How to Scan a Document on HP Printer

printer scanner

Without a backup for your files, you risk losing thousands of documents, files, and records. Scanning documents is an easy way of saving, storing, and protecting critical documents—saving you money and time.

Document scanning plays an indispensable role in your record management system by ensuring that no matter what happens, your documents are not lost forever.

With scanning, you won’t be able to pay to print and ship complex documents. Instead, you’ll be able to quickly and efficiently send a digital file without costing you a dime, helping you save money. Secondly, by scanning, you can cut down on time spent looking for documents, filing, and retrieving, giving you more time to focus on other essential tasks.

In case you are having trouble scanning documents on your HP printer, follow these steps:

  • Place the document on the automatic document feeder or scanner glass
  • Open the HP Smart app.
  • Click the “Scan” tile on your HP Smart app home screen
  • You can now change the scan or auto-enhancement settings to match your scan job
  • Now click “Scan.” 
  • Hit the “Save” button and locate the document on your Computer

 Key Takeaways

  • Scanning documents is an easy way to save, store, and protect critical information for retrieval.
  • Scanning a document on an HP printer follows a step-by-step procedure. Ensure you get it right.

Determine if the HP Printer is Capable of Scanning

You’ll need to try scanning to know whether your specific HP printer can scan a document. There are three options for printing to your Computer—HP Smart app, Windows Fax, Scan, and Printers software.

So, here’s how to test your printer’s scanning capability:

  • Open the HP Printer Assistant
  • Click All Apps from the Start menu
  • Click HP and then select the printer name
  • Go to the scan section
  • Select Manage Scan to Computer
  • Then click enable to see if your printer will begin scanning

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Place the Document in the Scanner

To ensure you are scanning your document correctly with an HP printer, start by face-down placement of the document onto the document glass. Place it so that the top of the document is against the left edge and centered on the marked area. If more than one document is being scanned simultaneously, leave a gap of 0.8 inches (20 mm) between each photo. After positioning your documents, close the cover gently to prevent the movement of your original documents.

Here are tips for ensuring that the document is properly aligned in the scanner:

  • Always keep the surface of the document glass clean.
  • Use plain US letters or A4 paper. Using color, image, or aged form may distort the alignment.
  • Avoid scanning on thick piles as they can lead to the bending of documents and give uneven scans.
  • Place the paper in the top-left corner when copying small media onto the scanner.
  • Load A5/Statement-sized documents with portrait-oriented content short-edge first.
  • Load landscape-oriented documents with the long edge facing the scan bar.
  • Remove staples, paper clips, and sticky notes. Or you could tape them down, so they may also be scanned.
  • Avoid placing heavy objects on the scanner glass cover and using undue force.

Choose the Scan Settings

HP printers offer different scan settings to get the best results from other types of documents. You can adjust the color setting for different tones of color and change the resolution for a clearer image. In addition, you set the document file type you need and the output quality. You can adjust how long it takes to scan one side of a two-sided image and much more!

Here is guidance on the most common scan settings and how to select the appropriate one for a specific document:

  • Color/Black Settings

The Color option provides a range of different tones that match the original. If your document contains different shades of gray, select the grayscale option for documents with only black-and-white elements, like the black option.

  • Resolution Settings

Images with a high resolution produce a better image quality, but will have a larger file size. Conversely, low-resolution images produce a poorer image quality when the original file size is decreased.

  • Document File Type Setting

You can save a scanned document as one of the numerous file types. PDF is often the go-to choice for documents that contain forms, text, and images with words; OCR technology is used in certain programs to make characters searchable and editable. For Images, JPG, or JPEG, and TIFF files are great.

  • Output Quality Setting

Here you can choose between high, Medium, or Low Output Quality setting. Medium or Low Output Quality results in smaller file sizes.

  • Scan Mode Settings

The feeder can take on a stack of pages or scan them individually on the flatbed glass for standard documents. With book mode, Scan Mode can easily output each page onto different pages. The 2-sided ID Copy setting works by scanning each side of an ID card onto the flatbed glass and outputting them onto a single page.

  • Image Adjustment Settings

These settings allow you to sharpen, darken, adjust the contrast, clean up the background, and even automatically tone your image to get the perfect image you need.

  • Cropping Options

Users can crop the image to match the paper size of the original document, or they can crop it to the size of the detectable content in the original document. Cropping options on HP scanners provide users with an efficient way of getting sharp and clear images of documents. This makes work easier and stress-free.

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Initiate the Scan

If you’re looking to initiate a scan on an HP printer, then the process is fairly simple. The first step is placing your item face down on the scanner’s glass or in its document feeder. Then, select your preferred scanner and a source location from the options available before selecting whether you’d prefer to save it as a particular file type.

How to Initiate a Scan on HP Printer

Initiating a scan in an HP printer is simple and can be accomplished with just a few steps.

