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

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5 min. read

Published on October 14, 2025

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Scanning documents and photos is a common task, and Windows 11 offers several built-in methods to accomplish this without needing to install third-party software. Whether you need to digitize important paperwork or preserve cherished memories, understanding how to scan on Windows 11 is a valuable skill. This guide will walk you through the different methods available, ensuring you can easily and efficiently scan your documents.

This step-by-step guide covers using the Windows Scan app, utilizing your printer’s software, and even scanning directly from File Explorer. By the end of this article, you’ll be equipped with the knowledge to choose the best scanning method for your needs and produce high-quality digital copies.

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

Scanning documents on Windows 11 is straightforward using built-in tools and your printer. Here’s how:

Using the Windows Scan App

The Windows Scan app is a free and convenient tool for scanning documents and photos.

Open the Windows Scan App:

Click the Start button.
Type “Scan” and select the Scan app from the search results.

Select Your Scanner:

If you have multiple scanners connected, choose the desired scanner from the Scanner dropdown menu.

Adjust Settings:

Choose the File type (e.g., PDF, JPG, PNG).
Select the Resolution (higher resolution means better quality but larger file size).
Choose the Color mode (e.g., Color, Grayscale, Black and white).
Select the Source (e.g., Flatbed, Feeder).

Initiate the Scan:

Click the Scan button.

Preview and Save:

Once the scan is complete, you can preview the image.
Click the View button to see the scanned file.
Click the Save as button to save the file to your desired location.

Scanning Using Your Printer’s Software

Many printers come with their own scanning software, offering more advanced features.

Install Printer Software:

Ensure your printer’s software is installed on your computer. You can usually find the software on the manufacturer’s website or the installation disc that came with the printer.

Open Printer Software:

Locate and open the printer software on your computer (e.g., HP Smart, Epson Scan, Canon IJ Scan Utility).

Select Scanning Options:

Within the printer software, choose the scanning option.
Adjust settings such as resolution, color mode, and file type.

Preview and Adjust (If Needed):

Preview the scan to ensure it meets your requirements.
Adjust any settings as needed.

Save the Scan:

Save the scanned document or image to your desired location.

Scanning Directly from File Explorer

Windows 11 allows you to initiate a scan directly from File Explorer.

Open File Explorer:

Press Windows key + E to open File Explorer.

Select Your Scanner:

In the left pane, right-click on your scanner under the “Devices and drives” section. If you do not see your scanner, ensure it is properly installed and connected.

Start Scan:

Select Start Scan from the context menu.

Configure Scan Settings:

A dialog box will appear, allowing you to configure scan settings such as color format, resolution, and file type.

Initiate Scan:

Click the Scan button to begin the scanning process.

Save the Scan:

Once the scan is complete, you will be prompted to save the file to your desired location.

Tips for High-Quality Scans

Clean the Scanner Glass: Dust and smudges on the scanner glass can affect the quality of your scans.
Adjust Resolution: Use a higher resolution for detailed documents or images, but be mindful of file size.
Proper Lighting: Ensure the document is well-lit to avoid shadows or dark areas in the scan.
Experiment with Settings: Take the time to experiment with different settings to find the optimal configuration for your needs.

Comparing Scanning Methods

Here’s a table comparing the different scanning methods available on Windows 11:

Feature	Windows Scan App	Printer Software	File Explorer Scan
Ease of Use	High	Medium	Medium
Advanced Settings	Limited	High	Limited
Additional Features	Basic scanning	Varies	Basic scanning
Cost	Free	Included with printer	Included with Windows

FAQ

How do I troubleshoot scanner issues on Windows 11? Ensure your scanner is properly connected, drivers are up to date, and the device is recognized in Device Manager. Restarting your computer and the scanner can often resolve minor issues.

Can I scan multiple pages into a single PDF file? Yes, the Windows Scan app and most printer software allow you to scan multiple pages into a single PDF file. Look for options like “Add page” or “Combine into one document.”

What file format should I use for scanning documents? PDF is generally the best format for documents as it preserves formatting and is widely compatible. For photos, JPG or PNG are good choices.

How do I adjust the brightness and contrast of my scans? Some scanning software includes options to adjust brightness and contrast. You can also use image editing software to make these adjustments after scanning.

Why is my scanned image blurry? Ensure the scanner glass is clean, the document is flat on the scanner, and the resolution is set appropriately. A higher resolution will generally result in a sharper image.

Scanning Made Simple

Scanning documents on Windows 11 can be a breeze with the right tools and knowledge. By following these steps, you can digitize your important documents and photos quickly and efficiently.