Canon Knowledge Base - Scanning Documents and Saving Them in a Computer (USB & Network Connection)

Description

Scanning Documents and Saving Them in a Computer (USB & Network Connection)

Solution

Scanning Documents and Saving Them in a Computer (USB & Network Connection)

ID : 8202181300 _ EN _ 1

Solution

Using the Machine as a Scanner

You can scan original documents by using the operation panel of the machine or an application on a computer. Whichever way you use, the scanned documents are converted into electronic file formats such as PDFs. Use the scan function to convert large-volume paper documents into files so that you can organize them easily.

NOTE

To use this machine as a scanner, you must complete preparations in advance, including installation of software to a computer.

If you are a Macintosh user, see MF Driver Installation Guide for installing the software and Canon Scanner Driver Guide for using scan functions

Depending on the operating system and the version of the scanner driver or applications you are using, the screens in this manual may differ from your screens.

Scanning from the Machine

You can scan and save documents to your computer by using the operation panel of the machine.

Scanning from a Computer

You can scan documents placed on the machine from a computer. The scanned documents are saved to the computer. You can scan using MF Toolbox (included with the machine), or with other applications such as an image-processing or word-processing application.

Scanning with the Canon Mobile Application

You can operate a smartphone or tablet to scan an original placed on the machine. For more information on this function, see the Canon website.

Preparing to Use the Machine as a Scanner

Make sure that the machine and your computer are connected and all software is installed. For how to check, see "Getting Started". To connect via a wireless or wired LAN, you must register this machine in MF Network Scan Utility. Register by following the procedure below. This procedure is not required if the machine and your computer are connected via USB.

IMPORTANT

The scan function is not available if the machine and your computer are connected in an IPv6 environment. Use IPv4 or a USB connection.

1. Click

in the system tray.

2. Select the check box for the machine, and click [OK].

Up to ten computers can be connected at a time on a network to one product (scanner).

Scanning from the Machine

The sequence of "scanning a document and saving it to a computer"

can only be done when scanning from the machine. Scan while specifying what computer documents will be saved to; whether to scan documents in color or black and white; whether to save documents as PDFs or JPEGs; and other settings.

1. Place the document(s).

2. Press

(COPY/SCAN) to switch to the Scan mode screen.

3. Press

.

4. Use

/

to select the destination computer, and press

.

This screen is not displayed if only a computer is connected to the machine via USB.

5. Select the scan type.

Scan type	Color	Resolution	File format
<Color Scan>	Color	300 dpi	PDF (searchable)*1/ High compression
<B&W Scan>	Black and white*2	300 dpi	TIFF
<Custom 1>	Color	300 dpi	JPEG/Exif
<Custom 2>	Color	300 dpi	PDF (searchable)*1/ Standard compression

*1 A PDF format where characters on the document are scanned as text data and the text can be searched using a computer.

*2 Documents are scanned in black and white only, with no intermediate shades of gray.

To change settings

You can change settings from MF Toolbox.

6. Press

.

Scanning starts.
To cancel, press <Yes> .

You cannot scan while the MF Toolbox setup screen is displayed. Close the screen before scanning.

7. If there are additional pages of documents to be scanned, place the next document on the platen glass, and press

.

Repeat this step until you finish scanning all of the pages.
When there is only one page to be scanned, proceed to the next step.

8. Select <Finish Scanning>, and press

.

The save destination folder is displayed on the computer.

NOTE

About the save destination folder

By default, the scanned data is saved to the [Pictures] or [My Pictures] folder. A subfolder named with the scanning date is created, and the data is saved to that folder.

To change the save destination, see "e-Manual" (HTML manual) in the DVD-ROM supplied with the machine.

Scanning Using the <Scan -> PC> Button

Place a document on the machine, and press

or

, and scanning starts immediately. The type of scan (color or black and white), the save destination for the document, and other settings can be registered to a button, and documents can be scanned using those settings. This section describes how to register settings in a button and scan with it.

