DocuMate 272 scanner user’s guide
DocuMate 272 scanner user’s guide
Copyright © 2007 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 with the TWAIN Interface from PaperPort Accessing the TWAIN Interface from PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Getting Help with the PaperPort Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Scanning with the TWAIN Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Scanning Plastic Cards from the TWAIN Interface . .
Welcome Your new Xerox DocuMate 272 scanner can quickly scan singlesided or double-sided stacks of documents and place their images on your computer. What’s in the Box Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner.
Welcome The Xerox DocuMate 272 Scanner Paper guide LED Number Destination Selector button Simplex button Duplex button Status light Output tray ADF cover release Power switch USB port Power jack Paper guide—Holds documents in place. Adjusts to fit the document 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 IBM-compatible Pentium 4 PC, or AMD equivalent with: • A DVD-ROM drive • An available Universal Serial Bus (USB) port • Microsoft Windows operating system: 2000 (Service Pack 4), XP (Service Pack 1 and 2), or Vista • Windows 2000 and XP: Minimum of 512 megabytes (MB) of internal memory (RAM) Windows Vista: Minimum of 1 gigabyte (GB) of internal memory (RAM) • 350 MB minimum of free hard disk space A VGA or SVGA Monitor The recommended settings for your monitor are: • High C
Installation Installation Installation is a quick, four-step process: 1. Assemble the scanner 2. Install the software 3. Connect the power supply 4. Connect the USB cable and turn on the power Before You Begin Please make sure of the following before you begin installation: 4 • The information in this guide may cover software not provided with the scanner you purchased. Disregard any information about the software not applicable to your chosen product. Please visit our web site at www.xeroxscanners.
Installation 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. Carefully remove any foam particles that may have gotten inside the document feeder, and close the cover. 4.
Installation 5. Insert the pins on each side of the output tray into the holes on the scanner. 6. Flip open the extension on the output tray so it is fully extended. 7. Proceed to “Step 2: Install the Software.
Installation Step 2: Install the Software To install the software: 1. Start Microsoft Windows and make sure no other applications are running. 2. Insert the installation DVD into your computer's DVD-ROM drive. The DVD automatically starts. NOTE: If the DVD does not start, check the following: • Make sure the DVD drive’s door is completely shut. • Make sure the DVD was inserted in the drive in the proper direction (label side up). To launch the DVD manually: • Open the Windows option for My Computer.
Installation 3. On the Installation menu, select Install Products. 4. Make sure the boxes for Nuance PaperPort® and Scanner Driver are checked. NOTE: The software provided with your scanner may differ slightly from the list shown in the window. 5. Click Install Now. 6. The Select Language window opens. Click the drop-down menu arrow and select the language to use. Click OK.
Installation The first PaperPort Installation window opens. 1. On the PaperPort Welcome window, click Next. Installing PaperPort will uninstall any existing version of PaperPort and will install the newer version. Your existing PaperPort files will not be affected. 2. Read the PaperPort license agreement and select I accept the terms in this agreement then click on Next. If you choose not to accept the license agreement, the installation will terminate and the PaperPort software will not be installed. 3.
Installation The Welcome to the One Touch 4.0 Setup Wizard opens. 1. Click Next. 2. On the Xerox License Agreement window, read the license agreement. If you accept the terms, select I Agree then click Next. If you choose not to accept the license agreement, the installation will terminate and the scanner driver will not be installed. The next window lists the choices of the drivers that you can install for your scanner.
Installation • Full Install (OneTouch, TWAIN and ISIS)—This is the recommended installation. It installs the One Touch 4.0 software which provides the necessary driver software for the scanner. It also installs scanning interfaces for the TWAIN and ISIS drivers. Installing this option means that you can use several different methods to scan, as explained in this User Guide. • TWAIN and ISIS—The TWAIN and ISIS drivers are installed. The One Touch 4.
Installation 4. Click Next. During installation 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. Gamma controls the brightness of the midtones of colors. That setting can be changed later as you’re scanning. 5. Select the option that looks best to you and click Next. The driver installation will now begin. 6.
Installation Step 3: Connect the Power Supply Connect the power supply and power cord, and plug the power supply into an electrical outlet. To connect your DocuMate 272 scanner: 1. Plug the power supply into the power port on the scanner. NOTE: Only use the power supply (HEG42-240200-7L made by HiTron) 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.
