go to Bluetooth & devices → Printers & scanners.

  2. Click Add device.

  3. Select your scanner or printer and install the necessary drivers.

If Windows doesn’t find it automatically, visit the manufacturer’s website (HP, Canon, Epson, Brother, etc.) and download the latest drivers.

How to Scan Using the Windows Scan App

The Windows Scan app is the simplest and most user-friendly way to scan on Windows 11. It’s free, clean, and works with almost every scanner.

Step-by-Step Instructions:

  1. Install Windows Scan (if not already installed):

    • Open Microsoft Store, search for “Windows Scan”, and click Install.

  2. Open the App:

    • Press the Windows key, type “Scan,” and open Windows Scan.

  3. Select Your Scanner:

    • Under Scanner, choose your connected device.

  4. Choose File Type and Settings:

    • File Type: JPEG, PNG, TIFF, or PDF

    • Source: Flatbed or Feeder

    • Color Mode: Color, Grayscale, or Black & White

    • Resolution (DPI): Higher for documents or photos.

  5. Preview (Optional):

    • Click Preview to check the scan area. Adjust borders if needed.

  6. Start Scanning:

    • Click Scan.

    • Once complete, the file will appear in the Scans folder (usually in “Pictures > Scans”).

💡 Tip: Choose PDF if you’re scanning multi-page documents for easy sharing.

How to Scan Using Windows Fax and Scan

If you want more control or need to fax directly, try Windows Fax and Scan — an older but feature-rich tool still included in Windows 11.

Here’s how to use it:

  1. Press Windows + S and type Windows Fax and Scan.

  2. Open the app and click New Scan in the toolbar.

  3. Choose your scanner and click OK.

  4. Set:

    • Profile: Photo or Document

    • Color format: Color, Grayscale, or Black & White

    • File type: JPG, PNG, TIF, or PDF

    • Resolution: (150–300 DPI for text; 600+ for images)

  5. Click Preview, adjust if necessary, then hit Scan.

  6. Save the file or send it as an email or fax directly from the app.

📎 Bonus: You can also combine multiple scanned pages into one PDF using “Print to PDF.”

How to Scan Using the Printer’s Software

Most printers come with their own software suites, which often include advanced scanning tools.

Examples:

  • HP Smart (for HP printers)

  • Canon IJ Scan Utility

  • Epson Scan 2

  • Brother iPrint&Scan

Steps:

  1. Download your printer’s software from its official website.

  2. Open the app and select Scan.

  3. Choose document type, resolution, and output format.

  4. Click Scan, then save or share the file.

💡 Tip: Manufacturer software often supports OCR (Optical Character Recognition) for text extraction.

How to Scan from Microsoft Photos App

Did you know you can scan images directly from the Photos app?

  1. Open Microsoft Photos.

  2. Click the Import button (top-right corner).

  3. Select From scanner.

  4. Choose your scanner and follow the on-screen instructions.

  5. Save the scanned image directly to your Pictures folder.

This method is great for quick photo scanning without installing extra tools.

How to Scan Using Your Phone and Sync with Windows 11

If you don’t have a physical scanner, your smartphone can do the job! You can use apps like Microsoft Lens to scan documents and sync them to your PC.

Using Microsoft Lens:

  1. Install Microsoft Lens (available on Android and iOS).

  2. Open the app and choose Document, Whiteboard, or Photo mode.

  3. Scan your document using your camera.

  4. Save or share it directly to:

    • OneDrive

    • Outlook

    • Word

    • PDF

Once uploaded, you can easily access the scanned file from your Windows 11 PC via OneDrive or email.

How to Save, Edit, and Share Scanned Files

After scanning, your files are usually stored in:

  • Pictures > Scans (for Windows Scan app)

  • Documents (for Windows Fax and Scan)

To rename or move your scans:

  1. Open File Explorer (Windows + E).

  2. Locate your file.

  3. Right-click → Rename or Move to Folder.

You can then:

  • Email it directly.

  • Upload it to Google Drive, OneDrive, or Dropbox.

  • Open in Photos, Word, or PDF viewer for editing.

