XEROX WORKCENTER 27335 SCANNER/COPIER/ PRINTER
FOR SMALL FORMAT COLOR OR GRAYSCALE IMAGES: SCANNING, COPYING, AND PRINTING
IT GROUP TRAINING INITIATIVE DIGITAL OUTPUT CENTER TUTORIAL This tutorial covers how to scan and copy documents using the Xerox Workcenters in the Digital Output Center (DOC). Refer to any of the General Printing documentation to see how to print documents to these Xerox Workcenters.
TABLE OF CONTENTS IN THIS TUTORIAL • HOW TO USE THE XEROX WORKCENTERS / 2
GETTING STARTED COPYING
/ 3 ; SCANNING / 10
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HELPFUL TIPS / 19
SELECTING IMAGE RESOLUTION / 20
For questions on this document or additional technology support, contact the School of Architecture, Planning and Preservation s Technology Solutions Center (TSC) located in Architecture Building, Room 0113 by calling 301-405-56238 or e-mailing TSC@umd.edu.
HOW TO USE THE XEROX WORKCENTERS:
1. First all you need to know is that the majority of the work dealing with these two machines will take place right in front of the machines at their own personal interfaces.
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GETTING STARTED: COPYING 2. The first thing you need to do when copying is to check the interface and use the touch screen to touch copy . This mode will bring up all of the options available for you when you want to copy something.
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3. By selecting the first Copy tab that can be selected, you can choose the basic copying options that might be necessary. Notice the Output Color section: If you wish to make a color copy you will have to select this option manually. Also note that this costs significantly more than a black and white copy. Here also you can reduce or enlarge your documents, manually choose a paper tray, etc.
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4. The other major tab of importance for copying is the Image Quality tab. Here you can change options like color balance, but the main one of note is the Image Options box.
5. From here you can adjust the lightness or darkness of an image being copied. This is especially useful if you have light lines drawn on trace, for example, and they are not showing up in the copied image. If you move the slider all the way to Darken, the machine will pick up, and reproduce those light lines much better.
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6. Now you have to enter in your Equitrac account information because copies cost money. You do that at this small station that is attached to the machine.
7. It will first ask you for your 9-digit ID number.
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8. Then it will ask you for your 4-digit password.
9. Then your current balance will show up.
10. Then you will have to enter a maximum number of pages for copying. This is basically a fail-safe procedure so you don t walk away and leave your account vulnerable for other people to use.
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11. Then you select if this is acceptable.
12. Then when you finally see this screen, you are ready to copy. You do so by hitting the big green button on the lower right of the interface.
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13. Lastly if you want to copy multiple documents within a single push of the start button, you can feed them into the tray above the machine instead of opening the main tray, placing documents on the glass, and repeating the above process. If you place a packet of sheets face up in this slot, the machine will automatically detect them and start your copies from here once you press green button.
14. If you entered in the correct amount of maximum pages (one page for one 8.5 x 11, two pages for one 11x17, etc) and you are finished, you can simply walk away. If however you entered more pages than you need, you can select done on the Equitrac interface next to the machine and it will log you out of your account. If your account is inactive for about one minute, the system will still automatically log you out anyway (just in case you were wondering).
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GETTING STARTED: SCANNING 15. Again, the main thing to note here is that you will be doing the majority of the work right from the machine interface, then going to any computer in the DOC to grab your scanned files. Also, scanning is free so you don t have to mess with any of your Equitrac account information.
16. First you will need to select Network Scanning from the main screen.
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17. This will then bring up the main scanning option tabs. From here you can tell the scanner to scan in black and white, or color, among other simplified options.
18. The two main tabs we will point out next are the Advanced Settings and the Filing Options tabs.
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19. From the Advanced Settings tab, two very useful sections fall under the Image Options box and the Resolution box.
20. Under the Images Options box a very useful feature is the Lighten / Darken slider. For example, if you are scanning a drawing with light lines (such as pencil on trace) and the lines are not quite showing up in the final scan, you can slide the slider to the Darken side and then the scanner will pick up even the lightest lines.
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20. Under the Resolution box you can, as you might think, change the scanning resolution. If you wish to blow up a small image much larger later, you want to scan at a higher resolution. However if you re going to reproduce an image at roughly the same size later, the standard default of 300 dpi is fine. For more information regarding this topic, see the section on selecting image resolution at the end of this document. The maximum resolution these scanners can scan a document at is 600 dpi.
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21. The final tab worth looking at is the Filing Options tab. Here we will want to change the file name of the scan so we can easily retrieve the file later on the computer in the DOC after we are done scanning by hitting the File Name box. We could also change the format of the scan from a .pdf file to a .tiff file, but a .pdf file is default and generally the most common and easy to work with for later.
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22. Change the file name using the touch screen keyboard and hit save to continue.
