How to Scan a Document to PDF

Scanning to PDF is one of the most useful everyday printer tasks—perfect for forms, receipts, schoolwork, contracts, and anything you need to email or archive. The exact steps depend on what device you’re using (Windows, Mac, iPhone, Android) and what printer brand you have, but the core idea is the same: scan at a readable resolution, choose PDF as the output format, and save or share the file. This guide walks through every common method and includes troubleshooting for missing scanner options or blank PDFs.

Before You Scan: Set Up for Best Results

• Clean the glass/ADF strip: Dust causes streaks and lines.
• Flatten pages: Remove staples and smooth folds.
• Use 300 dpi for text: It balances clarity and file size.
• Use grayscale for documents: Smaller PDFs than full color.
• Use the ADF for multi‑page PDFs: If your printer has one.

Scan to PDF on Windows (Built‑In Tools)

Windows 10/11 includes a simple scanning app.

1. Open the Windows Scan app (Start menu search “Scan”).
2. Select your scanner/printer from the dropdown.
3. Choose Document as the scan type and set resolution (300 dpi is standard).
4. Click Show more and set File type to PDF.
5. Click Scan and choose a save location.

If Windows Scan doesn’t see your device, install your printer’s full driver suite and check the Windows Image Acquisition (WIA) service.

Scan to PDF on Windows (HP Smart, Canon IJ, Epson Scan, Brother iPrint&Scan)

Brand apps make multi‑page PDFs easier.

• HP Smart: Open HP Smart > Scan > choose source (ADF/flatbed) > set format to PDF > Save/Share.
• Canon IJ Scan Utility: Open IJ Scan Utility > Document or ADF > select PDF > Scan.
• Epson Scan 2: Choose Document Source > File Save Settings > PDF > Scan.
• Brother iPrint&Scan: Select Scan > choose PDF > start scan.

Use these apps when you need automatic multi‑page merging or OCR options.

Scan to PDF on macOS

macOS includes scanning through Preview or Image Capture.

1. Open Preview.
2. Go to File > Import from Scanner and select your printer.
3. Set Format to PDF.
4. Choose resolution (300 dpi) and color mode.
5. Click Scan and save.

For multi‑page PDFs, use the ADF if available, or keep scanning pages and choose “Combine into single document” when prompted.

Scan to PDF on iPhone or iPad

You can scan to PDF without a printer using the Files app.

1. Open the Files app.
2. Tap the three‑dot menu, then Scan Documents.
3. Point the camera at your document; it auto‑captures.
4. Adjust corners if needed, then tap Keep Scan.
5. Tap Save. The result is a PDF in Files.

If you want to scan directly from your printer, use HP Smart, Canon PRINT, Epson Smart Panel, or Brother iPrint&Scan, and choose PDF as the output.

Scan to PDF on Android

Android users can scan using Google Drive or printer apps.

• Google Drive: Open Drive > + > Scan > capture pages > Save (PDF).
• HP Smart / Canon PRINT / Epson Smart Panel / Brother iPrint&Scan: Select Scan > choose PDF > save or share.

Scanning Multi‑Page PDFs Correctly

If you have an ADF, load all pages face up within the guides and choose ADF/document feeder as the source. If you’re scanning from the flatbed, scan page 1, then select Add page or Continue scanning in your app before finishing. Save as a single PDF.

OCR (Searchable PDFs)

OCR converts scanned text into searchable text. Many brand apps offer OCR, or you can use:

• Adobe Acrobat (desktop or mobile)
• Google Drive OCR (upload PDF and open with Docs)
• Apple Live Text (iOS/macOS for quick copy/paste)

OCR is ideal for receipts and forms you want to search later.

Troubleshooting

Scanner not found: Reinstall the full printer driver, disable VPN, and ensure printer and computer are on the same network. Blank PDFs: Clean the glass, confirm you selected the correct source, and try another app. PDF too large: Reduce resolution to 200–300 dpi and switch to grayscale. Lines on scans: Clean the ADF strip glass and rollers.

Quick Checklist

• Clean glass/ADF and flatten pages.
• Use 300 dpi, grayscale for text.
• Select PDF as file type in your scanning app.
• Use ADF for multi‑page PDFs when possible.
• Enable OCR if you need searchable PDFs.

With these steps, you can scan clean, readable PDFs from almost any printer or phone in just a few minutes.