Scanners often save pages as JPEG or TIFF images, but most people want a PDF: one tidy file that opens anywhere, keeps multiple pages together, and is easy to email or upload. Windows 10 can produce PDFs from a scanner, or turn existing scanned images into a PDF, with free built-in tools. This guide covers scanning directly to PDF, converting images you’ve already scanned, combining several pages into one PDF, making the text searchable (OCR), and keeping file sizes small.
Quick Answer
Scan straight to PDF: open the free Windows Scan app, set File type to PDF, and click Scan.
Convert existing scans: select the image files in File Explorer, right-click, and choose Print. Then pick Microsoft Print to PDF as the printer, click Print, and save the PDF.
Method 1: Scan Directly to PDF with Windows Scan
- Open Windows Scan from Start. If it’s missing, install Windows Scan for free from the Microsoft Store.
- Choose your Scanner and Source (Flatbed or Feeder).
- Click Show more if needed, and set File type to PDF.
- Set Color mode and Resolution. 300 DPI grayscale is ideal for text documents.
- Click Preview to check the page, then click Scan.
- The PDF is saved to Pictures > Scans by default. Click View to open it.
With a document feeder, Windows Scan can put several pages into one PDF. On a flatbed, each scan creates a separate file. Combine them with Method 2.
The older Windows Fax and Scan program only saves images (JPG, TIFF, PNG, BMP), not PDF. Use Windows Scan or the conversion method below instead.
Method 2: Convert Scanned Images to PDF (Microsoft Print to PDF)
- In File Explorer, open the folder with your scanned images.
- Select the images in page order. Hold Ctrl and click each one, or rename them 01, 02, 03 first so they sort correctly.
- Right-click the selection and choose Print.
- In the Print Pictures window, set Printer to Microsoft Print to PDF.
- Choose Full page photo as the layout and uncheck Fit picture to frame so the pages aren’t cropped.
- Click Print, choose a name and location, and click Save.
All selected images become one multi-page PDF. You can do the same from the Photos app: open an image, press Ctrl + P, and choose Microsoft Print to PDF.
Method 3: Use Your Scanner Maker’s App
Most scanner and printer makers offer free software, such as their smart or scan utility apps, with a Save as PDF option. These apps often include automatic document feeder support, duplex scanning, and built-in OCR. Download them from the manufacturer’s support website for your model.
Make the PDF Searchable (OCR)
A scanned PDF is just a picture of the page, so you can’t search or copy its text. To add text recognition:
| Tool | How | Cost |
|---|---|---|
| Microsoft Word | File > Open the PDF. Word converts it to editable text, which you can then save as PDF. | Included with Microsoft 365 |
| Microsoft OneNote | Insert the image, right-click it, and choose Copy Text from Picture | Free |
| Scanner app with OCR | Choose a “Searchable PDF” option | Usually free |
| Adobe Acrobat (paid) or PDF editors | Scan & OCR > Recognize text | Paid, with trial |
Word conversions of complex layouts may shift slightly, so check the result.
Scan Settings for Good Results
| Document | Color mode | Resolution |
|---|---|---|
| Text-only letters and forms | Grayscale or Black and white | 300 DPI |
| Documents with color logos or charts | Color | 300 DPI |
| Photos | Color | 600 DPI |
| Small print or for OCR | Grayscale | 300 to 400 DPI |
Higher DPI and color make much bigger files. For email, 300 DPI grayscale usually keeps a page well under 1 MB.
Reduce the PDF File Size
- Rescan in grayscale at 200 to 300 DPI.
- In Word, open the PDF and use File > Save As > PDF > Minimum size. This works best for text documents.
- Use a trusted PDF compressor. Avoid uploading confidential documents to unknown websites.
Need the words, not just a PDF? See copying text from an image.
Troubleshooting
Windows Scan doesn’t find my scanner
Make sure the scanner is on, connected, and listed under Settings > Devices > Printers & scanners. Install the manufacturer’s driver if Windows didn’t set it up automatically.
PDF isn’t in the File type list
Update Windows Scan from the Microsoft Store. Some older scanner drivers limit the formats available. Use Method 2 instead.
Pages are cut off in Microsoft Print to PDF
Uncheck Fit picture to frame, and choose the correct paper size (Letter or A4) in Options > Printer Properties.
Pages are in the wrong order
Rename the image files with numbers (01, 02, 03) and sort by name before printing to PDF.
Frequently Asked Questions
Can I scan to PDF on Windows 10 without extra software?
Yes. Windows Scan is a free Microsoft app, and Microsoft Print to PDF is built into Windows 10 and 11.
Can I use my phone instead of a scanner?
Yes. Apps like Microsoft Lens (where available), Google Drive’s scan feature, or the iPhone Notes and Files apps create PDFs from photos of documents.
Is this the same on Windows 11?
Yes. Windows Scan and Microsoft Print to PDF work the same way on Windows 11.
Summary
- Use Windows Scan with File type set to PDF to scan straight to PDF.
- Combine existing scans with right-click > Print > Microsoft Print to PDF.
- Scan text at 300 DPI grayscale for small, clear files.
- Use Word, OneNote, or scanner software to make the text searchable.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.