Send a Scanned Image in an Email

Email App Overview

You can use the Email App to scan images and attach them to emails. You can specify the file name and format of the attachment, and include a subject heading and message for the email.

If authentication or accounting is enabled on your device, to access features, enter your login details.

Detect Imaging Security Marks

Imaging Security uses infrared light to track and manage sensitive documents.

If the Infrared Security option is enabled in the Embedded Web Server, the device can detect concealed marks using infrared technology. This method of detection can prevent the accidental disclosure of confidential documents.

The system administrator can configure infrared mark detection for jobs. When Detect Mark is enabled, the device detects security marks on documents that are scanned. When a security mark is detected during scanning, depending on the settings configured, the device inhibits the job, sends an email alert and continues the job, or sends an email alert and inhibits the job. When a security mark is detected, the device adds an entry to the Audit Log.

If a security mark is detected and the job is allowed to continue, a generic mark is added to the scanned image file to indicate that the original documents contained a security mark. The generic mark added to the file includes a predefined label and updated tracking information.

If a security mark is detected on your job, a message appears on the control panel to indicate the action taken.

Send a Scanned Image to an Email using the Email App

To send a scanned image in an email:

1. Load your original documents.

   • For single pages or paper that cannot be fed using the duplex automatic document feeder, use the document glass. Lift the duplex automatic document feeder, then place the original document face down in the upper-left corner of the document glass.
     
     
     
     

   • For multiple, single, or 2-sided pages, use the duplex automatic document feeder. Remove all staples and paper clips from the pages. Insert the original documents face up in the duplex automatic document feeder, with the top of the page entering the feeder first. Adjust the paper guides so that they fit against the original documents. 
     
     
     
     Note:
     
     

     • When the original documents are detected, the automatic document feeder confirmation indicator LED illuminates.

     • If the Default Screen When Originals Are Detected feature is configured, when the original documents are detected, the default app is launched automatically.

     • If the Auto Start When Originals Are Detected feature is enabled, when the original documents are detected, the job starts automatically and the countdown screen is displayed. To stop the countdown and program the job manually, touch Cancel.
       
       

2. At the printer control panel, press the Home button.

3. Touch Email.

4. To clear previous app settings, touch Reset.

5. Enter recipients.

   • If the entry screen appears, to enter a recipient, touch an option, or touch X.

   • To select a contact or group from the Address Book, touch Device Address Book. Touch Favorites or Contacts, then select a recipient. Touch OK.

   • To select a contact from the Network Address Book, touch Network Address Book. Enter a name, touch Search, then select a recipient. Touch OK.

   • To enter the email address manually, touch Manual Entry. In the Enter Email Address field, enter the email address, then touch Add.

   • To add your own email address to the recipient list, touch Add Me. If necessary, enter your login details.

   • To add more recipients, touch Add Recipient, then repeat the procedure.
     
     Note: The choices available for adding recipients depends on system configuration.
     
     

6. To organize the recipients, touch one of the recipient names on the list. From the menu, select To:, Cc:, or Bcc:.

7. Adjust the email settings as needed.

   • To change the subject, touch Subject, enter a new subject, then touch OK.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format. To create a searchable file or to add password protection, from the file format menu, select More.

   • To change the email message, touch Message, enter a new message, then touch OK.

   • To scan more documents using the document glass, or to change settings for different sections of the job, touch Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

8. To start the scan, touch Send.

9. If Build Job is enabled, touch Scan, then, when prompted, do these steps.

   • To change settings, touch Program Next Segment.

   • To scan another page, touch Scan Next Segment.

   • To finish, touch Submit.

10. For logged-in users, if the Adaptive Learning feature is enabled for Personalization, a suggestion to create a 1–Touch App can appear for repetitive or complex jobs. To create a personalized 1–Touch App, touch Create 1–Touch App, then set up the app as required. To decline the suggestion, touch Cancel.

11. To return to the Home screen, press the Home button.