Xerox DocuMate 4440 User Manual
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Xerox DocuMate 4440 User Manual

Xerox scanner user's guide
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One Touch 4.6
March 2011
05-0816-000
Xerox
DocuMate
4440
®
®
User's Guide

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Summary of Contents for Xerox Xerox DocuMate 4440

  • Page 1: Xerox Documate

    One Touch 4.6 March 2011 05-0816-000 Xerox DocuMate 4440 ® ® User’s Guide...
  • Page 2 ® ® ® Design © 2011 Xerox Corporation. All rights reserved. XEROX , XEROX and Design and DocuMate are registered trademarks of Xerox Corporation in the United States and/or other countries. Content © 2011 Visioneer, Inc. All rights reserved. The Visioneer brand name and OneTouch® logo are registered trademarks of Visioneer, Inc.

  • Page 3: Table Of Contents

    The Xerox DocuMate 4440 Scanner ........
  • Page 4 Scanning to Multiple Destinations ............112 Xerox DocuMate 4440...
  • Page 5 Xerox DocuMate 4440 Specifications ........
  • Page 6 Energy Star for the USA ..............175 Index Xerox DocuMate 4440 User’s Guide...

  • Page 7: Safety

    • Electrical Information on page 10 • Emergency Power Off on page 11 • Maintenance Information on page 12 • Product Safety Certification on page 13 • Environmental Health and Safety Contacts on page 14 Xerox DocuMate 4440 User’s Guide...

  • Page 8: Safety Introduction

    Please read the following instructions carefully before operating the machine and refer to them as needed to ensure the continued safe operation of your machine. Your Xerox product and supplies have been designed and tested to meet strict safety requirements. These include safety agency evaluation and certification, and compliance with electromagnetic regulations and established environmental standards.

  • Page 9: Operational Safety Information

    Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards. To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times: Do These •...

  • Page 10: Electrical Information

    Plug the power cable directly into a correctly grounded electrical outlet. If you are not sure whether or not an outlet is correctly grounded, consult an electrician. Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal.

  • Page 11: Emergency Power Off

    Emergency Power Off If any of the following conditions occur, turn off the machine immediately and disconnect the power cable(s) from the electrical outlet(s). Contact an authorized Xerox Service Representative to correct the problem: • The equipment emits unusual odors or makes unusual noises.

  • Page 12: Maintenance Information

    Do not perform any maintenance procedures unless you have been trained to do them by an authorized local dealer or unless a procedure is specifically described in the user manuals. Xerox DocuMate 4440 User’s Guide...

  • Page 13: Product Safety Certification

    Product Safety Certification This product is certified by the following Agency using the Safety standards listed: Agency Standard Underwriters Laboratories Inc. UL60950-1 (USA) CSA 22.2 No. 60950-1 (Canada) IEC 60950-1 Xerox DocuMate 4440 User’s Guide...

  • Page 14: Environmental Health And Safety Contacts

    Environmental Health and Safety Contacts Contact Information For more information on Environment, Health, and Safety in relation to this Xerox product and supplies, please contact the following customer help lines: USA & Canada: 1-800-828-6571 Europe: +44 1707 353 434 Xerox DocuMate 4440...

  • Page 15: Welcome

    • Documentation on page 18 • The Xerox DocuMate 4440 Scanner on page 19 Your new Xerox scanner can quickly scan stacks of single-sided or double-sided pages and place their electronic images on your computer. Xerox DocuMate 4440 User’s Guide...

  • Page 16: What's In The Box

    What’s in the Box Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner. Xerox DocuMate 4440 Scanner ADF Pad USB Cable Power Supply Power Cord Windows™ Quick Install Guide...

  • Page 17: System Requirements

    The recommended settings for your monitor are: • Color quality of 16-bit or 32-bit • Resolution set to at least 800 x 600 pixels Refer to your Windows documentation for instructions on setting the color quality and resolution for the monitor. Xerox DocuMate 4440 User’s Guide...

  • Page 18: Documentation

    • OmniPage User’s Guide—On the Installation Disc; contains detailed feature and configuration information for the OmniPage software. • Virtual ReScan User’s Guide—On the Installation Disc; contains detailed feature and configuration information for the VRS software. Xerox DocuMate 4440 User’s Guide...

  • Page 19: The Xerox Documate 4440 Scanner

    The Xerox DocuMate 4440 Scanner Input Tray Paper Guides ADF Cover Automatic Release Document Feeder Control Panel Output Tray Power Jack USB Port Input Tray—Holds the documents in the Automatic Document Feeder for scanning. Paper Guides—Guides adjust to support various document widths.
  • Page 20 Power jack—Connects the power cord to the scanner. Universal Serial Bus (USB) port—Connects the scanner to the computer. Xerox DocuMate 4440 User’s Guide...

  • Page 21: Scanner Setup

    Scanner Setup This chapter includes: • Unpack and Assemble the Scanner on page 22 • Connect the Scanner Power Cord on page 25 Xerox DocuMate 4440 User’s Guide...

  • Page 22: Unpack And Assemble The Scanner

    Remove the scanner from its protective foam and plastic bag. Remove any shipping tape from the scanner, input tray and output tray. Lift the input tray up from the scanner. Unfold the input tray extension from the input tray. Xerox DocuMate 4440 User’s Guide...
  • Page 23 Make sure the bottom of the tray is down all the way before scanning. If the tray isn’t fully seated in position, paper feeding from the input tray may jam in the scanner. Flip open the output tray extension. Xerox DocuMate 4440 User’s Guide...
  • Page 24 Open the ADF cover and carefully remove any foam particles that may have gotten inside it. Close the scanner cover. Xerox DocuMate 4440 User’s Guide...

