How to Get High-Quality Scans (Scan-to-Email)

Overview:

If your scanned documents appear blurry, too dark, washed out, or hard to read, adjusting a few key scan settings can significantly improve quality.

This guide covers the most important settings to review on any multifunction printer (MFP) when using scan-to-email.

1. Set the Correct Resolution (DPI)

Resolution determines how much detail is captured.

• 300 DPI → Standard quality (recommended for most documents)

• 600 DPI → High quality (best for small text or detailed images)

• 200 DPI or lower → May appear blurry or pixelated

👉 Tip: Use 300 DPI for everyday use. Only use 600 DPI when needed, as file sizes increase.

2. Choose the Correct “Original Type”

Most devices let you tell the scanner what kind of document you’re scanning.

• Text → Best for typed documents

• Photo → Best for images

• Text/Photo → Mixed content (most common choice)

👉 Using the wrong type can cause:

• Blurry text

• Poor contrast

• Loss of detail

3. Adjust Brightness / Density

If scans look off, this is usually the quickest fix.

• Too dark → Lower the density

• Too light → Increase the density

👉 Aim for clear contrast without losing detail.

4. Enable Background Removal

This helps eliminate gray shadows or paper discoloration.

• Especially useful for:

  • Older documents

  • Thin paper

  • Double-sided originals

👉 This setting makes scans look cleaner and more professional.

5. Select the Right Color Mode

• Black & White → Smallest file size, best for pure text

• Grayscale → Better detail without large file size

• Color → Best for images, logos, or colored documents

👉 Avoid using full color unless necessary to keep email sizes manageable.

6. Choose the Right File Type

• PDF → Best for most uses (recommended)

• Searchable PDF → Allows text search (if available)

• JPEG → Smaller but may reduce quality

• TIFF → High quality but large files

7. Check the Physical Scanner

Sometimes quality issues are not settings-related.

• Clean the scanner glass

• Remove dust or streaks

• Ensure originals are flat and aligned

👉 Dirty glass often causes lines or blurry areas.

Quick Recommended Settings (Default)

For most users, these settings work best:

• Resolution: 300 DPI

• Original Type: Text/Photo

• Color Mode: Color or Grayscale

  • Grayscale - Standard scan-to-email
  • Color - If using ID Verify

• File Type: PDF

• Background Removal: On

Common Issues & Fixes

Summary

High-quality scans come down to a few key adjustments:

• Use the right resolution

• Match the document type

• Adjust brightness if needed

• Keep the scanner clean

With these basics, you can consistently produce clear, professional scans from any device.