Offices are stepping up their efforts to go paperless by scanning and recycling paper files and incoming documents. For years I have told clients that the Fujitsu ScanSnap iX500 (previously the ScanSnap S1500) is the best tool for desktop scanning. I knew that from its reputation but I had never owned one.
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ScanSnap iX500, ScanSnap SV600, ScanSnap iX1500 or ScanSnap iX1600. (.4): Mac OS X Snow Leopard v10.6 is supported by ScanSnap iX500 or ScanSnap S1300i. (.5): ABBYY FineReader Express Edition used to be included in the Setup DVDs bundled with ScanSnap iX500 or ScanSnap SV600. OneNote is your very own digital notebook. Whether you have a million ideas, a million things to do, Or a million things to remember, OneNote is the perfect app for capturing pretty much everything. With OneNote, you can: Type notes or record audio at your laptop. Sketch or write ideas on your tablet. Add picture from your phone.
Last week I decided to put a ScanSnap iX500 on my desk.
Oh, my. It’s fabulous. You have to get one or two or several of them.
Let me tell you how I’ve set it up, then give you a few tips about how to get that result.
• I put one document (1 page or many pages) into the scanner and push the blue button.
• The pages are scanned so fast that it is literally unbelievable – 25 pages per minute, but it’s scanning both sides so technically it’s 50 pages per minute. There is zero delay after pushing the button before scanning begins and zero delay between pages. If one side is blank, it’s automatically dropped – no need to choose one-sided or two-sided scanning ahead of time.
• The scanner does optical character recognition (OCR) on the files automatically. That allows them to be indexed by Windows so the full text can be searched later.
• A dialog box comes up asking for the name of the file. I type in a file name: the date (in the format 2014-xx-xx), followed by a category (Tax, Medical, Insurance), followed by a brief description.
• Press Save. Done! It takes seconds.
To recap: push the blue button; type in a file name. Done.
Note what’s missing! There are a few steps that are required by most scanners but not necessary with the ScanSnap.
• Most office scanners place the scanned documents in a folder and assign a generic name. It’s up to you to locate each one, preview it or open it up to confirm what it is, then assign a meaningful name. I’ve set up the ScanSnap so naming the file is a single organic step.
• Almost no scanners do OCR to make the scanned documents searchable. That used to require opening each PDF in Adobe Acrobat and running a routine to “optimize” the file. The previous model ScanSnap S1500 would at least send its scans directly to Acrobat for post-scan processing but that’s no longer necessary. The new iX500 apparently has a processor built into the scanner itself that does OCR before the file is delivered to the computer. Fujitsu warns that OCR might slow things down but everything has been lightning quick in my experience, with a barely perceptible delay for OCR.
Some of the simplicity comes from new functions in the scanner and Fujitsu software. I haven’t seen any other office scanner that handles scans this efficiently.
By default, after you push the blue button and the ScanSnap scans a document, a Quick Menu appears onscreen to decide what happens to the scan – a button click to save the file, attach it to an email, print it, send it to Dropbox, or a number of other choices. If you want to choose among those options each time, don’t change the setup.
My goal is always to save the scan as a searchable PDF, so I turned off the Quick Menu.
• Right-click on the ScanSnap Manager icon in the lower right and click on Scan Button Settings.
• Uncheck the box: “Use Quick Menu.”
There are a few settings to streamline the process.
• In ScanSnap Manager, on the Application tab, choose “None (Scan to File).”
• On the Save tab, choose the folder for scans. I created a folder in OneDriveDocuments for scans. We all have large amounts of space in OneDrive now, so all of my documents and pictures are stored there. If your OneDrive account is linked to a laptop with limited storage space, right-click the folder on the laptop and set it to “Online only.” You’ll still have access to the scans but only when you’re online, and they won’t take up any storage space.
• On the Save tab, check the box “Rename file after scanning.” That’s what brings up the dialog for assigning a meaningful name.
• On the File Option tab, check the box “Convert to Searchable PDF.”
That’s it! Push the blue button; type in a file name. Done.