  • Page 25: Connect The Scanner Power Cord

    Note: Only use the power supply (HEG42-240200-7L made by HiTron) included with your scanner. Connecting any other type of power supply may damage your scanner, and will void its warranty. Plug the power cord into the power supply and into a wall outlet. Xerox DocuMate 4440 User’s Guide...
  • Page 26 Xerox DocuMate 4440 User’s Guide...

  • Page 27: Installation

    28 • Install the Software and Connect the Scanner on page 29 • Register Your Scanner on page 36 • Installing Additional Applications on page 37 • View the User Guides on page 39 Xerox DocuMate 4440 User’s Guide...

  • Page 28: Before You Begin

    If you already have a scanner connected to your computer, it is recommended that you remove that scanner’s driver program prior to installing your Xerox scanner. You can remove these programs from the Windows Control Panel. Please refer to the user manual provided with your other scanner hardware for instructions about removing the driver and software for that unit.

  • Page 29: Install The Software And Connect The Scanner

    Install the Software and Connect the Scanner The installation disc contains the necessary driver, and scanning software, to use your Xerox scanner. To install the software: Start Microsoft Windows and make sure that no other applications are running. Insert the installation disc into your computer’s DVD-ROM drive.
  • Page 30 Make sure the boxes for Scanner Driver and Visioneer One Touch are selected, as well as any other applications you want to install. Note: The software provided with your scanner may differ slightly from the list shown in the window. Click Install Now. Xerox DocuMate 4440 User’s Guide...

  • Page 31: Installing The Scanner Driver

    The Welcome to the Xerox DocuMate Setup Wizard opens. Click Next. On the Xerox License Agreement window, read the license agreement. If you accept the terms, select I Agree then click Next. If you choose not to accept the license agreement, the installation will terminate and the scanner driver will not be installed.
  • Page 32 Select the option that looks best to you and click Next. STOP when you see the “Complete the installation by connecting your hardware” window. Do NOT click OK yet. Leave the window open and proceed to the next section. Xerox DocuMate 4440 User’s Guide...

  • Page 33: Connect The Usb Cable And Turn On The Power

    Your computer recognizes that a scanner has been plugged into the USB port and automatically loads the appropriate software to run the scanner. If your computer is running Windows version XP or later, you will see a message similar to the one below. Xerox DocuMate 4440 User’s Guide...
  • Page 34 To see a quick overview about accessing and navigating the One Touch Button Panel, click More. Click OK to complete the installation process. Click Close on the Installation Complete window to close and exit the driver installer. Xerox DocuMate 4440 User’s Guide...

  • Page 35: Installing One Touch

    If you selected other software to install from the DVD the installation for that software will automatically start after you click Close on the Installation Complete window. Follow the instructions on-screen to install each application you selected. Xerox DocuMate 4440 User’s Guide...

  • Page 36: Register Your Scanner

    Press Enter on your computer’s keyboard or click the option on screen to go to the web address. When the Xerox scanners web page loads click on Register Your Product. Fill in the registration form, all required fields have an asterisk (*).

  • Page 37: Installing Additional Applications

    Logical Form Recognition™ (LFR) technology. Advanced security features quickly OmniPage turn office documents and forms into over 30 different PC applications for editing, searching and sharing. Custom workflows handle large volumes of documents, and you can use its tools to print to PDF. Xerox DocuMate 4440 User’s Guide...
  • Page 38 Please install the ISIS driver packaged with your scanner." This is not an error, please disregard this message and click OK. The Kofax VRS Certified ISIS® driver is installed correctly when you install it with your Xerox DocuMate scanner.

  • Page 39: View The User Guides

    From either of these user guide windows, click on the User guide menu button to return to the main user guide window, then select the other documentation section to view the user guides. Scanner documentation window Software documentation window Xerox DocuMate 4440 User’s Guide...
  • Page 40 When you’re finished, click Main Menu to return to the Main Menu window and click Exit. Remove the installation disc and store it in a safe place. That’s it! Installation is finished and your Xerox DocuMate 4440 is ready to scan. Xerox DocuMate 4440...

  • Page 41: Loading Documents To Scan

    Staples and paper clips can jam the feed mechanism and scratch the internal components. Also remove any labels, stickers, or Post-It™ notes that may come off during the scanning process and get stuck in the scanner. Misuse as described here will void your scanner’s warranty. Xerox DocuMate 4440 User’s Guide...

  • Page 42: Scanning From The Automatic Document Feeder (Adf)

    Fan the edges of the paper to make sure none of the pages are stuck together. Adjust the paper guide for the width of paper, and make sure the input and output trays are fully extended. Xerox DocuMate 4440 User’s Guide...
  • Page 43 Load the documents face down with their tops into the Automatic Document Feeder. You can now scan the documents using the scanner buttons, One Touch, or one of the other scanning interfaces. Xerox DocuMate 4440 User’s Guide...

  • Page 44: Scanning Interfaces

    Scanning Interfaces If you selected the recommended installation, then you have several different options to scan with your Xerox DocuMate 4440 scanner. Each method scans equally well, so use the one with appropriate options for the item you are scanning.
  • Page 45 ISIS Interface—This option uses the ISIS interface for scanning. Select the ISIS scan settings, put the document in the scanner, then click the Preview Scan button in the ISIS window. See Scanning from ISIS on page 147. Xerox DocuMate 4440 User’s Guide...
  • Page 46 Xerox DocuMate 4440 User’s Guide...

  • Page 47: Scanning And Configuring One Touch

    • Changing the Hardware Settings on page 135 Based on the recommended full installation of the scanner driver and the Visioneer One Touch software, One Touch is your main scanning interface for using the scanner. Xerox DocuMate 4440 User’s Guide...
  • Page 48 (such as Email) and the icon of the destination (called the Destination Application) where the images will be sent when scanning is finished. The One Touch button panel shows which application the button is configured to send images to. Xerox DocuMate 4440 User’s Guide...

