How to Scan: A Step-by-Step Guide
Scanning documents and images has become an essential part of our daily routine. Whether it’s for work or personal use, scanning allows us to digitize paper documents, save, edit and share them easily. In this article, we will provide a step-by-step guide on how to scan, compare the top scanners in the market, offer tips for better scanning, common mistakes to avoid, creative use cases, and troubleshooting.
Step-by-Step Guide to Scanning
Before scanning, ensure that your scanner is working correctly and that you have installed the necessary drivers on your computer. Follow the steps below to scan:
Choose the Right Scanner
Choose a scanner that meets your needs. Consider factors such as the number of pages to scan, the scanning speed, and resolution. For instance, if you want to scan a large number of pages quickly, you should consider a scanner with a fast page-per-minute (PPM) speed.
Install Drivers and Connect to Computer
After you have purchased your scanner, install the drivers on your computer and connect the scanner using the provided USB cable. Check that your computer has recognized the scanner before proceeding.
Adjust Scanner Settings: Resolution, File Formats, Etc.
Before scanning, adjust the scanner settings based on your preferences. Settings you can adjust include the scan resolution, file format, and color depth. Higher resolutions produce larger files, and more colors add more detail to the scan.
Use Advanced Features: Multi-Page Scanning, Duplex Scanning, Etc.
Many scanners have advanced features that can streamline your scanning process include duplex scanning, where documents are scanned on both sides simultaneous, multi-page scanning, where several pages of a document are scanned at once, and automatic document feeder (ADF), which allows you to scan a stack of documents at once automatically.
Saving Scanned Documents
After scanning, save your documents in a location you can easily find them. You can also save them in different formats, including PDF, JPEG, and TIFF.
Comparison Review
There are various scanners in the market, each with different features, prices, speed, and quality. Here we provide a review of the top scanners in the market:
Fujitsu ScanSnap iX500
This is a high-end scanner with a fast 50 PPM scanning speed and automatic document feeder (ADF) that can hold up to 50 pages. It works well with both Windows and Mac operating systems.
Epson Workforce ES-400
This scanner is affordable and has a 50 PPM scanning speed, a 50-page ADF, and performs duplex scanning. It works well with both Windows and Mac operating systems.
HP Envy 4520
This scanner is best for personal use with a low-cost inkjet printer, a flatbed scanner that’s effective for photo scanning. The scanner can manage up to 1200 dpi resolution and 8.5×11 inches scanning.
Recommendations
Based on the analysis of the above scanners, we recommend the Fujitsu ScanSnap iX500 for anyone who needs a high-speed scanner for office and professional use. For those on a budget, Epson Workforce ES-400 and HP Envy 4520 are affordable options for home or personal use.
Tips and Tricks for Better Scanning
Optimizing the scanning process can give better results. Here are some scanning hacks and tips to improve your output:
Clean the Scanner Bed Before Use
Clean the scanner bed before using it. Dust or specks on the scanner bed can ruin the final output of your scan.
Use a Scanner App
Use a scanner app on your phone that allows you to take pictures of the document make it to become an image. Apps like CamScanner or Evernote Scannable give you a chance to scan from anywhere, anytime, and with ease.
Adjust Brightness and Contrast
Adjusting the brightness and contrast can also help bring the quality of the image out, and reduce image noise.
Common Mistakes to Avoid
Some common mistakes when scanning files and documents:
Use the Right Resolution
Using the wrong resolution can cause documents to appear blurry or pixelated, and also lead to an oversized file.
Align Pages Properly
Ensure the documents you want to scan are aligned. Skewed pages can lower the quality of the document, affecting readability.
Scan Straight
Make sure you scan the documents in a straight way. Tilting the sheet or scanning it in a crooked manner will produce a picture that is shifted, reducing the quality and legibility.
Creative Use Cases
Here are creative ways to use scanned documents or images:
Digitize Old Photos
Scanning old photos and backing up electronically is an excellent way to preserve memories and have them saved in case of accidents.
Create High-Quality Resumes
Scan your portfolio, certificates, transcripts, and other work-related documents and create a professional and comprehensive resume in PDF format.
Create Electronic Backups of Important Documents
You can create electronic backups of crucial documents and have them accessible anytime and anywhere without the risk of losing them.
Troubleshooting
Some common issues that might arise when using scanners include the scanner not responding, scanner failed to install, and more. Here are possible solutions for these problems:
The Scanner Not Responding
Check the power cable and USB cable connections. Try turning off the scanner and turning it back on. If the problem persists, try reinstalling the drivers on your computer.
Scanner Failed to Install
Check that your scanner is compatible with your operating system and that you installed the correct drivers and software for your model. Uninstall, and reinstall the scanner software.
Conclusion
In conclusion, scanning remains crucial for easy document storing and sharing in today’s digital era. By following the right scanning steps, you reduce the chances of having problems or lower-quality scans. Expanding beyond this, there are many creative use cases that come about with having scanned documents and works of art digitized that cannot be understated.