Information Technology

Scanning Documents & Images with a Multi-Function Device (MFD)

You can choose to scan a document and save it as either an image file (.jpg) or as a Portable Document Format file (.pdf). The other general option available to you is to save it to your home drive (H) or another drive such as your department drive (J:\department) or on the special projects drive (V). Below are specific instructions for these options followed by more advanced information.

Note: The scanner does not recognize any item smaller than 8.5" x 11". When scanning an item smaller than this (receipt, picture, etc.) place a blank piece of paper behind the item and the scanner will use the base 8.5" x 11" image size.

Table of Contents

Scan image to your H:\ drive

1. Press Scanner button
2. On touchscreen, press Scan Image to Home button
3. Log in with your Windows user name and password using the touch screen
4. Place page(s) on scanner bed or sheet feeder in LANDSCAPE (top to left) orientation, face up
5. Press the Start button
6. When finished, press Project on touchscreen to log out

The image appears in your H:\ network drive with a file name of date+time.jpg. Each page creates a separate .jpg file.

Scan PDF to your H:\ drive

1. Press Scanner button
2. On touchscreen, press Scan PDF to Home button
3. Using the touch screen, log in with your Windows user name and password
4. Place page(s) on scanner bed or sheet feeder in LANDSCAPE (top to left) orientation, face up
5. Press the Start button
6. When finished, press Project on touchscreen to log out

The file appears in your H:\ network drive with a file name of date+time.pdf. Multiple pages through sheet feeder will create a single PDF file that includes all the pages scanned at once.

Scan image to another drive/folder

1. Press Scanner button
2. On touchscreen, press Image to Other Folder button
3. Using the touch screen, log in with your Windows user name and password
4. Look carefully at the list of drive letters. Touch the folder to the LEFT of the drive to use, not the name of the drive
5. Continue to touch folders in the left column until you see the location folder to use on the right. You may need to scroll down to find a folder name when navigating to a location.
6. To select the folder, touch the NAME of the folder on the right
7. Place page(s) on scanner bed. Color: Place item in LANDSCAPE, top to the LEFT. B/W: Place item in PROFILE.
8. Press the Start button
9. When finished, press Project on touchscreen to log out

Scan PDF to another drive/folder

1. Press Scanner button
2. On touchscreen, press PDF to Other Folder button
3. Using the touch screen, log in with your Windows user name and password
4. Look carefully at the list of drives. Touch the folder to the LEFT of the drive to use, not the name of the drive
5. Continue to touch folders in the left column until you see the location folder to use on the right. You may need to scroll down to find a folder name when navigating to a location.
6. To select the folder, touch the NAME of the folder on the right
7. Place page(s) on scanner bed. Color: Place item in LANDSCAPE, top to the LEFT. B/W: Place item in PROFILE.
8. Press the Start button
9. When finished, press Project on touchscreen to log out

Advanced settings:

1. After logging in and selecting the appropriate folder, touch the OK button on the screen.
2. Then touch the Scan Settings button on the screen, and change the settings as needed. The options available vary based on the original scan selection.
3. Modify the settings, then touch OK. Press the green Start button.

Switch to black and white PDF:

1. Press Scanner button
2. On touchscreen, press PDF to Other Folder button
3. Using the touch screen, log in with your Windows user name and password
4. Look carefully at the list of drives. Touch the folder to the LEFT of the drive name, not the name of the drive
5. Continue to touch folders in the left column until you see the location folder to use on the right. You may need to scroll down to find a folder name when navigating to a location.
6. To select the folder, touch the NAME of the folder on the right
7. Place page(s) on scanner bed. Color: Place item in LANDSCAPE, top to the LEFT. B/W: Place item in PROFILE.
8. Touch OK
9. Touch Scan Settings
10. Change Scan Type to "Grayscale"
11. When finished, press Project on touchscreen to log out

Scan two-sided document:

1. Press Scanner button
2. On touchscreen, press PDF to Other Folder button
3. Using the touch screen, log in with your Windows user name and password
4. Look carefully at the list of drives. Touch the folder to the LEFT of the drive name, not the name of the drive
5. Continue to touch folders in the left column until you see the location folder to use on the right. You may need to scroll down to find a folder name when navigating to a location.
6. To select the folder, touch the NAME of the folder on the right
7. Place page(s) on scanner bed. Color: Place item in LANDSCAPE, top to the LEFT. B/W: Place item in PROFILE.
8. Touch OK
9. Touch Scan Settings
10. Touch 2 sided
11. When finished, press Project on touchscreen to log out

Set a name for the scanned document:

1. Log in and select a folder. Touch OK on the screen.
2. Touch the Document Name button on the screen, and type the name of the document. Touch OK, then press the green Start button.

"paper size could not be detected" error:

Since the MFDs can only recognize standard paper sizes, if you try and scan something that is not standard it will return the "paper size could not be detected" error. This generally happens when you try to scan something smaller than a regular sized piece of paper (8.5" x 11"). In this case you can put a blank sheet of regular sized paper behind the item you want to scan. If you have something bigger than 8.5" x 11" you can try and use a piece of legal sized paper and place that behind the item to be scanned. For other irregular sizes please contact the Solution Center for help.

This document last reviewed May 2, 2013.