DocuMate 272 scanner user’s guide
DocuMate 272 scanner user’s guide
Copyright © 2005 Visioneer, Inc. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws. XEROX ® is a trademark of Xerox Corporation in the United States and/or other countries and is used under license. DocuMate is a trademark of Xerox Corporation used under license. All other Xerox product names and product numbers mentioned in this publication are trademarks of Xerox Corporation.
Table of Contents Table of Contents Welcome What’s in the Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 The Xerox DocuMate 272 Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 What You Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Documentation . . . . . . . . . .
Table of Contents Scanning from PaperPort Scanning from the Basic Interface or Advanced Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Scanning from the Basic Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Scanning from the Advanced Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Load and Scan Credit Cards and Identification Cards . . . . . . . . . . . . . . . . . .
Welcome Your new Xerox DocuMate 272 scanner can quickly scan singlesided or double-sided stacks of color and black-and-white documents and place their images on your computer. In addition, your scanner includes a Card Reader that can scan either or both sides of credit cards, driver’s licenses, medical cards, and other identification cards, and put their images on your computer as well. What’s in the Box Before proceeding, check the contents of the box.
Welcome The Xerox DocuMate 272 Scanner Paper guide LED Number Destination Selector button Simplex button Duplex button Status light Output tray ADF cover release Card Reader Power switch USB port Power jack Paper guide—Holds documents to scan through the Document Feeder. Adjusts to fit the width. LED Number—Shows the current scan setting for the Simplex and Duplex scanning buttons. A scan setting includes resolution, file type, brightness, color or black and white, destination, and so on.
Welcome What You Need An IBM-compatible PC with: • A CD-ROM drive • An available Universal Serial Bus (USB) port • A Pentium II (or higher) processor or equivalent • Microsoft Windows operating system: 2000 (Service Pack 4), Me, or XP (Service Pack 1 and 2) • Available megabytes (MB) of internal memory (RAM): • • 128 MB for Windows 2000 or Me • 256 MB for Windows XP 200 MB minimum of free hard disk space A VGA Monitor Recommended settings for your monitor are as many colors as possible—High
Installation Installation Installation is a quick, four-step process: 1. Assemble the scanner 2. Install the software 3. Connect and power on the scanner 4. Connect the USB cable to your computer Step 1: Assemble the Scanner To assemble the scanner: 1. Remove all shipping tape from the top and bottom of the scanner. 2. Carefully remove the protective foam from the ADF cover release, then press the release and open the automatic document feeder cover. ADF Cover Release 3.
Installation 1. Align the slots on the paper guide with the ridges on the scanner and slide it down until it snaps into place. 2. Insert the pins on each side of the output tray into the holes on the scanner. 3. Flip open the extension on the output tray so it is fully extended. 4. Proceed to “Step 2: Install the Software.
Installation Step 2: Install the Software NOTE: The software is on the two CD’s you received with your scanner. Please be sure to install from Disc 1 first. To install the software: 1. Start Microsoft Windows and make sure no other applications are running. 2. Insert Disc 1 into your computer’s CD-ROM drive. The CD automatically starts. NOTE: If the CD does not start, check the following: • Make sure you have inserted Disc 1. • Make sure the CD drive’s door is completely shut.
Installation 4. Make sure the boxes for Scansoft PaperPort, Scanner Driver, and OmniPage Pro are checked. NOTE: The OmniPage Pro software is required for installation. It provides extensive Optical Character Recognition (OCR) capabilities to your scanner as well as a special format for searchable PDF files (known as sPDF and nPDF). If you want to also install the other software, click their boxes as well. If you install the Kofax VRS software, you may see the following message.
Installation 8. On the Customer Information window, accept the current values or enter new information, and then click Next. 9. On the Setup Type window, click Next. 10. Click Install to begin the installation. 11. On the Product Registration window, do one of the following: • Select Register online, click OK, and then follow the registration instructions. • Select Print registration form, click OK, and then follow the instructions to complete and print the registration form.
Installation 15. On the Welcome to the One Touch 4.0 Setup Wizard window, click Next. 16. On the Xerox License Agreement window, read the license agreement. If you accept the terms, select I Agree, and click Next. During installation of the Full Feature Install you will see this window asking you to select one of the images for your Color Space setting. The Color Space setting sets the gamma value for the scanner so scanned items look good on your monitor.
Installation 18. When you see the “Complete the installation by connecting your hardware” window, STOP. Do NOT click OK yet. Leave the window open and proceed to the next section, “Step 3: Connect and Power On the Scanner”. NOTE: If you want to see more information about your scanner and a quick explanation of how to use the One Touch features, click the More button on the window. When you’re finished, return to the window above to continue with the installation process.
Installation To install using the Custom Install: 1. Choose Custom Install as your choice of installation. A window appears with the choice of Scanner Driver options. The options are: • One Touch 4.0 with TWAIN and ISIS (Full Install)—This is the recommended selection. When you select this option, the scanner gets the full functionality of One Touch 4.0 with TWAIN and ISIS drivers.
Installation 4. When you see the “Complete the installation by connecting your hardware” window, STOP. Do NOT click OK yet. Leave the window open and proceed to “Step 3: Connect and Power On the Scanner” on page 13. To select another Custom Installation Before changing the driver installation method, you need to remove the previous installation from you computer first and then re-install One Touch 4.0 when selecting a different option. 1.
Installation Step 3: Connect and Power On the Scanner Connect the power supply and power cord, and then turn the power on. To connect your Xerox DocuMate 272 scanner: 1. Plug the power supply into the power port on the scanner. NOTE: Only use the power supply (SA60-24 made by SinoAmerican) included with your scanner. Connecting any other type of power supply may damage your scanner, and will void its warranty. 2. Plug the power cord into the power supply and into a wall outlet. 3.