Installation Step 4: Connect the USB Cable and Turn on the Power The 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. You do not have to shut down your computer. 1. Remove any protective tape from the USB cable. 2. Plug the USB cable into the USB port on the scanner then into a USB port on the computer. Connection to a USB 2.
Installation 3. Turn on the power switch, located on the back of the scanner to the left of the power port. The status light comes on and flashes indicating that the scanner is receiving power. If you are using Windows XP and have plugged the USB cable into a USB 1.1 port, an information bubble may open explaining that “A HI-SPEED USB device is plugged into a non-HI-SPEED USB hub”. Plug the USB cable into a USB 2.0 port (if available) or just disregard the message. If you leave it plugged into the USB 1.
Installation 4. When you’re certain that the software has completely loaded, return to the “Complete the installation by connecting your hardware” window. 5. Click OK. You can also click More to see a quick overview about accessing and navigating the One Touch Button Panel. When you’re finished reading the additional information, click OK. The scanner’s status light is green when the scanner and computer are communicating properly. 6.
Installation Additional Applications Available with Your Scanner Your scanner includes free, additional applications on the installation DVD. 1. Reinsert the installation DVD into the DVD-ROM drive. The Installation menu opens. The free Adobe Acrobat Reader software is located on the DVD with the User Guides. See the steps on page 20 to install Adobe Acrobat Reader. 2. Click Install Products. You will see the screen that shows the applications. Applications already installed have Installed! next to them.
Installation 4. On the window shown above, click in the boxes of the other software you want to install, and click Install Now. Follow the instructions on the screen to install each of the additional products. Software About the Software Adobe® Acrobat Reader® Adobe Acrobat Reader is a stand-alone application that you use to open, view, search, and print PDF files. The User Guides on your scanner’s installation DVD are in PDF format and require Adobe Acrobat Reader for you to view and save them.
Installation View the User Guides 1. To get the documentation for each of the additional products, return to the Main Menu window and click User Guides. 2. The User Guides window opens. Use this window to view and save the User Guides you want. 3. The User Guides are in Adobe® Acrobat® PDF format. The DVD also includes a free copy of Acrobat® Reader® in case your computer does not have it already installed. The Scanner Readme file is in HTML format and will open in any standard browser.
Installation To view and save the User Guides: 1. Click the name of a User Guide you want to view and it will open in Acrobat Reader. Use the Acrobat Reader Save command to save that User Guide on your computer. 2. Return to the User Guides window and repeat the process to open, view, and save all the other User Guides you want. The Scanner Readme file has late-breaking news about your scanner. • The SharePoint Mini-Guide has information about a new feature in the One Touch 4.
Installation Register Your Scanner and Check for Updates Registering your scanner is important as it provides you with access to 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 Notification Area (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 If you selected the recommended Full Install option (see page 11), then you have several different options to scan with your Xerox DocuMate 272 scanner. Each method scans equally well, so use the one with appropriate options for the item you are scanning. NOTE: During installation, the One Touch 4.0 software searches your computer and links to all the applications (known as the Destination Applications) where it can send and open scanned documents.
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. Adjust the paper guide for the width of paper, and make sure the input and output trays are fully extended.
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 buttons. The current scan setting. See “Check the Scan Settings Before Scanning” on page 25 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 Properties window opens for you to view and change the settings before scanning. This sample shows the current description of setting 6.
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 Notification Area 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 From the Hardware View and Detail View, click the green arrow to return to the Button View. You can also click on the hardware icon to return to the Button View. 4. To cycle through the nine buttons, click the arrows on the right side of the panel. Click these arrows to cycle through the 9 buttons. 5. To close the One Touch Button Panel, click the close button on the panel.
Scanning The Default One Touch Settings on Your Scanner Based on the recommended install of PaperPort and the scanner driver, your scanner is pre-configured to scan items for various basic tasks, such as email or fax, then send the scanned image to an appropriate, pre-selected Destination Application. The following table shows these factory-default settings. You can change any of these settings.
Scanning Scanning Identification Cards and Credit Cards Your Xerox DocuMate 272 scanner has a specially designed card feeder for scanning plastic identification cards, insurance cards and credit cards. The steps below explain how to scan using the One Touch scanner buttons or One Touch button panel. See “Scanning Plastic Cards from the TWAIN Interface” on page 89 for the steps to use the TWAIN interface. NOTE: If paper is in the Automatic Document Feeder, the card reader will not scan a card.
