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Can I Scan A Document To My Email?

Can I Scan A Document To My Email
Can I Scan A Document To My Email

Where Can I Scan A Document To My Email? – Before  We Get Into This Topic, let’s Learn Some Basics Of This Topic

Scanning Directly from a Scanner to an E-mail Address

Many employees enjoy walking up to the company’s workgroup scanner, loading a document, typing or selecting an e-mail address on the console, and scanning the document to that address. They always scan to their own address and save it in their inbox so they can find it as an attachment later. They can also send the scan directly from the scanner to another user, either inside or outside the organization. Alternatives to this scanning approach will be discussed in this article, as well as why they will increase efficiency and protection.

Why People Prefer Scanning to Their Inboxes?

  • Here are the four most popular scan transmission methods in a nutshell:
  • As previously stated, the scanner e-mails the file to a given address.
  • The file is uploaded to a shared folder on a server in your company’s office by the scanner.
  • The scanner interacts directly over the network with application software installed on the user’s desktop or laptop computer, which opens or saves the scanned file on receipt.
  • The file is uploaded to a cloud file storage service like Google Drive or Dropbox by the scanner.
  • For the following reasons, many people prefer e-mailing directly from the scanner:

A view of the email inbox from a close distance.

  • These days, the e-mail inbox serves as the IT system’s knowledge portal, guiding each day’s workflow.
  • Conversations, contact details, meeting invitations, and files can all be stored together in the inbox and quickly found by the user thanks to modern e-mail software’s powerful search capabilities.
  • Files and other tools in these systems are usually exchanged, monitored, and retrieved via links in e-mail messages, even though a well-developed company website or shared directories are in place.
  • As a result, users are more likely to store scanned documents in their mailbox alongside their other emails.

When opposed to a shared folder, users believe it is more private. Even if the IT department creates a private folder on the server for each user or team to search, it isn’t always clear who has access to each folder.

The procedure tends to be less complicated. There’s no wonder where it’ll go if the scanner displays the user’s e-mail address as the destination. When scanning to a shared folder or directly to the user’s device, however, the scanner displays the folder or computer’s network address on its console, which the user does not know.

Can I Scan A Document To My Email? -Drawbacks

Here are several reasons why you shouldn’t set up your scanners so that users can e-mail themselves scanned documents:

A man is irritated because his scanner isn’t working.

  • It’s the least dependable choice. Scanning to your mailbox necessitates the scanner communicating with Internet-based mail servers. Authentication, mail relay, TLS, DNSBL, SPF, and DKIM are only a few of the aspects of Internet e-mail that can affect your scanner’s ability to send successfully. If the e-mail provider modifies either of these settings, the scanner will often stop working, either because the e-mail is quarantined as spam or because the e-mail server refuses the link entirely, resulting in an error from the scanner. With the right tools, a good IT services provider, such as J.D. Fox Micro, can successfully handle and track this. However, unlike using local shared files or scanning directly to your computer, if your Internet connection goes down, you won’t be able to search. Even if nothing changes in the setup and the Internet is up and running, if your e-mail system is experiencing congestion or other issues, your scans will be delayed. Finally, if the scanned document is too big to be accepted as an attachment by the e-mail system, the send will fail, and the scanner will usually not give the user any useful information on its console.
  • It adds to the logistical burden of your e-mail system. Those in charge of other aspects of your e-mail, such as marketers developing a mass-mailing system or security managers working to boost outbound e-mail integrity for your domain, would need to be aware of all scanners in your organization that send scans via e-mail and takes into account their specifications, which could lead to conflict. If they are unaware of the scanners because your organization lacks rigorous change management procedures, scanning can cease to function when they make their changes.
  • It is the method with the least amount of protection. Data spillage is not unavoidable in shared files. Unlike shared files, however, e-mail is an inherently unreliable communication tool (link opens article in new tab with more information on this).
  • It promotes mailbox clutter and limits your data visibility and power. Scanning to an e-mail address should be forbidden if the organization is making any attempt to provide a place for electronic documents to be kept where anyone can find them. To read an article about data control in the digital world on the J.D. Fox Exec website, click here (opens in a new tab).
  • It raises the likelihood of e-mail-distributed malware succeeding. Sending an e-mail that looks like it came from a scanner is one of the ways hackers try to trick your workers into opening malicious apps. The attachment is a software file designed to infiltrate the user’s device, not a scanned document. Your users are much less likely to open a bogus scan if they never receive them via e-mail.

Apart from scanning to their own inboxes, users may wish to scan directly from the scanner to someone else via e-mail, either by typing in the address on the scanner console or by selecting it if the scanner has been programmed with an address book of partners or customers. This, in addition to many of the disadvantages mentioned above, raises the following issues:

  • Due to differing and uncertain protocol specifications and junk filtering by the recipients’ mail servers, sending scans to recipients outside the company via e-mail can be even more unreliable on a technical level than sending inside the company, depending on the configuration.
  • The user’s name or address can not appear in the “From” header on the e-mail message sent by the scanner. It may show the scanner’s address or a fictitious address. If the receiver responds, the message will either be returned as undeliverable or will be forwarded to the IT department.
  • The sender might not be able to type a subject or something in the message body, such as an explanation of the scan or a request for specific action.
  • The sender will not receive a copy of the scan for comparison, which means the message may not appear in the sender’s mailbox’s Sent Items folder.

Benefits of Scanning to Folders

Many of the issues mentioned above can be avoided by scanning to a shared folder or a folder on the user’s computer directly. This also improves the availability and confidentiality of your records. Scans will be saved outside of users’ mailboxes, where they will be sorted with other documents into directories.

Users can then quickly e-mail any scan as an attachment to others, either immediately after scanning or later, without having to return to the scanner. The sender can also do the following by e-mailing from the saved daily file rather than directly from the scanner:

  • If the recipient’s address isn’t saved in the scanner’s address book, look it up in her own contacts list instead of manually typing it on the scanner console, minimizing entry errors and misdelivery.
  • Send the scan as she would any other attachment in a daily e-mail, including as a reply to one or more people in an ongoing discussion, and include feedback about the text.
  • In the “From” header, provide her full name and e-mail address so that answers are sent to her.
  • If the sent message is delayed due to issues with the recipient’s mail server, the attachment is too big, or they send otherwise fails after a delay, you’ll get timely notifications.
  • Follow up on the received message in her Sent Items folder, which shows the date and time it was sent.

Granted, a user can obtain the above benefits by removing the attachment from an e-mail sent to herself from the scanner, or by simply forwarding the file. Scanning documents to files and then using your e-mail software to send emails is a more elegant, intuitive, and ultimately efficient work model.

Transitioning to folders can be difficult due to concerns about the safety of shared folders, the need to break old habits, and the possibility of issues with the user executing the steps correctly. But none of this is difficult to solve, and it’s even easier if you have an experienced IT services provider who can set it up for your team in the most intuitive, stable, and practical way possible, encouraging adoption and thus increasing productivity.