Scanning Documents at Central Piedmont

Overview

This article covers the methods for scanning documents using a college Multi-Function Printer (MFP) or a mobile device.

Depending on the type of document you are scanning, there are a few options available.

• Scan Using the MFP Document Feeder
• Scan Using the MFP Scanning Glass
• Scan Using a Mobile Device

Scan using the MFP Document Feeder

If you have one or more documents that are the same size and do not have any additional items on the document (seals, stickers, frilly edges, etc.), using one of the college's MFPs (Multi-Function Printers) will work well.

1. Initial Setup

Step 1: Scan your Central Piedmont ID badge on the panel to the left of the touch panel on the MFP to log in.

Step 2: Click the OK button on the touch panel showing your print balance.

Step 3: Touch the "Scan to Email" button on the touch panel.

Step 4: Insert your documents FACE UP into the document feeder at the top of the MFP.

2. Select who to send the documents to and name the email/file

Step 5: Touch the "To" field on the panel. A virtual keyboard will appear. Type in the email address of the person you want to send the documents to. You can repeat this for the CC and BCC fields to send the documents to others.

Step 6: Touch the "Subject" field to rename the email that is sent. This can be left with the default subject, "Scanned Document from MFP", if you do not want to put in a specific subject.

Step 7: Touch the"File Name"field to rename the file that will be sent. This can be left with the default name, "MFP Scan from", if you do not want to put in a specific file name.

3. Options

Step 8: Touch the Options button in the lower left corner of the touch panel to bring up options you can adjust. Some of the options you may want to adjust are the following. When you are finished making changes to the options, select "Hide Options" in the bottom left of the touch screen.

• File Type and Resolution– You can select what document type you want to scan to and what resolution you need. This defaults to a PDF file at 300 dpi (dots per inch)
• Original Sides– You can select whether your documents are 1-sided or 2-sided. If you select 2-sided, both sides of a page will be scanned before moving to the next page. This defaults to 1-sided.
• Color/Black– You can manually set whether the scan will be done in color or black only. By default, this is set to automatically detect color or black. If you have a color document that you would prefer to scan in black/white, you can manually adjust this here.
• Scan Mode– This allows you to select whether you are scanning a standard document (default), a book, or a 2-sided ID. For the document feeder, this can be left as standard document.
• Original Size– Here you can select the size of the original documents.
• Content Orientation– This setting allows you to select whether the documents are in a Portrait (default) or Landscape orientation.
• Image Adjustment– Here you can adjust settings to for sharpness, darkness, contrast, and background cleanup. These can be useful if a document you are scanning is faded or washed out.

4. Sending

Step 9: When you are ready, select "Send" in the bottom right of the touch panel.

1. The documents will be pulled in through the document feeder and scanned.
2. Once scanning is complete, the scans will be combined into a file or files, depending on what options you selected, and emailed to the address(es) you entered.

Step 10: Once done, you can either do another action on the MFP or select Log Off at the top of the screen.

Back to Top

Scan using the MFP Scanning Glass

You can use one of the college MFPs for scanning, even if you have documents of different sizes, decorative documents (items with seals, stickers, frilly edges, etc., that may get caught in the document feeder). It is a more manual process, but it ensures each page is scanned the way you want it.

1. Initial Setup

Step 1: Scan your Central Piedmont ID badge on the panel to the left of the touch panel on the MFP to log in.

Step 2: Click the OK button on the touch panel showing your print balance.

Step 3: Touch the "Scan to Email" button on the touch panel.

Step 4: Lift the lid of the MFP to reveal the scanning glass surface. In the top left corner of the glass is an arrow.

• For portrait documents, place your document FACE DOWN on the glass, with the top RIGHT corner of the page you are scanning lining up with this arrow. Your document will sit on the glass like the image below.

• For landscape documents, place your document FACE DOWN on the glass. Your document will sit on the glass like the image below.

Step 5: Close the lid.

2. Select who to send the documents to and name the email/file

Step 6: Touch the "To" field on the panel. A virtual keyboard will appear. Type in the email address of the person you want to send the documents to. You can repeat this for the CC and BCC fields to send the documents to others.

Step 7: Touch the "Subject" field to rename the email that is sent. This can be left with the default subject, "Scanned Document from MFP", if you do not want to put in a specific subject.