Installation Step 4: Connect the USB Cable The Xerox DocuMate 272 scanner connects to any available USB port. Check your computer’s manual for USB port locations. NOTE: You can connect the scanner to your computer while the computer is running. 1. Plug the USB cable into the USB port on the scanner and then into a USB port on the computer. The ports are identified with the USB symbols. USB You can also connect the scanner to a USB port on the computer’s keyboard if it has one, or to a USB hub.
Installation Your computer then recognizes that a scanner has been plugged into the USB port and automatically loads the appropriate software to run the scanner. Do not proceed until you receive a message that your computer has found the new hardware, or updated the driver database. If your computer is running Windows XP, you will see the following message. 2.
Installation 3. Click Close on the Installation Complete window. If you selected OmniPage for installation, a window tells you to insert the second CD to install it. 4. Follow the instructions to install OmniPage. 5. If you want to install additional applications on the CD, click Return to Main Menu. If you removed the CD from the CD drive and want to install other software, reinsert the CD Disc 1 into the drive.
Installation Additional Applications Available with Your Scanner Your scanner includes free, additional applications on the installation CD. 1. To install the other applications on the CD, return to the Main Menu screen and click Install Products. You’ll see the screen that shows the additional products. 2. See the following table to decide which software you would like to install. 3. Then click in the boxes of the other software you want to install, and click Install Now.
Installation Software About the Software QuickScan QuickScan Pro (QSP) is a standalone, out-of-the-box imaging solution that provides all the necessary capabilities for high-speed scanning, image enhancement, viewing, annotation, printing, and storing images, for both black-and-white and color pages. Its strengths include flexible job separation, barcode recognition, and, above all, usability. QuickScan Pro uses an ISIS-certified driver for scanning.
Installation Register Your Scanner Registering your scanner is very important because it provides you with access to our free telephone support service. Registration also gives you free access to software updates for your scanner. To register your scanner: 1. Right-click on the One Touch icon in the Windows System Tray (at the bottom right corner of the screen). The One Touch Icon 2. Choose Check for Online Updates from the pop-up menu. 3.
Scanning Scanning Your Xerox DocuMate 272 scanner scans paper documents placed in the Document Feeder, as well as medical cards and credit cards placed in the Card Reader. To scan documents, photos, magazine articles, business cards, and other paper items, use the Document Feeder. See “Load and Scan Documents” on page 21 for the steps to scan using the scanner’s buttons. See “Scan from the One Touch Button Panel” on page 24 for the steps to scan from your computer screen.
Scanning Load and Scan Documents When you press either the Simplex or Duplex button, documents are scanned using the scan settings indicated by the LED number. The scanned images are then sent to a software application (known as the Destination Application) on your computer. 1. Make sure the output tray is fully extended, and adjust the paper guide for the width of paper. NOTE: Remove any staples or paper clips from the documents before loading them into the automatic document feeder.
Scanning 3. Check the LED number to make sure you’re using the scan setting you want. To choose a new scan setting, press the Destination Selector button. The current scan setting. See “Check the Scan Settings Before Scanning” on page 23 to check the settings. Press the Destination Selector to cycle through the scan settings to select the one you want. 4. To scan a one-sided document, press the Simplex button. To scan a two-sided document, press the Duplex button.
Scanning Check the Scan Settings Before Scanning 1. To check the scan settings before scanning, press, hold down, and then release, either the Simplex or Duplex button. Press, hold down, and then release either button to see the setting for the selected LED number. The One Touch Button Panel appears with the description of the selected settings. This sample shows the current description of setting 6. This number corresponds to the LED on the scanner.
Scanning Scan from the One Touch Button Panel You can scan from the One Touch Button Panel on the screen. 1. Adjust the paper guide for the width of paper and load the documents with their tops into the automatic document feeder. For Simplex (one-sided) scans, load the documents face down. For Duplex (two-sided) scans, the documents can be face up or down because both sides are scanned. The One Touch Icon 2.
Scanning Using the One Touch Button Panel The One Touch Button Panel is also your on-screen set of controls for the scanner. The One Touch Button Panel shows information about the scanner and its settings. 1. To open the One Touch Button Panel, click the One Touch icon. It is located in the Windows System Tray at the bottom right corner of the screen. The One Touch Button Panel opens at its Button View, which shows the on-screen scanning buttons. The Button View 2.
Scanning 5. To navigate through the panel’s three views, click the green arrows at the top of the panel. Click these arrows to navigate through the panel’s three views. The Button View The Hardware View The Detail View • The Button View is your main scanner control panel. Use it to scan or to see all nine buttons. • The Detail View shows the current scan settings for a button. • The Hardware View shows the current scanners connected to your computer.
Scanning The Default One Touch Settings on Your Scanner When you receive your scanner, its settings are preconfigured to scan items for various basic tasks, such as email or fax, and then send the scanned image to an appropriate, preselected Destination Application. The following table shows these factorydefault settings. You can change any of these settings. Name Destination Application 1 Scan PaperPort Black&White @ 200dpi Duplex 8.
Scanning Configuring the One Touch Buttons Each One Touch button configuration consists of a Destination Application, a Scan Configuration, and a Document Format. The One Touch Properties window is where you select these three elements for a button. To open the One Touch Properties window: 1. Click the One Touch icon. It is located in the Windows System Tray at the bottom right corner of the screen. 2. Right-click a button on the One Touch Button Panel.
Scanning NOTE: Some of the options on the One Touch Properties Window (and other One Touch windows and dialog boxes) are “grayed out” and are not available. Grayed out options are not appropriate for your Xerox DocuMate 272 scanner. For example, on the figure below, the option “Use Document Feeder” is selected and “grayed out” because the Xerox DocuMate 272 is an ADF scanner and always uses the document feeder, so there’s no reason for you to select it.
