The large Canon ImageRUNNER 5070 digital copiers now available on the AU campus can be operated in scanner mode. Much of the process is the same as if you were making ordinary copies, except that the document image is converted into an image file format and delivered to a designated email address. This technique can be used to capture electronic copies of documents for storage, distribution, or web posting. (Note to faculty: you can use this method to create materials for use on moodle or direct distribution to students, but please note that you are required to comply with all necessary copyright restrictions, which are essentially the same ones that apply to electronic reserves. See the library electronic reserve information page at www.aurora.edu/library/erespolicy.htm for details.)

Scanning and sending

This section describes how to scan a document and send the resulting file to an email address. You will make most of your choices from the touch screen, which looks like this:

 

1. Insert a copy card. You will not be charged for scanned copies but a card must be present for menu access.
2. Load originals. Place your originals on the glass or in the sheet feeder, just as you would for ordinary copying.
3. You will see four tabbed choices across the top of the main menu display. Press the [Send] tab to open the Send display (circled in the example above).
4. Select scanning mode details. This system supports a variety of choices that control the scanning process. These choices are available from various buttons on the Send display. Ordinarily the default settings will be acceptable. One that you will need to pay attention to is File Type. The most convenient file type for most purposes is PDF. If the PDF option is not already displayed under File Type, press the down arrow in that field and select [PDF] from the drop-down list.
5. Selecting a saved destination address. In this step you will select a stored email address to which the file will be sent. (Skip to step 6 to enter an address not currently saved on the system; see below for instructions on saving a new address).
1. Press the [Address Book] button. A display of saved address will appear.

   

   Use the up/down arrows to the right of the list to browse through the entries, or use the alphabet keys to define the range of entries displayed.
2. Press the selected entry to identify it as a destination address. The entry will be highlighted and a green checkmark will appear in the checkmark box.
3. Repeat the two steps above to select additional destination addresses if necessary.
4. To cancel a selected address, select the entry and press the entry a second time. The checkmark will disappear.
5. When all destination addresses are selected, press [OK]. The selected address(es) will be displayed on the Send screen.
6. Entering an address not currently saved on the system. (Follow the instructions in step 5 above if you are selecting an address already on the system). Using this option will let you enter a destination address, but it is only temporary and will be deleted at the end of the scanning operation. See below for instructions on permanently entering an address on the system.
1. From the main Send display, press [New Address].
2. Press [E-mail].
3. Press [E-mail Address].
4. A touch-panel keyboard display will appear.

   

   Use this keypad to enter the new email address. Press the [Shift] key once (don't hold it down) to shift the keyboard so that you can enter the @ sign component of the address. Press [Shift] again to go back to the regular keyboard display. Use the left and right arrow keys to move the cursor, and use [Backspace] to delete characters. When the correct address has been entered, press [OK]. The new address will now appear on the Send screen.
7. Start the scan process by using the same large mechanical [Start] button that you use for ordinary copying. If you are using the sheet feeder, each scanned page will be added to the output file. If you are using platen glass, continue scanning pages until you are finished, then press [Done] on the touch screen.
8. After a few moments for processing, the file containing the scanned document will be sent to your designated email address.

Saving a new email address on the system

If you plan to use this feature on a regular basis you will want to enter your email address directly on the system. This section describes the steps involved.

1. Insert a copy card.
2. Press the mechanical[Additional Functions] button. This is a small round button located just to the right of the touch screen display. When you press it, the button will blink green and you will see a menu of alternative functions on the touch screen.
3. Press [Address Book Settings].
4. Press [Store/Edit Address Book].
5. Press [Store New Address].
6. Press [E-mail].
7. On the next screen you will see two fields, one for the user name and the other for the user email address. To enter a new name, press [Name]. On the next screen use the touch-screen keyboard display to enter the name. Use the [Shift] key to access capital letters and symbols (note that it is a toggle switch -- it is not necessary to hold it down). You can enter any name that you like here (first, last, initials, nickname, email ID, etc.) but note that the name you select will determine where the entry will appear in the alphabetical list. When the name is correct, press [OK].
8. Use the same technique to enter the email address. You must enter a fully qualified email address, including the user name, @-sign, and domain name.
9. There is an option on the E-mail display to select an address book. In most cases you can leave it set at the default -- Address Book 1.
10. When the name and e-mail address are correctly entered, press OK, and keep pressing [Done] until you have returned to the top level. You can also exit to the basic screen by turning off the [Additional Functions] button located to the right of the touch screen. The new address is now stored on the system for later use.

Editing or deleting an email address already stored on the system

To change an address already stored on the system:

1. Insert a copy card
2. Press the mechanical [Additional Functions] button (located next to the [Start] button).
3. On the touch screen, use the up and down scan arrows or the alphabetical buttons, to display the entry that will be edited. Select that entry by pressing it.
4. Press [Delete] to erase the address from the system, or [Edit] to change it.
5. If you are editing the entry, on the next screen press the button corresponding to the field you want to change, either [Name] or [E-mail address]. Use the editing functions as described above and press OK.
6. Press [Done] to return to the basic menu.