First, you will need to setup a shared folder

1. Go to your desktop or another location such as C drive.

2. Right click, New > Folder

3. You should now have a new folder on your desktop

4. Right click on the folder and rename to SCANS

5. Right click on this new folder and select “share” . Note this may differ slightly depending on what version of windows that you have.

6. If there are users shown as a list, select the individuals that you wish to grant access to, alternatively select “everyone”

7. The folder should now change to confirm that it is now shared.
   

If your Canon copier is an i model (it will have an i at the end of its model number such as iR2380i ) or if it is fitted with a universal send kit, then the machine will have the ability to push scan. This means that you can send a document straight from the machine to your new scans folder.

If you will be scanning regularly to this folder we recommend that you set up a one touch button on your copier.

The process will vary slightly depending on the model that you have but the setup will follow this method:

1. Press “one touch” and setup a new destination.

2. Select the type of document destination as “file” and SMB

3. Select “browse” this will display your network name, depending on the naming convention that is used, or may simply display “workgroup”

4. Highlight the domain and select your computer from the list. If the network is quite large you may have to navigate through sub-networks to find your PC.

5. You will now be asked to provide your computer network logon and password – this is the logon used to authenticate you on your PC / network.

6. Once you have provided logon details you will see any shared folders on your PC.

7. Select your “scans” folder and save the setting.

8. You have now setup a one touch button for scanning.

9. To send a scan to your PC, place your document in the machine and simply press “One Touch” you will see your scans folder displayed, select this and press the green start key to send the file.

10. On returning to your PC, open your scans folder and you will see the new file inside.
    
    

Scanning from a non i Model

If the machine does not have an i after the number then it is a pull scan machine which means that the document will be placed in the feeder or on the glass and pulled from there to your computer. In order to do this you will need to have the scanner driver software – scangear – installed on your PC.

Network Scangear should be provided with your machine on a disc or can be downloaded from the Canon website. To use scangear, install the software and run the network scangear tool. You will need to enter the ip address of the copier or click on DISCOVER it will then find it on the network.

Once found, highlight and press SELECT to save the device details on your PC.

Once this is done you can use any software on your computer which has a scan function to select the scanner and pull the image from the machine. You will have to switch the machine to “online” by selecting online on the operation panel. This may require using the arrow to go to the right to view this screen.

Once you have placed your document on the machine, return to your software and pick the Canon device from the scanner menu . You may also be able to select this by choosing Insert> Image> From Scanner> in your application. Once this been chosen it will open up the scanner driver from which you can set file types and resolutions.

When you have scanned the document, be sure to return to the machine to retrieve the document and set the device back to "offline" for normal copying etc.

When scanning, it is possible to select the most appropriate file type for your application

Choose PDF for documents that contain text or that you want to be able to store as electronic versions of the original. Some devices such as the Canon iR1021i feature a searchable PDF capability which means that the document can be searched for keywords within the document. This feature can be purchased as an option for the majority of other Canon devices.

Note: non isend models may not have the capability to pull scan as a PDF. If this is someting you wish to do, please contact us, as a universal send kit may be available for your product.

Other formats include TIFF and JPG. TIFFs are most commonly used for black and white image scans and JPG would be usefull for scanning photos etc.

The image resolution is also another important factor to consider. If your image is to be displayed on the web, then a low resolution would be acceptable as most monitors are not capable of displaying images at high resolution.

If you are saving a document as a PDF then consider a higher resolution but be aware that this will increase the file size . This is not generally a problem if you are storing documents locally on your PC, but if you are sending as emails it may cause problems if the file size is too large. many email servers have file limiters on them and could reject a file if it is too large.

Our sales and service team will be happy to discuss your scanning requirements. If you are not yet a Citrus Digital customer, simply pick up the phone and call us today on 0845 4747437 to learn how our new document management systems can save you time, money and hassle.