Scanning Documents from a Networked Computer

Instructions for scanning documents from a networked computer.



Overview of Scanner Functions

This machine enables you to scan documents from computers over the network. Scanned documents are transmitted over the network to your computer.



Introduction to Using Scanner Functions - Scanning Documents from a Networked Computer

This section describes the things that you must do before scanning documents from a networked computer. Be sure to set the following items first:

  • TWAIN-compliant Applications

Color Network ScanGear is launched from the menu of a TWAIN-compliant application (applications capable of modifying images or inserting them into a document, such as Adobe Photoshop, Microsoft Office, etc.). A TWAIN-compliant application must be installed in your computer, since Color Network ScanGear cannot be used as an independent application software.

  • Network Settings

Connect the network cable and set the IP address to enable your machine to communicate over the network. For details, see "Basic Network Settings," and "Setting and Checking the IP Address."

  • If you want to use the machine as a network scanner, it must be connected to a computer over an IPv4 network.
  • Color Network ScanGear

Color Network ScanGear is an application software required in order to scan documents from a computer. For information on how to install the software, see "Network Connection."

  • If Color Network ScanGear is already installed in your computer, the [Color Network ScanGear] folder is displayed when you select the [start] (or []) menu, then [Program] (or [All Programs]).
  • ScanGear Tool

Before scanning documents from a computer, you need to select the machine for scanning using the ScanGear Tool. For details, see "Selecting the Network Scanner to be Used (Network Scan)."

  • ScanGear Tool is an application software included with the Color Network ScanGear. ScanGear Tool is installed together with the Color Network ScanGear driver.


Basic Methods for Scanning Documents from a Networked Computer

With the Color Network ScanGear driver installed in your computer, you can remotely scan an original set on the machine and import the scanned image over the network to a TWAIN-compliant application*. (* See "Remark" below for more information on TWAIN-compliant applications.)

Before proceeding to the procedure below, see "Introduction to Using Scanner Functions - Scanning Documents from a Networked Computer," and make sure that all the setups are complete for scanning originals from a computer.


Remark
  • Color Network ScanGear cannot be used as an independent application software. To use the Color Network ScanGear driver, a TWAIN-compliant application (such as Adobe Photoshop, Adobe Acrobat, Microsoft Word/Excel/PowerPoint of Microsoft Office 2000 or later, etc.) is required. TWAIN is a technical standard for connecting a computer to an image capturing device, such as a scanner, digital camera, etc.
  • The Color Network ScanGear driver cannot store scanned images or convert them to PDF or other file formats. Store the imported images with the TWAIN-compliant application.
  • The Color Network ScanGear driver is a software used with the machine connected to a computer over the network. The software does not support USB connection.
  1. Press (Main Menu).
  1. Use [], [] or (Scroll Wheel) to select <Scan to Store>, then press [OK].

  1. Use [], [] or (Scroll Wheel) to select <Remote Scan>, then press [OK].

  1. Use [], [] or (Scroll Wheel) to select <Online>, then press [OK].
  • If you want to continue scanning another original, keep the Use Remote Scan screen in step 4 displayed. If you change the screen, the machine will automatically go offline when scanning is complete or as soon as the preview image is displayed.
  • If you press (Main Menu) while the machine is online, the machine will automatically go offline.

  1. Place your original on the platen glass or in the feeder.

  1. Start Color Network ScanGear from the application on your computer. (As an example, this manual provides instructions on how to import scans to Microsoft Word 2007/Microsoft Word 2003.)

The following is an example of a scanning method for other TWAIN-compliant applications:

  • Select Color Network ScanGear as the scanner to be used.
    The command names for this operation includes [Select a scanner], [Select a device], etc.
  • Then, start the Color Network ScanGear driver and scan originals.
    The command names for this operation includes [New scan], [Import from TWAIN source].

For details, see the documentation that comes with the application software used.

