A small window will pop up at the bottom of your screen. In the top row, select the camera symbol to initiate the scan option.
Now, position your camera over the document you’d like to scan. If you have multiple pages, don’t worry.
You’re going to do one page at a time.
Google Drive will now convert your image file into a PDF. At this point, you can either choose to take a snapshot of another page (+ sign) or retake the snapshot of the current page (return sign).
Once you’re ready to move on, click the check mark symbol.
Now, you’ll find the scanned document in your Google Drive. Once you click on it, you can select the three dots in the upper right corner.
This will open up a menu where you can choose to either add people. Select this if you want others to have access via Google Drive.
Otherwise, you’ll select “send a copy.”
From here, you can choose to send the document using Yahoo, Gmail, or another connected emailing tool.
Insert the email address and hit send. You’re all done!
If you’d like to scan and email documents using your desktop, you’ll first have to set up your hardware. You’re going to need a printer with a scanner or a standalone scanner to do the job.
Most operate the same – you place the page inside the scanner and then hit the scan button (either on the device or on your computer using the software).
In business, you need processes and systems that are efficient and secure. Emails don’t always offer this.
This is why you’ll find some companies now using cloud tools, such as Xodo Sign. On our platform, you can upload documents and send them to recipients via email.
The documents are accessed and signed through the platform for security.
To upload a document to Xodo Sign, you first have to scan the document using the steps above. Then rather than emailing it, you sign into Xodo Sign and find the document’s location and upload it directly to the platform.
To do this, hover over the Documents section and click on the + symbol.
Next, click on “Me and Others.” This will make you and other recipients the signers of the document. Or you can choose “Others Only” if only other people must sign it.
Then click “Choose files” and locate the document you scanned using your smartphone or desktop.
Once it’s uploaded, you can add recipients and create a title and message. You can also choose when the document will expire – in this example, it’s 3 months.
Other features include auto reminders and require all signers to sign before the document’s marked as completed.
After you’re all done, hit the “Quick Send” button in the upper right corner to send the document right away.
The process of scanning documents and emailing them is faster, more secure, and cost-efficient. Businesses are adopting digital documents as the new norm to help lessen their carbon footprint, save money, and speed up business processes.
Mailing documents doesn’t ensure the recipients will get them. And waiting weeks to get signed documents back only slows down processes that would otherwise take hours to perform using email.
If this interests you, then learn more about scanning documents using your mobile or desktop device. Or better yet, start creating documents and converting them into PDF. This way, you can eliminate the use for paper altogether!
Have you ever created or signed a digital document? Let us know in the comments if and how it improved your workflow!
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