How to scan a document to your email address from the Xerox Copier/Printer
Posted by on 04 March 2014 05:12 PM
This knowledgebase article explains how to scan a document on the Xerox MFD Printers/Copiers/Scanners.
When you walk up to the printer, you should see the services home screen (below):
If you do not see the services home screen, push the Services Home button.
3. If you selected "New Recipient...", type the email address of the person you wish to email the document to (e.g. email@example.com).
If you selected "Address Book", type the first few characters of the person's last name or the distribution list name and tap search. You can search the address book for any UNH employee.
Below are additional features of the scan-to-email functionality, which will be explained here briefly. It is not necessary to adjust these settings to send an email; these are here for informational purposes in case you wish to utilize these features.
If scanning using the multi-page tray, and you wish to scan both the front and backs of pages, tap the "2-Sided Scanning" button at the bottom of the screen on the Email tab and select 2-sided. If the second side should be rotated (i.e. it is landscape orientated), select "2-Sided, Rotate side 2".
Email Options Tab
These settings can be changed in the Email Options tab
Reply-To Email Address (In Email Options Tab)
If you change this option, the person receiving the email will still see the email coming from "firstname.lastname@example.org", but if they click reply, it will respond to the value to enter in this field. You can search your own name/email address from the UNH address book, or enter it manually.
You can use this option to change the body of the email you are about to send.
Change this option to change the filename of the attachment in the email.
If you would like the contents of your document to appear as text, rather than an image, go to the Email Options tab, select File Format..., and under OCR select "searchable". This will use optical character recognition (OCR) to convert the image into text, which you can copy and paste into a Microsoft Word document, or find when you perform a search in Windows.
More on how this works: If your PDF contains the text "The quick brown fox jumps over the lazy dog" and you search in Windows file contents for "fox", it will find your PDF document if you selected Searchable PDF when scanning the document. If you did not select Searchable PDF, it will not find this document.
If you would like to scan the image as a JPG instead of a PDF, go to the Email Options tab, select File Format..., and select JPEG from the list of options on the right hand-side. This is useful if you want to embed the image directly (in-line) in an email.