Here’s how to scan a document to email as efficiently as possible.
Whether it’s to share a family photo or send off important business paperwork, nearly everyone at some point needs to add a scanned document to an email. Computers don’t always make the process easy, though, and the number of email services, scanners, and operating systems on the market can complicate things. Here’s how to scan a document to email as easily as possible, to save you time.
Got something else that needs scanning? Check out our comprehensive guide, "How to Scan Just About Anything"
How to scan a document
To scan a document, first connect your scanner to your computer via a USB cable or wirelessly over Wi-Fi. This process will be fairly similar across different makes and models, though you should consult your scanner’s documentation included with your scanner or found on the manufacturer’s website. Once connected, you’ll find your scanner listed on the “Devices” menu on Windows, or “Printers & Scanners” menu on macOS.
When everything is connected, you can begin scanning. Your scanner’s software should allow you to designate where it stores scanned documents on your computer, regardless of whether it’s a Mac or Windows computer. By default, scanners will typically save to the “Pictures” folder on a Mac or “My Documents” and “My Scans” on Windows. You should double-check these pathways in your scanner’s preferences before scanning a large number of documents. Many scanners also support scanning to mobile devices, which will typically happen via Bluetooth or an app. Check your scanner to determine which option it uses (if any), and download any relevant software. When that’s done, you’re ready to learn how to scan a document to email via various services.
How to scan a document to email in Gmail
Gmail uses a drag and drop method for adding scanned documents to emails. All you need to do is select the document or documents that you’d like to attach, then drag them to the body of the email you’re sending. Documents will show up as an attachment, while photos will embed directly into the email’s body. Alternatively, click the paper clip icon in the lower left corner of the new email window, located to the right of the “Send” and “Formatting options” buttons. This will open a file browser where you can select images and documents to attach without adding anything to the email’s body. Notably, Gmail limits attachments to 25 Mb — anything larger will be uploaded to a Google Drive folder, which the recipient can access.
On mobile devices the drag and drop isn’t available within the Gmail app. Instead on mobile devices, begin by composing a new email. The paper clip icon will be in the top right corner of the app, allowing you to attach documents stored on your phone or Google Drive and attach them to your email.
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How to scan a document to email in Outlook and Hotmail
Outlook, which Hotmail email addresses also use, is similar to Gmail in that it supports drag and drop file attachments. The process of adding documents to an email without dragging and dropping is also similar, as the email provider has its own paper clip attachment button. For Outlook users, the button will be in the top left corner. From here, you can add a document from your computer or cloud locations like Microsoft OneDrive.
The Outlook mobile app has an easily navigable interface, with the attach button in the bottom left corner, just above the keyboard. Tap the paperclip icon to pull up options to attach files or photos, allowing you to add files that are locally stored or in the cloud.
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How to scan a document to email with Apple Mail
Apple Mail works through an app that comes pre-loaded on Mac computers. Once you’ve opened the app and created a new email composition, a second window will appear where you’ll type out your message. On the top right corner of the new window, you’ll see an attachment icon — yet another paper clip, of course — next to the reply button. Click it, and a new pop-up window will open that allows you to attach documents.
Apple Mail’s mobile interface is a bit harder to navigate than the other major email apps because of its differing icons. To attach a file, long-press the body of the email, which will prompt a touch menu to appear and give you the option to select and format text. Press the right-facing arrow on the screen once, and you’ll see the option to insert a photo or video into your email. Press it twice, and you’ll see the option to attach a document.
Our recommendation: ScanSnap iX1300
Of course, before you can attach anything to an email, you have to be able to scan it. Those in the market for a high-speed document scanner have no shortage of options. We take great pride in having spent the last 50+ years researching, designing and developing some of the most advanced and powerful electronics in the world, including our line of award-winning, easy to use, one touch ScanSnap scanners.
The ScanSnap iX1300 is a reliable scanner fit for your day-to-day scanning needs and suited for all levels of technical savvy. Our easy-to-use software allows you to scan documents directly to email, minimizing the fuss of wading through all the documents stored on your computer’s hard drive. Additionally, the iX1300’s small size and mobile connectivity allow you to scan practically anywhere. Click here to learn more or shop the rest of our entire scanner line.
