Scanning: pictures and text 2010 If you would like this document in an alternative format please ask staff for help. On request we can provide documents with a different size and style of font on a variety of coloured paper. Electronic versions can also be supplied. Guide to scanning This guide will cover the basics of scanning. The scanners in The Library can scan text and pictures, and the i-print printers can scan documents to various digital formats. The first to be covered will be scanning pictures. Please note that often when you wish to scan a text document (such as a certificate, letter etc.) you need to treat it as a picture and follow the first part of the guide. Only follow the Scanning Text section (page 6) if you need to turn the document into an editable Microsoft Word document. Scanning pictures This section will show you how to scan a document or photo as an image. For information on how to scan text into an editable word processor file, please refer to page 5 of this guide. 1) Click on the Start button, then choose Programs and Picture Scanning Copyright 2010 The Library Leeds Metropolitan University Screenshots reproduced with the permission of the software provider
2) Click Next to begin the Picture Scanning Wizard 3) Choose the Picture type that best matches what you are scanning. The three predefined settings will all scan at a reasonable resolution that will look fine in Microsoft Office documents, while keeping the file small enough to e-mail or post on the web. If you need to scan in higher detail, try the Custom settings page. 2 libraryonline.leedsmet.ac.uk
4) Click the Preview button. The scanner will perform a quick scan and try to guess what you have placed on the glass. Left-click and drag the sizing handles (in the corners of the selected area) to set an area to be scanned. Only the area within the dotted lines will be scanned, so ensure this is correct before proceeding. Click Next when you are ready to move on. 5) Enter the name you wish to give the picture in the first box. Next, choose the file format - JPG is good for most picture scans, PNG is better for line diagrams and text. Click Browse to select where you wish to save your picture (Perhaps your P:/ drive, or connected USB drive). Click Next. libraryonline.leedsmet.ac.uk 3
6) The scanner will now perform the high resolution scan and save the image to the location you specified. Click Next then Finish to complete the task. The PC will then open the folder in which you saved your picture, double-click on it to check how it looks (zoom to 100% to see its quality). The picture can now be inserted into a document or attached to an email as required. Scanning to email using i-print You can scan a document or picture into a digital format, typically an Adobe PDF document or JPEG image, using any of the i-print printers. The file is automatically sent to your student e-mail account as an attachment. Please note there is a nominal charge per scan for this service (see price information posters). There are many options and settings available when scanning to email, such as specifying a filename, changing the scan resolution or output quality. This document covers 2 common tasks using the default settings which should be sufficient for most users. Scanning to email: a single image or page as a jpeg image A good option if you need to email a photograph or single page form or certificate to someone, simply forward the email as required. 1) Swipe your Campus Card on any printer (colour or black & white) and press E-mail. 2) Place the image on the glass plate, flush to the top left corner. 3) On the touch screen, press the down arrow next to More Options. 4) Press Document File Type. Choose JPEG. Press OK. 4 libraryonline.leedsmet.ac.uk
5) Press the green Start button to scan the image. 6) When asked Would you like to remain signed in? choose No. Scanning to email: multiple pages to an Adobe PDF document A good option if you would like an electronic copy of a journal article. 1) Swipe your Campus Card on any printer (colour or black & white) and press E-mail. 2) Place the first page on the glass plate, flush to the top left corner. 3) On the touch screen, press the down arrow next to More Options twice. 4) Press Job Build. Choose Job Build On. Press OK. 5) Press the green Start button to scan the first page. 6) Place the next page on the glass plate, flush to the top left corner. Press the green Start button. Repeat until all pages have been scanned. 7) Finally press Finished on the touch screen. When asked Would you like to remain signed in? choose No. Further image processing You may need to edit your picture, perhaps to rotate it or crop the edges slightly. Library PCs have Microsoft Paint which can make many basic adjustments, and most Microsoft Office applications (Word and Excel for example) now offer a variety of user-friendly options and effects once an image has been inserted into a document. For more advanced processing, try the GNU Image Manipulation Program which is also available on all campus PCs. For help with this complex program visit http://docs.gimp.org/en/. Library Staff can only offer limited support for this professional level editing package. libraryonline.leedsmet.ac.uk 5
Scanning text This section of the guide will show you how to turn printed text into an editable Microsoft Word document. If you simply need to scan an exact copy of a text document, perhaps to email a copy of a letter or certificate to someone, refer to the first part of this guide (Scanning pictures). To turn something into editable text, read on. 1) Click on the Start button, then choose Programs and Readiris OCR 2) Click the Scan button on the left to begin the initial scan. The scanner will display an image of your document onscreen 6 libraryonline.leedsmet.ac.uk
3) Click the Draw Text Window button on the right hand side toolbar. Now left-click once at the top left hand corner of the text you wish to scan, and then once at the bottom right hand corner (no need to hold down the mouse button). This will form a frame around your desired text. 4) Click the Recognize button on the left hand side toolbar. The program will now convert your selected text into a fully editable Microsoft Word document. When prompted, choose the location where you wish to save the document and enter a filename of your choice. Your file should now open in Microsoft Word. 5) Repeat the process for each page of the document. Text can be copied and pasted to form a single continuous document if required. libraryonline.leedsmet.ac.uk 7
Further help Feedback You can also get help from: The Help and Information Point Telephone Enquiry Service: (0113) 812 1000 Electronic Information Desk : email Infodesk.lc@leedsmet.ac.uk Does this document tell you what you want to know? Comments can be sent via the customer comments form found on Library Online. Please include details of the document title. 8 libraryonline.leedsmet.ac.uk