23. When your settings are set up and ready to go, again you hit the big green button on the lower right of the main interface.
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24. Again, as with copying, you can insert multiple pages into the feeder on top of the machine and it will auto-detect these and scan your multiple pages and form them into one .pdf document after you hit the green start button. This is a very handy feature.
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25. When you have finished scanning, check which machine number you scanned from and travel to any computer terminal in the DOC.
26. Find and open up the ABC Scans Folder on the desktop.
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27. Within this folder, you will find two more folders. Click on the one that ends in 1 if you scanned documents from machine one, and click on the one that ends in 2 if you scanned documents from machine two.
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28. Your documents should fairly instantaneously be sent to this folder after you scan them. So find your documents in here and use a flash drive to get the files off of this computer for your later use.
29. A final note: Don t rely on keeping files inside of these folders, as they will be periodically deleted to keep the hard drive space free on these computers.
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HELPFUL TIPS
• • Use the KIP2200 to scan any documents larger than the Xerox Workcenters allow. Both scanners have the capacity to produce a PDF file of multiple scans fed automatically into the machine. If you are not sure what scanner you should use for your document, please ask the TSC staff. Keep eventual output in mind when selecting your resolution. >> Refer to SELECTING IMAGE RESOLUTION section for more information. Remember to bring a portable USB storage device to the DOC computers to retrieve your scanned documents. Remember, most of the work now is done directly from the interfaces of these Xerox Workcenters. Only after scanning will you have to go any computer in the DOC to retrieve your files.
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MORE ABOUT THE DIGITAL OUTPUT CENTER (DOC)
• • • There is no Internet access in the DOC. There are no software programs to edit your files on the DOC computer stations. The DOC is only for 1) printing, 2) plotting, 3) copying, 4) scanning, and 5) laser-cutting. No other computing activities can take place inside the DOC.
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SELECTING IMAGE RESOLUTION
WHAT IS DPI? DPI stands for dots per inch. A dot is also often called a pixel, so sometimes the term PPI (pixels per inch) is also used. Actually, the term pixel is only correct when referring to digital files displayed on the computer screen and not when referring to printed media. The more dots per inch your (printed) image has, the sharper your printed output will appear. WHAT IS THE DIFFERENCE BETWEEN RESOLUTION & IMAGE SIZE? Resolution is a measure of dots or pixels per unit of length. Image size refers to the width and length of the image in pixels or inches. DPI is, therefore, not a measure of image size but a measure of how many dots can fit in one inch. A common mistake is to say that a 72 dpi “has been enlarged” to 300 dpi. Changing DPI has nothing to do with the size of the file. If the original file is1000 x 2000 pixels, it will be exactly 1000 x 2000 pixels after changing the DPI setting. WHAT DO I NEED TO KNOW ABOUT DPI IN RELATION TO SCANNING? DPI refers to how many dots the scanner can resolve per inch of the original image. Scanning at 100 dpi means that the scanner can resolve 100 dots in each inch of the original image. Scanning at 200 dpi will double the number of dots in both length and width. WHY NOT JUST SCAN AT THE HIGHEST RESOLUTION POSSIBLE & MODIFY MY IMAGE LATER IN PHOTOSHOP? As you increase the DPI, you are also increasing the image size of the digital file. Therefore, you need to determine the appropriate resolution, which would not yield a file that is either too large to fit in your USB device or that will take a long time to load in Photoshop. The best resolution depends on how you will use your image later.
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IS THERE A WAY TO PREDICT THE EVENTUAL IMAGE SIZE WHEN SELECTING RESOLUTION? Always multiply the selected DPI by the length or the width. If you scan a 24” x 36” document at 100 dpi, the resulting file will be: 24 x 100 by 36 x 100 pixels, or 2400 x 3600 pixels. Scanning the same original document at 200 dpi will result in a file 24 x 200 by 36 x 200 pixels, or 4800 x 7200 pixels. Remember that, at 200 dpi, since you double both length and width, the total image size will not double but quadruple (2400 x 3600 = 8,640,000 pixels and 4800 x 7200 = 34,560,000 pixels). WHAT IS THE RANGE OF RESOLUTIONS AT MY DISPOSAL? At what resolutions you can scan depends on the scanner. The DocuColor 12 scanner has resolutions ranging from 100 dpi to 400 dpi. WHAT ARE SOME BALLPARK FIGURES? Use 70 – 75 dpi for images that will end up on a website; 100 – 150 dpi for images you will later print at a smaller size than the original document; 200 dpi for images you will later print in a slightly larger format. You will rarely ever need to go higher than 300 dpi. WHERE DO I FIND FURTHER RELEVANT INFORMATION? We recommend that you visit the Computing & Technology section from About.com for answers to all your graphics-related questions.
Sources: www.wildphotography.com www.about.com
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