Basics

11 reasons why Scan to computer doesn’t work in Windows 10 (and how to fix it)

by Jonathan Dudamel
10 min read

Short, direct answer: if your scanner’s “Scan to computer” feature isn’t working, it’s most commonly due to connectivity, driver/service, or permission problems. The problem covered here is Scan to computer doesn’t work in Windows 10. This article explains the typical causes (network, drivers, Windows services, firewall, sharing and permissions, etc.) and gives step‑by‑step fixes so you can restore scanning to your PC.

What you’ll learn: how to verify hardware and network links, reinstall drivers and apps, enable required Windows services, adjust firewall/sharing settings, and troubleshoot advanced cases like protocol mismatches or firmware faults.

Contents show

Key Takeaway

Most “Scan to computer” failures in Windows 10 are fixed by ensuring the scanner and PC can see each other (network or USB), installing the correct manufacturer driver/software, and enabling the Windows Image Acquisition (WIA) service plus network discovery/sharing or appropriate folder permissions.

Quick Fix Guide

Quick Fix Guide

Reason for the Problem Quick Solution
1. Scanner not powered or physically disconnected Power on scanner and check/replace USB/network cable; reconnect.
2. Wrong connection type or bad cable Use a tested USB cable or ensure scanner has correct IP and is on same network.
3. Missing or outdated driver/software Download and install latest driver/software from manufacturer site.
4. WIA or related Windows services stopped Start Windows Image Acquisition (WIA) and related discovery services in services.msc.
5. Firewall/antivirus blocking traffic Temporarily disable firewall/AV or create exceptions for scanner software and ports.
6. Protocol/port blocked (WSD/SMB) Enable Network Discovery, file sharing, and required protocols (WSD/SMB) or open ports.
7. Destination folder permissions incorrect Share the folder and give Everyone or the scanner’s account write permission.
8. Network discovery disabled Turn on Network Discovery and File and Printer Sharing in Network and Sharing Center.
9. Conflicting scanner apps Uninstall extra scanning apps and use manufacturer or Windows Scan app.
10. Windows update or compatibility problem Install Windows updates or use a compatible driver; try compatibility mode.
11. Scanner firmware or hardware fault Update firmware or contact vendor/perform hardware diagnostics.

Detailed Fixes for “Scan to computer doesn’t work in Windows 10”

1. Scanner not powered or physically disconnected

Why it causes the problem:
If the scanner is off or not connected, Windows cannot see it. This is the simplest but most common cause.

See also  9 reasons why User switching doesn’t work in Windows 10 (and how to fix it)

Step-by-step solution:

  1. Ensure the scanner power light is on and the device boots normally.
  2. For USB: unplug and reconnect the USB cable to a different USB port; prefer a USB 2.0/3.0 direct port (avoid unpowered hubs).
  3. For network: check Ethernet cable or Wi‑Fi connection; restart the scanner’s network interface.
  4. Verify the scanner appears in Settings > Devices > Printers & scanners or Device Manager (Right-click Start > Device Manager).
    Note: If the scanner is old, try a different cable or port to rule out simple hardware failure.

2. Wrong connection type or bad cable

Why it causes the problem:
Using the wrong connection mode (e.g., expecting a USB scan when scanner is configured for network scanning) or a faulty cable prevents communication.

Step-by-step solution:

  1. Confirm the scanner’s connection mode via its control panel or web UI (network scanners show IP address).
  2. For USB: use a known-good, short cable and plug into a rear port on desktop or a powered USB port on laptop.
  3. For network:
    • Print or view the scanner’s network settings page to see IP address.
    • From your PC, open Command Prompt and run ping .
    • If no reply, restart router, scanner, and PC; try a wired Ethernet connection if Wi‑Fi unreliable.
      Tip: Avoid automatic IP changes—give the scanner a static IP or DHCP reservation in the router.

3. Missing or outdated driver/software

Why it causes the problem:
Windows needs the correct driver and often the manufacturer’s scanning utility to handle “scan to computer” features and folder authentication.

