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HP LaserJet Multifunction Printers - How to Scan: Windows XP

Introduction

This document explains how to scan in Windows XP. There are multiple ways to scan a photo or document, using either the version of the HP software that comes with your printer, or functionality built into the Windows operating system. This document provides instructions to scan with either option.

Should I scan with or without HP software?

The scan options available with each method vary and the one you choose can depend on the type of scan job you need.

What are the differences?

There are a few differences between the two options to keep in mind.

  • Scanning with HP software: For enhanced scan functionality, the Full Feature HP software includes valuable software to help you complete scan jobs. It offers a friendly user interface and includes a number of scan settings and options not available with the drivers built into the Windows operating system. This is the recommended scanning option when Full Feature HP software is available.

  • Scanning without HP software: This option relies on drivers built into the Windows operating system. The available scan options and settings are limited when compared to those available with the Full Feature HP software. However, the Windows drivers provide a quick path to scan photos or simple files. These drivers also provide a smaller installation size, use less system resources, and can provide a method to scan if you do not have permissions to install the Full Feature HP software on a computer.

Do I have HP software on my computer?

You can check to see if HP software is on your computer in the following ways:

  • The icon for your HP product and the HP scan icon () displays on the Windows desktop.

  • On the Windows taskbar, click Start (), click All Programs, and then click the HP folder

    If the name of your HP printer (for example, HP LaserJet...) is in the list of HP programs, you are ready to begin.

How do I get the HP software?

If you have not already installed the full feature HP software and would like to, follow these steps.

  1. Turn on the printer.

  2. Disconnect the USB cable from the printer and the computer (if you already connected it). If the printer is connected to your network, leave it connected.

  3. Go to HP Drivers & Downloads .

  4. If the Welcome to HP Support page opens, follow these steps:

    1. In the Enter product name or number field, type your printer model or number.

    2. In the Questions or keywords field, type driver, and then press Enter.

      You might need to select your printer model number from a list of similar printer models.

    3. Next to the image of your printer, click the name of your printer.

      Figure 1: Example of the link to your printer homepage

      Image: Example of the link next to your printer homepage
    4. On the HP support site, click Drivers.

  5. Select your operating system, and then click Next.

    A list of drivers and other downloads display.

  6. Scroll down the page, and then click Driver - Product Installation Software.

  7. Click Download next to the full feature software and driver listed, and then follow the prompts to save the driver to your computer.

  8. Open the folder where the software file saved (usually Downloads), double-click the file, and then follow the on-screen instructions to install the software.

Click the plus sign ( ) for more information.

How to scan with HP software

The steps in this section vary based on the version of the scanning software that came with your Full Feature HP software package. Depending on your printer, you installed either HP Scan or HP LaserJet Scan software.

What version of the HP scanning software do I have?

Follow these steps to check which version of the HP scanning software is installed on your computer:

On the Windows taskbar, click Start (), click All Programs, click the HP folder, and then click the name of your printer.

  • If HP Scan is in the list of HP programs, you have HP Scan software.

  • If [Printer model name] MFP Scan To is in the list of HP programs, you have HP LaserJet Scan software.

How to scan a general photo or document

Follow these steps to scan a general photo or document.

Step one: Load the photo or document

You can scan from the scanner glass or from the Automatic Document Feeder (ADF) tray, if your printer has one.

  1. Make sure that the printer is turned on and that it is connected to the computer.

  2. Load the document or photo.

    • Document

      When scanning a document you can position it directly on top of the scanner glass or you can use the ADF tray (if your printer has one).

      • Scanner glass

        Place the document print side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

      • ADF

        Place a single-page or multi-page document into the ADF tray. The printed side faces up and the top edge goes into the tray first. Adjust the width guides to fit the document.