Scanning Select Configuration—The list of available scan configurations for the selected button. The configuration settings include: scanning mode, resolution (dpi), page size, brightness, color saturation, hue, and gamma. To see a selected scan configuration’s settings, click its icon. Click the icon again to close the detailed information. Click the icon of a selected configuration to view its settings. The icons next to each scan configuration indicate the scanning mode.
Scanning Selecting New Settings for a Button For each of the nine One Touch buttons, you can select a new Destination Application, Scan Configuration, and Document Format. Click these arrows to see the properties for the button whose settings you want to change. Select a format for the scanned image Select a software application as the destination to send scanned documents. Select a configuration for scanning the item. To select new settings for the Scanner Button: 1.
Scanning To scan in color, select one of the configurations indicated by the small color icon, such as the Color Document configuration. The scan configuration list is preset for the application you select in the Select Destination list. If you select a different application, the configurations are for that application. However, you can create your own scan configurations as well. 4. Select a Format and Page(s) option. The available options apply to the Destination Application you select.
Scanning PaperPort Properties These properties apply to PaperPort, and are for designating the folder to receive your scanned items. 1. Select the PaperPort folder where you want the file of the scanned image to be located. 2. Click OK. 3. Click OK or Apply on the One Touch Properties window. When PaperPort opens after you finish scanning, the thumbnails of your scanned documents are on the Desktop in that folder.
Scanning Text Documents Properties These properties apply to Microsoft Word, Excel, Adobe Reader, and the other applications indicated by their icons in the list. The properties apply to the OCR settings for the applications. 1. Click in the OCR settings boxes for the options you want. The options will apply to all the applications in the group. Always send a file, even when no text was found—The scanned file is sent to the OCR reader even if the image does not appear to contain text.
Scanning 2. To add another application to the list, click the Add Application button. The Add Text Based Link dialog box appears. 3. Click Browse to find the application you want to add to the list. When you select the application using the Browse button, steps 1, and 2 on the dialog box are automatically filled in, and the application icon appears in step 3. 4. Select the icon in Step 3.
Scanning Image Documents Properties These properties apply to ScanSoft OmniPage Pro 12 that you received with your scanner, plus Microsoft Paint and other image processing applications. 1. Click in the Color document handling settings boxes for the options you want. The options will apply to all the applications in the group. Convert Bitmaps using Screen Resolution—Use this option to ensure that an image will fit on the computer’s screen.
Scanning Storage Properties These properties apply to the Destination Application named Transfer to Storage. If a CD burner is attached to your computer, you also use this dialog box to start the Burn to CD process. NOTE: If you do not have a CD burner attached to your computer, the CD options are not shown on the dialog box. The Burn to CD option is only available for Windows XP. 1. Click the Storage Layout options you want.
Scanning eMail Properties These properties apply to eMail applications so you can specify the folder for documents that you will attach to an eMail message. Microsoft Outlook and AOL Version 9 accept direct attachment of documents to a blank eMail message as soon as scanning is finished, but other eMail applications do not. If you’re using one of those applications, you need to know which folder contains the scanned documents so you can manually attach them to your eMail messages. 1.
Scanning 5. Select the options for color document handling. Convert Bitmaps using Screen Resolution—Use this option to ensure that an image will fit on the computer’s screen. When a computer screen is set to a lower resolution, bitmap images with a higher resolution may be too big to fit on the screen. Converting the bitmap image to match the screen resolution ensures that the image fits on the screen.
Scanning Because JPEG image files can be reduced in size, the JPEG format is often used for images on web pages, or if file size might be a problem when electronically sending the files. JPEG files are reduced in size by lowering their image quality, and you can select the degree of quality for your scanned images from the JPEG file format icon. The PDF format is often used to create images of text pages.
Scanning Text Formats Selecting the text format option also selects OCR processing as an automatic step for scanning. Therefore, when you scan a document with the text format selected, the text portions of the document are automatically converted to editable text. See “Scanning with Optical Character Recognition (OCR)” on page 55. Select a text format for documents with text or numbers, such as a business letter, report, or spreadsheet.
Scanning 3. Choose the file type that you want for the text format. Your selection of a file type pertains only to the button currently selected on the One Touch Properties window. Other buttons that have a text option selected as the Page Format are not affected, so you can set the text file type independently for each button. Simple Text—The .txt file format. Text with no formatting; used by the standard Microsoft Notepad application. Rich Text Format—The .rtf file format.
Scanning The OCR Options provide a series of selections for the OCR feature when you scan text. This menu option is only available if you have installed OmniPage Pro 12 on your computer. See “Selecting OmniPage OCR Options” on page 56 for details. Note that the OCR Options settings apply to all buttons. If you change them for one button, those changes apply to the other buttons as well. 5. Click OK or Apply on the One Touch Properties window.
Scanning To select options: 1. Open the One Touch Properties window and click the Options tab. Options tab 2. Click the menu arrow and choose the button for new options. 3. Select button options as described below. Show All Destinations—This option selects all the Destination Application categories. The list of Destination Applications available for the selected button will include all the applications on your computer that fall into these categories. This is the default selection for Button 8.
Scanning • PDF applications are for documents scanned to PDF format. • Email includes Microsoft Outlook and other eMail applications. If you are using Microsoft Outlook or AOL Version 9.0 (or later) your scanned documents are added to a blank eMail message. • Storage and CD-R/W is for either storing scanned documents in a folder, or sending them to a CD burner to create a CD containing the scanned documents.
Scanning Creating a New Scan Configuration The scan configurations are where you select the scanning resolution, brightness, mode (color, black&white, or grayscale), and a number of other settings. The Scan Configurations. The Lock Icon. Click New to create a new Scan Configuration. Note the lock icon on the preset configurations. Although you can unlock and edit the preset configurations, we recommend that you leave them locked, and only add new configurations.
