Xerox WorkCentre 7775 User Manual

							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 111
Scanning Overview
Scanning is an optional printer feature providing several methods for scanning and storing an original 
document. The scanning procedure used with the WorkCentre 7755/7765/7775 differs from that of 
desktop scanners. Because the printer is normally connected to a network rather than directly to a 
single computer, you select a destination for the scanned image at the printer.
The printer supports the following scanning capabilities:
• Scan a document and store the image on the printer’s hard drive.
• Scan original document to a document repository on a network server.
• Scan original document to an email address.
• Scan original document to your home directory.
• Create scan templates and download scanned images to your computer using Xerox Scan Utility.
• Import scanned images into applications using TWAIN and WIA.
Notes:
•The printer must be connected to a network to retrieve a scan file.
•Scanning must be enabled before use. For details, see the System Administrator Guide at 
www.xerox.com/office/WC7755_WC7765_WC7775docs or CentreWare IS help.
•Print, copy, and fax jobs can print while you are scanning original documents or downloading 
files from the printer’s hard drive.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide112
Loading Original Documents
All scanning tasks begin with loading the original document in the printer. Use the document glass for 
single page jobs, or originals that will not feed through the document feeder. Use the document feeder 
for multiple or single page jobs.
Using the Document Glass
Lift the document feeder cover and place the original facedown, towards the back, left corner of the 
document glass as shown.
Using the Document Feeder
Insert originals faceup. Adjust the paper guides so they fit against the originals.
wc77xx-032
wc77xx-031
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 113
Scan to a Folder
This section includes:
•Scanning to the Public Folder on page 113
•Retrieving Scan Files to Your Computer Using CentreWare IS on page 114
•Using a Private Folder on page 114
Scanning to a folder is the simplest scanning method. A folder is storage space in the printer’s internal 
hard drive. When you scan a document at the printer, the scan file is stored in folder on the hard drive. 
You then retrieve the stored scan file to your computer using CentreWare IS.
The printer provides a Public Folder to store scanned images. This folder is available to all users without 
requiring a password. Your scanned documents can be viewed by all users. If desired, you can create a 
password-protected private folder accessible only by you. See Using a Private Folder on page 114.
Note:Scanning to a folder must be enabled by the system administrator.
Scanning to the Public Folder
Documents can be scanned to, and retrieved from, the folder without a password.
1. Load the original on the document glass or in the document feeder.
2. Press the Services Home button.
3. On the touch screen, touch Workflow Scanning.
4. From All Templates, touch _PUBLIC.
Notes:
•When you scan a document to a folder, the default settings create a 1-sided, color PDF 
document. These settings can be changed using the printer’s control panel, or at your computer 
using CentreWare IS.
•Settings chosen using CentreWare IS can be overridden using the printer’s touch screen.
5. To change any of the scan settings, use the four buttons at the bottom of the touch screen: Output 
Color, 2-Sided Scanning, Original Type and Scan Presets, to select the desired options for the 
scan. For details, see Setting Scan Options on page 131.
6. Press the green Start button. The Job Progress screen appears on the printer’s control panel.
When the scan is complete, the printer’s touch screen will redisplay the Workflow Scanning tab. The file 
is stored in the Public folder on the printer’s hard drive. You can then retrieve the file to your computer 
using CentreWare IS.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide114
Retrieving Scan Files to Your Computer Using CentreWare IS
Scanned files are retrieved by copying them from the printer to your computer’s hard drive.
1. At your computer, launch your Web browser.
2. Type the printer’s IP address into the Web browser’s address bar, then press Enter to open 
CentreWare IS.
Note:If you don’t know your printer’s IP address, see Finding The Printer’s IP Address on page 37.
3. Click the Scan tab.
4. In the Display section, click the Mailboxes button.
5. In the Scan to Mailbox section, click Default Public Folder. The Fo l d e r  Co nte nt s window contains 
your image file.
Note:If your image file is not displayed, click Update View.
6. In the Action section, select one of the following options, then click the Go button:
•Download: saves a copy of the file to your computer. When prompted, click Save, then choose 
where you wish the file to be saved on your computer. You can then open the file or close the 
dialog box.
•Reprint: prints the file on the printer without saving a copy of the file to your computer.
•Delete: deletes the file from the mailbox. When prompted, click OK to delete the file or Cancel: 
cancel the operation.
