Multifunction printers have a vast number of features, yet many users are unaware of these, either through lack of training or fear of navigating the menu.
The different scan destinations
Scan to email
The scan to email is the most frequently-used function. Many companies spend a considerable amount of time sending standard documents such as contracts or signed purchase orders certified with the company’s stamp.
To do this, most people send their document to their email address then save the document on their desktop. They then send it to the recipient as an attachment to an email. Few people think to rename the document.
Did you know you can save time and carry out all of these tasks on your multifunction printer?
All you need is a touch screen for the process to become much simpler!
You will then be able to rename your document (e.g.: purchase order + company name) and send it as an attachment by entering the recipient’s address and selecting an email subject and body directly from the touch screen.
If you often send documents to the same recipient, to save time we recommend you enter the email into your contacts list, just like you do with your mobile phone.
Scan to folder
This enables you to send a document to a folder on your computer or server (on your company’s network). You can use this function to share a document with other users or to save it on your computer.
Scan to USB
Some multifunction printers enable you to scan to your USB stick, which can prove to be a real time-saver. If you are working away from the office and are short of time, you can scan documents to a USB stick and create a digital copy.
Scan to Cloud
A multifunction printer enables you to send documents to folders in a cloud using a cloud storage account.
The different formats
When you scan a document on a multifunction printer it is generally saved as a PDF. If necessary, you can change the format to one that suits you better. Depending on the type of equipment, this could be in JPEF, TIFF or XPS format.
You can also compress PDF files with some multifunction printers. Most inboxes have a maximum size for attachments, this PDF compression setting will ensure that your heavy emails get delivered.
This is also a good time-saver. A searchable PDF enables you to scan a document and then carry out a key word search. For example, if you need to find out if a particular multifunction printer is compatible with AirPrint, scan the product description as a searchable PDF, you will then be able carry out a search for “AirPrint” and any hits will be highlighted in the document.
For sensitive documents, some models will allow you to “encrypt” PDF files. On a multifunction printer you will be able to enter a password, which will then be requested each time someone wants to open the document. You can also set up a password that will be requested each time someone wants to print the document. Most companies have confidential or sensitive documents, this feature stores the document in a file to be shared with other people, but only authorised users with the correct passwords will be able to open and print the document.
You are no doubt familiar with PDF/A files. This format is designed for the long-term preservation of files. Some multifunction printers will allow you to scan your documents in this format.