Scanning 3. When scanning is finished, the image of the card is automatically rotated so it is easily readable. Insert the card into the scanner lengthwise. When scanning is finished, the scanner will automatically rotate the image so it’s easily readable in the Destination Application. In this example, the Destination Application is Microsoft Paint, so the card image appears in the Paint window. NOTE: Do not use the Card Reader to scan business cards. They can jam the Reader’s mechanism.
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 Notification Area 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’s basic settings include: scanning mode, resolution (dpi), page size, brightness (Br), and contrast (Cr). 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.
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 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. For example, if you select Microsoft Word as the Destination Application, the available formats are for text, such as .doc, .txt, and .rtf.
Scanning Setting Destination Application Properties The different types of Destination Applications have various properties that you can select. 1. On the One Touch Properties window, click a Destination Application. 2. Click the Properties button. Click a Destination Application. Click the Properties button. A One Touch 4.0 Link Properties dialog box opens for the type of Destination Application you selected, and the available options are for that type of application.
Scanning 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. Text Documents Properties These properties apply to Microsoft Word, Microsoft Excel®, and the other applications indicated by their icons in the list. The properties apply to the OCR settings for the applications.
Scanning 2. To add another application to the list, click the Add Application button. The Add Text Based Link dialog box opens. 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 of the dialog box. That is the icon that will appear in the One Touch Destination List. 5.
Scanning Image Documents Properties These properties apply to OmniPage Pro 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.See the section “Scan and Burn to a CD” on page 70. You can also set up multiple configurations to store scanned items in separate locations. See “The Storage Options Tab (Archive)” on page 57 and “Scanning to Multiple Folders” on page 58.
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® will accept direct attachment of documents to a blank email message as soon as scanning is finished, but other email applications may not. If you’re using one of those applications, such as America Online® (AOL), you need to know which folder contains the scanned documents so you can manually attach them to your email messages. 1.
Scanning 4. 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 Image Formats Select an image file format for photos, artwork or other documents that you want to save as images. BMP and TIFF are standard image file formats generally used if you want to do additional image processing, such as photo touch-up or color correction. Both of those file formats tend to be larger than the JPEG format.
Scanning 3. Choose the file size/image quality option for your scanned images. Minimize Size—Smallest file size, lowest image quality. Normal—Medium file size, some loss of image quality. Maximum Quality—Largest file size, no loss of image quality. Your selection pertains only to the button currently selected on the One Touch Properties window.
Scanning A menu opens. The following figure shows samples for different Destination Applications. Example menu for the TEXT format when the Destination Application is Microsoft Word. Example menu for the TEXT format when the Destination Application is PaperPort or a Storage location. 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.
Scanning Searchable PDF—The .sPDF file format used by Adobe Acrobat and OmniPage Pro. This format converts scanned text into PDF with text search and OCR capabilities. It is only available if you have One Touch OmniPage or the OmniPage Pro software installed on your computer. See “Scanning with sPDF or nPDF and Searching for Text” on page 68 for details. Normal PDF—The .nPDF file format used by Adobe Acrobat and OmniPage Pro.
Scanning Selecting Options for a Button The One Touch Options determine the types of Destination Applications available for a button, as well as the location of the files of your scanned items. To select options: 1. Open the One Touch Properties window and click the Options tab. Options tab. 2. Click the Select Button menu arrow and select the button for new options. 3. Select button options as described below. Show All Destinations—This option selects all the Destination Application categories.
Scanning • Text Editors include Microsoft Word and WordPad, Microsoft Excel, and other word processing and spreadsheet applications. Select this option if you want OCR processing to convert your scanned documents to text that you can edit. See “Scanning with Optical Character Recognition (OCR)” on page 66 for more about OCR. • PDF applications are for documents scanned to the PDF format. • Email includes Microsoft Outlook and other eMail applications.
Scanning The copies will be saved in the folder specified in the Folder Copy Options section (see the figure on page 48 and the description below). This option is not available if either Document Management or Storage and CD-R/W are selected because, by default, file copies for those types of Destination Applications are already automatically saved in the folder for copies. For that reason, this option is not available for the default settings of Buttons 1 and 2.
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 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 key icon to change it from a key to a lock. 7. Click the Page Settings tab to select page settings. Click to toggle between inches and millimeters.