Step 8: Touch the"File Name"field to rename the file that will be sent. This can be left with the default name, "MFP Scan from", if you do not want to put in a specific file name.

3. Options

Step 9: Touch the Options button in the lower left corner of the touch panel to bring up the options you can adjust. Some of the options you may want to adjust are the following. When you are finished making changes to the options, select "Hide Options" in the bottom left of the touch screen.

• File Type and Resolution– You can select what document type you want to scan to and what resolution you need. This defaults to a PDF file at 300 dpi (dots per inch)
• Original Sides– You can select whether your documents are 1-sided or 2-sided. If you select 2-sided, both sides of a page will be scanned before moving to the next page. This defaults to 1-sided.
• Color/Black– You can manually set whether the scan will be done in color or black only. By default, this is set to automatically detect color or black. If you have a color document that you would prefer to scan in black/white, you can manually adjust this here.
• Scan Mode– This allows you to select whether you are scanning a standard document (default), a book, or a 2-sided ID. For the document feeder, this can be left as standard document.
• Original Size– Here you can select the size of the original documents.
• Content Orientation– This setting allows you to select whether the documents are in a Portrait (default) or Landscape orientation.
• Image Adjustment– Here you can adjust settings to for sharpness, darkness, contrast, and background cleanup. These can be useful if a document you are scanning is faded or washed out.

If you want to scan multiple pages this way, you will want to go to the Scan Mode option and select the  "Prompt for additional pages" box. This will bring up a box after each page is scanned, asking if you have additional pages to scan as part of this single job. If this option isn't selected, each page will be scanned as a separate document.

4. Sending

Step 10: When you are ready, select "Send" in the bottom right of the touch panel.

1. The document will be scanned.
2. You will receive a message on the screen.
   1. If you selected the option to "Prompt for additional pages", you will be prompted whether you have more pages for this job.
   2. If you did not select the option to "Prompt for additional pages", the message will ask whether you want to retain the current settings for the next job.
      1. If you want to scan another document with the same settings, select Retain.
      2. If you want to clear the settings and do another scan, select Clear.
      3. If you are done with scanning, select Cancel Job.
3. Once scanning is complete, the scans will be combined into a file or files, depending on what options you selected, and emailed to the address(es) you entered.

Step 11: Once done, you can either do another action on the MFP or select Log Off at the top of the screen.

Back to Top

Scan using a Mobile Device

There are lots of mobile apps that will allow you to scan documents directly from a phone or tablet with a camera. One of the options we will cover here is built into the Microsoft OneDrive app. You will need to download and install the OneDrive app from the Apple App Store or Google Play and log in with your Central Piedmont credentials.

Step 1: In the OneDrive app, select the blue circle with a plus symbol in the lower right corner, then select Capture.

Step 2: Place your document FACE UP on a well-lit surface.

Step 3: Move your device until the camera is over the top of the document. You will see white indicators appear as the camera locates the corners of the document.

Step 4: Try to be as still as possible to avoid a blurry scan. When ready, select the circle icon on the screen to capture the document.

Step 5: You will see the capture appear on your screen. Control points will appear at each corner and crop marks in the center of each side. Use these control points and crop marks to adjust what was captured.

Step 6: On the right side are icons to rotate, retake, or reset the scan points, in case part of the image was cut off.

Step 7: Below the capture is a camera icon you can use to scan another page.

Step 8: At the bottom is a button to Review and Edit. This will bring up more controls where you can edit the image.

Step 9: Another toolbar will appear on the right with tools for cropping the image, drawing/writing on the image (ink), adding text to the image, rotating the image and deleting the image.

1. Filters are available at the bottom to adjust the coloring of the image.
2. If multiple pages have been scanned, the Reorder button will be available to change the order of the documents.
3. Add More will allow you to scan another page.
4. Finish will take you to a Save To screen where you can select where on your OneDrive you want to save the scanned document.

Step 10: Once you click Finish, you will be brought to a screen where you can save the file to your OneDrive. You can navigate to My Files to open your drive and see available folders. You can also create a new subfolder for your file. After you select where to save it, click Save at the bottom. Your file can now be accessed on your OneDrive.

Back to Top

Outcome

After going through the steps of one of the three methods covered in this article, you will have a PDF or multiple PDFs of the documents that you scanned.