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DocuMate 272

user’s guide

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DocuMate 272

scanner

user’s guide

Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the

XEROX ® is a trademark of Xerox Corporation in the United States and/or other countries and is used under license.

DocuMate is a trademark of Xerox Corporation used under license. All other Xerox product names and product numbers

mentioned in this publication are trademarks of Xerox Corporation.

The Visioneer brand name and logo are registered trademarks of Visioneer, Inc. The PaperPort and OmniPage® Pro

brand names and logos are registered trademarks of Nuance Communications, Inc. Kofax® and Virtual ReScan® are

registered trademarks, and VRS

is a trademark of Kofax Image Products, Inc. QuickScan® is a trademark and ISIS is a

registered trademark of Captiva Software Corporation. Adobe®, Adobe® Reader®, Acrobat® Reader®, Adobe®

Acrobat®, and the Adobe® PDF® logo are registered trademarks of Adobe Systems Incorporated in the United States

and/or other countries. The Adobe PDF logo will appear in this product’s software, and full access to Adobe software

features is only available if any Adobe product is installed on your computer. X1® Enterprise Client is a registered

trademark of X1 Technologies, Inc.

Microsoft is a U.S. registered trademark of Microsoft Corporation. Windows is a trademark and SharePoint® is a

registered trademark of Microsoft Corporation. ZyINDEX is a registered trademark of ZyLAB International, Inc. ZyINDEX

herein may be trademarks of their respective companies.

Information is subject to change without notice and does not represent a commitment on the part of Visioneer. The

software described is furnished under a licensing agreement. The software may be used or copied only in accordance with

the terms of such an agreement. It is against the law to copy the software on any medium except as specifically allowed in

the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any means,

electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to

another language, for any purpose other than the licensee's personal use and as specifically allowed in the licensing

agreement, without the express written permission of Visioneer.

Part Number: 05-0665-300

Restricted Rights Legend

Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in

Technical Data and Computer Software Clause 52.227-FAR14. Material scanned by this product may be protected by

DocuMate 272 Scanner User’s Guide iii

Table of Contents

Welcome

What’s in the Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

The Xerox DocuMate 272 Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

What You Need . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Installation

Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Step 1: Assemble the Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Step 2: Install the Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Step 3: Connect the Power Supply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Step 4: Connect the USB Cable and Turn on the Power . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Additional Applications Available with Your Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

View the User Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Register Your Scanner and Check for Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Scanning

Load and Scan Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Check the Scan Settings Before Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Scan from the One Touch Button Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using the One Touch Button Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

The Default One Touch Settings on Your Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Scanning Identification Cards and Credit Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Configuring the One Touch Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

About the One Touch Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Selecting New Settings for a Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Setting Destination Application Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Selecting Page Format Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Renaming a One Touch Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Selecting Options for a Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Creating a New Scan Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Editing or Deleting Scan Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Configure Before Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Scanning with Optical Character Recognition (OCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Scanning with sPDF or nPDF and Searching for Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Scan and Burn to a CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Scanning with Event Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Creating an HTML Web Page from Your Scanned Documents . . . . . . . . . . . . . . . . . . . . . . . . . 74

Transferring Scanned Documents to Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Checking the Hardware and Setting the Lamp Power Saving . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Table of Contents

iv DocuMate 272 Scanner User’s Guide

Scanning with the TWAIN Interface from PaperPort

Accessing the TWAIN Interface from PaperPort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Getting Help with the PaperPort Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Scanning with the TWAIN Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Scanning Plastic Cards from the TWAIN Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Display the Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Setting Up PaperPort to Work With Your Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Scanning with the WIA Interface

Fine Tuning Your Scans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Scanning with the ISIS Interface

Accessing the ISIS interface in QuickScan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Maintenance

Cleaning the Automatic Document Feeder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Clearing Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Replacing the ADF Pad Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Status Light Troubleshooting Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Uninstalling Your Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Uninstalling the Scanner and One Touch Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Uninstalling the PaperPort and OmniPage Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

To Install Another Driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Xerox DocuMate 272 Scanner Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Xerox DocuMate 272 Scanner Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

It’s Illegal in the USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

It’s Illegal in Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Federal Communications Commission (FCC) for USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Energy Star for the USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

RoHS and WEEE Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Product recycling and disposal for USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119

DocuMate 272 Scanner User’s Guide 1

Welcome

Your new Xerox DocuMate 272 scanner can quickly scan single-

sided or double-sided stacks of documents and place their images

on your computer.

What’s in the Box

Before proceeding, check the contents of the box. If items are

missing or damaged, contact the dealer where you purchased the

scanner.

DocuMate 272 Scanner

Power Supply

Installation DVD

Quick Install Guide

Paper Guide Output Tray

Replacement

ADF Pad

Power CordUSB Cable

Technical

Support Card

Buttons

Label

Welcome

2 DocuMate 272 Scanner User’s Guide

The Xerox DocuMate 272 Scanner

Paper guide—Holds documents in place. Adjusts to fit the

document width.

LED Number—Shows the current scan setting for the Simplex and

Duplex scanning buttons. A scan setting includes resolution, file

type, brightness, color or black and white, destination, and so on.

Destination Selector button—Selects the scan setting for the

Simplex and Duplex buttons. Press to cycle through the nine

settings.

Simplex button—Press to scan a one-sided document.

Duplex button—Press to scan a two-sided document.

Status light—Shows the scanner’s status. A steady green light

indicates the scanner is available to scan. A rapidly flashing green

light indicates the scanner is preparing to scan. Refer to the

Troubleshooting section for additional details.

Output tray—Holds documents after scanning through the

Automatic Document Feeder (ADF).

ADF cover release—Opens the cover on the ADF.

Power switch—On/Off power switch.

Power jack—Connects the power cord to the scanner.

Universal Serial Bus (USB) port—Connects the scanner to the

computer.

Paper guide

Output tray

ADF cover release

Power switch

USB port

Power jack

Status light

LED Number

Duplex button

Simplex button

Destination Selector button

DocuMate 272 Scanner User’s Guide 3

Welcome

What You Need

IBM-compatible Pentium 4 PC, or AMD equivalent with:

• A DVD-ROM drive

• An available Universal Serial Bus (USB) port

• Microsoft Windows operating system: 2000 (Service Pack 4),

XP (Service Pack 1 and 2), or Vista

• Windows 2000 and XP: Minimum of 512 megabytes (MB) of

internal memory (RAM)

Windows Vista: Minimum of 1 gigabyte (GB) of internal memory

(RAM)

• 350 MB minimum of free hard disk space

A VGA or SVGA Monitor

The recommended settings for your monitor are:

• High Color (16-bit) or True Color (24-bit or 32-bit)

• Resolution set to at least 800 x 600 pixels

To set your monitor’s colors and resolution:

• Open the Windows Control Panel

• Double-click on Display then select the Settings tab

Documentation

The following documentation is provided with your scanner:

• Quick Install Guide—Abbreviated installation instructions.

• Xerox DocuMate 272 Scanner User’s Guide—On the

Installation DVD; contains detailed installation, scanning,

configuration, and maintenance information.

• PaperPort User’s Guide—On the Installation DVD; contains

detailed feature and configuration information for the PaperPort

software.

• Online Help—For the scanner configuration, TWAIN and WIA

interfaces, and PaperPort software application.

Installation

4 DocuMate 272 Scanner User’s Guide

Installation

Installation is a quick, four-step process:

1. Assemble the scanner

2. Install the software

3. Connect the power supply

4. Connect the USB cable and turn on the power

Before You Begin

Please make sure of the following before you begin installation:

• The information in this guide may cover software not

provided with the scanner you purchased. Disregard any

information about the software not applicable to your

chosen product. Please visit our web site at

www.xeroxscanners.com for the latest software updates

for your Xerox DocuMate 272 scanner.

• If your computer has AntiVirus or AntiSpyware software

running, you may see messages during installation asking

you to allow the installation to proceed. Although the

messages will differ based on the software your computer

is running, in each case you should allow the installation

to proceed. Alternatively, you can turn off the AntiVirus or

AntiSpyware software before installing your scanner. But if

you do, make sure to turn it back on again when

installation is finished.

• If you already have a scanner connected to your computer,

you may need to remove its driver programs to properly

install and operate your Xerox DocuMate 272 scanner.

Please see “Troubleshooting” on page 106 for more

information, and “Uninstalling Your Scanner” on page 110

for basic instructions to uninstall driver programs. Also

see the User’s Guide that you received with your other

scanner for specific instructions.

• If your computer is running Windows Vista, you may see

the Vista User Access Control screen asking you to

confirm system changes. Click the continue button to

allow the installation to proceed.

DocuMate 272 Scanner User’s Guide 5

Installation

Step 1: Assemble the Scanner

To assemble the scanner:

1. Remove all shipping tape from the top and bottom of the

scanner.

2. Carefully remove the protective foam from the ADF cover

release, then press the release and open the Automatic

Document Feeder cover.

3. Carefully remove any foam particles that may have gotten

inside the document feeder, and close the cover.

4. Align the slots on the paper guide with the ridges on the

scanner and slide it down until it snaps into place.

ADF Cover

Release

Installation

6 DocuMate 272 Scanner User’s Guide

5. Insert the pins on each side of the output tray into the holes on

the scanner.

6. Flip open the extension on the output tray so it is fully

extended.

7. Proceed to “Step 2: Install the Software.”

DocuMate 272 Scanner User’s Guide 7

Installation

Step 2: Install the Software

To install the software:

1. Start Microsoft Windows and make sure no other applications

are running.

2. Insert the installation DVD into your computer's DVD-ROM

drive.

The DVD automatically starts.

NOTE: If the DVD does not start, check the following:

• Make sure the DVD drive’s door is completely shut.

• Make sure the DVD was inserted in the drive in the proper

direction (label side up).

To launch the DVD manually:

• Open the Windows option for My Computer. You can do this

by double-clicking on the My Computer icon on your

desktop.

• Double-click the icon for your DVD-ROM drive.

• The Installation menu for the DVD should now open.

If the menu does not open:

• From the list of files on the DVD, double-click the file named

START32.EXE.

Installation

8 DocuMate 272 Scanner User’s Guide

3. On the Installation menu, select Install Products.

4. Make sure the boxes for Nuance PaperPort

and Scanner

Driver are checked.

5. Click Install Now.

6. The Select Language window opens. Click the drop-down

menu arrow and select the language to use. Click OK.

NOTE: The software provided with your scanner may differ

slightly from the list shown in the window.

DocuMate 272 Scanner User’s Guide 9

Installation

The first PaperPort Installation window opens.

1. On the PaperPort Welcome window, click Next.

Installing PaperPort will uninstall any existing version of

PaperPort and will install the newer version. Your existing

PaperPort files will not be affected.

2. Read the PaperPort license agreement and select I accept the

terms in this agreement then click on Next. If you choose not

to accept the license agreement, the installation will terminate

and the PaperPort software will not be installed.

3. On the Customer Information window, accept the current

values or enter new information, then click Next.

4. On the Setup Type window, keep the default Setup Type and

click Next.

5. Click Install to begin the installation.

Reminder: If your computer is running an AntiVirus or

AntiSpyware application, you may see messages asking you to

allow installation. Select the option to allow installation to

proceed.

6. On the Product Registration window, do one of the following:

•Select Register online, click OK, then follow the

registration instructions.