Scanning • Straighten Image—Select this option to let the scanner automatically determine if a page is skewed, 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 straighten correctly. In that case, rescan 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 is 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 folders by type, the default location of scanned archive documents is at C:\Documents and Settings\\My Documents\My OneTouch Archive\TIFF Documents. 3. Click the Browse button to specify the location to store the scanned documents, or type a location directly into the box. 4. Click OK or Apply. Scanning to Multiple Folders When archiving documents with the Transfer to Storage option, you can scan them to multiple folders.
Scanning 6. Click the Scan Settings, Page Settings, and Advanced Settings tabs, and select the settings you want. 7. Click the Storage Options tab. 8. Click the Browse button. 9. Select the folder you created for storing the scanned documents. If you haven’t created the folder yet, you can click the Make New Folder button and type the name for the new folder.
Scanning 10. Click OK. The selected folder will now be set as the Storage Location, such as “Business Receipts.” 11. Click Apply. The new configuration is now listed as a Transfer to Storage configuration. 12. Repeat the process to create additional new configurations, such as one named “Storage for Personal Receipts.” 13. Make sure to designate separate folders as the Storage Locations for the new configurations.
Scanning 14. Now click the arrow buttons to select a scanner button for each new configuration. Click Apply to set that button for that configuration. The following examples show that buttons 7 and 8 have been set to scan to each of the new configurations. Note that the button names have also been changed to Storage 1 and Storage 2 to remind you that both send documents to storage, but to different locations. To change button names, see “Renaming a One Touch Button” on page 47.
Scanning 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 Configure Before Scan Choosing Configure Before Scan simply opens a scanning interface when you press or click a scan button. You can then use the interface to change the Resolution, Scan Mode, and other settings. When you scan, the scanned image will still be sent as the file type and to the same Destination Application already selected in the OneTouch Properties window for that button. To Set Configure Before Scan: 1. Open the One Touch Properties window. 2.
Scanning To Scan Using Configure Before Scan 1. Put the documents in the scanner’s ADF tray or on the flatbed glass. 2. Click on the button you set to use the Configure Before Scan option. In the example shown on the previous page, the scanning option 9 has been set to use Configure Before Scan. 3. The TWAIN interface will open. 4. Choose the Options applicable to your scan batch. 5. Click on the Scan button in the TWAIN interface. 6.
Scanning Canceling a Configure Before Scan To cancel a scan after scanning has begun: 1. Click on the Cancel button in the scanning progress window. 2. The following window will open asking you if you want to cancel the entire job. • Yes—scanning stops and all pages scanned in this batch, up to this point, will be deleted. The TWAIN interface will close and you can restart your scan from the beginning. Choose Yes if the TWAIN scan settings are incorrect for your current scanning batch.
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. NOTE: For all OCR processing, use the original factory settings for OCR scanning that came with your scanner.
Scanning To scan with OCR: 1. To scan using the buttons on the scanner, press the Destination Selector until the LED is at 6, then press the Simplex or Duplex button. NOTE: One Touch Button 6 is preset as your OCR button. But you can also set up any other button to scan and OCR the text. 2. To scan from the One Touch Button Panel, click the One Touch icon in the Windows Notification Area, click the arrows to see Button 6, then click Button 6.
Scanning Scanning with sPDF or nPDF and Searching for Text Searchable PDF (sPDF) and Normal PDF (nPDF) are special forms of an Adobe PDF file. sPDF converts scanned text into the PDF format with text search and OCR capabilities. nPDF has those same features, plus you can edit the text in an nPDF image if you have a PDF editing program.The two PDF formats can also produce images with different image quality, so you may want to experiment with them to determine which is better for your scanned documents.
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 OK. The One Touch Properties window closes. 8.
Scanning 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 or Windows Vista. 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. Using the arrows, choose a button to use for scanning and burning to a CD. 4. Select Burn to CD as the Destination Application.
Scanning 9. Make sure a blank 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. NOTE: Until you click Burn to CD these files are stored in your computer at C:\Documents and Settings\\Local Settings\Application Data\Microsoft\CD Burning. This is where Windows XP and Windows Vista store all files waiting to be burned to a CD by the automatic CD writing wizard.
Scanning 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. The scanner will feed in the first page, but will then stop until you select the application to use. After you select the application, its interface will open and you can use it to continue with the scanning. To scan with event forwarding: 1. Open the One Touch Properties window. 2. Using the arrows, choose a button to use for the event forwarding. 3.
