How to Send Scanned Documents

To send scanned documents, choose the right format, trim file size, then share by email, cloud link, or a secure portal.

Got a PDF or a bundle of images fresh from the scanner and need to deliver it fast? This guide shows you clear, safe ways to share, with quick picks for common scenarios, step-by-step instructions, scan settings that keep text crisp, and simple privacy moves that don’t add hassle. You’ll see how to send scanned documents without bounces, bloated files, or fuzzy pages.

Best Method For Your Situation

Start with the delivery route that fits your file size, urgency, and sensitivity. Use this table to pick in seconds.

Method	Best For	Privacy & Trace
Email Attachment	Small PDFs (1–10 pages), quick one-off sends	Basic; sender/recipient inbox trail only
Email With Cloud Link	Large files or many pages	Access can be limited; revoke anytime
Cloud Drive Share Link	Teams, versioning, comments	View/edit controls; activity history
Secure Client Portal	Contracts, tax packets, HR/finance docs	Login, audit events, granular permissions
E-Signature Platform	Docs that need signing and routing	Signer identity checks, tamper-evident logs
Fax App (To Real Fax)	Legacy offices or clinics that only accept fax	Line transmission; keep send receipt
Messaging App (Business)	Low-stakes shares with teammates	Chat history; avoid for sensitive files
USB/External Drive	No-internet sites or in-person delivery	Full physical control; label and lock

These routes cover the vast majority of cases. Pick the one that suits your size and sensitivity, then follow the steps.

Email Attachment (Small Files)

Export from your scanner as PDF. Use “black & white” or “grayscale” for text pages. Save a copy to a known folder.
Trim size. Run “Reduce File Size” in your PDF app or rescan at 200–300 DPI. Merge pages into one PDF so the recipient opens a single file.
Attach and send. Add a short subject, include context in the body, and attach the PDF. If delivery fails due to size, switch to a cloud link (next section).

Email With Cloud Link (Large Files)

Upload your PDF to a cloud drive. Place it in a folder you control.
Create a restricted link. Set access to “Specific people” or “Only recipients.” Enable view-only unless edits are needed.
Paste the link into your email. Add a one-line cue about access (“The link works for your email address.”). Revoke access later if needed.

Direct Cloud Share (Teams or Repeat Sends)

Store scans in a shared workspace. Name files clearly: ClientName_DocumentType_YYYY-MM-DD.pdf.
Share to people by email address. Grant edit rights only when you expect comments or redactions. Keep view-only for final packets.
Track activity. Many drives show opens, downloads, and edits so you can nudge the right person if a step stalls.

Secure Portal (Sensitive Docs)

Upload to the portal folder for that client or case. Use the portal’s request links to collect files from the other side.
Require sign-in or passcode. Add dates or reference numbers in the message so recipients match files to the request.
Use the portal message thread. Keep back-and-forth in one place for a clean record.

E-Signature Route (Needs A Signature)

Start a new envelope in your e-signature tool. Upload the PDF, set signer order, add text fields, initials, and date boxes.
Send and track. The platform emails signers, captures events, and returns a sealed PDF once all finish.
Archive the executed copy. File it in a locked folder and keep your routing log.

Send Scanned Documents The Right Way: Email, Drive, Or Portal

Before you press send, run a fast prep checklist. These small moves prevent bounces, friction, and re-scans.

Prep Your File For Clear Reading

Use PDF when possible. It opens everywhere and preserves layout. For photos inside a doc, embed the images inside the PDF, not as loose JPGs.
Scan at 200–300 DPI for text. This range keeps text crisp without ballooning size. Go 300 DPI for contracts with fine print.
Enable OCR. Text becomes searchable and selectable, which helps reviewers quote, comment, or copy IDs without retyping.
Merge related pages. One file per packet is easier to file and forward.
Redact with a real redact tool. Don’t paint a black box on top; remove the data layer so the hidden text can’t be revealed.

Keep File Size In Check

Grayscale for text; color only when needed. Color multiplies size fast.
Use “reduce size” or “optimize” in your PDF app. Downsample oversized images and remove extra metadata.
Split giant packets. If a partner caps attachments, split into labeled parts or move to a link.

Name Files So They’re Easy To Find

Use a stable pattern. Project_Client_DocName_YYYY-MM-DD.pdf
Avoid blanks and special characters. Hyphens or underscores keep links tidy.
Put the date in ISO format. Sorting stays natural across systems.

