Xerox Phaser 8860MFP User Manual

							
Basic Scanning
Phaser® 8560MFP/8860M FP Multifunction Printer
5-4
Scanning Originals at the Printer
Select one of three destinations  for images when scanning orig inals at the printer’s control 
panel: Public Folder, private folder, or user name.
Note: Printing can continue while you are  scanning originals at the system.
Scanning to the Public Folder
To scan originals to the Public Folder at the control panel:
1. Press the  Scan button, select 
Scan To, and then press the  OK button. 
2. Select 
Public Folder, and then press the  OK button. 
3. Change the scan options on th e control panel, if desired.
4. Press the  Start button. The image is stored in the  Public Folder on the product’s hard 
drive.
5. Return to your computer and retrieve the images using CentreWare IS.
 
See also: 
Using CentreWare IS to Retrieve Images  on page 5-8
Scanning Options  on page 5-15
Scanning to a Private Folder
To scan originals to a privat e folder at the control panel:
1. Press the  Scan button, select 
Scan To, and then press the  OK button. 
2. Select 
. 
Private folders are listed alphabetically below 
Public Folder. If there are more than 
10 entries, the names are pla ced in alphabetic subgroups. 
3. Select the alphabetic subgroup for your  private folder, and then press the OK button.
4. Select your private folder, and then press the  OK button.
5. If prompted, enter your four-digit  password, and then press the OK button.
6. Change the scan options on th e control panel, if desired.
7. Press the  Start button. The image is stored in a private folder on the product’s hard drive. 
8. When you finish scanning, press the  Clear All button. This prevents the next person who 
uses the product from scanning files to  or deleting files from that location.
9. Return to your computer and retrieve the images using CentreWare IS.
 
See also: 
Creating a Private Folder  on page 5-30
Using CentreWare IS to Retrieve Images  on page 5-8
Scanning Options  on page 5-15
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Basic Scanning
Phaser® 8560MFP/8860M FP Multifunction Printer
5-5
Scanning to Your User Name
Your user name is the name that iden tifies your computer on a network. 
Identifying Your User Name
To identify your user name:
■If your user name is a company-assigned name , it could be your employee identification, 
or another name that may contain letters, numbers, or a combination of both, for example, 
XX09431 or jsmith. 
■If you do not have a company-assigned user name, your user name is the name you or 
someone else has given your computer. To locate your computer’s name:
■Windows users: Click  Start, click  Control Panel , and then click  System. Select the 
Computer Name  tab on the System Properties  screen. The computer’s name is 
displayed in the  Full computer name  field.
■Macintosh users: Open  System Preferences from the dock, and then click  Sharing in 
the  Internet and Network  area of the screen. The computer’s name is displayed in the 
Computer Name  field. 
Scanning Originals to Your User Name
To scan originals to a user name at the control panel:
1.Press the  Scan button, select 
Scan To, and then press the  OK button. 
2. Select a 
, and then press the OK button. 
User names are listed  alphabetically below 
Public Folder. If there are more than 
10 entries, the names are pla ced in alphabetic subgroups.
3. Select the alphabetic subgroup for yo ur user name, and then press the OK button.
4. Select your user name, and then press the  OK button.
5. If prompted, enter your four-digit  password, and then press the OK button.
6. Select a template to use for this  scan job, and then press the OK button. If you have not set 
up a template, select 
Default. The image is scanned using the current control panel 
settings.
7. Change the scan options on th e control panel, if desired.
8. Press the  Start button. The image is sent to a special  folder on the hard drive of the user’s 
computer. 
9. When you finish scanning, press the  Clear All button. This prevents the next person who 
uses the system from scanning files to  or deleting files from that location.
10. Return to your computer and retrieve  the images using the Xerox Scan Utility.
 
See also: 
Managing Scan Templates  on page 5-20
Adding a Password for Scanning to Your Computer  on page 5-29
Using the Xerox Scan Utility  on page 5-9
Scanning Options  on page 5-15
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Basic Scanning
Phaser® 8560MFP/8860M FP Multifunction Printer
5-6
Using Walk-Up Scanning
With the Xerox Scan Utility, you can scan do cuments to your computer from any Xerox 
multifunction system that has Walk-Up scanning  capability. You do not need to install the 
specific scan drivers for each system.
 
