Basic Operations for Scanning Documents

» Scanning » Basic Operations for Scanning Documents

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This section describes the basic operations for scanning documents.

Place the document. Placing Documents

Press <Scan and Send> on the Main Menu. <Main Menu> Screen

Specify the destination on the Scan Basic Features screen. Scan Basic Features Screen

Specifying Destinations from the Address Book

Specifying Destinations from One-Touch Buttons

Entering Destinations Manually

Specifying Destinations in the LDAP Server

Specifying Your Own E-Mail Address

Specifying Personal Folder

NOTE:

To specify e-mail destinations as Cc or Bcc, press <Cc Bcc>

<Specify Destinations> before specifying destinations.

To specify multiple destinations, press <Specify Destinations> and specify an additional destination.

To delete a destination, select the destination you want to delete, and press <Delete Dest.>.

Specifying Destinations from the Address Book

Press <Address Book>.

Select the destination and press <OK>.

If an access number is set when the destination is registered, press <Access No.> and enter the access number using the numeric keys. The corresponding destination is displayed in the Address Book.

To use the Remote Address Book, press <To Remote Address Book>. When <Change Address Book> is displayed, press <Change Address Book>

<Remote>.

Destination type buttons

Pressing

, and

displays e-mail, file server, and group destinations, respectively.

Drop-down list for selection of Address Book types

Enables you to display a specific group of destinations. When you are logged in to the machine with personal authentication management, selecting <Personal Address List> displays your personal Address Book.

Enables you to search the destination by the name you are entering.

Search buttons by first letter

Enables you to narrow down a search by the first letter of the destination name.

Specifying Destinations from One-Touch Buttons

Press <One-Touch>.

Select the desired one-touch button and press <OK>.

To specify the destination using a one-touch button number (one-touch number), press

and enter the number for the desired one-touch button.

To use the Remote Address Book, press <To Remote Address Book>.

Entering Destinations Manually

You can specify destinations manually that are not registered in the Address Book or one-touch buttons.

Press <New Destination> and select <E-Mail> or <File>.

NOTE:

Selecting <Store in Mail Box> enables you to save scanned documents in the Mail Box of the machine.

Selecting <I-Fax> enables you to send scanned documents as a fax via the Internet.

Specify the destination and press <OK>.

NOTE:

If you select <File> in step 1, specify the settings such as the IP address of a file server and the path of the save location folder. For details about the setting items, consult your network administrator.

Specifying Destinations in the LDAP Server

You can search and specify destinations registered in the LDAP server.

Press <Address Book>.

Press <To LDAP Server>.

When <Change Address Book> is displayed, press <Change Address Book>

<LDAP Server>.

If the network password input screen is displayed, enter the user name and password and press <OK>.

Press <Search by Conditions>.

To display all the destinations in the LDAP server without specifying any conditions, proceed to step 5.

Specify the search conditions.

Search categories

Select a criterion to search for destinations from name, e-mail address, organization name, and organization unit (department name, etc).

Search conditions

Select a search condition such as a destination name that contains "John" and a department name that begins with "Development."

Search characters

Press <Set> and enter search characters for the search condition.

NOTE:

To search with multiple conditions

You can search destinations with multiple conditions. Specify the first search condition, press <Add Search Condition>, and then select <or> or <and> for the next condition.

Press <Start Searching>.

The search results are displayed.

To search with another condition, press <Delete> to delete the specified settings, and then set a new condition.

Select the destination and press <OK>.

Specifying Your Own E-Mail Address

You can specify the e-mail address of the user who is logged in to the machine with personal authentication management.

Press <Send to Myself>.

The e-mail address of the user who is logged in to the machine is specified as the destination.

Specifying Personal Folder

You can specify the personal folder of the user who is logged in to the machine with personal authentication management.

Specify <Personal Folder>.

The personal folder of the user who is logged in to the machine is specified as destination.

Specify the scan settings as necessary.

Selecting a File Format

Selecting Resolution

Specifying the Scanning Size of Documents

Selecting Color Scan/Black & White Scan

Scanning Both Sides of Documents

Enlarging or Reducing

Selecting a File Format

Scanned documents are converted into electronic files such as PDF. Select the file format according to your purposes and environment of use.

Press the setting button for file format.

Select the file format.

Depending on the file format you are selecting, you can specify the additional functions including <Compact>.

NOTE
When creating files by pages To scan a multiple-page document as separate files by pages, not as a single file, press <Divide into Pages>. If you select <JPEG>, a file for each page is created automatically.