Registering Your Settings in the [Scan -> PC] Key

Register the save destination computer and type of scan in

or

.

1. Press

.

2. Use

/

to select <Scan Settings>, and press

.

3. Select <Shortcut Key Settings>

<Register>.

4. Select <Scan -> PC1> or <Scan -> PC2>, and press

.

Select the key to which you want to register settings.

5. Select the type of connection that is used between the machine and computer, and press

.

<Off>

Select this setting to erase registered settings.

Select this setting if the machine and computer are connected via USB.

Select this setting if the machine and computer are connected via a network.

6. Select the destination computer, and press

.

This screen is not displayed if you select <USB Connection> in step 5.

7. Select the scan type, and press

.

Scan type	Color	Resolution	File format
<Color Scan>	Color	300 dpi	PDF (searchable)*1/High compression
<B&W Scan>	Black and white*2	300 dpi	TIFF
<Custom 1>	Color	300 dpi	JPEG/Exif
<Custom 2>	Color	300 dpi	PDF (searchable)*1/Standard compression

*1 A PDF format where characters on the document are scanned as text data and the text can be searched using a computer.

*2 Documents are scanned in black and white only, with no intermediate shades of gray.

To change settings

You can change settings from MF Toolbox.

Checking the Registered Settings

Select <Scan -> PC1> or <Scan -> PC2>

Name of destination computer

Shows the name of the computer registered as the save destination.

Scan type

Shows the type of scan that has been set.

Using the [Scan -> PC] Key

1. Place the document(s).

2. Press

or

.

To check the settings registered in the button, see "e-Manual" (HTML manual) in the DVD-ROM supplied with the machine.
Scanning starts.
To cancel, press <Yes> .

You cannot scan while the MF Toolbox setup screen is displayed. Close the screen before scanning.

3. If there are additional pages of documents to be scanned, place the next document on the platen glass, and press

.

Repeat this step until you finish scanning all of the pages.
When there is only one page to be scanned, proceed to the next step.

4. Use

/

to select <Finish Scanning>, and press

.

The save destination folder is displayed on the computer.

NOTE

About the save destination folder

By default, the scanned data is saved to the [Pictures] or [My Pictures] folder. A subfolder named with the scanning date is created, and the data is saved to that folder.

To change the save destination, see "e-Manual" (HTML manual) in the DVD-ROM supplied with the machine.

Scanning Using MF Toolbox

You can save scanned documents to a computer, forward them to a specified application to edit them, or attach them to an e-mail message. MF Toolbox features preset settings for each purpose, including conversion to PDF and color scanning. You can scan easily by selecting a preset.

NOTE

When <Auto Online for Remote Scan> is set to Off

Use the following steps to bring the machine online before operating the machine.

(COPY/SCAN) Select <Remote Scanner>

Scanning is not possible in the following instances.

During printing, copying, etc.

When cleaning the fixing unit

When the toner cover is open

Scan after these operations are completed or remedying the error.

1. Place the document(s).

2. Double-click the [Canon MF Toolbox] icon on the desktop.

MF Toolbox starts.

3. Select the scan type.

Click the icon for the type of scan you want to perform.

[Mail]

The scanned document is sent as an e-mail attachment. You can also save it to the computer and manually attach it to an e-mail later.

[OCR]

Characters in the document are extracted as text data through OCR (optical character recognition) processing. You can edit the extracted data by using an OCR software. Specify the OCR software in advance.

[Save]

The scanned document is saved to the computer.

[PDF]

The scanned document is converted into a PDF file. You can also forward it to an application. By default, the scanned document is converted into a searchable PDF file where text can be searched using a computer.

[Color Scan]/[B&W Scan]/[Custom 1]/[Custom 2]

You can register frequently used settings in advance. You can also specify an application as a forwarding destination. When you scan by using the operation panel, the settings registered here are applied.