Step-by-step solution:

  1. Uninstall old scanner software: Settings > Apps > Apps & features, find vendor software, click Uninstall.
  2. Go to the manufacturer’s support site, enter your scanner model, and download the latest driver and scan utility compatible with Windows 10.
  3. Install downloaded packages; follow prompts and restart the PC.
  4. After install, open the vendor’s scanning utility and test a scan.
    Tip: Avoid generic drivers; prefer the vendor-recommended package for full features (e.g., network scan setup).

4. WIA or related Windows services stopped

Why it causes the problem:
Windows Image Acquisition (WIA) and device discovery services are required for scanning from many apps. If stopped, scanning fails.

Step-by-step solution:

  1. Press Windows+R, type services.msc, and press Enter.
  2. Find Windows Image Acquisition (WIA); double-click it.
  3. Set Startup type to Automatic and click Start if the service is stopped, then OK.
  4. Also verify these services are running: Function Discovery Provider Host, Function Discovery Resource Publication, SSDP Discovery, UPnP Device Host—set them to Automatic (Delayed Start) if needed.
  5. Reboot and test scanning.
    Tip: Use net start wia in an elevated Command Prompt to start WIA quickly.

5. Firewall/antivirus blocking communication

Why it causes the problem:
Firewalls can block the scanner’s traffic or the vendor scanning app, preventing transfers.

Step-by-step solution:

  1. Temporarily disable the Windows Firewall: Control Panel > System and Security > Windows Defender Firewall > Turn Windows Defender Firewall on or off (choose off for Private network temporarily).
  2. Test scan; if it works, re-enable firewall and create rules:
    • Open Windows Defender Firewall > Advanced settings.
    • Create Inbound Rule allowing the vendor app or the scanner’s port.
  3. If using third-party AV/firewall, add vendor app exceptions or disable the AV temporarily for testing.
    Note: Don’t leave firewall disabled; create an app-specific exception once confirmed.
See also  9 reasons why Ping command doesn’t work in Windows 10 (and how to fix it)

6. Protocol/port blocked (WSD/SMB)

Why it causes the problem:
Network scanning often uses WSD or SMB. If those protocols are blocked or disabled, the scanner cannot transfer files.

Step-by-step solution:

  1. Enable Network Discovery and File and Printer Sharing: Control Panel > Network and Sharing Center > Change advanced sharing settings, then turn on both under the current profile.
  2. For SMB: if your scanner uses SMB to save to a PC share, ensure SMB is enabled on Windows:
    • Open Control Panel > Programs and Features > Turn Windows features on or off.
    • Check SMB 1.0/CIFS File Sharing Support only if the scanner requires SMBv1 (note security risks); prefer SMB2/3.
  3. For WSD: ensure above discovery services are running (see WIA step) and SSDP/U PnP services are enabled.
  4. If ports are blocked by network admin, open relevant ports on router/firewall or use the scanner’s FTP/SMTP options as alternatives.
    Tip: Avoid SMBv1 unless necessary; seek firmware updates to use modern protocols.

7. Destination folder permissions incorrect

Why it causes the problem:
Network scanners generally save scanned files to a shared folder on the PC. If that folder lacks write permission for the scanner, transfers fail.

Step-by-step solution:

  1. Create a folder for scans, right-click it and choose Properties > Sharing > Advanced Sharing.
  2. Check Share this folder, click Permissions, add Everyone and grant Change (write) and Read.
  3. Click Security tab and ensure the user group Everyone or specific account has Modify/Write permissions.
  4. From the scanner’s web interface or control panel, set the destination path as \PCName\ShareName or \192.168.x.x\ShareName and provide any required credentials.
    Note: For security, restrict sharing to your local network and consider creating a dedicated local account for scanner authentication.

8. Network discovery disabled

Why it causes the problem:
If your PC is invisible on the network, the scanner cannot locate it to send files.

Step-by-step solution:

  1. Open Control Panel > Network and Sharing Center > Change advanced sharing settings.
  2. Under your active profile, enable Turn on network discovery and Turn on automatic setup of network connected devices.
  3. Make sure your network profile is Private: Settings > Network & Internet > Wi‑Fi or Ethernet > click network > Set as Private.
  4. Restart scanner and PC, then attempt to add PC from scanner menu.
    Tip: Some routers isolate wireless clients (AP isolation); disable this setting in router if present.

