How to Scan a Document Into Microsoft Word?

Last Updated: Jan 31, 2024 by

In today’s digital age, document digitization has become a necessity for businesses and individuals alike. Scanning documents into Microsoft Word is a simple and efficient way to create digital copies of physical documents. Whether you need to store important documents, share them with others, or edit them digitally, scanning them into Microsoft Word can serve a variety of purposes. In this article, we will discuss the purpose of scanning documents and provide a step-by-step guide on how to scan a document into Microsoft Word.

Purpose of Scanning Documents

The purpose of scanning documents is to create digital copies of physical documents. This allows for easier storage, sharing, and editing of documents. Scanning documents also helps to reduce paper clutter and the risk of losing important documents. Additionally, scanned documents can be easily searched and organized, making it easier to find specific information when needed. Overall, scanning documents into Microsoft Word can save time, space, and resources.

Step-by-Step Guide to Scanning a Document Into Microsoft Word

Step 1: Prepare Your Document and Scanner

Before scanning your document, make sure it is clean and free of any creases or folds. Place the document face down on the scanner bed and ensure that the edges are aligned with the edges of the bed. Turn on your scanner and make sure it is connected to your computer.

Step 2: Open Microsoft Word

Open Microsoft Word on your computer and create a new document. This will be where your scanned document will be saved.

Step 3: Access the Scanning Function

In Microsoft Word, click on the “Insert” tab and then click on “Pictures.” From the drop-down menu, select “From Scanner or Camera.” This will open the scanning function.

Step 4: Select Your Scanner

If you have multiple scanners connected to your computer, select the one you want to use from the drop-down menu. If you only have one scanner, it will automatically be selected.

Step 5: Adjust Scanning Settings

Before scanning, you can adjust the scanning settings to fit your needs. You can choose the file type, resolution, and color mode. For documents, it is recommended to choose the PDF file type and a resolution of 300 dpi for clear and high-quality scans.

Step 6: Scan Your Document

Click on the “Scan” button to start scanning your document. Once the scan is complete, a preview of the scanned document will appear on your screen.

Step 7: Save Your Document

If you are satisfied with the scan, click on the “Insert” button to insert the scanned document into your Microsoft Word document. You can also choose to save the scanned document separately by clicking on the “Save As” button.


Scanning documents into Microsoft Word is a simple and efficient way to create digital copies of physical documents. It serves a variety of purposes, from document storage to editing and sharing. By following these steps, you can easily scan your documents into Microsoft Word and reap the benefits of document digitization. Have you tried scanning documents into Microsoft Word before? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.