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All Ricoh copiers can be used as copier, printer printer and scanner. With the exception of volta one can always make a color scan, even if the copier only works in black & white.

In the library of the Science faculty there is also a Hewlett-Packard flatbed color scanner. Possibly the only advantage is that OCR ('optical character recognition') is possible using the HP scanner software on the PC attached to the scanner.

How to use the Ricoh scanners

Start by pressing the button with the scan symbol located in the left bottom of the front panel. The material that you want to scan can be put in the document feeder or directly on the glass, the same as with copying.

The easiest way is to send the scan file by e-mail. The tab on the touch screen is already on E-mail. Choose Manual Entry and type an e-mail address using the touch screen of choose one from the address book.

Thereafter it makes sense to have a look at the scan setting and adjust some if necessary. That can be done by touching the buttons on the left and bottom of the touch screen. Settings one can adjust:

  • B&W or color scan and the type of the original (text, photo, etc)
  • Resolution (default is 200 dpi)
  • Scan size (default is autodetection)
  • Density (default automatic)
  • Feed type (1-sided or 2-sided original and also Single Page of Multi-page)
  • File type (TIFF/JPEG of PDF)
  • File name
  • Subject of the e-mail
  • Name of the sender

By pressing the green copier button, the original will be scanned. If Multi-page was selected and the original is on the glass, then you have 60 seconds to put the next original on the glass before the e-mail is sent. Press the # button to send the e-mail immediately.

Important: do not choose the resolution too high as the maximum size of the e-mail is 25 Mb!

It is also possible to put the scanned output file directly in ones homedirectory, but this is more cumbersome since the disk (\\server\login), the login name and the password have to be keyed in. Do not forget to use the yellow Clear key in order to let the machine forget the password.

The address book of the Ricoh scanners

If you use the scanner frequently, it is convenient to put your e-mail address in the address book of the Ricoh machine by choosing Prg. Dest. after manually typing of the e-mail addresss on the scan screen. You should fill in the tabs E-mail and Names. On latter tab you can choose the name that is shown in the address book and under which characters it can be found. Now you can simply select the name from the address book to select the e-mail address of the recipient.

If more e-mail addresses of a department should be added or corrected, you may send a list to C&CZ, since C&CZ can manipulate the address book more efficiently using the web interface.

Changing or deleting entries in the address book can be done in the Address Book Management screen. To reach that screen, first push the small button on the top left to use the User Tools. Then select System Settings, Administrator Tools and finally Address Book Management.

Properties of the scanners and PC in the library

The type of the scanner in the library is Scanjet 825 Document Scanner. It has a hardware resolution of 4800x4800dpi, 48 bits colordepth and a maximum scan format of 216 x 356 mm. Using the automatic document feeder it is possible to scan upto 50 pages (both single- and double sided).

The corresponding scanner PC is a managed PC, a Dell Optiplex SX280 P4 2.8 GHz with 512 MB memory. The HP scanner software, including OCR (optical character recognition) is installed.

One should have an account to be able to log on to the PC and use the scanner.

How to use the scanner in the library?

  • Setup: On the desktop choose Scan, in the HP director choose Settings. Choose Scan Picture Settings, go to the tab Save Settings and at Save to: type for example H:\. Just look around in the other menu items, you can adjust all kinds of scanning options like, for example, the scan quality.
  • Scanning of text via the document feeder:
    • Put the paper in the document feeder (no more than 50 pages).
    • Turn the switch on top of the scanner to single or double sided.
    • On your Desktop choose Scan.
    • In the HP Director choose Scan Document.
    • Scan for editable text(OCR) choose yes.
    • Original contains graphics choose yes.
    • Make a choice from the list Scan to: save to file or Microsoft Word.
    • Now click on Scan.
    • If you want to scan more pages, Click on Scan, otherwise choose Done.
    • If you had choose save to file then a dialog 'Save as' appears, otherwise Word is started with the scanned text.
  • Scanning of pictures via the document feeder:
    • Put the paper in the document feeder (no more than 50 pages).
    • Turn the switch on top of the scanner to single- or double sided.
    • On your Desktop choose Scan.
    • In the HP Director choose Scan Document.
    • Choose for Original from Document Feeder and click Scan.
    • The picture is now scanned with default settings and saved to the default location with the name scan (in the default image file format).
  • Scanning of text or pictures via the glass pane is done in exactly the same way, but take care there are no pages in the document feeder, because in that case the document feeder will be automatically used to scan. You can also make a choice which part of a page to scan, select a differnet resolution, select another colordepth, etc. Choose Accept whenever you are ready scanning.

Tips when using the scanner

  • Do not use the PC longer than needed to make your scans. This is especially true if other people are waiting to use the scanner. The most sensible way would be to make the scans, save the data in one of possible file formats (compressed tif, gif, jpeg, PostScript, etc.). Then move over to some other PC and edit the scans with for example Paint, Gimp or xv.
  • Whenever scanning, choose a sensible resolution. A very high resolution will produce much larger output files. If you scan a picture or a photo to be used to display on a computer screen or inserted in a website, then a resolution between 60-100 dpi, the resolution of most computer screens, is best suited for pictures.