It’s very easy to scan a document on the copier and send it to an email address. These directions are for the Konica Minolta copiers that were new in fall 2010. Black and white copiers will scan in black and white. Color copiers will scan in color.
To scan a document to someone with an email address listed on the copier:
- Press the Fax/Scan button.
- Be sure the Address Book tab is selected at the top of the screen. (It will be green.)
- Press Search in the lower right hand corner of the screen.
- Press Address Type.
- Make sure E-Mail is selected. (It will be green.)
- Use the arrows to find the email address where you want to send it. There are several pages of email addresses.
- Select the email address. (It will turn green.)
- Press OK in the lower right hand corner.
- Press Close in the lower right hand corner.
- Press the blue Start button.
- This document has now been sent to the email address you chose. Amazing!
To scan a document to someone who does not have an email address listed on the copier:
- Press the Fax/Scan button.
- Select the Direct Input tab at the top of the screen. (It will turn green.)
- Press E-Mail.
- Click the “Enlarge On” button on the bottom if you want to make the keyboard larger.
- Use the keypad to type the address.
- Press OK.
- Press the blue Start button.
- This document has now been sent to the email address you chose.
Be sure to comply with copyright laws.
I recommend to everyone that they never scan something directly to another person’s email address. The file is named something atrocious like SCANMONROE003241.pdf which is meaningless for anyone receiving it. You also can’t include a short note about why you’re sending the file. What it’s referring to. Etc.
I highly recommend scans are always emailed to yourself, saved, then click on each scan and rename it appropriately. “5thGradeProject.pdf” or “KorpalJulyTimeSheet2010″ or something else meaningful. Even if you don’t want to do that, you can then forward the email you sent yourself with the scans to who you want to get it, with a note explaining what the attachments are. It’s less perfect than having the attachments have good meaningful names, but at least it doesn’t dump a bunch of documents into someone else’s inbox without the details to know what they are.