      NOTE: If your printer does not have an ADF and you are scanning a multi-page document, you will need to load each page on the scanner glass one at a time to scan the document.
    • Photo

      Place the photo image side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

      CAUTION: Do not load photos in the ADF. Use the scanner glass instead to prevent damage to photos and the printer.

Step two: Scan the item

Select your version of the HP scanning software for steps to scan the item.

HP Scan

Follow these steps to scan the item with HP Scan software.

  1. Open the HP Scan window with one of the following methods:

    • Double-click the HP Scan icon () for your printer on the Windows desktop.

    • On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click HP Scan.

  2. Select a scan option for the item you are scanning, such as PDF for a document or JPEG for a photo.

    • Learn more about available scan options

      NOTE: Depending on your HP printer, you might not have all of the following scan options available.
      Image: Save to PDF
      Save as PDF
      Use this option to scan text documents as PDF files that are not editable. Use the Save as Editable Text (OCR) option to scan text that you can edit.
      Image: Save to JPEG
      Save as JPEG
      Use this option to scan photos and images, and then save them as JPEG files.
      Image: Save as Object (PNG)
      Save as Object (PNG)
      Use this setting to scan photos and images, and then save them as PNG files.
      Image: Email as PDF
      Email as PDF
      Use this option to automatically attach a non-editable scanned PDF text document to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      NOTE: Unless your printer supports editing an email server or scanning to different email profiles (see product specifications), Email as PDF works only with a local email client. This option does not work for Web-based email services (Gmail, Yahoo Mail, Hotmail) unless they are configured through a local email client.
      If your email is not set up to accept files directly from a scanner, save the scan to a folder on your computer, and then attach the scan to an email.
      Image: Email as JPEG
      Email as JPEG
      Use this option to automatically attach a scanned JPEG photo or image to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      NOTE: Unless your printer supports editing an email server or scanning to different email profiles (see product specifications), Email as JPEG only works with a local email client. This option does not work for Web-based email services (Gmail, Yahoo Mail, Hotmail) unless they are configured through a local email client.
      If your email is not set up to accept files directly from a scanner, save the scan to a file on your computer, and then attach the file to an email.
      Image: Email as Object (PNG)
      Email as Object (PNG)
      Use this option to automatically attach a scanned PNG photo or image to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      NOTE: Unless your printer supports editing an email server or scanning to different email profiles (see product specifications), Email as Object (PNG) only works with a local email client. This option does not work for Web-based email services (Gmail, Yahoo Mail, Hotmail) unless they are configured through a local email client.
      If your email is not set up to accept files directly from a scanner, save the scan to a file on your computer, and then attach the file to an email.
      Image: Save as Editable Text (OCR)
      Save as Editable Text (OCR)
      Use this option to scan text documents that you can then edit.
      You must have Optical Character Recognition (OCR) software from HP (your printer might have shipped with a Readiris CD, which contains OCR software), or from a third-party vendor (OmniPage, FineReader, TextBridge, SimpleOCR) installed on your computer to save the text as editable.
      Image: Everyday Scan
      Everyday Scan
      Use this option to create customized scan settings that you will use regularly.
  3. In the HP Scan window, to the right of each scan option there are default recommended settings for scan size, output type, resolution, and file type (for text scans only). Use these default settings unless you need to customize the settings for your scan.

    • To change the basic scan settings

      Click the drop-down arrow () for the setting that you want to change, and then select the setting you need.

    • To change the advanced scan settings

      Click Advanced Settings to change the following settings (depending on your printer):

      • Adjust the scan size, output type, brightness, and contrast

      • Select the file type and quality setting

      • Set the OCR editable text language

      • Specify the file name and the location to send scans on the computer

      • Specify to create a new file for each scan or to combine multiple scans into one file

      • Specify how the HP software completes the scan action:

        • Open the scan file

        • Launch Windows Explorer

        • Email the scan file

        • Do nothing (saves the scan to the specified location)

    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

  4. Click Scan. A preview of the scan displays (by default).

    NOTE: If you unchecked Show scan preview, scans are automatically saved to the specified location on the computer. You cannot place a multi-page original into a single file if Show scan preview is disabled.
  5. When the scan completes, you can adjust the lightness or darkness levels, crop the scan file, or change the orientation, and then perform one of the following actions:

    • Click Save to capture the scanned file but leave HP Scan open.

