Digitize and Save that Original!

Scanning Documents & Editing PDFs

March 14, 2017

Why Scan?

When you don’t have an original digital copy, scanning worksheets, letters and other items is a great way to share information via email, on a website, or in Google Drive or Classroom. It also ensures that you do have a digital copy in the event that something happens to that precious original piece of paper.

All 3 photocopiers in the school allow you to scan documents (even double sided) to your email however we have recently added a feature to the small copier in the photocopy room that allows you to scan directly to a folder on the school server. This means no longer having to flood your inbox with scanned documents you need to download.

This post will show you how to scan documents to both your email and the school server. It will discuss how you can use a program called Adobe Acrobat, now installed in the staffroom, to edit the PDF documents the scan creates.

Scanning Documents using the Photocopier

1. Load your documents into the scanner

If you have odd sized documents you can stick them on the photocopier glass as well
- You do NOT need to use the feeder.

2. Select Scan and Send

3. Select 2-Side Original if you have one.

4. Choose Your Scan and Send Option

Address Book (to email)
One-Touch (to the MD Server)
New Destination (to email)

Options Explained

Address Book

Address Book will have preset email addresses for most staff

Find and select your name/email address (alphabetical)
If you need help adding your name to the directory I am happy to help you.

One-Touch

One Touch allows you to scan items to a shared folder on the Mount Doug Server which can then be accessed on any teacher computer.

Note: This option is currently only available on the small copier in the copy room.

Select the MD Server Button > Hit OK

New Destination

Use this option to send to any email not stored in the address book.

Type in any email you would like send your scanned document to.

5. Hit the Green Start Button to Send!

Accessing Your Scanned Items

Via Email

Once your document has been scanned you will almost immediately get an email with the scanned document attached as a PDF.

To access it, open your email account and click on the attachment which will open as shown on the image to the left if you are using Google Chrome.

Now you have two options:

1. Download it to your computer

2. Save it directly to Google Drive using Google Chrome

This option is actually under the print menu.
- Click the Print Icon
- Click on the Change... Button (Destination Printer)
- Select Save to Google Drive

Via MD Server

If you choose to scan to the MD Server here are a few things you should know:

All scanned items are put in a single shared staff folder
- This means that any staff member could potentially view your document until you remove it from the folder
Scanned items are all given a numerical file name
- I will give some tips on how to easily find your below

To access the MD Server via a Staff PC or Laptop

1. Go to My Computer

2. Select the Collaboration Drive (W: Drive)

3. Select the staff Folder

4. Select Photocopier-Scans

Photocopier-Scans Folder

You will now see a list of ALL the scanned documents in that folder.

Find yours by Sorting by Date Modified - this will sort by time and date

Once you find your file, Cut & Paste (or Click and Drag) it OUT of that folder and into another one on your computer.

Please don't Copy & Paste, or leave your file in the shared folder.

Adobe Acrobat and Editing PDF Documents

You may have noticed the addition of a Mac in the Staff Room.

This computer has been added as it has the program Adobe Acrobat which allows your to edit and convert PDF documents (PDFs are also the default file format produced by the scanner/photocopiers).

To use this program simply open the PDF you want to edit from one of the following sources:

Email
Photocopier-Scans Shared Folder - there is a short cut on the desktop
Google Drive
Flash Drive

Adobe Acrobat is set to be the default program for opening PDFs and should open automatically.

About the Staff Mac

Because we needed to use a Mac to run Adobe Acrobat 8, you cannot access the regular Server (H: Drive) from this computer, which means no access to your My Documents folder.

To Login to this computer click on the Staff Icon - No Password is required.

Reminder: this is a shared account, so be sure you are logging out of Google Drive or any other website before you log off the computer.

Using Acrobat

There are many things you can do with Adobe Acrobat however most people will use it to edit PDF documents (scanned or otherwise) or export PDF's to MS Word or other formats.

On the right is an image of the Tools Menu and some of the options you may want to use. To add/edit text you will want to use the Text Box Tool.

If you have any questions or would like me to go through the program with you, please ask!

PS. Adobe Acrobat is part of the Adobe Creative Suite which has also been installed on this computer. This gives you access to the following programs as well:

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