  • Page 49: Default One Touch Settings

    Imperial standard paper sizes such as 8.5” x 11”. • If Metric is the selected measurement, the default page size in each profile is based on the ISO 216 standard and the majority of the profiles will default to A4. Xerox DocuMate 4440 User’s Guide...

  • Page 50: Scan From The One Touch Button Panel

    The One Touch panel is your on-screen set of controls for the scanner. From the panel you can access the hardware settings for your scanner and configure the Scan button. Click on the One Touch icon to open the panel. The Button View The Detail View The Hardware View Xerox DocuMate 4440 User’s Guide...
  • Page 51 Single-click on the detailed information to open the One Touch Properties. The Hardware View • Left-click on the scanner icon to return to the Button view. • Right-click on the scanner icon to open the scanner’s hardware properties. Xerox DocuMate 4440 User’s Guide...

  • Page 52: Changing The Button Settings

    Select a file format in the Select format panel. The formats are based on the type of Destination Application you select. The icon names indicate their file types. See File Formats on page 65 for more information about the available formats. Xerox DocuMate 4440 User’s Guide...
  • Page 53 Edit or Delete to change or remove them. OK/Cancel/Apply buttons—OK accepts any changes and closes the window. Apply accepts any changes but leaves the window open so you can continue making additional changes. Cancel closes the window without accepting any changes. Xerox DocuMate 4440 User’s Guide...

  • Page 54: Selecting Options For One Touch

    SMTP server without opening an email client application. • Storage and CD-R/W is for scanning directly to a folder on the computer, server, FTP server, SharePoint site, or to the Windows CD temp directory for burning the files to a CD. Xerox DocuMate 4440 User’s Guide...
  • Page 55 These tokens include counting numbers, date and time values, number of pages scanned, and so on. If the button name is not unique, you will see an on- screen notification that a {BatchID} and/or {#b} will be inserted into the name. Xerox DocuMate 4440 User’s Guide...
  • Page 56 As each destination application link is different, there is no standard filename type you can create to use for all destinations. If you scan and the images are not grouped in the file(s) as needed, try deselecting “Use custom file naming” and then scan again. Xerox DocuMate 4440 User’s Guide...

  • Page 57: Scan Configurations

    We also recommend that you keep those configurations locked so they are not inadvertently deleted. That way, you will always have the factory-settings available. If you do delete or edit them, and want to get the factory pre-sets back again, you will need to uninstall then re-install your scanner. Xerox DocuMate 4440 User’s Guide...

  • Page 58: Scan Settings Tab

    Resolution—Drag the slider to the right or left to adjust the dots per inch (dpi) of the resolution. The higher the dpi setting, the sharper and clearer the scanned image. However, higher dpi settings take longer to scan and produce larger files for the scanned images. Xerox DocuMate 4440 User’s Guide...

  • Page 59: Page Settings Tab

    This option is only available if the scanner supports this feature. Always use the paper guides on the scanner so the page is not skewed. Skewed pages may not crop properly. Xerox DocuMate 4440 User’s Guide...
  • Page 60 6. When Skip Blank Originals is enabled, and 2 of the 3 pages in the stack are blank on one side, the total number of images counted is 4 not 6. Xerox DocuMate 4440 User’s Guide...

  • Page 61: Advanced Settings Tab

    Gamma value, the values at which saturation, hue, brightness and contrast affect the image are changed. It is recommended that you keep the default Gamma value or adjust this setting before adjusting the other options. This option is available for both Color and Grayscale scanning. Xerox DocuMate 4440 User’s Guide...

  • Page 62: Redaction Settings Tab

    Front—This is the Simplex side of the page. The area(s) specified for the Front will only apply to the Simplex side of the page when scanning in Duplex. Therefore, if you scan 4 double-sided pages, the resulting image file(s) will have redacted areas on pages 1, 3, 5, and 7. Xerox DocuMate 4440 User’s Guide...
  • Page 63 Windows color palette. Select the color you want then click on OK. The color you selected will now display in the Color field on the Redaction Settings tab. Xerox DocuMate 4440 User’s Guide...
  • Page 64 If Autorotate 90 is selected, redaction occurs after the page has been rotated. When inputting the position and area for redaction, use the measurements of the page in the landscape position. Click the name to toggle between inches and millimeters. Xerox DocuMate 4440 User’s Guide...

  • Page 65: File Formats

    Create single image files. Note that this option is automatically selected and disabled if you have selected a format that only supports single pages, such as BMP, PNG, GIF, JPG, or JP2. Xerox DocuMate 4440 User’s Guide...

  • Page 66: Image Formats

    When scanning in color, it produces a file of similar quality and size to a BMP file. However, when scanning in Black & White, the TIF compression produces the smallest file size of all the image types without losing image quality. TIFF also supports multi-page image files. Xerox DocuMate 4440 User’s Guide...
  • Page 67 Other buttons that have JPG selected as the file format are not affected, so you can set the JPG file size/image quality independently for each button. Click OK or Apply on the One Touch Properties window. Xerox DocuMate 4440 User’s Guide...

  • Page 68: Text Formats

    Select a text format for documents with text or numbers, such as a business letter, report, or spreadsheet. The text format icon has several file formats available, depending on the Destination Application you select. Xerox DocuMate 4440 User’s Guide...
  • Page 69 Right-click on the text format icon. The menu options depend on the type of Destination Application you select. Choose the file type that you want for the text format. Click OK or Apply on the One Touch Properties window. Xerox DocuMate 4440 User’s Guide...

  • Page 70: Configure Before Scan

    Click the button you set up to use Configure Before Scan. The TWAIN Interface opens. Choose your scan settings, such as the Picture Type of Color, Grayscale or Black & White, Resolution in DPI, and Page Size. Xerox DocuMate 4440 User’s Guide...
  • Page 71 Instead of having to re-scan the entire batch, you can stop the current scan, change the picture type from Black & White to Color, then restart the scanning without losing the pages already scanned. Xerox DocuMate 4440 User’s Guide...