•Select Print registration form, click OK, then follow the

instructions to complete and print the registration form.

•Select Remind me in 7 days and click OK.

7. At the InstallShield Wizard Completed window, click Finish.

If a message window opens instructing you to restart your

computer, click Restart.

Installation

10 DocuMate 272 Scanner User’s Guide

The Welcome to the One Touch 4.0 Setup Wizard opens.

1. Click Next.

2. On the Xerox License Agreement window, read the license

agreement. If you accept the terms, select I Agree then click

Next.

If you choose not to accept the license agreement, the

installation will terminate and the scanner driver will not be

installed.

The next window lists the choices of the drivers that you can

install for your scanner.

3. Select the option you want.

Note: Some of the options listed

in this window may not be

available when you purchase

your scanner.

Please visit our web site at:

www.xeroxscanners.com

for the latest updates.

NOTE: If your computer is running Windows XP or Windows

Vista, Microsoft’s Windows Image Acquisition (WIA) interface for

scanning is always available, regardless of your selection on this

window.

DocuMate 272 Scanner User’s Guide 11

Installation

• Full Install (OneTouch, TWAIN and ISIS)—This is the

recommended installation. It installs the One Touch 4.0

software which provides the necessary driver software for

the scanner. It also installs scanning interfaces for the

TWAIN and ISIS drivers. Installing this option means that

you can use several different methods to scan, as

explained in this User Guide.

• TWAIN and ISIS—The TWAIN and ISIS drivers are

installed. The One Touch 4.0 Monitor will not run and you

cannot use the One Touch features. You can use the Xerox

DocuMate 272 TWAIN driver to scan from applications with

a TWAIN interface. You can also scan from applications

that use the ISIS driver. You will not be able to scan with the

buttons on the scanner.

• TWAIN only—The TWAIN driver is installed without the

One Touch 4.0 software or the ISIS driver. You can use the

Xerox DocuMate 272 TWAIN driver to scan from TWAIN

applications. You will not be able to scan with the buttons

on the scanner.

• ISIS only—The ISIS driver is installed. You can use

applications that use the ISIS driver such as Kofax and

QuickScan. The One Touch 4.0 Monitor will not run and you

cannot use the One Touch features. You will not be able to

use the Xerox DocuMate 272 TWAIN driver. You also will

not be able to scan with the buttons on the scanner.

NOTE: If you decide to change the scanner’s installed drivers

later on, you must first uninstall the drivers the scanner is

currently using. See the section “To Install Another Driver” on

page 111.

Installation

12 DocuMate 272 Scanner User’s Guide

4. Click Next.

During installation you will see this window asking you to select

one of the images for your Color Space setting.

The Color Space setting sets the gamma value for the scanner

so scanned items look good on your monitor. Gamma controls

the brightness of the midtones of colors. That setting can be

changed later as you’re scanning.

5. Select the option that looks best to you and click Next.

The driver installation will now begin.

6. STOP when you see the “Complete the installation by

connecting your hardware” window. Do NOT click OK yet.

Leave the window open and proceed to the next section,

“Step 3: Connect the Power Supply.”

DocuMate 272 Scanner User’s Guide 13

Installation

Step 3: Connect the Power Supply

Connect the power supply and power cord, and plug the power

supply into an electrical outlet.

To connect your DocuMate 272 scanner:

1. Plug the power supply into the power port on the scanner.

2. Plug the power cord into the power supply and into a wall

outlet.

Now proceed to the next section, “Step 4: Connect the USB

Cable and Turn on the Power.”

NOTE: Only use the power supply (HEG42-240200-7L made by

HiTron) included with your scanner. Connecting any other type

of power supply may damage your scanner, and will void its

warranty.

Installation

14 DocuMate 272 Scanner User’s Guide

Step 4: Connect the USB Cable and Turn on the Power

The DocuMate 272 scanner connects to any available USB port.

Check your computer’s manual for USB port locations.

1. Remove any protective tape from the USB cable.

2. Plug the USB cable into the USB port on the scanner then into

a USB port on the computer. Connection to a USB 2.0 High

Speed port provides optimum performance, however your

scanner will also connect to a USB 1.1 port.

The USB symbol, as seen in the above diagram, identifies the

location of the USB port on your computer. If the plug does not

attach easily, make sure that you are plugging it in correctly. Do

not force the plug into the connection.

You can also connect the scanner to a USB port on the

computer’s keyboard if it has one, or to a USB hub. If you use a

USB hub, it must have its own power supply already plugged

into an electrical outlet.

NOTE: You can connect the scanner to your computer while the

computer is running. You do not have to shut down your

computer.

USB

DocuMate 272 Scanner User’s Guide 15

Installation

3. Turn on the power switch, located on the back of the scanner to

the left of the power port.

The status light comes on and flashes indicating that the

scanner is receiving power.

If you are using Windows XP and have plugged the USB cable

into a USB 1.1 port, an information bubble may open explaining

that “A HI-SPEED USB device is plugged into a non-HI-SPEED

USB hub”. Plug the USB cable into a USB 2.0 port (if available)

or just disregard the message. If you leave it plugged into the

USB 1.1 port, your scanner may scan a bit slower than the 25

pages per minute, and 50 images per minute available with a

USB 2.0 port.

Your computer then recognizes that a scanner has been

plugged into the USB port and automatically loads the

appropriate software to run the scanner.

Do not proceed until you receive a message that your computer

has found the new hardware, or updated the driver database. If

your computer is running Windows XP or Windows Vista, you

will see a message similar to the following.

Installation

16 DocuMate 272 Scanner User’s Guide

4. When you’re certain that the software has completely loaded,

return to the “Complete the installation by connecting your

hardware” window.

5. Click OK.

You can also click More to see a quick overview about

accessing and navigating the One Touch Button Panel. When

you’re finished reading the additional information, click OK.

The scanner’s status light is green when the scanner and

computer are communicating properly.

6. Click Close on the Installation Complete window to close and

exit the software installer.

You can now install the additional applications you received with

your scanner.

DocuMate 272 Scanner User’s Guide 17

Installation

Additional Applications Available with Your Scanner

Your scanner includes free, additional applications on the

installation DVD.

1. Rein

sert the installation DVD into the DVD-ROM drive.

The

Installation menu opens.

The free Adobe Acrobat Reader software is located on the

DVD with the User Guides. See the steps on page 20 to install

Adobe Acrobat Reader.

2. Click Install Products.

You will see the screen that shows the applications.

Applications already installed have Installed! next to them.

3. See the following table to decide which software you would like

to install.

Installation

18 DocuMate 272 Scanner User’s Guide

4. On the window shown above, click in the boxes of the other

software you want to install, and click Install Now. Follow the

instructions on the screen to install each of the additional

products.

Software About the Software

Adobe

Acrobat

Reader

Adobe Acrobat Reader is a stand-alone application that you use to open,

view, search, and print PDF files. The User Guides on your scanner’s

installation DVD are in PDF format and require Adobe Acrobat Reader for

you to view and save them.

QuickScan

A desktop imaging solution for scanning, image enhancement, and OCR,

QuickScan is a standalone, out-of-the-box imaging solution that provides

all the necessary capabilities for high-speed scanning, image

enhancement, viewing, annotation, printing, and storing images, for both

black-and-white and color pages. It uses an ISIS-certified driver for

scanning, and includes flexible job separation and barcode recognition.

The Demo version lets you try the application first. You can use this

software as an additional method to scan.

Kofax

VRS

and

Kofax

Scan Demo

Kofax VRS automatically enhances scanned documents from less than

perfect originals. It is an additional scanning interface that uses patented

VRS (Virtual ReScan) technology, and ensures your scanning is as

efficient and easy as possible, while also improving both the quality of the

scanned images. Kofax VRS uses an ISIS-certified driver for scanning.

This software provides an additional method to scan from your scanner.

The Scan Demo version lets you try the software first.

If you install the Kofax VRS software, you may see the following message.

Please disregard this message and click OK. The Kofax VRS Certified

ISIS

driver is installed correctly when you install your Xerox DocuMate

272 scanner.

OmniPage

OmniPage Pro provides precision OCR analysis, advanced layout

detection, and Logical Form Recognition

(LFR) technology. Advanced

security features quickly turn office documents and forms into over 30

different PC applications for editing, searching and sharing. Custom

workflows handle large volumes of documents, and you can use its tools

to print to PDF. OmniPage Pro also includes ScanSoft PDF Create!® and

PDF Converter programs.

Enterprise Client

X1 is a desktop search engine software. Using a single interface, the X1

Enterprise Client software will quickly and efficiently find files and emails

stored on your computer.

DocuMate 272 Scanner User’s Guide 19

Installation

View the User Guides

1. To get the documentation for each of the additional products,

return to the Main Menu window and click User Guides.

2. The User Guides window opens. Use this window to view and

save the User Guides you want.

3. The User Guides are in Adobe® Acrobat® PDF format. The

DVD also includes a free copy of Acrobat® Reader® in case

your computer does not have it already installed. The Scanner

Readme file is in HTML format and will open in any standard

browser.

If you need to, click Acrobat Reader to install it now. Follow the

instructions on the installation windows.

If your computer already has Adobe Acrobat Reader installed,

please do not select it unless the version provided on the

installation DVD is a newer version than the one currently

installed on your computer.

Installation

20 DocuMate 272 Scanner User’s Guide

To view and save the User Guides:

1. Click the name of a User Guide you want to view and it will

open in Acrobat Reader. Use the Acrobat Reader Save

command to save that User Guide on your computer.

2. Return to the User Guides window and repeat the process to

open, view, and save all the other User Guides you want. The

Scanner Readme file has late-breaking news about your

scanner.

• The SharePoint Mini-Guide has information about a new

feature in the One Touch 4.0 software to link to Microsoft’s

SharePoint application. This brief Mini-Guide explains how

to setup the SharePoint link and use the SharePoint

features when choosing new scan settings for your

scanner.

• The One Touch VRS Mini-Guide has information about a

new feature in the One Touch 4.0 software. This brief Mini-

Guide explains what the feature is and how to use the VRS

settings when creating or modifying a scan configuration.

• The One Touch OmniPage Mini-Guide has information

about a new feature in the One Touch 4.0 software. This

brief Mini-Guide explains what the feature is and how to

use the OmniPage settings when creating or modifying

scan configurations.

3. When you’re finished, click Main Menu to return to the Main

Menu window and click Exit.

4. Remove the DVD and store it in a safe place.

That’s it! Installation is finished and your Xerox DocuMate 272

scanner is ready to scan.

DocuMate 272 Scanner User’s Guide 21

Installation

Registering your scanner is important as it provides you with

access to free telephone support service. Registration also gives

you free access to software updates for your scanner.

To register your scanner:

1. Right-click on the One Touch icon in the Windows Notification

Area (at the bottom right corner of the screen).

2. Choose Check for Online Updates from the pop-up menu.

3. Follow the instructions on the screen and register your scanner

by entering your scanner’s serial number and your email

address.

The serial number is located on the underside of the scanner.

After registration is complete you will receive an email

message with your RegID.

Your RegID is important as you will need it when accessing free

telephone support, or checking for online updates.

