A great way to preserve confidential and written documents like W9, contracts and living wills is to store them digitally. This guide shows you how to scan a document in Windows 10 without installing third-party tools.
Generally, you can scan a document using the software provided by the manufacturers. Printers and scanners are usually shipped with an optical disc that contains the necessary drivers and tools. Manufacturers also make their drivers and tools available online if your PC doesn’t include an optical drive.
For example, this guide uses Epson’s Expression Premium XP-7100 all-in-one printer as an example. In addition to drivers, the software package installs eight separate tools for printing CD labels, scanning, updating software, and more.
Because manufacturers do not supply identical software packages on all printers and scanners, this guide uses two Windows-based “native” tools: Microsoft Scan and Windows Fax and Scan.
Of course, always use your manufacturer’s software by default to get a personalized experience for your specific scanner. However, if you don’t want third-party tools to be installed on your PC, the two Microsoft solutions should come in handy.
your scanner compatible with Windows 10?
Before we continue, we need to make a couple of points. First, the manufacturer of your scanner may provide drivers for Windows 10, but the device itself may not specifically support the platform.
Before we continue, we need to make a couple of points. First, the manufacturer of your scanner may provide drivers for Windows 10, but the device itself may not specifically support the platform.
For example, we tested the following tools with the Canon PIXMA MG3520 multifunction printer with a built-in scanner. The “recommended” drivers date back to July 2015, although Canon released a new suite six months later. It is still a three year old software.
With that said, the scanner part of this AIO printer won’t show up in native Windows tools, but it did work correctly, in fact, using a wireless connection, via Canon’s software.
If you have similar issues, you may have an older printer or scanner that is not fully compatible with Windows 10. The device may also require a direct USB-based connection if used outside of the manufacturer’s third-party tools. For AIO printers, you may need to adjust your network settings so that your Windows 10 PC recognizes the scanner component in addition to the general printer unit.
Microsoft Scan
This tool is a visual update of the old Microsoft fax and scan tool. It provides most of the same features, depending on your printer, but eliminates the fax and email components.
This tool is a visual update of the old Microsoft fax and scan tool. It provides most of the same features, depending on your printer, but eliminates the fax and email components.
Go to the list of Windows Scan apps in the Microsoft Store (free) and click the blue “Get” button. Once it installs on your PC, click the “Start” button on the popup notification in Windows 10.
Start notification from Windows scanning app
You can also access the new application, simply labeled “Scan”, from the Start menu.
Scan app from Start menu
With the application open, your scanner should appear in the list on the left. As noted above, this guide uses Epson’s Expression Premium XP-7100 all-in-one printer as an example. You will also see an option for “File type” along with a “Show more” link. Click this link to access the full menu of the Scan application.
Scan Show more options
For starters, you can see a “Source” category. Since our sample printer has a flatbed scanner and an automatic document feeder, both options are available to scan a document. In this case, the default settings are set to “Automatic settings”.
Scan automatic configuration settings
This “automatic configuration” setting limits what you can do, blocking it from the “File type” and “Save file to” options. If you select the “Flatbed” option as your font, or it is the only font available, you will see two additional options listed: “Color Mode” and “Resolution (DPI)”.
With “Color Mode”, you can scan documents in full color, grayscale, or black and white. Meanwhile, the “Resolution (DPI)” setting allows you to change from 100 to 300 DPI.
Flatbed Scan Application Settings
If you select “Feeder” as the scan source, two additional options appear. As shown below, you can choose the paper size (A4, Legal or Letter) and enable / disable the option to scan both sides of the document.
Scan application feeder settings
With all three fonts, the “File Type” setting offers four options: JPEG, PNG, TIFF, and Bitmap. We provide a separate article that explains the benefits of each format. In summary, however, JPEG and TIFF formats often offer high-quality results, although TIFF files also support transparent backgrounds. PNG files are ideal for publishing online, and BMP files are raw and uncompressed images.
Finally, you will see the option “Save file to”. It is set to “Scans” by default and places your scanned documents in a “Scans” folder located inside your “Images” folder. The correct path is:
C: \ Users \ youraccount \ Pictures \ Scans
Click on the “Scans” link and the File Explorer will appear. Here you can create a new folder or select a current location and click the “Select folder” button.
Click on the “Scans” link and the File Explorer will appear. Here you can create a new folder or select a current location and click the “Select folder” button.
File Explorer Selection Folder
When you’re ready to scan, insert your document into the feeder or lift the scanner lid. For the latter, place the document face down on the glass and close the cover.
With the “Flatbed” option set as your source, you can click “Preview” to test the scan and make adjustments if necessary before finishing with the “Scan” button. If you are using the “Feeder” font, the “Preview” option does not appear.
Windows Fax and Scan
This program first appeared in Windows Vista. Unlike the new Microsoft scanning application, this version provides additional settings, such as a built-in tool to send your scan by email, so you are not searching for the file through the mail application, browser or client third-party email address.
This program first appeared in Windows Vista. Unlike the new Microsoft scanning application, this version provides additional settings, such as a built-in tool to send your scan by email, so you are not searching for the file through the mail application, browser or client third-party email address.
You can find the fax and scan program located in the “Windows Accessories” folder on the Start menu.
Windows Fax and Scan
Once it opens, click on the “New Scan” option on the toolbar.
Windows Fax and Scan New Scan
In the “New Scan” popup, make sure the program is set to your default scanner. Otherwise, click the “Change” button.
Then select a scan profile: “Photo”, “Documents” or “Last used setting”. As an option, click the “Add Profile” selection in the list to create a custom profile to use repeatedly.
Windows Fax and scan new scan profile
Select the source of your scanner. This option can simply read “Flatbed”. However, if you have an AIO printer that includes a feeder, you may see two additional options: “Feeder (scan one side)” and “Feeder (scan both sides)”.
Windows Fax and Scan New Scan Source
If your printer or scanner supports a feeder and you select that option, you will see a setting for the destination paper size. Click on settings and a long list of sizes will appear.
Windows Fax and Scan Paper Size
Then select your color format (Color, Grayscale, or Black and White) followed by the file type (BMP, JPG, PNG, or TIF) and resolution.
For resolution, the default setting is 300, but you can manually increase or decrease the number of dots that the printer enters per inch. In general, the higher the number, the better the resolution. However, if you are scanning a low-quality document, increasing the resolution will not help.
Finally, adjust the brightness and contrast accordingly.
Windows Fax and Color Scan Format
When you’re done, click the “Preview” button to see the results. If the previous scan looks great, click the “Scan” button. If not, adjust your settings and click the “Preview” button again for another test. Click the “Scan” button when you are satisfied with the settings.
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