---
title: Scanning Documents & Photos for Beginners
description: Learn the essentials of scanning documents and photos, from choosing the right settings to organizing and saving your digital copies effectively.
---

[Resource Center | Gaylord Archival](https://info.gaylord.com/resources)

# [Scanning Documents & Photos for Beginners](https://info.gaylord.com/resources/scanning-basics-for-beginners)

 Written by [Gaylord Archival](https://info.gaylord.com/resources/author/gaylord-archival) | Jun 03, 2025

Scanning is a straightforward process, but getting high-quality digital copies of your photos and documents requires a bit of planning and attention to detail. Here are the most important basics every beginner should know before starting their scanning journey.

## Plan Ahead

- Decide how you’ll use your scans: Are they for printing, sharing online, or archiving? This will determine the settings you use, such as resolution and file format.
- Organize your originals. Clean photos and documents to remove dust or smudges before scanning for the best results.

## The Scanning Process: Step-by-Step

1. **Place the Original on the Scanner** 
     - Lay your photo or document face down on the scanner bed. Make sure it’s flat and aligned with the edges for an even scan.
2. **Open Your Scanning Software** 
     - Use the software that came with your scanner or a program like Adobe Photoshop or Epson Scan 2.
     - Select the appropriate mode (e.g., “Photo Mode” for pictures, “Document Mode” for text).
3. **Preview and Adjust** 
     - Use the preview function to check the scan area. Crop to scan only what you need, which saves storage space and time.
     - Adjust brightness and contrast if necessary to improve legibility and color accuracy.
4. **Set the Resolution** 
     - For web or email: 96 dpi (dots per inch) is usually enough.
     - For printing: At least 300 dpi is recommended.
     - For enlargements or archival: Go higher, but remember higher resolution means larger file sizes.
5. **Choose File Format** 
     - Photos: JPEG for sharing, TIFF or PNG for higher quality and archiving.
     - Documents: PDF is best for multi-page documents or text, but PNG or TIFF works for single pages.
6. **Scan and Save** 
     - Name your files clearly and use folders to stay organized.
     - Save to a location you’ll remember, and back up your scans to cloud storage or an external drive.

## Pro Tips for Better Scans

- **Do a Test Scan:** Try scanning a sample page or photo first to check your settings and make adjustments before scanning a large batch.
- **Adjust the Lid:** Make sure the scanner lid is closed tightly to avoid unwanted light and blurry scans. For thick originals, gently press down or use a book to ensure good contact.
- **Handle Delicate Photos Carefully:** Avoid using high-speed auto-feed scanners for fragile or mounted photos, as they can be damaged easily.
- **Edit After Scanning:** Use basic editing tools to crop, rotate, or enhance your images as needed after scanning.

## Common Scanning Settings Comparison

| #### Setting | #### For Web/ Email | #### For Print | #### For Archival/ Enlargement |
| --- | --- | --- | --- |
| ##### Resolution (dpi) | 96 | 300+ | 600+ |
| ##### File Format | JPEG, PNG | JPEG, TIFF | TIFF, PNG |
| ##### Color Mode | 24-bit Color | 24-bit Color | 24-bit Color |

## Final Thoughts

Scanning isn’t just about pressing a button—it’s about making choices that ensure your digital copies are clear, useful, and easy to find. By following these basics, you’ll be well on your way to scanning like a pro, whether you’re preserving family photos or digitizing important paperwork.

### Additional Resources

- [Understanding Digital Image Formats](https://www.nps.gov/subjects/museums/upload/22-02_508.pdf) - US National Park Service (NPS)
- [Understanding PPI (Pixels per Inch), DPI (Dots per Inch) and Digital Display](https://www.nps.gov/subjects/museums/upload/22-03_508.pdf) - US National Park Service (NPS)
- [Mastering the Basics of Scanning Photos](https://rockynook.com/article/scanning-photos/) - RockyNook
- [Best Way to Scan Old Photos to Digital](https://www.youtube.com/watch?v=XP0wCYrxmac) ▶️ - MiddleSiggy's Digital Word
- [All About Images: Scanning Images](https://guides.lib.umich.edu/c.php?g=282942&p=1885349) - University of Michigan Library
- [Scanning Basics](https://inside.scrippscollege.edu/it/wp-content/uploads/sites/5/Basic-Scanning-Guide.pdf) - Scripps College
- [Digitizing Photographs](https://blogs.uoregon.edu/toolkit/digitizing-photographs/)- Telling Our Stories Tool Kit (University of Oregon)
- [Digital Archiving Best Practices](https://static.bklynlibrary.org/prod/public/documents/learning/DIGARC_Handout_062315.pdf) - Brooklyn Library
- [Personal Digital Archiving Day Resources](https://www.digitalpreservation.gov/personalarchiving/padKit/resources.html)- U.S. Library of Congress

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