    • Click Done to capture the scanned file and close HP Scan.

    • Click the Plus sign () on the left side of the window to scan additional pages.

    • If you are not satisfied with the scan, click the X icon () to delete the scanned file, and then click Back to scan a new file.

HP LaserJet Scan

Follow these steps to scan the item with HP LaserJet Scan software.

  1. On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click [Printer model name] MFP Scan To.

  2. Under Where should the data go, select Save it to a file.

  3. You can click Settings to change the following scan settings:

    • To change the basic scan settings

      Click the Scan tab, adjust the settings you need, and then click OK.

      NOTE: Select the box next to Show the TWAIN dialog to allow cropping and preview scanning to adjust additional scan quality, color, and size settings.
    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

    • To change the saved scan file settings

      Click the File tab, adjust the settings you need, and then click OK.

  4. Click Scan. The scan saves to the My Scans directory in the My Documents folder.

    NOTE: If you moved the My Documents folder, the My Scans folder does not follow to the new location.
  5. In the Would you like to scan another page? window, click Yes to add additional pages to the scan file, or click No to complete the scan.

How to scan as editable text (OCR)

Follow these steps to scan a text document that you can edit.

NOTE: You must have Optical Character Recognition (OCR) software from HP or a third-party vendor installed on your computer to save a scanned text document as editable.

Step one: Load the document

You can scan from the scanner glass or from the Automatic Document Feeder (ADF) tray, if your printer has one.

NOTE: If your printer does not have an ADF and you are scanning a multi-page document, you will need to load each page on the scanner glass one at a time to scan the document.
  1. Make sure that the printer is turned on and that it is connected to the computer.

  2. Load the document.

    • Scanner glass

      Place the document print side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

    • ADF

      Place a single-page or multi-page document into the ADF tray. The printed side faces up and the top edge goes into the tray first. Adjust the width guides to fit the document.

Step two: Scan the document

Select your version of the HP scanning software for steps to scan the item.

HP Scan

Follow these steps to scan a document as editable text with HP Scan software.

  1. Open the HP Scan window with one of the following methods:

    • Double-click the HP Scan icon () for your printer on the Windows desktop.

    • On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click HP Scan.

  2. Click Save as Editable Text (OCR).

    Image: Save as Editable Text (OCR)
    Save as Editable Text (OCR)
    Use this option to scan text documents that you can then edit.
    You must have Optical Character Recognition (OCR) software from HP (your printer might have shipped with a Readiris CD, which contains OCR software), or from a third-party vendor (OmniPage, FineReader, TextBridge, SimpleOCR) installed on your computer to save the text as editable.
  3. In the HP Scan window, to the right of each scan option there are default recommended settings for scan size, output type, resolution, and file type (for text scans only). Use these default settings unless you need to customize the settings for your scan.

    • To change the basic scan settings

      Click the drop-down arrow () for the setting that you want to change, and then select the setting you need.

    • To change the advanced scan settings

      Click Advanced Settings to change the following settings (depending on your printer):

      • Adjust the scan size, output type, brightness, and contrast

      • Select the file type and quality setting

      • Set the OCR editable text language

      • Specify the file name and the location to send scans on the computer

      • Specify to create a new file for each scan or to combine multiple scans into one file

      • Specify how the HP software completes the scan action:

        • Open the scan file

        • Launch Windows Explorer

        • Email the scan file

        • Do nothing (saves the scan to the specified location)

    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

  4. Click Scan. A preview of the scan displays (by default).

    NOTE: If you unchecked Show scan preview, scans are automatically saved to the specified location on the computer. You cannot place a multi-page original into a single file if Show scan preview is disabled.
  5. When the scan completes, you can adjust the lightness or darkness levels, crop the scan file, or change the orientation, and then perform one of the following actions:

    • Click Save to capture the scanned file but leave HP Scan open.