The ScanSnap iX500 is $425-$450 at Amazon this week. It is a small and individual device. It attaches by USB to a particular computer. It is not a networked scanner to be shared by more than one person.
If you read the reviews, you will see much fanfare about the new wireless capability in this model that allows scans to be sent directly to an iPhone or Android phone. One reviewer says, “It may come in handy if I need to scan something and run out the door with it on my mobile device.” I’m pretty confident that I will die without ever feeling that need. The modern world confuses me. Is this a feature that anyone needs?
The ScanSnap iX500 does a lot of things automatically: automatic deletion of blank pages; automatically choosing color or black-and-white scanning after analyzing each page; automatic increase in scan resolution when small text is detected; auto-straightening of crooked scans. The paper handling mechanism is reportedly improved from the previous model, which was already very reliable.
Fujitsu includes some unnecessary programs: CardMinder, ABBYY FineReader, and Evernote can all be omitted from the initial setup. It is otherwise very easy to set up. Don’t lose the installation CD! For some reason Fujitsu makes it difficult to download the software from its website later.
It’s hard to understate the difference between this and scanning with all-in-one printers. I’ve been scanning with the HP Officejet Pro 8600 Plus, which is one of the best of the all-in-ones. It’s s l o w, paper feeding is unreliable, and each document requires many extra steps to locate and rename the file and perform OCR. The ScanSnap seems like magic by comparison.
If you get inspired to go paperless, take a look at this article from Sam Glover about how to design your paperless workflow so everything is scanned but nothing falls through the cracks. Then go buy a couple of ScanSnap iX500 scanners and start scanning!
The connection status of the ScanSnap can be checked with the type of ScanSnap Home icon displayed.
In addition, you can switch the ScanSnap or a profile that you intend to use, add a profile, or modify the settings of a profile in the menu that appears when you click the ScanSnap Home icon.
ScanSnap Home Icon
The ScanSnap Home icon is displayed in the menu which appears when you click in the notification area at the far right of the taskbar, to indicate that ScanSnap Home is running.
To have the ScanSnap Home icon always displayed in the notification area, drag the icon and drop it onto the notification area.
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The connection statuses of the ScanSnap that can be checked with the type of ScanSnap Home icon displayed are as follows:
Icon | ScanSnap Connection Status |
|---|---|
The ScanSnap is connected to a computer. A scan can be performed with a profile in which the save destination for scanned images is set to a local folder or a network folder. One of the local folders is a folder that is synchronized with a cloud service. is displayed when the remaining battery power is 9% or less. | |
The ScanSnap is connected to the ScanSnap Cloud server. You can perform a scan with a profile which establishes a link with a cloud service by using ScanSnap Cloud. Even if the scanner is disconnected (because the ScanSnap is turned off or communication via a Wi-Fi connection has failed) after it is connected with the ScanSnap Cloud server, the type of ScanSnap Home icon that is displayed does not change. | |
The ScanSnap is not connected to a computer or the ScanSnap Cloud server. The ScanSnap is not connected to a computer. Check the following:
|
During the ScanSnap connecting process, and are displayed alternately.
The ScanSnap icon is displayed in the notification area, at the right of the menu bar.
The connection statuses of the ScanSnap that can be checked with the type of ScanSnap Home icon displayed are as follows:
Icon | ScanSnap Connection Status |
|---|---|
The ScanSnap is connected to a computer. A scan can be performed with a profile in which the save destination for scanned images is set to a local folder or a network folder. One of the local folders is a folder that is synchronized with a cloud service. is displayed when the remaining battery power is 9% or less. | |
The ScanSnap is connected to the ScanSnap Cloud server. You can perform a scan with a profile which establishes a link with a cloud service by using ScanSnap Cloud. Even if the scanner is disconnected (because the ScanSnap is turned off or communication via a Wi-Fi connection has failed) after it is connected with the ScanSnap Cloud server, the type of ScanSnap Home icon that is displayed does not change. | |
The ScanSnap is not connected to a computer or the ScanSnap Cloud server. The ScanSnap is not connected to a computer. Check the following:
|
During the ScanSnap connecting process, and are displayed alternately.