TIPS
Installing an option can expand functions for scanning to create files. System Options

Selecting Resolution

To scan a document clearly, increase the resolution. To reduce the file size, decrease the resolution.

Press the setting button for resolution.

Select the resolution and press <OK>.

Depending on the file format you are selecting, the resolution that you can select is limited.

Specifying the Scanning Size of Documents

If you are scanning free size/highly transparent documents, or the edge of documents is missing when scanning, you need to manually specify the scanning size.

Press the setting button for scanning size.

Select the scanning size and press <OK>.

When scanning a free size document

Place the document in the feeder and select <Free Size>.

When specifying the values of scanning size

Place the document on the platen glass, select <Custom>, and enter the height and width of the document.

When scanning a long document

Place the document in the feeder and select <Long Original>.

NOTE
To register the scanning size If you frequently specify the scanning size with the same values, register the size in <Custom> <Register Size> to quickly recall the setting for convenience.

Selecting Color Scan/Black & White Scan

You can specify color when scanning documents.

Press the setting button for color.

Select the color and press <OK>.

Depending on the file format you are selecting, the setting item that you can select is limited..

Determines automatically what color is used for scanning according to the color of a document. For example, color pages are scanned in color, and monochrome pages are scanned in grayscale (monochrome gradation).

Determines automatically what color is used for scanning according to the color of a document. For example, colored pages are scanned in color, and monochrome pages are scanned in black and white. Select this mode when text is faint with <Auto (Color/Gray)>, or when the document mainly consists of text.

Scans in color regardless of a document's color. Select this mode when color is not recognized properly such as when the document has color close to black, has faint color or a smaller colored area.

Scans in black and white regardless of a document's color. This mode is automatically set for the TIFF file format.

Scans in grayscale regardless of a document's color. This mode uses different shades of color, such as black, dark gray, gray, light gray, and white, making color look more natural and beautiful compared with <Black & White>.

Scanning Both Sides of Documents

The machine can automatically scan both the front and back sides of a document.

NOTE
Place the document in the feeder. For landscape-oriented documents, place them horizontally.

Press <2-Sided Original>.

Select <Book Type> or <Calendar Type> and press <OK>.

Select <Book Type> for originals whose images on the front and back sides face the same direction, or <Calendar Type> for originals whose images on the front and back sides face in opposite directions.

Enlarging or Reducing

		You can enlarge or reduce standard size documents to other standard sizes when scanning. Enlarging or Reducing in Standard Paper Sizes

		You can enlarge or reduce by specifying magnification (%). Enlarging or Reducing by Specifying Magnification

		You can enlarge or reduce to automatically fit the paper size selected. Enlarging and Reducing to Fit the Finished Paper Size

Enlarging or Reducing in Standard Paper Sizes

Press <Options>

<Copy Ratio>.

To enlarge, select magnification from

, to reduce, select magnification from

and press <OK>.

Press <Close>.

Enlarging or Reducing by Specifying Magnification

Press <Options>

<Copy Ratio>.

Specify magnification and press <OK>.

Press <Close>.

Enlarging and Reducing to Fit the Finished Paper Size

Press <Options>

<Copy Ratio>.

Press <Auto>, specify the finished size, and then press <OK>.

Depending on the resolution you are selecting, you cannot specify the finished size.

Press <Close>.

Press

Documents are scanned and sending/saving starts.

To cancel scanning, press <Cancel> or

<Yes>.

When <Press the [Start] key to scan the next original.> is displayed

Place the next document to scan and press

. When scanning all of the documents is complete, press <Start Sending> to send/save the file.

To cancel sending/saving, press <To Status Mntr./Cncl.>

select a document

<Yes>.

Depending on the communication settings, you may be prompted to enter the user name and password. Setting E-mail/I-Fax Communication

