The fastest way to connect your scanner
Most modern scanners connect via USB cable — plug one end into the scanner's USB port and the other into an available USB port on your computer. Your computer will usually recognize the scanner automatically within a few seconds. If nothing happens, you may need to install driver software, which is the program that lets your computer talk to the scanner.
Before you plug anything in, check what came in the scanner's box. Many scanners include a CD with driver software, or a printed card with instructions on where to download it. If you have the disc, install it before connecting the scanner. If you only have the box, visit the scanner manufacturer's website, find your exact scanner model, and download the driver for your operating system (Windows or Mac).
Wireless scanners (connected via WiFi) take a few more steps but work the same way once set up. The scanner and computer must be on the same WiFi network, and you still need the driver software installed first.
Key Takeaways
- USB scanners usually work immediately after plugging in, but you may need to install driver software first from the manufacturer's website or included disc.
- Find your exact scanner model number (usually on the back or bottom) before downloading drivers, because different models need different software.
- Windows and Mac require different drivers, so make sure you download the right one for your operating system.
- Once the driver is installed and the scanner is connected, you can scan documents using the scanner's own software or through programs like Windows Fax and Scan.
- Wireless scanners need to be on the same WiFi network as your computer and still require driver installation.
Finding and installing the driver software
The driver is the most common reason a scanner does not work. Your computer cannot communicate with the scanner without it, even if the cable is plugged in correctly.
Start by finding your scanner's exact model number. Look on the back, bottom, or inside the lid — it is usually printed on a label and looks like "CanoScan LiDE 300" or "Epson Perfection V19". Write this down or take a photo.
Go to the manufacturer's website. For common brands, search "[brand name] driver download" — for example, "Canon driver download" or "HP driver download". Find the support or downloads section, enter your model number, and select your operating system (Windows 10, Windows 11, Mac, etc.). Download the driver file to your computer.
Run the installer file you just downloaded. Follow the on-screen prompts, which usually just mean clicking "Next" several times. When it finishes, restart your computer. Now plug in the scanner and wait 10 to 15 seconds for Windows or Mac to recognize it.
Connecting a USB scanner step by step
If you have already installed the driver, connecting is straightforward.
- Turn off the scanner.
- Locate the USB port on the scanner — it is usually on the back or side and looks like a small rectangular slot.
- Plug the USB cable into the scanner's USB port.
- Plug the other end of the USB cable into an available USB port on your computer. Avoid USB hubs if this is your first time; use a port directly on the computer itself.
- Turn on the scanner.
- Wait 10 to 15 seconds. Your computer should make a small sound or show a notification that a new device has been found.
- Open the scanner's software (check your Start menu on Windows or Applications folder on Mac for the scanner brand name).
- Place a document on the scanner glass or in the document feeder and click the Scan button in the software.
If your computer does not recognize the scanner after 30 seconds, unplug the cable, restart your computer, and try again. If it still does not work, the driver may not have installed correctly — go back to the manufacturer's website and download it again, making sure you selected the right operating system.
Setting up a wireless scanner
Wireless scanners are more convenient once they work, but the initial setup takes longer than USB.
First, install the driver software exactly as you would for a USB scanner — download it from the manufacturer's website using your scanner's model number. Restart your computer when the installation finishes.
Turn on the scanner and look for a WiFi or network button on the device itself. Press it to put the scanner into pairing mode. The scanner's screen or a light will indicate it is ready to connect. On your computer, open the scanner's software and look for a "Connect" or "Add Device" option. Select your WiFi network name from the list, enter your WiFi password, and wait for the software to confirm the connection. This usually takes 30 to 60 seconds.
Once connected, the scanner will stay on your WiFi network until you move it or change your password. If the connection drops, restart the scanner and your WiFi router, then open the scanner software again.
What to do if the scanner does not show up
The most common problem is a missing or incorrect driver. Check the manufacturer's website again and make sure you downloaded the driver for your exact model and your exact operating system. A driver for Windows 10 will not work on Windows 11, and a Windows driver will not work on Mac.
If you downloaded the right driver and restarted your computer but the scanner still does not appear, try unplugging the USB cable, waiting 30 seconds, and plugging it back in. Sometimes Windows or Mac needs a fresh connection to recognize the device.
On Windows, you can check if the scanner is recognized but not working correctly by opening Device Manager. Press the Windows key and type "Device Manager", then look for your scanner in the list. If it has a yellow warning triangle next to it, right-click it and select "Update driver". Choose "Search automatically for updated driver software" and let Windows search online.
If the scanner appears in Device Manager with no warning, but your scanning software still cannot find it, try restarting the scanning software itself. Close it completely and open it again. If that does not work, uninstall and reinstall the driver from the manufacturer's website.
Using your scanner after it is connected
Once the scanner is working, you scan documents using the software that came with it. Open that software (look in your Start menu or Applications folder for the scanner brand name), place a document on the scanner glass or in the feeder, and click the Scan button. The software will show you a preview of what it is about to scan, and you can adjust the quality, color, or file format before saving.
On Windows, you can also use the built-in "Windows Fax and Scan" program, which works with most scanners. Search for "Windows Fax and Scan" in the Start menu, open it, and click "New Scan". Select your scanner from the dropdown menu and adjust the settings if needed.
Scanned documents are usually saved as PDF or JPG files to a folder on your computer. The scanner software will show you where it is saving them, and you can change that location in the software's settings if you want.
Frequently Asked Questions
Do I need the original disc that came with the scanner?
No. You can download the driver from the manufacturer's website instead. The disc is just an older way to deliver the same software. Downloading is often better because you get the newest version.
Can I use a USB hub to connect my scanner?
Possibly, but not for your first attempt. USB hubs can cause power or communication problems with scanners. Plug directly into a USB port on your computer first to rule out other issues. Once you know the scanner works, you can try a hub.
What if my computer does not have a USB port?
Newer computers sometimes have only USB-C ports. You will need a USB-A to USB-C adapter (a small converter cable). Plug the scanner's USB cable into the adapter, then plug the adapter into your computer's USB-C port. The driver installation process is the same.
Why does my scanner work on one computer but not another?
The driver is not installed on the second computer. Even if both computers are the same brand, each one needs its own copy of the driver software. Download and install it on the new computer using the same steps.
Can I scan wirelessly if my scanner is USB-only?
No. A USB-only scanner must stay plugged into a computer with a cable. If you want wireless scanning, you need a scanner that has WiFi built in. Check the scanner's specifications or manual to see if it supports wireless connection.