Scan Directly to Email With Your Xerox CopiersFault-Code-1024x420It's easy to fall into the habit of thinking of your copier (or printer if that's what you call it) is just that – a machine that copies.

Over the past two decades, the capabilities of Xerox copiers have exploded. Technology is always getting “better, faster, cheaper.” When it comes to copiers, “better” means being able to get more done in less time.

Like email.

Any of you remember how exciting it was when AOL told you “You've Got Mail”? By the way, there's a nice romantic comedy with Tom Hanks and Meg Ryan by that name!

Over the next few years, that excitement turned to dread and drudgery as email became just another way to get work done.

Though there was a year of two of breathless technology reporting about the “death of email” when social media entered the business scene, the fact is email isn't going away soon.

Other than trying to decide where to go for lunch, we all use email to share documents. When those documents aren't already digital, we've got to scan them in.

You're familiar with the drudgery of walking your document to the printer. Scanning it to your file. Going back to your desk. Create your email, find the file, attach it, and then send your email. It's not a huge amount of time, but busy as we all are today any way to save time is good.

You don't have to do that with your Xerox multifunction printer (check with your copier partner for the capabilities specific to your model, but most Xerox copiers support scan to email). 

You can scan a document and send it to someone directly from the copier.

The steps are simple:

  1. Find “Scan and Send” on your touchscreen display
  2. Select your destination
  3. Choose your recipient
  4. Enter their email address (or you can include employee email addresses in the menu itself for one-touch selection – check with your copier partner to see if your particular model has this functionality)
  5. Put your document on the glass or in the feeder
  6. Push “Start”
  7. Go grab some more coffee

To further save time, you can program simple workflows for individuals. Let's say you send documents to the finance department regularly. When you authenticate yourself at the copier, your unique menu appears. Follow the steps above, except step 4 is a one-touch button that sends your document to the entire finance department (or individuals, or half of the department – you get the idea).

Scan to email, a no longer hidden productivity boost for your office.

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