  • Page 72: Open Scanned Document(S)

    Windows documentation for instructions on associating file types. • When scanning to multiple destinations, the scanned file is still sent to the other selected destination application(s) in One Touch. Xerox DocuMate 4440 User’s Guide...

  • Page 73: Transfer To Storage

    Storage Options tab and use this window to set a configuration to scan to a different folder than the one selected in the Link Properties window. Changing the options in this window only affects the configuration you are creating or modifying. All other configurations will retain their settings for this destination. Xerox DocuMate 4440 User’s Guide...

  • Page 74: Setting The Folder From Windows

    When One Touch was installed, a storage option was added to the right-click menu of your Windows folders. This menu option allows you to set the Transfer to Storage folder location without opening One Touch first. Right-click on the folder you want set as the scan destination. Xerox DocuMate 4440 User’s Guide...

  • Page 75: Scanning To Multiple Folders

    Then switch to another scan configuration and scan the next set of documents to store them in their folder. Setting up multiple folders for transfer to storage Using Microsoft Windows, create the folders that you want to use for storing scanned items. Xerox DocuMate 4440 User’s Guide...
  • Page 76 To help you remember which folder it is, give the new configuration a name that indicates the folder name, such as “Business Receipts.” Click the Scan Settings, Page Settings, and Advanced Settings tabs, and select the settings you want. Click the Storage Options tab. Click the Browse button. Xerox DocuMate 4440 User’s Guide...
  • Page 77 11. Click OK. The new configuration is now listed as a Transfer to Storage configuration. 12. Repeat the process to create additional new configurations, such as one named “Personal Receipts.” Note: Make sure to designate separate folders as the Storage Locations for each new configuration. Xerox DocuMate 4440 User’s Guide...
  • Page 78 When scanning is complete, insert the next set of documents in the scanner, then press the second button you set to scan documents and transfer them to storage. When scanning is finished, the documents are stored in the two separate folders. Xerox DocuMate 4440 User’s Guide...

  • Page 79: Burn To Cd-Rom

    The scanner will start scanning. When finished the file will be saved to the Windows temporary location for CD files. An information bubble will appear in the Windows notification area telling you that there are files waiting to be burned to CD. Xerox DocuMate 4440 User’s Guide...
  • Page 80 Click the Burn to CD button. The CD burner begins and your scanned documents are written to the CD. If other files are also waiting in this location, they will get written with the One Touch files on the Xerox DocuMate 4440 User’s Guide...

  • Page 81: Printer Or Fax

    The Properties button will be disabled in One Touch as there are no global properties for this type of destination. Select a printer or fax device, in the Select destination list, then open a Scan Configuration to modify the settings for the device you selected. Xerox DocuMate 4440 User’s Guide...
  • Page 82 For example, if the device is your printer, the dialog box is your printer’s setup settings. Note: When scanning to multiple printers and/or faxes, select the specific device, you want to configure the Advanced features for, from the list before clicking on the Advanced... button. Xerox DocuMate 4440 User’s Guide...

  • Page 83: Paperport

    PaperPort tab and use this window to set a configuration to scan to a different folder than the one selected in the Link Properties window. Changing the options in this window only affects the configuration you are creating or modifying. All other configurations will retain their settings for this destination. Xerox DocuMate 4440 User’s Guide...
  • Page 84 The selected folder in this list is where the scanned file will be saved when PaperPort is open and the One Touch option Scan to the current PaperPort folder is selected. Xerox DocuMate 4440 User’s Guide...

  • Page 85: Sharepoint

    Click on the SharePoint tab and fill in the fields with the information for your SharePoint site. • Protocol—Select which protocol you want to use to transfer the scan to the server. Xerox DocuMate 4440 User’s Guide...

  • Page 86: Sharepoint Link Log Viewer

    The One Touch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to View logs for and select SharePoint Link from the list to display the transfer history for the SharePoint link only. Xerox DocuMate 4440 User’s Guide...
  • Page 87 Click on the Properties button to open the Log Viewer from the SharePoint One Touch Link Properties window. There are no global configuration properties for the SharePoint destination application, all configuration is done using the Scan Configuration Properties window as described in the previous section. Xerox DocuMate 4440 User’s Guide...

  • Page 88: Ftp Transfer

    Protocol—Select which protocol you want to use to transfer the scan to the server. • Host—Input the internet or intranet path of the server where you want to send the scanned documents. you do not need ftp:// at the beginning. For example, ftp.company.com Xerox DocuMate 4440 User’s Guide...

  • Page 89: Ftp Link Log Viewer

    After you address the failure indicated in this log file, you can click the Retry button to resend the document to the server. Xerox DocuMate 4440 User’s Guide...
  • Page 90 Click on the Properties button to open the Log Viewer from the FTP One Touch Link Properties window. There are no global configuration properties for the FTP destination application, all configuration is done using the Scan Configuration Properties window as described in the previous section. Xerox DocuMate 4440 User’s Guide...

  • Page 91: Smtp

    Host—Input the internet or intranet path of the server where you want to send the scanned documents. For example, smtp.company.com • Port—Input which port to use with the selected protocol. Changing the selected protocol will reset this value to the appropriate default for the protocol. Xerox DocuMate 4440 User’s Guide...

  • Page 92: Smtp Link Log Viewer

    After you address the failure indicated in this log file, you can click the Retry button to resend the document to the server. Xerox DocuMate 4440 User’s Guide...
  • Page 93 Click on the Properties button to open the Log Viewer from the SMTP One Touch Link Properties window. There are no global configuration properties for the SMTP destination application, all configuration is done using the Scan Configuration Properties window as described in the previous section. Xerox DocuMate 4440 User’s Guide...

