How to Prepare Paperwork for Scanning

Think of a scanner as a copy machine that makes digital copies instead of paper copies. Many flatbed scanners look like copy machines with a glass that you put paperwork on, a lid to close and a light that runs across the paper. The scanner takes a picture through an Optical Character Recognition (OCR) program. Not all scanners function the same way, but the process of scanning is similar.

Difficulty: Moderately Easy

Instructions

1. Install scanning software. You must do more than complete the connections between a compatible scanner and computer. Software should be TWAIN compatible, which is the industry standard for scanners.

2. Open target software. This uses the same file type that you want the scanner to produce, such as Word for text documents or PhotoShop for graphics. Most software allows scanning from and to compatible software. If yours doesn't, open scanning software.

3. Remove any staples or paperclips from the documents. Place the paper face down on the glass bed of the scanner. The scanner bed should indicate where to line up the paper (often the upper left corner). Close the lid. If you're scanning from a book, cover the book with the lid as much as you can without forcing the lid down.

4. Click a file on your menu that says something like "Import file" or "Acquire file." You may also be able to click a button on your menu bar. Another menu pops up asking you to "Select Source." Select your scanner from the list of choices.

5. Set controls for color, size, orientation and resolution in the scanning menu box. Some scanners allow you to outline the area to scan with your mouse. Paperwork scanned at 100 to 200 dpi produces a decent copy for text, but you'll probably want 300 dpi or higher for photos or drawings. You may be able to choose other options too, but these are the main choices for text.

6. Press the "Preview" button, if you have that option, to see what your scanned paperwork will look like. Make any adjustments and press "OK" to scan.

7. Experiment with scanning controls if you don't like your results. Next time, you'll know the settings you want for similar paperwork.

Tips & Warnings

• If you have trouble with your scanner, look for an updated TWAIN driver at your scanning software website. Downloads are usually free.
• Resolution directly affects the size of the file, with higher resolution scans producing larger files. Adjust resolution to your needs.
• Use sheet fed scanners for jobs that require stacks of paperwork. Just like a copier, a sheetfed scanner can take several pages at once so that you don't have to place each item on a scanner bed.