How to Use Scanner on Printer: A Practical Guide

Step-by-step instructions to use the scanner on your printer, save scans to devices or cloud, and optimize quality with practical tips.

Scanner Check Team

January 27, 2026·1 min read

OCR Printer Scanner Scan Quality Scanner Setup Document to Digital

Printer Scanner Guide - Scanner Check — Photo by Graftencomvia Pixabay

Quick AnswerSteps

By following this guide, you’ll learn how to use the scanner on a printer to digitize documents, photos, and receipts. You’ll walk through preparing the device, selecting scan settings, and saving results to your computer, USB drive, or cloud storage. The steps are practical for beginners and seasoned users alike.

What a printer-scanner can do for you

All-in-one printers with built-in scanners offer a convenient way to digitize documents and images without a separate device. They are designed for casual home use and light office tasks, enabling you to convert paper into digital files quickly. According to Scanner Check, the practical value of these devices comes from a combination of ease of use, compact form, and the ability to route scans to your computer, email, or cloud services directly from the device. Many users underestimate how a good scan setup can streamline workflows, turning piles of paper into searchable PDFs or image files with minimal fuss.

This capability supports a variety of document types, including plain text pages, receipts, forms, and photos. The on-device options let you choose color or grayscale, single-page or multi-page scans, and simple file-saving destinations. For small offices or busy households, having an on-printer scanner reduces the need to move between devices and can speed up archiving. In practice, a well-configured scanner workflow helps you capture information faster and with consistent results. The content that follows will walk you through prerequisites, on-device actions, transfer methods, and best practices to maximize quality and reliability.

A few quick truths to set expectations:

Most printers that include scanners support multiple destinations (PC, USB drive, email, or cloud).
File formats commonly used are PDF for documents and JPEG/PNG for images; OCR can be applied after saving.
Consistency in placement, settings, and naming makes scanning repeatable and easy to organize.

The material here is designed to be actionable for tech enthusiasts, DIY hobbyists, IT professionals, and general consumers who want practical guidance without guesswork. Scanner Check’s practice-oriented approach informs these recommendations, keeping the focus on real-world tasks and predictable outcomes.

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Tools & Materials

Printer with built-in scanner (All-in-One)(Ensure it supports on-device scanning and at least one transfer method (network, USB, or cloud).)
Computer or mobile device on the same network(Needed for saving scans to a local folder or using companion apps.)
USB flash drive (optional)(Useful if your printer offers direct USB transfer to a drive.)
Wi‑Fi or Ethernet network(Required for wireless transfer or cloud destinations.)
Original documents for testing(Start with simple pages to verify alignment and settings.)
Printer software or companion app(Install and sign in if cloud destinations are used.)

Steps

Estimated time: 15-25 minutes

1
Power on and prep the printer
Turn on the printer and open the scanner lid. Inspect the glass for dust, smudges, or fingerprints and wipe gently with a microfiber cloth. Confirm you’re connected to the chosen transfer path (network or USB) and that the printer firmware is up to date to ensure compatibility with scanning profiles.
Tip: A clean glass surface reduces glare and improves edge detection for text.
2
Load and align the document
Place the document face down on the glass, aligning with the top-left corner guide. Close the lid fully to prevent light leaks and ensure a stable scan. If you’re scanning multiple pages, consider using the ADF (if available) and ensure all pages are straight.
Tip: Use a test page first to verify alignment before multi-page scans.
3
Choose scan settings on the printer
Navigate to the Scan or Copy menu and select color or grayscale, destination (PC, USB, or cloud), and desired resolution. For text documents, grayscale with a modest resolution is often sufficient; for photos, choose color and a higher resolution.
Tip: If in doubt, start with color for photos and grayscale for text, then adjust per result.
4
Start the scan from the printer
Initiate the scan using the control panel and confirm the destination. Some models allow you to preview the scan on the device; use this to check margins and orientation before saving.
Tip: If the screen prompts for a file name, use a consistent scheme like project-date-page.
5
Save or transfer the scanned file
If saving to PC or cloud, follow on-screen prompts to choose a folder or service. If using USB, insert the drive and select the destination. For multi-page documents, choose PDF to keep pages together when possible.
Tip: Adopt a consistent naming convention to simplify later search and retrieval.
6
Verify, edit, and organize the scans
Open the saved file and confirm readability. Rotate pages if needed, crop margins, and apply basic corrections. Move the file to the intended folder and update metadata or tags for easier access later.
Tip: Keep a clean folder structure and local backups to prevent loss.

Pro Tip: Regularly clean the scanner glass to avoid blurry edges.

Pro Tip: Use PDFs for multi-page documents to keep everything in one file.

Warning: Do not slam the lid shut; excessive force can damage hinges.

Note: Check whether your printer supports OCR and enable it if you need searchable text.

Pro Tip: Test one page before scanning a large stack to save time and avoid rework.

Common Questions

What is a printer-scanner and when should I use it?

A printer-scanner is an all-in-one device that combines printing and scanning capabilities. Use it to digitize documents, photos, and forms without needing a separate scanner. It’s ideal for quick archiving, sharing, or sending scans directly from the device.

Can I scan directly to cloud storage?

Yes, if your printer supports cloud destinations. You’ll need to sign into the vendor’s service or connect via the accompanying app. After authentication, choose the cloud folder for saving the scan.

Which file format is best for text documents?

PDF is typically best for multi-page documents because pages stay together in a single file and OCR can be applied for searchable text. For single-page images, JPEG or PNG are common choices.

Why are some scans blurry or faded?

Blurry scans usually come from a dirty glass, misalignment, or selecting too low a resolution for the document. Re-clean the glass, realign the page, and re-scan with an appropriate resolution.

Do I need a USB drive to scan from my printer?

Some printers support saving directly to a USB drive, but many models rely on network or cloud destinations. Check your device’s ports and the on-device prompts to confirm supported transfer methods.

How can I improve OCR accuracy for scanned text?

Use a higher resolution and grayscale or color depending on content, ensure clean page edge alignment, and apply OCR after saving the scan in your preferred software.