How to Scan From a Multifunction Laser Printer to Your Computer

01Overview

A multifunction laser printer (often called an all-in-one) can scan documents straight to your computer. This guide shows you how to scan from a multifunction laser printer to a Windows PC or a Mac, using the scanner glass or the automatic document feeder, and how to choose sensible settings so your files are clear but not huge.

There are usually two ways to start a scan: from the computer, using a scan app, or from the printer’s control panel, sending the scan to a computer. Which options you have depends on the model and on the software installed. The steps below use the built-in Windows and macOS tools as a starting point, and point you to the manufacturer’s app when you need extra features.

02Before you start

• Add the printer to your computer first. The scanner is usually found through the same connection as the printer: USB, Wi-Fi or Ethernet. If the printer isn’t added yet, see how to add a wireless laser printer to a Windows PC or Mac.
• Check whether you need the manufacturer’s software. Many printers scan with the tools built into Windows and macOS. Some features, such as scanning from the printer’s own buttons to a computer, often need the manufacturer’s full software package from its official site.
• Clean the glass. Wipe the scanner glass with a dry, lint-free cloth. Dust and smudges show up on scans.
• Remove staples and paper clips from documents, especially if you will use the document feeder.

03Key terms

• Flatbed: the glass surface under the lid, used for single pages, books, receipts and photos.
• ADF (automatic document feeder): the tray on top of many multifunction printers that pulls several pages through the scanner one after another.
• Resolution (dpi): dots per inch. Higher numbers capture more detail and make bigger files.
• WIA, TWAIN and eSCL: standard ways for scanners and computers to communicate. You rarely need to choose one, but you may see the names in scan apps.
• OCR (optical character recognition): a feature in some scan apps that turns scanned text into searchable or editable text.

04Scan on Windows 11

1. Place the document. For one page or a fragile item, lift the lid and lay it face down on the glass, lined up with the corner marker. For a stack of ordinary pages, put them in the ADF face up or face down as the tray’s label shows, and slide the guides to the paper edges.
2. Open a scan app. Windows includes scanning through apps such as Windows Scan (available from the Microsoft Store) and Windows Fax and Scan on many editions. Microsoft’s support page linked below explains the current options.
3. Choose your scanner and source. Select the multifunction printer, then choose Flatbed or Feeder. Is your scanner missing from the list? If yes, see multifunction printer scanner not working.
4. Pick the settings. Choose a file type (PDF for documents, JPEG or PNG for images), color mode (color, grayscale or black and white) and resolution. For text documents, a moderate resolution such as 200 to 300 dpi is usually plenty.
5. Preview, then scan. Use preview if the app offers it to check the area, then scan. Choose where to save the file and give it a clear name.

05Scan on a Mac

1. Place the document on the glass or in the ADF as described above.
2. Open Image Capture (in the Applications folder), or open System Settings, Printers & Scanners, select your printer and open its scanner. Both use the same scan window.
3. Choose the scanner and show details. Select your printer in the sidebar. Use Show Details to see the scan mode (flatbed or document feeder), kind (color, black and white, text), resolution, format and destination.
4. Scan and check the file. Choose where to save the scan, then click Scan. Open the file to check it.

06Check that it worked

1. The scanned file opens and shows every page in the right order and the right way up.
2. Text is sharp enough to read when you zoom in, without unnecessary file size.
3. Colors look natural for photos, and documents look clean without gray backgrounds.
4. The file is saved where you expected, with a name you will recognize later.
5. If you scan from the printer’s control panel, the scan arrives on the intended computer.

07When to contact the manufacturer

Contact the manufacturer through its official support site if:

• The scanner shows an error on the printer’s display that the manual doesn’t explain.
• Every scan has the same line, streak or dark band, even after you clean the glass. The scanner’s internal parts are not user-serviceable.
• The ADF repeatedly jams or feeds several pages at once with paper it supports.
• The manufacturer’s scan software won’t install on your operating system version.

08FAQ

Can I scan without installing the manufacturer’s software?

Often, yes. Windows and macOS include scanning tools that work with many multifunction printers. You may need the manufacturer’s software for extras such as scanning from the printer’s buttons, OCR or special file formats.

What resolution should I use for scanning documents?

For ordinary text documents, around 200 to 300 dpi is usually enough. Use higher settings for photos or small print, and remember that higher resolution means larger files.

Should I use the glass or the document feeder?

Use the glass for single pages, photos, receipts, books and anything fragile. Use the document feeder for stacks of ordinary, flat paper without staples.

Why does my scan come out crooked?

The page may not be lined up with the corner marker on the glass, or the feeder guides may be too loose. Realign the page or adjust the guides and scan again.

Can I scan to my phone instead of a computer?

Many manufacturers’ mobile apps support scanning to a phone over the same Wi-Fi network. Check your printer’s manual or the manufacturer’s app store listing.