Xerox WorkCentre 7775 User Manual

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WorkCentre 7755/7765/7775 Multifunction Printer
User Guide 121
Creating a Template to Scan Images Directly to a Folder
To create a template that places scanned images in a specific folder destination on your computer:
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 Send image directly to folder option to send the scanned images directly to a 
designated folder without first viewing the images. Enter information in the following fields:
a. To create a unique file name for one or more of the scanned images in the thumbnail view, 
enter a file name in the Base File Name field.
b. 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.
c. Select one of the following options:
• Leave the Save a copy in Xerox Scan Utility option selected. This enables thumbnail views 
of the scanned images to remain in the Copy to Folder and Scan to Email tabs. This is the 
default setting.
• Clear the check mark in the Save a copy in Xerox Scan Utility option. This turns off 
thumbnail views of the 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. Click the Save button to save the settings for the new or revised template.
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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Template File Formats and Names
Supported file types:
•JPEG
• Multi-page TIFF
•PDF
•PDF/A
•Single-page TIFF
•XPS
Unsupported file types:
•BMP
•GIF
Single-page File Naming Format (JPEG and Single-page TIFF): DOC_xxx_yyyy-mm-dd_hh-mm-ss.JPG 
(or .tif) where xxx = sequence (page) number, etc.
Multi-page File Naming Format (Multi-page TIFF, PDF, PDF/A, XPS): DOC_yyyy-mm-dd_hh-mm-ss.tif 
(or .pdf, or .xps).
Creating Unique Image File Names
When you assign a name to a scanned image, the image displays with the date and time the image 
was scanned appended to the name. For example:
•If you enter the name report as the name for an image that was scanned at 1:45:15 PM on July 1, 
2008, the image name is: report_2008-07-01_13.45.15.xxx.
• If you enter the name report for several images that were scanned at varying times on July 1, 2008, 
the names are: report_2008-07-01_13.45.15.xxx, report_2008-07-01_13.45.25.xxx, and 
report_2008-07-01_13.47.32.xxx. The date and time information is unique for all scanned images.
Deleting Scan Templates
To delete a scan template:
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.
3. Select the template you want to delete in the Saved Template Settings drop-down list.
4. Click the Delete button.
5. When prompted, confirm that you want to delete the template. The template will be deleted from 
the template list in Xerox Scan Utility and from the template list on the printer’s touch screen.
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User Guide 123
Managing Xerox Scan Utility Folder and Email Profiles
This section includes:
•Creating or Editing Email Profiles on page 123
•Deleting Email Profiles on page 124
•Creating or Editing Folder Profiles on page 124
•Deleting Folder Profiles on page 125
With the Xerox Scan Utility, you can create profiles to be reused when sending scanned images as 
email attachments or when copying scanned images to specific folders. Profiles eliminate the need for 
re-entering the same email or folder destination information.
Creating or Editing Email Profiles
To create or revise an email profile:
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 to Email tab.
3. Select one of the following options:
• To create a new profile, enter the name for the new profile in the Email Profiles field.
• To edit an existing profile, select a profile from the list displayed in the Email Profiles drop-
down list.
4. To create a unique name for one or more of the scanned images in the thumbnail view:
a. Select the images, then enter a file name in the Base Attachment Name field.
b. Enter the appropriate information in the To, CC, Subject, and Message fields.
5. Click the Save button to save the settings for the new or revised profile.
Note:When you enter a name for images in the Base Attachment Name field, and save the profile, 
the file name is the name you entered and the unique date and time each image was scanned.
See also: 
Creating Unique Image File Names on page 122
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Deleting Email Profiles
To delete an email profile:
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 to Email tab.
3. Select the profile you want to delete in the Email Profiles drop-down list.
4. Click the Delete button.
5. When prompted, confirm that you want to delete the profile.
Creating or Editing Folder Profiles
To create or revise a folder profile:
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 Copy to Folder tab.