The ScanSnap Home Icon can be hidden.
For details, refer to Specifying Actions of ScanSnap Home.
ScanSnap Home Menus
When you click the ScanSnap Home icon, one of the following menus is displayed.
The menu is not displayed while a document is being scanned.
Appears when you are in a region where ScanSnap Cloud can be used.
For regions where ScanSnap Cloud can be used, refer to here.
A check mark appears to the left of the mode that you selected.
Switches the connection from the ScanSnap Cloud server to a computer.
A profile that has not been configured to use ScanSnap Cloud is displayed in the profile list.
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Switches the connection from a computer to the ScanSnap Cloud server.
The profile list is hidden because only one profile (which establishes a link with a cloud service by using ScanSnap Cloud) is used.
Displays a list of the ScanSnap units that have been connected to the computer that is currently used.
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You can switch to a ScanSnap unit that you want to use by selecting one from the list.
When you switch the connected ScanSnap, the displayed profile list is also switched.
Displays the indicator for the status of the ScanSnap.
The details on the ScanSnap status appears as a tooltip when you put the cursor over the indicator.
When the ScanSnap is not connected to a computer, this is displayed.
Follow the message that is displayed when you click this to solve the problem.
Displays the profiles for the ScanSnap in use.
This is hidden when [Cloud mode] is selected under [Switch the mode].
The profile to be used can be changed by selecting another profile.
A check mark appears to the left of the profile that you selected.
The display order of profiles can be changed in the [Edit profiles] Window of ScanSnap Home.
Up to 30 profiles are displayed.
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Click this to display the [Add new profile] window in which you can create a new profile.
This is displayed when [Local mode] is selected under [Switch the mode].
Click this to display the [Edit profiles] window in which you can modify the settings for profiles, delete profiles, and change the order of profiles in the profile list.
Displays the [Scanner] tab of the preferences window.
Displays the Scan Window.
Appears when you are in a region where ScanSnap Cloud can be used.
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For regions where ScanSnap Cloud can be used, refer to here.
The ScanSnap is connected to a computer.
A profile that has not been configured to use ScanSnap Cloud is displayed in the profile list.
The ScanSnap is connected to the ScanSnap Cloud server.
The profile list is hidden because only one profile (which establishes a link with a cloud service by using ScanSnap Cloud) is used.
Appears when you are in a region where ScanSnap Cloud can be used.
For regions where ScanSnap Cloud can be used, refer to here.
Switches the connection from a computer to the ScanSnap Cloud server.
Switches the connection from the ScanSnap Cloud server to a computer.
Displays a list of the ScanSnap units that have been connected to the computer that is currently used.
You can switch to a ScanSnap unit that you want to use by selecting one from the list.
When you switch the connected ScanSnap, the displayed profile list is also switched.
When the ScanSnap is not connected to a computer, this is displayed.
Follow the message that is displayed when you click this to solve the problem.
Click this to display the [Add new profile] window in which you can create a new profile.
This is displayed when the connection status is set to Local mode.
When the scan window is displayed, [Add new profile] is disabled.
Click this to display the [Edit profiles] window in which you can modify the settings for profiles, delete profiles, and change the order of profiles in the profile list.
When the scan window is displayed, [Edit profile] is disabled.
Displays the profiles for the ScanSnap in use.
This is hidden when the connection status is [Cloud mode].
The profile to be used can be changed by selecting another profile.
A check mark appears to the left of the profile that you selected.
The display order of profiles can be changed in the [Edit profiles] Window of ScanSnap Home.
Up to 30 profiles are displayed.
Displays the profiles for the ScanSnap in use.
The profile to be used can be changed by selecting another profile.
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A check mark appears to the left of the profile that you selected.
The display order of profiles can be changed in the [Edit profiles] Window of ScanSnap Home.
Up to 30 profiles are displayed.
Displays the [Scanner] tab of the preferences window.
Displays the Scan Window.