9. Conflicting scanner apps

Why it causes the problem:
Multiple scanning utilities or leftover vendor software can conflict, causing the scan-to-computer feature to misroute or fail.

Step-by-step solution:

  1. Uninstall any redundant scanning apps: Settings > Apps > Apps & features.
  2. Keep only the manufacturer’s recommended scanning software or use the Windows Scan app (available in Microsoft Store).
  3. Reboot and retest scanning using the vendor app and then Windows Scan as a fallback.
    Tip: Clean installs (uninstall, reboot, reinstall fresh driver) often clear conflicts.

10. Windows update or compatibility problem

Why it causes the problem:
A Windows update can break old drivers or the scanner software. Conversely, the scanner may require a Windows update to function properly.

See also  9 reasons why Cortana doesn’t work in Windows 10 (and how to fix it)

Step-by-step solution:

  1. Check Windows Update: Settings > Update & Security > Windows Update; install pending updates and restart.
  2. If problem began after an update, try Settings > Update & Security > Recovery > Go back to the previous version (if available) or roll back the driver in Device Manager: Right-click scanner > Properties > Driver > Roll Back Driver.
  3. If no compatible driver, download the latest from vendor or use compatibility mode: right-click installer > Properties > Compatibility > run in compatibility mode for an earlier Windows version.
    Note: Keep drivers and firmware up to date to minimize compatibility issues.

11. Scanner firmware or hardware fault

Why it causes the problem:
Hardware defects or outdated firmware can prevent stable scanning or network functionality.

Step-by-step solution:

  1. Visit the scanner vendor’s support site and check for firmware updates for your model. Follow vendor instructions carefully to flash firmware.
  2. Run the scanner’s built-in diagnostics (if available) or a self-test to confirm hardware function.
  3. If the scanner fails diagnostics or firmware updates fail, contact vendor support or a repair center.
    Tip: Back up current settings before firmware updates and ensure power is stable during the update.

Best Practices and Preventive Steps

  • Keep the scanner driver and firmware current; subscribe to vendor notifications.
  • Use static IP or DHCP reservation for network scanners to avoid address changes.
  • Create a dedicated shared folder with appropriate permissions and limit access to the LAN.
  • Document any custom firewall rules you add and keep a list of installed scanning utilities.
  • Test scanning immediately after major Windows updates and before critical jobs.

FAQ

What if the scanner is visible in Devices but Windows Scan can’t find it?

Confirm WIA and discovery services are running, uninstall/reinstall the scanner driver, and test with the vendor app. If using network scanning, ensure the scanner’s IP is reachable via ping.

Can I use FTP or email scan if “Scan to computer” fails?

Yes. Many network scanners support FTP upload or SMTP email directly from the device; configure an FTP account on a PC or use an email account for scanning-to-email.

Is SMBv1 required for my older scanner?

Some very old devices use SMBv1. Enabling SMBv1 in Windows is possible but insecure; prefer firmware updates or a network share via a networked NAS that supports newer SMB versions.

How do I find my scanner’s IP address?

Most scanners have a network settings or status page accessible from the control panel; many can print a configuration page showing IP. You can also check your router’s DHCP client list.

Are there any logs to help diagnose “Scan to computer” failures?

Check the scanner’s event/log pages (via web UI), Windows Event Viewer under Applications and Services Logs or System, and vendor software logs located in its installation folder or %AppData%.

Conclusion

You can fix most instances of Scan to computer doesn’t work in Windows 10 by checking connectivity, installing correct drivers/software, enabling WIA and discovery services, and setting folder sharing/permissions properly. If those steps fail, update firmware or contact the vendor for hardware diagnostics.

About the author

Jonathan Dudamel

Jonathan Dudamel

I'm Jonathan Dudamel, an experienced IT specialist and network engineer passionate about all things Windows. I have deep expertise in Microsoft project management, virtualization (VMware ESXi and Hyper-V), and Microsoft’s hybrid platform. I'm also skilled with Microsoft O365, Azure ADDS, and Windows Server environments from 2003 through 2022.

My strengths include Microsoft network infrastructure, VMware platforms, CMMS, ERP systems, and server administration (2016/2022).

View all posts

You may also like