What is Scan? What’s the use? How to scan documents?

Scan is one of the popular ways that users scan hard copy documents to save as image files on computers and phones. If you want to learn more about how to scan documents as well as scanner tools, read through the following article.

What is Scan?

Scan is the transfer of data on paper , documents (contracts, magazines, documents, …) or even images on paper into data, images, files stored on computers , phones through a scanner, printer with scanning feature or via a scan application on a smartphone.

A scanner (scanner) works similar to a copier, a device that uses a double charge to acquire an electronic image of a page by turning the intensity of light reflected from it into information. digital format, then into files to store on computers and phones.

Thus, it can be understood that scanning works in contrast to printers and copiers when transferring hardcopy documents to “virtual” files (files, documents) on the computer.

If the scanned document contains text, you can use optical-character-recognition (OCR) software to convert it into editable text.

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Uses of Scan

Store important documents

Important documents should be backed up and preserved carefully to easily find when needed or in case of loss. At this point, scanning documents becomes more necessary.

Using a scanner to digitize documents will effectively support each individual business, minimizing the risk of losing important information and saving printing costs.

Absolutely safe information security

Store information in digital form through scanning and install security access codes for important content to help enhance information safety for users. Scanned images will be stored as PDF documents with extremely secure digital signature.

Search documents quickly and conveniently

The transfer of documents from soft copies to files on the computer makes the arrangement of information easier, more convenient and more modern.

In addition, many new scanners are integrated with the ability to share scanned documents via email, cloud tools, and especially support for scanning via third-party applications.

Therefore, users can easily access information remotely anytime, anywhere without having to be present at the company.

Steps to scan documents with a scanner

Step 1: Place the document in the scanner.

After connecting the computer and the scanner. Open the scanner cover. Then face down the surface of the image or document to be scanned, close to the glass.

The direction and position of the image or document must be in the correct position marked on the machine, this position is usually marked with an arrow or a zero.

Step 2: Adjust the scanner settings on the scanning software

Open the scanning software, then adjust some necessary settings (color, scan size) as desired before scanning the document.

After completing the installation and editing process, click the Scan button on the software or the Scan button on the scanner to start scanning documents.

Make further adjustments if necessary. After your document has been scanned, your software will provide options for you to make further adjustments, such as changing the orientation of the image, etc.

Pay attention to the file format on the saved document. You can choose other formats or the default format.

Step 3: Edit the document

Once your document has been scanned, you can use a program like Adobe Acrobat to convert the files to PDFs or merge them into a multi-page document. In addition, you can set up Acrobat to find documents to scan.

It is possible to overcome the situation that the original documents are blurry and after scanning, the file is blurred, the content is unclear or the background color is dark by opening Photoshop and adjusting the light and sharpness of the details to document. be more clear.

Above are the most general concepts and information to answer the question of what is a scan. Hopefully from the article, you can successfully scan documents!