To perform Walk-Up scanning on the Phaser 8560MFP/8860MFP printer:
1. Access the Xerox Scan Utility on your computer: 
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock. 
2. Select the  Walk-Up Scanning  tab.
3. Click the  Start Walk-Up Scanning  button.
4. Follow the instructions in the  Walk-Up Scanning dialog box to scan the document at the 
system:
a. Place the document  facedown on the system’s document glass or  faceup in the 
document feeder.
b. On the control panel, press the  Scan button.
c. Select 
Scan To, and then press the  OK button.
d. Select your user name, and then press the  OK button.
e. If prompted, enter your four-digit numeric password, and then press the  OK button.
f. Select a template from the list displayed.  If you have not set up a template, select 
Default. The image is scanned using default settings.
g. If desired, change the scan  options on the control panel.
h. Press the  Start button.
5. At your computer, click the  Finished button in the Xerox Scan Utility’s  Wa l k - U p  
Scanning  dialog box, and then view or retrieve images on the  Scan to Email or Copy to 
Folder  tab.
 
See also: 
Including Scanned Images in Email  on page 5-9
Copying Scanned Images to Folders  on page 5-11
Managing Scan Templates  on page 5-20
 
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-7
Retrieving Scanned Images
This section includes:
 ■Using CentreWare IS to Retrieve Images  on page 5-8
■Using the Xerox Scan Utility on page 5-9
■Importing Images into an Application on page 5-12
The method you use to view and retrieve imag es depends on how the system is connected to 
your computer, the destination you  choose for the scanned image, and the operating system, as 
displayed in the following table.
 
Note: Using a method other than CentreWare IS re quires installation of the scan driver from 
the  Software and Documentation CD-ROM .
Windows Macintosh Unix
Method Vista, 2000, 
XP, Server  2003 OS X, Version 
10.3 or Higher
Using CentreWare IS (page 5-8)
Using the Xerox Scan Utility 
(page 5-9)
Importing into another application 
(page 5-12)
= Available with a TCP/IP network connection.
= Available with a USB connection.
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-8
Using CentreWare IS to Retrieve Images
If your Phaser 8560MFP/8860MFP printer is connected to a network, use CentreWare IS to 
view, retrieve, or delete images scanned from the  Public Folder or from a private folder on the 
product’s hard drive.
 
To retrieve a scanned image using CentreWare IS:
1. Launch your web browser.
2. Enter your system’s IP address in the browser’s  Address field. 
3. Click the  Scans button to view the  Scans tab. 
4. To retrieve images from the Public Folder:
a.Select  Public Folder  on the left navigation panel.
b. Click the thumbnail of the image you want to retrieve.
c. Select the desired file format from the  Retrieve As drop-down list next to the image.
d. Click the  Go button.
e. Follow the prompts to save the image to  the desired location on your computer 
(Windows), or save the image from the app lication in which it opened (Macintosh).
5. To retrieve images from a private folder:
a.Select  Private Folders  on the left navigation panel.
b. Select the name of the privat e folder in the list displayed.
c. If prompted, enter the folder’s four -digit password, and then click the  OK button.
d. Click the thumbnail of the image you want to retrieve.
e. Select the desired file format from the  Retrieve As drop-down list next to the image.
f. Click the  Go button.
g. Follow the onscreen prompts to save the  image to the desired location on your 
computer (Windows), or save the image  from the application in which it opened 
(Macintosh).
 
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-9
Using the Xerox Scan Utility
This section includes:
 ■Including Scanned Images in Email  on page 5-9
■Copying Scanned Images to Folders  on page 5-11
Use the  Scan to Email  or Copy to Folder  tabs in the Xerox Scan Utility to view and retrieve 
images scanned to your computer from a Phaser 8560MFP/8860MFP printer. You can save the 
images in a specific folder or include th e images as attachments in email messages.
Including Scanned Images in Email
When sending scanned images as attachments to  email, you can use an email profile that has 
been saved with specific settings,  or you can attach scanned images to an email and select new 
settings without using a saved profile.
Using an Email Profile
To send scanned images as attachment s in an email using an email profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Scan to Email  tab.
3. Select one or more images you want to send in an email. 
4. Select the profile you want to use from the  Email Profiles drop-down list.
The fields for  Attachment Base Name , To , CC , Subject , and Message  display 
information that applies to the saved profile.
5. If desired, enter a different name in the  Base Attachment Name field and select new 
email settings. The Xerox Scan U tility adds the base name to the front of the file name. 
6. Click the  Copy to Email  button to open your email applic ation. The selected images are 
attached to the email.
7. If desired, make additional changes to th e email message, and then send the email.
 
Using No Email Profile
To send scanned images as attachment s in an email without using a profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Scan to Email  tab.
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-10
3.
Select one or more images you want to send in an email. 
4. If desired, enter a different name in the  Base Attachment Name field. The Xerox Scan 
Utility adds the base name to  the front of the file name.
5. Enter the appropriate em ail information in the To, CC , Subject , and Message  fields.
6. Click the  Copy to Email  button to open your email applic ation. The selected images are 
attached to the email.
7. If desired, make additional changes to th e email message, and then send the email.
 