Scanning TIP: If you’re going to set up the new configuration to scan duplex (two-sided), include that in the name, such as “Scan for Dark Print (Duplex),” to remind you that it is a duplex scan. If the configuration is locked, click the lock to unlock it. The icon becomes a key. Type a new name for the configuration. Select the scan mode and drag the slider to set the resolution. Drag the sliders to set the Brightness and Contrast.
Scanning Brightness refers to the lightness or darkness of the image. Contrast is the range between the darkest and lightest portions of the image. The greater the contrast, the more difference between the lighter and darker shades in the image. Drag the sliders to the right or left to adjust the brightness and contrast of the scanned image. The Contrast setting does not apply to the Black&White mode. 6. If you want to lock the configuration, click the lock icon to change it from a key to a lock. 7.
Scanning • Straighten Image—Select this option to let the scanner automatically determine if a page is skewed, and then straighten its image. The scanner detects page edges and can sense when the page is fed through at an angle. However, if the page is fed through at too great an angle, the image may not scan correctly. In that case, re-scan the page using the paper guides to feed the paper in straight.
Scanning • Color Filter—Color filter is the ability of your scanner to automatically remove a color from a scanned item. For example, if you are scanning a letter with a red watermark, you can choose to filter out the red so the scanned letter just shows the text and not the red watermark. Color filter applies to Black&White or Grayscale Mode. The original with a red watermark over black text. The scanned item with the red filtered out. 8. Click the Advanced Settings tab.
Scanning The Device Settings Tab A Device Settings tab appears on the Scan Configurations dialog box when your selected Destination Application sends the scanned image to a printer, fax application, or other device. You use the options on the Device Settings tab to select settings for the device. 1. Click on the Device Settings tab. Fit to page, reduce image if necessary—If the scanned image is too big to be printed or faxed on a single page, the image will automatically be reduced to fit the page.
Scanning The Storage Options Tab (Archive) A Storage Options tab appears on the Scan Configurations dialog box when the selected Destination Application is set as Transfer to Storage. You use the options on this tab to select where you want to save your scanned items for storage when scanning with that particular Scan Configuration. Button 7 is set as the default Archive button for scanning to storage, with Transfer to Storage as the destination.
Scanning Editing or Deleting Scan Configurations To edit or delete a scan configuration: 1. Open the One Touch Properties window. 2. Select the scan configuration you want to edit or delete. Select the scan configuration to edit or delete. It must be unlocked, as indicated by not having a lock displayed here. 3. To delete the configuration, click the Delete button. 4. To edit the configuration, click the Edit button. The Scan Configuration Properties dialog box opens for that configuration.
Scanning Configuring Before Scanning You can manually configure the scan settings before beginning the scanning process. In that case, you select Configure Before Scan as the Scan Setting. When you press a scan button, one of the scanning interfaces appears for you to set the scanning options. To configure before scanning: 1. Open the One Touch Properties window. 2. Using the arrows, choose the button that you want to set to configure before scanning. 3.
Scanning Scanning with Optical Character Recognition (OCR) Optical Character Recognition (OCR) is like a printer in reverse. Instead of printing what’s on the screen onto paper, OCR converts text and numbers on a scanned page into editable text and numbers. You can then work with the text and numbers to edit, spellcheck, change font or type size, sort, calculate, and so forth. You must have installed the OmniPage Pro 12 software on your computer in order to use the OCR options with the One Touch 4.
Scanning 2. To scan from the One Touch Button Panel, click the One Touch icon in the Windows system Tray, click the arrows to see Button 6, then click Button 6. Click the arrows until Button 6 is on the panel, then click Button 6. Your scanned pages appear in the Destination Application with their text ready for editing and other text processing.
Scanning 5. Choose OCR Options from the menu. The OmniPage OCR Options window opens with the OCR tab selected. 6. Choose the options you want from the OCR window. Languages in Document—Select the language(s) in the documents to be scanned. These are the languages that will be recognized during the OCR process. For faster and more reliable language recognition, select only the languages in the document. The languages at the top of the list are your recent choices.
Scanning can also add names that you expect to be in the documents too. That way, when the OCR process proofreads the text, names will not be considered misspelled words.You can create multiple user dictionaries. Click the menu arrow and select a user dictionary from the list. Any Microsoft Word user dictionaries detected on your computer system are also listed. A dictionary named Custom is your default Word dictionary. To create a user dictionary, click the button next to the menu arrow.
Scanning Click the Font Matching button to see the Font Matching dialog box. The list on the left are the fonts available on your computer system. The list on the right are the fonts that will be used by the OCR process to recognize the text in your documents. If possible, the list of Fonts for your document should include all the fonts in the documents you plan to scan. To add new fonts to that list, select a font in the Fonts on System list and click Add.
Scanning Automatically correct page orientation—Select this option to have the OCR process check orientation and automatically rotate an improperly oriented page image by 90, 180 or 270 degrees prior to recognition. All pages are automatically straightened (de-skewed) if necessary. Retain text and background color—If your document contains colored text or backgrounds, select this option to have them detected and displayed in the text editing application you have selected.
Scanning Automatic—Choose this option to let the OCR process determine the layout of the pages. It is the fastest type of format processing. Typically you select this option when the document has different or unknown types of layouts, pages with multiple columns and a table, or pages containing more than one table. The OCR process will then determine if text is in columns, an item is a graphic or text, and tables are present.
Scanning True Page (TP)—This output format keeps the original layout of the pages, including columns. This is done with text, picture and table boxes and frames. True page is offered only for target applications capable of handling the formatting. True Page formatting is the only choice for XML export and for all PDF export, except to the file type “PDF Edited”. 9. When you’re finished selecting the OCR options, click OK on the Options window.
