A smartphone is handy for quick scans. However, for optimal quality — particularly for professional documents — a scanner connected to a PC remains the best option: better sharpness, precise colour management and the ability to create multi-page PDFs.
The recommended tool for Windows 11
Windows 11 doesn’t always offer a comprehensive solution by default. The Microsoft “Scanner” app is limited (one page at a time). A free and easy-to-use alternative is to use a dedicated app available from the Microsoft Store, allowing you to easily scan multiple pages into a single PDF file.
👉 Important: make sure your printer/scanner is properly installed. In most cases, Windows automatically installs the drivers via Windows Update.
Steps for easy scanning
1. Install a scanning app
Download a simple app from the Microsoft Store. It’s a much better alternative to the sometimes complex software provided by manufacturers.
2. Set the save folder
When you first launch the app, choose where to save your files (by default in Pictures > Scans). You can customise this location to suit your needs.
3. Configure your scan
Before starting the scan:
- Check that the scanner has been detected
- Select the mode (colour, greyscale or black and white)
- Choose the output format (PDF recommended for documents)
- Adjust the resolution (300 dpi recommended for a good balance between quality and file size)
4. Preview and crop
Use the preview to:
5. Scan and adjust
Start the scan, then, if necessary:
- Rotate the pages
- Adjust the cropping
- Rename or delete pages
6. Add multiple pages
To create a complete PDF, simply add more pages: they will be automatically incorporated into the same document.
In summary
Scanning with Windows 11 is simple as long as you use the right tool. In just a few clicks, you can turn your paper documents into professional PDFs, ready to be shared or archived.
💡 DEEP ONE tip: opt for the PDF format and a resolution of 300 dpi for the best results without making your files too large.
More info on : Microsoft 365 for SMEs in Luxembourg - DEEP