To switch a scanner

If two or more machines are installed and you want to switch to another machine, click [Settings], and select the machine.

4. Configure the scan settings as necessary.

5. Click [Start].

Scanning starts.
To cancel, click [Cancel].

When scanning several documents

If the screen shown below is displayed, you can continue scanning documents (When you can only scan one page at a time, such as when the JPEG format is specified, this screen is not displayed.)

1. If there are additional pages of documents to be scanned, place the next document on the platen glass, and click [Next].

Repeat this step until you finish scanning all of the pages.
When there is only one page to be scanned, proceed to the next step.

2. Click [Finish].

When scanning is complete, the scanned document is saved to a folder on a computer or forwarded to an application.

NOTE

If the scanning results are not achieved

If the expected scanning results are not achieved, for example, if the image is too dark or the color tone is different from that in the original, you can configure advanced scan settings with ScanGear MF. Place the document again, select the [Display the Scanner Driver] check box on the screen in step 6, and click [Start] to start ScanGear MF.

Previewing Scanned Images Before Specifying File Format and Saving

You can preview the scanned images before specifying the file format and save destination. This procedure is not available when [OCR] is selected in step 5. Place the document, start MF Toolbox, and proceed with this procedure.

1. Select the scan type.

Click an icon other than the [OCR] icon.

2. Select the [Confirmation of the Scanned Image and Exif Settings] check box.

If you selected [PDF] in step 1, select the [Confirm the Scanned Image] check box.

3. Click [Start].

Scanning starts.
To cancel, click [Cancel].
The scanned images are displayed as thumbnails on the [Scanned Image] screen.

When scanning several documents

The screen shown below is displayed.

1. If there are additional pages of documents to be scanned, place the next document on the platen glass, and click [Next].

Repeat this step until you finish scanning all of the pages.
When there is only one page to be scanned, proceed to the next step.

2. Click [Finish].

When scanning is complete, the scanned document is saved to a folder on the computer or forwarded to an application.

4. Set the file format and save destination.

[Save as Type]

Select a file format, such as PDF or JPEG. Available formats vary depending on the type of scan you selected in step 1.

Adding comments to a JPEG file

If you select [JPEG/Exif], you can add information such as the date or comments to JPEG files when saving them. Select the scanned image, click [Exif Settings], and enter your comments on the displayed screen.

[Save Scanned Image to]

Specify a save destination folder. If you select the [Save Pictures to a Subfolder with Current Date] check box, a subfolder named with the scanning date is created in the specified folder, and the data is saved to that folder.

If you select [PDF (Add Page)] for [Save as Type] (

), [Save Scanned Image to] is switched to [Create PDF File Based On]. In this case, click [Browse], and specify an existing PDF file to which you want to add the newly scanned document data. The data is added to the existing file as additional pages.

5. Click [Save] or [Forward].

The scanned data is saved to a folder on a computer or forwarded to an application.

Adding Pages to an Existing PDF file

Specify an existing PDF file to which you want to add the newly scanned document data. The data is added to the existing file as additional pages. Place the document, start MF Toolbox, and proceed with this procedure. The PDF file you select must be created with MF Toolbox. Newly scanned document data cannot be added to PDF files created with other applications.

1. Select the scan type.

Click the [Mail], [Save], or [PDF] icon.

2. Select [PDF (Add Page)] for [Save as Type].

Click [PDF Settings], and configure the scan settings as necessary.

3. Click [Browse], and select the PDF file to which you want to add the pages.

The newly scanned document data is added to the PDF file you select.

4. Click [Start].

Scanning starts.
To cancel, click [Cancel].

When scanning several documents

The screen shown below is displayed.

1. If there are additional pages of documents to be scanned, place the next document on the platen glass, and click [Next].

Repeat this step until you finish scanning all of the pages.
When there is only one page to be scanned, proceed to the next step.

2. Click [Finish].

When scanning is complete, the scanned document is saved to a folder on the computer or forwarded to an application.