4. After receiving your RegID, write it down on a piece of paper

and keep it with your scanner so you will be able to find it

easily.

NOTE: A valid email address is required.

The One Touch Icon.

The Serial Number.

Scanning

22 DocuMate 272 Scanner User’s Guide

Scanning

If you selected the recommended Full Install option (see page 11),

then you have several different options to scan with your Xerox

DocuMate 272 scanner. Each method scans equally well, so use

the one with appropriate options for the item you are scanning.

• Scanner Buttons—When you press either the Simplex or

Duplex button, documents are scanned using the scan settings

indicated by the LED number. The scanned images are then

sent to a software application on your computer. See “Load and

Scan Documents” on page 23.

• One Touch—Use this scan option when you want to scan from

the computer screen. Open the One Touch scan panel and

window, adjust the scan settings if you want, put the document

in the scanner, then click the icon on the One Touch panel. Also

use this One Touch method of scanning if you want to access

the advanced features of Optical Character Recognition (OCR)

available from the OmniPage Pro application. See “Scan from

the One Touch Button Panel” on page 26.

• TWAIN Interface—This option uses your scanner’s TWAIN

interface to scan. Select scanning options before scanning, put

the document in the scanner, then click a button on the TWAIN

interface window. See “Accessing the TWAIN Interface from

PaperPort” on page 82.

• Windows Image Acquisition (WIA)—This option uses the

Microsoft Windows set of choices for scanning. Select the WIA

scan settings, put the document in the scanner, then click a

button on the WIA window. Scanning with WIA is only available

if your computer is running Windows XP or Windows Vista. See

“Scanning with the WIA Interface” on page 98.

• ISIS Interface—This option uses the ISIS interface for

scanning. Select the ISIS scan settings, put the document in

the scanner, then click a button on the ISIS window. See

“Scanning with the ISIS Interface” on page 102.

NOTE: During installation, the One Touch 4.0 software

searches your computer and links to all the applications (known

as the Destination Applications) where it can send and open

scanned documents. To make sure that all the Destination

Applications are linked to One Touch 4.0, Xerox recommends

that you refresh One Touch 4.0 before using your scanner for the

first time. Please see “Check the Scan Settings Before

Scanning” on page 25 for the steps to Refresh One Touch 4.0.

DocuMate 272 Scanner User’s Guide 23

Scanning

Load and Scan Documents

When you press either the Simplex or Duplex button, documents

are scanned using the scan settings indicated by the LED number.

The scanned images are then sent to a software application

(known as the Destination Application) on your computer.

1. Adjust the paper guide for the width of paper, and make sure

the input and output trays are fully extended.

2. Load the documents with their tops into the Automatic

Document Feeder.

For Simplex (one-sided) scans, load the documents face down.

For Duplex (two-sided) scans, the documents can be face up or

down because both sides are scanned.

NOTE: Always remove any staples or paper clips from

documents before inserting them into the scanner’s Automatic

Document Feeder. Staples and paper clips can jam the feed

mechanism and scratch the internal components. Also remove

any labels, stickers, or Post-It™ notes that may come off during

the scanning process and get stuck in the scanner. Misuse as

described here will void your scanner’s warranty.

Scanning

24 DocuMate 272 Scanner User’s Guide

3. Check the LED number to make sure you’re using the scan

setting you want.

To choose a new scan setting, press the Destination Selector

buttons.

4. To scan a one-sided document, press the Simplex button.

To scan a two-sided document, press the Duplex button.

A scan progress window opens and the image is sent to the

selected application from the One Touch utility. In this example

of duplex (two-sided) scanning, the Destination Application is

the PaperPort desktop and the two pages are stacked, one on

top of the other.

To Cancel scanning, click the Cancel button.

Press the Destination Selector to cycle

through the scan settings to select the

one you want.

The current scan setting. See “Check

the Scan Settings Before Scanning”

on page 25 to check the settings.

DocuMate 272 Scanner User’s Guide 25

Scanning

Check the Scan Settings Before Scanning

1. To check the scan settings before scanning, press, hold down,

and then release, either the Simplex or Duplex button.

The One Touch Properties window opens for you to view and

change the settings before scanning. This sample shows the

current description of setting 6.

The One Touch Button Panel also opens with the description of

the selected settings.

To Refresh the One Touch 4.0 settings, click the Refresh

button.

If you make changes in the One Touch Properties window, then

click the Apply button, the information in the One Touch panel

will update to show the new settings.

2. When you are ready to scan, press either the Simplex or

Duplex button, or click OK to close the window then click the

button on the One Touch Button Panel.

Press, hold down,

and then release

either button to

see the setting for

the selected LED

number.

Note: The configurations shown

on this example of the One

Touch Properties window are for

illustration purposes only. The

configurations you see on your

One Touch Properties window

may be different.

This number

corresponds to the

LED on the scanner.

The icon indicates the

Destination Application

for this setting.

The current name of the

setting.

Your document will be scanned with

these options for setting Number 6.

Scanning

26 DocuMate 272 Scanner User’s Guide

Scan from the One Touch Button Panel

You can scan from the One Touch Button Panel on the screen.

1. Adjust the paper guide for the width of paper and load the

documents with their tops into the Automatic Document

Feeder.

For Simplex (one-sided) scans, load the documents face down.

For Duplex (two-sided) scans, the documents can be face up or

down because both sides are scanned.

2. Now click on the One Touch icon in the Windows Notification

Area (at the bottom right corner of the screen).

The One Touch Button Panel opens and shows the first five on-

screen scanning buttons. Click the arrows to cycle through all 9

settings.

3. On the screen—not on the scanner—click the button you want

to use to scan.

The scanner begins scanning. When the process finishes, the

scanned images appear in the Destination Application, just as if

you scanned with the Simplex or Duplex scanner buttons.

The One Touch Icon.

NOTE: The One Touch Properties window must be closed

before you can scan from the Button Panel.

NOTE: Your scanner comes with 9 factory-preset One Touch

button settings. You can reconfigure and rename all the buttons.

Click these arrows

to navigate through

the 9 buttons.

Click the button you

want to use to scan.

For example, if you want to scan

with button 2, which converts the

document to PDF, click here.

Or if you want to scan with button 4, which

attaches the scanned document to a

blank email message, click here.

DocuMate 272 Scanner User’s Guide 27

Scanning

Using the One Touch Button Panel

The One Touch Button Panel is also your on-screen set of controls

for the scanner. The One Touch Button Panel shows information

about the scanner and its settings.

1. To open the One Touch Button Panel, click the One Touch icon.

It is located in the Windows Notification Area at the bottom right

corner of the screen.

The One Touch Button Panel opens at its Button View, which

shows the on-screen scanning buttons.

2. To scan from the panel, click the icon you want to use to scan.

3. To see the detailed settings for a button prior to scanning, click

on the green arrows to navigate through the panel’s three

views.

• The Button View is your main scanner control panel. Use it

to scan or to see all nine buttons.

• The Detail View shows the current scan settings for a

button.

If the Properties window is not open, right-click the icon on

the Detail View or Button View to open it.

• The Hardware View shows the current scanners connected

to your computer.

NOTE: The One Touch Properties window must be closed

before you can scan from the Button Panel.

The Button View.

The Hardware View. The Detail View.

Click these

arrows to

navigate

through the

panel’s three

views.

Scanning

28 DocuMate 272 Scanner User’s Guide

From the Hardware View and Detail View, click the green

arrow to return to the Button View. You can also click on the

hardware icon to return to the Button View.

4. To cycle through the nine buttons, click the arrows on the right

side of the panel.

5. To close the One Touch Button Panel, click the close button on

the panel.

About the One Touch Button Panel’s Names and Icons

The button names, such as PDF, eMail or Fax, indicate the original

factory settings for a button. For example, the eMail button is set

up to scan documents then immediately attach them to a new

eMail message in your eMail program. But you can change the

name, the Destination Application, and any of the other aspects of

the button.

A question mark for a button means your computer does not have

appropriate software for the initial factory settings. In that case, you

would probably want to change the name and Destination

Application to something else. For example, if you scan a lot of

documents that have faint images, such as hand-drawn sketches

in light pencil, you might want to change the button’s name to

Sketches, and the Destination Application to Microsoft Paint®, or

some other drawing program.

A folder icon for a button, such as shown for button 7, means that

the scanner sends the scanned image to the default folder at

C:\Documents and Settings\<your user name>\My

Documents\My OneTouch Archive\PDF Documents without first

opening it in a Destination Application. To see the scanned image,

open the file using the appropriate application for the file’s format.

The file will be named with the current date.

See “Configuring the One Touch Buttons” on page 32 to change

the settings of the buttons on the One Touch Button Panel.

Click these arrows to cycle

through the 9 buttons.

DocuMate 272 Scanner User’s Guide 29

Scanning

The Default One Touch Settings on Your Scanner

Based on the recommended install of PaperPort and the scanner

driver, your scanner is pre-configured to scan items for various

basic tasks, such as email or fax, then send the scanned image to

an appropriate, pre-selected Destination Application. The following

table shows these factory-default settings. You can change any of

these settings.

If PaperPort, OmniPage or One Touch OmniPage is not installed,

then the options for sending to word processing applications such

as Microsoft Word will not be available.

Button Name

Destination

Application Preconfigured Settings

1 Scan PaperPort Black&White @ 200dpi Duplex

2 PDF PaperPort Black&White @

200dpi Duplex

Print Printer Black&White @

200dpi Simplex

eMail eMail

Application

Black&White @ 200dpi Simplex

5 Fax Fax

Application

Black&White @ 200dpi Simplex

6OCRMicrosoft

Word

Black&White @ 300dpi Duplex

7 Archive Transfer to

Storage

Black&White @ 300dpi Simplex

8CustomMicrosoft

Paint

Color @ 100dpi Simplex

9 Paint Microsoft

Paint

Color @ 300dpi Simplex

NOTE: The default page size in each configuration is based on

the location selected in your Windows setup.

For example:

• If the Windows location is set to “United States”, the default

page size in each profile is based on the United States

standard page sizes such as 8.5”x11”.

• If the Windows location is set to “United Kingdom”, the default

page size in each profile is based on the ISO 216 standard

and the majority of the profiles will default to A4.

NOTE: The email application will default to the email program

specified in the internet options of Internet Explorer.

Scanning

30 DocuMate 272 Scanner User’s Guide

Scanning Identification Cards and Credit Cards

Your Xerox DocuMate 272 scanner has a specially designed card

feeder for scanning plastic identification cards, insurance cards

and credit cards.

The steps below explain how to scan using the One Touch scanner

buttons or One Touch button panel. See “Scanning Plastic Cards

from the TWAIN Interface” on page 89 for the steps to use the

TWAIN interface.

1. Insert the card lengthwise into the Card Reader slot on the

back of the scanner.

2. To scan, press either the Simplex or Duplex button on the front

of the scanner or click on a button on the One Touch button

panel.

Scan using One Touch Buttons:

Scan using One Touch Button Panel:

NOTE: If paper is in the Automatic Document Feeder, the card

reader will not scan a card. The document feeder must be empty

when scanning cards.

Press the Destination Selector to cycle

through the scan settings to select the

one you want for scanning the card.

Press the Simplex or

Duplex scanner button.