  • Page 94: Email Applications

    Internet Options of Internet Explorer. Click on the email application that is in the list, then click on the Properties button to launch the Email One Touch Link Properties window to change the email application. Xerox DocuMate 4440 User’s Guide...

  • Page 95: Email Properties

    If you changed the email application Internet Explorer, and it does not immediately appear in the Select destination list, click the Refresh button to update the destination list in One Touch. Xerox DocuMate 4440 User’s Guide...

  • Page 96: Text Editors

    One Touch. Note that if you recently installed an application, click the Refresh button to see if One Touch will automatically configure the link before you try adding it manually. Xerox DocuMate 4440 User’s Guide...

  • Page 97: Text Documents Properties

    This could occur if you scanned a photograph with a scanner button set for text applications. • Show message if text recognition failed—A message will open on the screen if the OCR reader does not detect text in the image. Xerox DocuMate 4440 User’s Guide...

  • Page 98: Adding Text Editor Applications To One Touch

    When you select the application using the Browse button, steps 1 and 2 on the dialog box are automatically filled in, and the application icon appears in step 3. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the One Touch Destination List. Xerox DocuMate 4440 User’s Guide...
  • Page 99 When you are done making changes in this window, click the Add button to accept the changes and close the window. Click OK on the Link Properties window. Click Refresh on the One Touch Properties window and the new application should now be available. Xerox DocuMate 4440 User’s Guide...

  • Page 100: Creating An Html Web Page From Your Scanned Documents

    Microsoft Internet Explorer, or other web browser you scanned to, then opens showing your converted page. The application’s URL field shows the location where One Touch saved the HTML files for you to locate and post to your website. Xerox DocuMate 4440 User’s Guide...

  • Page 101: Still Image Client

    Open the One Touch Properties window, and select Still Image Client as the Destination Application. Choose a Scan Configuration and click OK. Start scanning using the button you selected for event forwarding. Xerox DocuMate 4440 User’s Guide...
  • Page 102 Click on OK when you are done making changes to this window. Now when you scan with Event Forwarding you will either be prompted to choose an application, or the default application you selected will open. Xerox DocuMate 4440 User’s Guide...

  • Page 103: Image Editors

    From this window you can add an application and set additional document handling options. Note that if you recently installed an application, click the Refresh button to see if One Touch will automatically configure the link before you try adding it manually. Xerox DocuMate 4440 User’s Guide...

  • Page 104: Image Documents Properties

    • Convert Bitmaps to JPEG—JPEG files can be compressed to produce smaller file sizes and, therefore, shorter transmission times. Use this option to provide that compression capability to image files. Xerox DocuMate 4440 User’s Guide...

  • Page 105: Adding Image Editor Applications To One Touch

    When you are done making changes in this window, click the Add button to accept the changes and close the window. Click OK on the Link Properties window. Click Refresh on the One Touch Properties window and the new application should now be available. Xerox DocuMate 4440 User’s Guide...

  • Page 106: Pdf Applications

    Please note that any PDF application you add manually to One Touch will be classified as a “Text Based Link.” These applications will only show in the destination list when Text editing applications are enabled. Xerox DocuMate 4440 User’s Guide...
  • Page 107 When you select the application using the Browse button, steps 1 and 2 on the dialog box are automatically filled in, and the application icon appears in step 3. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the One Touch Destination List. Xerox DocuMate 4440 User’s Guide...
  • Page 108 When you are done making changes in this window, click the Add button to accept the changes and close the window. 10. Click OK on the Link Properties window. 11. Click Refresh on the One Touch Properties window and the new application should now be available. Xerox DocuMate 4440 User’s Guide...

  • Page 109: Send To Application

    Link Properties window. Changing the options in this window only affects the configuration you are creating or modifying. All other configurations will retain their settings for this destination. Xerox DocuMate 4440 User’s Guide...
  • Page 110 The scanner starts scanning and, when finished, sends the scanned file to the application you selected. Technical note After configuring this link, you may need to click Refresh in the One Touch Properties window to • show the correct application icon in the Select destination list. Xerox DocuMate 4440 User’s Guide...
  • Page 111 This unique file is created at scan time and contains a list of every image in the scan job. Only select this option if you are sure that the application you are scanning to can use the job file to accept image transfer. Xerox DocuMate 4440 User’s Guide...

  • Page 112: Scanning To Multiple Destinations

    Click each destination where you want to send the scanned image in the Selected destinations (#) list. Click again to deselect a destination. As you click on each destination, the Selected destinations number will count so you know how many applications are selected to receive the image. Xerox DocuMate 4440 User’s Guide...
  • Page 113 For example, if you scan to a printer and to email, only the BMP file format will be available as printers can only receive an uncompressed image format. All other image formats and all text formats will be disabled until you deselect the printer. Xerox DocuMate 4440 User’s Guide...
  • Page 114 The scanner starts scanning and when finished, the image is sent to each destination you selected in the One Touch Properties window. Technical Note • The Still Image Client destination cannot be used with multiple destination scanning. This destination will be disabled when the Enable scanning to multiple destinations is selected. Xerox DocuMate 4440 User’s Guide...

  • Page 115: Scanning With Job Separation

    Click on the Options tab in the One Touch Properties window. Click on the down arrow next to the Select Button list to select the button you want to modify. Note that the options in this window are specific to each One Touch button. Xerox DocuMate 4440 User’s Guide...
  • Page 116 When scanning is finished, each file will be sent to the destination location or application you have selected on the button tab. Technical Note • When Instant delivery is also selected on the Options tab, each file will be sent as it is created. Xerox DocuMate 4440 User’s Guide...
  • Page 117 For example, if you scan 12 pages and 3 are blank, the total number of images counted for the job separation will be 9 not 12. Xerox DocuMate 4440 User’s Guide...