Troubleshooting Common Scanning Issues

Even with the right setup, scanning may not always go smoothly. Here are fixes for the most common problems:

Problem Solution
Scanner not detected Reconnect device, update driver, or restart PC
“No scanners found” message Ensure Wi-Fi/USB connection is stable
Low-quality scans Increase DPI resolution
Scan button not responding Try different app (Windows Scan or Fax and Scan)
Scan saved in wrong format Change file type before scanning
Multiple pages not in one file Select “PDF” as output format

💡 Tip: Always use the latest printer/scanner drivers from the manufacturer’s website for best performance.

Recommended File Formats for Scanning

File Type Best For Pros Cons
PDF Multi-page documents Compact, shareable Harder to edit
JPEG/JPG Photos Small size, widely supported Lossy compression
PNG Graphics, images High quality, lossless Larger file size
TIFF Professional printing Best image quality Very large files

Tips for Getting the Best Scan Quality

Want crisp, clear scans every time? Follow these pro tips:

  • Clean your scanner glass regularly.

  • Set DPI to 300 for documents, 600+ for photos.

  • Choose Color mode for colored documents; Grayscale for text.

  • Use Preview to crop unnecessary edges.

  • Save as PDF for multiple pages.

  • Use flat surfaces to avoid wrinkles or shadows.

How to Rename and Organize Scanned Files

Keeping digital files organized saves a lot of time later.

Suggested File Naming Format:

Invoice_CompanyName_YYYYMMDD.pdf
Photo_FamilyTrip_2025.jpg

Folder Organization Tips:

  • Create folders like “Receipts,” “IDs,” “Invoices,” “Photos.”

  • Use OneDrive or Google Drive for cloud backup.

  • Tag or label files for quick search.

How to Use Optical Character Recognition (OCR)

OCR (Optical Character Recognition) converts scanned text into editable, searchable content.

To use OCR in Windows 11:

  • Use Microsoft OneNote, Adobe Acrobat, or Google Drive OCR tools.

  • Open your scanned PDF or image.

  • The tool automatically detects text and makes it editable.

This is perfect for digitizing printed forms, letters, or books.

🧩 Key Takeaways

Task Tool Key Shortcut/Path
Quick scan Windows Scan App Windows key → Scan
Advanced settings Windows Fax and Scan Windows Fax and Scan → New Scan
Mobile scan Microsoft Lens Scan → Save to OneDrive
OCR text extraction OneNote or Acrobat Insert → Picture → Copy Text
Save location Pictures/Scans Default folder

🏁 Conclusion

Scanning documents in Windows 11 has never been easier. With tools like Windows Scan, Fax and Scan, and mobile integration, you can digitize documents in seconds — no special software needed.

Whether you’re scanning invoices, photos, or handwritten notes, Windows 11 offers flexibility, speed, and precision. Remember to keep your device drivers updated, choose the right file type (PDF for documents, JPEG for photos), and organize your files smartly.

Now that you know how to scan in Windows 11, it’s time to go paperless and take control of your digital workflow!

❓ FAQs

1. Does Windows 11 have a built-in scanner app?

Yes. The Windows Scan app is available for free from the Microsoft Store. It’s lightweight, easy to use, and perfect for everyday scanning.

2. Where do scanned documents go in Windows 11?

By default, scanned files are saved in the Pictures → Scans folder unless you choose another directory.

3. Can I scan multiple pages into one file?

Yes, select PDF as your output format. It supports multi-page scanning.

4. My scanner isn’t showing up — what should I do?

Make sure it’s connected properly, update drivers, and check under Bluetooth & devices → Printers & scanners.

5. Can I scan with my phone and access it on my PC?

Absolutely. Use Microsoft Lens to scan via smartphone and save files to OneDrive — accessible instantly from your Windows 11 PC.

👉 In summary:
Windows 11 offers multiple ways to scan — whether via a dedicated scanner, printer, or your smartphone. With built-in tools like Windows Scan and Fax and Scan, you can easily digitize, edit, and share documents in just a few clicks.

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