When your multifunction printer scans a document, that file has to land somewhere: your desktop, a shared drive, someone’s inbox. Push scanning and pull scanning are the two ways that happens, and they work in opposite directions. Set up the wrong one for your office and you will spend more time chasing scanned files than actually using them.
This guide covers how each method works, where each one falls down, and which fits your workflow better, whether that is a single desk scanning the odd invoice or a busy office routing hundreds of documents a day to different destinations.
How Pull Scanning Works
Pull scanning starts at the computer, not the scanner. You open a scanning application on your PC, and that software “pulls” the image from the scanner using a driver standard such as TWAIN or ISIS. Ricoh’s own scanner glossary describes it plainly: pull scanning is “a scanning process initiated at the target computer,” which then stores the file on its own hard drive.
TWAIN has been the industry standard for this since the early 1990s, giving almost any scanning application a common way to talk to almost any scanner. ISIS, developed around the same time by Pixel Translations, does a similar job but is less consistently supported across software. Programs like HP Smart, Canon’s IJ Scan Utility and Epson Scan all use this pull model.
The catch is that pull scanning ties the job to one computer. The PC has to be switched on, the driver has to be installed, and the connection (usually USB, sometimes a network link) has to be live. That works fine for a single desk with one scanner attached, but it does not scale well once several people need to share a device.
How Push Scanning Works
Push scanning flips the process around. You start the job at the scanner itself, usually from a touchscreen or a programmed one-touch button, and the machine sends the file out over the network using a protocol such as SMB (scan to a shared folder), FTP, or SMTP (scan to email). No PC session needs to be open, and no driver has to be running on the receiving end.
This is standard on most business-grade multifunction printers from Brother, HP, Canon, Kyocera and Xerox. An administrator sets up an address book of destinations once, and after that anyone can walk up, pick a name or a folder, and scan straight to it. Kodak Alaris scanners take this further with configurable buttons that route documents “in one touch” to a specific business process, and its IN2 Ecosystem push scanning feature supports up to 20 programmable destinations plus per-user PIN codes on shared devices.
Push scanning also handles volume better. Service bureaus and back-office teams use metadata, things like a purchase order number picked up from a barcode or OCR, to route batches of documents to the right folder automatically, without anyone sorting them by hand afterwards.
Push Scanning vs Pull Scanning: Key Differences
| Aspect | Pull Scanning | Push Scanning |
|---|---|---|
| Job started from | The computer, using scanning software | The scanner itself, via touchscreen or button |
| Typical standard/protocol | TWAIN, ISIS | SMB, FTP, SMTP (email), sometimes cloud connectors |
| PC required to be on | Yes, for the duration of the scan | No |
| Setup effort | Install and configure a driver per computer | Configure destinations once on the scanner or MFP |
| Best suited to | A single desk or one scanner per user | Shared devices, multiple users, high volume |
| Batch/metadata routing | Not supported | Supported on many business MFPs |
Which Should You Use?
If you are the only person using a scanner, pull scanning is often simpler. There is one driver to install, one piece of software to open, and nothing else to configure. This is the usual setup for a home office or a single desk that scans the odd invoice or contract.
Push scanning earns its keep once more than one person shares a device, or once volume goes up. A reception desk that scans ID documents all day, a finance team routing invoices by supplier, or a warehouse logging delivery notes all benefit from walking up to a machine and sending a file straight to its destination without touching a PC. It is also the better option where the scanner needs to work even when no particular computer is switched on.
Most network-ready multifunction printers from Brother, HP, Canon, Kyocera and Xerox support both methods side by side, so you are rarely locked into one or the other. Budget desktop scanners and older USB-only models tend to support pull scanning alone, which is worth checking before you buy if push scanning matters to your workflow.
Setting Up Push Scanning On Your Printer
Most of the setup work happens once, from the printer’s web interface or front panel, rather than on every PC that will use it.
Scan to Folder (SMB)
Create a shared folder on a PC or server, give the printer’s own network account (or a dedicated scan user) write permission to it, then add that folder path to the printer’s address book using its IP address rather than a computer name, which avoids most connection failures caused by DNS.
Scan to Email (SMTP)
You will need your mail server’s SMTP address, port and authentication details. Many offices now run Microsoft 365 or Google Workspace, both of which support an authenticated SMTP relay built specifically for devices like this rather than a personal mailbox login.
One-Touch Buttons and Address Books
Once folders and email addresses are set up, assign them to named buttons or address book entries so staff never have to type anything at the panel. On multi-user models, PIN codes keep each person’s destinations separate on a shared machine.
If a scan job fails, the most common causes are a firewall blocking the SMB or SMTP port, a folder permission that was never granted to the printer’s account, or a destination saved by hostname instead of a static IP. Check those three first before assuming the machine itself is at fault.
Frequently Asked Questions
What Is the Main Difference Between Push and Pull Scanning?
Pull scanning is started from the computer, which retrieves the file from the scanner. Push scanning is started from the scanner, which sends the file out to a folder, email address or other destination on its own.
Do I Need Special Software for Pull Scanning?
Yes. Pull scanning relies on a driver, usually TWAIN or ISIS, installed on the computer, plus a scanning application that can call that driver. Most scanners ship with one, or your operating system’s built-in scanning app will work.
Can a Printer Do Both Push and Pull Scanning?
Most business multifunction printers support both. You can pull a scan into an application on your PC when you want it, and also push scans to folders, email or other destinations directly from the printer’s panel.
Is Push Scanning More Secure Than Pull Scanning?
Not automatically. Security depends on how destinations are configured rather than which method you use. A push scan sent to an unsecured shared folder is no safer than a pull scan saved to an unprotected desktop. Set permissions properly on both.
What Is Scan to Email and Is It Push or Pull?
Scan to email is a form of push scanning. The printer connects to a mail server directly and sends the scanned file as an attachment, without any computer pulling it first.
Why Does My Scanner Only Support Pull Scanning?
This is common on budget desktop scanners and older USB-only models, which were built to connect to one computer rather than a network. If you need push scanning, look for a network-ready model, most current multifunction printers from Brother, HP, Canon, Kyocera and Xerox include it as standard.
Which Scanning Method Is Better for a Busy Office?
Push scanning generally suits a busy or shared office better, since it does not depend on any one computer being switched on and lets several people use the same device without swapping software or logins.
Looking for a printer that handles both scanning methods without a fight? Browse our full range of Brother Multifunction Printers Category Page, HP Multifunction Printers Category Page and other network-ready multifunction printers, all set up to scan to folder, email or your PC out of the box.
Need Help or More Information ?
If you need any further help or advice choosing the right scanner or multifunction printer for your business, get in touch with our team through our Contact Us page, call us on 0161 308 5800, or use our Live Chat.
