Scanning documents is a common activity that most Mac users do once in a while. It can be a way of digitizing physical documents such as contracts, receipts, or other paperwork. The good thing about scanning is that it reduces paper clutter and it also helps you to keep a soft copy of your important documents. However, the challenge comes in when you want to find the scanned documents on your Mac. In this blog post, we are going to discuss how you can find scanned documents on your Mac with ease.
Video Tutorial:
Why You Need to Find Scanned Documents on My Mac
There are several reasons why you may need to find scanned documents on your Mac. Some of these reasons include:
Reason 1: You May Need to Print the Scanned Document
Printing a scanned document is an important thing to do especially when you need a hard copy of the document. For instance, if you need a hard copy of your scanned contract, you will need to find it on your Mac in order to print it.
Reason 2: You May Need to Edit the Scanned Document
Sometimes, you may need to make some changes to the scanned document. Perhaps you missed a signature or you entered the wrong date. Finding the document on your Mac will enable you to edit it.
Reason 3: You May Need to Send the Scanned Document
If you need to send a scanned document via email, upload it to a website or attach it to an online form, then you need to find the document on your Mac.
Method 1: Via Finder
Searching for scanned documents via Finder is a quick and easy method. It allows you to search for specific documents or types of documents. Here’s how you can do it:
1. Open Finder by clicking on the Finder icon in the Dock or by pressing Command + Space and typing Finder in the Spotlight search bar.
2. In the Finder window, click on the magnifying glass icon on the top right corner of the window to open the search bar.
3. Type the name of the scanned document you are looking for in the search bar. You can also search by file type by typing ".pdf" or ".jpeg" for example.
4. Press enter to begin the search.
Pros:
– It’s quick and easy to find what you’re looking for.
– You can search by document name or type.
– It’s a built-in feature in Finder, so you don’t need any third-party software.
Cons:
– It may not show all the scanned documents if the file name or type is not entered correctly.
Method 2: Via Spotlight
Spotlight is another built-in feature in Mac that allows you to quickly find files and documents on your Mac. Here’s how you can use Spotlight to find scanned documents:
1. Click on the magnifying glass icon in the upper right corner of your screen to bring up the Spotlight Search.
2. Type in the name of the document that you are looking for or type in "scanned document".
3. The search results will show all the documents that contain your search term.
4. Click on the file you want to open and it will open up in a new window.
Pros:
– Spotlight is very fast and it offers great search results.
– You can search for your scanned documents by name or by file type.
Cons:
– If you have many documents on your Mac, it may take a bit longer to show up in the search results.
Method 3: Via Time Machine
If you have enabled Time Machine on your Mac, it is possible to find a scanned document by going through the Time Machine backup data. Here’s how you can do it:
1. Connect your Time Machine backup drive to your Mac.
2. Open Finder and go to the folder where you want to restore your scanned document.
3. Click on the Time Machine icon in the Dock.
4. Navigate to the date when you last backed up your Mac. Use the arrows on the right side of the screen to go back in time.
5. Once you find the file you’re looking for, click the Restore button to retrieve it.
Pros:
– Time Machine allows you to recover a document that may have been deleted accidentally.
– It’s easy to access and use.
Cons:
– You need to have enabled Time Machine on your Mac in order to use it.
– It may take some time to restore a scanned document, especially if you have a large backup.
What to Do If You Can’t Find Scanned Documents on My Mac
If you cannot find your scanned documents on your Mac, here are some things you can try:
1. Check the location where you saved the file. It’s possible that you saved it in a different folder or location.
2. Check the Trash folder. You may have accidentally deleted the file.
3. Use a third-party tool to scan your Mac for lost files. Some of the popular tools include EaseUS Data Recovery, Disk Drill, and iSkysoft Data Recovery.
Bonus Tip
If you frequently scan documents on your Mac, it’s worth organizing them into folders. This way, you can easily find them when you need them. For instance, you can create folders for different types of documents such as receipts, contracts, and invoices.
5 FAQs
Q1. Are there any third-party scanning apps that I can use on my Mac?
A1. Yes, there are several third-party scanning apps available for Macs. Some of the popular scanning apps include VueScan, ExactScan, and SilverFast.
Q2. Can I search for scanned documents using Siri?
A2. Yes, you can use Siri to search for scanned documents on your Mac. Simply activate Siri and ask to find your scanned document.
Q3. Is it possible to scan multiple pages into a single document on a Mac?
A3. Yes, most scanning apps on Macs allow you to scan multiple pages into a single document.
Q4. Can I password-protect my scanned documents on a Mac?
A4. Yes, you can use the Preview app to password-protect PDFs.
Q5. Can I save my scanned documents to the Cloud?
A5. Yes, you can save your scanned documents to Cloud services such as iCloud, Dropbox, and Google Drive.
Final Thoughts
Finding scanned documents on your Mac can be important especially when you need to retrieve, edit, or print them. Fortunately, it’s easy to find scanned documents on a Mac using built-in features such as Finder and Spotlight. Additionally, using Time Machine can help you recover documents that may have been lost or deleted. In case you can’t find a scanned document, you can try using third-party tools to retrieve it. Lastly, organizing your scanned documents into folders is a great way to keep them organized and easily accessible.