Using the Leidy mailroom document scanner

This document provides instructions for using the Leidy mailroom copier to "photocopy" documents to a PDF file, which you can email to someone (or yourself) — or move to a removable USB flash disk.

PDF files can be exchanged via email and opened with Adobe Reader, Adobe Acrobat Professional, Ghostview and Apple Preview.

Examples of documents to convert into PDF files might include journal articles, tests, quizzes, etc.

Email a PDF copy

First, enter your control code or insert your copy card:

Press the Scan button on the copier control panel:

The scanner will initially be offline:

Touch the Online button to activate the scanner:

You are now ready to scan. Place your document into the paper feed tray, or face-down on the glass platen.

Touch the eCopy touch-panel display to the right of the copier control panel (you may see a "starfield" screensaver in action):

Touch the Scan and Mail button to activate copying and conversion to PDF:

Add additional documents, if desired, and touch the Scan More button. Otherwise, when you are ready to send the email, press Next:

To specify the recipient, you have two options: In the To: field, either type the person's last name; or, directly type in the person's email address:

Note: The last name option will only work for Penn staff and faculty who have enabled their contact information to be publicly viewable in the online Penn Directory application. If you get an error message that the email is unsendable, replace the last name with the full email address, instead.

Make any desired changes to the Subject and Notes (body) fields.

Touch the Send button to send the PDF to those listed as recipients in the To: field:

If you are finished, touch the Done button:

Note: We have noticed technical issues where users of Eudora for Macintosh have difficulties receiving PDFs created with this scanstation. We recommend these users temporarily use Webmail to access PDF attachments.

As a long-term solution, Biology Computing recommends staff, students and faculty permanently migrate from Eudora to other email applications, such as Apple Mail (recommended), Thunderbird or Microsoft Entourage. Please contact bio-computing@sas if you have questions.

Store a PDF copy on a USB flash disk

First, enter your control code or insert your copy card:

Press the Scan button on the copier control panel:

The scanner will initially be offline:

Touch the Online button to activate the scanner:

You are now ready to scan. Place your document into the paper feed tray, or face-down on the glass platen.

Touch the eCopy touch-panel display to the right of the copier control panel — you may see a "starfield" screensaver in action:

Insert your removable USB flash disk into the white USB port connected to the eCopy mechanical arm.

Your USB flash disk must be formatted as FAT32 (also called MS-DOS on Mac OS X) to be used with this system!

You can reformat flash keys on a Mac as MS-DOS if necessary, using the Disk Utility. Please contact bio-computing@sas if you have questions about formatting flash disks.

Touch the Scan to Flash Drive button to activate copying and conversion to PDF:

Use the touch-sensitive display and keyboard to navigate the directory structure of your flash disk. For example, touching a subfolder opens that folder.

Touch the Save button when you are ready. This will save the PDF file to your flash disk.

If you are finished, touch the Done button, and remember to remove your flash disk!