    • Click Done to capture the scanned file and close HP Scan.

    • Click the Plus sign () on the left side of the window to scan additional pages.

    • If you are not satisfied with the scan, click the X icon () to delete the scanned file, and then click Back to scan a new file.

HP LaserJet Scan

Readiris OCR software is included on a separate CD that shipped with the printer. To use the Readiris software, install it on your computer, and then follow the instructions in the online Help to scan a document as editable text.

How to scan multiple pages into a single file

Follow these steps to scan a multi-page document into a single file.

Step one: Load the document

You can scan from the scanner glass or from the Automatic Document Feeder (ADF) tray, if your printer has one.

NOTE: If your printer does not have an ADF and you are scanning a multi-page document, you will need to load each page on the scanner glass one at a time to scan the document.
  1. Make sure that the printer is turned on and that it is connected to the computer.

  2. Load the document.

    • Scanner glass

      Place the document print side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

    • ADF

      Place a single-page or multi-page document into the ADF tray. The printed side faces up and the top edge goes into the tray first. Adjust the width guides to fit the document.

Step two: Scan the document

Select your version of the HP scanning software for steps to scan a multi-page document into a single file on your computer.

HP Scan

Follow these steps to scan a multi-page document into a single file on your computer.

NOTE: The HP software does not support scanning multiple photos into a single file.
  1. Open the HP Scan window with one of the following methods:

    • Double-click the HP Scan icon () for your printer on the Windows desktop.

    • On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click HP Scan.

  2. Select the appropriate scan option for the document you are scanning.

    • Learn more about available scan options

      NOTE: Depending on your HP printer, you might not have all of the following scan options available.
      Image: Save to PDF
      Save as PDF
      Use this option to scan text documents as PDF files that are not editable. Use the Save as Editable Text (OCR) option to scan text that you can edit.
      Image: Email as PDF
      Email as PDF
      Use this option to automatically attach a non-editable scanned PDF text document to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      NOTE: Unless your printer supports editing an email server or scanning to different email profiles (see product specifications), Email as PDF works only with a local email client. This option does not work for Web-based email services (Gmail, Yahoo Mail, Hotmail) unless they are configured through a local email client.
      If your email is not set up to accept files directly from a scanner, save the scan to a folder on your computer, and then attach the scan to an email.
      Image: Save as Editable Text (OCR)
      Save as Editable Text (OCR)
      Use this option to scan text documents that you can then edit. You must have Optical Character Recognition (OCR) software from HP (your product might have shipped with a Readiris CD, which contains OCR software), or from a third-party vendor (OmniPage, FineReader, TextBridge, SimpleOCR) installed on your computer to save the text as editable.
      Image: Everyday Scan
      Everyday Scan
      Use this option to create customized scan settings that you will use regularly.
  3. In the HP Scan window, to the right of each scan option there are default recommended settings for scan size, output type, resolution, and file type (for text scans only). Use these default settings unless you need to customize the settings for your scan.

    • To change the basic scan settings

      Click the drop-down arrow () for the setting that you want to change, and then select the setting you need.

    • To change the advanced scan settings

      Click Advanced Settings to change the following settings (depending on your printer):

      • Adjust the scan size, output type, brightness, and contrast

      • Select the file type and quality setting

      • Set the OCR editable text language

      • Specify the file name and the location to send scans on the computer

      • Specify to create a new file for each scan or to combine multiple scans into one file

      • Specify how the HP software completes the scan action:

        • Open the scan file

        • Launch Windows Explorer

        • Email the scan file

        • Do nothing (saves the scan to the specified location)

    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

  4. Click Scan. A preview of the scan displays (by default).

    Important: The Show scan preview feature must be enabled in order to scan multi-page documents into a single file. Additional pages from the original are added to the single file in the Show scan preview window.
  5. When the scan completes, you can adjust the lightness or darkness levels, crop the scan file, or change the orientation, and then perform one of the following actions:

    • Click the Plus sign () on the left side of the window to scan additional pages. If you are not using an ADF, you will need to load the next page of the document onto the scanner glass to add each additional page.

