In most cases, printing and sending physical documents requires that you keep a physical archive of document copies on-site. Otherwise, you have no proof that you ever produced or sent the document.
This requires on-site document storage, which requires office space. A typical metal filing cabinet occupies six square feet of space. Considering that average rental prices for office space in America’s largest cities often land between $20 and $60 per square foot, installing a single filing cabinet comes with the opportunity cost of between $120 and $360 per month.
Scan-to-email functionality lets you eliminate much of your document storage needs. You can use this functionality not only to send documents to clients and customers but also to send copies to a secure cloud storage inbox that you can access anytime you need to reference a document.
Multiply this cost by the cost of paper and postage stamps and then add in the cost of waiting for customers and vendors to reply to mailed documents and you have a clear case for scanning documents to email whenever possible.
Modern multifunction printers support a broad range of file formats and feature built-in connectivity options that include scan-to-email functionality. The procedure for scanning a document and sending it directly to someone’s email inbox is generally the same whether you are using a standalone scanner or a larger multifunction device.
First, you must select the right file format. In most cases, your primary choice will be either PDF or JPEG, the most common file formats for business documents.
Once you’ve selected the appropriate file format, you can introduce your document to the scanner surface. Clean the scanner glass with a soft cloth so that the resulting image is as clear and accurate as possible.
Navigate the device’s user interface to find the scan function, and scan the document. Now, you have two options for emailing the scanned document:
You may also open your email application, compose a new message, and attach the document to the message. To do this, you will have to search through your computer’s filesystem to find the image you just scanned – it’s helpful to give it a distinctive name and to put it in a convenient folder.
Modern Internet-enabled scanners and multifunction devices allow users to send documents immediately upon scanning without using a computer. The particular process varies from device to device, but if your scanner supports built-in scan-to-email functionality, you will see the option on the device’s interface.
Simply input and verify your email address and then select the recipient you wish to send the document to. If your scanner’s Internet capabilities are properly installed, it will immediately send the document to its intended destination. Try testing the document first by attempting to send it to yourself or a coworker.
Scan-to-email functionality is one small step towards transforming your workplace to a paperless office. This should be the goal of any office setting, as office supplies are constantly increasing in price, and employees who rely on them may not be able to do their work when supplies run low. Consider scanning documents to email whenever you have the chance to reduce company overhead.