  1. Open the [Insert] tab sheet and click [Clip Art].

In Microsoft Word 2003, select [Picture] from the [Insert] menu and click [From Scanner or Camera]. Skip to step 11.

  1. In the [Clip Art] task pane, click [Organize clips].

The Clip Organizer is launched.

  1. Open the [File] menu of the Clip Organizer.

  1. Select [Add Clips to Organizer] and click [From Scanner or Camera].

  1. Select [Color Network ScanGear Vx.xx] and click [Custom Insert].

  • On the actual display, 'x' in [Color Network ScanGear Vx.xx] is replaced by the version number of your Color Network ScanGear.
  1. On the Color Network ScanGear [Main] sheet, select [Platen], [Feeder (1-sided)], or [Feeder (2-sided)] from [Original Placement] according to the location of the original placed in step 5.

If [Platen] is selected, clicking on [Preview] allows you to see the preview image of your scan.

  1. On the [Main] and [Options] sheets, select the desired settings for Color Mode, Resolution, etc.


Remark
  • Some of the settings on the Color Network ScanGear [Main] sheet, as listed below, may not be fully functional:
  • [Color Mode]: neither [Grayscale] or [Auto-color Select] is supported.
  • [Resolution]: Resolution can be set between 100 dpi and 600 dpi. You cannot specify a resolution not in the list by entering a number directly from the key board.
  • [Original Size]: [Custom] is not supported.
  • [Density Adjustment]: [Auto] is not supported.

For more information on the settings on each sheet, see the Online Help (displayed when the Help icon ' ' on the toolbar is clicked) or "Color Network ScanGear Main Window (Network Scan)."

  1. Click [Scan].

  • By default, the scanned images are stored in [Collection List] → [My Collections] → the [Color Network ScanGear Vx.xx] folder.
  • In Microsoft Word 2003, the scanned images are inserted in the document, as shown in step 17. Skip to step 18.
  • To cancel scanning, click [Cancel] in the [Transfer Pages] dialog box.

  1. See your scans located in the [Color Network ScanGear Vx.xx] folder and close the Clip Organizer.

  1. Return to the Microsoft Word window. In the [Clip Art] task pane, open the [Search in] drop-down listbox → [My Collections]. Make sure that [Color Network ScanGear Vx.xx] is selected, and click [Go].

  1. Click the scanned image file to insert the image in the open document.



  1. After scanning is complete, switch the scanner offline. (Use [], [] or (Scroll Wheel) to select <Offline>, then press [OK].)
  1. Press (Main Menu) to return to the Main Menu screen.


Switching the Scanner Online and Offline (Network Scan)

To start the Color Network ScanGear driver and scan, first you must switch the scanner online.


Switching the Scanner Online (Network Scan)

Switching the Scanner Offline (Network Scan)


Switching the Scanner Online (Network Scan)

Return to Overview

Switching the scanner online enables communication with other devices on the network, and allows the scanner to receive data from the computer.
Follow the procedure below to switch the scanner online.


Remark
  • If <Auto Online> is set to <On>, the machine automatically switches online when you select <Remote Scan> on the Select Store Type screen. For details, see "Auto Online."
  1. Press (Main Menu).
  1. Use [], [] or (Scroll Wheel) to select <Scan to Store>, then press [OK].
  1. Use [], [] or (Scroll Wheel) to select <Remote Scan>, then press [OK].
  1. Use [], [] or (Scroll Wheel) to select <Online>, then press [OK].
  • If you want to make two or more scan jobs continuously, keep the Use Remote Scan screen (the screen for step 4) showing. The machine will automatically switch offline if you make a scan or use the preview function while showing a screen other than this Use Remote Scan screen.
  • If you press (Main Menu) when the machine is online, the machine goes offline.

To switch the machine offline, see "Switching the Scanner Offline (Network Scan)."



Switching the Scanner Offline (Network Scan)

Return to Overview

After scanning over the network, switch the machine offline in order to use other functions.