  • Connect the scanner to your computer’s USB cable.
  • Power on your scanner and ensure it is connected to a secure network.
  • Next, take the document to be scanned and place it face-down on the scanner glass in front of the printer, taking care to align it in the center of the scanner’s glass.
  • Open the HP Smart app on your computer. If the app isn’t installed yet, go to to download and install the app.
  • Select the printer where your document is placed
  • Click on Scan File
  • Click Get Started to proceed to the scan window.
  • Change the auto-enhancement or scan setting to match the scan job and click Scan.
  • The scan preview window will display. Click Edit to change any desired setting, and then click Done.
  • You can also place additional pages to the scan and re-order multi-page scans
  • You’ll then see an array of options at the bottom, including Print, Save, Share, Shortcuts, and Fax.
  • To save the scan to your computer, click Save and locate the folder on your computer where you would want to save the file.

Related: How to Bypass HP Printer Cartridge Error

Preview and Save the Scanned Document

When you’re ready to preview the scanned document, a screen will appear with all the pages visible. If any documents are missing or were not scanned properly, re-scan them before selecting the “Edit” option to proceed. 

To adjust the scanned copy, select the “Edit” option. You can choose the “Edit text” and “Edit objects” icons from here, giving you access to all your editing capabilities. 

When you adjust the scanned document, save it with the desired file type.

Saving a scanned document to your computer or other device is straightforward. 

Here are the step-by-step instructions for doing so: 

Step 1: Open up the scanning software on your computer or device.

Step 2: Select the “Scan” button to initiate the scan.

Step 3: A preview of the scanned file will appear in the window once the scan is complete.

Step 4: Select “Scan” and choose the file type you want to save your scanned document—JPEG or PDF.

Step 5: Provide a name for your scanned document and specify the file path where you would like to save it.

Step 6: Click “Save.” 

Your document should now be saved to your computer or another device.

You can also use these steps to scan multiple documents at once and save them to your computer or other devices in a single batch.

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Troubleshooting Tips

Here are some common issues that may arise when scanning a document on an HP printer and their solutions:   

  • Improper Connection

Poor connection normally happens when you have other family members using your devices. Always ensure there is a sufficient power supply and connection for the scanner to operate. Secondly, always ensure your scanner is properly connected to a USB or wireless network. 

  • Paper Jams

When paper jams, there is likely to be an issue with the path the paper flows, forcing you to remove the jammed paper to physically proceed with scanning. It’s also advisable to check the type of paper you use to ensure it’s compatible with your device.

  • Dirty Scanned Image

A dirty scan is likely to occur due to dirty exposure glass or ADF. Cleaning your machine often enables the production of high print quality. Dry clean or wipe with a soft, damp cloth; if stains persist, use a neutral detergent.

  • Distorted Scanned Image

A distorted image can occur because the original document was moved while scanning. Stay still while scanning to avoid errors.

  • Device Failing to Start Scanning

Your machine fails to start scanning because the ADF or ADF cover is open. It’s impossible for scanning to take place while the ADF cover is open. Ensure the ADF or ADF cover is closed before you initiate scanning.

  • Slow Print Time

A high-resolution setting causes slow print time. Scan your originals at a lower resolution if possible, since high-resolution images consume more data and require more processing time, leading to slow print times.

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How to Scan a Document on HP Printer: FAQs

Q: Where is the Scan Button on an HP Printer?

A: The scan button on HP printers is usually a dedicated button with the word “Scan” printed directly above or below it or part of a function key. Look for the words “Scan” or a picture of a scanner near one end of the function key row to find where you need to go.

Q: How Do I Download the HP Scan Program?

A: Downloading your HP scan program is easy. All you need to do is visit the HP website, find your specific product’s software and driver download page, and select your operating system—whether that’s Windows, macOS, or Linux. You can then download the scanning software in the form of a driver.

Q: How Do I Scan and Email a Document on My HP Printer?

A: Scanning and emailing documents on your HP printer is straightforward. Place the document on the scanner glass according to the indicators on the printer, close the scanner lid, then go to the home screen on the printer control panel and touch the Scan icon. Select “Scan to Email” and “Send an Email” from there. Finally, choose your outgoing email profile and send it.

Q: How Do I Scan From HP Printer to Mac?

A: To scan from an HP printer to a Mac, plug in your scanner and turn it on. Then open system settings, click Printers and Scanners in the sidebar, select your desired printer/scanner from the list that appears, and click Open Scanner.


If you’re wondering how to scan a document on your HP printer, follow the steps outlined in this article. The first thing you need to do when scanning your document on an HP printer is to place your document on the scanner, then click the scan tab. After clicking the scan tab, select the document type, and scan size of your choice, then click scan. Confirm and edit if necessary, then click save once the scanned image is displayed in the viewer.


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