How to Use Scan & Attach for Outlook — Step-by-Step GuideScan & Attach for Outlook is a tool designed to make capturing paper documents and sending them by email fast and effortless. This step-by-step guide explains how to set up and use Scan & Attach with Microsoft Outlook, offers tips for optimizing scanned attachments, and covers troubleshooting common problems. Whether you’re sending receipts, contracts, or identity documents, this guide will help you go from paper to email in a few clicks.
What is Scan & Attach for Outlook?
Scan & Attach for Outlook integrates scanning hardware or mobile scanning features directly into Outlook so you can add scanned documents to new or existing emails without leaving the mail client. It typically supports multiple file formats (PDF, JPEG, PNG), automatic file naming, basic image cleanup (deskew, crop, despeckle), and options to compress or OCR (optical character recognition) scanned pages.
Before you start: requirements and preparation
- Make sure you have a compatible version of Microsoft Outlook installed (Outlook for Windows is most commonly supported; some add-ins also support Outlook on the web or macOS).
- Install the Scan & Attach add-in or connect your scanner:
- If it’s an Outlook add-in from the Microsoft Store, install it via Outlook > Get Add-ins.
- If it’s a separate scanning application that integrates with Outlook, install that application and follow its setup instructions.
- Ensure your scanner or multifunction device is installed and accessible from your PC (driver installed, network or USB connection working).
- If OCR is needed, confirm the add-in or application supports OCR and that any required language packs are installed.
- Decide on default scan settings such as resolution (DPI), color vs. black-and-white, and file format (PDF is usually best for multi-page documents).
Step-by-step: installing Scan & Attach
- Open Outlook.
- Go to the Home tab and click “Get Add-ins” (or “Store” on earlier versions).
- Search for “Scan & Attach” (or the vendor’s name if known).
- Click “Add” to install the add-in. Accept any permissions prompts.
- Restart Outlook if prompted.
If using a standalone scanner utility:
- Download the software from the vendor’s website.
- Run the installer and follow instructions, making sure to select Outlook integration if offered.
- Launch the application and configure scanner access.
Step-by-step: scanning and attaching to a new email
- Create a new email in Outlook (New Email).
- Locate the Scan & Attach button — it may appear in the ribbon, as an add-in pane, or under Attach File.
- Click Scan & Attach.
- Choose your scanner from the list if multiple devices are available.
- Select scan settings:
- File type: PDF for multi-page; JPEG or PNG for single images.
- Color mode: Color, Grayscale, or Black & White.
- Resolution: 200–300 DPI for text; 300+ DPI for detailed images.
- Use preview controls (if available) to crop, rotate, deskew, or reorder pages.
- If OCR is needed, enable OCR and choose the language.
- Click Scan (or Capture). Review pages and re-scan if needed.
- Click Attach to insert the scanned file into your email. The file will appear as an attachment or inline content depending on Outlook settings.
Step-by-step: scanning and attaching to a reply or existing email
- Open the email you want to reply to or forward.
- Click Reply / Reply All / Forward.
- Use the Scan & Attach function via the ribbon or add-in pane.
- Follow the same scanning and processing steps as for a new email.
- Attach the scanned file; send when ready.
Batch scanning and multi-page documents
- To scan multiple pages into a single PDF, choose PDF and use the scanner’s feeder (ADF) or use the add-in’s “Add page” feature between scans.
- Double-check page order in the preview and use the reorder tool if necessary.
- For large multi-page files, consider compression options to reduce email size.
Optimizing scans for email
- Use 200–300 DPI for readable, reasonably sized files. Increase DPI only when needed.
- Choose grayscale for text-heavy documents to save space; color for images or colored forms.
- Use OCR when you want searchable/editable text within PDFs.
- Compress scanned PDFs before attaching if your email provider imposes size limits (commonly 20–25 MB).
- Name files descriptively (e.g., “Invoice_2025-08-29.pdf”) — many add-ins auto-name files based on templates.
Security and privacy considerations
- If sending sensitive documents, encrypt the email or use secure file transfer options (password-protected PDFs or secure links).
- Remove any unintended metadata from scanned files if privacy is a concern.
- Keep scanner firmware and scanning software up to date to reduce security risks.
Troubleshooting common issues
- Scanner not detected: verify USB/network connection, power on the device, reinstall drivers, or check scanner utility outside Outlook.
- Add-in missing in Outlook: confirm the add-in was installed for the correct Outlook profile and restart Outlook. Check Manage Add-ins (Options > Add-ins).
- OCR language errors: install or select the correct language pack and rescan.
- Large files failing to send: compress PDF, split into multiple attachments, or upload to cloud storage and send a link.
- Scans are too dark or skewed: use preview tools to deskew, adjust brightness/contrast, or clean scanner glass.
Alternatives and complementary workflows
- Mobile scanning apps: Use your phone’s scanning app (Microsoft Lens, Adobe Scan) and email the file or add it to Outlook mobile.
- Cloud storage workflows: Save scans to OneDrive/SharePoint and insert cloud links instead of attaching large files.
- Dedicated PDF editors: Use tools like Adobe Acrobat for heavy-duty OCR, redaction, or combining files before attaching.
Quick reference: recommended settings
- File type: PDF for multi-page; JPEG for single photos.
- Resolution: 200–300 DPI for standard text documents.
- Color: Grayscale for text, Color for images/forms.
- OCR: Enable for searchable PDFs.
Final tips
- Test once with a draft email to confirm settings before sending important documents.
- Create templates or presets in the add-in for frequently used scan configurations.
- Regularly update software and drivers for best performance.
If you want, I can tailor this guide to a specific Scan & Attach add-in or your version of Outlook and provide exact menu paths and screenshots.