How to Scan a Document to Email in Outlook/Gmail/Apple Email

The need to scan and fax documents via email is common. Sending digital information makes work and life more convenient, saving time and resources.

This article outlines 4 effective ways to simplify this task, whether you’re using an iPhone, Android, Windows, or Mac to easily scan and email documents in Outlook (Hotmail), Gmail, and the Apple Mail app.

Keep reading to learn the specific steps for scanning a document to email.

Scan a Document to Email in Outlook (Hotmail)

Of course, computers are excellent tools for scanning and editing documents. The Windows Fax and Scan application on Windows computers, or the Preview app on Macs, provides quick and easy ways to scan documents, pictures, and other file types.

Once you’ve scanned your files, Outlook — compatible with Windows, Mac, Android, and iOS, making it simple to attach and send them via email with just one click.

Here are the specific steps on how to scan documents and email them using Outlook.

Step 1. For Windows users, open Windows Fax and Scan > Click “New Scan” > Hit “Scan” to start scanning documents after completing the scan settings.

For Mac users, Open the Preview app > Select File > Import from Scanner > Click “Show Details” in the pop-up window that appears and complete the scan option settings, including document format, orientation, size, etc.

Step 2. Save the scanned document as a PDF.

Step 3. Open Outlook, log in to your account, and click “New Mail.”

Step 4. Drag the scanned document into the email, or attach the scanned PDF by clicking the “Attach” button.

Step 5. Enter the recipient’s email address, add any other necessary details, and then click “Send” to email the scanned document.

Scan a Document to Email in Gmail

As one of the most popular email platforms, Gmail offers a wide range of powerful features. With Gmail, managing your emails, contacts, and calendars becomes incredibly efficient and easy.

You can scan a document and send it through Gmail in just three simple steps:

Step 1. Use a scanner or a scanning app to scan the document, then save the file in PDF or JPEG format.

Step 2. After logging into your Gmail account, click the “Compose” button, enter the recipient’s email address in the “To” field, and fill in the other necessary information.

Step 3. Click the paperclip icon (Attach files) at the bottom of the compose window to add the scanned document as an attachment, then click “Send.”

Please note the following attachment limits:

• You can only attach files that are 25MB or smaller. If your scanned document is larger than 25MB, you’ll need to compress the file or use Google Drive to share it.
• There’s no strict limit on the number of attachments, but the total size of all attachments must not exceed 25MB.
• Certain file types may be blocked for security reasons (e.g., .exe files).

Scan a Document and Email in Apple Email

If you need to scan a document, a smartphone is often the most convenient option. Scanning documents to email on iPhone is fast and affordable.

In addition to a variety of scanning apps on iPhone, the iPhone camera provides users with an easy way to capture clear images and convert them into digital documents.

The built-in Mail app on iPhone offers a quick and simple way to scan a document and share it with others.

Step 1. Open Apple Email, and create a draft email.

Step 2. Fill in the recipient’s email address, email subject, and other information.

Step 3. Click on the email body where you want to insert the scanned copy to open the device keyboard, then click on the file scan icon above the keyboard.

Step 4. Place the document in the middle of the camera viewfinder and the iPhone Camera will automatically capture the image of the document.

Step 5. Scan all the pages you want to insert into the email one by one, and then press “Save” to add all pages in one PDF and add it as an attachment to the email.

Step 6. Tap “Send” to email the scanned document as an attachment.

Scan a Document to Email with Google Drive

Google Drive is also great for scanning documents, providing a way to securely store and easily share PDFs, available both on Android and iPhone.

This approach is convenient for those looking for an integrated solution.

Step 1. Download Google Drive in Google Play.

Step 2. Open Google Drive, then click the “+” icon > Select “Scan” to add new scanned files to the cloud.

Step 3. Place the document to be scanned into the camera viewfinder, and click the circular shooting button to take photos of each page of the document.

Step 4. Click the check mark to edit the scanned photo. And hit the “+” icon in the lower left corner to scan multiple pages of the document.

Step 5. After completing the scan, click “Save” > Enter the file name > Select the saved address to save the scanned document to the cloud.

Step 6. Click the three dots next to the saved document > Select “Send Copy” > Click Gmail to successfully scan the document to email.

FAQs

How Do You Scan a Document and Send It by Email?

The easiest way to scan documents to email is to use a multifunction printer. Just place your document in the printer, enter your email, and click Scan.

Can You Scan a Document and Send It to Your Computer?

Yes, please first make sure the scanner is properly connected to the computer and the document is correctly placed in the scanner. Save it to your device with Preview (Mac) or Google Drive (Windows).

How Do I Scan a Document into Gmail?

Open the Gmail app, create a new email, tap the attachment icon, and select the photo option to scan the document or select a previously scanned file. If the scanned file is too large, you can compress the document size first.

Conclusion

Scanning and emailing documents has become an everyday necessity. With the method described in this article, you can easily convert physical documents into digital documents and share them quickly and efficiently, no matter which device you are using. Choose the method that works for you and simplify how you process information.