How To Scan In Windows 11: A Step-by-Step Guide For Beginners

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Edgar Nicov

How-To

5 min. read

Published on October 18, 2025

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Scanning documents and photos is a common task, and Windows 11 offers several built-in methods to accomplish it. Whether you need to digitize important paperwork or preserve cherished memories, understanding how to scan in Windows 11 is essential. This guide provides a clear and easy-to-follow walkthrough for beginners.

We’ll explore the different tools available within Windows 11, including the Windows Scan app and the built-in fax and scan feature. By the end of this article, you’ll be able to confidently scan documents and images directly from your computer, regardless of your technical skill level.

What’s the Best Way to Scan Documents in Windows 11?

Using the Windows Scan App

The Windows Scan app is a free and user-friendly application specifically designed for scanning documents and photos. Here’s how to use it:

Open the Windows Scan App: Search for “Scan” in the Windows search bar and click on the “Windows Scan” app to open it.
Select Your Scanner: If you have multiple scanners connected to your computer, choose the desired scanner from the “Scanner” dropdown menu.
Choose Scan Type: Select the type of document you’re scanning (e.g., Photo, Document) from the “Source” dropdown menu.
Select File Type: Choose the file format for your scanned document (e.g., PDF, JPG, PNG) from the “File type” dropdown menu.
Adjust Settings (Optional): Customize settings like color mode, resolution, and save location by clicking “Show more”.
Initiate the Scan: Click the “Scan” button to begin the scanning process.
View and Save: Once the scan is complete, you can preview the image. Click “View” to open the file, or click “Add” to scan more pages into a single document. Click “Close” to save the file.

Using Windows Fax and Scan

Windows Fax and Scan is a built-in utility that, despite its name, can also be used for scanning.

Open Windows Fax and Scan: Search for “Windows Fax and Scan” in the Windows search bar and click on the application to open it.
Start a New Scan: Click on “New Scan” in the toolbar.
Select Your Scanner: If you have multiple scanners, select the correct one from the “Scanner” dropdown.
Adjust Settings: Configure the scan settings, such as profile (photo, documents), color format, resolution, and brightness/contrast.
Preview (Optional): Click “Preview” to see a low-resolution version of the scan before committing.
Scan: Click “Scan” to start the scanning process.
Save the Scan: Once the scan is complete, it will appear in the main window. Right-click on the scanned image and select “Save As” to save it to your desired location.

Scanning with Your Printer’s Software

Many printers come with their own scanning software. This software often provides more advanced features than the built-in Windows tools.

Install Printer Software: Ensure you have installed the software that came with your printer. If you haven’t, download it from the manufacturer’s website.
Open the Printer Software: Find the software in your Start Menu or desktop.
Select the Scan Option: Look for a “Scan” or “Scan Document” option.
Configure Settings: Adjust settings such as resolution, color mode, and file format.
Scan: Click the “Scan” button to begin.
Save: Save the scanned document to your computer.

Tips for Better Scans

Clean the Scanner Glass: Dust and smudges on the scanner glass can negatively impact the quality of your scans.
Adjust Resolution: Higher resolutions result in better image quality but larger file sizes. Choose a resolution that balances quality and file size.
Use the Correct Scan Type: Selecting the correct scan type (e.g., Document, Photo) optimizes the settings for the specific type of material you’re scanning.
Straighten Documents: Ensure documents are aligned straight on the scanner bed to avoid skewed scans.
Preview Before Scanning: Use the preview function to check the scan’s alignment and quality before completing the scan.

Choosing the Right Scanning Method

The best scanning method depends on your specific needs and preferences. Here’s a quick comparison:

Feature	Windows Scan App	Windows Fax and Scan	Printer Software
Ease of Use	Very Easy	Medium	Varies
Basic Settings	Yes	Yes	Yes
Advanced Settings	No	Yes	Yes
Best For	Quick, simple scans	General use	Advanced features

Scanning Made Easy: A Digital Transformation

Scanning documents in Windows 11 is a straightforward process with multiple options available. Whether you opt for the simplicity of the Windows Scan app, the versatility of Windows Fax and Scan, or the advanced features of your printer’s software, you can easily digitize your important documents and photos.