Xerox DocuMate 272, User Manual

Page 1: ...DocuMate 272 user s guide scanner...

Page 2: ...DocuMate 272 scanner user s guide...

Page 3: ...es Inc Microsoft is a U S registered trademark of Microsoft Corporation Windows is a trademark and SharePoint is a registered trademark of Microsoft Corporation ZyINDEX is a registered trademark of Zy...

Page 4: ...uch Button Panel 27 The Default One Touch Settings on Your Scanner 29 Scanning Identification Cards and Credit Cards 30 Configuring the One Touch Buttons 32 About the One Touch Properties Window 32 Se...

Page 5: ...interface in QuickScan 102 Maintenance Cleaning the Automatic Document Feeder 103 Clearing Paper Jams 104 Replacing the ADF Pad Assembly 105 Troubleshooting 106 Status Light Troubleshooting Codes 108...

Page 6: ...e their images on your computer What s in the Box Before proceeding check the contents of the box If items are missing or damaged contact the dealer where you purchased the scanner DocuMate 272 Scanne...

Page 7: ...ex button Press to scan a two sided document Status light Shows the scanner s status A steady green light indicates the scanner is available to scan A rapidly flashing green light indicates the scanne...

Page 8: ...t or True Color 24 bit or 32 bit Resolution set to at least 800 x 600 pixels To set your monitor s colors and resolution Open the Windows Control Panel Double click on Display then select the Settings...

Page 9: ...ion to proceed Although the messages will differ based on the software your computer is running in each case you should allow the installation to proceed Alternatively you can turn off the AntiVirus o...

Page 10: ...Carefully remove the protective foam from the ADF cover release then press the release and open the Automatic Document Feeder cover 3 Carefully remove any foam particles that may have gotten inside t...

Page 11: ...Mate 272 Scanner User s Guide 5 Insert the pins on each side of the output tray into the holes on the scanner 6 Flip open the extension on the output tray so it is fully extended 7 Proceed to Step 2 I...

Page 12: ...start check the following Make sure the DVD drive s door is completely shut Make sure the DVD was inserted in the drive in the proper direction label side up To launch the DVD manually Open the Window...

Page 13: ...4 Make sure the boxes for Nuance PaperPort and Scanner Driver are checked 5 Click Install Now 6 The Select Language window opens Click the drop down menu arrow and select the language to use Click OK...

Page 14: ...current values or enter new information then click Next 4 On the Setup Type window keep the default Setup Type and click Next 5 Click Install to begin the installation Reminder If your computer is ru...

Page 15: ...d the scanner driver will not be installed The next window lists the choices of the drivers that you can install for your scanner 3 Select the option you want Note Some of the options listed in this w...

Page 16: ...om applications that use the ISIS driver You will not be able to scan with the buttons on the scanner TWAIN only The TWAIN driver is installed without the One Touch 4 0 software or the ISIS driver You...

Page 17: ...o scanned items look good on your monitor Gamma controls the brightness of the midtones of colors That setting can be changed later as you re scanning 5 Select the option that looks best to you and cl...

Page 18: ...2 scanner 1 Plug the power supply into the power port on the scanner 2 Plug the power cord into the power supply and into a wall outlet Now proceed to the next section Step 4 Connect the USB Cable and...

Page 19: ...ance however your scanner will also connect to a USB 1 1 port The USB symbol as seen in the above diagram identifies the location of the USB port on your computer If the plug does not attach easily ma...

Page 20: ...ug the USB cable into a USB 2 0 port if available or just disregard the message If you leave it plugged into the USB 1 1 port your scanner may scan a bit slower than the 25 pages per minute and 50 ima...

Page 21: ...More to see a quick overview about accessing and navigating the One Touch Button Panel When you re finished reading the additional information click OK The scanner s status light is green when the sc...

Page 22: ...VD into the DVD ROM drive The Installation menu opens The free Adobe Acrobat Reader software is located on the DVD with the User Guides See the steps on page 20 to install Adobe Acrobat Reader 2 Click...

Page 23: ...ally enhances scanned documents from less than perfect originals It is an additional scanning interface that uses patented VRS Virtual ReScan technology and ensures your scanning is as efficient and e...

Page 24: ...t PDF format The DVD also includes a free copy of Acrobat Reader in case your computer does not have it already installed The Scanner Readme file is in HTML format and will open in any standard browse...

Page 25: ...ow to setup the SharePoint link and use the SharePoint features when choosing new scan settings for your scanner The One Touch VRS Mini Guide has information about a new feature in the One Touch 4 0 s...

