How to Scan on a Mac, Step by Step (2021)

Introduction

This tutorial provides a step-by-step guide on how to scan documents using a Mac computer. It is based on MacOS 11, Big Sur, and is applicable to versions up to Ventura. You will learn how to use the built-in scanning feature to work with most multifunction printers and scanners without needing additional software. This guide also highlights common mistakes to avoid during the scanning process.

Step 1: Connect Your Scanner or Printer

• Ensure your scanner or multifunction printer is properly connected to your Mac, either via USB or Wi-Fi.
• Make sure the device is powered on and ready to scan.
• Verify that your Mac recognizes the scanner by checking in the "Printers & Scanners" system preferences.

Step 2: Open the Scanner Utility

• Click on the Apple menu in the top left corner of your screen.
• Select "System Preferences."
• Choose "Printers & Scanners."
• In the left pane, find your scanner or printer. Click on it to select.
• Click on the "Open Scanner" button to launch the scanning utility.

Step 3: Configure Scanning Settings

• In the scanner utility, choose your desired scan type (e.g., document, photo).
• Select the color mode (Black & White, Grayscale, or Color) based on your needs.
• Adjust the resolution settings. A common setting for documents is 300 DPI (dots per inch).
• Choose the file format you wish to save the scanned document as (e.g., PDF, JPEG).

Step 4: Preview the Scan

• Click on the "Overview" or "Preview" button to see a preview of the scan area.
• Adjust the selection box if necessary to frame the specific area you want to scan.
• Ensure the document is aligned correctly to avoid cutting off any content.

Step 5: Perform the Scan

• Once satisfied with the preview, click the "Scan" button.
• Wait for the scanning process to complete. This may take a few moments depending on the document size and settings.
• After scanning, the document will typically open in a preview window.

Step 6: Save the Scanned Document

• In the preview window, you can make additional edits if needed (e.g., cropping, rotating).
• Click “File” in the menu bar, then select “Save.”
• Choose the location where you want to save the file and give it a meaningful name.
• Select the desired file format from the dropdown menu and click “Save.”

Common Mistakes to Avoid

• Forgetting to check if the scanner is connected before starting the process.
• Not adjusting the resolution or color settings based on the type of document being scanned.
• Overlooking the importance of the preview step, which can prevent cropped or misaligned scans.

Conclusion

Scanning on a Mac is a straightforward process that can be accomplished easily using the built-in tools. By following these steps, you can efficiently scan documents without needing additional software. Remember to check your settings and perform a preview to ensure the best results. For users on MacOS 13, Ventura, consider looking for the updated version of this guide. Happy scanning!