3 Ways to Scan Documents to PDF

2025 Author: Samantha Chapman | [email protected]. Last modified: 2025-01-24 13:28

This guide explains how to scan a paper document to your computer and save it as a PDF file on Windows or Mac systems. If you already have a scanned document, you can convert it to PDF using a free online conversion program.

Steps

Method 1 of 3: On Windows

Step 1. Connect the scanner to the computer

Depending on the device model, you can do this with a USB cable or wirelessly using your home Wi-Fi network.

Each scanner is different, so consult the manufacturer's user manual to learn how to connect it to your computer

Step 2. Put the document you want to convert to PDF inside the scanner

Step 3. Click on the Start button

This is the Windows logo in the lower left corner of the screen.

Step 4. Type fax and scanner in the Start menu

This will search your computer for the Fax and Scanner program.

Step 5. Click Fax and Scan

The icon of this program looks like a printer and you will see it at the top of the Start window. Press it and your PC's Fax and Scan program will open.

Step 6. Click on New Scan

You will see this button in the upper left of the Fax and Scan window. Press it and a new window will open.

Step 7. Make sure you select the scanner

If there are several scanners on your network, check the "Scanners" section at the top of the window and verify that the one you want to use is indicated.

If the currently selected scanner is not the one you want to use, click Change …, then select the correct device.

Step 8. Select a document type

Click the "Profile" field, then click on one of the following options:

• Photo;
• Documents.

Step 9. Select the type of scanner

Click the "Power" field, then click on one of the following options:

• power supply. Select this option if documents are fed into the scanner from a feeder. This method is used to scan several documents into a single PDF.
• Floor. Choose this option if your scanner has a lid that you can lift to place the document.

Step 10. Click Scan

You will see this button at the bottom of the window. Press it and the computer will start scanning the document.

You can also change the color options in this window before clicking Digitize.

Step 11. Click on File

Once the scan is complete, click on this tab in the upper left corner of the window. A drop-down menu will appear.

Step 12. Click on Print…

This is an option on the newly appeared menu.

Step 13. Click on the "Printer" field

You will find it in the upper left part of the Print window.

Step 14. Click on Microsoft Print to PDF

It is an option in the menu Printer.

If you don't see this option, use the default settings to scan the document to your computer as an image, then convert it to PDF

Step 15. Click Print

You will see this option in the lower right part of the window.

Step 16. Select a save location

Click one of the folders on the left side of the window.

Step 17. Name your PDF

You can do this in the field to the right of the "File name" entry.

Step 18. Click Save at the bottom of the window

This way, you will save the scanned file as a PDF in the selected location.

Method 2 of 3: On Mac

Step 1. Connect the scanner to the computer

Depending on the model of the device, you can do it with a USB cable or wirelessly, using the home network.

Each scanner is different, so consult the manufacturer's user manual to learn how to connect it to your computer

Step 2. Put the document you want to convert to PDF inside the scanner

Step 3. Click Go

You will see this button in the row of options in the upper left corner of your Mac screen.

If you don't see Go, click on your Mac desktop or open a new Finder window.

Step 4. Click Applications at the bottom of the menu Go.

Your Mac's Applications folder will open.

Step 5. Double click on Capture Image

This program's icon looks like a camera. Press it and Image Capture will open.

If necessary, scroll down to find Image Capture

Step 6. Select your scanner

Click on the device name in the upper left part of the window.

Step 7. Select a scanner type

Click on the "Scan Mode" field, then click on one of the following options:

• power supply. Choose this option if you are feeding documents into the scanner through a feeder. This method is used to scan multiple documents into a single PDF.
• Floor. Choose this option if your scanner has a lid that you can lift to place documents.

Step 8. Select a save location

Click on the "Scan to" field, then click on the folder (ex: Desktop) where you want to save the PDF.

Step 9. Click on the Format field

It is located in the center of the right side of the page.

Step 10. Click on PDF

This option is found in the menu Format. Set it so that the scan produces a PDF file.

If you don't see this option, use the default settings to acquire a digital scan of the document in image format, which you can then convert to PDF

Step 11. Click Scan in the lower right corner of the window

By clicking on this button, the document will be scanned on your computer and saved in PDF format in the path you specify.

Method 3 of 3: Convert an Image File to PDF

Step 1. Open the PNG

Go to https://png2pdf.com/ with your computer browser. If you were unable to scan a document directly into PDF format, this website allows you to turn a scanned image (for example, a file with the extension.png) into a PDF.

If you scanned the document to your computer in-j.webp" />

Step 2. Click on UPLOAD FILES in the center of the page

A File Explorer (Windows) or Finder (Mac) window will open.

Step 3. Select the scanned image

Open the folder where you saved the image, then click on it to select it.

Step 4. Click Open

You will see this button in the lower left corner of the window. Press it to upload the image to the-p.webp

Step 5. Wait for the image to be converted to PDF

It should take a few seconds.

Step 6. Click on DOWNLOAD

You will see this button below the converted file in the center of the window. Press it and you will download the PDF file to your computer.