Click these arrows to scroll to the application

you want to send the card scan to.

Then click the

button to start

the scanning.

DocuMate 272 Scanner User’s Guide 31

Scanning

3. When scanning is finished, the image of the card is

automatically rotated so it is easily readable.

In this example, the Destination Application is Microsoft Paint,

so the card image appears in the Paint window.

NOTE: Do not use the Card Reader to scan business cards.

They can jam the Reader’s mechanism. Use the Automatic

Document Feeder to scan business cards.

Insert the card into the

scanner lengthwise.

When scanning is finished, the

scanner will automatically rotate the

image so it’s easily readable in the

Destination Application.

Scanning

32 DocuMate 272 Scanner User’s Guide

Configuring the One Touch Buttons

Each One Touch button configuration consists of a Destination

Application, a Scan Configuration, and a Document Format.

The One Touch Properties window is where you select these three

elements for a button.

To open the One Touch Properties window:

1. Click the One Touch icon. It is located in the Windows

Notification Area at the bottom right corner of the screen.

2. Right-click a button on the One Touch Button Panel.

REMINDER: Remember that left-clicking a button on the One

Touch Button Panel starts the scanner scanning. Right-clicking

opens the One Touch Properties window.

The One Touch Properties window opens for that button.

The One Touch Properties window also opens when you press,

hold down, and release the Simplex or Duplex button on the

scanner.

About the One Touch Properties Window

The One Touch Properties window is where you can select new

settings for the buttons. The One Touch Properties window also

contains special scanning features such as scanning and burn to a

CD, scanning and converting text directly into an HTML web page,

and scanning with optical character recognition (OCR) that turns a

scanned image into text that you can edit.

Right-click on a button (for example,

button 2) and the Properties window

opens for that button.

DocuMate 272 Scanner User’s Guide 33

Scanning

The following example of the One Touch window shows the

settings for Button 2. The button is set to scan with the scan

configuration named Color Document then open PaperPort to

display the scanned image. The Format and Page(s) option is set

to scan in the PDF image format.

The settings on the Properties window are:

Select Destination—The list of applications that can open to

display the scanned image for the selected button. To configure the

list of available applications, click the Options tab at the top of the

dialog box and select the desired options. See “Selecting Options

for a Button” on page 48 for more information.

To make sure all of your computer’s Destination Applications are

linked to One Touch 4.0, click the Refresh button.

NOTE: Some of the options on the One Touch Properties

Window (and other One Touch windows and dialog boxes) are

“grayed out” and are not available. Grayed out options are not

appropriate for your Xerox DocuMate 272 scanner. For example,

on the figure below, the option “Use Document Feeder” is

selected and “grayed out” because the Xerox DocuMate 272 is

an ADF scanner and always uses the document feeder, so

there’s no reason for you to select it. If you use the One Touch

application with other Xerox scanners, grayed out options

become active, if appropriate.

The Destination Application.

This is the application that

opens when you are finished

scanning.

The settings that

the scanner uses

when scanning

with the currently

selected button

(in this case

button 2).

The file format of

the images of

the scanned

item.

Click to select

options.

The button number and

name.

NOTE: Later on, If you install new software that can be used as

a Destination Application, click the Refresh button again to link

the new software to One Touch 4.0.

Scanning

34 DocuMate 272 Scanner User’s Guide

Select Configuration—The list of available scan configurations for

the selected button. The configuration’s basic settings include:

scanning mode, resolution (dpi), page size, brightness (Br), and

contrast (Cr). To see a selected scan configuration’s settings, click

its icon. Click the icon again to close the detailed information.

These icons next to each scan configuration indicate the scanning

mode:

You can also click the Edit button or double-click the configuration

to see more detailed information about the selected configuration.

Select Format and Page(s)—A set of file formats for the scanned

image for the selected button. The formats are based on the type

of destination application you select. This example shows the

formats that apply to the PaperPort Desktop.

The button names indicate their file types. See “Selecting Page

Format Options” on page 43 for more information about the

available formats.

Options tab—Displays a window for selecting options related to

the selected destination application for the scanned image.

NOTE: Use Configure Before Scan if you want to set the

scanning mode manually before scanning. See “Configure

Before Scan” on page 63.

Click the icon of a

selected configuration

to view its settings.

Color GrayscaleBlack and White

Configure

Before Scan

DocuMate 272 Scanner User’s Guide 35

Scanning

Selecting New Settings for a Button

For each of the nine One Touch buttons, you can select a new

Destination Application, Scan Configuration, and Document

Format.

To select new settings for the Scanner Button:

1. Click the button selection arrows to select the button you want

to change.

Each button has its own settings. So, as you click the arrows to

cycle through the buttons, the available settings on the window

change to show them for each button.

2. From the Select Destination list, select the application where

you want documents sent when scanning is finished.

See “Selecting Options for a Button” on page 48 to display a

full list of the Destination Applications that you can use with the

scanner.

3. From the Select Configuration list, select a scan

configuration.

To scan in color, select one of the configurations indicated by

the small color icon, such as the Color Document configuration.

Select a software application

as the destination to send

scanned documents.

Select a configuration

for scanning the item.

Select a format for

the scanned image.

Click these arrows to see the

properties for the button

whose settings you want to

change.

NOTE: If you select a word processing program such as

Microsoft WordPad or Microsoft Word and a page format that

can be used for OCR (such as TEXT, RTF, DOC, sPDF, or

nPDF), the text in scanned images is automatically converted to

word processing text. See “Scanning with Optical Character

Recognition (OCR)” on page 66 for details.

Scanning

36 DocuMate 272 Scanner User’s Guide

The scan configuration list is preset for the application you

select in the Select Destination list. If you select a different

application, the configurations are for that application.

However, you can create your own scan configurations as well.

4. Select a Format and Page(s) option.

The available options apply to the Destination Application you

select. For example, if you select Microsoft Word as the

Destination Application, the available formats are for text, such

as .doc, .txt, and .rtf. However, if you select Microsoft Paint as

the Destination Application, then the available formats are for

graphics, such as .bmp, and .jpg.

5. Click OK to accept any changes and close the window.

To accept changes but keep the window open to work with

other features, click Apply.

Note that while the One Touch Properties window is open, you

cannot scan yet by clicking a button on the One Touch Panel.

You must click OK or close the One Touch Properties window

first. However, you can scan at any time by pressing the

Simplex or Duplex button on the scanner.

When you are finished selecting new settings for a button and

you press or click a scanner button, the document is scanned

using the newly configured settings for that button.

DocuMate 272 Scanner User’s Guide 37

Scanning

Setting Destination Application Properties

The different types of Destination Applications have various

properties that you can select.

1. On the One Touch Properties window, click a Destination

Application.

2. Click the Properties button.

A One Touch 4.0 Link Properties dialog box opens for the type

of Destination Application you selected, and the available

options are for that type of application.

PaperPort Properties

These properties apply to PaperPort, and are for designating the

folder to receive your scanned items.

Click a Destination

Application.

Click the Properties

button.

Scanning

38 DocuMate 272 Scanner User’s Guide

1. Select the PaperPort folder where you want the file of the

scanned image to be located.

2. Click OK.

3. Click OK or Apply on the One Touch Properties window.

When PaperPort opens after you finish scanning, the

thumbnails of your scanned documents are on the Desktop in

that folder.

Text Documents Properties

These properties apply to Microsoft Word, Microsoft Excel

, and

the other applications indicated by their icons in the list. The

properties apply to the OCR settings for the applications.

1. Click in the OCR settings boxes for the options you want.

The options will apply to all the applications in the group.

Always send a file, even when no text was found—The

scanned file is sent to the OCR reader even if the image does

not appear to contain text. This could occur if you scanned a

photograph with a One Touch button set for text applications.

Show message if text recognition failed—A message will

appear on the screen if the OCR reader does not detect text in

the image.

DocuMate 272 Scanner User’s Guide 39

Scanning

2. To add another application to the list, click the Add Application

button.

The Add Text Based Link dialog box opens.

3. Click Browse to find the application you want to add to the list.

When you select the application using the Browse button, steps

1, and 2 on the dialog box are automatically filled in, and the

application icon appears in step 3.

4. Select the icon in Step 3 of the dialog box. That is the icon that

will appear in the One Touch Destination List.

5. In step 4 of the dialog box, select the file formats that the

application will accept.

Refer to the documentation that you received with the

application to see which text formats the application accepts.

The options you select under step 4 determine the page format

icons in the One Touch Properties window for that group of

applications.

6. Click the Add button.

7. Click OK or Apply on the Link Properties window.

8. Click Refresh on the One Touch Properties window.

9. Click OK or Apply on the One Touch Properties window.

Scanning

40 DocuMate 272 Scanner User’s Guide

Image Documents Properties

These properties apply to OmniPage Pro that you received with

your scanner, plus Microsoft Paint and other image processing

applications.

1. Click in the Color document handling settings boxes for the

options you want.

The options will apply to all the applications in the group.

Convert Bitmaps using Screen Resolution—Use this option

to ensure that an image will fit on the computer’s screen. When

a computer screen is set to a lower resolution, bitmap images

with a higher resolution may be too big to fit on the screen.

Converting the bitmap image to match the screen resolution

ensures that the image fits on the screen.

Convert Bitmaps to JPEG—JPEG files can be compressed to

produce smaller file sizes and, therefore, shorter transmission

times. Use this option to provide that compression capability to

image files.

2. To add another application to the list, click the Add Application

button.

See the steps on page 39 to add an application to the list.

3. Click OK.

4. Click Refresh on the One Touch Properties window.

5. Click OK or Apply on the One Touch Properties window.

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Storage Properties

These properties apply to the Destination Application named

Transfer to Storage. If a CD burner is attached to your computer,

you also use this dialog box to start the Burn to CD process.See

the section “Scan and Burn to a CD” on page 70.

You can also set up multiple configurations to store scanned items

in separate locations. See “The Storage Options Tab (Archive)” on

page 57 and “Scanning to Multiple Folders” on page 58.

1. Click the Storage Layout options you want.

All documents are in the root—The scanned documents are

saved in the root of the folder specified in the Storage Location.

Documents are put into folders by month, week, or type—

Folders are created based on your selection (month, week, or

type) and the scanned documents are saved in those folders.

New folders are created for each month and week so you can

keep track of when you scanned the documents.

2. Click the Browse button to specify the location to store the

scanned documents, or type a location directly into the box.

If you have a CD burner attached to your computer, the option

Show message when ready to burn 5" CD (700MB), should

also be selected so you will see a message when it’s time to

click the Burn to CD button.

3. Click OK on the Link Properties window.

NOTE: If you do not have a CD burner attached to your

computer, the CD options are not shown on the dialog box. The

Burn to CD option is only available for Windows XP and

Windows Vista.

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42 DocuMate 272 Scanner User’s Guide

eMail Properties

These properties apply to email applications so you can specify the

folder for documents that you will attach to an email message.

Microsoft Outlook

will accept direct attachment of documents to a

blank email message as soon as scanning is finished, but other

email applications may not. If you’re using one of those

applications, such as America Online

(AOL), you need to know

which folder contains the scanned documents so you can manually

attach them to your email messages.

1. Click the Browse button for Folder for storing attachments

and choose a folder for your eMail attachments.

