How To Use The Fujitsu ScanSnap With Microsoft OneNote

How To Use The Fujitsu ScanSnap With Microsoft OneNote

There are some products that inspire love and devotion. Users sing their praises whenever they can. One such product is the Fujitsu ScanSnap. Another is Microsoft OneNote. Here’s how to scan to OneNote with the ScanSnap.

Creating A Notebook

OneNote uses the concept of Notebooks to store notes in. When you first install it there is a Personal notebook, but I decided to create a notebook called Documents.

OneNote ScanSnap Create Notebook

This might not make sense for you- you might want your scanned documents to spread amongst other notebooks, but for simplicity I’ll put them all in one.

Setting Up Sections

Inside each Notebook, you can set up different sections for categorization purposes. In this example, I’m going to set up sections for Home, Tax, Kids, and Office. Set up whatever makes sense to you, of course.

OneNote Sections

Putting Stuff Into OneNote

When you click on the Insert menu item, you can see that there are a whole bunch of ways to get information into OneNote, whether by attaching files, recording audio or video, using a screen clipper, or by using a File Printout.

OneNote Insert Ribbon

You can also drag a file in to the OneNote application itself.

Don’t Hit That Scanner Button

If you are using a ScanSnap, you might be tempted by the siren song of that Scanned Image button.

OneNote Scanned Image Button

Since the ScanSnap doesn’t support TWAIN, it’s not going to work in your case. What we need to do is set it up from the ScanSnap Manager side.

Setting Up ScanSnap Manager

When you install OneNote, it creates a special Printer Driver called Send To OneNote 2013 (this will vary based on your version of course). What we are going to do is create a ScanSnap Manager Profile to scan to that Printer.

To set this up:

  • Right-click on the ScanSnap icon in your tray and choose Scan Button Settings…
  • Click on the Profile box and choose Add Profile. Call it something like Scan To OneNote (Note: You can just use the default Scan To Print Profile too if you want.)
  • On the Application tab, choose Scan To Print
  • If you don’t want to keep a copy of the PDF in the directory specified on the Save tab, hit the Application Settings button and uncheck the Keep data… checkbox.
  • Set the rest of your quality, duplexing, etc. options as desired.

Scan Away

Now when you hit the scan button using your ScanSnap, it will pop up the printer dialog box. Choose your Send To OneNote 2013 printer, and it will scan it right into OneNote.

You can then choose which Notebook and Section you want to save it under, and make that a default if you’d like.

OneNote Select Location

What’s Your Best OneNote Tip?

Do you use OneNote for going paperless? Leave a note in the comment and let us know how you use it.

This post was originally written in July 2010. It was updated in September 2015.

About the Author

Brooks Duncan helps individuals and small businesses go paperless. He's been an accountant, a software developer, a manager in a very large corporation, and has run DocumentSnap since 2008. You can find Brooks on Twitter at @documentsnap or @brooksduncan. Thanks for stopping by.

Leave a Reply 19 comments

Jamie Hankins - April 24, 2018 Reply

Using the “Print to OneNote” functionality is a loser because it inserts a margin around the edges. Some of my bills have print almost all the way out to the edge, and get cut off. The “printer” driver doesn’t allow the margins to be adjusted.

This isn’t a cheap scanner. How is it that this seemingly common use-case hasn’t been addressed?

Hugh Greenhouse - April 2, 2017 Reply

Hi,

I do not seem to be receiving the newsletter (since the end of 2016) do I have to do anything to keep receiving this?

Regards

John Richardson - December 19, 2016 Reply

For scanning .jpg’s , etc. into OneNote from ScanSnap, I’ve had to put them into a folder, and then manually insert the file. In Evernote, this was much easier, as the ScanSnap manager had this option. Does anyone have any tips on how to send or automatically create a note from a scanned .jpg or another image vs. PDF.

Kevin - November 2, 2016 Reply

This is super easy. Use Evernote. Scansnap saves directly to Evernote and every word is searchable. Works great!

Don - June 26, 2016 Reply

On my Mac, the only workable solution I have found is to send the scan to email. Then in the email address, chose “me@onenote” (you’ve already set that up, right?” That sends the pdf to my Quick Notes folder, from which I can move it to the desired Notebook and Folder.

Kari - December 29, 2015 Reply

This is for Windows, right? I am using ScanSnap for Mac and I want to scan to OneNote for Mac. I have set up OneNote as a profile with Scan to Print as the application as per your instructions, but when I scan to it, I don’t get a OneNote printer option in the print dialog box.

