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Document Scanning     Using the services     Scan To E-mail     Scan To File  Retrieve Document  Scan Options  Xerox WorkCentre 5675

Both photocopiers in the main copy room (CSE 103) can be used to scan multi-page documents that are delivered to your email inbox as a pdf attachment. Scan To E-mail will handle documents up to about 100 pages (60 pages for Exchange users). For larger documents, we recommend that you split your document into several smaller batches. Alternatively, you can use the Scan To File service, which does not have these limits, but which does require another step to retrieve your document, and requires prompt retrieval. You can convert your document to tiff format instead of pdf, make image adjustments to the original, and even scan double-sided documents with ease. This device will only produce monochrome results - if you need color scans, you should use the (single-sheet) scanners attached to Multimedia PC's You will need to provide your CSE NetID and password, to ensure reliable email delivery and to allow network file access for the Scan-to-file service (known as "Network Scanning" on the photocopier). Using the services (logging in) Copier Interface The copier interface uses a touch screen, plus some physical keys to the right of the screen. To start, you just touch the E-mail (or Network Scanning) button in the touch screen. Touch the keyboard image that is displayed, and then enter your CSE NetID and password. (You may have to press the Feature key or All Services tab first and then the E-mail or Network Scanning button.) There are a limited number of keys on the keyboard. Special characters in your password will require use of an alternate keyboard: touch the ABC or 123 button, and use the Shift key for more characters in any of the three keyboards. NB: The touch screen is very sensitive – a slight touch could enter a character, so press the keys firmly and carefully. Once your account name or password has been entered, press Enter. Once the authentication has succeeded, you will get right to the Scan To E-mail or Scan To File user interface as you have selected. The standard photocopy functions are still available, and you can switch between features without re-authentication. Documents can be loaded in the auto feeder, face-up. Odd-sized documents (e.g., books) can be placed directly on the glass. Documents loaded in the auto feeder must be in a good condition and free from staples and paper clips. Load face-up, with long edge toward the feeder. There are document guides on the auto feeder which must be adjusted against the front and rear edges of the documents so copier knows the size of your document. Scan To E-mail The scanned document is sent to you as a pdf email attachment. Email attachments are limited to 10 Mbytes (about 50 pages; ~ 200 Kbytes/page) for allowing emails to go through the Microsoft Exchange server which restricts email size to be at 12 Mbytes. For larger documents, you may receive up to 195 emails for a total job size of around 2 Gbytes, and your email client is required to reassemble the job. Touch the E-mail button and login with your CSE NetID (details above). You should then see the E-Mail interface: E-Mail Interface Load the document just as you would for making copies. If you use the document feeder, place the document face up in the tray so the top of the page feeds in first. If you place the document on the glass, place it face down, then close the Document Glass Cover. If you have two-sided originals, want the results to be in TIFF format, or want to adjust the resolution, use the Image Adjustment and Output Format tabs. Many other image adjustments can be made (see Scan Options) but in general, the default settings should be fine. If you do make any adjustments, save the settings, then touch the E-Mail tab. In the E-Mail tab, your address is already on the From: and To: fields. If that is sufficient, skip to step 9. To add other recipients, touch To... or Cc.... Recipient Address Interface Enter the recipient's name or email address, or just part of it. A list of choices will be displayed that match your entry. Touch a name to select it, and then touch Add button to add that recipient. Touch the Done button to exit. Repeat the previous two steps until the last recipient has been added to the list (up to 128 recipients may be entered). Press the green Start button. When the scan has completed, an e-mail with attachment will be sent. Problems: If the copier encounters any difficulties, a description will normally be printed (no printout occurs after a successful scan). If the copier appears to be hung (which rarely occurs), you may need to cancel and restart the work. In very rare cases, you may need to cycle the power on the copier. This may be necessary, for example, if the copier will not scan your document when you press the Start button, yet the job does appear in the Job Queue. Repeat from step 1 until all of your documents are scanned. Press the access key and then touch logout. You can logout before your last scan has completed, and don't forget your originals! Scan To File This feature creates an electronic file from a hardcopy original, rather than producing an email attachment. (Scan-to-Email is slightly preferred, because your file will disappear if you don't retrieve it promptly - within about a day). By default, a pdf file is created, but you may also produce a tiff file. Your scanned document is stored to a special network server, and you can retrieve it by visiting the Scan Repository, then using the "Save Page As..." feature of your web browser. Files are only kept for about one day, and are automatically deleted from the Repository after about 24 hours. Access to the Scan-to-File (aka "Network Scanning") feature is gained using the Features button on the control panel. Touch the Network Scanning button and login with your CSE NetID (details above, in Using the services). You should then see the Network Scanning user interface: Network Scanning Interface Load the document just as you would to make a photocopy. If you use the document feeder, place the document face up in the tray so the top of the page feeds in first. If you place the document on the glass, place it face down, then close the Document Glass Cover. Typically, you can skip to step 5. But if you have a double-sided document, or want to adjust the resolution or produce tiff format, you will need to use the Image Adjustment and Output Format tabs. See Scan Options for more image adjustment options and for the default scan settings. Output Format Interface The default filename is DOC, and the default format is pdf. When a document under the same name already exists in the Scan Repository, the first unused name in the sequence DOC, DOC000, DOC001, ..., is used. (The filename is converted to lower-case characters with a pdf or tif suffix, i.e., doc.pdf, doc000.pdf, doc001.pdf, ..., for storing the scanned document on the Repository.) Do not adjust the settings under the If File Already Exists or Add File Destination options! These settings have been set to work properly with the Scan Repository and any changes may create problems. When you are finished making adjustments, save the settings and touch the Network Scanning tab. Press the green Start button. The machine will start scanning your document, and if successful, your document will show up in the Scan Repository, where you can download your document file(s). If an error occurs, a diagnostic page will be printed by the copier, and there may also be a document file at Scan Repository. A successful scan does not produce any printout at the copier. Repeat from step 1 until all of your documents are scanned. Press the access key and then touch logout. You can logout before your last scan has completed, and don't forget to take your originals! Visit the Scan Repository to retrieve your scanned documents. Documents in the Repository are kept 24 hours. Scan Options For a full description of the options available in the Image Adjustment and Output Format tabs, and for default settings, see the Scan Options page. Reference Xerox WorkCentre Pro 65 Quick Reference Guide (pdf)

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