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How to Scan a Document to PDF with a Printer or Scanner

Turning a paper document into a PDF with a printer/scanner follows roughly the same steps across most devices and apps.

  1. Place the document correctly

    Lay a single page face-down on the flatbed glass, or load multiple pages face-up into the automatic document feeder (ADF) if your device has one, aligning it against the guide edges.

  2. Open the scanning software or app

    Use the manufacturer's scanning utility on your computer, the device's own touchscreen menu, or a scanning app on your phone connected to the same network as the printer.

  3. Choose PDF as the output file format

    Scanners often default to an image format like JPEG. Look for a format or file-type dropdown and select PDF specifically, especially if you plan to scan multiple pages into one file.

  4. Set an appropriate scan resolution

    200-300 DPI is generally enough for readable text documents; go higher only if the document has fine print, photos, or diagrams you need to preserve in detail.

  5. Combine multiple pages into a single PDF if needed

    Most scan software lets you keep scanning additional pages into the same document before finalizing, rather than saving each page as its own separate file β€” look for an "add page" or "scan more" option before saving.

  6. Name the file and save it to a findable location

    Give the file a clear, descriptive name and save it somewhere you'll remember, since scans often default to a generic name and a less obvious downloads or scan folder.

Flatbed vs. automatic document feeder

A flatbed scanner handles one page at a time and works for any paper size or condition, including fragile or bound documents. An automatic document feeder (ADF) pulls multiple loose pages through automatically, which is much faster for multi-page documents but is not suitable for delicate, torn, or bound pages that could jam the feeder.

Using your phone as a scanner instead of a physical scanner

Most phone camera apps and dedicated scanning apps can photograph a document, automatically detect and crop its edges, correct the perspective, and export it as a PDF β€” a practical option when you do not have access to a dedicated scanner and only need a few pages digitized.

Frequently Asked Questions

My scanner only lets me save as JPEG or PNG β€” how do I get a PDF?

If the scanner software has no PDF export option, scan as an image first, then use a free image-to-PDF converter (many are available as websites or apps) to combine one or more images into a single PDF file.

Why does my scanned PDF look blurry or have visible lines?

Blurriness is usually a resolution setting that is too low, or a document that shifted during scanning. Lines or streaks are commonly caused by dust or smudges on the scanner glass β€” clean the glass and rescan.