2. If you are using AOL on your computer, and the folder name for

AOL is incorrect, click the Browse button and find the correct

AOL folder.

For scanned images to be auto-attached to a blank email

message, you must have the specific folder location AOL uses

to find the attachments. Please contact AOL for more

information about the folder location in which AOL stores

attachments.

3. If you need to change your email client, or any other internet

options, click the Internet Options button.

The Windows Internet Options Control Panel opens. Click the

Programs tab and choose a new email client from the Email

list. These are the standard Windows Internet options. Please

see your Windows documentation for more information about

Internet options. If you are using AOL, please see the AOL user

manual for making changes to the Internet options applicable

to AOL.

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4. Select the options for color document handling.

Convert Bitmaps using Screen Resolution—Use this option

to ensure that an image will fit on the computer’s screen. When

a computer screen is set to a lower resolution, bitmap images

with a higher resolution may be too big to fit on the screen.

Converting the bitmap image to match the screen resolution

ensures that the image fits on the screen.

Convert Bitmaps to JPEG—JPEG files can be compressed to

produce smaller files sizes and, therefore, shorter transmission

times. Use this option to provide that compression capability to

image files.

5. Click OK.

6. Click OK or Apply on the One Touch Properties window.

Selecting Page Format Options

The Page Format options that you select determines the file format

of the scanned document. Appropriate page format options and file

types are available for the type of Destination Application selected

for the button.

The available options are for images and text.

The Text Formats are for text file types. The names of the formats

indicate their file types. See “Text Formats” on page 45 for details.

Create Single Image Files

The TIFF and PDF formats support multiple page documents. If

you are scanning as a TIFF or PDF file and want one file created

for each image scanned, select [Create single image files]. Note

that this option is automatically selected and disabled if you have

selected a format that only supports single pages, such as BMP or

JPG.

Image Formats. Text Formats; sPDF is

only one of several text

formats available.

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44 DocuMate 272 Scanner User’s Guide

Image Formats

Select an image file format for photos, artwork or other documents

that you want to save as images. BMP and TIFF are standard

image file formats generally used if you want to do additional image

processing, such as photo touch-up or color correction. Both of

those file formats tend to be larger than the JPEG format.

Because JPEG image files can be reduced in size, the JPEG

format is often used for images on web pages, or if file size might

be a problem when electronically sending the files. JPEG files are

reduced in size by lowering their image quality, and you can select

the degree of quality for your scanned images from the JPEG page

format icon.

The PDF format is often used to create images of text pages. You

may want to select PDF as the page format when scanning text

pages that do not require OCR processing or other processing.

The PDF format is also used to put multi-page documents on web

sites as pdf-readable files. As with the JPEG option, the PDF

format can be reduced in size or quality.

To select a JPEG or PDF file size:

1. Select JPG or PDF as the page format.

2. Right-click on the JPG or PDF icon.

A menu opens.

NOTE: The two other PDF formats—nPDF and sPDF—are for

scanning with OCR processing and with the ability to search the

scanned text. See the next section, “Text Formats,” and also

“Scanning with sPDF or nPDF and Searching for Text” on

page 68 for details.

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Scanning

3. Choose the file size/image quality option for your scanned

images.

Minimize Size—Smallest file size, lowest image quality.

Normal—Medium file size, some loss of image quality.

Maximum Quality—Largest file size, no loss of image quality.

Your selection pertains only to the button currently selected on

the One Touch Properties window. Other buttons that have

JPG or PDF selected as the Page Format are not affected, so

you can set the JPEG or PDF file size/image quality

independently for each button.

4. Click OK or Apply on the One Touch Properties window.

Text Formats

Selecting the text format option also selects OCR processing as an

automatic step for scanning. Therefore, when you scan a

document with the text format selected, the text portions of the

document are automatically converted to editable text. See

“Scanning with Optical Character Recognition (OCR)” on page 66.

Select a text format for documents with text or numbers, such as a

business letter, report, or spreadsheet. The text format icon has

several file formats available, depending on the Destination

Application you select.

The specific file format is the file name extension on the text format

icon.

As you select Destination Applications that are text applications,

the text format icon changes to match the file type of the

application. In some cases, the Destination Application supports

several file types, and you can right-click on the icon to choose the

particular file type for that application.

To select a file type for the text format:

1. Select the Destination Application.

2. Right-click on the text format icon.

The specific text format; this

example is for Microsoft Word

format (.doc).

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46 DocuMate 272 Scanner User’s Guide

A menu opens. The following figure shows samples for

different Destination Applications.

3. Choose the file type that you want for the text format.

Your selection of a file type pertains only to the button currently

selected on the One Touch Properties window. Other buttons

that have a text option selected as the Page Format are not

affected, so you can set the text file type independently for

each button.

Simple Text—The .txt file format. Text with no formatting; used

by the standard Microsoft Notepad application.

Rich Text Format—The .rtf file format. Text that retains

formatting when converted. Available with Microsoft Wordpad

and Word.

Word Document—The .doc file format used by Microsoft

Word.

Comma Delimited—The .csv file format; used for database or

spreadsheet data with fields separated by commas. When the

document is converted into editable text by the OCR software,

the fields are maintained so you can copy and paste them to a

database or spreadsheet application.

Excel Spreadsheet—The .xls file format used by Microsoft

Excel.

HTML Document—The .htm file format used to create web

pages.

Example menu for the TEXT format

when the Destination Application is

Microsoft Word.

Example menu for the TEXT format

when the Destination Application is

PaperPort or a Storage location.

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Scanning

Searchable PDF—The .sPDF file format used by Adobe

Acrobat and OmniPage Pro. This format converts scanned text

into PDF with text search and OCR capabilities. It is only

available if you have One Touch OmniPage or the OmniPage

Pro software installed on your computer. See “Scanning with

sPDF or nPDF and Searching for Text” on page 68 for details.

Normal PDF—The .nPDF file format used by Adobe Acrobat

and OmniPage Pro. This format converts scanned text into

PDF with text search and OCR capabilities, you can edit the

text in an nPDF image if a PDF editing program is installed. It is

only available if the One Touch OmniPage or the OmniPage

Pro software installed on your computer. See “Scanning with

sPDF or nPDF and Searching for Text” on page 68 for details.

4. To change the OCR settings, choose OCR Options.

The OCR Options provide a series of selections for the OCR

feature when you scan text. This menu option is only available

if you have the One Touch OmniPage Module or OmniPage

Pro installed on your computer. See the One Touch

OmniPage Mini-Guide on Disc 1 for details.

Note that the OCR Options settings apply to all buttons. If you

change them for one button, those changes apply to the other

buttons as well.

5. Click OK or Apply on the One Touch Properties window.

Renaming a One Touch Button

The One Touch buttons have names that identify their pre-set

functions, such as OCR and PDF, but you can edit the names.

To change the button names:

1. Open the One Touch Properties window.

2. Using the arrows, choose the button that you want to rename.

3. Select the name’s text and type a new name.

4. Click OK or Apply.

The button is now renamed.

Click the arrows to get to the button to

rename, then select the name text.

Type a new name for the button.

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48 DocuMate 272 Scanner User’s Guide

Selecting Options for a Button

The One Touch Options determine the types of Destination

Applications available for a button, as well as the location of the

files of your scanned items.

To select options:

1. Open the One Touch Properties window and click the Options

tab.

2. Click the Select Button menu arrow and select the button for

new options.

3. Select button options as described below.

Show All Destinations—This option selects all the Destination

Application categories. The list of Destination Applications

available for the selected button will include all the applications

on your computer that fall into these categories. This is the

default selection for Button 8. The list also includes printers and

other devices connected to your computer so, for example, you

can scan an item and have it printed immediately.

Select Destinations—Select this option to individually choose

the types of applications to include in the list of Destination

Applications. Check the boxes for the type of application to

include.

• Document Management includes PaperPort and other

applications for processing and keeping track of your

scanned documents.

• Image Editors include Microsoft Paint and other drawing

and graphics applications.

Options tab.

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Scanning

• Text Editors include Microsoft Word and WordPad,

Microsoft Excel, and other word processing and

spreadsheet applications. Select this option if you want

OCR processing to convert your scanned documents to

text that you can edit. See “Scanning with Optical Character

Recognition (OCR)” on page 66 for more about OCR.

• PDF applications are for documents scanned to the PDF

format.

• Email includes Microsoft Outlook and other eMail

applications. See “eMail Properties” on page 42 for details

about attaching scanned documents to your email

messages.

• Storage and CD-R/W is for either storing scanned

documents in a folder, or sending them to a CD burner to

create a CD containing the scanned documents. See

“Transferring Scanned Documents to Storage” on page 76

and “Scan and Burn to a CD” on page 70 for details.

• Fax and Print is for sending your scanned documents

directly to your printer or fax software for faxing.

• Sti event forwarding is for using another application’s

interface for scanning. The One Touch Event Forwarding

dialog box opens so you can select which application to use

to continue scanning. See “Scanning with Event

Forwarding” on page 72 for details.

4. After selecting a new category for the Destination Applications,

click the Multi Function tab to see which ones are added to

the list.

Show Progress Window—Select this option to display the

progress window of the document(s) during scanning.

Use enhanced folder browser—Select this option if you want

to save your scans to a network location that is not a mapped

drive on your computer.

Create copies of scanned documents—Sometimes the

image of a scanned document is only saved as a temporary file

until its Destination Application is finished using it. In those

cases you may or may not want an additional, permanent copy

saved on your hard drive.

For example, if you scan a picture to an email application, the

scanned image is saved as a temporary file, then attached to

the email, and the email is sent. Later, the temporary file of the

scanned picture is deleted. The same situation may occur

when you scan directly to a printer or scan to a fax application.

After a scanned item is printed or faxed, its temporary file is

deleted. However, by selecting this Create copies of scanned

documents option, you can choose to save permanent copies

of the scanned items on your hard drive.

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50 DocuMate 272 Scanner User’s Guide

The copies will be saved in the folder specified in the Folder

Copy Options section (see the figure on page 48 and the

description below).

This option is not available if either Document Management or

Storage and CD-R/W are selected because, by default, file

copies for those types of Destination Applications are already

automatically saved in the folder for copies.

For that reason, this option is not available for the default

settings of Buttons 1 and 2. Those buttons have PaperPort as

their Destination Application, and PaperPort is a Document

Management application.

Likewise, the option is not available for the default setting of

Button 7, Archive, because it is set as Transfer to Storage with

the Destination Application type set as Storage and CD-R/W.

Folder Copy Options—This section of the dialog box sets the

location for copies of your scanned documents and how you

want to group them.

Click the Browse button and find the folder for the copies.

Select the grouping option for the documents. The Group by

button option groups the documents under the name of the

One Touch button. For example, if the button is named Printer,

the documents are grouped under the name Printer. Group by

type arranges the scanned documents by the type of file, such

as .doc or .jpg. If you also want to group them by date you can

choose the week and month options.

5. Click OK to save the options for the selected button.

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Creating a New Scan Configuration

The scan configurations are where you select the scanning

resolution, brightness, mode (color, black&white, or grayscale),

and a number of other settings.