Scanning NOTE: Not all Destination Applications have the sPDF and nPDF options. Microsoft Word, for example, does not have them as scanning options. The settings for the button (button 8 in this example) now show your page format selection. The page format icon is now set to the selection from the menu. 6. Choose a Scan Configuration. 7. Click Apply or OK. 8. Now scan with that button and the scanned document will be in the sPDF or nPDF format that was selected for the button.
Scanning 12. Enter the text you want to find, and click the Find button. See the Adobe Acrobat user manual for more about finding text in a PDF file, or about editing PDF text. Scan and Burn to a CD If you have a CD burner attached to your computer, you can scan directly from your Xerox DocuMate 272 scanner onto a CD. This feature is available only on computers running Windows XP. To scan and burn to a CD: 1. Put a blank CD into your computer’s CD Drive. 2. Open the One Touch Properties window. 3.
Scanning 8. On the One Touch window, make sure that the Burn to CD Destination Application is still selected and click the Properties button. The One Touch 4.0 Link Properties window appears, 9. Make sure a CD is in the CD burner. 10. Click the Burn to CD button. The CD burner begins and your scanned documents are written to the CD. Scanning with Event Forwarding If you want to specify an application to use for scanning at the start of the process, you can use event forwarding.
Scanning 3. Select Still Image Client as the Destination Application. Note that you cannot choose a page format for this option because the actual destination application is not selected until after the scanner feeds in the first page of your document. 4. Choose a Scan Configuration. 5. Click Apply or OK. 6. Start scanning using the button you selected for event forwarding. A dialog box appears for you to select the application to use for scanning. 7. Select the application in the box and click OK.
Scanning Creating an HTML Web Page from Your Scanned Documents If you scan a document, whether a single page or multiple pages, you can have the pages converted directly to html formatted pages for posting directly to your web site. Those pages are then viewable by visitors to your web site without the need for any internet plug-ins or other special processing. This is, essentially, from your scanner to a web-ready format in one automatic step. To scan and create an HTML web page: 1.
Scanning 7. Now on the One Touch Button Panel, click Button 6 (or if you used another button, click it). When scanning is finished, the document is first converted to editable text using the OCR process, and then is converted into an HTML format. Microsoft Internet Explorer then opens showing your converted page. 8. Choose Save As from the Internet Explorer File menu, give the page a name, and save it in the location you use for your web page files.
Scanning Transferring Scanned Documents to Storage With the Transfer to Storage scanning process, you can scan documents and save them in a folder in one step. The process is ideal for archiving documents without having to manually save or process them in any other way. If you choose a text format for the file format, the documents are also automatically converted by the OCR process into editable text and numbers before being stored. NOTE: One Touch Button 7 is preset as your Archive button.
Scanning To Use OCR Before Transferring to Storage If the documents you want to transfer to storage are text documents or spreadsheets, you can have them converted by the OCR process prior to being stored. 1. Open the One Touch Properties window. 2. Using the arrows, choose Button 7, or any other button if it is set up with Transfer to Storage as one of its Destination Applications. 3. Choose a text format as the file format. 4.
Scanning Checking the Hardware and Setting the Lamp Power Saving 1. Right-click on the One Touch icon and choose Show Hardware from the pop-up menu. You can also click the scanner icon at the top of the One Touch Button Panel. The Hardware icon If the Hardware View of the panel is open you can also rightclick on the DM272 icon. The Hardware Properties dialog box appears and shows information about your Xerox DocuMate 272 scanner.
Scanning 2. Click the Properties button. Your scanner has a built-in power saving feature that is set to power down after 15 minutes of idle time. You can change the time before the scanner powers down, from 10 minutes to a maximum of 10 hours. 3. Click the arrows for the Lamp timeout setting and choose a time setting. To turn the lamp on and off manually without turning off power to the scanner, click the Lamp On or Lamp Off buttons. To return the scanner to its factory settings, click Reset Device. 4.
Scanning from PaperPort Scanning from PaperPort Instead of using the scanner buttons or the One Touch Button Panel to scan, you can scan from PaperPort. You scan from PaperPort using the Basic Interface, Advanced Interface, or the Windows Image Acquisition (WIA). See “Scanning with the Windows Image Acquisition” on page 95 to scan using the Windows Image Acquisition. The Basic Interface and Advanced Interface use the TWAIN standard for scanning.
Scanning from PaperPort Scanning from the Basic Interface or Advanced Interface The instructions in this section are for scanning from the PaperPort Desktop using the Basic Interface or Advanced Interface. To scan an item from PaperPort: 1. From the Windows Start menu, choose Programs, then ScanSoft PaperPort 9.0, then PaperPort. The PaperPort Desktop opens. Scan icon Folders Pane 2. Click the Scan icon on the PaperPort command bar.
Scanning from PaperPort 3. From the Scanner list, choose TWAIN: Xerox DocuMate 272. 4. In the “Scan what?” section, choose to scan a Document or Photograph. If you want to change the format of the scanned item’s file name or file type before you start scanning, click Settings. The default file type for documents is .pdf and the default for photographs is .jpg. 5.
Scanning from PaperPort To select Settings: 1. Click Settings on the Scan Pane before clicking the Scan button. The Settings dialog box appears. Click the Output tab to see setting options. When the Scan tab is selected, as shown above, the dialog box shows information about the scan. 2. Click the Output tab. The Settings dialog box now has options for setting the name of scanned items, and their file type.
