πΌοΈ Scan a Document to Your Email
Turn a paper document into a PDF in your inbox, using any campus copier set up for scanning.
β
Before You Begin
- A campus copier that has scan to email set up β not every device does
- Your NEO email address
- Your paper document, with staples and paper clips removed
- π Estimated time: 3β5 minutes
π Jump to Your Section
π€ Scan to Your Own Email π ~3 minutes
- Load your document. Use the feeder on top for multiple loose pages, face up. Use the glass for a single page, a book, or anything fragile β face down, aligned to the corner arrow.
- On the copier's touchscreen, choose the scan option β usually labelled Scan to Email, Email, or Scan. See the next section if you cannot find it.
- Enter the destination address. Many copiers have a Me or Send to Myself button if you signed in at the device; otherwise type your NEO email address, or pick it from the address book.
- Check the settings β colour or black and white, single or double sided, and the file type. PDF is the right answer almost every time.
- Press Start and wait for the copier to finish feeding every page.
- The scan arrives in your inbox, normally within a minute or two.
π‘ Tip: Scanning to yourself and then forwarding is usually better than typing somebody else's address into a copier keypad β it is easier to get right, and you get a copy of what you actually sent.
π What the Button Is Called on Your Copier
NEO has copiers from several manufacturers and each one words things differently. If you cannot find Scan to Email, look for:
- Email or E-mail on the home screen
- Scan, then Email as a destination
- Send or Send To
- A workflow or shortcut tile someone in your department already set up
β οΈ Note: If there is no email or scan option anywhere on the screen, that copier most likely does not have scan to email set up. It is configured per device rather than campus-wide. Contact the Help Desk and say which copier β building and room β and it can be looked at.
β¨ Getting a Better Scan
| You want⦠|
Set |
| An ordinary document to email or file |
PDF, black and white, 200β300 dpi |
| Something with photos, charts or a signature in colour |
PDF, colour |
| Pages printed on both sides |
2-sided or Duplex β otherwise you get only the fronts |
| A file small enough to email comfortably |
Black and white at 200 dpi β colour at high dpi gets large fast |
π§ When the Scan Does Not Arrive
| Check |
Why |
| Your Junk Email folder |
The message comes from the copier rather than from a person, so it is occasionally filtered. This is the most common cause. |
| The address you typed |
A single wrong character on a copier keypad sends it nowhere, usually with no error at the device. |
| How many pages you scanned |
Very large scans can be rejected for size. Split a long document into two or three smaller scans. |
| Wait a few more minutes |
Delivery is usually quick but not instant, and a big colour scan takes longer to send than to scan. |
| Still nothing? |
Contact the Help Desk with the building and room of the copier and roughly when you scanned. Both are needed to trace it. |
π Scanning Sensitive Documents
- Take your original out of the copier. Documents left in the feeder or on the glass are the most common way paper records get seen by the wrong person.
- Send student or personnel records to a NEO address, never a personal one. Once it reaches a personal mailbox it is outside the college's control.
- Double-check the recipient before pressing Start when the document contains student records, health information, or anything financial.
π¨ Warning: If you scan something sensitive to the wrong address, report it to the Help Desk straight away. A misdirected scan can be a reportable privacy incident, and it is handled far better in the first hour than the next week.
π Still Need Help?
If you encounter any issues not covered in this guide, please contact the NEO A&M College IT Help Desk:
π Helpdesk Portal: support.neo.edu
π Phone: (918) 540-6099
π§ Email: neosupport@neo.edu
π Walk-in: I.T. Services, Library/Administration Building, 2nd Floor, Room 216
π Hours: Monday β Friday, 8:00 AM β 5:00 PM