Scanning on Canon Multifunction Devices (MFDs)

How to scan on Canon Multifunction Devices (like the printers in the Library), including OCR scanning and scanning to Google Drive and Dropbox

In this article

1. Scanning using the Canon Multi-Function Printers
2. Ways to Scan/Receive the Scanned Document
3. Scanning Settings
4. Additional Information

Scanning using the Multi-Function Printers

1. Login by typing in your username and password or by scanning your oneCard on the panel.
2. Choose Scan
3. Choose My Personal Account or enter an Account Code if you have one
4. Choose your preferred way of receiving the scanned document
5. Choose your own options or leave them as default and then press Start
6. At the end of the complete scan, you must choose the green Finish button within 1 hour, or the scan file will never be saved or sent.

 

Ways to Scan/Receive the Scanned Document

1. Scan to My Email: scans the document and sends it to your Carleton email.

2. Scan to Carleton: Scans the document and sends it to the entered user accounts associated Carleton email. 

3. Scan for (cloud) OCR: adds searchable text to the "pictures" of your document pages, using a process called Optical Character Recognition. The PDF or Word file is uploaded to the PaperCut cloud service, text is interpreted in up to 10 languages (the same languages used with Microsoft Office, except Greek), and the resulting PDF or Word file with its searchable text is emailed to your Carleton email.

   Check the settings carefully before starting the scan. If the Orientation, Paper size, or Duplex mode setting does not match the actual paper document, the OCR interpretation will not work as expected.
   The interpretation may take some time, so please wait for the email. PaperCut does not retain any trace of your scan file after sending it to your Carleton email account.

4. Scan to My Google Drive: does not send an email. Instead, it saves the scan file on your Carleton Google Drive, in a top-level folder labeled Scans for PaperCut MF. In this action, you might change the Filename field before starting the scan, to more easily find the scan file later.

5. Scan to My Dropbox, works like the scanning to Google Drive, but saves the scan file in your Carleton Dropbox account, if you have one. It creates a top-level folder called Apps, then saves the scan file in a folder labeled Scans for PaperCut MF inside that Apps folder. In this action, you might change the Filename field before starting the scan, to more easily find the scan file later.

 

PaperCut Scan settings

Each PaperCut Scan Action starts with some assumptions about your paper document, displayed on the right side of the screen. If any of these settings does not match your actual paper document, the scan file may not capture what you want. Therefore, please review each setting before you start a scan, and use the "Change settings" button to adjust any setting.

• Duplex mode (default 1-sided): If your paper document is printed on both sides, you must change this to 2-sided.
• Orientation (default portrait): If your paper document is wider than it is tall when held in viewing position, change this to landscape. An OCR scan will fail if this is not correct.
• Paper size (default Letter): Match the size of your paper document. Letter is 8.5 x 11"; Legal is 8.5 x 14"; Ledger, also called Tabloid, is 11 x 17". If your document is not any of these common paper sizes, choose the next larger size. If you do not choose a large enough paper size setting, the scan will appear "chopped off"; it does not shrink the scan image to fit.
• File type (default PDF): If you know you need a different file type than Adobe PDF, choose it here. You might prefer to save graphic images or photographs in the JPEG format. Some document processing or storage systems may prefer files in the TIFF format.
• DPI (default 300): This is the resolution of the scan in dots per inch. The default of 300 dpi matches the lowest resolution of most printers today. Most fax machines send faxes with a maximum resolution of 200 dpi. Small images displayed on a Web page may use 100 (or 96) dpi. To create a smaller scan file, choose a lower resolution. For a sharper image, choose a higher resolution.
• Color mode (default color): Whether the scan file preserves any color from the original paper document. For a smaller scan file, choose Grayscale; Black & White is even smaller still.
• Prompt for more pages (default yes): Whether to continue prompting you for more pages when the current pages are done, or automatically stop the scan when the paper document has fed through. By default, it keeps prompting for more until you choose the green Finish button. If you forget to press Finish, the scan file will be discarded after 1 hour without being sent or saved.

Other settings

• The Filename and Subject lines can be changed by pressing the text and typing in a new one using the touch-pad keyboard.
• The default scan settings shown on the right can be changed by choosing the gray Change settings button.

 

Additional information

• Other types of OneCards – affiliate, department copy (deptcopy-), guest – cannot use the new PaperCut Scan Actions, but must use the old Canon MFD Scan and Send button. Friends of the College oneCards may not be able to login at all, so they can use the anonymous scan 1/0 manual login.
• At the end of the complete scan, you must choose the green Finish button within 1 hour, or the scan file will never be saved or sent.
• Every successful or failed scan will be followed up with an email from printmaster@carleton.edu telling you the status of the scan.
• Any action that sends the scan file by email (envelope icon) is limited to the size of a Gmail attachment, which is 20MB. Therefore, such actions will split the scan at every 20 pages.
• In any scan action that sends the scan file to a cloud storage service (cloud icon), the scan file size is limited to 200MB. Therefore, such actions will split the scan file every 200 pages.
• The first time you scan to either cloud service, like Google Drive or Dropbox, you will receive an email asking whether PaperCut can use your account in that service. Until you click the link in that email, your scan file will not be delivered to your cloud account. Once PaperCut has permission for a cloud service, it will not ask again.
• If your paper document is too big to be sent or saved, use Change settings to scan it again at a lower resolution or in a less colorful mode. Or just split the paper document into smaller parts and scan each part, like a chapter, separately.