Information Technology Operations (ITO)

Scanning Files with the Xerox

Scanning at the Xerox is simple. First you must log in by entering the "TMCC" Account ID and your PIN:

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Next, you have two options: either send a scanned file to an e-mail address (or addresses) or send the scanned file to a network location.

Tip: Sending a scanned file to an e-mail is very fast when dealing with a small number of pages.

Scan to E-mail

  1. Select the E-mail tab or if not available select the "All Services" tab and then press the E-mail button (see below):
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  2. On the left-hand side under "Send:", select the "To..." button (see below).
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  3. This action will bring up the screen below that allows you to enter in the e-mail address of the individual to whom you wish to send the scanned file. As a convenience, the Xerox 430 Document Center will allow you to only enter in the first few letters of the e-mail address and then it will search for those e-mail addresses that most closely match the search pattern. For example, in the screen below, the first four letters were entered. When the "Enter" button is selected, the Xerox will search for the matching e-mail address.
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  4. The search results will display the e-mail addresses that most closely match the search query (see below). Ensure that the "E-mail Address" listed on the right hand side of the screen is correct. If it is correct, select the "Add" button. You now have the option to repeat the process and add additional e-mail addresses to send the scanned file. If you have completed adding e-mail addresses, select the "Done" button.
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  5. As shown below, if you have completed adding e-mail addresses to the Address List (see the right side below), then load the documents you wish to scan in the document tray and then press the Start button. This will scan the documents and send the scanned file to the e-mail address or addresses as an Adobe Acrobat PDF file.
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Scan to Network Location

Select the "Network Scanning" button from the console (see illustration 1.X).

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The default scanning "template" requires you to place your document in the document feeder on top of the Xerox in order to successfully scan. Once your document is in the document feeder, just press the Green Start button and your Scan will take place. Other templates will be developed in the future as need arises.

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Wait for the Confirmation Page to determine the network location and newly created file name of the document just scanned. Verify that the file scanned correctly by checking "File Settings-Status-Results" for the word "Completed." If the file did successfully scan, next look under "File Settings-Destination- Folder." The listed (for example, 29140609) is the name of your scanned file.

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Return to your computer and access the "Transfer" directory which is normally the T drive on your computer via Windows Explorer.

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Next, access the "XRXSCAN" folder within Transfer (see below). Locate your file and save it to your network ("H") or local ("C") drive-see above. Open the file from the location you saved it. If your computer does not have software on it to open .TIF files (for example, Microsoft PhotoEditor or Kodak Imaging Software), then there is an excellent freeware software package called IRView32 that is available for download. Optical Character Recognition software is available for use by TMCC employees by contacting the Help Desk.

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The Transfer directory is accessible by anyone logged into the TMCC network. Because of that, it is strongly suggested that you move the file you successfully scanned from this location to your local hard drive or your own file space on the network. Approximately every 30 days, files within the Transfer and Xrxscan directories are deleted.

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