Many businesses are moving away from scan-to-file and scan to email setups and looking for smarter ways to store documents. Scanning straight to OneDrive for Business keeps things simple: files go straight to the cloud, no network folders to manage, and staff can access their documents from anywhere.
In this guide, we’ll walk you through exactly how to scan to OneDrive using your office printer, with helpful screenshots to make the process even clearer.
Step-by-Step Guide: How to Scan to OneDrive
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First-Time Setup (One-Time Configuration)
Before you can begin scanning to OneDrive, your office printer may require a simple one-time setup.
Log In to the Printer
At the device, you’ll first need to log in. Your printer may offer multiple login options:
- Username and password
- ID card or swipe card authentication
Authorise OneDrive Access
The printer will prompt you to authorise access to your OneDrive for Business account. This step allows the printer to upload scanned documents directly to your personal or shared OneDrive folders and access documents that you can print directly from your OneDrive account.
In some systems, you’ll be shown a QR code (see screenshot below). You can scan this with your mobile device to authorise your Microsoft account, or alternatively, enter your email address or a PIN code directly on the screen.
Once authorised, your OneDrive account will be connected to the printer.
Select the Scan Destination Folder
Once set up, your scanned files will can be saved to your OneDrive folder, or another shared folder configured by your IT team.
2. Scanning to OneDrive (Everyday Use)
Once authorised, scanning to OneDrive becomes part of your regular workflow.
Load Your Document
- Place your document face-down on the scanner bed or load it into the automatic document feeder (ADF).
Select ‘Scan’ on the Printer’s Home Screen
From the main menu, select the Scan function. On many printers, you’ll also see a dedicated OneDrive for Business button, as shown below:
Choose OneDrive as the Scan Destination
- Select OneDrive from the list of available destinations.
Adjust Scan Settings
Before you start scanning, you can modify settings such as:
- Colour or black-and-white scanning
- File format (PDF, JPEG, TIFF, etc.)
- Resolution/DPI depending on document quality
Start Scanning
Press Scan to initiate the scanning process. The printer will upload your scanned document directly to your connected OneDrive account.
Locate Your Scanned Document
After scanning, your document will be saved automatically to your OneDrive folder and available for immediate access from any device.
