How to Upload Scanned Documents to OneDrive Business in OneDrive for Business

You need to store scanned contracts, receipts, or signed forms in OneDrive for Business but the files are on a scanner or multi-function printer. The document is not yet a digital file on your computer. This article explains how to scan directly to OneDrive using a scanner app, the OneDrive mobile app, or a network scanner. You will learn three methods to get paper documents into OneDrive without saving them locally first.

What You Need Before Scanning to OneDrive

The feature that lets you upload scanned documents to OneDrive for Business is part of the OneDrive sync client and the OneDrive mobile app. No separate scanning license is required. You need the following:

• A Microsoft 365 Business or Enterprise subscription that includes OneDrive for Business.
• OneDrive sync client installed on Windows 10 or Windows 11. The sync client is included with Microsoft 365 Apps for Business or can be downloaded from the Microsoft 365 portal.
• A scanner connected to your computer or a multi-function printer on your network.
• The Windows Scan app from the Microsoft Store for local scanning. This app is free and supports TWAIN and WIA scanners.
• For mobile scanning: OneDrive app installed on iOS or Android.

The scanned document is saved as a PDF or JPEG file. OneDrive for Business syncs the file to the cloud automatically when the file is placed inside the OneDrive folder on your PC. The file is then available on all your devices and can be shared with coworkers.

Method 1: Scan Using Windows Scan App and Save to OneDrive Folder

This method works when your scanner is connected to the computer. The Windows Scan app saves the scanned file directly to your OneDrive folder, and the sync client uploads it to OneDrive for Business.

1. Open the Windows Scan app
   Press the Windows key, type Scan, and select Windows Scan from the search results. If the app is not installed, open the Microsoft Store, search for Windows Scan, and install it.
2. Select your scanner
   In the Windows Scan app, click the Scanner dropdown and choose your connected scanner or multi-function printer. If your scanner does not appear, verify it is powered on and connected via USB or network.
3. Choose scan settings
   Set Source to Flatbed or Document Feeder depending on your document type. Select File type as PDF for multi-page documents or JPG for single images. Set color mode and resolution. 300 DPI is recommended for text documents.
4. Set the save location to your OneDrive folder
   Click Show more and then click Save file to. Navigate to This PC > OneDrive – YourCompanyName. Create a new folder named Scanned Documents or use an existing folder. Click Select Folder.
5. Scan the document
   Place the document on the scanner glass or in the feeder. Click the Scan button in the app. The file is saved to your OneDrive folder.
6. Verify sync in OneDrive
   Open File Explorer and navigate to your OneDrive folder. Look for the scanned file. A green check mark icon indicates the file is synced to OneDrive for Business. Open onedrive.com to confirm the file appears in your cloud files.

Method 2: Scan Using the OneDrive Mobile App

The OneDrive mobile app includes a built-in scanner that uses your phone camera. This method does not require a physical scanner. The scanned document is uploaded directly to OneDrive for Business without intermediate steps.

1. Open the OneDrive app on your phone
   Tap the OneDrive icon on your iOS or Android device. Sign in with your Microsoft 365 work or school account.
2. Tap the plus icon
   On the bottom navigation bar, tap the + button. A menu appears with options including Upload, Create folder, and Scan.
3. Select Scan
   Tap Scan. The camera viewfinder opens. Point the camera at the document. The app automatically detects the document edges and captures the image.
4. Adjust the capture
   If the automatic detection misses the edges, drag the corner handles to adjust the crop. Tap the shutter button to capture the page. Repeat for additional pages.
5. Tap Done and name the file
   After capturing all pages, tap Done. Enter a file name. The file is saved as a PDF by default. You can change the file type to JPG or PNG before saving.
6. Choose the destination folder
   Tap Save to and select the folder in OneDrive where you want the file stored. Tap Save. The scanned document uploads to OneDrive for Business immediately.

Method 3: Scan to Email and Upload to OneDrive

Many network scanners and multi-function printers support scan-to-email. The scanner sends the scanned document as an email attachment. You then save the attachment to OneDrive for Business.

1. Configure scan-to-email on your printer
   On the printer control panel, select Scan or Scan to Email. Enter your Microsoft 365 email address as the recipient. Use your full work email address, for example firstname.lastname@company.com.
2. Set scan options
   Select file format as PDF or JPEG. Set resolution to 200 or 300 DPI. Place the document on the scanner glass or feeder. Press Start.
3. Open the email in Outlook
   Wait for the email to arrive in your Outlook inbox. The email subject is usually Scan from the printer name. Open the email and download the attachment to your computer.
4. Save the attachment to OneDrive
   Right-click the attachment in Outlook and select Save As. Navigate to This PC > OneDrive – YourCompanyName. Choose a folder and click Save. The file syncs to OneDrive for Business automatically.
5. Delete the email
   After saving the file, delete the email from your inbox to avoid clutter. The file remains in OneDrive.

Common Issues When Scanning to OneDrive

Scanned file does not appear in OneDrive

If you saved the file to the OneDrive folder but it does not appear on onedrive.com, the sync client may be paused or disconnected. Click the OneDrive cloud icon in the system tray. If it shows Paused, click Resume syncing. If it shows a red X, sign in again using your work account.

OneDrive mobile scan saves to personal OneDrive instead of work OneDrive

The OneDrive app may be signed in to your personal Microsoft account. Tap the menu icon, tap Settings, and verify the account shown under Accounts. If it shows a personal account, tap Add account and sign in with your work or school account. Switch to the work account before scanning.

Scanner is not detected by Windows Scan app

The scanner driver may be missing or outdated. Open Settings > Bluetooth & devices > Printers & scanners. If your scanner is listed, click it and select Manage > Run troubleshooter. If not listed, install the driver from the scanner manufacturer website. Restart the computer and try again.

Scan-to-email attachment is too large

Microsoft 365 limits email attachments to 25 MB. If your scanned document exceeds this size, reduce the resolution to 150 DPI or scan in black and white instead of color. Alternatively, use the Windows Scan app method which has no file size limit.

Scan to OneDrive Folder vs OneDrive Mobile Scan: Key Differences

Item	Windows Scan App + OneDrive Folder	OneDrive Mobile App Scan
Hardware required	Physical scanner or MFP connected to PC	Smartphone camera
File format	PDF, JPG, PNG, TIFF, BMP	PDF, JPG, PNG
Multi-page documents	Yes, with document feeder or manual page-by-page	Yes, capture multiple pages in one session
Sync method	OneDrive sync client uploads file automatically	Direct upload from app to OneDrive cloud
Internet connection	Required for sync, scanning works offline	Required for upload, scanning works offline

You can now scan paper documents directly into OneDrive for Business using your computer scanner, phone camera, or network printer. Start with the method that matches your available hardware. For recurring scanning, set up a dedicated Scanned Documents folder in OneDrive to keep files organized. Use the OneDrive mobile app Scan feature when you are away from your desk and need to capture a receipt or signed form quickly.