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.  

Why Scan to OneDrive for Business? 

Scanning to OneDrive provides several key benefits for businesses: 

• Secure cloud storage accessible from any device. 
• Easier document sharing and collaboration. 
• Centralised digital file management. 
• Supports hybrid working environments. 

Step-by-Step Guide: How to Scan to OneDrive 

1. 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. 

3. Troubleshooting Common Issues 

If you experience issues while scanning to OneDrive: 

• Confirm that the initial OneDrive authorisation has been successfully completed. 

• Verify that your printer is connected to the internet. 

• Ensure your Microsoft 365 subscription includes OneDrive for Business. 

• Make sure your device firmware and scanning applications are up to date. 

• Contact our friendly team who would be happy to help. 

Note: Some devices may require additional configuration depending on the brand, model, and print management software used (such as PaperCut). 

By enabling scan to OneDrive functionality on your office printer, your business can simplify document management, improve security, and support efficient remote and hybrid working practices. 

Would you like to try it? We offer a free service for connecting your printer to your cloud storage and can show you how other customers are successfully using them to make everyday office printing and scanning easy. Contact our team today on 01322 643826 to learn more.  

For further assistance or inquiries, please get in touch with us on 01322 643 826.