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Scan to email and USB using a UniPrint printer

Scanning to Email

  • Sign in to a UniPrint printer using your University identity card (proximity cards only) or via the printer keyboard

  • Place document(s) to be scanned either into the feeder tray FACE UP or lift top of printer and place document to be scanned face down on the glass.

  • From the Printer Panel tap the E-mail button
    N.B.  The From: and To: fields are pre-populated and cannot be edited

  • Tap and enter text as required in the Subject: and File name: fields

  • Tap More Options to control the file type (PDF, JPG, TIFF and MTIFF), resolution (DPI) and more.

  • Press the SCAN to EMAIL button button - send to email  to begin the scan and email process.

Document scans on HP devices

Large scans to email jobs will be split into separate email attachments. For example, if you perform a scan of 60MB, the system will split the job into a number of separate emails of up to 20MB in size (as pdf attachments).

It is then possible to merge separate PDFs into one file. If you require assistance with this, please contact the IT Service Desk;

Document scans on Ricoh devices

Unfortunately the functionality of the HP Devices described above is not available on Ricoh devices and large scans will fail to send - in such cases the panel will show either ‘NA’ or ‘Attachment too big” in the top left hand corner on the device screen as shown below;

Scan too big error

Scan t0o big error


UniPrint users are asked to use a smaller number of documents to scan to reduce the maximum scan size.

If required, Ricoh device users can access HP Devices to run scan to USB function - Please see Uniprint webpages for details of HP Device locations.

If you are scanning large documents and you break your scans into manageable chunks.  A simple rule of thumb is ...

Document type Maximum pages per scan (approx.)
Black/white scan 40 pages
Grey scale scan 10 pages
Colour scan 4 pages

Scanning to USB

(N.B. Please ensure that the printer you are standing at has scan to USB capability)

  • Sign in to a UniPrint printer using your University identity card (proximity cards only) or via the printer keyboard

  • Place document(s) to be scanned either into the feeder tray FACE UP or lift top of printer and place document to be scanned face down on the glass.

  • From Printer Panel tap the Save to USB button

  • Insert a USB storage device into the printer's USB port under the display panel. You will be able save a scan if the USB storage device is protected using the Dell Data Protection | External Media Shield, however it will not be encrypted. If you want to encrypt the scan file on the USB storage device then copy it to your PC then back to the USB storage device where it will then be encrypted.

Image showing UniPrint printer USB slot 

  • Wait until the panel shown below is displayed ...

Image showing UniPrint printer options dialog  

  • Within the left-hand panel

    • The Select a file or foldersection displays file(s) and folder(s) stored on the USB device
      • The arrow teys allow you to navigate through your files and folders
      • N.B.  If no folder is selected scanned images will be saved in the root directory of the USB device
  • Within the right-hand pane

    • New Folder button : tap this button and use the keyboard to enter a new folder name.  When the folder has been created it will appear in the left-hand panel.  The new folder can then be selected to store the scanned image.
    • File Name: text box : tap the File name text box and use the keyboard to enter a file name for the new scanned inmage
    • File Type: [PDF] : This is the default file type for scanned images - see More options below for further information
  • Tap the Save to USB button to initiate scanning Image showing UniPrint Save to USB button
      1. A message will appear saying Contacting Quota Server
      2. The Scanning screen will appear showing the progress of the scan
      3. Wait until Success message appears on the scanning screen
      4. If required, press Retain settings for next job to keep the scanning settings for your next scan
      5. Press OK
      6. if you have finished scanning press the Home button Image showing UniPrint printer home button 

      7. Select Sign Out on the printer screen to close your printing session.  Remember to remove your USB device from the printer.

 More Options

  • Pressing the More Options button on the printer panel will display extra options vailable when scanning Image showing UniPrint Save to USB button

 Image showing UniPrint printer options dialog 

More Options - Page 2

  • Document file type: displays alternative scanned image formats [default = PDF]
  • File option: displays various file settings depending on DOCUMENT FILE TYPE selected above
  • Output quality: displays alternative scanned image qualities [default = MEDUIM]
  • Resolution: displays alternative scanned image resolutions [default = 300dpi]
  • Optimize text/Picture: displays alternative scanned image options  [default = MANUALLY ADJUST]
  • Original side: displays alternative scanned image options for page layout [default = 1-SIDED/PORTRAIT]

More Options - Page 3

  • Color/Black: displays alternative scanned image colour formats [default = AUTO DETECT]
  • Notification: displays alternative scanned image notifications settings when scanning [default = DO NOT NOTIFY]
  • Job Build: displays an option to allow different sets of originals to be scanned as separate segments and then combined into one job [default = JOB BUILD OFF]
  • Original Size: displays alternative scanned image page format when scanning [default = ANY SIZE]
  • Image Adjustment: displays alternative scanned image settings when scanning [default = DEFAULT]
  • Cropping Options: displays alternative scanned image cropping settings when scanning [default = DO NOT CROP]

More Options - Page 4

  • Edge Erase: displays alternative scanned image edge sizes to be configured [default = DEFAULT]
  • Blank Page Suppression: displays alternative scanned image settings for any blank pages [default = DISABLED]

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