Scanning from PaperPort To name each item by the date when it is scanned, click the menu arrow and choose one of the date formats, such as March 4, 2001. From then on each scanned item is named on the date when it is scanned, and numbered sequentially, May 23, 2003 (1), May 23, 2003 (2), and so on. • File type—Click the menu arrow and choose the file type for your scanned items, such as .jpg, .pdf, or .bmp. Your scanned items are then converted to that file type and placed on the PaperPort Desktop.
Scanning from PaperPort Scanning from the Basic Interface The Basic Interface can scan a preview of the image so you can adjust its appearance before scanning the final image. After adjusting the appearance, you click the Scan button on the Basic Interface (not on the scanner) to scan the item. Click the Advanced Interface button if you would rather scan with the Advanced Interface. 1. From the Scan Type menu, choose the option to scan Simplex (one-sided) or Duplex (two-sided). 2.
Scanning from PaperPort 5. To preview the item with the new settings, place the document into the ADF again and click the Preview button again on the Basic Interface. 6. When you are satisfied with the preview image, place the document into the ADF again and click Scan. 7. When you’re finished scanning items, click Done to close the Basic Interface. If the Single page items check box is selected on the PaperPort desktop, the item appears as a thumbnail on the desktop.
Scanning from PaperPort The Single Page Items Check Box The Single page items check box (on the PaperPort Desktop Scan Pane) provides the option to add additional items to a scanning job. If the check box is selected, scanned items immediately appear on the PaperPort desktop. If the check box is not selected (this is the default), the following message box appears when you close the Basic Interface.
Scanning from PaperPort Scanning from the Advanced Interface The Advanced Interface has more options for scanning. 1. Open the Basic Interface as described in the section “To scan an item from PaperPort:” on page 74. 2. Click the Advanced Interface button on the Basic Interface. The Advanced Interface appears. Choose Simplex (one-sided) or Duplex (two-sided) from this menu. Click an icon to select a configuration—Color, Grey Scale, or Black&White.
Scanning from PaperPort • GrayScale scans the image using up to 256 true shades of gray. Use this setting to scan black and white photographs and other higher quality black and white images. You can also scan a color photo with this setting to turn its colors into gray shades. The file size is about one third the size of a color scan. • Color scans the image in full color. Use this setting to scan color photographs and other color images. The file size is the largest of the image type options. 5.
Scanning from PaperPort 10. When you’re finished scanning items, click Done to close the Advanced Interface. A scan progress window opens, then when scanning is finished, a thumbnail of the scanned image appears on the PaperPort desktop. If you’re scanning multiple pages, they appear as PaperPort stacks. The default setting is to scan multiple items and save them as stacks. That setting is controlled by the Single Page Items check box.
Scanning from PaperPort Load and Scan Credit Cards and Identification Cards You can scan cards from software that supports the Twain interface. The following steps show how to scan a card from the PaperPort software that you received with your scanner. NOTE: If paper is in the automatic document feeder, the card reader will not scan a card. The document feeder must be empty when scanning cards. 1. Insert the card into the Card Reader slot on the back of the scanner. 2.
Scanning from PaperPort 3. On the Advanced Interface choose Card Reader-Simplex (one-sided) or Card Reader-Duplex (two-sided) from the dropdown menu. Choose Card Reader-Duplex or Card Reader-Simplex from the drop-down menu. Click Preview to view the image in the window. When you are satisfied with the scan settings, click Scan. Click Done to close the Advanced Interface. 4. Click the Preview button to preview the card’s image before scanning. 5. Review the image to determine if adjustments are needed.
Scanning from PaperPort Adjusting the Image with the Advanced Interface You can adjust the scan settings on the Advanced Interface to produce the best possible image for the documents you’re scanning. To adjust a setting: 1. On the left side of the Advanced Interface, select a configuration, for example, Color Configurations. 2. Click a setting in the list of settings, or click its corresponding button on the right side of the Advanced Interface.
Scanning from PaperPort The following figure shows an example of the Advanced Interface if you click the Resolution setting in the list, or click the Resolution button. Click to close the settings panel NOTE: The information in the scan settings list and the options you select on the various settings panels are interactive. As you change the settings on the panel, the numbers in the list on the left also change.
Scanning from PaperPort The following figure shows the resolution options. NOTE: The location of various buttons on the panels may be slightly different on your Advanced Interface window. The appearance of the window depends on your monitor’s screen resolution. To adjust the resolution: 1. To use one of the preset resolutions for typical scanned items, click one of the options in the list. For example, to set the resolution for scanning a business card, select Business Card.
Scanning from PaperPort Adjusting the Brightness and Contrast Sometimes an item is scanned with the brightness and contrast set to be too light or too dark. For example, a note written with a light pencil may need to be scanned darker to improve legibility. The following figure shows the brightness and contrast options. Contrast is only available for Color and Gray Scale configurations. To adjust the brightness and contrast: 1.
Scanning from PaperPort Adjusting Gamma, Saturation, and Color Hue If you’re using the Color Configuration to scan, you can adjust a group of color settings. Gamma controls the brightness of the color midtones. Saturation is the strength or purity of a color and hue is the color your eyes see as reflected from the image. The following figure shows the color options. To adjust the color settings: 1.
Scanning from PaperPort The following figure shows the input size options. To set the image size: 1. Select the image size from the menu. The dotted outline shows the selected area in the image. The following figure shows an example of a manually selected area. This is the image that appears on the PaperPort desktop when scanning is finished. The Scan Info box shows the size and position of the area. The selected scan area.
Scanning from PaperPort You can now move or resize the outline to select the specific area you want to scan. 2. To move the dotted outline, put the pointer in the selected area and drag the mouse. 3. To resize the selected area, put the pointer on a dotted line and drag it. Note that as you drag a dotted line, the menu selection for the image size changes to Custom to indicate you are customizing the size.
