Even in this age where almost everything is online and virtual, you still get some physical documentation. The best way to preserve these documents is to scan them and save them on your hard drive, cloud storage or NAS.
For that, you'll need a multifunction or all-in-one printer. However, setting up and using these devices can be confusing. They often require different apps and drivers, even if you're using another model from the same manufacturer.
1. Scanning on Windows
If you're a Windows user, once your device is plugged in via the USB port, your computer will automatically detect it. Whether your printer is wireless or networked, Windows will automatically detect it as long as it's connected to your network or your computer's Bluetooth connection.
However, if your computer doesn't detect it, you'll have to manually set up the machine.
Manually add a printer:
Before starting this process, you must ensure the following: The printer has power, is turned on, and is connected to the computer. If you have a network or wireless printer, you should also check that it is connected to the same network as your computer.
After double checking the above, try restarting the printer and see if it is now detected by your computer. If still not there, then let's add the printer manually.
First, click on the Start button and go to Settings. In the Settings window, go to Devices > Printers & Scanners. Under the Add a Printer and Scanner section, select the Add a Printer or Scanner button. Wait for your computer to find nearby devices, which are all connected directly to your computer or through a network connection.
Once your computer detects all nearby devices, select the one you want to use and click Add Device. It will then automatically add your machine and you can select it from the scan options later.
However, if this does not happen, click the "The printer I want is not listed" link. Windows will then open a wizard to add the printer. Just follow the instructions to install the device.
After adding the hardware, you can open the app to start scanning. Windows offers two methods for scanning documents; the first is the traditional Windows fax and scan application, and the second is the newer Windows scan application. We will address the following two issues.
1. Windows Fax and Scan
Click Start, then go to Windows Accessories > Windows Fax and Scan to access the application. In the Windows Fax and Scan window, select New Scan. The New Scan window will then appear. Make sure the correct device is selected under Scanner. Otherwise, click "Change..." to select the correct change.
After selecting a device and setting scan settings, click Preview to start scanning and see how your document will appear. Once you're happy with the results, click Scan to scan and save the image.
The saved image will be displayed in the main window of the Windows fax and scan application. If you want to access the file, it's usually saved in the Documents > Scanned Documents folder.
2. Windows scanning
This application usually does not come pre-installed in Windows. You first need to go to the Microsoft Store, search for Windows Scan, then download and install it. Once set, click Scan to launch it from the Start menu.
A new scan window will appear. If you have more than one scanner, select the correct device, select the file type to save the scan to, and press Preview. You will then see your scan in the main window. You can also adjust the edges of the document by dragging and dropping the white circles at the corners of the document.
After completing the settings, click Scan. After scanning a file, the app will display a popup at the top of the window telling you the name of the scanned file and where it is saved. Click View to open the file in the Photos app, or press Close when you're done. You can access files saved in the Pictures > Scans folder.
2. Scan on Mac
If you have a Mac, you can also use your device to scan from any multifunction printer. First, check if you have a multifunction printer installed on your system by going to System Preferences > Printers & Scanners. You should see it listed in the left column; otherwise, you'll need to add it.
To do this, click on the + sign. Then the Add Printer window will appear. If you are using a USB printer, it should automatically appear listed in this window. But if you are using a network printer, you should click on the IP icon and use its network address to set it up.
However, if you still cannot find your device in the Add Printer window, you must visit your printer brand's website and download the relevant driver.
start scanning
Once your device is installed on your Mac, go back to "Printers and Scanners". Select the device you want to use and click the Scan tab. You should see the name of your device in the main window, then click the "Open Scanner..." button just below it.
The Scanner window will then open. In the lower bar, select the folder where you want to save the scanned file, select the paper size for the document, and press Scan. The printer will first perform a preliminary scan to determine which documents are in use. It will then scan each document it detects and save it as a separate file.
To find your recently scanned files, go to the folder you selected in the previous paragraph.