How to Scan a Document on an All-in-One Printer

by Christina Shaffer

    Many all-in-one printers, including the HP Photosmart 5510 and Canon PIXMA MG6200, come with scanning software that allows you to convert your documents and photos into digital format. Depending on the model, you scan directly from the printer’s control panel or use the desktop software that came with the device. When using the software option, however, you can configure the output format and resolution, as well as save the scan directly to a memory card. The process of scanning and saving a document is similar for many all-in-one printers, but the exact steps may vary depending on the software. For precise instructions, consult your user manual.

    Scan from Software

    Step 1

    Remove any dust, dirt or fingerprints from the scanning bed by using a soft cloth and non-streak glass cleaner.

    Step 2

    Lift the lid on the printer and place the original document face-down on the glass. Use the markers on the sides of the scanning bed to align the document. Close the printer’s lid.

    Step 3

    Enable the Wi-Fi option if you want to scan wirelessly from the printer to the computer or a memory card. Many printers have a small Wi-Fi lamp icon to let you know the feature is currently enabled. To turn on the Wi-Fi feature, open the printer’s program folder in the Windows Start menu and select the configuration option. For example, HP allows you to enable wireless scanning by opening the HP printer folder, selecting “Scanner Options” and then clicking “Manage Scan to Computer” to configure the device. If the printer is connected to the PC using a USB cable, skip this step.

    Step 4

    Launch the printer’s scanning software, such as HP Scan or Canon’s MP Navigator EX.

    Step 5

    Select the “Document” option and then select your preferred scan type, such as color or black and white.

    Step 6

    Choose your preferred scan resolution. A higher dots-per-inch setting produces a higher-quality image, but the document’s file size increases. After you select a resolution, choose an output format, such as PDF, TIFF or JPEG.

    Step 7

    Insert a memory card into the printer’s card slot if you want to save the scanned document to the external device. When using the memory card option, the scan is saved to the card and not the computer. Skip this if you want to save the scan to the PC.

    Step 8

    Click the “Scan” button. When the scanning process is complete, a preview image appears. If you are creating a multi-page document, place the second page of the document face-down on the scanning bed and then click the “Scan” button in the pop-up window.

    Step 9

    Click the “Save” button to save the scan. Enter a file name for the document and then select your preferred destination folder. If you’re saving the document to the memory card, select the external device as the destination. Click “Save.”

    Scan from Printer

    Step 1

    Clean the scanning bed by using a soft cloth and non-streak glass cleaner. Removing dust, dirt and smudges helps produce high-quality scan.

    Step 2

    Place the document face-down on the glass and use the markers on the sides of the scanning bed to align the document. Close the lid.

    Step 3

    Turn on the Wi-Fi option if you want to scan wirelessly to the PC or a memory card. To enable Wi-Fi, go to the Windows Start menu, open the printer’s folder and select the option to configure the device. Skip this step if the printer is connected to the computer using a USB cable.

    Step 4

    Touch the “Scan” option on the printer’s Home screen and then select a destination for the scanned document, such as a computer or a memory card. If you’re using a memory card, insert it into the card slot on the printer.

    Step 5

    Choose “Document” as the scan type and then specify the color of the scan by selecting the “Color” or “Black” option. The printer scans the document automatically. When the process is complete, the preview image appears on the screen. If you’re using an HP all-in-one printer and chose the option to save the scan to the PC, the document is saved to the My Scans folder automatically. If you chose the memory card option, the document is saved to the card automatically. Depending on the software, however, you may need to click the “Save” option to save the scanned document to PC.

    Tips

    • Maintaining a clean scanning bed is important for creating a quality scan. If there is dirt, dust or fingerprints on the glass, it will appear in the scanned document.
    • A variety of all-in-one printers, including the HP Photosmart 5510, allow you to remove the printer lid to scan a book or a thick document. If you’re unsure whether or not you have the option to remove the lid, check the printer's user manual.

    About the Author

    Christina Shaffer is a freelance writer based in New Jersey and has been writing arts and entertainment articles since 2005. Her articles have appeared in "Philadelphia City Paper." Shaffer received a B.A. in journalism and gender studies at Rutgers University.

    Photo Credits

    • Thomas Northcut/Photodisc/Getty Images