Note the lock icon on the preset configurations. Although you can

unlock and edit the preset configurations, we recommend that you

leave them locked, and only add new configurations. That way, you

will always have the original factory-set configurations available.

To create a new configuration:

1. Open the One Touch Properties window and make sure the

Multi Function tab is selected.

2. Scroll through the applications in the Select Destination list and

click the type of application for which you want to create a new

scan configuration.

When you create a new scan configuration, it will be listed for

the buttons that are set for the same types of Destination

Applications. For example, if you create a new configuration for

a button that is set to show image editor applications, that new

configuration also appears for any other buttons set for image

editors, but not for buttons set for text editing applications.

Thus, you can create specific sets of scan configurations for

specific functions and they appear only when appropriate.

3. Click the New button.

If you want to start from the settings of another configuration,

select the configuration, then click the Copy button.

If the Scan Settings tab is not selected, click it.

4. On the Scan Configuration Properties dialog box, type a name.

The Scan Configurations.

The Lock Icon.

Click New to create a

new Scan Configuration.

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52 DocuMate 272 Scanner User’s Guide

5. Select scan settings for the new scan configuration.

Mode—Select a scanning mode:

• Black&White to scan in black and white. For example,

letters and memos are usually scanned in black and white.

This scan mode produces the smallest file size.

• GrayScale to scan items such as documents containing

drawings or black and white photographs. The scanning

produces an image of up to 256 shades of gray.

• Color to scan color photographs and other color items.

Color scans have the largest file size.

Resolution—Drag the slider to the right or left to adjust the

dots per inch (dpi) of the resolution. The maximum resolution is

600 dpi; the minimum is 50 dpi. The higher the dpi setting, the

sharper and clearer the scanned image. However, higher dpi

settings take longer to scan and produce larger files for the

scanned images.

Brightness and Contrast—Sometimes an item is scanned

with the brightness and contrast set too light or too dark. For

example, a note written with a light pencil may need to be

scanned darker to improve legibility.

Brightness refers to the lightness or darkness of the image.

Contrast is the range between the darkest and lightest portions

of the image. The greater the contrast, the more difference

between the lighter and darker shades in the image.

TIP: If you’re going to set up the new configuration to scan

duplex (two-sided), include that in the name, such as “Scan for

Dark Print (Duplex),” to remind you that it is a duplex scan.

If the configuration

is locked, click the

lock to unlock it. The

icon becomes a key.

Type a new name for

the configuration.

Select the scan mode

and drag the slider to

set the resolution.

Drag the sliders to set

the Brightness and

Contrast.

NOTE: If you select a printer or other device in the Select

Destinations list, the dialog box may have an additional Device

Settings tab for setting specific options for the particular device.

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Scanning

Drag the sliders to the right or left to adjust the brightness and

contrast of the scanned image. The Contrast setting does not

apply to the Black&White mode.

6. If you want to lock the configuration, click the key icon to

change it from a key to a lock.

7. Click the Page Settings tab to select page settings.

Size—Click Standard, click the menu arrow and choose a

page size from the list, or click Custom and enter the horizontal

and vertical page dimensions in the boxes. The maximum size

is 8.5" x 14". The units of measurement can be inches or

millimeters. Click the name of the units, inches or millimeters,

to toggle between them.

Improvements and Settings—Only the options that apply to

the selected Destination Application are available.

• AutoCrop to Original—Select this option to let the

scanner automatically determine the size of the item being

scanned. For example, if you scan a 5" x 7" photo, the

scanner will determine the size of the photo.

When using the AutoCrop to Original option, always use the

paper guides on the scanner so the page is not skewed.

Skewed pages may not crop properly.

For single-sided scans, the scan area is the size of the

image. For double-sided scans, the scan area is the size of

the larger of the two areas on the front and back of the

page.

• Reduce Moire Patterns—Moire patterns are wavy, rippled

lines that sometimes appear on the scanned images of

photographs or illustrations, particularly newspaper and

magazine illustrations. Selecting Reduce Moire Patterns

will limit or eliminate moire patterns in the scanned image.

This option is only available for the GrayScale or Color

Mode at 300dpi or less.

Click to toggle

between inches

and millimeters.

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54 DocuMate 272 Scanner User’s Guide

• Straighten Image—Select this option to let the scanner

automatically determine if a page is skewed, then

straighten its image. The scanner detects page edges and

can sense when the page is fed through at an angle.

However, if the page is fed through at too great an angle,

the image may not straighten correctly. In that case, re-

scan the page using the paper guides to feed the paper in

straight.

• Invert Image—Only available for Black&White Mode, this

option reverses the black and whites of an image.

• Duplex—Scan both sides of the page. If this option is not

selected, the scanner will scan the front side of the page

only.

• Skip Blank Originals—Skips pages that are completely

blank. Typically you use this option when you will scan a

stack of two-sided pages which have a number of blank

sides. This option is only available for Duplex scanning in

Black&White Mode.

NOTE: The Simplex and Duplex buttons on the scanner take

precedence over the One Touch settings. In other words, if the

LED number on the scanner is configured to scan as Duplex, but

you press the Simplex button, the scanner scans in Simplex,

and vice versa.

Original Image. Inverted Image.

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• Color Filter—Color filter is the ability of your scanner to

automatically remove a color from a scanned item. For

example, if you are scanning a letter with a red watermark,

you can choose to filter out the red so the scanned letter

just shows the text and not the red watermark. Color filter

applies to Black&White or Grayscale Mode.

8. Click the Advanced Settings tab.

The options of the Advanced Settings tab are for the Color or

Grayscale scanning mode.

Saturation is the strength or purity of a color, hue is the color

your eyes see as reflected from the image, and gamma

controls the brightness of the midtones of the color.

9. Drag the sliders to the left and right to change the color

settings. As you do, the image changes to show the effects of

the new settings.

10. Click OK to save the new configuration.

It will now appear in the list of Scan Configurations on the One

Touch Properties window for the appropriate Destination

Applications.

The original with a red

watermark over black text.

The scanned item with the

red filtered out.

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56 DocuMate 272 Scanner User’s Guide

The Device Settings Tab

A Device Settings tab appears on the Scan Configurations dialog

box when your selected Destination Application sends the scanned

image to a printer, fax application, or other device. You use the

options on the Device Settings tab to select settings for the device.

1. Click on the Device Settings tab.

Fit to page, reduce image if necessary—If the scanned

image is too big to be printed or faxed on a single page, the

image will automatically be reduced to fit the page.

Actual size, crop image if necessary—If the scanned image

is too big to be printed or faxed on a single page, the image will

automatically be cropped around its edges to fit on the page.

Center image on page—The image will be printed in the

center of the page instead of at the top right corner.

Maintain aspect ratio—The aspect ratio is the length-to-width

relationship of the image’s dimensions. Select this option so

the image’s relative proportions remain constant.

AutoRotate image for best fit—If the image is a Landscape

format and the device is printing in the Portrait mode, or vice

versa, rotate the image to fit on the page.

Collate copies—If you are printing more than one page,

collate the copies. Enter the number of copies in the Copies

box.

Advanced—Click to see additional settings for the device. The

dialog that opens is specific to the device. For example, if the

device is your printer, the dialog box is your printer’s setup

settings.

2. Click OK or Apply.

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The Storage Options Tab (Archive)

A Storage Options tab is on the Scan Configurations dialog box

when the selected Destination Application is set as Transfer to

Storage. You use the options on this tab to select where you want

to save your scanned items for storage when scanning with that

particular Scan Configuration. Button 7 is set as the default Archive

button for scanning to storage, with Transfer to Storage as the

destination. So if you want to have the Scan Configuration apply to

Button 7, switch to it first before creating the new Scan

Configuration.

1. Click on the Storage Options tab.

2. Click the Storage Layout options you want.

All documents are in the root—The scanned documents are

saved in the root of the folder specified in the Storage Location.

Documents are put into folders by month, week, or type—

Folders are created based on your selection (month, week, or

type) and the scanned documents are saved in those folders.

New folders are created for each month and week so you can

keep track of when you scanned the documents.

By default, the location of the archived documents is at

C:\Documents and Settings\<your user name>\My

Documents\My OneTouch Archive and then in a folder based

on your selection for the Storage Location. For example, if the

file type is TIFF, and you select Documents are put into

NOTE: The selections you make using the Storage Options tab

override the storage options that apply to the Storage Properties.

This means that you can create separate Scan Configurations to

store scanned items at various locations in addition to the main

location set by the Storage Properties. See “Storage Properties”

on page 41 and “Transferring Scanned Documents to Storage”

on page 76 for more details.

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58 DocuMate 272 Scanner User’s Guide

folders by type, the default location of scanned archive

documents is at C:\Documents and Settings\<your user

name>\My Documents\My OneTouch Archive\TIFF

Documents.

3. Click the Browse button to specify the location to store the

scanned documents, or type a location directly into the box.

4. Click OK or Apply.

Scanning to Multiple Folders

When archiving documents with the Transfer to Storage option,

you can scan them to multiple folders. For example, one folder

might be for “Business Receipts,” a second folder might be for

“Personal Receipts,” and a third folder might be for “Annual

Receipts.”

To scan to multiple folders, you create multiple scan configurations

with Transfer to Storage as the Destination Application, and assign

each scan configuration to one of the scanner buttons.

Setting up multiple folders for transfer to storage:

1. Using Microsoft Windows, create the folders that you want to

use for storing scanned items. Note that you can also create

the folders later while creating the new scan configurations.

2. Open the One Touch Properties window.

3. Select Transfer to Storage as the Destination Application.

4. Click the New button.

The Scan Configuration Properties dialog box opens.

5. To help you remember which folder it is, give the new

configuration a name that indicates the folder name, such as

“Storage for Business Receipts.”

Select Transfer to Storage.

Click the New button.

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Scanning

6. Click the Scan Settings, Page Settings, and Advanced

Settings tabs, and select the settings you want.

7. Click the Storage Options tab.

8. Click the Browse button.

9. Select the folder you created for storing the scanned

documents.

If you haven’t created the folder yet, you can click the Make

New Folder button and type the name for the new folder.

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60 DocuMate 272 Scanner User’s Guide

10. Click OK. The selected folder will now be set as the Storage

Location, such as “Business Receipts.”

11. Click Apply. The new configuration is now listed as a Transfer

to Storage configuration.

12. Repeat the process to create additional new configurations,

such as one named “Storage for Personal Receipts.”

13. Make sure to designate separate folders as the Storage

Locations for the new configurations.

You will now have multiple configurations set up for the

Transfer to Storage destination, and each configuration scans

documents to separate folders.

The new configurations

apply to the Transfer to

Storage Destination

Application.

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Scanning

14. Now click the arrow buttons to select a scanner button for each

new configuration. Click Apply to set that button for that

configuration.

The following examples show that buttons 7 and 8 have been

set to scan to each of the new configurations.

Note that the button names have also been changed to Storage

1 and Storage 2 to remind you that both send documents to

storage, but to different locations. To change button names,

see “Renaming a One Touch Button” on page 47.

Scan to multiple storage folders:

1. Insert the documents you want to scan to storage.

2. Press the Destination Selector buttons on the scanner to get

to one of the buttons set up for scanning to storage.