Page 26: ...Online Updates from the pop up menu 3 Follow the instructions on the screen and register your scanner by entering your scanner s serial number and your email address The serial number is located on th...

Page 27: ...uses your scanner s TWAIN interface to scan Select scanning options before scanning put the document in the scanner then click a button on the TWAIN interface window See Accessing the TWAIN Interface...

Page 28: ...oad the documents with their tops into the Automatic Document Feeder For Simplex one sided scans load the documents face down For Duplex two sided scans the documents can be face up or down because bo...

Page 29: ...A scan progress window opens and the image is sent to the selected application from the One Touch utility In this example of duplex two sided scanning the Destination Application is the PaperPort des...

Page 30: ...lick the Apply button the information in the One Touch panel will update to show the new settings 2 When you are ready to scan press either the Simplex or Duplex button or click OK to close the window...

Page 31: ...arrows to cycle through all 9 settings 3 On the screen not on the scanner click the button you want to use to scan The scanner begins scanning When the process finishes the scanned images appear in th...

Page 32: ...the icon you want to use to scan 3 To see the detailed settings for a button prior to scanning click on the green arrows to navigate through the panel s three views The Button View is your main scanne...

Page 33: ...oes not have appropriate software for the initial factory settings In that case you would probably want to change the name and Destination Application to something else For example if you scan a lot o...

Page 34: ...k White 200dpi Duplex 3 Print Printer Black White 200dpi Simplex 4 eMail eMail Application Black White 200dpi Simplex 5 Fax Fax Application Black White 200dpi Simplex 6 OCR Microsoft Word Black White...

Page 35: ...to the Card Reader slot on the back of the scanner 2 To scan press either the Simplex or Duplex button on the front of the scanner or click on a button on the One Touch button panel Scan using One Tou...

Page 36: ...n is Microsoft Paint so the card image appears in the Paint window NOTE Do not use the Card Reader to scan business cards They can jam the Reader s mechanism Use the Automatic Document Feeder to scan...

Page 37: ...ton Panel starts the scanner scanning Right clicking opens the One Touch Properties window The One Touch Properties window opens for that button The One Touch Properties window also opens when you pre...

Page 38: ...the options on the One Touch Properties Window and other One Touch windows and dialog boxes are grayed out and are not available Grayed out options are not appropriate for your Xerox DocuMate 272 scan...

Page 39: ...configuration Select Format and Page s A set of file formats for the scanned image for the selected button The formats are based on the type of destination application you select This example shows t...

Page 40: ...8 to display a full list of the Destination Applications that you can use with the scanner 3 From the Select Configuration list select a scan configuration To scan in color select one of the configura...

Page 41: ...rtf However if you select Microsoft Paint as the Destination Application then the available formats are for graphics such as bmp and jpg 5 Click OK to accept any changes and close the window To accept...

Page 42: ...window click a Destination Application 2 Click the Properties button A One Touch 4 0 Link Properties dialog box opens for the type of Destination Application you selected and the available options are...

Page 43: ...nd the other applications indicated by their icons in the list The properties apply to the OCR settings for the applications 1 Click in the OCR settings boxes for the options you want The options will...

Page 44: ...Step 3 of the dialog box That is the icon that will appear in the One Touch Destination List 5 In step 4 of the dialog box select the file formats that the application will accept Refer to the documen...

Page 45: ...a computer screen is set to a lower resolution bitmap images with a higher resolution may be too big to fit on the screen Converting the bitmap image to match the screen resolution ensures that the im...

Page 46: ...rage Location Documents are put into folders by month week or type Folders are created based on your selection month week or type and the scanned documents are saved in those folders New folders are c...

Page 47: ...If you are using AOL on your computer and the folder name for AOL is incorrect click the Browse button and find the correct AOL folder For scanned images to be auto attached to a blank email message y...

Page 48: ...Touch Properties window Selecting Page Format Options The Page Format options that you select determines the file format of the scanned document Appropriate page format options and file types are avai...

Page 49: ...d you can select the degree of quality for your scanned images from the JPEG page format icon The PDF format is often used to create images of text pages You may want to select PDF as the page format...

Page 50: ...the text format selected the text portions of the document are automatically converted to editable text See Scanning with Optical Character Recognition OCR on page 66 Select a text format for documen...

Page 51: ...ch Text Format The rtf file format Text that retains formatting when converted Available with Microsoft Wordpad and Word Word Document The doc file format used by Microsoft Word Comma Delimited The cs...

Page 52: ...r details 4 To change the OCR settings choose OCR Options The OCR Options provide a series of selections for the OCR feature when you scan text This menu option is only available if you have the One T...