See also: 
Managing Scan Templates  on page 5-20
Managing Folder and Email Profiles  on page 5-24
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-11
Copying Scanned Images to Folders
When copying scanned images to a folder, you  can use a folder profile that has been saved 
with specific settings, or you can copy scanne d images to a folder and select new settings 
without using a saved profile.
 
Using a Folder Profile
To copy scanned images to a  folder using a folder profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Copy to Folder  tab.
3. Select one or more images yo u want to copy to a folder.
4. Select the profile you want to  use from the list displayed in the  Folder Profiles field 
drop-down list.
5. If desired, enter a different name in the  Base File Name field and select a new folder 
location. The Xerox Scan Utility  adds the base file name to the front of the file name.
6. Click the  Copy to Folder  button to copy the select ed images to the folder.
 
Using No Folder Profile
To copy scanned images to a  folder without using a profile:
1. Access the Xerox Scan Utility on your computer:
■Windows : Right-click the Xerox Scan Utility ic on on the taskbar, and then select 
Xerox Scan Utility . If the icon does not appear in the taskbar, click  Start, select 
Programs , select Xerox Office Printing , select Scanning , and then select  Xerox 
Scan Utility .
■Macintosh: Click the Xerox Scan Utility icon in the dock.
2. Select the  Copy to Folder  tab.
3. Select one or more images yo u want to copy to a folder. 
4. If desired, enter a different name in the  Base File Name field. The Xerox Scan Utility 
adds the base file name to  the front of the file name.
5. Enter the folder path where you  want to save the file in the Save To field, or click the 
Browse  button to locate the folder.
6. Click the  Copy to Folder  button to copy the selected  images to the folder.
 
See also: 
Managing Scan Templates  on page 5-20
Managing Folder and Email Profiles  on page 5-24
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-12
Importing Images into an Application
This section includes:
 ■Importing Scanned Images into a Windows Application (TWAIN)  on page 5-12
■Using the WIA Image Manager in a Windows Application on page 5-13
■Using the Xerox Scan Utility in a Ma cintosh OS X Application (TWAIN) on page 5-14
You can import images scanned to your co mputer from a Phaser 8560MFP/8860MFP printer 
into Windows or Macintosh applications on your computer.
Importing Scanned Images into a  Windows Application (TWAIN)
To import images into an application for Windows 2000, Windows XP, Windows Server 2003, 
and Windows Vista:
 
 
1.Open the file in which yo u want to place the image.
2. Select the application’s menu item to acquire  the image. For example, if you are using 
Word to place an image in a document:
a. Select  Insert. 
b. Select  Picture . 
c. Select  From Scanner or Camera . 
d. Select the scanner, and then click the  Custom Insert button.
The window  displays thumbnails of the images in  the folder. The date and time that the 
image was scanned appears below each thumbnail. 
■If you move your mouse over the thumbnail, a pop-up message displays information 
including the resolution and size of the image file.
■If you recently scanned an image and  do not see it displayed, click the Refresh button.
3. Select the image you want to import. Some  applications allow you to import multiple 
images: 
■To select more than on e image, hold down the  Ctrl key on your keyboard as you select 
each image. 
■To import all of the images  in the folder, select the Edit menu, and then select  Select 
All .
4. Click the  Retrieve button. A copy of the image is transferred to the location in your 
application. If you want to delete  the images you selected, click the  Delete button. 
Note: For more information, click the  Help menu to view online help.
 
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Retrieving Scanned Images
Phaser® 8560MFP/8860M FP Multifunction Printer
5-13
Using the WIA Image Manager in a Windows Application
You can import images that you scanned from the product to your computer into an application 
using the WIA Image Manager on Windows XP, Windows Server 2003, and Windows Vista. 
 
To import scanned images  into an application:
1. Open the file in which yo u want to place the image.
2. Select the application’s menu item to acquire  the image. For example, if you are using 
Microsoft Word to place an image in a document:
a. Select  Insert. 
b. Select  Picture . 
c. Select  From Scanner or Camera . 
d. Select the scanner, and then click the  OK button.
3. In the  Get Pictures from WIA Xerox Phaser 8560MFP  (or Phaser 8860MFP)  window, 
open the folder to view thumbnails of  the images. The filename appears below each 
thumbnail.
4. To see details of an image file:
a.Select the image.
b. Click  View picture information . The  Properties  dialog box displays information 
about the file size and the date an d time that the image was scanned.
c. Click the  OK button to close the dialog box.
5. Select the image you want to import. Some  applications enable you to import multiple 
images: 
■To select more than on e image, hold down the  Ctrl key on your keyboard as you select 
each image. 
■To import all of the images  in the folder, select the Edit menu, and then select  Select 
All .
6. Click the  Get Pictures  button.
A copy of the image is transferred to th e location selected in your application.
Note: If you want to delete the images you selected, click the  Delete button.
 
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