Remark
  • You do not have to switch the scanner offline in order to use other functions while data is being transferred.
  • If <Auto Offline> is set to <On>, the machine automatically switches offline. For details, see "Auto Offline."
  1. Press (Main Menu).
  1. Use [], [] or (Scroll Wheel) to select <Scan to Store>, then press [OK].
  1. Use [], [] or (Scroll Wheel) to select <Remote Scan>, then press [OK].
  1. Use [], [] or (Scroll Wheel) to select <Offline>, then press [OK].
  1. Press (Main Menu) to return to the Main Menu screen.


Selecting the Network Scanner to be Used (Network Scan)

Before scanning originals from a computer with Color Network ScanGear, you need to select the machine for scanning using ScanGear Tool. Configure the ScanGear Tool settings as described below.

You do not need to configure the settings at each scanning operation, as these settings are automatically saved.


Remark
  • The ScanGear Tool cannot be started at the same time as the Color Network ScanGear driver.
  • ScanGear Tool is installed together with the Color Network ScanGear driver.
  1. On the [start] (or []) menu, point to [Programs] (or [All Programs]) → [Color Network ScanGear] → click [ScanGear Tool].

The ScanGear Tool starts.

  1. Select the scanner to be used.

  • If you want to search for scanners:

  • 1. Click [Discover].

The ScanGear Tool searches for scanners on the network, and the results are displayed in the list.


  • 2. Click the scanner to be used in the list → click [Select].

Information for the selected scanner appears under [Selected Scanner].

  • Only scanners on the same subnet (network with the same network ID) as your computer are displayed in the list.
  • After selecting the scanner, you can click [Test Connection] to check that the selected scanner can be used.

  • If you want to select the scanner using the IP address:

  • 1. Click [Address].

The [Address] dialog box appears.


  • 2. Enter the IP address or host name in [IP Address or Host Name] → click [OK].

For information on how to check the machine's IP address, see "Confirming IPv4 Address Settings."

For the machine connected to an IPv4 network, enter the IP address in a "XXX.XXX.XXX.XXX" format.

'XXX' represents a decimal number from 0 to 255. Available characters are numerics (0 to 9) and periods (.).

Information for the selected scanner appears under [Selected Scanner].

  • It is possible to specify an IP address outside the subnet.
  • After selecting the scanner, you can click [Test Connection] to check that the selected scanner can be used.
  1. Click [Exit].

The settings are saved and the ScanGear Tool is closed.



Color Network ScanGear Main Window (Network Scan)

The window that appears when the Color Network ScanGear driver is opened in an application is called the Color Network ScanGear Main Window. The Color Network ScanGear Main Window includes the following items.



Toolbar (Network Scan)

Scanning buttons (Network Scan)

Preview Area (Network Scan)

Settings (Network Scan)

Status Bar (Network Scan)


Toolbar (Network Scan)

Return to Overview

The toolbar contains buttons for manipulating the image shown in the Preview Area. You can reposition the toolbar by clicking and dragging it. You can hide the toolbar by clicking [] (Exit), to remove it from the display. To redisplay it, select [Show Toolbar] on the [System] menu in the main window. The functions of the buttons in the toolbar are described below.


  • [] (Crop)

Clicking this button turns the pointer into a cross-hair, which you can then drag within the Preview Area to specify the area to be scanned.

  • [] (Move Image)

Clicking this button turns the pointer into a small hand, which you can then drag to scroll the image in the Preview Area. The Move Image button is available only when the image has been zoomed, so that it is larger than the Preview Area.

  • [] (Zoom)

Clicking this button turns the pointer into a magnifying glass in the Preview Area, allowing you to enlarge or reduce the image in the Preview Area. Click the left mouse button on the preview image to enlarge it by one step, and click the right mouse button on the enlarged image to reduce it by one step. This button is available only when an image appears in the Preview Area.

