Xerox 440 and 460 Copiers

How to scan using Xerox copier

Manager's Office Xerox Copy Machine:

	Scan to desktop
	Scan directly to email

Finance or Engineering Xerox Copy Machine:

	Scan to desktop
	Scan directly to email

Manager's Office Copy Machine:

A. Scan to desktop

Type in your pass code. Press Enter.
Select Network Scanning tab.
Under Template Name, select your login id.
Select Output Format tab.
1. Select File Format button.
2. Select PDF.
3. Select Save tab.
Optional: Double-sided scanning:
1. Select Image Adjustment tab.
2. Select Sides Scanned tab.
3. Select 2 sided.
4. Select Save.
Place your item to be scanned on the paper feeder.
Press copier's Start button.
Go back to your computer and view the scanned document in PaperPort:
1. Open the PaperPort program (go to Start Menu --> PaperPort).
2. View the scanned document named "scan."
Note: In the picture below, the name of the scanned document is DOC. On your computer, the name of the document will be "scan."
1. To open the scanned document:
  1. From within the PaperPort screen, double click on the scanned document open it. It will open in Acrobat Reader.
    Tip: From Acrobat Reader, you may save the file to different file name and location.
2. To email a single scanned document:
  1. From within the PaperPort screen, single click on the scanned document to highlight it in red.
  2. Click on the Outlook icon in the lower left hand corner of the PaperPort screen. The file will be automatically attached to a blank email message.
  Note: If you want to attach more than one file to your email message, open a blank email message from Microsoft Outlook. Click on the paper clip for attachments, then browse for the scanned files. The default location of scanned files is C:\ScanSoft Documents.
3. To print the document:
  1. From within the PaperPort screen, single click on the scanned document to highlight it in red.
  2. Click on the printer icon on the bottom of the PaperPort screen.
  3. Select a printer.
  4. Click OK.

B. Scan Directly to Email

Currently not available on Manager's copier.

Finance Department or Engineering Department Copy Machine:

A. Scan to desktop

If necessary, type in your pass code. Press Enter.
Select Network Scanning tab.
Under Templates select your login id.
Select Image Adjustment tab.
1. Select Stored Image Settings button.
2. Select Output Image Format button.
3. Select PDF button.
4. Select Save.
Optional: Double-sided scanning:
1. Select Image Adjustments tab.
2. Select Sides Imaged button.
3. Select 2 sided.
4. Select Save.
Place your item to be scanned on the paper feeder.
Press copier's Start button.
Go back to your computer and view the scanned document in PaperPort:
1. Open the PaperPort program (go to Start Menu --> PaperPort).
2. View the scanned document named "DOC."
Note: In the picture below, the name of the scanned document is DOC.
1. To open the scanned document:
  1. From within the PaperPort screen, double click on the document named "DOC" to open it. It will open in Acrobat Reader.
    Tip: From Acrobat Reader, you may save the file to different file name and location.
2. To email a single scanned document:
  1. From within the PaperPort screen, single click on the document named "DOC" to highlight it in red.
  2. Click on the Outlook icon in the lower left hand corner of the PaperPort screen. The file will be automatically attached to a blank email message.
  Note: If you want to attach more than one file to your email message, open a blank email message from Microsoft Outlook. Click on the paper clip for attachments, then browse for the scanned files. The default location of scanned files is C:\ScanSoft Documents.
3. To print the document:
  1. From within the PaperPort screen, single click on the document named "DOC" to highlight it in red.
  2. Click on the printer icon on the bottom of the PaperPort screen.
  3. Select a printer.
  4. Click OK.

B. Scan directly to Email

If necessary, type in your pass code. Press Enter.

Select the Email tab.

On the left side select the To: button.

Using display key pad, type in employee's name OR complete email address.

Note: Valid entries include employee's first name, last name, first and last name together or login id, OR complete email address for recipients inside or outside of the Town.

After each recipient is entered, press Enter.

Make sure the name is selected then press Add.

Once all recipients are entered, press Done.

OPTIONAL STEP: Edit optional fields.

Enter cc and bcc fields by pressing cc or bcc then follow steps 2a-2d.

Edit subject by pressing subject button, then type in subject and press Enter.

Select Image Adjustment tab.

Select Stored Image Settings button.
Select Output Image Format button.
Select PDF button.
Select Save.

Optional: Double-sided scanning:

Select Image Adjustments tab.
Select Sides Imaged button.
Select 2 sided.
Select Save.

Place your item to be scanned on the paper feeder.

Press copier's Start button.

Check your email inbox for the scanned document. It will be attached to an email message in PDF format.

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Last updated: 06/21/05.