Scanning from PaperPort Creating a New Advanced Interface Profile You cannot change the settings of the preset profiles in the Advanced Interface. However you can create new profiles and save them for future use. To create a new profile: 1. On the Advanced Interface, select one of the preset profiles, for example, Black&White Configurations/Custom. 2. Adjust the settings as required and then click the Save As button. The Save Profile dialog box opens. 3. Type a name for the new profile and click OK.
Scanning from PaperPort Display the Device Configuration 1. Click the Device Configuration button. The Device configuration window shows the information about your scanner. See the section “Checking the Hardware and Setting the Lamp Power Saving” on page 71 for more information about the device settings.
Scanning from PaperPort Scanning with the Windows Image Acquisition Microsoft Windows includes its own set of options for acquiring images from scanners, digital cameras, and other digital devices. Windows Image Acquisition (WIA) options as described below. NOTE: Scanning with the Windows Image Acquisition (WIA) is only available if your computer is running Windows XP or Me. To scan an item: 1. From the Windows Start menu, choose Programs, then ScanSoft PaperPort 9.0, then PaperPort.
Scanning from PaperPort • When the check box is not selected, all pages in the document feeder are scanned, but not placed on the PaperPort desktop until you indicate the scanning job is finished. 7. Click the Scan button in the Scan pane. The scan window opens. Use this window to select scanning options and start the scanner. 8. Click the button most appropriate for the item you’re scanning. 9. Select a paper size from the Page Size list. 10. Click Preview to preview the image before scanning.
Scanning from PaperPort 13. If the Single page items check box is not selected, thumbnails do not appear until you indicate the scanning job is finished. 14. On the PaperPort - Scan message box, click Done. NOTE: Refer to “The Single Page Items Check Box” on page 80. Fine Tuning Your Scans You can select new settings before you scan an item to fine tune exactly how you want to scan a particular item. To select the scanner settings before you scan: 1.
Scanning from PaperPort 2. Select the options for scanning. Brightness and Contrast—Drag the sliders to the right or left to adjust the brightness and contrast of the scanned image. The Contrast setting does not apply to the setting Black and White picture or text. Resolution (DPI)—Click the menu arrow and choose the dots per inch (dpi) of the resolution. The maximum resolution is 600 dpi; the minimum is 50 dpi. The higher the dpi setting, the sharper and clearer the scanned image.
Scanning from PaperPort Scanning with the ISIS Interface The ISIS interface for scanning appears when you scan with a button that has Configure Before Scan set as the Configuration, and ISIS selected as the interface to use. NOTE: You can also use the ISIS interface from other ISIScompliant applications, such as QuickScan 3.x that you received with your scanner. Please see “Scanning from ISIS in Other Applications” on page 104.
Scanning from PaperPort When you press the button to scan, the One Touch ISIS Scan window opens. Use this window to select scanning options and start the scanner. Click a button to choose the type of scan. Click Define to change the scan settings for the selected button. Click Preview One to see what the first scanned page looks like so you’ll know which scan settings to adjust. Click Scan All when you’re ready to scan all the pages.
Scanning from PaperPort Adjusting the ISIS Scan Settings You can adjust the scan settings for the selected type of scan. NOTE: Some of the options for the ISIS scan settings are “grayed out” and are not available. Grayed out options are not appropriate for your DocuMate 272 scanner. If you use the ISIS interface with other Xerox scanners, grayed out options become active, if appropriate. To adjust the Color Document, GrayScale, or Text Document settings: 1.
Scanning from PaperPort To adjust the Custom Document settings: 1. Click the Custom Document button and click the Define button. The dialog box for Custom settings appears. Mode—Click the arrow and choose a scan mode. Black and White—The scanning pixels are all the same size and are either black or white. Use this setting for letters, memos, pen and ink drawings, and other black and white material. This setting produces the smallest file size for scanned items.
Scanning from PaperPort Page Size—Click the menu arrow and choose a page size. Your Xerox DocuMate 272 scanner can scan a page up to 8.5" x 14". Brightness—Drag the sliders or click the arrows to the right or left to adjust the brightness in small increments. Click the buttons Darken, Normal, or Lighten to move the slide in larger steps. Contrast—Drag the sliders or click the arrows to the right or left to adjust the contrast. Contrast is set automatically for Black and White. 2.
Scanning from PaperPort Scanning from ISIS in Other Applications You can also use the ISIS interface from QuickScan 3.x that you received with your scanner. The QuickScan 3.x software is on the Disc 1 CD. Note that the ISIS interface for the other applications may vary from the descriptions provided in this User’s Guide. If you open the QuickScan 3.x software to scan directly from it, you may see the following warning message: 1. Please disregard this message and click Continue.
Maintenance Maintenance This section contains information on maintenance, troubleshooting, uninstalling, scanner specifications, and spare parts. Cleaning the Automatic Document Feeder You may need to clean the ADF feed mechanism if your documents do not feed easily into the ADF, or several documents feed in at the same time. To clean the ADF: 1. Wet a cotton swab with some isopropyl alcohol (rubbing alcohol). 2.
Maintenance Clearing Paper Jams If your scanner stops scanning due to a paper jam in the Automatic Document Feeder, a warning dialog box opens after a few moments. To clear a paper jam: 1. Press the ADF cover release on the top-left of the scanner body to open the automatic document feeder cover. 2. Remove the jammed paper and close the cover. To reduce the number of paper jams, smooth and straighten the paper before scanning and adjust the guides to the paper size.
Maintenance Replacing the ADF Pad Assembly The ADF pad spring may wear out and is designed to be a userreplaceable part. Problems with documents feeding into the ADF is an indication that the pad spring may be wearing out. See the “Xerox DocuMate 272 Scanner Parts List” on page 114 for ordering information. To replace the ADF Pad assembly: 1. Press the ADF cover release on the top left of the scanner body to open the automatic document feeder cover. 2.
