10 FAQs of a Document Scanner

Introductio

The days of dealing with piles of paperwork are long gone. In today’s digital workplace, efficiency is everything. A document scanner is the key tool that helps both individuals and businesses transition from paper clutter to streamlined digital workflows—whether you’re a freelancer aiming for a paperless setup or part of a team looking to optimize document management.

In this FAQ guide, we’ve gathered the 10 most common questions professionals ask about document scanners, providing clear and practical answers to help you understand how this essential tool can improve productivity, organization, and the way you work.

Figure1-Scanners are used in the digital workplace

1. What is a Document Scanner？

A document scanner is a device that digitizes physical content such as paper documents, photos, or books. It converts printed text and images into electronic files (like PDF, JPEG, or Word formats), making them easier to store, edit, search, and share. Below is a quick overview of the most common types of document scanners:

• Flatbed Scanners

• Sheet-fed Scanners

• Portable Scanners

• Desktop Scanners

• Overhead Scanners

• Drum Scanners

Want to learn more about each type? Check out our detailed guide on scanner types.

2. Can I use my Phone as a Document Scanner?

Absolutely, you can use your phone as a scanner, no fancy gadgets required. For most everyday business tasks like scanning receipts, notes, signed agreements, or single-page documents, your phone gets the job done efficiently. Okay, it might not compete with a high-end office scanner for flawless resolution, but let’s be honest, most of the time, that’s overkill anyway.

Here’s how you can tackle this quickly:

• Place your document flat. Launch a scanning app; Office Lens is a solid pick, but others work, too.

• Frame your document in the camera view, and snap the photo.

• Once you’ve got all pages scanned, hit Done, then pick how you want to save it.

• Save to your device or pop it into your company’s cloud storage of choice.

• Finally, send the file out using the sharing function, email, Slack, or wherever it needs to go.

Want a step-by-step walkthrough with pro tips? Check out our complete guide on how to scan documents efficiently.

3. How to Use a Document Scanner?

Scanning isn’t rocket science, but a few simple steps can make your files look sharp and professional.

Step 1: Connect Your Scanner

Make sure it’s powered on and connected to your computer or Wi-Fi. A stable connection saves you from mid-scan crashes.

Step 2: Open the Scanning Software

Launch the app that comes with your device or any scanning software your office uses.

Step 3: Load Your Document

Place the paper face down on the glass and align it properly. For multi-page files, use the feeder—just don’t overload it.

Step 4: Start Scanning & Adjust Settings

Click Scan. Choose color or B&W, adjust resolution, and select the right format—PDF for text, JPEG for images.

Step 5: Review & Save

Check the preview to make sure everything’s clear. Then save it in a well-named folder you’ll actually find later.

Figure2-scanning

4. Is a Printer a Document Scanner?

A standard printer by itself cannot function as a document scanner. Its main purpose is to print digital information onto paper, not to convert paper documents into digital formats. That’s where scanners come in—they transform physical documents into digital files. Nowadays, many all-in-one printers—such as those from HP, Canon, Brother, Epson, and Xerox—combine printing, scanning, copying, and even faxing capabilities into a single device.

5. Is the Document Scanner App Safe?

Generally, document scanner apps are secure, assuming you’re choosing apps from reputable sources. These apps often offer built-in protections, encryption, password features, secure cloud sync with providers like Google Drive or OneDrive, that kind of thing—so your digitized files stay safe. Big names like Microsoft and Adobe have strong track records for keeping data secure.

6. Is it Better to Scan Documents with a Phone or a Scanner?

When you’re talking about scanning in a professional setting, it really comes down to what you value more: speed and flexibility, or top-notch results.

Using your phone is by far the quickest route. Practically everyone has their device right there, ready to go. Super easy for those basic, on-the-fly tasks. Heads up, though: if your lighting isn’t great or the document’s creased, your scan might end up looking a little rough around the edges.

Now, for serious office work, a dedicated scanner is in a different league. The clarity and resolution blow phone scans right out of the water. Plus, you get advanced features, think OCR for turning paper into searchable files, bulk scanning if you’re dealing with stacks of paperwork, and even curve flattening on tough documents. 

7. How to Choose a Document Scanner

Picking the right scanner is more strategic than it seems — it should fit your workflow, not just your budget.

Scanning Volume
If you only scan occasionally, a flatbed or portable model will do. For heavy workloads (like in finance or HR), go for a high-volume sheet-fed scanner with an auto-feeder — speed matters.

Resolution
Aim for at least 300 DPI for standard documents, and 600 DPI or higher for images or detailed graphics.

Portability
If your team’s often on the move, lightweight or portable scanners are ideal. Keep the larger units in the main office for bulk scanning.

Features & OCR
OCR is essential for searchable files. Handy extras like auto-cropping or curve flattening make scanning faster and cleaner.

Budget & Brand
Don’t risk unreliable brands — support and durability count. Trusted names like CZUR, Canon, Epson, and Fujitsu are safe bets.

8. How do I scan a Document and upload it to my Computer?

Scanning and uploading a document to your computer is simple, but the process varies slightly between Windows and Mac systems.

• First, ensure your scanner or multifunction printer is powered on and connected, wired or wireless, just make sure it’s communicating with your computer.

• Launch your scanning software. On Windows, open the default Scan application or install it via the Microsoft Store if needed. For Mac users, navigate to Apple Menu, System Preferences, then Printers & Scanners, and select your device.

Figure3-Upload the scan document to my computer

• Position your document face down on the scanner glass, or use the document feeder for multi-page files.

• Review and adjust your scan preferences: select the appropriate file format, tweak the resolution for your quality needs, and designate a specific folder for the file to be saved

• Hit the Scan button. Take a look at the preview to ensure everything is legible and properly aligned.
  

• Satisfied with the scan? Save the document to your chosen location for easy retrieval. That’s it, document scanned, workflow uninterrupted.

9. What is the Best Way to Scan Old Documents?

I recommend using apps like Adobe Scan or Microsoft Lens. They allow you to save your scans directly as PDF files instead of individual images. PDFs can be named, annotated, and take up less storage space, making them easier to organize and archive.

However, if you’re looking for higher precision and image quality, consider using a professional document scanner such as the CZUR ET Max. It supports A3-size scanning, auto-flattening, and OCR text recognition, allowing you to digitize old or fragile documents with exceptional clarity—perfect for archiving historical materials, records, or valuable books.

10. What is the Best Resolution for Scanning Documents?

When scanning documents, the ideal resolution depends on your purpose. Here are some general recommendations:

• 300 DPI： Everyday documents, invoices, and contracts.
  

• 400-600DPI: Documents with small text or complex charts.
  

• At least 600 DPI or even higher: Images, photos, or materials requiring color and detail preservation.
  

• 1200 DPI： Important archives or documents that may need to be enlarged or printed later.