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Xerox DocuMate 4440 manual

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Table of contents for the manual

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    Xerox DocuMate 4440 User’s Guide 4 Changing the Button Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Selecting Options for One Touch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Scan Configura[...]

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    Table of C ontent s Xerox DocuMate 44 40 User’s Guide 5 Scanning with Job Separation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Scanning with Optical Character Recognition (OCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Text Formats [...]

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    Xerox DocuMate 4440 User’s Guide 6 Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Other Countries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 [...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 7 1 Saf ety This chapter includes: • Saf ety Introduction on page 8 • Oper ational Saf ety Inf ormation on page 9 • Electrical Inf ormation on page 10 • Emergency P ow er Off on page 11 • Maintenance Inf ormation on pa ge 12 • Pro d u c t S afet y Ce r t if i c at i o n on page 1 3 • Enviro[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 8 Saf ety Introduction Notices and Saf ety Please read the f ollowing instructions carefully be fo r e o p e ra t i n g t h e m a c h i n e a n d r e f e r t o t h em a s needed to ensure the continued saf e oper ation of your machine. Yo u r X e r o x p r o d u c t a n d s u p p l i e s h a v e b e e[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 9 Oper ati onal Saf ety Inf o rmation Yo u r X e r o x e q u i p m e n t a n d s u p p l i e s h a v e b e e n d e s i g n e d an d tes ted t o me et stri ct s af ety req uire men ts. These include saf ety agency examination, ap pro val , and compliance with est ablished environmental standards. To e n s[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 35 Inst alling One T ouch The One T ouch softw are installation will st art automatically after you click Close on the driver Installation C omplete window. One T ouc h is the software needed f or the buttons on the scanner to work. 1. Click Next on the W elcome t o the On e T ouch Setup W izard. 2. O n [...]

  • Page 36

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 36 R egist er Y our Scanner R egistering your sc anner is important as it provides y ou with access to our f ree telephone sup port service. Registr ation also gives y ou f ree access to software updates f or your scanner. To r e g i s t e r y o u r s c a n n e r : Y ou will need an active internet co[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 37 Inst alling Additional Ap p lications Y our scanner includes f ree, additional applications as described in the table below. 1. R eturn to the disc’s Main Menu and click Install P ro ducts . 2. Select the additional ap plic ations you wan t to install, then click Install No w . 3. F ollow the instru[...]

  • Page 38

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 38 Kof ax® Virtual R eSca n® (VRS™) Kof a x VRS automatically enhances scanned documents f rom less than perf ect originals. It is an additional sc anni ng interf ace th at us es pa tented VRS (Virtual R eScan) techno logy, and ensures your scan ning is as efficient and easy as possible, while als[...]

  • Page 39

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 39 View the User Guides 1. R eturn to the disc’s Main Menu and click on User Guides . The User Guides are in Adobe® PDF f ormat. If y ou need to, click I n s ta l l A d o b e Re a d e r to install it now. F o llow the instr uctions on the installation windows. If your com puter already has Adobe R ead[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 40 3. Click the name of a User Guide y ou want to view and it will open in Adobe R eader. Use the Adobe Sav e command to s av e that U ser Guide on your computer. 4. When you’re finished, click Main Menu to retur n to the Mai n Menu window and click Exit . 5. R emove the installation disc and store [...]