Page 53: ...ation Applications available for the selected button will include all the applications on your computer that fall into these categories This is the default selection for Button 8 The list also include...

Page 54: ...lect which application to use to continue scanning See Scanning with Event Forwarding on page 72 for details 4 After selecting a new category for the Destination Applications click the Multi Function...

Page 55: ...the option is not available for the default setting of Button 7 Archive because it is set as Transfer to Storage with the Destination Application type set as Storage and CD R W Folder Copy Options Th...

Page 56: ...application for which you want to create a new scan configuration When you create a new scan configuration it will be listed for the buttons that are set for the same types of Destination Applications...

Page 57: ...Brightness and Contrast Sometimes an item is scanned with the brightness and contrast set too light or too dark For example a note written with a light pencil may need to be scanned darker to improve...

Page 58: ...cation are available AutoCrop to Original Select this option to let the scanner automatically determine the size of the item being scanned For example if you scan a 5 x 7 photo the scanner will determ...

Page 59: ...option reverses the black and whites of an image Duplex Scan both sides of the page If this option is not selected the scanner will scan the front side of the page only Skip Blank Originals Skips page...

Page 60: ...d Settings tab are for the Color or Grayscale scanning mode Saturation is the strength or purity of a color hue is the color your eyes see as reflected from the image and gamma controls the brightness...

Page 61: ...age will automatically be cropped around its edges to fit on the page Center image on page The image will be printed in the center of the page instead of at the top right corner Maintain aspect ratio...

Page 62: ...fied in the Storage Location Documents are put into folders by month week or type Folders are created based on your selection month week or type and the scanned documents are saved in those folders Ne...

Page 63: ...r Annual Receipts To scan to multiple folders you create multiple scan configurations with Transfer to Storage as the Destination Application and assign each scan configuration to one of the scanner b...

Page 64: ...anced Settings tabs and select the settings you want 7 Click the Storage Options tab 8 Click the Browse button 9 Select the folder you created for storing the scanned documents If you haven t created...

Page 65: ...12 Repeat the process to create additional new configurations such as one named Storage for Personal Receipts 13 Make sure to designate separate folders as the Storage Locations for the new configura...

Page 66: ...orage 3 Press the Simplex or Duplex button to scan the documents 4 When scanning is finished insert the next set of documents and press the Destination Selector buttons to get to the next button you h...

Page 67: ...t configuration You can make changes to a configuration but for the changes to be saved the configuration must first be unlocked Click the Lock icon to unlock the configuration Clicking it toggles bet...

Page 68: ...want to set to configure before scanning 3 Select the scan configuration Configure Before Scan 4 Right click on Configure Before Scan and choose an interface to use for configuring before scanning TW...

Page 69: ...Before Scan 3 The TWAIN interface will open 4 Choose the Options applicable to your scan batch 5 Click on the Scan button in the TWAIN interface 6 Your documents will be scanned and sent to the Desti...

Page 70: ...te any scanned pages then select the correct Picture Type and restart the scanning No scanning stops but all pages scanned in this batch up to this point are not deleted and the TWAIN interface remain...

Page 71: ...The One Touch OmniPage Module and the OmniPage Software can both be installed on your computer at the same time however the features in the One Touch OmniPage Module will take precedence over the Omn...

Page 72: ...tion with their text ready for editing and other text processing NOTE One Touch Button 6 is preset as your OCR button But you can also set up any other button to scan and OCR the text NOTE OCR scannin...

Page 73: ...with different image quality so you may want to experiment with them to determine which is better for your scanned documents sPDF and nPDF are only available as page format options if you have the One...

Page 74: ...and open the file you just scanned 11 From the Adobe Acrobat Edit menu choose Find The Find dialog box opens 12 Enter the text you want to find and click the Find button See the Adobe Acrobat user man...

Page 75: ...Destination Application The Burn to CD Destination Application is only available if you have a CD burner attached to your computer but you do not need to have a CD in the burner to select the destina...

Page 76: ...rning The default configurations are already set up to send the scanned images to the proper storage location where the Windows XP and Windows Vista CD writing wizard can find the files to burn to the...

Page 77: ...interface will open and you can use it to continue with the scanning To scan with event forwarding 1 Open the One Touch Properties window 2 Using the arrows choose a button to use for the event forwa...

Page 78: ...utton you selected for event forwarding A dialog box opens for you to select the application to use for scanning 7 Select the application in the box and click OK Now the application you selected opens...

Page 79: ...dow 2 Using the arrows choose Button 8 or any other button that has Microsoft Explorer as one of its Destination Applications 3 Select Microsoft Explorer as the Destination Application 4 Choose HTML a...