Using a Private Folder
Your system administrator may have created private folders on the printer. A private folder may require 
the use of a password. After selecting the private folder, touch Enter Password for Folder, then enter 
the password for the folder using the touch screen keyboard.
You can use CentreWare IS to create a private folder yourself using the following procedure.
Creating a Private Folder
1. Launch your Web browser.
2. Type the printer’s IP address into the Web browser’s address bar, then press Enter to open 
CentreWare IS.
Note:If you don’t know your printer’s IP address, see Finding The Printer’s IP Address on page 37.
3. Click the Scan tab.
4. In the Display section, click the Mailboxes button.
5. In the Scan to Mailbox section, click Create Folder.
6. Enter a name for the folder and, if desired, create a password.
7. Click the Apply button.
Your private folder is now available for use, and will appear in the folder list in CentreWare IS and on 
the printer’s touch screen under Local Templates, indicating that its contents will be stored locally on 
the printer’s hard drive.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 115
Scan to a Network File Repository
Scanning to a network file repository is a feature of Workflow Scanning. Documents you scan are sent 
to a document repository on a network server configured by your system administrator.
Note:Scanning to a network file repository must be enabled by your system administrator.
To use the scan to a network file repository feature:
1. On the printer’s control panel, press the Services Home button.
2. Touch Workflow Scanning.
3. From All Templates, select the template created by your system administrator.
Note:Templates must be created by the system administrator. For details, see the System 
Administrator Guide at www.xerox.com/office/WC7755_WC7765_WC7775docs.
4. The template defines the scan settings as well as the destination of the image. To change any of 
the scan settings, use the four buttons at the bottom of the control panel, Output Color, 2-Sided 
Scanning, Original Type and Scan Presets, to select the desired options for the scan. For details, 
see Setting Scan Options on page 131.
5. Place the document original in the document feeder or on the document glass, then press the 
green Start button.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide116
Scan to an Email Address
Scanning to an email address is a feature of Workflow Scanning. Scanned documents are sent as 
attachments to email.
Note:Scanning to an email address must be enabled by your system administrator.
To send a scanned image to an email address:
1. On the printer’s control panel, press the Services Home button.
2. Touch the E-Mail icon.
3. To change the From… address, touch From…
Note:The From… address was configured by your system administrator. You may or may not be 
able to change the From… address.
Enter the email address using the touch screen keyboard, then touch Save.
4. Touch New Recipient.
You can enter the full email address using the touch screen keyboard or by getting the email 
address from the Address Book. Enter the recipient name or part of the name, depending on how 
the address book is set up, then touch Search.
5. Touch Add to add the recipient to the list.
6. Repeat steps 4 to 5 to add additional recipients to the list. When all recipients have been added to 
the list, touch Close.
7. A default subject is provided for the email. To change the subject, touch Subject, then enter the 
new subject using the touch screen keyboard. When finished, touch Save.
8. Place the document original in the document feeder or on the document glass, then press the 
green Start button.
To send a scanned image to an email address in the Address Book:
1. On the printer’s control panel, press the Services Home button.
2. Touch E-mail.
3. Touch Address Book.
4. Touch Public in the Address Book’s drop-down list.
5. Enter the name of the recipient of your email.
6. Touch Search.
7. The public address book searches for the name and displays a list. Select the name from the list.
8. Touch To :, then touch Close.
9. Place the document to email in the document feeder or on the document glass, then press the 
green Start button.
If desired, use the four buttons at the bottom of the touch screen: Output Color, 2-Sided 
Scanning, Original Type and Scan Presets, to select the desired options for the scan.
See also: 
Setting Scan Options on page 131
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 117
Setting Email Options
You can override the template settings and change the following email settings:
•File Name
•File Format
•Message
• Reply To
To change the File Name, Message or Reply to email options:
1. On the printer’s control panel, touch the Services Home button.
2. Touch E-Mail, then touch the E-mail Options tab.
3. Touch File Name, Message, or Reply to, then delete or modify the default text using the touch 
screen keyboard.
4. Touch Save.
To change the file format:
1. On the printer’s control panel, press the Services Home button.
2. Touch E-Mail, then touch the E-mail Options tab.
3. Touch File Format, then select the desired file type. Each file format is described when selected.
4. Touch Save to accept the file format.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide118
Scan to Home
The Scan to Home feature allows you to scan a document to your home directory.
Note:Scan to Home must be enabled by your system administrator.