    • If you are not satisfied with the scan, click the X icon () to delete the scanned file, and then click Back to scan a new file.

    • Click Save to capture the scanned file but leave HP Scan open.

    • Click Done to capture the scanned file and close HP Scan.

HP LaserJet Scan

  1. On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click [Printer model name] MFP Scan To.

  2. Under Where should the data go, select Save it to a file.

  3. You can click Settings to change the following scan settings:

    • To change the basic scan settings

      Click the Scan tab, adjust the settings you need, and then click OK.

      NOTE: Select the box next to Show the TWAIN dialog to allow cropping and preview scanning to adjust additional scan quality, color, and size settings.
    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

    • To change the saved scan file settings

      Click the File tab, adjust the settings you need, and then click OK.

  4. Click Scan. The scan saves to the My Scans directory in the My Documents folder.

    NOTE: If you moved the My Documents folder, the My Scans folder does not follow to the new location.
  5. In the Would you like to scan another page? window, click Yes to add additional pages to the scan file.

How to scan to email

Follow these steps to attach a scanned item to an email message.

Step one: Load the photo or document

You can scan from the scanner glass or from the Automatic Document Feeder (ADF) tray, if your printer has one.

  1. Make sure that the printer is turned on and that it is connected to the computer.

  2. Load the document or photo.

    • Document

      When scanning a document you can position it directly on top of the scanner glass or you can use the ADF tray (if your printer has one).

      • Scanner glass

        Place the document print side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

      • ADF

        Place a single-page or multi-page document into the ADF tray. The printed side faces up and the top edge goes into the tray first. Adjust the width guides to fit the document.

      NOTE: If your printer does not have an ADF and you are scanning a multi-page document, you will need to load each page on the scanner glass one at a time to scan the document.
    • Photo

      Place the photo image side down on the scanner glass, and then position it according to the guides around the glass (usually on the right-front corner or the left-front corner). Close the scanner lid.

      CAUTION: Do not load photos in the ADF. Use the scanner glass instead to prevent damage to photos and the printer.

Step two: Scan the item

Select your version of the HP scanning software for steps to scan an item and send it directly to an email message.

HP Scan

  1. Open the HP Scan window with one of the following methods:

    • Double-click the HP Scan icon () for your printer on the Windows desktop.

    • On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click HP Scan.

  2. Select the type of email program you are using for information on how to choose a scan option.

    NOTE: Unless your printer supports editing the email server or scanning to different email profiles (see product specifications), sending a scan directly to an email message requires that a local email client is installed and configured on your computer. Additionally, Web-based email services (Gmail, Yahoo Mail, Hotmail) must be configured through your local email client to scan directly to email.
    • Local email client (Microsoft Outlook, Mozilla Thunderbird)

      If you use a local email client, you can automatically attach a scan to an email message. Choose one of the following scan options:

      NOTE: Depending on your HP printer, you might not have all of the following scan options available.
      Image: Email as PDF
      Email as PDF
      Use this option to automatically attach a non-editable scanned PDF text document to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      Image: Email as JPEG
      Email as JPEG
      Use this option to automatically attach a scanned JPEG photo or image to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
      Image: Email as Object (PNG)
      Email as Object (PNG)
      Use this option to automatically attach a scanned PNG photo or image to an email message using a local email client such as Microsoft Outlook or Mozilla Thunderbird.
    • Web-based email client (Gmail, Yahoo Mail, Hotmail)

