Evan Swan ISLT 9452 Library Use Instruction Tutorial summer 2012
Scanning and Sending Documents
Did you know that you have a choice when sending important documents? You don’t have to pay a dollar for each page you send. Instead of faxing you can use our scanner and computers to send your documents Securely Instantly And best of all. . .
For Free!!! Free!!!
FREE!!!
Free!!!
Free!!!
Free!!!
The goal of this lesson is to provide instruction that will ideally provide patrons the skills and confidence to successfully utilize our scanning hardware and software with minimal assistance to scan, save, and send files, forms, and other information to their destinations.
The tools you will be using are ď ś The HP Scanjet N6310 scanner ď ś HP Scan Pro software
At the conclusion of this tutorial you will be able to scan a document, save it as a PDF, and attach this PDF to an email.
If at any time during this tutorial you are unsure of what to do next, please feel free to ask any library employee for assistance. Helping you is what we are here for.
This tutorial will be divided into three sections.
In section 1 you will successfully upload a document into the computer using our scanner.
In section 2 you will successfully pick an easily located save location, and save the scanned document as a PDF file.
In section 3 you will open the email service of your choice (Gmail, Hotmail, Yahoo, etc.) and correctly browse, and attach the file.
Section 1 Introduction and Uploading a Document
The scanner that is available for patron use at the South Sioux City Public Library is located at computer station 18.
You may sign in to this computer at the public sign up station, or ask for assistance at the desk where an employee will be happy to help you.
When you arrive at 18, the scanner and computer are already hooked up and ready to go.
However‌ The scanner will likely be turned off. To turn it on, press this button.
The display screen visible to the left in the picture above will light up when it is on, as
seen here. Once the scanner is on, you may place your first document in the scanner by opening the machine like this.
Align your paper with the top left corner.
You are now ready to go to the computer screen and bring up the scanning program.
The icon you are looking for is called HP Scanning.
Double click it.
When you double click it, this will come up. The option we want, Document to PDF File, is the first option on the list at the left, and is the automatic selection unless you change it.
In the bottom right corner you will see a button labeled scan. As soon as you click this button, the scanner will scan your document, so only click it when you are ready. (If your document is on the scanner, lined up with the upper left corner, and the scanner is closed, you are ready.)
Click it
As soon as you click scan the program will display this screen.
As it is scanned, your document will appear on the left.
Once the scan is complete, you have the option of adding more pages. To do this, click the words add page.
Clicking add page works exactly like hitting the scan button. Have your second document on the scanner, lined up and ready to go when you click add page.
Now we have scanned two pages. You will notice that in this box
There was previously only one page shown.
Now there are two. Meaning, you have successfully scanned a two page document!!!
Questions 1. In the example we produced a two page document. If you wanted to add a third page, how would you go about doing that? 2.
Section 2 Saving Your Document
Now that we have created our document, it is time to save it.
At the bottom of the scanning window is a button labeled Finish.
When you are done scanning all of your pages, and are satisfied with the results, click this button.
This box will pop up.
The file will automatically save to the location C/Users/patron/My Documents/My Scans This location can be difficult to find. Luckily, the program automatically opens the location for us.
To make the file easier to find, click on our scanned document in the window.
Drag it to any place on the screen outside the box we are working in.
Now the icon for our file is on the desktop. This will make things much easier later on!
You have now saved your document to the desktop, and are ready to send it!!!
Questions 1. What do you have to do to get to the location where your PDF file originally saved? 2.
Section Three
Sending your document.
To continue we will need to open an internet browser. The library computers have four to choose from, Internet Explorer, Mozilla Firefox, Google Chrome, and Safari. The pictures in this tutorial will use Mozilla Firefox, but everything will look pretty much the same in any of them. Internet Browsers
Double clicking on an internet icon brings up the library homepage.
Go to the search bar at the top of the page, and enter in the address of your favorite email provider (Hotmail, Gmail, Yahoo, etc.) This tutorial will be using Gmail.
Once you are signed into your email account, click on compose to start a new email message.
Just below the send button you will see a line of text that says attach a file.
Click it.
A box will open that looks something like this. Click where it says Desktop.
Here is where moving our file to the desktop pays off.
It is waiting for you right at the bottom of the list. Double click on the file, and the computer should take care of attaching it for you.
When the name of your PDF file shows up below the subject line, it is attached!
Add the address of the person you are sending it to, type in a personal message, and it is ready for you to hit send! In seconds it will arrive at its destination safe and sound!
There is one more thing to take care of. For your own security, we would recommend that you delete the document you scanned before you leave the computer. To do this, drag your file to the recycle bin icon on the desktop.
Drag the icon over the recycle bin as though you were throwing something away in real life.
Double click on the recycle bin, and this screen will open.
Click Empty Recycle Bin. This will erase your file, so no one else on this computer can ever view it.
Congratulations! You have completed the third section, and your file should be at its destination, all without you paying a cent!