Scan Settings Cheatsheet (Quality Vs. Size)

Match your scan to the job. This cheatsheet keeps files small and sharp.

Task	Format & DPI	Size Tips
Text-Only Packet	PDF, 200–300 DPI, grayscale	Enable OCR; strip blank pages
Forms With Fine Print	PDF, 300 DPI, grayscale	Lossless compression for small stamps
Photo-Heavy Report	PDF, 300 DPI, color	Downsample images; keep photos under 150 PPI inside layout
ID Cards	PDF or PNG inside PDF, 300 DPI, color	Crop tight; redact ID numbers if not needed
Long Packets (50+ pp.)	PDF, 200 DPI, grayscale	Split by section; add bookmarks
Archival Copy	PDF/A where available, 300 DPI	Keep an original master; share a lighter derivative
Handwritten Notes	PDF, 300 DPI, grayscale	Boost contrast; deskew pages

Email Limits, Links, And When To Switch

Many inboxes choke on big attachments. If your message bounces or stalls in outbox, paste a drive link instead of retrying. Mid-send switches save time and preserve quality.

When Email Is Enough

Packet under common size caps
Low sensitivity and one recipient
No edits needed

When A Drive Link Saves The Day

Packet over size caps or many recipients
You need to track opens or yank access later
People need to comment or request fixes

Two Handy References

You can check the current Gmail attachment behavior and, if you’re sharing a link, learn how to share files from Google Drive. Both pages include step-by-step visuals from the vendors.

Privacy Basics Without Extra Friction

Not every packet needs heavy tech. A few habits go a long way:

Use view-only links for review copies. Turn on download blocking when you only need a quick read.
Set link expiry dates. Short windows reduce stray forwarding.
Remove stray metadata. Some PDFs carry author names or GPS tags in embedded images. Use “sanitize” or “remove properties” before sending.
Redact the right way. Use a redact tool that deletes the data layer, not just a colored box.
Send passcodes by a separate channel. If you protect a ZIP or portal link with a code, share the code by SMS or a different mail thread.

Fix Common Problems Fast

The File Is Too Big

Downsample images in the PDF, rescan in grayscale, or move to a link. If a partner blocks links, split the packet into labeled parts: Part-1_of_3, Part-2_of_3, and so on.

Text Looks Blurry

Rescan at 300 DPI, clean the glass, and turn on de-skew. If the original has faint print, try a “monochrome” or “text” preset that boosts contrast.

Recipient Can’t Open The File

Send a PDF instead of a raw image stack. If they still can’t open it, switch to a drive link and enable web preview.

They Need A Signature

Route through an e-signature tool so signers don’t print and rescan. This keeps the document clean and tamper-evident.

Lightweight Workflow You Can Reuse

Scan with the right preset. Text = 200–300 DPI, grayscale, OCR on.
Clean the file. Delete blank pages, deskew, and compress.
Name it clearly. Use a pattern that sorts well.
Pick the route. Attachment for small files, link or portal for big or sensitive files.
Share and log. Add a one-line note in your tracker or CRM if the packet is part of a process.

Why PDF/A Matters For Long-Term Copies

For records that must stay readable years from now, export an archival copy. PDF/A embeds fonts and limits risky features so the file renders the same way across time. Keep a clean master in PDF/A and share a lighter working copy when size matters.

Smart Extras That Save Time

Batch scan with separator sheets. Some scanners split on a barcode or a blank sheet. This groups pages by client in one run.
Use bookmarks for long packets. Adding section bookmarks makes review faster and cuts follow-up mail.
Stamp page numbers. If someone prints and shuffles pages, numbering helps put it back together.
Template your email text. Store a short send note in your mail client with the usual context and a checklist line.

What To Tell The Recipient

A short note prevents avoidable replies:

What’s inside: “Attached is the signed lease, 12 pages.”
Any action needed: “Please sign page 11 in the marked field.”
Access tips: “The link grants view-only to your email.”
Where to reply: “Reply to this thread if you need edits.”

Recap: Send Clean, Small, And Traceable

You now have a repeatable path for how to send scanned documents in minutes. Pick the right route, scan smart, share with the least friction that still keeps a trail, and you’ll spend less time re-scanning or chasing bounces.