Computer Group

Using the Scanners on Lab Computers 3 or 8

Index

Page 2 Introduction and placing document in scanner

Page 3Basic scanning and saving image as a .JPGfile

Page 4 Saving the scanned document to a Flash Drive.

Page 5 Scanning text and saving it as a .PDF file

Page 6 Print scanned documents

Page 7Scanning 35mm Slides

Page 10 Replacing the Document Mat after scanning slides.

Page 11Scanning a picture directly into Print Shop or copying an image into Power Point

Page 12Inserting a scanned image into MS Word

Page 13 scan using Optical Character Recognition (OCR)

Introduction

  • Don’t place staples, paperclips or items with sharp edges on the glass.
  • Don’t touch the glass when you place or remove items. Finger prints and hand creams degrade image quality.
  • Remember to respect the rights of copyright owners. Do not scan published text or images without first checking their copyright.
  • Make sure the white document mat is installed inside the lid when scanning text or graphics. See page 10 for instruction on reinstalling the mat
  • Note; Scanning can be done using the buttons on the scanner or using a desktop Icon. This handout uses the scanner buttons
  • This handout does not include scanning negatives. We are experiencing technical problems with this and the vendor support staff havn’t solved the issue.

Placing the document in the scanner

  • Place your document or photo face-down on the document glass.
  • An area 1/8 inch from the horizontal and the vertical sides of the scanner glass cannot be scanned. If you place a document in the corner of the glass, move it down and in slightly to avoid cropping.
  • If you are scanning multiple photos at once, position each photo at least 0.8 inch apart from the others.
  • Close the scanner covers gently so that you’re original does not move.

Basic Scanning –Text or Graphics and saving image as a .JPG file

Place your document in the scanner. If the scanner is not turned on, turn on the power switch on its right side.

To start a scan, press the Start button on the scanner. Your computer automatically starts Epson Scan.

The Epson Scan window below will display.

Be patient, it takes time. The Full Auto Mode will automaticall detect what type of document you are scaning –Color, Black & White or Slide.

Saving the scanned image to a Flash Drive.

Note: Clicking the Scan button on the above window will place the scanned image on the C: drive and it will be deleted on the next boot up. You must save the image to your Flash drive by following these steps before starting a scan.

  • On the Epson Scan window Click the Customize button
  • Click File Save Settings
  • Click the circle next to other
  • Click Browse
  • Select Computer
  • Click on the USB drive (usually the G: Drive)
  • Click OK twice
  • Click the Scan buttonon the Epson Scan window.

In Full Auto Mode, Epson Scan previews your image, detects whether it is a document or photo, and selects the scan settings automatically. After a moment, you see a small preview of your image in the Epson Scan window.

The scanned image will be place on your Flash Drive with a file nameimgXXX.jpg where XXX is a number assigned sequentially.

Scanning Text and saving image as a .PDF

The PDF key on the scanner is used when scanning text files into Adobe Reader format.

Place your document on the scanner

Start by pressing the left most key on the scanner which is labeled PDF.

On the window that opens, click Settings

  • Click File Save Settings
  • Click the circle next to other
  • Click Browse
  • Select Computer
  • Click on the USB drive (usually the G: Drive)
  • Click OK twice, then OK
  • Click the Scan buttonon the Epson Scan window.

In Full Auto Mode, Epson Scan previews your image, detects whether it is a document or photo, and selects the scan settings automatically. After a moment, you see a small preview of your image in the Epson Scan window.

The scanned image will be place on your Flash Drive with a file nameimgXXX.pdfwhere XXX is a number assigned sequentially.

Using the Scanner to make printed copies

Place your original document or photo on the scanner.
To use the scanner as a copier and automatically scan and print your image, you can press the Copy button (this button is second from the right on the front of the scanner and has a picture of a printer on it). Your computer automatically starts the Copy Utility Window.
While there are a many options on this window, you can usually just click the green Copybutton for normal use.
Scanning 35mm Slides
Placing the slides or negatives in the scanner.
Removing the Document Mat
To scan film strips or slides, you need to remove the document mat from the scanner cover. This uncovers the transparency unit window so your scanner can use it to scan your film or slides
Open the scanner cover and gently slide up the document mat to remove it.

Placing Slides in the Holder–kept in plastic box next to scanner.

You can scan up to four 35mm slides at a time using the slide portion of the film holder.
Place the film holder on the document table so that it is aligned as shown. Make sure the tab labeled “C” on the film holder fits into the area labeled “C” on the scanner.

/ Place up to four slides in the film holder with the shiny base side facing down. Your images should appear backwards on the side that faces up. Your images should be oriented as shown.

/ Make sure you removed the document mat. See Removing the Document Mat Page 6
/ Close the scanner cover.
To start a scan, press the Start button on the scanner and follow the instructions on page to save scanned images to your flash drive (Page 4). Your computer automatically starts Epson Scan. Each slide is scanned individually so it takes time –be patient!
When you are finished scanning slides, be sure to replace the document mat before scanning documents or photos. See page 9.
Replacing the Document Mat
Replace the document mat by sliding it into the notches in the scanner cover. Make sure the white surface faces outwards.

Scanning Images directly into Print Shop
  1. Open Print Shop.
  2. Before doing a scan, display the area of your project where you want the scanned image inserted. (On the front of a card, inside a card, etc.)
  3. Placed the document to be scanned in the far right corner of the scanner glass keeping the document 1/8 inch from the top and side.
  4. Click on File. Then click Acquire
  5. The Epson scan window will open.
  6. Click the Scan button.
The image will be placed in your Print Shop project.
Adding scanned Images to Power Point Projects
Scan and save the document.
Click on you selected image.
Do a copy and paste into Power Point.
Inserting a scanned image into an MS Word document
  • Open Word and position the curser at the spot where you want the scanned image inserted.
  • Turn on the scanner and position your document on the glass.
  • Click the Start button –then All Programs.
  • Click Microsoft Office –then Microsoft Office Tools.
  • Click Microsoft Office Document Scanning.
  • On the next window select the type of document you are scanning. Note; For Black & White photos select GreyscaleNOT Black & White.
  • Click the image of a scanner and wait.
  • The scanned image is inserted into the Word document. (If the Scan New Document window remains open, close it.)

/ Scanned Documents Into Editable Text
Normally scanned text or graphics are pictures of the original document. But you can scan a document and convert the text into data that you can edit with a word processing program. The scanner looks at each letter and decides what character it is. This process is called OCR (Optical Character Recognition). To scan and use OCR, you need to use an OCR program. In the computer lab we use ABBYY FineReader software.
OCR software cannot recognize handwritten characters, and certain types of documents or text are difficult for OCR software to recognize, such as:
  • Items that have been copied from other copies
  • Faxes
  • Text with tightly spaced characters or line pitch
  • Text that is in tables
  • Cursive or italic fonts, and font sizes less than 8 points
  • Newsprint
Note: OCR is not always 100% accurate. After the text is scanned and saved you will need to spell check and proof read it.
Follow these steps to scan using OCR
Place your original text document on the scanner. See Placing Documents or Photos for instructions.
Do the following to start ABBYY FineReader.
Select Click All Programs
Click ABBYY FineReader 6.0 Sprint
Click ABBYY FineReader 6.0 Sprint again

Click the Scan&Read icon at the top of the window. -Epson Scan starts
-On the Epson Scan window click SCAN.
-A screen will appear showing both the scanned -image and the OCR converted file.
-At the top of the screen there is a SAVE icon. Click to select the option to save the document to a flash drive or to send it to Microsoft Word. Click OK.

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