Scan Documents and Photos With Windows Scan
The free Windows Scan app lets you scan documents and photos from a USB or Wi-Fi scanner and save them as PDFs or image files — no extra software needed.
4 min read · 5 steps · Checked April 2026
Step 1. Install and open the Windows Scan app
Press the Windows key, type "Scan," and look for the app called "Scan" or "Windows Scan." If it does not appear, open the Microsoft Store (search for "Microsoft Store" in the Start menu), search for "Windows Scan," and install it for free. Once installed, open the app.
Step 2. Connect your scanner
If your scanner uses a USB cable, plug it into your PC. If it is a wireless scanner, make sure it is connected to the same Wi-Fi network as your PC. The Scan app should detect your scanner automatically. If it does not appear, click the "Scanner" dropdown at the top of the app to search for available devices.
Quick Tip
If your scanner is an all-in-one printer, it will appear in the Scan app as the same device you print to.
Step 3. Place your document on the scanner glass
Lift the scanner lid and place your document face-down on the glass, aligned to the corner marked by arrows or a small icon. Close the lid gently. For photos, make sure there are no air bubbles between the photo and the glass — press down lightly if needed.
Step 4. Choose your settings and scan
In the Windows Scan app, choose your file type: PDF for documents, JPEG for photos. You can also choose the folder where the scan will be saved by clicking "Save file to." When ready, click the "Scan" button at the bottom right. The scanner will warm up and scan your document. A preview will appear when it is done.
Step 5. Find and use your scanned file
After scanning, a link appears in the app showing where the file was saved. Click it to open the folder. Your scanned file is there, ready to email, print, or upload. You can also open File Explorer and navigate to Pictures > Scanned Documents to find all your scans.
Quick Tip
Rename scanned files right away with something descriptive like "2026 Tax Return W2" so you can find them months later.
Scanning a document means using a scanner to create a digital copy of a paper document or photo. The digital copy can be saved to your computer, emailed, printed again, or uploaded to a website.
Windows comes with a free app called "Windows Scan" (also labeled "Scan" in the Microsoft Store) that works with most USB and wireless scanners without any complicated setup.
What you need
A scanner — either a standalone flatbed scanner or an all-in-one printer that has a scanning function. Your scanner needs to be connected to your PC by USB cable, or connected to the same Wi-Fi network as your PC. Most modern scanners are recognized by Windows automatically.
File formats: PDF or image
When scanning, you choose how to save the file. PDF is the best choice for documents like letters, tax forms, or receipts — PDFs can be emailed and opened on any device. JPEG is better for photos you want to edit or share on social media. PNG gives the best image quality but larger file sizes.
Scanning multiple pages into one PDF
Some scanners have a document feeder — a tray on top where you stack multiple pages and the scanner pulls them in one at a time. The Windows Scan app can scan multiple pages and save them all into a single PDF file.
Where files are saved
By default, scanned files go into your "Scanned Documents" folder inside your Pictures folder. You can change this in the app's settings.
Quick Tip: Before scanning important documents like Social Security cards, passports, or medical records, consider whether you need to store them securely. Save them in an encrypted folder or a password-protected cloud storage service, not on your open desktop.
Official sources
- Microsoft Support — support.microsoft.com
- Windows Help — support.microsoft.com
- Microsoft 365 Help — support.microsoft.com
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