Set Up Scanning to a Network Folder on a Printer

What scan to network folder means

Scan to network folder, sometimes labeled scan to SMB, scan to FTP, or scan to folder, sends a scanned document from the printer to a shared folder on your network. You do not need to sit at the computer or plug in a USB drive. The printer writes a file, usually PDF or JPEG, into the folder you specify, and anyone with access to that folder can open it.

Two protocols do most of the work. SMB (Server Message Block) is the file-sharing protocol used by Windows, macOS, and most NAS devices. FTP (File Transfer Protocol) is an older standard that many printer makers still support as a scan destination. Both do the same job here: they move the file from the printer to the folder. Which one you choose depends on what your printer and your network accept. For the networking background, see the printer network protocols guide.

This feature is common on all-in-one models from Brother, Canon, Epson, and HP, and it behaves similarly across brands. If you are comparing machines, the all-in-one printers guide lists models with the scan features you should look for.

Before you start: what you need

A scan to folder job has three parts: a destination folder, credentials the printer can use, and a scan profile on the printer. Gather these before you open the settings screens.

• A computer, server, or NAS on the same network that stays powered on while you scan
• A shared folder with write permission for the account the printer will use
• A dedicated user account with a password for the printer, rather than your personal login
• The printer's IP address, which you can find with the printer IP address guide
• Access to the printer's web interface or its front panel

Create and share the folder

On Windows, create a folder anywhere convenient, right-click it, choose Properties, open the Sharing tab, and share it with the user account the printer will use. Give that account Read/Write permission at the share level, then confirm the same account has Modify permission on the Security tab. Both layers matter; a share permission alone is not enough.

On macOS, open System Settings, select General, then Sharing, and turn on File Sharing. Add the folder, then set the user to Read & Write. For a headless or business setup, a NAS appliance usually offers a web admin page where you create the share and the user in one place.

Keep the folder name simple. Avoid spaces, accented characters, and punctuation such as colons or brackets. Some printer firmware handles these poorly, and a name like ScanFolder works on every device. The share name is what the printer sees, so write it down exactly as you create it.

SMB or FTP: which protocol to use

Your choice of protocol is mostly a compatibility decision. SMB is the easier default when the destination is a Windows PC, a Mac with File Sharing enabled, or a modern NAS, because the folder is already reachable that way.

FTP becomes useful when your printer is older and its SMB client only speaks an outdated protocol version that newer operating systems disable for security. In that mismatch, the printer connects to an FTP service instead. FTP has no built-in encryption, so it is best limited to trusted local networks. The scan to FTP guide covers this option in more detail.

Configure the scan profile on the printer

Open the printer's web interface in a browser using its IP address, then look for a section named Scan, Network, or Profile. The exact wording differs by maker, but the fields are consistent. If a web interface is not available or you prefer the front panel, the same settings usually exist under the device's scan menu.

Create a new scan profile with a name you will recognize, such as Office Scans. Select SMB or FTP as the protocol, then enter the destination address, the shared folder path, the username, and the password. Windows SMB paths are often entered as the computer name followed by the share name, while FTP uses an IP address or hostname and a directory path.

Save the profile and run a test with a one-page document. Most printers offer a Test Connection button during setup; use it before you scan a stack of paper. If the test fails, move to the troubleshooting section below rather than guessing.

Test the scan and fix common failures

A scan to folder job fails for a few predictable reasons. Check them in order when the printer reports an error. Start with the basics: is the destination computer on, is the printer on the same subnet, and did you type the share name exactly as created?

Set the output format in the profile. PDF is the right choice for multi-page documents, while JPEG suits single photos. If the scan comes out blank or too dark, the problem is usually the scanner glass or the printhead cleaning guide, not the network.

• Connection failed: verify the printer's IP address, the destination IP or hostname, and the folder path
• Permission denied: confirm the share and the security permissions both allow write for the printer's user account
• Authentication error: reset the password on the dedicated account and re-enter it in the profile
• File not visible: check that you saved the profile and that the destination folder is the one you shared

Keep the scan destination secure

Use a dedicated account with the least privileges it needs, a strong password, and never enable guest access on the share. The printer stores these credentials, so a captured or default password is a real risk. Restrict the shared folder to the specific user rather than the Everyone group.

On the printer side, many models let you lock scan settings behind an admin PIN. Keep the firmware updated, since makers patch network services over time. On the wireless network, use at least WPA2, and prefer WPA3 when your access point and printer support it. The printer security settings guide and the WPA2 vs WPA3 comparison cover both sides.

Other scan destinations to consider

Scan to network folder is one of several destinations, and the best choice depends on how you use the files. Scan to email sends the document to an address, which suits one-off deliveries. Scan to cloud uploads to a file service, convenient for teams that work remotely. Scan to USB writes to a drive plugged into the printer, useful when the network is down.

Mobile scanning is another path. Mopria certified devices can scan to Android, Windows, and Chromebook clients, and models that support the IPP standard expose printing and scanning without vendor-specific drivers. See the scan to email and cloud guide and the AirPrint and Mopria guide for details. If you are shopping, the Brother printers guide and the Epson printers guide highlight models with flexible scan destinations.

What to pick for your scan setup

Questions

Why does my scan to folder keep failing with an authentication error?

The printer is using the wrong username, password, or domain. Re-enter the credentials for the dedicated account on the destination computer, and confirm the account is not disabled or forced to expire. On a Windows PC, a local account name can be entered as ComputerName\Username.

Should I use SMB or FTP for scanning?

Use SMB when the destination is a Windows, macOS, or NAS share, because it is already enabled. Use FTP only when your printer's SMB client is too old for your operating system to accept, and keep FTP on a trusted local network since it is not encrypted.

Does the destination computer need to be on all the time?

Yes. The printer writes the file to the shared folder over the network, so the computer or NAS hosting that folder must be powered on and reachable when you scan. A NAS is a common choice because it runs continuously.

Do I need a static IP address for the printer?

Not strictly for the scan feature, but a fixed IP makes the destination reliable and keeps the printer's web interface easy to find. Reserve the address in your router's DHCP settings or set it on the printer directly.

Can I scan to a cloud folder like OneDrive or Google Drive?

Some printers support cloud destinations directly, and others reach the cloud through their mobile app or a scan to email profile. If your model only supports SMB and FTP, point the profile at a computer that syncs the folder to the cloud.