  • [] (Ruler)

Clicking this button displays rulers at the top and left sides of the Preview Area. Clicking the button toggles the ruler display on and off.

  • [] (Help)

Clicking this button displays the Online Help.



Scanning buttons (Network Scan)

Return to Overview

  • [Scan]

Clicking this button scans an original. When scanning is complete, the Color Network ScanGear Main Window closes and the scanned image is transferred to the application. During scanning, a scanning progress dialog box is displayed. To interrupt scanning, click [Cancel].

  • Depending on the application, the Color Network ScanGear Main Window may not close after scanning is complete. In this case, click [] (Exit) in the Color Network ScanGear Main Window to close it.
  • [Preview]

Clicking this button pre-scans the original and displays a preview image in the Preview Area. After changing the scan settings, click this button once again to display a preview of the image with the new settings. During scanning, [Preview] changes to [Cancel]. If you interrupt scanning by clicking [Cancel], the part of the image already scanned appears in the Preview Area. This button is not available when using the feeder to scan.

  • [Clear]

Clicking this button clears the image displayed in the Preview Area. It also cancels the scanning area setting and magnification of the preview image, and returns the Preview Area display to its default size.



Preview Area (Network Scan)

Return to Overview

This area displays a preview of how the image will look after the original is scanned.

Use it to check the appearance of the image, and to adjust the scanning area or scan settings. Right-clicking on the Preview Area displays a pop-up menu that provides the following functions.


Remark
  • The preview image does not appear when using the feeder for scanning.

  • [Cropping Area]

Displays the [Cropping Area] dialog box, where you can specify the dimensions of the scanning area. This function cannot be selected with 2-sided scanning, when [Auto-adjust Orientation] is selected. For instructions on how to specify the scanning area, see "Specifying the Scanning Area (Network Scan)."

  • [Unit]

Selects the unit (millimeters, inches, or pixels) used on the ruler function in the toolbar.

  • [Original Frame Erase]

Enables you to specify whether to delete a shadow or frame around the original when scanning. Selecting [On] applies a 2.5 mm white frame around the scanned image.

  • The default setting for [Original Frame Erase] is [On]. If you select [Off], streaks may appear on the scanned image.


Settings (Network Scan)

Return to Overview

Click the tabs to access the [Main], [Options], and [Scanner Info] sheets. Use the [Main] sheet to specify scan settings. Use the [Options] sheet to specify processing options. Use the [Scanner Info] sheet to display information about the currently selected scanner. For details about the settings in each sheet, refer to the Online Help for that sheet.



Status Bar (Network Scan)

Return to Overview

The status bar shows the following information, from left to right.

  • The [Color Mode] setting
  • The [Resolution] setting
  • The top left coordinates, and the width and height of the scanning area
  • The amount of memory required to scan the image (units: KB)


Viewing the Online Help (Network Scan)

To view the online help, follow the procedure below.


Remark
  • The ScanGear Tool cannot be started at the same time as the Color Network ScanGear driver.
  • The window displayed may differ according to the operating system etc.
  1. Click the [Help] (or []) button.

  • ScanGear Tool:

  • 1. Start ScanGear Tool.

For details, see "Selecting the Network Scanner to be Used (Network Scan)."


  • 2. Click the [Help] button.

The online help is displayed.


  • Color Network ScanGear:

  • 1. Start Color Network ScanGear from the application.

For details, see "Basic Methods for Scanning Documents from a Networked Computer."


  • 2. Click the [] button.

The online help is displayed.



Scanning from the Platen Glass (Network Scan)

This section describes how to scan originals set on the platen glass. For full descriptions on how to scan originals from a computer, see "Basic Methods for Scanning Documents from a Networked Computer."


Remark
  1. On the Color Network ScanGear [Main] sheet, select [Platen] for [Original Placement].

  1. To preview the image, click [Preview].

A preview image appears in the Preview Area.

  • You can enlarge the preview image by using the toolbar, or adjust the appearance of the image by using the settings in the [Options] sheet.


