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Scanning, Batch Scanning (Using IrfanView & Canon iR 5020i)

Before starting you need to have completed a number of set-ups…

Set-up The Canon iR 5020i

Set-up Network Drive, IrfanView & Durell

With the Set-ups all in place, as described above, there are then five more procedures, each described in the following sections…

  1. Create an “Inbox” for each user on your file server’s shared drive (e.g. Drive S:)
  2. Link the Canon iR 5020i address book to the user “Inboxes”
  3. Use the Canon iR 5020i to scan images to the “Inboxes”
  4. Check the “Inboxes”, deleting unwanted and moving wanted files
  5. Link Durell’s “Document Viewer” to the wanted files

Create an “Inbox” for each user on your file server’s shared drive (e.g. Drive S:)

Starting from the Windows Desktop of any one of your workstations…

  • Double-click “My Computer”
  • Double-click “Drive S”, or the location where you intend to save your scanned images
  • Click “File” on the Menu Line
  • Click “New” then “Folder”
  • Rename the new folder as “Inboxes”
  • Double-click the new “Inboxes” folder
  • Click “File” on the Menu Line
  • Click “New” then “Folder”
  • Rename the new folder with the name of the first member of your staff (e.g. “Fred”)
  • Repeat the above for each other member of staff (e.g. “Harry”, “Joe”, etc) till everyone has a sub-folder in the “Inboxes” folder
  • Link the Canon iR 5020i address book to the user “Inboxes”

    Starting from the Canon iR 5020i menu panel…

  • Press the “Additional Applications” button, which looks like a circle with a star in the middle
  • Click “Address Book Settings”
  • Click “Store/Edit Address Book”
  • Click “Store New Address”
  • Click “File”
  • Click “Name”
  • Enter the user’s name (e.g. as “Fred”, “Harry”, etc)
  • Change the “Protocol” to “Windows”
  • Click the “Browse” button
  • Click the Workgroup name (e.g. “NHFA”) then click “Down”
  • Go down the list till you can click on your file server’s name (e.g. “Server”) then click “Down”
  • Click the “User” button, enter the administrator’s name (e.g. “administrator”) then click “OK”
  • Click the “Password” button, enter the administrator’s password (e.g. “durell”) then click “OK”
  • Go down the list till you can click on your file server’s shared hard drive (e.g. “Drive S”) then click “Down”
  • Go down the list till you can click on the “Inboxes” folder, then click “Down”
  • Go down the list till you can click on the “Inbox” for the user you’ve just entered (e.g. the one for “Fred”), then click “OK”
  • Repeat the above till you’ve linked the Canon iR 5020i to every user’s inbox
  • Use the Canon iR 5020i to scan images to the “Inboxes”

    Before scanning documents you should divide them into piles for each user (i.e. so you can send all the docs to one user’s inbox at a time, which is quicker than having to select a different inbox before each scan).

    Then when loading the documents you should select all the pages relating to a given item (e.g. the three pages of a multi-page letter, or the single page of a key features sheet). This will allow the scanner to create a single file for each, with either multiple or single pages, as required.

    Load the document or documents to be scanned in the tray, then starting from the Canon iR 5020i menu panel…

  • If the menu is not lit, then click the “On/Off” switch to turn it on
  • Click the “Send” button
  • Ensure the “Divide into pages” button is not lit (i.e. it should be a dull grey)
  • Click the “Address Book” button
  • Go down the list till you can click on the user’s name (e.g. “Fred”). Note that you can select more than one user if you need to send the image to many people.
  • Click the big green “Go” button to scan the document or documents
  • Load the next document or documents to be scanned in the tray
  • Click the “Address Book” button, and select the next recipient, and continue as before
  • Check the “Inboxes”, deleting unwanted and moving wanted files

    Starting from the Windows Desktop of any one of your workstations…

  • Double-click “My Computer”
  • Double-click “Drive S”, or the location where you intend to save your scanned images
  • Double-click the “Scans” folder, then leave this open, or drop it onto your Windows task bar
  • Now double-click “My Computer” again
  • Double-click “Drive S”, or the location where you intend to save your scanned images
  • Double-click the “Inboxes” folder
  • Double-click your own sub-folder (e.g. “Fred” or “Harry, etc)
  • Double-click any file and take a look at it with your viewing software
  • Close the files by clicking the cross at the top right-hand corner
  • Right-click the file, then…
  • If you don’t want it, select “Delete”
  • If you do want it, select “Cut”, then…
  • Re-open your Window showing the “Drive S:\Scans” folder
  • Double-click the folder with the first letter of your client’s surname (e.g. “A” for “Aaron f”)
  • Right-click the client’s sub-folder (e.g. “Aaron F 4528”)
  • Select “Paste”
  • Re-open your Window showing your Inbox
  • Repeat the above for all the remaining files
  • Link Durell’s “Document Viewer” to the wanted files

    Starting from Durell’s “Main Menu”…

  • Rename the image as “Scanned Images”
  • Click “OK”
  • From this point on you will be able to view ALL of this client’s images by first double-clicking the “Scanned Images” line in his Durell “Document Viewer”, then using the “->” and “<-“ buttons in Irfanview to move to the next or previous image.