Page 80: ...to make sure you ll know where to find your new HTML page later on 9 You can now use Microsoft Internet Explorer or other application to post the document to your web page as you would any other HTML...

Page 81: ...eing stored 1 To scan using the buttons on the scanner press the Destination Selector until the LED is at 7 then press the Simplex or Duplex button 2 To scan from the One Touch Button Panel click the...

Page 82: ...The Storage Options Tab Archive on page 57 for more information about storage options 1 On either the One Touch 4 0 Link Properties window or from the Scan Configuration Properties window click the Br...

Page 83: ...ored 1 Open the One Touch Properties window 2 Using the arrows choose Button 7 or any other button if it is set up with Transfer to Storage as one of its Destination Applications 3 Choose a text forma...

Page 84: ...icon and choose Show Hardware from the pop up menu You can also click the scanner icon at the top of the One Touch Button Panel If the Hardware View of the panel is open you can also right click on t...

Page 85: ...ge the time before the scanner powers down from 1 minute to a maximum of 10 hours 3 Click the arrows for the Lamp timeout setting and choose a time setting To turn the lamp on and off manually without...

Page 86: ...WAIN standard and this guide shows how to scan with it But you can also open the same TWAIN interface from many other graphics and imaging applications and scan from them as well Because the TWAIN int...

Page 87: ...structions in this section are for accessing the TWAIN interface from the PaperPort application To access the TWAIN interface from PaperPort 1 On the Windows taskbar click Start point to Programs poin...

Page 88: ...ber of scanned items that day For example the second item scanned on a day is followed by a 2 the third by a 3 and so on See the PaperPort User s Guide for more information about the PaperPort Setting...

Page 89: ...the Automatic Document Feeder at the same time Insert a blank page between them and each job will become a separate stack on the PaperPort Desktop when scanning is finished Please see the PaperPort Us...

Page 90: ...The scanning produces an image of up to 256 shades of gray You can also scan a color document to turn its colors into gray shades The file size is about one third that of a color scan Color to scan ma...

Page 91: ...a is the size of that photo When using the AutoCrop to Original option always use the paper guides on the scanner so the page is not skewed Duplex Scan both sides of the page If this option is not sel...

Page 92: ...ed page size appears in the middle of the TWAIN interface on the left hand side The Define page size option cannot be used with AutoCrop to original AutoScan on document insertion Your Xerox DocuMate...

Page 93: ...aperPort to scan and its Create single page items check box is selected all pages in the Automatic Document Feeder are scanned the TWAIN interface closes and each page is placed on the PaperPort Deskt...

Page 94: ...ages appear in the TWAIN software This example shows a thumbnail image of a scanned page on the PaperPort Desktop Scanning Plastic Cards from the TWAIN Interface You can use the TWAIN interface to sca...

Page 95: ...the proper size for the card 4 Choose Duplex to scan both sides of the card To scan a single side uncheck Duplex 5 Insert the card lengthwise into the Card Reader slot on the back of the scanner 6 If...

Page 96: ...the TWAIN application in this case the PaperPort desktop shows a thumbnail of the scanned card NOTE Do not use the Card Reader to scan business cards They can jam the Reader s mechanism Use the Automa...

Page 97: ...nfiguration 1 Click the Xerox DocuMate 272 icon in the top right corner of the TWAIN interface The Device configuration window opens and shows the information about your scanner See the section Checki...

Page 98: ...u need to set up PaperPort to work with your scanner NOTE Setting up PaperPort is a one time only process for each option from the Scanner drop down list Therefore you may have to set up PaperPort onc...

Page 99: ...scanner 1 From the Scanner drop down list select one of the options such as Twain Xerox DocuMate 272 2 Click the Setup button A window opens to begin the setup process 3 Click Yes then click Next The...

Page 100: ...nnection between your scanner and the computer 5 Click Next After the Setup Wizard checks the connections the next window is displayed It has a series of setup options but only the Basic scan test is...

Page 101: ...o the scanner face down and the Scan button on the TWAIN Interface will become active 8 Click the Scan button on the TWAIN interface The Setup Wizard runs the scan test A message window opens that say...

Page 102: ...om PaperPort The final Setup window opens to let you know the setup process is finished 10 Click Finish PaperPort is now setup for the scanning option you selected in the example above it s the TWAIN...

Page 103: ...digital cameras and other digital devices This section shows how to use Microsoft Paint to scan using the WIA interface but you can use PaperPort and other Windows applications as well To scan using W...

