Scan to Email vs. Scan to Network: Which One Does Your Business Need?

The Problem: You Just Want to Scan to Your Computer

You need to scan a document, but you’re not sure whether to use scan to email or scan to network. Maybe you just want the file on your computer, and you’re frustrated because you’re not sure which option is best. You’re not alone. Many business owners and office managers run into this same issue.

The truth is, most companies should use both scan to email and scan to network—each serves a different purpose. Let’s break down the differences so you can make an informed decision.

The Guide: Understanding the Two Options

What Is Scan to Email?

Scan to email allows you to send a scanned document directly to an email address. The scanner converts the document into a file (PDF, JPEG, or TIFF) and attaches it to an email that is sent to the recipient.

Best for:

• Sending documents to clients, vendors, or colleagues quickly.
• Sharing files without needing to log into another system.
• Occasional scanning needs.

Downsides:

• File size limits (most email systems restrict attachments to around 25MB).
• Slower for large documents or frequent scanning.
• Not ideal for document storage and organization.

What Is Scan to Network?

Scan to network saves your scanned document directly to a shared folder on your company’s network or a cloud-based storage system.

Best for:

• Storing files in a centralized location for easy access.
• Keeping organized records of scanned documents.
• Teams that need access to shared files.
• Scanning large or frequent batches of documents.

Downsides:

• Requires IT setup and access permissions.
• Can be confusing if employees don’t know where to find their scans.
• Not ideal for quick one-time document sharing.

The Plan: When Should You Use Each One?

For most businesses, both options should be available to cover different needs. Here’s when to use each:

✅ Use Scan to Email when you need to send a document quickly to a specific person and don’t need long-term storage.

✅ Use Scan to Network when you need to keep a record of the document, collaborate with your team, or retrieve the file later.

The Success: Get the Best of Both Worlds

If you’re unsure which option is best for your business, you don’t have to choose just one. A properly configured office copier or MFP (multifunction printer) should be set up for both scan to email and scan to network. This way, you get the speed of email for quick sharing and the organization of a network folder for long-term storage.

If your current scanning setup isn’t meeting your needs, it may be time to adjust your configurations. Our team can help you set up a system that makes scanning simple and efficient for your business.

Need help optimizing your scanning workflow? Contact us today to get the right setup for your office.