To use the Scan to Home feature:
1. On the printer’s control panel, press the Services Home button.
2. From All Templates, select the template created by your system administrator.
3. The template defines the scan settings as well as the destination of the image. To change any of 
the scan settings, touch the four buttons at the bottom of the touch screen, Output Color, 2-Sided 
Scanning, Original Type and Scan Presets, to select the desired options for the scan. For details, 
see Setting Scan Options on page 131.
4. Place the document original in the document feeder or on the document glass, then press the 
green Start button.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 119
Using the Xerox Scan Utility
This section includes:
•Scanning Using the Xerox Scan Utility on page 119
•Creating Scan Templates on page 120
•Deleting Scan Templates on page 122
•Managing Xerox Scan Utility Folder and Email Profiles on page 123
•Importing Scanned Files into an Application on page 128
The Xerox Scan Utility (XSU) allows you to scan images from the printer directly to your computer. 
Scanned images are not stored in the printer. Using XSU, you can create scan templates, preview 
images, copy images to a folder on your computer, and copy images to email.
Note:You must install the scan drivers to use the Xerox Scan Utility. Fo r  d e t a i l s ,  s e e  t h e  System 
Administrator Guide at www.xerox.com/office/WC7755_WC7765_WC7775docs.
Scanning Using the Xerox Scan Utility
At the printer, load your original on the document glass or in the document feeder.
1. Press the Services Home button.
2. On the touch screen, touch Workflow Scanning.
3. From All Templates, select your template in the list. To create a template, see Creating Scan 
Te m p l a t e s  on page 120.
Note:Settings chosen using CentreWare IS can be overridden using the printer’s touch screen.
4. The Workflow Scanning screen appears. To change any of the scan settings, use the four buttons 
at the bottom of the touch screen, Output Color, 2-Sided Scanning, Original Type and Scan 
Presets, to select the desired options for the scan. For details, see Setting Scan Options on 
page 131.
5. Press the green Start button. The Job Progress screen is displayed on the printer’s touch screen. 
When the scan is complete, the printer’s touch screen will redisplay the Workflow Scanning tab. 
Your file is stored in the selected folder on the destination computer’s hard drive.
Notes:
•A password may be required when scanning to a template. Contact your system administrator.
•If scanning fails, a confirmation page will print. If the scan completes successfully, the page will 
not print. For details, see the System Administrator Guide at 
www.xerox.com/office/WC7755_WC7765_WC7775docs.
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							Scanning
WorkCentre 7755/7765/7775 Multifunction Printer
User Guide120
Creating Scan Templates
This section includes:
•Creating a Template with an Image View Setting on page 120
•Creating a Template to Scan Images Directly to a Folder on page 121
•Template File Formats and Names on page 122
•Creating Unique Image File Names on page 122
Scan templates contain file type, resolution, and document original size settings. You can specify 
additional settings to retain thumbnail images, or you can select a folder destination so that when 
images are scanned, they are automatically copied into a designated folder on your computer.
You must create a scan template before you can download images to your computer or import images 
to applications using TWAIN or WIA.
Creating a Template with an Image View Setting
To create a new template or edit an existing template with the option to retain thumbnail images in 
the XSU:
1. Access the Xerox Scan Utility on your computer:
• Windows: Right-click the Xerox Scan Utility icon in the taskbar, then select Open Xerox Scan 
Utility. If the icon does not appear in the taskbar, click Start, select All Programs, or Programs if 
you are using Windows Classic View, select Xerox Office Printing > Scanning > Xerox Scan Utility.
• Macintosh: Navigate to Applications > Xerox > Xerox Scan Utility, then double-click the Xerox 
Scan Utility.
2. Click the Scan Settings tab, then select the desired settings for the template: Color, Black and 
White, Original Size, Resolution, Original Type, File Format, and Sides to Scan.
3. Click the Preview image in Xerox Scan Utility option to view the scanned image in both the Scan 
to Email and Copy to Folder tabs. From these tabs you can select the appropriate folder or email 
profile settings to use with your scanned images.
4. Select one of the following options:
• To create a new template for the settings you selected, type the name for the new template in 
the Saved Template Settings field.
• To edit an existing template with the settings you selected, select a template from the list 
displayed in the Saved Template Settings drop-down list.
5. Edit the settings, then click Save to save the settings for the template.
Note:Spaces are not permitted in template names.
The template will now appear in the list of templates on the Workflow Scanning tab on the printer’s 
touch screen.
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