  • Page 118: Scanning With Optical Character Recognition (Ocr)

    The One Touch OmniPage Module or the OmniPage Pro software must be installed on your computer in order to use the OCR options with the One Touch software and your Xerox scanner. The One Touch OmniPage Module was automatically installed when you installed your driver from the installation disc.

  • Page 119: Text Formats

    The specific file format is the file name extension on the text format icon. The specific text format; this example is for Rich Text Format (.rtf). To select a file type for the text format: Select the Destination Application. Xerox DocuMate 4440 User’s Guide...
  • Page 120 Excel Spreadsheet—The .xls file format used by Microsoft Excel. HTML Document—The .htm file format used to create web pages. Searchable PDF—The .pdf file format used by Adobe Acrobat. This format converts scanned text into PDF with an invisible text layer for searching. Xerox DocuMate 4440 User’s Guide...
  • Page 121 Scans with Use MRC selected may take slightly longer to complete the processing. Select Use MRC for documents with harder-to-read text or lower-quality graphics to get the best possible scan output image. The Use MRC option is available for sPDF and PDF. Xerox DocuMate 4440 User’s Guide...

  • Page 122: Selecting One Touch Omnipage Ocr Options

    Select a Destination Application that has one of the text format file types as the page format, such as Microsoft Word or WordPad. Right-click on the page format icon to see the menu. Choose OCR Options from the menu. The OCR Properties window opens with the OCR tab selected. Xerox DocuMate 4440 User’s Guide...

  • Page 123: The Ocr Tab

    The OCR engine does not automatically correct misspelled words that were present in the original document. When dictionaries are selected, the terms in those dictionaries are used to check the spelling. If this is option is not selected, User Dictionaries and Professional Dictionaries cannot be selected. Xerox DocuMate 4440 User’s Guide...

  • Page 124: Creating Your Own Dictionaries

    These options will now apply to the OCR processing when you select any text format as the page format. Creating Your Own Dictionaries You can create multiple dictionaries for your personal use. For example, you might have different dictionaries for separate work projects, especially if each project uses different acronyms and terminology. Xerox DocuMate 4440 User’s Guide...
  • Page 125 Now open the OCR Options window. On the OCR Options window, click the button next to the menu arrow. The User Dictionary Files window opens and shows the available dictionaries. MyDictionary is an example of a user dictionary. Xerox DocuMate 4440 User’s Guide...

  • Page 126: Editing User Dictionaries

    It does not affect the original text file you created with the list of words. Editing User Dictionaries Once a dictionary has been added to the list of user dictionaries, its list of words can be edited. Xerox DocuMate 4440 User’s Guide...
  • Page 127 Select the file that has the words you want to add to your user dictionary. Importing will add the entire list of words in a file to the user dictionary. Click Import. The file’s words will be added to your user dictionary list. Xerox DocuMate 4440 User’s Guide...

  • Page 128: The Format Tab

    The file is exported as a formatted dictionary with the .ud filename extension so it can be opened by other programs. The Format Tab The options on the Format tab window are for setting the input and output formats for the scanned documents. Xerox DocuMate 4440 User’s Guide...
  • Page 129 • No Formatting (NF)—The document will be plain text, one column, left-aligned in a single font and font size. You can then export the plain text to nearly all file types and target applications. Xerox DocuMate 4440 User’s Guide...
  • Page 130 The Spreadsheet output option is only available for documents scanned with the XLS format. Click OK or Apply. These options will now apply to the OCR processing when you select any text format as the page format. Xerox DocuMate 4440 User’s Guide...

  • Page 131: One Touch With Kofax Vrs Technology

    One Touch with Kofax VRS Technology The One Touch software you received with your Xerox scanner now includes the Kofax® Virtual ReScan® (VRS™) technology. This application has a set of features for improving and enhancing the quality of scanned documents, especially documents that would usually produce poorer quality images.
  • Page 132 AutoDeskew—Select this option to have the software automatically determine if a page is skewed, then straighten its image. If the page is scanned at too great an angle, the image may not straighten correctly. In that case, re-scan the page. Xerox DocuMate 4440 User’s Guide...

  • Page 133: The Professional Features

    AutoCrop, AutoDeskew, or Edge Cleanup is selected on the VRS Settings tab. The Professional Features If you upgrade your scanner’s VRS software to the VRS Professional version, the Professional Features shown at the bottom of the window become active. Xerox DocuMate 4440 User’s Guide...
  • Page 134 This option recognizes a document’s background color and makes sure it is a smooth, solid color. Background Smoothing is not available for Black&White scan configurations. Xerox DocuMate 4440 User’s Guide...

  • Page 135: Changing The Hardware Settings

    Changing the Hardware Settings Right-click on the One Touch icon and choose Show Hardware from the pop-up menu. The Hardware Properties dialog box opens and shows information about your Xerox scanner. Xerox DocuMate 4440 User’s Guide...
  • Page 136 Lamp On and Lamp Off—click the Lamp On or Lamp Off buttons to immediately turn the scanner lamp on or off. • Reset Device—click the Reset Device button reset the power saving options back to the defaults. Click OK to save the changes and close the dialog box. Xerox DocuMate 4440 User’s Guide...

  • Page 137: Scanning From Twain

    One Touch configuration you are using is set to Configure Before Scan, and the selected option is TWAIN, the TWAIN interface opens right away when pressing the button on your scanner without opening any other TWAIN-compliant software first. Xerox DocuMate 4440 User’s Guide...

  • Page 138: Accessing The Twain Interface

    Setup Wizard. • Adobe Software: Depending on the application you can “Create a file” then select the scanner as your creation source, or “Import a Picture” and select the scanner as your import from source. Xerox DocuMate 4440 User’s Guide...

  • Page 139: Scanning With The Twain Interface

    Scanning with the TWAIN Interface The TWAIN interface lists the scanning options available with your Xerox DocuMate scanner. Load the documents face down with the top of the pages inserted into the Automatic Document Feeder. Adjust the settings in the TWAIN interface for the item you are scanning.