      If you did not configure your Web-based email through a local email client such as Microsoft Outlook or Mozilla Thunderbird, you cannot send a scan directly to email. You must first save your scan to a folder on your computer, and then manually attach it to your email message. Choose one of the following scan options:

      NOTE: Depending on your HP printer, you might not have all of the following scan options available.
      Image: Save to PDF
      Save as PDF
      Use this option to scan text documents as PDF files that are not editable. Use the Save as Editable Text (OCR) option to scan text that you can edit.
      Image: Save to JPEG
      Save as JPEG
      Use this option to scan photos and images, and then save them as JPEG files.
      Image: Save as Object (PNG)
      Save as Object (PNG)
      Use this setting to scan photos and images, and then save them as PNG files.
      Image: Save as Editable Text (OCR)
      Save as Editable Text (OCR)
      Use this option to scan text documents that you can then edit. You must have Optical Character Recognition (OCR) software from HP (your product might have shipped with a Readiris CD, which contains OCR software), or from a third-party vendor (OmniPage, FineReader, TextBridge, SimpleOCR) installed on your computer to save the text as editable.
      Image: Everyday Scan
      Everyday Scan
      Use this option to create customized scan settings that you will use regularly.
  3. In the HP Scan window, to the right of each scan option there are default recommended settings for scan size, output type, resolution, and file type (for text scans only). Use these default settings unless you need to customize the settings for your scan.

    • To change the basic scan settings

      Click the drop-down arrow () for the setting that you want to change, and then select the setting you need.

    • To change the advanced scan settings

      Click Advanced Settings to change the following settings (depending on your printer):

      • Adjust the scan size, output type, brightness, and contrast

      • Select the file type and quality setting

      • Set the OCR editable text language

      • Specify the file name and the location to send scans on the computer

      • Specify to create a new file for each scan or to combine multiple scans into one file

      • Specify how the HP software completes the scan action:

        • Open the scan file

        • Launch Windows Explorer

        • Email the scan file

        • Do nothing (saves the scan to the specified location)

    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

  4. Click Scan. A preview of the scan displays (by default).

    NOTE: If you unchecked Show scan preview, scans are automatically saved to the specified location on the computer. You cannot place a multi-page original into a single file if Show scan preview is disabled.
  5. When the scan completes, you can adjust the lightness or darkness levels, crop the scan file, or change the orientation, and then perform one of the following actions:

    • Click Save to capture the scanned file but leave HP Scan open.

    • Click Done to capture the scanned file and close HP Scan.

    • Click the Plus sign () on the left side of the window to scan additional pages.

    • If you are not satisfied with the scan, click the X icon () to delete the scanned file, and then click Back to scan a new file.

  6. Select the type of email program you are using for information on attaching the scan to the email message.

    • Local email client (Microsoft Outlook, Mozilla Thunderbird)

      When you click Save, an email message automatically launches with the scan attached to the email.

      NOTE: If a 'No profiles have been created.' message displays, open your local email client to create a user profile.
    • Web-based email client (Gmail, Yahoo Mail, Hotmail)

      If you did not configure your Web-based email through a local email client such as Microsoft Outlook or Mozilla Thunderbird, you need to attach the scanned file to a new email message. Log into your email account, create a new email message, and then attach the scan from the specified folder on your computer.

HP LaserJet Scan

Follow these steps to scan an item and send it directly to an email message using HP LaserJet Scan software.

NOTE: Unless your printer supports editing the email server or scanning to different email profiles (see product specifications), sending a scan directly to an email message requires that a local email client is installed and configured on your computer. Additionally, Web-based email services (Gmail, Yahoo Mail, Hotmail) must be configured through your local email client to scan directly to email.
  1. On the Windows taskbar, click Start (), click All Programs, click the HP folder, click the name of your printer, and then click [Printer model name] MFP Scan To.