NOTE
To check the statuses for sent/saved documents On the <Status Monitor/Cancel> screen, you can check the statuses for sent/saved documents. This screen enables you to send/save documents again or cancel sending/saving after checking the statuses. Checking Status and Log for Scanned Documents To print the report for the results of sending/saving On the Scan Basic Features screen, pressing <Options> <TX Report> enables you to set to automatically print the report listing the results of sending/saving. File name When a file is sent/saved, its file name is automatically set based on the following format. You can change the setting so that a different name can be assigned. Setting a File Name When sending by e-mail "Job numbers (four digits)_page numbers (three digits).file extension name" format, such as "1042_001.jpg" When saving in a file server "The year, month, day, hour, minute, and second the file is saved (14 digits).file extension name" format, such as "20151030133541.jpg" E-mail subject The subject entered in <Default Subject> is automatically set (<E-Mail/I-Fax Settings> <Default Subject>). If you specify a different subject, change the setting, or specify each time you send an e-mail (Specifying E-Mail Settings). When multiple sheets are fed Scanning is stopped and the message is displayed on the screen. Follow the message and start operation. To set to not notify with a message, press <Options> on the Scan Basic Features screen <Detect Feeder Multi Sheet Fd.> each time you send/save a document to disable the setting, or set <Set Detection of Feeder Multi. Sheet Feed as Default> to <Off> (<Scan Settings> <Set Detection of Feeder Multi. Sheet Feed as Default>).

NOTE

To check the statuses for sent/saved documents

On the <Status Monitor/Cancel> screen, you can check the statuses for sent/saved documents. This screen enables you to send/save documents again or cancel sending/saving after checking the statuses. Checking Status and Log for Scanned Documents

To print the report for the results of sending/saving

On the Scan Basic Features screen, pressing <Options>

<TX Report> enables you to set to automatically print the report listing the results of sending/saving.

File name

When a file is sent/saved, its file name is automatically set based on the following format. You can change the setting so that a different name can be assigned. Setting a File Name

When sending by e-mail
"Job numbers (four digits)_page numbers (three digits).file extension name" format, such as "1042_001.jpg"

When saving in a file server
"The year, month, day, hour, minute, and second the file is saved (14 digits).file extension name" format, such as "20151030133541.jpg"

E-mail subject

The subject entered in <Default Subject> is automatically set (<E-Mail/I-Fax Settings>

<Default Subject>). If you specify a different subject, change the setting, or specify each time you send an e-mail (Specifying E-Mail Settings).

When multiple sheets are fed

Scanning is stopped and the message is displayed on the screen. Follow the message and start operation. To set to not notify with a message, press <Options> on the Scan Basic Features screen

<Detect Feeder Multi Sheet Fd.> each time you send/save a document to disable the setting, or set <Set Detection of Feeder Multi. Sheet Feed as Default> to <Off> (<Scan Settings>

<Set Detection of Feeder Multi. Sheet Feed as Default>).

TIPS
Determining the top and bottom of the document You can set the orientation of the document before scanning so that its top and bottom are positioned correctly when the sent/saved file is displayed on a computer. On the Scan Basic Features screen, press <Options> <Original Content Orientation> select <Top at Far Edge> or <Top at Side Edge> when the document is placed vertically or horizontally, respectively <OK>. Specifying multiple destinations including faxes Setting <Enable Fax in Scan and Send Function> to <On> enables you to specify fax destinations from the Scan Basic Features screen (<Display Settings> <Display Fax Function>). This setting is useful for specifying multiple destinations including faxes, such as when saving a copy of a sent fax in a file server. Checking scanned documents before sending/saving You can check scanned documents on the preview screen before sending/saving. Checking Scanned Documents Before Sending/Saving (Preview) Registering frequently used settings You can combine frequently used destinations and scan settings into a button of the machine for later use. By pressing the registered button when scanning documents, you can quickly complete your settings. Registering Frequently Used Scan Settings

TIPS

Determining the top and bottom of the document

You can set the orientation of the document before scanning so that its top and bottom are positioned correctly when the sent/saved file is displayed on a computer. On the Scan Basic Features screen, press <Options>

select <Top at Far Edge> or <Top at Side Edge> when the document is placed vertically or horizontally, respectively

<OK>.

Specifying multiple destinations including faxes

Setting <Enable Fax in Scan and Send Function> to <On> enables you to specify fax destinations from the Scan Basic Features screen (<Display Settings>

<Display Fax Function>). This setting is useful for specifying multiple destinations including faxes, such as when saving a copy of a sent fax in a file server.

Checking scanned documents before sending/saving

You can check scanned documents on the preview screen before sending/saving. Checking Scanned Documents Before Sending/Saving (Preview)

Registering frequently used settings

You can combine frequently used destinations and scan settings into a button of the machine for later use. By pressing the registered button when scanning documents, you can quickly complete your settings. Registering Frequently Used Scan Settings

Scanning Clearly

Scanning Efficiently

Useful Scanning Functions

Registering Destinations

Making Simple Edits to Files

Sending I-Faxes

Registering the LDAP Server

Managing Users

Configuring Personal Folders