Scanning 6. Start scanning using the button you selected for event forwarding. A dialog box opens for you to select the application to use for scanning. 7. Select the application in the box and click OK. Now the application you selected opens and you can continue the scanning from that application’s TWAIN interface.
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 NOTE: Depending on the complexity of the document, its conversion to the HTML format may take a few moments. NOTE: If you have OmniPage Pro installed on your computer, you may see a thumbnail of the page. Click on the thumbnail to see the full 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 Transfer Documents to a Server or Mapped Drive When selecting the storage location for scanned documents, you can select a local folder, or a folder on a server or mapped drive.You select a mapped drive using the Browse button. See “The Storage Options Tab (Archive)” on page 57 for more information about storage options. 1. On either the One Touch 4.0 Link Properties window, or from the Scan Configuration Properties window, click the Browse button. The Browse For Folder window opens. 2.
Scanning 3. Click OK. Now when you scan using Transfer to Storage as the Destination Application, the documents are stored on the server or mapped drive. 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.
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 opens 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 1 minute 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 with the TWAIN Interface from PaperPort Scanning with the TWAIN Interface from PaperPort Instead of using the scanner buttons or the One Touch Button Panel to scan, you can also scan from the TWAIN interface. The PaperPort application that you received with your scanner provides access to the TWAIN interface. This scanning method is particularly helpful when you’re already using PaperPort to file and save scanned items, or if you want to adjust scan settings prior to scanning.
Scanning with the TWAIN Interface from PaperPort Accessing the TWAIN Interface from PaperPort The instructions in this section are for accessing the TWAIN interface from the PaperPort application. To access the TWAIN interface from PaperPort: 1. On the Windows taskbar, click Start, point to Programs, point to PaperPort, then click PaperPort. The PaperPort desktop opens. Scan icon. Folders pane. 2. Click the Scan icon on the PaperPort command bar.
Scanning with the TWAIN Interface from PaperPort The Folders pane (which shows folders for organizing your scanned images) is replaced by the Scan pane. Scan pane. If this Scan button is not active, see the section on page 93 to set up PaperPort for the TWAIN scanning option. NOTE: If the Scan button at the bottom of panel is not available when you make a selection from the Scanner drop-down list, PaperPort needs to be set up to use the scanner.
Scanning with the TWAIN Interface from PaperPort 5. When scanning documents, use the Create single page items check box as follows: • When the check box is selected, all pages in the Automatic Document Feeder are scanned, the TWAIN interface closes, and each page is placed on the PaperPort Desktop as an individual file.
Scanning with the TWAIN Interface from PaperPort Scanning with the TWAIN Interface The TWAIN interface lists the scanning options available with your Xerox DocuMate 272 scanner. The options on the TWAIN interface are: • Mode—Select a scanning mode: Black&White to scan in black and white. The scanning pixels are all the same size and are either black or white. Use this setting for letters, memos, and other black and white material. This scan mode produces the smallest file size.
Scanning with the TWAIN Interface from PaperPort • Brightness and Contrast—Sometimes an image is scanned with the brightness and contrast set too light or too dark. For example, a note written with a light pencil may need to be scanned darker to improve legibility. Increasing or decreasing the brightness makes the scanned image lighter or darker. Contrast refers to the difference between the lighter and darker portions of the image.
Scanning with the TWAIN Interface from PaperPort • Define page size—Click this option to activate the Define button. Then click the Define button to see the Define page size dialog box for selecting a specific page size. Click Standard, click the menu arrow and choose a page size from the list, or click Custom and enter the horizontal and vertical page dimensions in the boxes. The maximum size is 8.5" x 14". The units of measurement can be inches or millimeters.
Scanning with the TWAIN Interface from PaperPort 2. If the AutoScan feature is turned on, scanning begins. If the AutoScan feature is not turned on, click the Scan button. The scanner starts scanning and a progress box shows the image. If you’re using PaperPort to scan and its Create single page items check box is selected, all pages in the Automatic Document Feeder are scanned, the TWAIN interface closes, and each page is placed on the PaperPort Desktop as an individual file.
Scanning with the TWAIN Interface from PaperPort 3. If you are scanning multiple pages, click the Done button on the TWAIN interface, and if you are using PaperPort click Done on the PaperPort-Scan window. If you are scanning a single page, the TWAIN interface closes automatically. When scanning is complete, the scanned images appear in the TWAIN software. This example shows a thumbnail image of a scanned page on the PaperPort Desktop.
