The office scanner!

The scanner is simply one of computer input device use to feed data into the system. The way you uses the scanner can greatly affect its productivity.

I have an experience in the office. After the great financial crises, my company had to lay off many office assistance. The usage of many office devices had to rest squarely on any personnel that needs to use them.

It is quite easy to use the scanner, and its effective utilization is even easier if you know the tricks involve which I will reveal shortly.

Mostly, the scanning system in many offices uses the central client /server techniques where the scanner will be connected to many computers. i.e. many computers can have access to just one scanner. Some others are link to just one system from where other computers can link upto.

The later was the case with my company. Here, scanning involves scanning to this system and sending via mail, or communicator to the intended location.

Preview the document

During scanning, remember to preview the document you are scanning by clicking on the preview tab. This will help you to select the necessary view of the document / picture which you want to send. Selecting the necessary view will help to reduced the size of the data you are sending. Hence the speed of the scanner and mail.

Choose between Document or Picture

Most people do not see the need to make this choice between document and picture owing the fact that, both the document and picture selection will still scan the same data. There is a huge difference!

A picture image requires high level of points per inch while scanning, this enable the scanner to produce a fine version of the data. However, this will accrue more weight of the data being sent leading to Slowing of the system performance. On the other hand, a document scanned while selecting the document tab will give a smaller size of the data improving the devices performance.

Sending via Mail

You can decide to send the content of the scanner directly to your system using outlook or any other mailing system obtainable from your work place. This is preferred to sending the document to the system first, then having to make the choice of selecting which means to send the document to the intending recipient.

Depending on the scanner, there is always a drop down menu from where one can select to scan via mail. This saves the stress of saving sensitive materials in a general system used by all personnel. It also enhance effective use of memory devices.

… to be continued