  • Page 41

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 41 5 L oading Documents to Scan This chapter includes: • Scanning f rom the Automatic Document F eeder (ADF) on pa ge 42 • Scanning Interf aces on page 44 This chapter illustr ates scanning with the button s on the sc anner. After lo ading documents in the scanner, as described below, you can also sc[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 42 Scanning f rom the Automatic Document F eeder (ADF) 1. P repare the pages bef ore loading them into the scanner, this helps to prev ent multiple-page fe e d i n g a n d p a p e r j a m s . •I f t h e e d g e s o f t h e p a p e r a r e c u r l e d o r f o lded , flatten the m as mu ch as possi bl[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 43 3. Load the documents fa c e d o w n with their to ps into the Automatic Document F e eder. 4. Y ou can now sc an the documents using the sc anner buttons, One T ouch, o r one of the other scanning int erf aces.[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 44 Scanning Int erf aces If you selected the recommended inst allation, then you ha ve se ver al diff erent options to sc an with your Xero x Doc uM ate 44 40 sca nne r. E ach me th od sc ans equally well, so use the one with ap propriate options f or the item you are scanning. • One T ouch —When [...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 45 • Windows Image Acqu isition (WIA) —This option uses the Microsof t Windows set of choices f or scanning. Select the WIA sc an settings, put the docume nt in the scanner, then click the Scan button in the WIA window. S ee Scanning f rom WIA on page 1 43. • ISIS Int erf ace —This option uses th[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 46[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 47 6 Scanning and C onf iguring One T ouch This chapter includes: • Def ault One T ouch Settings on page 49 • Scan f rom the One T ouch Button Panel on page 50 • Changing the Button Settings on page 52 • Selecting Options f or One T ouch on page 54 • Scan C onfigur ations on page 57 • File F [...]

  • Page 48

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 48 The One T ouch Button P anel, that you see on the co mputer screen, shows the pre-se t function f or each button (su ch as Em ail) and t he icon of th e destin ation (called the Destination Applic ation) where the images will be sent when scanning is finished. The On e Touch button panel s hows whi[...]

  • Page 49

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 49 Def ault One T ouch Settings When you inst alled the scanner, the software configured each One T ouch button with ap propriate settings consisting of: a Destination Ap plication , a Sc an Configur ation , and a Fil e F orm at . The button names, such as Email or Copy, indic ate the original f actory s[...]

  • Page 50

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 50 Scan f rom the One T ouch Button P anel Scanning f r om the button panel on your comput er’s screen wor ks like press ing a bu tto n on the scanner . The sc anner scans the item, then sends the image to the Destinatio n Applic ation indicat ed b y the button’s icon. To s c a n f r o m t h e O n[...]

  • Page 51

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 51 The Title Bar •G r e e n a r r o w s — c l i c k t o c y c l e through the panel’s 3 views. • Scanner icon—click to open the scanner’s hardware proper ties. •R e d “ X ” — c l i c k t o c l o s e the One T ouch panel. The Button View • Left-click on a Dest ination Application ico[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 52 Changing the Button Settings 1. Click on the One T ouch icon. 2. Right-click a button on the One T ouch Button P anel. 3. Th e One T ouch Pr operties window opens. The One T ouch P roperties window will also open when you press, hold down f o r 3 seconds, and rele ase a sca nner bu tt on. Some of t[...]

  • Page 53

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 53 6. Select a scanning configur ation in the Select configuration lis t. The configur ation’s basic settings include: sc anning mode, r esolution ( dpi), pag e size, brig htness (Br), and contr ast (Cr). T o see a selected scan conf iguration’s settings, click its icon. Click the icon again to close[...]

  • Page 54

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 54 Selecting Options f or One T o uch Use the Options T ab to configure how One T ouch works with the selected button, such as which destinations ar e av ailable, or what the file name should be. Select Button —Click the down arrow and select the button f or which y ou want to modify the settings fr[...]

  • Page 55

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 55 • Fa x a n d P r i n t is f or sending your scanned documents directly to your printer or f a x software. • Sti ev ent f orwar ding is f or using an other application’ s interf ace f or scanning. The One T ouch Eve n t F or w a r d i n g dia l o g b o x o p e n s s o yo u c a n s e l e ct w h i [...]

  • Page 56

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 56 •C l i c k t h e d o w n a r r o w a n d s e l e c t e d a t o k e n v a l u e f r o m t h e l i s t , t h e n c l i c k t h e a r r o w b u t t o n t o a d d that value to the file name field. The tok en values are: {FN} —inserts the scan ner name. {#b} —inserts the image number without addi[...]