Scanning from the Feeder (Network Scan)

With the feeder, multiple originals can be scanned consecutively. This section describes how to scan originals set in the feeder. For full descriptions on how to scan originals from a computer, see "Basic Methods for Scanning Documents from a Networked Computer."


Remark
  • When scanning from the feeder, use only standard size originals. To scan originals that are not a standard size, use the platen glass.
  • The preview image does not appear when using the feeder for scanning.
  1. On the Color Network ScanGear [Main] sheet, select [Feeder (1-sided)] or [Feeder (2-sided)] for [Original Placement].

For 1-sided originals, select [Feeder (1-sided)]; for 2-sided originals, select [Feeder (2-sided)].

  1. On the [Main] sheet, select [Auto-adjust Orientation], or click [Orientation] to display the [Orientation] dialog box and then select the Feeding Direction setting.

When scanning two-sided originals, also select the [Book Opening] setting on the [Orientation] dialog box.

For details about the setting, see "Setting the Original Feeding Orientation (Network Scan)."



Setting the Original Feeding Orientation (Network Scan)

You can set the Color Network ScanGear driver to automatically detect the originals' orientation, or manually select the orientation at which originals are placed in the feeder beforehand, so that originals scanned from the feeder are displayed with their correct orientation on the computer. For full descriptions on how to scan originals from a computer, see "Basic Methods for Scanning Documents from a Networked Computer."

  1. On the Color Network ScanGear [Main] sheet, select [Feeder (1-sided)] or [Feeder (2-sided)] for [Original Placement].

  • To automatically detect the originals' orientation:
  • Select [Auto-adjust Orientation].

During scanning, the orientation of the original is detected automatically, and the scanned image is rotated if necessary, so that it is displayed correctly on the computer screen.

  • To manually specify the originals' orientation:
  • 1. Click [Orientation].

The [Orientation] dialog box appears.

  • 2. Select the orientation of the originals to be loaded into the feeder for [Feeding Direction].

For 2-sided originals, also set [Book Opening] to indicate the relation between the front and back sides of a 2-sided original.

  • 3. When the settings are complete, click [OK] to close the dialog box.


Specifying the Scanning Area (Network Scan)

When scanning from the platen glass, you can display the scan image in the Preview Area, and then select the area to scan within the original. Follow the procedure below to specify the scanning area.

  1. Start Color Network ScanGear from the application.

For details, see "Basic Methods for Scanning Documents from a Networked Computer."

  1. In the [Main] sheet, select [Platen] for [Original Placement].

  1. Click [Preview] to display the image in the Preview Area.
  1. Click [Crop] on the toolbar.

The pointer changes to cross-hairs in the Preview Area, allowing you to select the scanning area.

  1. Drag the mouse from one corner of the rectangular area you want to specify to the diagonally opposite corner.

Once an area is specified, you can change it, as follows:

  • You can drag the area to a different position, or drag the frame handles to change the size of the area.
  • To cancel the scanning area setting, click outside the area.

The specified area is indicated by a broken line.

  • You can also specify the scanning area in the [Cropping Area] dialog box.
    Right-click in the Preview Area, and then select [Cropping Area] to display the [Cropping Area] dialog box. Enter the dimensions of the area to be scanned and click [OK].
  • Although it is not possible to display a preview image when scanning using the feeder, you can still specify the scanning area numerically using the [Cropping Area] dialog box, or by dragging the mouse in the empty Preview Area to roughly define the area.
  • You cannot specify the scanning area in the following cases:
  • When scanning 2-sided originals
  • When [Auto-adjust Orientation] is selected


Department ID Management (Network Scan)

You can manage the number of pages scanned by individuals or groups (such as departments or users) with the Color Network ScanGear Department ID Management function.