Configuring Settings for MF Toolbox and the Scanner

You can switch to another scanner by using the [Settings] button. You can also configure settings such as the name of the computer to save documents.

[Select Scanner]

Select the scanner (machine) to use with MF Toolbox.

[Computer Name]

When scanning by using the operation panel of the machine, there is a procedure to specify a destination to save the scanned document. You can edit the computer name that appears on the display of the machine during this procedure.

[Comment]

You can enter a comment for each type of scan. Edit the comment as necessary.

[Close Toolbox after Finishing Scanning when Started from Device]

When you scan by using the operation panel of the machine, MF Toolbox starts. You can specify whether you want to automatically close the MF Toolbox screen when you finish scanning.

Configuring Scan Settings in MF Toolbox

You can change the preset settings, such as the type of scan (color or black and white), file format, and resolution, to suit your intended use. You can also specify a destination to save the scanned document, an application as a forward destination, and other settings.

NOTE

For Macintosh users, available functions vary.

Configuring Scan Settings

Configure the scan settings such as the original document size, color mode, and resolution.

[Select Source]

Select the location where the document was placed. Select [Platen Glass].

[Paper Size]

Select the document size. If you select an option for a custom size, the [Paper Size Settings] screen opens. You can then enter a custom size.

[Scan Mode]

Select the image type to scan documents. Available items vary depending on the type of scan, such as [Mail] or [PDF].

[Black and White]	The document is scanned as a black and white image (in black and white only, with no intermediate shades of gray).
[Black and White (OCR)]	The document is scanned as a black and white image optimized for processing by OCR (optical character recognition) software.
[Grayscale]	The document is scanned as a grayscale image (in black and white with intermediate shades of gray, similar to a black and white photograph).
[Color]	The document is scanned as a color image.
[Color (Magazine)]	The document is scanned as a color image. The color unevenness and moire that occurs when scanning print material is reduced. It takes more time to scan when using this setting than when using [Color].

[Upper Limit of Attached File]

This item is displayed when [Mail] is selected for the type of scan. The quality of the scanned image is automatically adjusted so that the file size does not exceed the maximum limit that you specify here.

[Image Quality]

Select the resolution of the scanned image that suits your intended use.

Available resolutions vary with the file format (PDF/JPEG).
A resolution of 75 dpi is a rough guide for displaying the scanned image on a computer, and 300 dpi for printing or creating a searchable PDF.
If you double the output resolution, the image file size increases by a factor of 4. If the file size is too large, a memory shortage or other error may occur. Set the resolution to the minimum required for your intended use.

[Display the Scanner Driver]

Select this check box to enable you to configure advanced scan settings with ScanGear MF. To start ScanGear MF, click [Start]. This item is not displayed when [OCR] is selected for the type of scan.

Configuring Storing Settings

Specify settings for the scanned data, such as the file name, file format (PDF, JPEG, etc.) and save destination.

[File Name]

Enter the name for the scanned data file.

If a file with the same name already exists in the save destination, a unique sequential four-digit number (for example, "0001") is appended to the new file name.

[Save as Type]

Select the file format.

[BMP]	The scanned document is converted into a bitmap image.
[JPEG/Exif]	The scanned document is converted into a JPEG/Exif image. This setting is available when [Grayscale], [Color], or [Color (Magazine)] is selected for [Scan Mode].
[TIFF]	The scanned document is converted into a TIFF image.
[PDF]	A PDF file is created. If you scan a multi-page document, these pages are merged into one PDF file.
[PDF (Single Page)]	A one-page PDF file is created for each page of the scanned document. For example, if you scan a three-page document, three separate one-page PDF files are created.
[PDF (Multiple Pages)]	One PDF file is created from multiple documents. For example, if you scan a three-page document, one three-page PDF file is created.
[PDF (Add Page)]	Newly scanned document data is added as additional pages to an existing PDF file that you specify.