  • Page 57

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 57 Scan C onf igur ations The sc an configuratio ns are where y ou select the scanning r esolution, brightness, mode ( color, black&white, or grayscale), and a number of other settings. T o see a selected sc an configuration’s settings, click its icon. Click the icon again to close the detailed inf[...]

  • Page 58

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 58 In the Scan C onfiguration P roperties window, the Sc an Settings , Pa g e S e t t i n g s , Adv anced Settings , and Red a c t i o n S e t t i n g s tabs are al ways av ailable. When the Kof ax VRS module is installed, the VRS Settings tab will also be a vailable f or all destinations. Based on th[...]

  • Page 59

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 59 Brightness —Sometimes an image is scanned with the brightness and contrast set too light or too dark. F o r example, a note written with a light pencil may need to be scanned darker to impr ove legibility. Increasing or decreasing the brightness mak es the scanned image lighter or dark er. Con tra s[...]

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    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 60 • Re d u c e mo i r é p a tt e r n s —M oiré patterns are wa vy, rippled lines that sometimes ap pear on the scanned ima ges of photographs or il lustrations, pa rticularl y newspa per and magazine illustr ations. Selecting Re d u c e m oi r é p a t t er n s will limit or eliminate mo iré p[...]

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    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 61 • Col o r Fi l te r —C olor filter is the ability of y our scanner to a utomatically remo ve a color f rom a scanned image. F or example, if you are scanning a letter with a red wat ermark, you c an choose to filter out the red so the sc anned letter just show s the text and not the red watermark.[...]

  • Page 62

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 62 R edaction Settings T a b Use the options on the Re d a cti on S e tt i n g s t ab to rem ove a specified area in the scan ned imag e. Please ref e r to the technical note, at the end of this section, f or inf o rmation about how this setting works with other o ptions i n the O ne T ouch Scan Confi[...]

  • Page 63

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 63 • Back —This is the Duplex side of the page. The area(s) sp ec if ie d f or t h e B ac k w i ll on ly a pply to th e Duplex side of the page when sc anning in Duplex. Theref or e, if y ou scan 4 double-sided pages, the resu lti ng im age fi le (s) wi ll have re dac ted area s o n p age s 2 , 4 , 6[...]

  • Page 64

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 64 Prev i ew —This color field shows the actual color that will f ill the redaction area in the final scan ned image. When scanning in color, the Pr eview fiel d will match the C olor field. When scanning in Gr ayscale, the preview field will show the gr ay version of the color y ou selected, and th[...]

  • Page 65

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 65 File F ormats The av ailable file f ormats, in the Select format panel, ar e based on the sele cted dest inatio n f or scanning. F or example, if scanning to the destination T r ansf er t o Storage, all file f ormats are a vailable as the files are sav ed directly to a f old er without opening any app[...]

  • Page 66

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 66 Image F ormats Select an image file f ormat f or photo s, artwork or other documents that you wan t to sav e as images. BMP and TIFF are st andard image file f ormats gener ally used if you want to do addition al image processing, such as photo touch-up or colo r correction. Right-click on the BMP [...]

  • Page 67

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 67 Right-click on the JPG icon to access the JP2 image fo r m a t. W he n yo u s e l ec t JP 2 , t h e fo r m a t p a ne l w i ll change the JPG icon t o the JP2 f orm at icon. T o s elect a JPEG file size: 1. Select JPG as the p age f o rmat. 2. R ight-click on the JPG icon. A menu opens. 3. Choose the [...]

  • Page 68

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 68 Right-click on the PDF f ormat icon to change the image quality or select the option to make the scanned PDF file PDF-A compliant. T o selec t a PDF file size: 1. Select PDF as the page f ormat. 2. R ight-click on the PDF icon. A menu opens. 3. Choose the file size/image quality option f or your sc[...]

  • Page 69

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 69 Detailed inf ormation about these t ext file f ormats, and instructions f or setting up the OCR options, are in the section Scanning with Optical Char acter R ecognition (OCR) on pag e 118. T o selec t a file type f or the text f ormat: 1. Select the Destination Applic ation. 2. R ight-click on the te[...]