    Randy Sloan - April 27, 2016 Reply

    Kari, I have the same problem as you: I want to be able to scan using my ScanSnap directly into One Note on my Mac. Here’s an option I discovered. It’s still not elegant.

    1. Make sure you have Share to One Note set up in your Mac Extensions. Go to System Preferences / Extensions / Share Menu and make sure One Note is checked. If not, check it. Now from the finder, you can right click (Control- Click) any file and share it to One Note.

    2. Setup your ScanSnap Manager to scan directly to a file folder. Under the “Applications” tab in ScanSnap Manager, select “None (Scan to File)”. Under the “Save” tab select the folder where you would like to save your scans. Mine is named “Scans”.

    3. In Apple Finder, navigate to that folder. Right click or Control-Click on the folder name and scroll down to the bottom where it says “Services” and select “Folder Actions Setup”. Click the + sign to add a script to the folder where you will be putting your scans. You will be adding the script “add” which on my Mac is the first listed. Make sure you enable folder actions and turn on the script with check marks.

    What this does is any time a new file is added to that folder, it will bring up a dialog box informing you that a new item was added to the folder and asking if you want to view it. If you say yes, it will reveal the new file in the finder with the name highlighted. From there, you can use the “Share” option we created in Step 1 to share it to One Note.

    I bet if someone knows more about Apple Script, they could automate the whole process but that’s beyond me.

Swift Huang - October 25, 2014 Reply

Thanks! Your information is great help to me.

Chris - January 13, 2013 Reply

Great article.

My workflow is slightly different and I find a little faster. I use OneNote to keep all my scanned documents in a variety of notebooks. I can then have my core note books synced to my mobile devices via SkyDrive, and access all other documents either by selectively syncing the notebooks needed, or via skydive using a browser.

My quicker route to OneNote is to scan everything to scansnap organiser throughout the day, and then at the end of the day simply select all documents, after having tidied them up and titled them added additional keywords etc,. and drag to scan to print – select OneNote as one bulk lot.

Works for me.

    Brooks Duncan
    Brooks Duncan - January 13, 2013 Reply

    Great! Thanks for sharing Chris!

David - January 5, 2013 Reply

Great article, thanks.

David - October 2, 2012 Reply

I want to scan the document into onenote and also have it as a PDF. How do I get a PDF scan document to show up in onenote as well?

    Ben - June 26, 2014 Reply

    Did you ever get a response to your question?

Use Microsoft OneNote For Paperless Genealogy | Tips To Learn How To Go Paperless | DocumentSnap Paperless Blog - December 6, 2011 Reply

[…] know that Microsoft OneNote definitely has fans in the paperless crowd, so if you are interested in the topic, check out BrianB’s post and watch his helpful video, […]

Carol - October 28, 2011 Reply

Is it snap scan or scan snap?
Microsoft OneNote 2010 vs Adobe Acrobat that comes with SnapScan – are these the same thing. Why not use Adobe Acrobat if it comes with snapscan?
answer to dpantet@yahoo.com please
I'm trying to see how difficult searching and retrieving my information once I've scanned it in will be – how useful this scanner will be to me – no one seems to mention how to code the documents you scan in so that you can retrieve them later, which would seem the most important part to me – how to set up files or some sort of filing system – I'm lost at this point. Thanks for any help. Carol

    Brooks Duncan
    Brooks Duncan - October 28, 2011 Reply

    Hi Carol,

    It is ScanSnap (no spaces). OneNote and Acrobat are not really the same thing. OneNote is a program that allows you to organize a bunch of information, including (but not limited to) documents.

    Acrobat is mainly a tool for editing and working with PDFs. It is not a document management program like OneNote (for example) is.

bw352 - December 20, 2010 Reply

Thanks for the post. One question from your direction "… when you hit the scan button using your ScanSnap, it will pop up the printer dialog box. Choose your Send To OneNote 2010 printer, and it will scan it right into OneNote."

Is there a way to bypass the printer selection step and just have it always automatically print to Send To OneNote 2010 printer?

    Brooks Duncan
    Brooks Duncan - December 21, 2010 Reply

    Hi, good question. I believe so. On the Application tab of the profile there is an "Application Settings" button. If you hit that, it should have a checkbox for "Show Print Dialog" that you can uncheck.

    I am assuming, but can't test right now, that that will print automatically to your default printer, which may or may not be what you want but at least the option is there.

      Tom - February 19, 2015 Reply

      In order to have it go directly to OneNote you have to set the default printer to in Devices and Printers to “send To OneNote 2010”.
      ScanSnap uses whatever the default printer is when you omit the Show Print Dialog and redirect th output.

      BTW. Great blog. Helps me to get started.

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