3. Press the Simplex or Duplex button to scan the documents.

4. When scanning is finished, insert the next set of documents

and press the Destination Selector buttons to get to the next

button you have set up for scanning.

5. Press the Simplex or Duplex button to scan the documents.

When scanning is finished, the two sets of documents are stored in

two separate folders.

Editing or Deleting Scan Configurations

NOTE: Your scanner comes with a number of configurations

pre-set at the factory. To ensure that your scanner will always

have a set of correct scan configurations, do not delete the

preset configurations. We also recommend that you keep those

configurations locked so they are not inadvertently deleted. That

way, you will always have the factory-settings available. If you do

edit or delete them, and want to get the factory pre-sets back

again, you will need to uninstall then re-install your scanner.

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62 DocuMate 272 Scanner User’s Guide

To edit or delete a scan configuration:

1. Open the One Touch Properties window.

2. Select the scan configuration you want to edit or delete.

3. To delete the configuration, click the Delete button.

4. To edit the configuration, click the Edit button.

The Scan Configuration Properties dialog box opens for that

configuration.

You can make changes to a configuration, but for the changes

to be saved, the configuration must first be unlocked. Click the

Lock icon to unlock the configuration. Clicking it toggles

between locking and unlocking the configuration. The key icon

indicates the configuration is unlocked.

5. Edit the settings and click OK.

6. Click OK to close the dialog box.

Select the scan

configuration to edit or

delete. It must be unlocked,

as indicated by not having a

lock displayed here.

Click the Lock/Key icon to

toggle between locked and

unlocked.

DocuMate 272 Scanner User’s Guide 63

Scanning

Configure Before Scan

Choosing Configure Before Scan simply opens a scanning

interface when you press or click a scan button. You can then use

the interface to change the Resolution, Scan Mode, and other

settings. When you scan, the scanned image will still be sent as

the file type and to the same Destination Application already

selected in the OneTouch Properties window for that button.

To Set Configure Before Scan:

1. Open the One Touch Properties window.

2. Using the arrows, choose the button that you want to set to

configure before scanning.

3. Select the scan configuration Configure Before Scan.

4. Right-click on Configure Before Scan and choose an interface

to use for configuring before scanning.

TWAIN—The TWAIN Interface opens for you to make changes

prior to scanning. See “Accessing the TWAIN Interface from

PaperPort” on page 82.

WIA—The Windows Image Acquisition Interface (WIA) opens

for you to make changes prior to scanning (available for

Windows XP or Windows Vista only). See “Scanning with the

WIA Interface” on page 98.

5. Click OK or Apply on the One Touch Properties window.

Click the arrows to

select the button.

Select Configure

Before Scan.

Right-click on

Configure Before

Scan to get the menu,

and choose the

interface to use for

configuring.

Scanning

64 DocuMate 272 Scanner User’s Guide

To Scan Using Configure Before Scan

1. Put the documents in the scanner’s ADF tray or on the flatbed

glass.

2. Click on the button you set to use the Configure Before Scan

option.

In the example shown on the previous page, the scanning

option 9 has been set to use Configure Before Scan.

3. The TWAIN interface will open.

4. Choose the Options applicable to your scan batch.

5. Click on the Scan button in the TWAIN interface.

6. Your documents will be scanned and sent to the Destination

Application specified in the One Touch 4.0 Properties.

In the example shown on the previous page, the Destination

Application is Microsoft Paint.

The TWAIN interface lists the scanning options available with your

Xerox DocuMate 272 scanner. Please see “Scanning with the

TWAIN Interface from PaperPort” on page 81.

DocuMate 272 Scanner User’s Guide 65

Scanning

Canceling a Configure Before Scan

To cancel a scan after scanning has begun:

1. Click on the Cancel button in the scanning progress window.

2. The following window will open asking you if you want to cancel

the entire job.

• Yes—scanning stops and all pages scanned in this batch,

up to this point, will be deleted. The TWAIN interface will

close and you can restart your scan from the beginning.

Choose Yes if the TWAIN scan settings are incorrect for

your current scanning batch.

For instance, the Scan Mode is Black & White but you want

to scan your documents in color, choose Yes to delete any

scanned pages, then select the correct Picture Type and

restart the scanning.

• No—scanning stops, but all pages scanned in this batch,

up to this point, are not deleted and the TWAIN interface

remains open. You can place a new page in the ADF, adjust

the TWAIN settings for the new page, then click on the

Scan button in the TWAIN interface to continue scanning.

At the end of the scanning batch, all pages from the first

portion of the scan and second will be sent to the

Destination Application.

Choose this option if, for instance, you have been scanning

a black & white document but you want to insert a color

page into the document. Instead of having to re-scan the

entire stack, you can stop the current scan, change the

Picture Type from Black & White to Color, then restart the

scanning without losing the pages already scanned.

Scanning

66 DocuMate 272 Scanner User’s Guide

Scanning with Optical Character Recognition (OCR)

Optical Character Recognition (OCR) is like a printer in reverse.

Instead of printing what’s on the screen onto paper, OCR converts

text and numbers on a scanned page into editable text and

numbers. You can then work with the text and numbers to edit,

spellcheck, change font or type size, sort, calculate, and so forth.

The One Touch OmniPage Module or the OmniPage Pro software

must be installed on your computer in order to use the OCR

options with the One Touch 4.0 software and your DocuMate 272

scanner. One Touch 4.0 and OmniPage Pro work together to

combine scanning with OCR processing into one integrated step.

The One Touch OmniPage Module was automatically installed

when you installed your driver, the OmniPage Pro software is on

the Disc 2 CD that you received with your scanner. The One Touch

OmniPage Module and the OmniPage Software can both be

installed on your computer at the same time, however, the features

in the One Touch OmniPage Module will take precedence over the

OmniPage software features when using One Touch 4.0. The “One

Touch OmniPage Mini-Guide” is available on the Disc 1 installation

CD.

With the One Touch OmniPage Module or OmniPage Pro software

installed, the OCR process is automatic when the page format on

the One Touch Properties window is a text format, such as DOC,

TEXT, XLS, RTF, and so forth.

NOTE: For all OCR processing, use the original factory settings

for OCR scanning that came with your scanner. When scanning

with other settings, use at least 300 dpi for the resolution. If the

original documents are of poor quality and have small type, 400

dpi can be used as the maximum resolution.

NOTE: If you have uninstalled the One Touch OmniPage

Module or the OmniPage Pro software from your computer,

items scanned as a text format are still converted with the OCR

process, however, the options available with the process are

then limited.

DocuMate 272 Scanner User’s Guide 67

Scanning

To scan with OCR:

1. To scan using the buttons on the scanner, press the Destination

Selector until the LED is at 6, then press the Simplex or

Duplex button.

2. To scan from the One Touch Button Panel, click the One Touch

icon in the Windows Notification Area, click the arrows to see

Button 6, then click Button 6.

Your scanned pages appear in the Destination Application with

their text ready for editing and other text processing.

NOTE: One Touch Button 6 is preset as your OCR button. But

you can also set up any other button to scan and OCR the text.

NOTE: OCR scanning is also for spreadsheets so you can work

in Microsoft Excel (or other spreadsheet application) with the

figures and text from the original spreadsheets.

NOTE: Please Refer to the One Touch OmniPage Mini-Guide,

on Disc 1 that you received with your scanner, for detailed

instructions on configuring and scanning with the advanced

OCR Options.

Click the arrows until

Button 6 is on the panel,

then click Button 6.

Scanning

68 DocuMate 272 Scanner User’s Guide

Scanning with sPDF or nPDF and Searching for Text

Searchable PDF (sPDF) and Normal PDF (nPDF) are special

forms of an Adobe PDF file. sPDF converts scanned text into the

PDF format with text search and OCR capabilities. nPDF has those

same features, plus you can edit the text in an nPDF image if you

have a PDF editing program.The two PDF formats can also

produce images with different image quality, so you may want to

experiment with them to determine which is better for your scanned

documents. sPDF and nPDF are only available as page format

options if you have the One Touch OmniPage module or the

OmniPage Pro software installed on your computer.

To scan with sPDF or nPDF:

1. Open the One Touch Properties window.

2. Using the arrows, choose a One Touch button to use for the

sPDF or nPDF scanning.

3. Select a Destination Application that uses a text format as the

page format.

4. Right-click on the text format icon.

5. Choose the Searchable PDF or Normal PDF option for the

page format.

DocuMate 272 Scanner User’s Guide 69

Scanning

The settings for the button (button 8 in this example) now show

your page format selection.

6. Choose a Scan Configuration.

7. Click OK. The One Touch Properties window closes.

8. Now scan with that button and the scanned document will be in

the sPDF or nPDF format that was selected for the button.

9. To search for the text, open Adobe Acrobat Reader or Adobe

Acrobat.

10. From the Adobe Acrobat File menu choose Open, and open

the file you just scanned.

11. From the Adobe Acrobat Edit menu choose Find.

The Find dialog box opens.

12. Enter the text you want to find, and click the Find button.

See the Adobe Acrobat user manual for more about finding text

in a PDF file, or about editing PDF text.

NOTE: Not all Destination Applications have the sPDF and

nPDF options. Microsoft Word, for example, does not have them

as scanning options.

NOTE: The Transfer to Storage selection for a Destination

Application also has the sPDF and nPDF options. That means

you can scan and store items directly to a server in these

formats.

The page format

icon is now set to

the selection from

the menu.

Scanning

70 DocuMate 272 Scanner User’s Guide

Scan and Burn to a CD

If you have a CD burner attached to your computer, you can scan

directly from your Xerox DocuMate 272 scanner onto a CD. This

feature is available only on computers running Windows XP or

Windows Vista.

To scan and burn to a CD:

1. Put a blank CD into your computer’s CD Drive.

2. Open the One Touch Properties window.

3. Using the arrows, choose a button to use for scanning and

burning to a CD.

4. Select Burn to CD as the Destination Application.

The Burn to CD Destination Application is only available if you

have a CD burner attached to your computer, but you do not

need to have a CD in the burner to select the destination.

5. Choose a Page Format and a Scan Configuration.

6. Click OK.

The One Touch Properties window closes.

7. Now start scanning using the button you selected to use to

scan and burn to CD.

When scanning is finished, a bubble message on the screen

tells you that files are waiting to be burned to the CD.

8. Open the One Touch window and make sure that the Burn to

CD Destination Application is still selected and click the

Properties button.

The One Touch 4.0 Link Properties window opens.

DocuMate 272 Scanner User’s Guide 71

Scanning

9. Make sure a blank CD is in the CD burner.

10. Click the Burn to CD button. The CD burner begins and your

scanned documents are written to the CD.

NOTE: Until you click Burn to CD these files are stored in your

computer at C:\Documents and Settings\<your user

name>\Local Settings\Application Data\Microsoft\CD

Burning. This is where Windows XP and Windows Vista store

all files waiting to be burned to a CD by the automatic CD writing

wizard. If other files are also waiting in this location, they will get

written with the OneTouch files on the CD.

NOTE: When scanning items to burn to a CD, you should

always use one of the factory-set default configurations, or a

custom configuration specifically set up for CD burning. The

default configurations are already set up to send the scanned

images to the proper storage location where the Windows XP

and Windows Vista CD writing wizard can find the files to burn to

the CD. Likewise, when you create a custom configuration for

CD burning, the OneTouch software will automatically make sure

the storage location is correct.