Scanning with the TWAIN Interface from PaperPort 1. Open the scanning software that you use for accessing the TWAIN interface. 2. Set the resolution to 200 or 300 dpi to ensure good image quality. 3. Choose AutoCrop to original to scan the proper size for the card. 4. Choose Duplex to scan both sides of the card. To scan a single side, uncheck Duplex. 5. Insert the card lengthwise into the Card Reader slot on the back of the scanner. 6. If the AutoScan feature is turned on scanning begins. 7.
Scanning with the TWAIN Interface from PaperPort 8. The image of the card is automatically rotated 90o so it is easily readable when it appears. Insert the card into the scanner lengthwise. When scanning is finished, the scanner will automatically rotate the image so it’s easily readable in the Destination Application. 9. The rotated card image appears in the TWAIN application, in this case the PaperPort desktop shows a thumbnail of the scanned card.
Scanning with the TWAIN Interface from PaperPort Display the Device Configuration 1. Click the Xerox DocuMate 272 icon in the top right corner of the TWAIN interface. The Device configuration window opens and shows the information about your scanner. See the section “Checking the Hardware and Setting the Lamp Power Saving” on page 79 for more information about the device settings.
Scanning with the TWAIN Interface from PaperPort Setting Up PaperPort to Work With Your Scanner When you select a scanning option from PaperPort’s Scanner drop-down list, either Twain: Xerox DocuMate 272 or WIA: Xerox DocuMate 272 (Windows XP only), the Scan button at the bottom of the panel should become active. If it doesn’t you need to set up PaperPort to work with your scanner. If this Scan button is not active, you need to set up PaperPort to be able to access your scanner.
Scanning with the TWAIN Interface from PaperPort To set up your scanner: 1. From the Scanner drop-down list, select one of the options, such as Twain: Xerox DocuMate 272. 2. Click the Setup button. A window opens to begin the setup process. 3. Click Yes then click Next. The next window offers you the option to run hardware diagnostics. 4. Click Yes (recommended) then click Next.
Scanning with the TWAIN Interface from PaperPort The next window is for checking the connection between your scanner and the computer. 5. Click Next. After the Setup Wizard checks the connections, the next window is displayed. It has a series of setup options, but only the Basic scan test is necessary because your scanner was already tested and calibrated when you installed the One Touch 4.0 software 6. Click Next.
Scanning with the TWAIN Interface from PaperPort The TWAIN Interface opens. NOTE: If you are setting up the scanner for WIA, the WIA interface opens instead. 7. Insert a single page into the scanner, face-down, and the Scan button on the TWAIN Interface will become active. 8. Click the Scan button on the TWAIN interface. The Setup Wizard runs the scan test. A message window opens that says “Basic scan test passed.” 9. Click Next on the message window.
Scanning with the TWAIN Interface from PaperPort The final Setup window opens to let you know the setup process is finished. 10. Click Finish. PaperPort is now setup for the scanning option you selected (in the example above, it’s the TWAIN option) and the Scan button on the PaperPort window will now become active.
Scanning with the WIA Interface Scanning with the WIA Interface Microsoft Windows XP and Windows Vista include their own scanning interface—known as Windows Image Acquisition (WIA)—for acquiring images from scanners, digital cameras, and other digital devices. This section shows how to use Microsoft Paint to scan using the WIA interface, but you can use PaperPort and other Windows applications as well. NOTE: Duplex (two-sided) scanning is not available from WIA. To scan using WIA from Microsoft Paint: 1.
Scanning with the WIA Interface The Scan using Xerox DocuMate 272 window opens. Use this window to select scanning options and start the scan process. 3. Click the button most appropriate for the item you’re scanning. 4. Select a paper size from the Page Size list. 5. Click Preview to preview the image before scanning. The image is displayed on the right side of the window. NOTE: If you preview when scanning a stack of documents, the first page of the stack feeds through the ADF for the preview.
Scanning with the WIA Interface 8. The scanned images will appear in Microsoft Paint (or other WIA application you’re using). Fine Tuning Your Scans You can select new settings before you scan an item to fine tune exactly how you want to scan it. To select the scanner settings before you scan: 1. On the scan window, click Adjust the quality of the scanned picture.
Scanning with the WIA Interface The Advanced Properties dialog box opens. 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.
