How to Use Your Ricoh Printer to Scan to Email

There are a few different models of Ricoh printer in the college and the instructions offered here may not exactly match your assigned unit. Refer to the Ricoh Manual Page for more assistance. Ricoh online user manuals are here , select your model and click Go.

Scan Documents Directly To Email

Most Ricoh devices have a built in scanner which you can use to scan in document pages and graphics.
The device must have the scanner feature enabled.   Use your existing PIN  with your assigned Ricoh Device.
Note that most of the Ricohs are black and white and very few have color capacity.

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At the Printer/Scanner

Step 1 - Go to your assigned Ricoh printer and select Scanner on the left side.

Step 2 - Enter your code on the numeric keypad then use the touch screen to click the '#' or 'OK'. This is the same code you were assigned for general Ricoh printing.

Step 3 - Place the sheet(s) to be scanned faceup in the sheet feeder. Select your settings for scanning to email. Depending on the Ricoh model you're using, the button location and combinations will vary. You may not need to use all settings listed below.

A. Select Scan to Email because Scan to Folderstores the file in the printer's hard drive for later use. The button switches modes.

B. Choose single sided scan or double sided.
       

C. Choose original feed type for orientation. Original Feed Type - May also include the 1sided/2sided function.
     

D. Choose file name/type File name and type
     

E. Specify destination(s) Destination Email Address

F. Specify the Senders Name
     

G. Choose Return Receipt if you want to be notified when the email is opened. Clicking the button will darken it to indicate the feature is turned on.
     

H. Specify subject and email message. Enter information for the person receiving the image. If you don't enter an email subject it will be blank or a budget code.
     

I. Scan settings - Configure the scan quality.

Step 4. When ready, press the large green Start button on the right side.

Step 5. Log off of the device and go back to your workstation. Hold the Clear Modes and Clear/Stop buttons for 1 second to log off or to reset options. Be sure to log out or your account could be misused. These buttons can also reset any setting changes you have made.

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Back At Your Desk

Step 6 - Open your email and look for an email from "Algscan@algonquincollege.com "or from your budget code (ie 282R) the subject may be blank.It will have an attachment with your scanned image that can be saved and used in your documents. See the note below about OCR.

In the unlikely event that your scan failed as you sent the file your email address you will simply not receive it.  If you do receive it you know that the scan has worked.

Things to Know

• Don't forget about copyright regulations. You may be reproducing work which is copyrighted and requires permission to copy it.
• Remember that you can only send 10MB at a time through email. If it fails try breaking the job into smaller portions.
• OCR - If you are scanning text you will not be able to edit it because it is a picture of the text versus actual letters and numbers. If you want to edit the text you must run it through an Optical Character Recognition (OCR) process.
  What is OCR? To perform OCR on this image go here.
• You must have already entered your printer code in the software for this to work. See Printer Codes