Scanning

Audio

Visual

[intro music begins]

Ginny Wilkins (SHARP Field Trainer):

Hi, I'm Ginny with Sharp. We're going to be talking about scanning. We've set up two common scan destinations, scan to email and scan to network folder or your desktop. The nice part is even though they're going to different destinations, they have many of the same features.

Ginny Wilkins stands in front of an MFP.

So let's dive in. We've got scan to email. It is as easy as even the scan to network or scan to email is basically going to your address book. Your destinations would be set up. It's as easy as find your name and press start.

Camera zooms to the MFP screen. She selects “Scan to Email” and then clicks Address Book on the top left corner. She selects “Ginny” and then points at the Start button on the bottom left of the screen.

However, when it goes back to your email, it'll say a scanned image from a copier. And when you open up that email, the actual PDF itself is a bunch of numbers. It's actually a date stamp.

So if I'm going to send it back to myself and maybe forward it on to somebody, it's nice to have that file name named, so I can just touch, ok. And I can either change the subject or the file name. It is as easy as touch file name, use your keyboard or you can put a keyboard on the screen if you prefer.

She clicks OK on the top right and points at the empty Subject and File Name line. She clicks the File Name field box and pulls out a physical keyboard that slides out from behind the screen. She then selects the keyboard icon and a digital keyboard appears.

And as far as when I change that name, either enter or OK. Dot PDF will populate automatically.

She presses OK to remove the digital keyboard. She reclicks on the File Name field box and uses the physical keyboard to type “test” as the file name. She clicks OK.

The copier also can be set that if it's color, it scans in color. If it's black and white, scans in black and white, however, you can go in and do any adjustments. Maybe if I just want black and white, straight black and white, no color at all, that would be your smallest file size or if I want something not color, but I like a gray scaled.

She clicks Color Mode and points at the “Mono2” option and then the “GrayScale” option.

Right now. It's set to where whatever it sees it's going to scan.

She selects OK.

Right below, that's your DPI, that's your quality. The higher the number, the prettier your document looks because the more information, but the bigger your file size is.

She returns to the Scan to Email page and selects Resolution. The Resolution pop up shows 6 options for resolution. 200x200dpi is highlighted and she clicks OK.

Right below that, the most common can be set up PDF, but you have other formats as well. Now what happens a lot is when you're especially scanning to email many times you can scan and it doesn't, it almost gets kicked back because it's too large of a document, probably because a lot of us are scanning a lot of color, so they are big files and your IT sets limits.

She selects File Format from the Scan to Email home page.

So a nice feature is called compact PDF. All you have to do is check that box, it ups the quality from 2 to 300 to help that compression. It reduces the size of the file up to 75%.

PDF is already highlighted, she checks off the box for “Compact”. She clicks OK. The screen returns to the Scan to Email homepage and the Resolution tab now shows “300x300dpi” instead of “200x200dpi”.

The nice part is you can, if you'd like scan it with a preview and you actually can see that quality. You probably won't even notice. But on the receiving end, they'll be able to receive it. Have a better chance of receiving it.

She clicks Preview. Images feed into the printer and on the screen, the images are shown one at a time. She clicks the CA tab on the bottom left of the screen. A pop up says that the print order was cancelled.

Also, if I'm gonna choose my name. Many times our originals are double sided. So it's nice. I can go into original and tell two sided book. It's reading like a book and OK, it'll scan both sides, scan both sides, scan both sides.

She returns to the Scan to Email home page and she clicks on the address book. She selects Ginny and clicks OK. She selects the Original tab on the left, clicks 2-Sided Booklet and clicks OK. She selects the Others button on the bottom of the screen. She clicked the “Blank Page Skip” and selects the Skip Blank Page on the pop up and then selects OK.

But what happens is we'll sometimes have a stack and out of 20 pages, 17 are double sided but three aren't. And what happens is you end up getting three blanks.

So there is a feature under others that you can tell it to blank page skip and then you can tell it to skip the blank pages with shadow is if you have some documents where on the back there's just dots are a little dirty. You just tell it with shadow won't count that as an original.

She selects the Others tab at the bottom of the Scan to Email home page and clicks “Blank Page Skip”. A pop up with three options appears. The current option highlighted is “Off”. She switches this by selecting the “Skip Blank Page” button. She selects OK.

What will happen is now when I scan, it's going to scan both sides in one pass. But what it's going to tell me is it scanned four sheets, it saw eight sides, but it's only going to send me four pages. That way I don't get those four blanks. So all I have to do is press OK.

The screen returns to the Scan to Email home screen and she clicks “Start” on the bottom right. A pop up confirms that the user wants to print the 4 scanned pages. She clicks OK. She takes the stack of paper and places them on the top tray.

Some of the other features that is nice. Many times whenever I receive something from my accountant, I have to put in the last four digits of my social in order to open up that PDF. So you can basically encrypt it. So someone when you accidentally send it to somebody else, they can't open that file because they don't know the encryption.

So to do that, you're just going to basically find your name, or your destination on your network folder, you're gonna go into file format, you're gonna check this box encrypt. Once you put your originals in the feeder press, OK and start. A pop up comes up.