To create a custom configuration for CD burning, select Burn to

CD as the Destination Application, then click the New button and

create the new configuration. You won’t need to select a storage

location because it will be correctly preset for you by the

OneTouch software.

Note however, that if you have created other custom

configurations with different storage locations (for example, see

“Scanning to Multiple Folders” on page 58), do not use them for

the Burn to CD Destination Application. Otherwise, the Windows

XP and Windows Vista CD writing wizard will not be able to find

the images to burn onto the CD.

Scanning

72 DocuMate 272 Scanner User’s Guide

Scanning with Event Forwarding

If you want to specify an application to use for scanning at the start

of the process, you can use event forwarding. The scanner will

feed in the first page, but will then stop until you select the

application to use. After you select the application, its interface will

open and you can use it to continue with the scanning.

To scan with event forwarding:

1. Open the One Touch Properties window.

2. Using the arrows, choose a button to use for the event

forwarding.

3. Select Still Image Client as the Destination Application.

Note that you cannot choose a page format for this option

because the actual destination application is not selected until

after the scanner feeds in the first page of your document.

4. Choose a Scan Configuration.

5. Click OK.

The One Touch Properties window closes.

DocuMate 272 Scanner User’s Guide 73

Scanning

6. Start scanning using the button you selected for event

forwarding.

A dialog box opens for you to select the application to use for

scanning.

7. Select the application in the box and click OK.

Now the application you selected opens and you can continue

the scanning from that application’s TWAIN interface.

Scanning

74 DocuMate 272 Scanner User’s Guide

Creating an HTML Web Page from Your Scanned Documents

If you scan a document, whether a single page or multiple pages,

you can have the pages converted directly to HTML formatted

pages for posting directly to your web site. Those pages are then

viewable by visitors to your web site without the need for any

internet plug-ins or other special processing. This is, essentially,

from your scanner to a web-ready format in one automatic step.

To scan and create an HTML web page:

1. Open the One Touch Properties window.

2. Using the arrows, choose Button 8, or any other button that has

Microsoft Explorer as one of its Destination Applications.

3. Select Microsoft Explorer as the Destination Application.

4. Choose HTML as the Page Format.

5. Choose a Scan Configuration that has the settings for the

image on the HTML page.

For example, if you want the image to be in color on the HTML

page, choose a color configuration.

6. Click OK.

The One Touch Properties window closes.

7. Now on the One Touch Button Panel, click Button 8 (or if you

used another button, click it).

When scanning is finished, the document is first converted to

editable text using the OCR process, then is converted into an

HTML format. Microsoft Internet Explorer then opens showing

your converted page.

Choose HTML.

DocuMate 272 Scanner User’s Guide 75

Scanning

8. Choose Save As from the Internet Explorer File menu, give the

page a name, and save it in the location you use for your web

page files.

You may also want to write down the address shown in the

Address bar to make sure you’ll know where to find your new

HTML page later on.

9. You can now use Microsoft Internet Explorer or other

application to post the document to your web page as you

would any other HTML page.

NOTE: Depending on the complexity of the document, its

conversion to the HTML format may take a few moments.

NOTE: If you have OmniPage Pro installed on your computer,

you may see a thumbnail of the page. Click on the thumbnail to

see the full page.

Scanning

76 DocuMate 272 Scanner User’s Guide

Transferring Scanned Documents to Storage

With the Transfer to Storage scanning process, you can scan

documents and save them in a folder in one step. The process is

ideal for archiving documents without having to manually save or

process them in any other way. If you choose a text format for the

file format, the documents are also automatically converted by the

OCR process into editable text and numbers before being stored.

1. To scan using the buttons on the scanner, press the Destination

Selector until the LED is at 7, then press the Simplex or

Duplex button.

2. To scan from the One Touch Button Panel, click the One Touch

icon in the Windows Notification Area, click the arrows to see

Button 7, then click Button 7.

Your scanned pages are stored in the location that you

specified on the One Touch 4.0 Link Properties window.

NOTE: One Touch Button 7 is preset as your Archive button.

But you can also set up any other button to scan to Archive the

text.

Click the arrows until

Button 7 is on the panel,

then click Button 7.

Your scanned documents

will be stored at this location.

DocuMate 272 Scanner User’s Guide 77

Scanning

To Transfer Documents to a Server or Mapped Drive

When selecting the storage location for scanned documents, you

can select a local folder, or a folder on a server or mapped

drive.You select a mapped drive using the Browse button. See

“The Storage Options Tab (Archive)” on page 57 for more

information about storage options.

1. On either the One Touch 4.0 Link Properties window, or from

the Scan Configuration Properties window, click the Browse

button.

The Browse For Folder window opens.

2. Select a storage location on the mapped drive or server for the

scanned documents.

Servers and mapped drives are represented by an icon that

indicates its network connection.

Select a mapped drive or

server as indicated by the

icon.

Scanning

78 DocuMate 272 Scanner User’s Guide

3. Click OK.

Now when you scan using Transfer to Storage as the

Destination Application, the documents are stored on the

server or mapped drive.

To Use OCR Before Transferring to Storage

If the documents you want to transfer to storage are text

documents or spreadsheets, you can have them converted by the

OCR process prior to being stored.

1. Open the One Touch Properties window.

2. Using the arrows, choose Button 7, or any other button if it is

set up with Transfer to Storage as one of its Destination

Applications.

3. Choose a text format as the file format.

4. Right-click on the text format icon and choose the file format for

the scanned documents.

5. Choose a Scan Configuration.

6. Click OK.

The One Touch Properties window closes.

7. Now start scanning using Button 7 (or other button you set up

for archiving).

When scanning is finished, the documents are saved in the text

file format and in the location you specified.

DocuMate 272 Scanner User’s Guide 79

Scanning

Checking the Hardware and Setting the Lamp Power Saving

1. Right-click on the One Touch icon and choose Show

Hardware from the pop-up menu.

You can also click the scanner icon at the top of the One Touch

Button Panel.

If the Hardware View of the panel is open you can also right-

click on the DM272 icon.

The Hardware Properties dialog box opens and shows

information about your Xerox DocuMate 272 scanner.

The Hardware icon.

Scanning

80 DocuMate 272 Scanner User’s Guide

2. Click the Properties button.

Your scanner has a built-in power saving feature that is set to

power down after 15 minutes of idle time. You can change the

time before the scanner powers down, from 1 minute to a

maximum of 10 hours.

3. Click the arrows for the Lamp timeout setting and choose a

time setting.

To turn the lamp on and off manually without turning off power

to the scanner, click the Lamp On or Lamp Off buttons.

To return the scanner to its factory settings, click Reset Device.

4. Click OK to save the changes and close the dialog box.

DocuMate 272 Scanner User’s Guide 81

Scanning with the TWAIN Interface from PaperPort

Scanning with the TWAIN

Interface from PaperPort

Instead of using the scanner buttons or the One Touch Button

Panel to scan, you can also scan from the TWAIN interface. The

PaperPort application that you received with your scanner provides

access to the TWAIN interface. This scanning method is

particularly helpful when you’re already using PaperPort to file and

save scanned items, or if you want to adjust scan settings prior to

scanning.

A Note About Your Scanner and the TWAIN standard: TWAIN is

a widely recognized procedure that software applications use to

receive images from scanners, digital cameras, and other digital

devices. The PaperPort software that you received with your

scanner uses the TWAIN standard, and this guide shows how to

scan with it. But you can also open the same TWAIN interface from

many other graphics and imaging applications and scan from them

as well. Because the TWAIN interface is the same regardless of

the software you use to open it, you can still use the instructions in

this User’s Guide for scanning with your Xerox DocuMate 272

scanner. To access the TWAIN interface from other software,

please refer to their user’s guides, then return to this User’s Guide

for the steps to scan. The instructions for scanning are in the

section “Scanning with the TWAIN Interface” on page 85.

NOTE: You can also access the TWAIN interface when you’re

scanning from the One Touch software. If the One Touch

configuration you’re using to scan is set to Configure Before

Scan, and the selected option is TWAIN, the TWAIN interface

opens right away without opening PaperPort or any other

TWAIN-compliant software first. See the section “Configure

Before Scan” on page 63 for details.

Scanning with the TWAIN Interface from PaperPort

82 DocuMate 272 Scanner User’s Guide

Accessing the TWAIN Interface from PaperPort

The instructions in this section are for accessing the TWAIN

interface from the PaperPort application.

To access the TWAIN interface from PaperPort:

1. On the Windows taskbar, click Start, point to Programs, point

to PaperPort, then click PaperPort.

The PaperPort desktop opens.

2. Click the Scan icon on the PaperPort command bar.

Scan icon. Folders pane.

DocuMate 272 Scanner User’s Guide 83

Scanning with the TWAIN Interface from PaperPort

The Folders pane (which shows folders for organizing your

scanned images) is replaced by the Scan pane.

3. Click the Scanner drop-down arrow, and select TWAIN: Xerox

DocuMate 272 from the drop-down list.

4. In the “Scan what?” section, choose to scan a Document or

Photograph.

If you want to change the format of the scanned item’s file

name or file type before you start scanning, click Settings. The

default file type for documents is .pdf and the default for

photographs is .jpg. The default name of the scanned image is

the day, date, and number of scanned items that day. For

example, the second item scanned on a day is followed by a

(2), the third by a (3) and so on. See the PaperPort User’s

Guide for more information about the PaperPort Settings.

NOTE: If the Scan button at the bottom of panel is not available

when you make a selection from the Scanner drop-down list,

PaperPort needs to be set up to use the scanner. See the

section, “Setting Up PaperPort to Work With Your Scanner” on

page 93.

NOTE: Please wait a few moments for your selection from the

drop-down list to become active. This delay only occurs the first

time you select from the list while PaperPort initializes the

scanner. Later on, selecting from the list happens right away.

Scan pane.

If this Scan button is not active, see the section on page 93

to set up PaperPort for the TWAIN scanning option.

DocuMate 272 Scanner User’s Guide 85

Scanning with the TWAIN Interface from PaperPort

Scanning with the TWAIN Interface

The TWAIN interface lists the scanning options available with

your Xerox DocuMate 272 scanner.

The options on the TWAIN interface are:

• Mode—Select a scanning mode:

Black&White to scan in black and white. The scanning

pixels are all the same size and are either black or white.

Use this setting for letters, memos, and other black and

white material. This scan mode produces the smallest file

size.

GreyScale to scan items such as documents containing

drawings or black and white photographs. The scanning

produces an image of up to 256 shades of gray. You can

also scan a color document to turn its colors into gray

shades. The file size is about one third that of a color scan.

Color to scan magazine articles, photographs, and other

color images in full color. Color scans have the largest file

size.

• Resolution—Drag the slider to the right or left to adjust the

dots per inch (dpi) of the resolution. The maximum

resolution is 600 dpi; the minimum is 50 dpi. This option

determines the amount of detail you can see in the scanned

image. The higher the dpi setting, the sharper and clearer

the scanned image. However, higher dpi settings take

longer to scan and produce larger files for the scanned

images. Usually the higher resolution settings are used for

precision work, such as photographs or fine artwork.

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