  • Page 140: The Options In The Twain Interface

    This option is only available at lower resolutions. • Define page size—Click this option to activate the Define button. Then click the Define button to see the Define page size dialog box for selecting a specific page size. Xerox DocuMate 4440 User’s Guide...
  • Page 141 AutoScan on document insertion—AutoLaunch™ technology senses when an item is inserted in the scanner and starts scanning immediately. If this option is not selected, the scanner waits for you to click the Scan button in the TWAIN interface. Xerox DocuMate 4440 User’s Guide...
  • Page 142 Xerox DocuMate 4440 User’s Guide...

  • Page 143: Scanning From Wia

    Scanning from Microsoft’s Paint application uses the interface described in this section. Other applications may access the advanced WIA interface available with Windows Vista and Windows 7. Please refer to the Windows help for instructions on using WIA. Xerox DocuMate 4440 User’s Guide...

  • Page 144: Scan Using Wia From Microsoft Paint

    From the File menu choose From Scanner or Camera. The scan window opens. Use this window to select scanning options and start the scan process. Click on the color mode appropriate for the item you are scanning. Place a document in the scanner. Xerox DocuMate 4440 User’s Guide...
  • Page 145 Click on the Scan button in the WIA interface. The scanner starts scanning. The scanned image will appear in Microsoft Paint (or other WIA application you’re using). Xerox DocuMate 4440 User’s Guide...

  • Page 146: Fine Tuning Your Scans

    Higher dpi settings take longer to scan and produce larger files for the scanned images. Picture type—Click the menu arrow and choose the most appropriate type for the item you’re scanning. Click OK. The Custom Settings button is now set to scan with the options you selected. Xerox DocuMate 4440 User’s Guide...

  • Page 147: Scanning From Isis

    You can use the ISIS interface from QuickScan or any other application that will access the ISIS driver. Note that the ISIS interface for each application varies depending on the application. Please refer to that software application’s User Guide for instructions on scanning the ISIS interface. Xerox DocuMate 4440 User’s Guide...

  • Page 148: Accessing The Isis Interface In Quickscan

    The ISIS drivers were installed correctly during the installation of your scanner. The Scanner Selection dialog box will then appear. Select Xerox DocuMate 4440 from the list of scanners and click OK. Your scanner is then ready to work with the ISIS driver.

  • Page 149: Maintenance

    Uninstalling Your Scanner on page 164 • Xerox DocuMate 4440 Specifications on page 165 • Xerox DocuMate 4440 Parts List on page 166 This section contains information about maintenance, troubleshooting, uninstalling, scanner specifications, and spare parts. Xerox DocuMate 4440 User’s Guide...

  • Page 150: Safety Precautions

    Never use aerosol sprays or compressed air, or attempt to lubricate parts with an oil or silicon spray. • Never service the scanner in an area where there are open liquid containers. • Never pour or spill liquid on the scanner or any of its components. Xerox DocuMate 4440 User’s Guide...

  • Page 151: Clearing Paper Jams

    Remove the jammed paper and close the cover. To reduce the number of paper jams, smooth and straighten the paper before scanning, adjust the guides to the paper size, and insert the paper evenly into the ADF Xerox DocuMate 4440 User’s Guide...

  • Page 152: Cleaning The Scanner

    Wet a soft cloth with some Isopropyl rubbing alcohol (95%). Open the Automatic Document Feeder cover. Wipe clean the feed rollers and scanner glass in the scanner body. Feed roller Feed rollers Scan glass Xerox DocuMate 4440 User’s Guide...
  • Page 153 Wipe clean the free rollers, ADF pad, and scanner glass in the under side of the ADF door. Be careful not to snag the cloth on the spring arms of the ADF pad. ADF pad Free rollers Scan glass Close the cover when you’re finished. Xerox DocuMate 4440 User’s Guide...

  • Page 154: Replace The Adf Pad Assembly

    Open the Automatic Document Feeder cover. Squeeze the plastic clamps that hold the pad assembly in place and lift the pad up and out. Reverse the procedure to replace the new pad into its slots. Xerox DocuMate 4440 User’s Guide...

  • Page 155: Replacing The Roller Assembly

    Before replacing the roller you should clean it as excessive dust on the roller will make it appear worn and smooth. You cannot properly diagnose a worn roller until you have cleaned it. Open the Automatic Document Feeder cover. Pull the paper guide away from the scanner. Xerox DocuMate 4440 User’s Guide...
  • Page 156 Remove the roller from the scanner and discard it, it cannot be repaired. Before installing the new roller, clean any dust that may have gotten on it during shipping. Xerox DocuMate 4440 User’s Guide...
  • Page 157 Insert the left end of the new roller assembly into the hole in the ADF cover. Angle the roller into the scanner and align the lock tab with the slot in the scanner. Xerox DocuMate 4440 User’s Guide...
  • Page 158 10. Lift the paper guide up to the back of the scanner and press gently on the paper guide until it snaps into place. 11. Close the scanner when you’re finished. Xerox DocuMate 4440 User’s Guide...

  • Page 159: Troubleshooting

    Make sure Xerox DocuMate 4440 is selected as the scanner. Problem: The scanned images are of poor quality. What do I do? There are various reasons why the scanned image is of poor quality.
  • Page 160 A likely cause is that some driver programs are already installed on your computer for another scanner. Or you previously had another Visioneer or Xerox scanner and that driver program is still on your computer. They are interfering with the installation and One Touch options, and you need to remove those other drivers and re-install your Xerox DocuMate 4440 scanner.
  • Page 161 Problem: With AutoCrop to Original selected, sometimes I get blank pages, or pages with lines. The pages were probably scanned in crooked, or skewed. To use AutoCrop to Original, the pages must be scanned in straight. Adjust the paper guides on the scanner so pages feed in straight. Xerox DocuMate 4440 User’s Guide...
  • Page 162 Problem: The scanner reports a Double Feed error when there is only one page in the scanner. Try cleaning the double feed detection sensor. Dust on the sensor may prevent the sensor from working properly. Double Feed Sensor Double Feed Sensor Xerox DocuMate 4440 User’s Guide...

