How to Share a Scanner on Windows 7: A Step-by-Step Guide

In a small office or home environment, sharing resources like scanners can significantly improve efficiency. If you are using Windows 7, you might think sharing a scanner is complicated, but it’s actually quite straightforward using built-in Windows features. This guide will walk you through the process of sharing your scanner, making it accessible to other users on your network.

Before you begin, ensure you meet these prerequisites:

• Network Connection: Both the computer connected to the scanner (which we’ll call the “server” PC) and the computers that will access the scanner (the “client” PCs) must be connected to the same local network, either via Ethernet or WiFi.
• Windows 7 Professional or Higher (Server PC): While basic sharing might be possible on Home versions, Windows 7 Professional, Ultimate, or Enterprise editions are recommended for more robust sharing capabilities and security settings.
• Scanner Installation: The scanner must be properly installed and functioning on the server PC. Verify that you can scan documents directly from this computer.
• Same Network: Ensure all computers are on the same workgroup or domain to facilitate network discovery.

Let’s start sharing your scanner from the server PC:

1. Access the Print Management Console:

   • Click on the Start button, then select Run.
   • In the Run dialog box, type MMC and press Enter or click OK. This opens the Microsoft Management Console (MMC).
   • In the MMC window, go to File in the menu bar and select Add/Remove Snap-in.
   • In the “Add or Remove Snap-ins” window, scroll down the list of available snap-ins until you find Print Management.
   • Select Print Management and click the Add > button.
   • In the Print Management window that appears, choose the option Add the Local Server and click Finish.
   • Click OK in the “Add or Remove Snap-ins” window to close it.

   The MMC console is now configured with the Print Management snap-in, allowing you to manage printers and scanners.

2. Share Your Scanner:

   • In the left pane of the Print Management console, expand Print Management.
   • Expand Print Servers and then select your computer name (Local).
   • Click on Printers to see a list of installed printers and scanners. Scanners are often listed within the printers section in Windows 7’s Print Management.
   • Right-click on the scanner you want to share and select Properties.
   • In the Scanner Properties window, navigate to the Sharing tab.
   • Check the box labeled Share this printer (even though it says “printer,” this applies to scanners as well in this context).
   • Enter a Share name for your scanner. It’s best to use a short, single-word name without spaces for easier access from other computers (e.g., SharedScanner).
   • Click Apply at the bottom of the window to save the sharing settings.

3. Optional but Recommended: Configure Security Settings:
   For basic sharing, you might be tempted to leave the security settings as they are. However, for better control over who can access your scanner, it’s recommended to configure security.

   • Stay in the Scanner Properties window and navigate to the Security tab.
   • By default, “Everyone” might have Print permissions. To restrict access, you can remove “Everyone” from the list. Select “Everyone” and click Remove.
   • Click Apply. Note that after removing “Everyone,” no one will be able to access the scanner until you grant specific permissions.

4. Create User Accounts for Access (If Security is Configured):
   If you’ve restricted access by removing “Everyone,” you need to specify which users can access the shared scanner. This involves creating local user accounts on the server PC that match the usernames used on the client PCs.

   • Go back to the MMC Console (if closed, repeat steps 1.1 – 1.3 to open MMC and add the “Local Users and Groups” snap-in).
   • In the MMC window, go to File and select Add/Remove Snap-in.
   • Choose Local Users and Groups and click Add >.
   • Select Local Computer and click Finish, then OK.
   • In the left pane, expand Local Users and Groups and select Users.
   • In the right pane, right-click in the empty space and select New User….
   • In the “New User” dialog, you need to create a user account for each person who needs to access the scanner from their computer. Crucially, use the exact same Username and Password that the user uses to log in to their own Windows computer (the client PC).
   • Enter the Username, Full name (optional), and Password.
   • Uncheck User must change password at next logon and check Password never expires.
   • Click Create and then Close.
   • Repeat this process for every user who needs access to the shared scanner.

5. Grant Permissions to the New Users:
   Now, you need to grant the newly created user accounts permission to use the shared scanner.

   • Go back to the Print Management console and find your shared scanner (steps 2.1 – 2.3).
   • Right-click on the scanner and select Properties.
   • Go to the Security tab.
   • Click Add….
   • In the “Select Users, Computers, or Groups” window, click Advanced….
   • Click Find Now. This will display a list of all user accounts on the server PC.
   • Scroll through the list and find the user account you just created (the one matching the client user’s credentials). Select the user and click OK.
   • Click OK again in the “Select Users, Computers, or Groups” window.
   • The new user account will be added to the list in the Security tab. Select the newly added user.
   • In the “Permissions for [Username]” section below, ensure that at least Print and Manage Documents permissions are checked (Allow column).
   • Click Apply and then OK to close the Scanner Properties window.

Now, the scanner is shared and secured (if you configured security settings) from the server PC.

Accessing the Shared Scanner from a Client PC (Windows 7):

1. Add a Network Scanner:
   • On the client PC, go to Start and select Run.
   • Type \YOURSERVERHOSTNAMESharedScannerName (replace YOURSERVERHOSTNAME with the hostname of the server PC and SharedScannerName with the share name you gave to the scanner in step 2.7). For example, if your server PC’s hostname is SERVER-PC and the share name is SharedScanner, you would type \SERVER-PCSharedScanner. Press Enter or click OK.
   • Windows will attempt to connect to the shared scanner. If prompted for credentials, use the username and password of the local user account on the client PC itself (which should match the account you created on the server PC if you set up security).
   • Follow any on-screen prompts to install the necessary drivers on the client PC if required.

Alternatively, you can try to find the scanner through the “Add Printer” wizard, as Windows sometimes categorizes scanners under printers in network sharing:

1. Go to Start > Devices and Printers.
2. Click Add a printer.
3. Select Add a network, wireless or Bluetooth printer.
4. Windows will search for available network printers and scanners. Your shared scanner might appear in the list. If it does, select it and click Next.
5. If the scanner is not automatically found, you can click The printer that I want isn’t listed.
6. Select Select a shared printer by name and enter the path \YOURSERVERHOSTNAMESharedScannerName as described above. Click Next and follow the prompts.

Once added, the shared scanner should be available for use from applications on the client PC, just like a locally connected scanner.

Sharing a scanner in Windows 7 allows multiple users to benefit from a single device, streamlining workflows and saving costs. By following these steps, you can easily set up scanner sharing in your network environment. Remember to keep the server PC turned on for others to access the shared scanner.