Important Note -- LOGIN Information:

In order to PRINT OR SCAN on the Xerox machine you need to authenticate yourself on the CHHD IT servers by logging in with your username and password. Your login information is good for each session of your login. In other words, once you have authenticated yourself to the  CHHD IT server by logging in, you DO NOT have to login again UNLESS you have shutdown, restarted or logged off your computer. Please follow the following simple steps to login.

a: Double click on the icon named "XEROX START HERE", located on your desktop.



b: A window will appear with the fields "Connect As" and "Password".

For the connect as field type in "AD\" and then your username; e.g. AD\ssmith

For the Password field, simply type in your password and click on the OK button. See illustration below:



NOTE: If you do not get the "Enter Network Password" window, it means you are already authenticated and can simply close the folder window and proceed to print/scan.

c: Upon entering your username and password as shown above, a folder window will appear that will have your username. Close out of this window and proceed to print/scan.



Close this window:

Back to Top

Printing:

Please carefully read the login information above before proceeding to print. Visit the login information section for more information.


1. For example, in a word Document go to: File > Print



2. The following window would appear:



From the Printer-Name drop down menu Choose the appropriate Xerox printer that you would like to print on and then click OK.

Note: In the above case there are 3 Xerox printers listed, you would only have your DEFAULT printer and the Xerox printer, so you can choose the Xerox.


Back to Top

Scanning:

Please carefully read the login information above before proceeding to scan documents on to your desktop. Visit the login information section.

1. Locate the Image Retriever short cut icon on your desk top:




2. Double click on the Image Retriever icon and you would see a small icon pop up on the system tray on the bottom right hand side of your computer monitor. If you hover your mouse over it you would see the following text appear: "Monitoring".




Note: If you do not see an Image Retriever icon on your desktop, click on Start > Programs > Paper port > Image Retriever and go to Step A.  




This means that your computer is now ready to monitor any transmission that the Xerox scanner sends to your computer. You may now go to the Xerox scanning machine to Scan your documents.

Follow these simple steps to scan the document at the Xerox machine:

Step A: Feed the document which is to be scanned, in the Xerox machine, the same way as you would to make copies.

Step B: Input your department code to access the Xerox machine. Usually a 4 digit code, you will see the following options on the Xerox display:



Step C: Press "User Pathways" and you will see the following screen: 



Step D: Press "Network Scanning" and the following screen will appear: 



Step E: Under the Template Name you will see a list of user names. Look for your name and press down on it so that it is highlighted.

Note: Your name may not be visible on the first page of the alphabetical user-name list and you may have to scroll down to the appropriate page to find your name.


Step F: With your name highlighted press the green Start button to begin scanning the job.



While the machine is scanning the job you will see the following screen:




When the Scanning is completed the machine will come back to the display on Step C.

Now that you have successfully scanned your job, return to your computer to retrieve the scanned material on your desktop.

Since you enabled Image Retriever before scanning your documents (Step 1) you should see the following window popped up on your Monitor:



On the left hand side you will see a list of pre-designed folders that you can organize and place your files in. 

On the right hand side in the gray background  you will see various documents that have already been scanned to your computer. Notice that the document you just scanned on the Xerox machine will be highlighted with a Red border. 

In the bottom row you will see a bunch of icons of various application on your computer. These are the applications that you can drag your document into and thereon edit and make changes on your scanned document. 


After having scanned the document you can use the icons lined up in the bottom row on the Paperport window to retrieve and edit your document. Following are three basic options:

1. Email your scanned document using Outlook.
2. Convert your scanned document into a Word file.
3. Convert your scanned document into a PDF file format.



Figure 1

Email the document using Microsoft Outlook:
Simply drag the document to the Outlook icon (See option 1 in figure 1) and you will see the following message:



Click on Send. If you are using the email option for the first time you may see another window pop up which will ask you to use Outlook exchange. Click OK and you will see Outlook being launched. You will see the following new email message window pop up with the file appearing as an attachment and you can now email this file.



2. Convert and Edit the scanned document in Word:
In order to convert the document into a Word (.doc) file, simply drag the document to the MS Word icon (option 2 in figure 1).. Paperport will convert the document, launch Word, and you will see the document you just scanned appear as a Word document.

Note: You may have to run Spell Check AND read the converted Word document as Optical Character Recognition (OCR) may have read some words or characters incorrectly.

3. Convert the scanned document into a PDF file:
You may also convert your documents to PDF (Portable Data Format) files:



Figure 2

Drag the document to the Text bridge icon (option 3 in figure 2).

Note: You may have to use the blue arrow to scroll the options menu towards the right (see figure 1)  in order to view the Text Bridge icon.

Once dragged into the Text Bridge icon you will see the following window:



Click on the "Recognize" tab. You will see a small window which will show you a message that the document is being recognized. When the window disappears Text Bridge has successfully converted the document into a PDF file. Click on the "Save" button and save the document at a location of your choice. Notice that the Save as Type is already pre-set to "PDF Image & Text" format. DO NOT CHANGE THAT.

Back to Top