Modern Xerox technology makes it easy to scan documents. You’ll end up with crisp, beautiful-looking digital files that can be manually or automatically routed to a destination of your choice, such as an email address, cloud storage provider, or the local storage of the machine. Thanks to innovations like the Scan with Print app, you can even instantaneously print out a copy of a document you just scanned, saving valuable time for workflows that demand this set of tasks.
But what if your scanned document—beautiful and crisp though it may be—is too large to send over email or other common file transfer method?
Xerox has a solution for that too. Let’s find out more:
How to Reduce Scanned Document File Sizes Automatically With the Xerox Print and Scan Experience App
Have you ever tried to attach a scanned document to an email, only to discover that the file size is too big? While it is possible to attach larger file sizes to emails, many email clients will give you a warning about doing so. It’s also entirely possible that your organization limits email file sizes, both for sending and receiving.
In any event, it’s a big headache. You spent the time scanning the document, and now you can’t even send it!
Not to worry. The Xerox Print and Scan Experience App can completely solve this problem, automatically. When you scan documents using this app, it gives you the chance to optimize the file size and compress it down to a more manageable level. This is ideal for documents that are mostly text or only have a few images (especially if those images are mostly ornamental).
The app can even automatically align and crop your scanned documents, making them look even better.
What to Do When Your Document File Size is Still Too Big for Email
If your document is still too large even after optimization, it’s likely because the document has a lot of images.
If you do have to send a file that includes important images, the file size will naturally be larger. In the event that the file size is too large even after compression, you have several easy options: either split the document into multiple sections (e.g., part one, part two, and so on) and send them separately, or use a cloud sharing platform such as Xerox’s DocuShare Flex.
Not familiar with DocuShare Flex or similar cloud-based storage and collaboration platforms? Check out our article 5 Little-Known But Game Changing Benefits of Cloud Computing & Printing.
Learn More About Efficient Scanning & Printing Processes With a Modern Xerox Multifunction Printer at Smart Document Solutions
Easy document processing for your scanned documents is just one of the many benefits of owning a modern Xerox multifunction printer. If it’s time for an office upgrade, we invite you to request a free online quote. You’re also more than welcome to stop by any of our convenient locations to see this technology in action, or you may simply contact us now with your questions. We look forward to starting a conversation!