Scanning with the ISIS Interface Scanning with the ISIS Interface You can use the ISIS interface from QuickScan or any other application that will access the ISIS driver. Note that the ISIS interface for each application varies depending on the application. Please refer to that software application’s User Guide for instructions on scanning with the ISIS interface. The QuickScan User’s Guide is available on the Disc 1 CD that you received with the scanner.
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 feed in at the same time. To clean the ADF: 1. Dampen a soft cloth with some isopropyl rubbing alcohol (95%). 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 may wear out and is designed to be a userreplaceable part. Problems with documents feeding into the ADF is an indication that the pad is wearing thin. See the “Xerox DocuMate 272 Scanner Parts List” on page 113 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: The installation will not complete successfully. If installation finishes, the scanner’s One Touch 4.0 options do not seem to work properly. What do I do? A likely cause is that some driver programs are already installed on your computer for another scanner. They are interfering with the installation and One Touch options, and you need to remove those other drivers and re-install your Xerox DocuMate 272 scanner.
Maintenance Status Light Troubleshooting Codes The status light indicates the current state of the scanner. A green status light indicates the normal state of the scanner. A red status light indicates that there is a hardware issue. Descriptions of the most common patterns are listed below. Normal Operation • Blinking green: indicates the scanner is waking up from power saving and preparing to scan. • Steady green: indicates the scanner is ready to scan.
Maintenance Error Code 0 4 or 5 6 7 or 8 9 All Other Codes Problem Description Solution Scanner is not connected A cable may be loose. Check that the scanner’s cables are to the computer. (The LED correctly attached to the computer. If the scanner still does does not flash “E” and the not connect, re-boot the computer. status light remains green.) The scanner lamp is either turned off or the lamp has not warmed up enough to initiate scanning.
Maintenance Uninstalling Your Scanner To uninstall the Xerox DocuMate 272 scanner, remove the scanner software, PaperPort, or any other scanning software provided with the scanner. Uninstalling the Scanner and One Touch Software 1. On the Windows taskbar, click Start, point to Settings, then click Control Panel. 2. Windows 2000 and Windows XP: Double-click the Add/ Remove Programs icon. Windows Vista: Double-click the Programs and Features icon. 3. From the list of programs, select One Touch 4.0.
Maintenance To Install Another Driver Before you can install another driver for your scanner, you must remove the currently installed driver first. Then the new driver can be installed. 1. Uninstall the One Touch 4.0 driver. a. Open the Windows Control Panel. b. Windows 2000 and XP: Double-click on Add/Remove Programs. Windows Vista: Double-click on Programs and Features. c. Select One Touch 4.0 then click on the Remove button. d.
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 Power cord USB cable Safety and agency certifications 112 600 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.
Maintenance 114 DocuMate 272 Scanner User’s Guide
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.
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. This device complies with part 15 of the FCC Rules.
Index A ADF cleaning 103 ADF pad assembly replace 105 Advanced Properties 101 Archive button 76 aspect ratio 56 Autocrop to Original 53, 86 AutoRotate image 56 B bit depth 112 Black&White 52, 85 BMP 44 Brightness 52, 86, 101 Burn to CD 41, 70 Destination Application 70 button options 48 button settings 35 C card reader 30, 90 CD-ROM drive 3 Color 52, 85 color configuration 85 Color Document 35 color filter 55, 86 Comma Delimited 46 components 2 computer specifications 3 Configure Before Scan 63 Contrast 5
Index JPG file size 44 K Kofax VRS 18 L lamp malfunction 109 Lamp timeout setting 80 LED number 22, 23 Link Properties 37 M Microsoft Internet Explorer 74 Microsoft Outlook 42 Moire Patterns 53, 86 monitor 3 N Normal PDF 47, 68 nPDF 35, 44, 47, 68 O OCR 45 optical character recognition 66 storage 78 OCR button 67 OmniPage Pro 40, 47, 66 on/off switch 15 One Touch Button Panel 25, 26, 76 Button View 27 Detail View 27 Hardware View 27 initial settings 29 names 28, 47 OCR 67 One Touch icon 26, 27, 32 One
Index Text Formats 45 TIFF 44 Transfer to Storage 76 troubleshooting 106 TWAIN 63, 73 TWAIN standard 81 U uninstall 110 USB port 14 W watermark, remove 55, 86 WIA 63, 98 Windows Image Acquisition 98 Word Document 46 X xls file format 46 DocuMate 272 Scanner User’s Guide 121
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