Available file formats for each scan type

Scan type	BMP	JPEG/Exif	TIFF	PDF	PDF (Single Page) PDF (Multiple Pages) PDF (Add Page)
[Mail]		*
[OCR]		*
[Save]		*
[PDF]
[Color Scan]
[B&W Scan]
[Custom 1]		*
[Custom 2]		*

* Not available if [Scan Mode] is set to [Black and White] or [Black and White (OCR)].

If a message indicating the image size is too large is displayed

Lower the [Image Quality] value.

[PDF Settings]

If you select [PDF], [PDF (Single Page)], [PDF (Multiple Pages)], or [PDF (Add Page)] for [Save as Type] (

), you can configure advanced settings for PDF files.

[Create Searchable PDF]

Specify whether you want to convert the scanned document into a searchable PDF. Characters in the scanned document are converted into text data and the text can be searched using a computer. Text can also be edited with a word-processing application. To create a searchable PDF, select [300 dpi] for [Image Quality].

[Text Language]

Select the language that matches the document.

[PDF Compression]

Select the level of the data compression. If you select [High], the data size of images such as photographs or illustrations are reduced more than if you select [Standard]. However, the image quality may degrade depending on the document type.

[Save Scanned Image to]

Click [Browse], and specify the save destination for the scanned data. If you select [PDF (Add Page)] for [Save as Type] (

), [Save Scanned Image to] is switched to [Create PDF File Based On]. In this case, specify an existing PDF file to which you want to add the newly scanned document data. The data is added to the existing file as additional pages.

[Save Pictures to a Subfolder with Current Date]

If you select the [Save Pictures to a Subfolder with Current Date] check box, a subfolder named with the scanning date is created in the folder specified in [Save Scanned Image to] (

), and the data is saved to that folder.

Specifying External Applications to Forward Scanned Data

If you specify an application to which you want to forward the scanned data, the specified application automatically starts when scanning is complete. For example, you can specify Adobe Photoshop or other image-processing application. If you select [Mail] for the type of scan and specify an e-mail application, the scanned data is automatically attached to a new e-mail message. To scan with [OCR] selected, you must specify an OCR software.

[Delete]

If you do not want to forward the scanned document to an application, such as when you want to save it, click this button.

[Set]

Click this button, and select an application. Alternatively, you can specify an application by dragging its icon here if it is not an e-mail application.

Supported e-mail applications

- Microsoft Outlook Express

- Microsoft Outlook

- Microsoft Exchange

- EUDORA

- Netscape Messenger

- Windows Mail

- Becky! Ver.2

- Mozilla Thunderbird

Scanning Using an Application

Scan the document by using an application. You can use Adobe Photoshop, Microsoft Office Word, or other image-processing and word-processing applications. The scanned image is directly loaded in the application, allowing you to edit or process the image immediately. The following procedure varies depending on the application.

IMPORTANT

The application must be compatible with TWAIN or WIA . For more information, see the instruction manual for your application.

* TWAIN is a standard for connecting image input devices, such as scanners, with computers. WIA is a function that is an integrated standard in Windows.

1. Place the document(s).

The second or subsequent documents may not be scanned, or an error message may be displayed depending on the application. In such a case, place and scan one document at a time.

2. From the application, select the start scan command.

The procedure for selecting the start scan command varies depending on the application. For more information, see the instruction manual for your application.

3. Select the scanner driver for the machine.

Select ScanGear MF or WIA. If you select ScanGear MF, you can configure advanced scan settings.

4. Configure the scan settings as necessary.

For more information about ScanGear MF scan settings, see "e-Manual" (HTML manual) in the DVD-ROM supplied with the machine.

5. Click [Scan].

Scanning starts.
When scanning is complete, the scanned image is forwarded to an application.

SIMS Doc Id

8202181300

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Scanning Documents and Saving Them in a Computer (USB & Network Connection)

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