  • Page 70

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 70 C o nf igure Bef ore Scan Yo u c a n s e t u p t h e s c a n n e r s o t h a t , w h e n y o u p r e s s a button or click it on the Button P anel, a diff erent scanning interf ace opens bef ore the scanning start s. T o set up the scanner f or this capability, you select Co n fi g u r e B e for e [...]

  • Page 71

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 71 4. Click the Sc an button on the TW AIN Interf ace. 5. The item is scanned. When finished, click the Done button and the image will be sent to the Destination Ap plication specified in the One T ou ch P roperties window. In the example shown on the previous page , the Destination Application is Pa int[...]

  • Page 72

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 72 Open Scanned Documen t(s) Select the destination Open Sc anned Documen t(s) to ha v e the sc anned documen t open automa tically wh en sc anning is complete. Sup ported file types —All file f ormats ar e a vailable when scanning to the Open Scanned Document(s) destination. Not e that text file f [...]

  • Page 73

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 73 T r ansf er to Stor age With T ransf er to Stor age, you c an scan d ocuments and sa ve th em in a f o lder in one st ep. Support ed file types —Since the files are sa ved dir ectly to a f older on the computer or s erver, all fil e f ormats in One T o uch are available. Note t hat text file f ormat[...]

  • Page 74

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 74 Stor age lay out • All documents are in the root —The scanned documents are sav ed in the root of the f older specified in the Storage location . • Documents ar e put into folders by mon th, w eek, or type —F olders are c reated based on your select ion (mo nth, week, or file type) a nd the[...]

  • Page 75

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 75 2. Ho v er the mouse cur sor ov er the Set as scan destination option and the sub-menu will open to the right. Click on the setting you want the Stor age location to be updat ed with. • Fo r a l l c o n f i g u ra t i o n s —select this option to hav e the stor age location, in all scan configur a[...]

  • Page 76

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 76 2. O pen the One T ouch P roperties window. 3. Select Tr a n s f e r t o S t o ra g e a s the De stination Ap plic ation. 4. Click the New but ton. The Scan Configur ation P roperties dialog box opens. 5. T o help you remember which f older it is, giv e the new configuration a name that indicates t[...]

  • Page 77

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 77 9. Select the f ol der you creat ed f or storing the scanned document s. 10. Click OK . The selected f older will now be set as the Stor age Location, such as “Business R eceipts.” 11. Click OK . The new configur ation is now listed as a T r ansf er to Stora ge configuration. 12. R epeat the proce[...]

  • Page 78

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 78 13. Y ou will now hav e multiple configur ations set up for the T r ans f er to Sto rage de sti nat ion , and ea ch configur ation scans documents to separat e f olders. 14. Now select a sc anner button f or each new configuratio n. Click Ap ply to set that button f or that configur ation. Scan to [...]

  • Page 79

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 79 Burn to CD-ROM If you hav e a CD burner a ttached to your computer, you c an sc an directly f rom your scanner onto a CD. This f e ature is a vailable only on comp uters running Windows version XP or later. Sup ported file types —Since the files are going to be burned to a CD, all file f orma ts in [...]

  • Page 80

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 80 6. W hen you are ready to burn the files to a CD, open the One T ouch Propertie s window, select Burn to CD and then click the Prop er t i e s button. 7. Ma ke sure a blank CD is in the CD burner. 8. Click the Burn to CD button. The CD burner begins and your sc anned do cuments ar e written to the [...]

  • Page 81

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 81 P rint er or F ax The avai lability of printers and/or f axes in the On eT o u c h d e s t i n a t i o n l i s t d e p e n d s o n w h e t h e r o r n o t you h ave pri nter s o r f axes co nfi gu red in W ind ow s. Please ref e r to the Windows document ation, or y our printer or f ax document ation,[...]