  2. Under Where should the data go, select Send it through email.

  3. You can click Settings to change the following scan settings:

    • To change the basic scan settings

      Click the Scan tab, adjust the settings you need, and then click OK.

      NOTE: Select the box next to Show the TWAIN dialog to allow cropping and preview scanning to adjust additional scan quality, color, and size settings.
    • Resolution and color settings information

      Resolution and color settings can impact overall quality of your scan. The following information can help you decide when you need to set custom resolution and color settings for your scan.

      • Resolution: This setting is measured in dots per inch (dpi). Higher resolution produces higher quality images because the software uses more pixels per inch in the image. The pixels are smaller and capture greater color detail. However, higher resolution settings increase the output file size of the scan. You might want to use a higher resolution setting if you are scanning photos or documents with graphics that require detail. If you are scanning black and white text, higher resolution is not necessary.

        NOTE: Higher resolution file settings require more system resources and increase the time required to complete a scan job. If you have an older computer with limited resources, higher resolution files might cause computer issues. If the scan fails at high resolution, try decreasing the resolution setting.
      • Color: Use this setting for scanning high quality color photos or documents that have multiple colors.

      • Black and white: Use this setting to scan text-only documents and for the best OCR results with black text. It provides the fastest scan speed and the smallest scan file sizes.

      • Grayscale: Use this setting for scans that contain continuous-tone or shading, and black and white images. This setting can produce more accurate scans than the Black and white option, but the file size will be larger. Grayscale is the best setting for heavily shaded images.

    • To change the email message settings

      Click the Email tab, fill out the email fields, and then click OK.

    • To change the saved scan email attachment settings

      Click the Attachments tab, select the settings you need, and then click OK.

  4. Click Scan. The scan automatically attaches to an email message.

How to scan without HP software

Use one of the following methods to scan a document from programs in the Windows XP operating system. You can scan using the following methods with or without the Full Feature HP software installed on your computer.

NOTE: One of these methods might not work, depending on the printer and your connection type. Try the other method if the first method you tried did not work.

How to scan with Paint

To scan a document using Paint in Windows XP, follow these steps.

NOTE: Before you begin, make sure that the printer is connected to your computer.

Video of scanning with Paint

The following video demonstrates how to scan with Paint in Windows XP. The video contains no audio.

If you have trouble viewing the video or to view the video in a different size, view the video on YouTube. Non-HP site

  1. Click Start, point to All Programs, point to Accessories, and then click Paint.

  2. Click File, and then click From Scanner or Camera.

  3. Make any desired setting changes.

  4. Click Scan.

Scan settings available with Windows drivers

The following scan options and file types are available when you scan with drivers in Windows.

Scan Options
Color picture
Grayscale picture
Black and white picture
Black and white text
Custom Settings
  • Contrast or Brightness adjustment

  • Resolution (75 - 4800 dpi, within the limits of the scanner model)

  • Picture type (Color, Grayscale, Black and White)

Supported file types
.bmp - Bitmap Image File
.jpg - JPG Image File
.tif - Tagged Image File
.png - Portable Network Graphics File
.pcx - Paintbrush Bitmap Image File

Method two: Scan from a TWAIN-compliant program

If your printer is TWAIN-compliant, it works with software programs that support TWAIN-compliant scanning products. Generally, a software program is TWAIN-compliant if it has commands such as Acquire, File Acquire, Scan, Import New Object, Insert from, or Scanner. If you are unsure if the program is compliant, see the software program help or documentation.

When you are in a TWAIN-compliant software program, you can start the scan feature to scan an item directly into the open program. For more information on the commands and steps to use to scan, see the help file or the documentation that came with the software.

NOTE: When you scan from a TWAIN-compliant program, the HP Scan software might launch automatically. If the HP Scan program launches, you can make changes to the scan while previewing the image. If the HP software does not launch, the image goes directly to the TWAIN-compliant program.

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