She selects the address book, selects Ginny and clicks OK. She clicks File Format and the File Format pop up appears with the PDF option is already selected. She checks off the box left of “Encry.” and clicks OK and then clicks Start. A pop up appears that asks the user to enter the encrypt PDF password.

You would create words, numbers, whatever you want and I would put those in.

She pulls out the physical keyboard from behind the screen and presses on the empty field box. She uses the keyboard to type in characters and clicks Send.

And when I send that, that's what I'm going to tell the person on the receiving end in order to open it up. So if I accidentally sent it to someone else, they couldn't open it up. Now, if they forward it on to somebody, they too have to know that encryption that whatever you told it.

The images start feeding into the printer and the pages come out on the bottom tray.

We also have the ability under the file format. So you kind of saw the different Tiff, PDF, Jpeg. But we also have something called OCR. That's optical character recognition. Basically, you can do a couple of things, one you can do a searchable PDF.

She clicks File Format and the File Format tab pops up. She points at all the different file format optios on the left. On the right, she checks off the OCR option.

But also many times we have a document we call this like OCR light that I want to create it as a word document. I want to be able to manipulate it or I can make it a Excel or powerpoint that way it doesn't come in as a PDF that I can do some manipulation.

She changes the File Format type from PDF to DOCX by selecting the DOCX button.

The next feature is called send destination link. What that's good for is I have a document, it is a lot of color or it's a very large document. I know if I'm going to send it to my email that it's not going to be, it's going to be too big even if I add compact PDF to it.

So what you can do is actually go in, find your name and there's an arrow right here and I can arrow down to where it says send destination link. All I have to do is check that box and press start.

The screen is open to the main screen. She selects the Scan to Email icon and clicks the Address Book. She selects Ginny and then presses OK. Toward the right side of the screen there is a small grey button with a down arrow on it. She clicks the arrow button multiple times till the menu on the right scrolls down to the “Send Destination Link” option. She checks off the Send Destination Link box and then selects Start. A pop up indicates that the job has been stored.

What it does is instead of saying that email through my email server, it actually sends me an email with a link and I can click on that link and it pulls it from the hard drive of this copier to my computer. And then I can save it to where I'd like to. So basically lets it get into your um without having to go through your email server. It will as a default, stay there for four hours that can be extended. So you have four hours to retrieve that destination link.

All right. So another feature, have you ever where I want to make five copies of this? But I want to scan it too. So first I'd make copies and then I scan it. So now you can go in, go to your copy, press send and print. Basically, comes up says, who do you want to email to?

She places the stack of images on the top tray of the MFP. The camera zooms to the screen and she selects the Copy icon. On the top right side of the screen, she clicks Send and Print.

I'm gonna enter that email address. Then, I wanna say I want two copies or, and I'm going to press start. It's going to make those copies first and then after making those copies, it's going to then email me that document. So I don't have to first make my copies and then email. So it actually saves, you have to do your job twice.

The Address page pops up, she selects Ginny and then presses the Enter Address button on the bottom. On the Copy home page, she clicks “2” for the number of copies and then clicks “Color Start”.

The other is many times we have a document where when we put it in the feeder, we want to come in as one PDF. And that's pretty much what we usually want is we want this pile right here to come in as one PDF. But there's many times people that do, I've got invoices or bills of lading and each page, I want to be my own attachment, but I don't want to come up here and email that and individually email it for a time.

She then moves the images from the bottom tray back to the top track. She picks up the images and pretends to feed them one at a time into the printer.

I would like to come up, put all of them in, find my name and under file format at the bottom. It says specified pages per file. I check that box. I tell it every one page needs to be its own PDF. I could go and say, oh every two pages because maybe I have a two page invoice, two page invoice. So you actually tell how many pages to be.

She restacks the images and places them neatly into the top tray. She clicks “Scan to Email”, “Address Book”, selects Ginny and then presses OK. She then clicks File Format and checks off the box at the bottom left of the pop up. She clicks on the box with “1” on it and a number pad appears on screen. She selects “2” and clicks OK.

So now those four pages will come into my email as two attachments or if I had said one page, it would come in as four attachments.

The images feed into the MFP and comes out on the bottom tray.

Now, I'm gonna show you how to add an email address. You're gonna go into your address book, you're gonna press add new.

Camera zooms to the screen. She clicks on the Address Book and clicks Add New on the right of the screen. An “Add Contacts” pop up has fields to fill out for name, initial, search number, and email address.

You're gonna type your name, pulling out the keyboard. All right, then you're gonna put in your email address. All right. And we're gonna, and then register it. So it's easy to put your name, your email address and click register.

She taps the field box for Name and then pulls out the keyboard from behind the screen. She types “Sue Smith” for the name and types sue.smith@sharpusa.com for email field box. She then clicks the Register button on the top right.

Also say that Slater is no longer with the company. You can delete Slater. All right, or if you need to edit because you may put in the wrong email address.

She selects “Slater” and uses the down arrow button to scroll down on the options panel on the right. She hovers her finger over the “Delete” icon.