How To Scan Legal Size Papers and Documents

Despite Their Longer Length, Legal Size Documents Don't Have To Be Hard To Scan

You reach for a freshly scanned contract, open the file, and the signature line at the bottom is gone. If you have ever lost the last inch of a legal-size page that way, you already know the quirk we are solving here. Legal size paper is handy for keeping full clauses, terms, and signatures on a single page, but that extra length can be an obstacle if you usually scan letter-size documents.

In this guide we will walk through how to scan a legal size document, the settings that keep the whole page in frame, what to look for in a scanner built for the task, and the model we recommend for legal size papers. First, let's define a couple of terms we use throughout, drawn from the standard US paper sizes.

• Legal size paper is defined as measuring 8.5" wide and 14" high.
• Letter size paper is defined as measuring 8.5" wide and 11" high.

Now let's get started digitizing your legal size documents.

Got something else that needs scanning? Check out our comprehensive guide, "How to Scan Just About Anything."

How To Scan Legal Size Paper With Your Current Scanner

In many cases, scanning legal size paper works the same way as scanning any document from a printer to a computer. Most modern scanners handle legal size documents about as quickly and easily as letter size ones, often with a single press of a button. Because both sizes share the same width, the scanner just needs a little extra time to process the added length. The two things that make it work are a device that supports 14" of length and the correct size setting.

If your scanner uses an automatic document feeder, check its operating manual to confirm it can handle documents up to 14" long. If you don't have the manual, look for the model number on a sticker on the rear of the device and search for it online. If your scanner uses a flatbed, place the document on the glass and make sure it fits without overlapping the edges.

Using an Automatic Document Feeder (ADF)

An ADF is the easiest route when you have a stack of legal pages to get through. Here is how we approach it:

1. Load the legal size paper into the feeder, print side positioned as your device recommends.
2. Adjust the paper guides so they touch the edges of the stack without bending it.
3. On your scanner or printer screen, open the Scan function and pick a destination, such as your computer, email, or a USB drive.
4. Find the "Original Size," "Page Size," or "Document Size" option and choose "Legal" or "US Legal."
5. Press Scan. The feeder pulls the pages through one after another, which makes it ideal for longer sets of legal documents.

Using a Flatbed Scanner

A flatbed is our pick for single pages or for fragile and bound documents that shouldn't run through a feeder:

1. Lift the lid and place the legal size document face down on the glass, lining up the top edge with the guide marks.
2. Open your scanner software, whether that's the manufacturer's app, Windows Fax and Scan, or another included program.
3. Set the paper size or scan area to "Legal" or "US Legal."
4. Preview the scan to confirm the full page is captured, then start the scan.

Choose the Right Scan Settings

If the bottom of your page keeps getting cut off, it is almost always because the size is still set to "Letter." Switching it to "Legal" or "US Legal" before you scan is the single most important step for capturing the whole page. From there, a couple of settings help you get a clean, shareable file:

• Resolution: 300 DPI is plenty for everyday text. Step up to 600 DPI when you need to capture signatures, stamps, or fine detail clearly.
• File format: Choose PDF so the document is easy to store, search, and send. This is how you scan legal size documents to PDF in a format most teams and clients expect.

What To Do if Your Scanner Can't Handle Legal Size

Even if your scanner maxes out at letter or A4, you can still capture the full legal size page. Here are the workarounds we reach for:

• If you have a duplex scanner, your software may let you fold a larger document in half, run it through the machine, and automatically merge the two halves in ScanSnap.
• Without a duplex scanner, you can fold the document, manually scan both halves with a little overlap, then use free image editing software such as Paint.NET to stitch the two images into one.
• As a last resort, you may be able to reduce the document to fit your scanner. However, do not assume that a reduced copy is acceptable for filing, submission, evidentiary, regulatory, or recordkeeping purposes. Check the applicable requirements before using a reduced copy for an official purpose.

Whenever possible, we still recommend using a device that fully supports 14" paper so you get clean, full-length scans the first time.

What To Look for in a Legal Size Paper Scanner

Now that you know how to scan legal size paper, here are the qualities we think give you the best experience the next time you're shopping for a document scanner.

Suitable Maximum Document Size

The make-or-break feature for a legal size scanner is the maximum size of document it can process. You can reasonably expect any general-purpose scanner to tackle letter size documents, given their common usage, but you'll want to find a scanner with a maximum document size of at least 14" long to ensure the same device can digitize legal size papers too.

High-Quality Scans

If you're using legal paper for legal purposes, you know how essential it is for each letter and image to be reproduced clearly. A blurry or distorted image could affect business proceedings, so look for a scanner that can handle the job the first time, with an optical resolution of at least 300 DPI and included image-enhancing features.

When scanning legal paper such as contracts, court filings, business records, or other important documents, clear and complete reproduction can help preserve the information contained in the original page.

Versatility

You probably don't only use legal size paper in your day-to-day business, and your scanner should keep up with the rest of your documents. Look for a device that can auto crop receipts, brochures, and business cards so you can spend your working hours on more important tasks.

Reliable Feeding for Fragile or Aged Documents

Legal files are often older than the rest of the paperwork on your desk, and they tend to arrive with staples, folds, and worn edges. Those details can catch in a feeder, tilt a scan, or tear a page, so gentle and dependable paper handling matters as much as raw speed. When we scan delicate or aged contracts, we like having carrier sheets on hand to protect the original while it passes through, which helps keep both the page and the scan intact.

Our Recommendation: ScanSnap iX2500

We know you have no shortage of options when it comes to choosing a document scanner. We've spent decades designing and developing easy-to-use, one-touch scanners, including our award-winning ScanSnap family of scanners.

The ScanSnap iX2500 is, in our opinion, a strong answer for anyone asking how to scan legal size paper. Its maximum document size is 8.5" by 14" in normal scan mode, and its manual feed mode can handle sheets up to 11" by 17". The 600 DPI optical resolution helps it capture each letter and image clearly, its 100-page ADF and duplex scanning move through large batches at up to 45 pages per minute, and it creates searchable PDFs you can find and share with ease. Those are a few of the reasons we're proud to call it the flagship of the ScanSnap family.

Ready To Scan Legal Size With Confidence

Legal size documents don't have to mean cropped pages or extra steps. With a device rated for 14" paper and the right size setting, you can capture every clause and signature the first time. If that sounds like the workflow you want, take a closer look at the ScanSnap iX2500 to see whether it fits your legal-size scanning needs.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.