3. Select one of the following options:
• To create a new profile, enter the name for the new profile in the Fo l d e r  Pro f i l e s field.
• To edit an existing profile, select a profile from the list displayed in the Folder Profiles drop-
down list.
4. To create a unique name for one or more of the scanned images in the thumbnail view:
• Select the images, then enter a file name in the Base File Name field.
• 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.
5. Click the Save button to save the settings for a new or revised profile.
Note:When you enter a new file name for images in the Base File Name field, and the profile is 
saved, the new file name displays the name you entered and the unique date and time each image 
was scanned.
See also: 
Creating Unique Image File Names on page 122
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Deleting Folder Profiles
To delete a folder profile:
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 Copy to Folder tab.
3. Select the profile you want to delete in the Folder Profiles drop-down list.
4. Click the Delete button.
5. When prompted, confirm that you want to delete the profile.
Using the Scan to Email and Copy to Folder Tools
Use the Scan to Email or Copy to Folder tools in the Xerox Scan Utility to attach scanned images to 
email messages or copy them to local or network folders.
This section includes:
•Scan to Email Tab on page 125
•Using an Email Profile for Scanned Image Attachments on page 125
•Selecting New Email Settings to Send Scanned Image Attachments on page 126
•Copy to Folder Tab on page 126
•Using a Folder Profile When Copying Scanned Images to a Folder on page 127
•Selecting New Folder Settings When Copying Scanned Images to a Folder on page 127
•Deleting Image Files Using the Xerox Scan Utility on page 128
Scan to Email Tab
When sending scanned images as attachments to email, you can use a saved email profile or manually 
enter one or more addresses, a subject and message text.
Using an Email Profile for Scanned Image Attachments
To send scanned images as attachments in an email using an email profile:
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, select Scanning, and then 
select Xerox Scan Utility.
• Macintosh: Navigate to Applications > Xerox > Xerox Scan Utility, then double-click the Xerox 
Scan Utility.
2. Click the Scan to Email.
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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 Utility adds the scan date and time information for each image to the end 
of the file name.
Note:For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file 
name extension, then enter the new file name report in the Base Attachment Name field, the 
actual file name becomes: report_2008-04-27_10.15.07.pdf.
6. Click the Copy to Email button to open your email application. The selected images are attached 
to the email.
7. If desired, make additional changes to the email message, then send the email.
Selecting New Email Settings to Send Scanned Image Attachments
To send scanned images as attachments in an email without using a profile:
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 to Email tab.
3. Select one or more images you want to send in an email.
4. Enter a name in the Base Attachment Name field. The Xerox Scan Utility appends the scan date 
and time information for each image to the end of the file name.
Note:For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file 
name extension, then enter the new file name report in the Base Attachment Name field, the 
actual file name becomes: report_2008-04-27_10.15.07.pdf.
5. Enter the appropriate information in the To, CC, Subject, and Message fields.
6. Click the Copy to Email button to open your email application. The selected images are attached 
to the email message.
7. If desired, make additional changes to the email message, and then send the email.
Copy to Folder Tab
When copying scanned images to a folder, you can use a folder profile that has been saved with 
specific settings.
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Using a Folder Profile When Copying Scanned Images to a Folder
You can create a folder profile to save folder destinations that you frequently use. 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 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 Copy to Folder tab.
3. Select one or more images you want to copy.
4. Select the profile you want to use from the list displayed in the Fo l d e r  Pro f i l e s 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 appends the scan date and time information for each image to the end of the 
file name.
Note:For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file 
extension, then enter the new file name report in the Base File Name field, the actual file name 
becomes: report_2008-04-27_10.15.07.pdf.
6. Click the Copy to Folder button to copy the selected images to the folder.
Selecting New Folder Settings When Copying Scanned Images to a Folder
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 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 Copy to Folder tab.