Page 104: ...ange the button selection for the type of image Adjust the custom settings refer to the next section Fine Tuning Your Scans Change the size of the scanned image To do this click and hold the mouse poi...

Page 105: ...pear in Microsoft Paint or other WIA application you re using Fine Tuning Your Scans You can select new settings before you scan an item to fine tune exactly how you want to scan it To select the scan...

Page 106: ...olution DPI Click the menu arrow and choose the dots per inch dpi of the resolution The maximum resolution is 600 dpi the minimum is 50 dpi The higher the dpi setting the sharper and clearer the scann...

Page 107: ...ckScan User s Guide is available on the Disc 1 CD that you received with the scanner Accessing the ISIS interface in QuickScan Open the QuickScan software to access the ISIS driver scanning options Pl...

Page 108: ...the scanner body to open the Automatic Document Feeder cover 3 Wipe the feed roller from side to side Rotate the roller to clean its entire surface 4 Wipe the pad from top to bottom Be careful not to...

Page 109: ...er a warning dialog box opens after a few moments To clear a paper jam 1 Press the ADF cover release on the top left of the scanner body to open the Automatic Document Feeder cover 2 Remove the jammed...

Page 110: ...on that the pad is wearing thin See the Xerox DocuMate 272 Scanner Parts List on page 113 for ordering information To replace the ADF Pad assembly 1 Press the ADF cover release on the top left of the...

Page 111: ...ly Is the scanner s status light on Turn on the scanner s power If the status light doesn t come on plug the power supply into another electrical outlet Did you restart the computer after installing t...

Page 112: ...instead of uninstalling One Touch 4 0 uninstall the other scanner s driver programs After uninstalling the other scanner s driver programs uninstall One Touch 4 0 using the steps on page 110 then rei...

Page 113: ...or Codes If your scanner experiences hardware problems the status light will blink red and the LED flashes an E and then the error code number The E code number indicates what the hardware issue is Us...

Page 114: ...then on again If the problem persists and your scanner s power is plugged into a surge protector or UPS battery backup try plugging the scanner power directly into a wall outlet 6 The scanner s cover...

Page 115: ...hese software programs 5 Follow these same steps to select and remove the Kofax Virtual ReScan 4 10 and OneTouch 4 0 ScanSoft OmniPage OCR modules from the installed programs list 6 The One Touch 4 0...

Page 116: ...One Touch 4 0 then click on the Remove button d An Add or Remove message box opens and asks if you are sure you want to remove One Touch 4 0 from your computer Click Yes The One Touch 4 0 software is...

Page 117: ...terface USB 2 0 High Speed Scanner dimensions Height 12 5 inches 31 75 cm Width 13 25 inches 33 66 cm Length 17 inches 43 18 cm Weight 8 6 pounds 3 91 kg Operating temperature 50 104 F 5 35 C without...

Page 118: ...ist Please use the following part names and numbers when ordering replacements for your scanner Part Name Part Number Paper Guide 57 0104 000 Output Tray 57 0105 000 ADF Pad 57 0103 000 USB Cable 35 0...

Page 119: ...Maintenance 114 DocuMate 272 Scanner User s Guide...

Page 120: ...oduction of the document is performed for lawful purposes Postage Stamps canceled or uncanceled For philatelic purposes Postage Stamps may be photographed provided the reproduction is in black and whi...

Page 121: ...tary personnel or by members of the various Federal Departments such as FBI Treasury etc unless photograph is ordered by the head of such department or bureau Reproducing the following is also prohibi...

Page 122: ...s completeness or accuracy In case of doubt consult your solicitor Federal Communications Commission FCC for USA This equipment has been tested and found to comply with the limits for the class B digi...

Page 123: ...dustry to promote energy efficient personal computers monitors printers digital presses fax machines and copiers Reducing the energy consumption of this equipment will help combat smog acid rain and l...

Page 124: ...52 86 101 create single page items check box 84 csv file format 46 D Destination Application 23 32 OCR 35 text file format 45 Destination Selector 24 Device Settings 52 56 Document Format 32 Document...

Page 125: ...t 81 help topics 84 Scan pane 83 PaperPort Properties 37 PDF 44 49 PDF file size 44 Picture type 101 power saving 80 Preview button 99 R Resolution 52 85 101 Rich Text Format 46 rtf file format 46 S s...

Page 126: ...21 Index Text Formats 45 TIFF 44 Transfer to Storage 76 troubleshooting 106 TWAIN 63 73 TWAIN standard 81 U uninstall 110 USB port 14 W watermark remove 55 86 WIA 63 98 Windows Image Acquisition 98 Wo...

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