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Everyday office basics
Printing, scanning, and PDFs at work
Printing and scanning are two everyday office skills that feel more confusing than they are. This lesson walks you through sending a document to a printer, choosing the correct printer from a list, and scanning a paper page into a PDF file you can email. You will also learn what a PDF actually is and why it is handy. Jams and "which printer is that again?" moments are completely normal, and none of it will break anything.
Print sends paper out; scan brings paper in as a PDF.
Last reviewed 2026-06-17 by the IT Lunchroom Editorial Team. Free, plain-English guidance for everyday work technology.
What you'll be able to do
By the end, you can print a document, scan paper to a PDF, and email that file with confidence.
printingscanningPDF fileschoosing a printeremail attachmentspaper jamsoffice basicsdocument sharing
Sending a document to a printer
Printing means taking something on your screen and putting it onto paper. Open the document you want, then look for the Print option. It is usually under a File menu, or you can press Ctrl and P together on Windows (Command and P on a Mac). A small window pops up so you can check your choices before anything prints. When it looks right, click the Print button, and pages come out of the machine. If nothing appears, take a breath. Usually the file went to a different printer, which we will sort out next.
Picking the right printer
Most workplaces have more than one printer, so that pop-up window shows a list to choose from. The names can look cryptic, like a mix of letters, numbers, and a floor or room. Pick the one nearest you, or ask a coworker which name matches the machine by their desk. Once you find the right one, it usually stays selected for next time. Feeling unsure which printer is which is one of the most common office questions there is, so never worry about asking.
Scanning paper to a PDF
Scanning is the reverse of printing. Instead of paper coming out, a paper page goes in and becomes a file on the computer. Place your page on the scanner glass or in the top tray, then press Scan on the machine or in its software. The result is almost always a PDF. A PDF is just a digital picture of your document that looks the same on any device and keeps its layout, so nothing shifts around. It is the standard way to share a paper form or signed page as a file.
Emailing the file you made
Once your PDF exists, you send it like any other attachment. Start a new email, then look for a paperclip icon or an Attach button. Find your scanned file, which often lands in a Scans or Documents folder with the date in its name, and select it. You will see the file appear in the email. Add a short note so the reader knows what it is, then send. That is the whole loop: paper became a file, and the file went out the door.
Common questions
What is a PDF, in plain terms?
A PDF is a digital version of a document that looks the same everywhere you open it. It keeps the layout fixed, so pages, text, and signatures do not shift around when someone else views it. That reliability is why scanners create PDFs and why they are the standard way to share paperwork as a file.
The printer jammed. Did I break it?
No. A jam simply means a sheet of paper got stuck on its way through, and it happens to everyone. Most printers show a small light or message pointing to where the paper is. Open the flap it indicates, gently pull the stuck sheet out, close it up, and try again. Nothing is damaged.
How do I know which printer to choose from the list?
Pick the one that sounds closest to the machine near you, often named after a floor, room, or nearby desk. If the names are confusing, ask a coworker which printer matches which name. Once you choose correctly, it usually stays selected, so you only sort this out once.
Practice it hands-on
Reading is a good start — now try a short, interactive version. Spotting Sensitive Information Before You Share It lets you make the real decision in a safe practice run, no login needed.
Make it stick
Create a free account to save your place across all the free lessons. Work through an interactive track and you earn a shareable certificate you can add to a résumé or job application. No payment, no catch.