  • Page 82

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 82 Click on the Device Settings t ab and use the op tions on t his tab to select settings f or the dev ice. • Fit t o pa ge, redu ce ima ge if nec ess ary —If the scanned image is too big to be printed or f axed on a single page, the image will auto matically be reduced to fit the page. • Actual[...]

  • Page 83

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 83 P aperP ort In the One T ouch P roperties window, select Pap e r Po r t as the De stination Appli cation f or scanning . Support ed file types — All image file f ormats are av ailable when scanning to P aperP ort. The sPDF and nPDF text file f ormats are only available when the OmniPage software or [...]

  • Page 84

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 84 Select the destination f older f or Sc anned Documents •S e l e c t a f o l d e r t o s e n d t h e s c a n n e d d o c u m e n t ( s ) to when scanning to th e P aperP ort destination. The list of f olders in this w indow are f r om the Pap e rPo r t F o l d er M a na g er . U s e t h e Pa p e r[...]

  • Page 85

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 85 ShareP oint The ShareP oint destination link allows s cans to be sent dir ectly to a ShareP o int site f r om One T ouch. Please cont act your ShareP oint sit e administr ator f o r the serv er inf ormation you need to configure this link. Alternatively, ha ve your sit e administrator or IT pro f essi[...]

  • Page 86

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 86 • ShareP oint URL —Input the full URL path of th e ShareP oint site without the http(s):// designation and actu al page . This path shou ld includ e everything exc ept the destina tion f older. Fo r e x a m p l e , i f t h e w e b b r o w s e r U R L d i s p l a y s http: //shar epoint.sit e.co[...]

  • Page 87

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 87 Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a f ailed tr ansf er, the log file may contain the inf ormation you need to determine why the transf er fa i l e d . A f t e r y o u a d d r e s s t h e fa i l u r e i n d i c a ted in this log[...]

  • Page 88

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 88 FTP T r ansf er The FTP T r ansf er destination link allows scans to be sent directly to an FTP server f rom One T o uch. Please cont act your serv er administr ator f or the server inf ormation y ou need to configure this link. Alternativ ely, have your site administr ator or IT prof essional conf[...]

  • Page 89

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 89 • Po r t —Input which port to use with the selected protocol. Changing the selected protocol will r eset this value to the ap propriate def ault f or the protocol. • User accoun t —Input the user account name that has privileges to sav e files to the specified host destination f older. • Pa [...]

  • Page 90

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 90 Click on the Prop e r ti e s button to open the Log View er f r om the FTP One T ouch Link P roperties window. There ar e no global configur ation properties f or the FTP destination ap plicatio n, all configuration is done using the Scan C onfiguration P roperties window as described in the previo[...]

  • Page 91

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 91 SM TP The SMTP des tination link allows sc ans to be s ent di rectly to an email addr ess, through an SMTP server, fr o m On e T ou ch . P le a se co n ta c t yo u r s e rv e r a d mi n i strator f or the server inf orm ation you need to configure this link. Alternativ ely, hav e your site admi nistr [...]

  • Page 92

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 92 • User accoun t —Input the user account name that has privileges t o send email messages through the SMTP serv er. • Pa s s wo rd —Input the password f or the user account name you specified. • Use Windows Int egrat ed Authentica tion —Select this option to use the Windows current user?[...]

  • Page 93

    Xe r o x Doc uM a t e 4 4 4 0 User’s Guide 93 Click on the Pr op e r t i e s button to open the Log Viewer f rom the SMTP One T ouch Link P roperties window. There are no global configura tion properties f or the SMTP destination applicat ion, all configur ation is done using the Scan C onfigur ation Pr o p e rt i e s w i nd o w a s d e scribed i[...]

  • Page 94

    Xe r o x D o c u M a t e 4 4 4 0 User’s Guide 94 Email Ap plicat ions Scanning to an email ap plication, such as Outloo k or Wi ndows Mail, a tta ches t he sca nned i mage to a blank email message. Y ou then fill in the recipient email address(es) and send the message. Y ou need to hav e configured an email ap plication bef ore y ou can scan to i[...]