Maintenance Troubleshooting In addition to the troubleshooting information contained in this section, please see the Readme file on your installation CD. The Readme file contains additional information that may help you diagnose problems with the scanner. If you try the troubleshooting procedures described in this section and in the Readme file, and the scanner still has problems, you may have a malfunctioning scanner. Refer to the technical support card that you received with your scanner.
Maintenance Problem: I got the error message: PaperPort cannot allocate enough memory to perform internal critical operations. What do I do? Close any other active applications so that additional memory is available. If you click Continue, PaperPort moves the file to the PaperPort data directory and renames the file with the prefix “bad”. This allows you to recover the file later. To recover the file, you can import it into PaperPort by using the Import command in the File menu.
Maintenance Error Code 110 Problem Description Solution 0 Scanner is not connected to the computer. (The LED does not flash “E” and the status light remains green.) A cable may be loose. Check that the scanner’s cables are correctly attached to the computer. If the scanner still does not connect, re-boot the computer. 1 The scanning hardware in the body of the scanner has malfunctioned. Re-boot your computer. If the problem persists, contact Xerox Technical Support.
Maintenance Uninstalling Your Scanner To uninstall the DocuMate 272 scanner, remove the One Touch software first, and then remove PaperPort, or other scanner software. Step 1: Uninstalling the Scanner and One Touch Software 1. On the Windows taskbar, click Start, point to Settings, and then click Control Panel. 2. Double-click the Scanner/Cameras icon. • For Windows 2000, click the Devices tab, select the Xerox DocuMate 272 scanner, and click the Remove button to remove the scanner from the list.
Maintenance Step 2: Uninstalling the PaperPort Software To uninstall PaperPort 9 from Windows Me: 1. On the Windows taskbar, click Start, point to Settings, and then click Control Panel. 2. Double-click the Add/Remove Programs icon. 3. On the Add/Remove Programs Properties window, select the Install/Uninstall tab. 4. Select PaperPort 9 and click Remove. 5. On the Welcome window, click Next. 6. On the Program Maintenance window, select the Remove option, and then click Next. 7.
Maintenance Xerox DocuMate 272 Scanner Specifications Optical resolution Bit depth Maximum item size Minimum item size Scan method ADF specifications Scanning Speed Capacity Paper Thickness Light source Interface Scanner dimensions Height Width Length Weight Operating temperature Relative humidity Power adaptor Power consumption Safety and agency certifications DocuMate 272 Scanner User’s Guide 600 x 1200 dpi 48-bit color (internal) 8.5” x 14” 3.
Maintenance Xerox DocuMate 272 Scanner Parts List Please use the following part names and numbers when ordering replacements for your scanner.
Appendix A Notices It’s Illegal in the USA Congress, by statute, has forbidden the reproduction of the following subjects under certain circumstances. Penalties of fine or imprisonment may be imposed on those guilty of making such reproductions. 1.
4. Copyrighted material, unless permission of the copyright owner has been obtained or the reproduction falls within the “fair use” or library reproduction rights provisions of the copyright law. Further information of these provisions may be obtained from the Copyright Office, Library of Congress, Washington, D.C. 20559. Ask for Circular R21. 5. Certificates of Citizenship or Naturalization. (Foreign Naturalization Certificates may be photographed.) 6. Passports. (Foreign Passports may be photographed.) 7.
5. Proclamations, orders, regulations or appointments, or notices thereof (with intent to falsely cause same to purport to have been printed by the Queen’s Printer for Canada, or the equivalent printer for a province). 6.
This equipment has been certified to comply with the limits for a class B computing device, pursuant to FCC Rules. In order to maintain compliance with FCC regulations, shielded cables must be used with this equipment. Operation with non-approved equipment or unshielded cables is likely to result in interference to radio and TV reception. The user is cautioned that changes and modifications made to the equipment without the approval of manufacturer could void the user's authority to operate this equipment.
Index Numerics 24-Bit Color 102 256-Level Gray 102 A ADF cleaning 105 ADF pad assembly replace 107 Advanced Interface 74, 81 adjust settings 86 new profile 93 profile 93 Advanced Properties 97 advanced settings 50 AOL Version 9 38 Archive button 69 aspect ratio 51 Autocrop to Original 48 AutoRotate image 51 B background color 60 Basic Interface 78 bit depth 113 Black&White 47, 81, 102 blurred image 88 BMP 39 Brightness 47, 89, 98, 101 Burn to CD 37, 64 Destination Application 65 button options 43 button s
Index grayed out options 29, 101 GrayScale 47, 82 GrayScale Document button 101 monitor 3 H Normal PDF 42, 62 nPDF 31, 40, 42, 62 Halftone 102 help 3, 80 htm file format 42 HTML Document 42 HTML page 68 HTML Web Page 67 hue 50 N O image blur 88 preview 82, 85 Image Documents Properties 36 Image Editors 44 image file 40 image file format 39 image size 91 improvements and settings 48 input size 90 installation 4 invert image 49 inverted text 60 ISIS 7, 54 ISIS interface 99 OCR 7, 41 columns 61 optical
Index Q T QuickScan 99, 104 template 61 text color 60 Text Document button 101 Text Documents Properties 34 Text Editors 44 text file format 41 Text Formats 41 thumbnail icon 77, 79 thumbnail image 22 TIFF 39 Transfer to Storage 69 troubleshooting 108 true page 62 TWAIN 54, 66 R Reject Character 58 Resolution 47, 87, 98, 101 Rich Text Format 42 rtf file format 42 ruler units 92 S saturation 50, 90 scan card 84 file name 79 from PaperPort 73 multiple pages 79 PaperPort desktop 79 Scan Configuration 28
Index 122 DocuMate 272 Scanner User’s Guide
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