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How to Scan a Document and Print a Copy in Windows
Question details
The user wants to know the step-by-step process for digitizing a physical document via a scanner and subsequently printing a physical duplicate of it on a Windows computer.
- Product
- Windows
- Device & OS
- Windows
- Scenario
- The user has a physical document that they need to copy using a connected scanner and printer setup.
- Observed behavior
- The user needs to successfully complete the end-to-end workflow of scanning a paper document, saving the digital file to their system, and sending it to their printer for a hard copy.
Ensure that both your scanner and printer are powered on, properly connected to your Windows computer, and configured with the correct drivers.
Scan and Print Using the Windows Scan App
Use the official Windows Scan application to capture your document digitally and then print it using default system viewing tools.
This method uses the free Microsoft Windows Scan app, which provides a straightforward, user-friendly interface for most consumer scanners.
Place the document face down on the scanner glass or load it into the automatic document feeder (ADF) of your device.
Click the Start menu, search for 'Windows Scan', and open the application. If it is not already installed on your system, open the Microsoft Store, search for 'Windows Scan', and click 'Install'.
Inside the app, ensure your scanner is selected. Adjust your desired file type (such as PDF or JPEG), choose the scan location, and click the 'Scan' button. Wait for the process to finish and save the file.
Navigate to the folder where you saved the scanned file and open it. Press 'Ctrl + P' on your keyboard to open the print dialog. Select your printer from the drop-down menu, adjust your print settings, and click 'Print'.
Easily View, Edit, and Print Scanned Documents with WPS Office
Once your document is scanned to your PC, WPS Office provides a robust, all-in-one platform to seamlessly open, annotate, edit, and print your scanned PDFs or images.
- 1. Launch WPS Office: Open the WPS Office application on your Windows computer.
- 2. Open the Scanned Document: Drag and drop your scanned PDF or image file directly into the WPS workspace, or click 'Menu' > 'Open' to browse and select your file.
- 3. Print the Document: Review the document on screen, make any necessary adjustments or annotations, and press 'Ctrl + P' to access the advanced print dialog. Select your printer and click 'Print'.
Frequently Asked Questions
What should I do if the Windows Scan app cannot find my scanner?
Check that your scanner is turned on and connected to your PC via USB or the same Wi-Fi network. You can also go to Windows Settings > Devices > Printers & scanners to manually click 'Add a printer or scanner'.
Why is my printed copy cutting off the edges of the document?
This usually happens due to incorrect scaling settings during the print phase. Check the preview in your print dialog and ensure that a setting like 'Fit to Page' or 'Scale to Fit' is selected before clicking Print.
Can I scan a document directly into a Word file so I can edit the text?
Standard scanning saves files as images or standard PDFs. To make the text editable, you need to open the scanned PDF or image in a program with OCR (Optical Character Recognition) capabilities, such as WPS Office, which can extract the text into an editable Word document format.