Remark
  • To use the Department ID Management function, make sure to do the following:

Setting a Department ID and PIN (Network Scan)

Entering the Department ID and PIN When You Scan (Network Scan)


Setting a Department ID and PIN (Network Scan)

Return to Overview

You can set a department ID and PIN beforehand in the ScanGear Tool in order to scan using the Department ID Management function.

  1. Start ScanGear Tool.
  1. Select a scanner to use.

For details about how to start ScanGear Tool or to select a scanner, see "Selecting the Network Scanner to be Used (Network Scan)."

  1. Confirm that [Enabled] is displayed for [Dept. ID Management] under [Selected Scanner] → click [Dept. ID Settings].

The [Department ID Settings] dialog box appears.

  1. Select [Save PIN].
  1. Enter the department ID and PIN in [Department ID] and [PIN].
  1. To confirm the department ID and PIN each time you scan, select the [Confirm Department ID/PIN when Scanning] check box.
  1. Click [OK] to close the dialog box.
  1. Click [Exit] in the ScanGear Tool.

The settings are saved and ScanGear Tool is closed.

Scanning with the selected scanner from then onward is performed with the department ID and PIN.



Entering the Department ID and PIN When You Scan (Network Scan)

Return to Overview

If a department ID and PIN have not been set in the ScanGear Tool, they must be entered each time scanning is executed.


Remark
  1. Start Color Network ScanGear from the application.

For details, see "Basic Methods for Scanning Documents from a Networked Computer."

  1. Make all the necessary settings on the [Main] sheet → click [Scan].

The [Confirm Department ID] dialog box appears.

  1. Enter [Department ID] and [PIN] → click [OK].

Scanning is performed with the entered department ID and PIN.



Summary of Important Features and Settings (Network Scan)

The following setting parameters are available in Color Network ScanGear.

For details, refer to the Online Help in the sheets in which the setting is listed, or in the appropriate dialog box.


  • Basic Settings

Setting Procedure
Color mode for image Select the desired color mode from [Color Mode] in the [Main] sheet.
Scanning resolution Select the desired resolution from [Resolution] in the [Main] sheet.
Size of originals to be scanned Select the desired size from [Original Size] in the [Main] sheet.

  • Image Processing Settings

Setting Procedure
Adjust density Select [Manual] from [Density Adjustment] in the [Main] sheet → move the [Density] slider to adjust the value.
Create color negative image Select [On] from [Reversed Image] in the [Options] sheet.
Mirror image left to right Select [On] from [Mirror Image] in the [Options] sheet.
Rotate image Select the desired angle of rotation from [Image Rotation] in the [Options] sheet.
Setting the brightness, contrast, and gamma for full color scanning In the [Options] sheet, select the color that you want to set from [Channel] → move the [Brightness], [Contrast], and [Gamma] sliders to adjust the settings.
Setting the brightness, contrast, and gamma for grayscale scanning In the [Options] sheet, move the [Brightness], [Contrast], and [Gamma] sliders to adjust the settings.

  • Settings for Scanning from the Feeder

Setting Procedure
Scan originals from feeder with correct orientation Select [Auto-adjust Orientation] in the [Main] sheet.
- or -
Perform the following steps:
1. In the [Main] sheet, click [Orientation] to display the [Orientation] dialog box.
2. Select the feeding direction of originals (and Book Opening direction for 2-sided originals) in the dialog box.
Set the number of pages to scan In the [Main] sheet, select [Specify] from [Pages to Scan] → enter the number of pages.

  • Department ID Management Settings

Setting Procedure
Verify the Department ID Management settings at the scanner Select the scanner in ScanGear Tool, and then confirm that [Enabled] is displayed for [Dept. ID Management] under [Selected Scanner].
Once the scanner is selected, you can verify the scanner information in the [Scanner Info] sheet.
Save a department ID and PIN Perform the following steps:
1. Open the [Department ID Settings] dialog box from ScanGear Tool.
2. In the dialog box, select [Save PIN] → enter values in [Department ID] and [PIN].