3. Select one or more images you want to copy to a folder.
4. Enter a name for the image in the Base File Name field. The Xerox Scan Utility appends the scan 
date and time information for each image to the end of the file name.
Note:For example, if you scan an image at 10:15:07 AM on April 27, 2008, select PDF as the file 
name extension, then enter the new file name report in the Base File Name field, the actual file 
name becomes: report_2008-04-27_10.15.07.pdf.
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.
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Deleting Image Files Using the Xerox Scan Utility
Scanned images displayed in the Xerox Scan Utility are stored on your computer’s hard drive. To delete 
scanned images that are no longer needed using the Xerox Scan Utility:
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 to Email or Copy to Folder tab.
3. Select the images you want to delete.
4. Click the Delete Scanned Image button.
Importing Scanned Files into an Application
You can import images scanned to your computer from your printer into Windows or Macintosh 
applications on your computer.
This section includes:
•Importing Scanned Images into a Windows Application (TWAIN) on page 128
•Using the WIA Image Manager in a Windows Application on page 129
•Using the Xerox Scan Utility in a Macintosh OS X Application (TWAIN) on page 130
Importing Scanned Images into a Windows Application (TWAIN)
To import images into an application for Windows 2000, Windows XP, Windows Vista and Windows 
Server 2003:
1. Open the file in which you want to place the image.
2. Select the application’s menu item to acquire the image. For example, if you are using Microsoft 
Word 2003 to place an image in a document:
a. Click Insert.
b. Select Picture.
c. Select From Scanner or Camera.
d. Select the scanner, then click the Custom Insert button.
The Xerox Scan Utility window displays thumbnails of the scanned images. The date and time 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 a 
recently scanned image is not displayed, click the Refresh button.
3. Select the image you want to import. Some applications allow you to import multiple images.
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4. To select more than one image, hold down the Ctrl key on your keyboard as you select each image.
5. To import all of the images in the folder, select the Edit menu, then click Select All.
6. 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 details, click the Help menu to view online help.
Using the WIA Image Manager in a Windows Application
You can import images that you scanned from the printer to your computer into an application using 
the WIA Image Manager on Windows XP, Windows Vista and Windows Server 2003.
To import scanned images into an application:
1. Open the file in which you want to place the image.
2. Select the application’s menu item to acquire the image. For example, if you are using Microsoft 
Word 2003 to place an image in a document:
a. Click Insert.
b. Select Picture.
c. Select From Scanner or Camera.
d. Select the scanner, then click the OK button.
3. In the Get Pictures from WIA Xerox printer 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 and time that the image was scanned.
c. Click OK close.
d. Select the image you want to import. Some applications enable you to import multiple images.
5. To select more than one image, hold down the Ctrl key on your keyboard as you select each image.
6. To import all of the images in the folder, select the Edit menu, then click Select All.
7. Click the Get Pictures button.
A copy of the image is transferred to the location selected in your application.
Note:If you want to delete the images you selected, click the Delete button.
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Using the Xerox Scan Utility in a Macintosh OS X Application (TWAIN)
To import images into an application:
1. Open the file in which you want to place the image.
2. Select the application’s menu item to acquire the image. For example, if you are using Microsoft 
Word 2004 for Mac to place an image in a document:
a. Click Insert.
b. Select Picture.
c. Select From Scanner or Camera.
d. Select the scanner, then click the Acquire button.
The Scan to Email and Copy to Folder tabs on the Xerox Scan Utility display thumbnails of the 
images. Information about each image, including the template used, resolution, size of the image 
file, and the profile name and settings appears to the right of the thumbnail.
3. Select one or more images to import. Some applications allow you to select multiple images.
4. To select more than one image, hold down the Command button on your keyboard as you select 
each image.
5. To import all the images in a folder, click the Select All check box.
6. Click the Import button. A copy of the image is transferred to the location selected in your 
application. If you want to delete the images you selected, click the Delete button.
Note:For details, click the Help button.
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