  • Page 163: Error Light Troubleshooting Codes

    Error Light Troubleshooting Codes The status light indicates the current state of the scanner. Descriptions of the most common patterns are listed below. Contact Xerox Technical Support if you experience a different blinking pattern. Normal Operation • Steady blue: indicates the scanner is ready to scan.

  • Page 164: Uninstalling Your Scanner

    Uninstalling Your Scanner To uninstall the Xerox DocuMate 4440 scanner, remove the scanner software and any other scanning software provided with the scanner. When uninstalling the scanner driver or One Touch, please leave the scanner's USB cable plugged into the computer. Unplug the USB cable from the computer after the software uninstall program closes.

  • Page 165: Xerox Documate 4440 Specifications

    Xerox DocuMate 4440 Specifications Optical resolution 600 dpi Bit depth 24-bit color, 8-bit grayscale, 1-bit bitonal (black & white) Scan method Duplex Automatic Document Feeder (ADF) ADF specifications Maximum item size 8.5" x 38" (216 mm x 965 mm) Minimum item size 3.37"...

  • Page 166: Xerox Documate 4440 Parts List

    Xerox DocuMate 4440 Parts List Please use the following part names and numbers when ordering replacements for your Xerox DocuMate 4440 scanner. Part Name Part Number Roller 57-0137-000 ADF Pad 57-0136-000 USB Cable 35-0102-000 AC Power Cord 35-0226-000 (US) 35-0227-000 (EUR)

  • Page 167: Regulatory Information

    Regulatory Information This chapter includes: • Basic Regulations on page 168 • Copy Regulations on page 170 Xerox DocuMate 4440 User’s Guide...

  • Page 168: Basic Regulations

    Medical (ISM) equipment, the external radiation from ISM equipment may have to be limited or special mitigation measures taken. Changes and modifications to this equipment not specifically approved by Xerox may void the user’s authority to operate this equipment. Shielded cables must be used with this equipment to maintain compliance with FCC regulations.

  • Page 169: Other Regulations

    A full declaration of conformity, defining the relevant directives and referenced standards, can be obtained from your Xerox Limited representative or by contacting: Environment, Heath and Safety The Document Company Xerox Bessemer Road Welwyn Garden City Herts AL7 1HE England, Telephone +44 (0) 1707 353434...

  • Page 170: Copy Regulations

    Further information of these provisions may be obtained from the Copyright Office, Library of Congress, Washington, D.C. 20559. Ask for Circular R21. Certificates of Citizenship or Naturalization. (Foreign Naturalization Certificates may be photographed.) Passports. (Foreign Passports may be photographed.) Immigration Papers. Draft Registration Cards. Xerox DocuMate 4440 User’s Guide...

  • Page 171: Canada

    The above list is provided for your convenience and assistance, but it is not all inclusive, and no liability is assumed for its completeness or accuracy. In case of doubt, consult your solicitor. Xerox DocuMate 4440 User’s Guide...

  • Page 172: Other Countries

    Copyright material or trademarks without the consent of the owner • Postage stamps and other negotiable instruments Note: This list is not inclusive and no liability is assumed for either its completeness or accuracy. In case of doubt, contact your legal counsel. Xerox DocuMate 4440 User’s Guide...

  • Page 173: Compliance Information

    Compliance Information This chapter includes: • Product Recycling & Disposal on page 174 • Energy Star for the USA on page 175 Xerox DocuMate 4440 User’s Guide...

  • Page 174: Product Recycling & Disposal

    Product Recycling & Disposal USA & Canada If you are managing the disposal of your Xerox product, please note that the product contains lamp(s) with mercury, and may contain lead, Perchlorate and other materials whose disposal may be regulated due to environmental considerations. The presence of these materials is fully consistent with global regulations applicable at the time that the product was placed on the market.

  • Page 175: Energy Star For The Usa

    Xerox ENERGY STAR equipment is preset at the factory. Your machine will be delivered with the timer for switching to Power Save Mode from the last copy/print out, set at 15 minutes. A more detailed description of this feature can be found in the Machine Setup Section of this guide.
  • Page 176 Xerox DocuMate 4440 User’s Guide...
  • Page 177 Color mode, 58, 70, 140, 144 file format, 120 Color space, 32 Filter, 140 Comma Delimited, 120 Fit to page, 82 components, 19 flowing page, 130 computer specifications, 17 Format tab, 128 Configure Before Scan, 57, 70, 137 Xerox DocuMate 4440 User’s Guide...
  • Page 178 PaperPort, 37 Maximize Quality, 67, 68 PaperPort®, 137 Microsoft Internet Explorer, 100 Microsoft Outlook, 54 Image quality and file size, 67, 68 Microsoft Paint, 54, 104, 143 PDF applications, 54 Microsoft Word, 52, 54, 97, 118 Xerox DocuMate 4440 User’s Guide...
  • Page 179 Screen Resolution, 95, 104 user dictionary Searchable PDF, 120 edit, 126 Select Button, 54 new, 124 Select configuration, 53 User Guides, 39 Properties, 58 Select destination, 54 Select format, 52 Send to Application, 109 Watermark, 61, 140 Xerox DocuMate 4440 User’s Guide...
  • Page 180 Index Advanced settings, 146 WIA interface, 70, 143 Windows Image Acquisition, 143 Word Document, 120 xls file format, 120 Xerox DocuMate 4440 User’s Guide...

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