Revolutionize Your Document Management: How to Setup Scan to Email on Xerox Altalink B8155

Are you tired of manually scanning documents and sending them through email? The Xerox AltaLink B8155 offers a convenient solution: scan to email. This feature allows you to directly scan documents and send them to recipients’ email addresses, saving you time and effort. This guide will walk you through setting up scan to email on your Xerox AltaLink B8155.

Getting Started: Preparing Your Xerox AltaLink B8155

Before diving into the setup process, ensure your Xerox AltaLink B8155 is ready to go.

• Power On & Connect: Make sure your printer is powered on and connected to your network.
• Network Connection: Verify that the printer is connected to your network and has a stable internet connection. You can check this by printing a network configuration report from the printer’s control panel.
• Access the Control Panel: Locate the printer’s touch screen control panel. This is where you’ll navigate the settings and configure the scan to email feature.

Accessing the Scan to Email Settings

1. Navigate to the Settings: From the printer’s control panel, tap the “Settings” icon. This will open a menu of available options.
2. Locate the Scan Settings: Scroll through the settings menu and find the “Scan” or “Scan Settings” option. Tap on it to access the scan configuration.
3. Find Email Destination: Look for a section within the scan settings that mentions “Email,” “Email Destination,” or “Send to Email.” This is where you’ll configure the scan to email feature.

Configure Your Email Address and Recipient Information

1. Add Email Address: Within the email settings, you’ll need to add your email address. This is the account that will be used to send scanned documents. You may need to enter your email address, username, and password.
2. Set Up Recipient(s): You can choose to send scanned documents to specific recipients or create a list of frequently used email addresses. The printer’s interface will provide options for adding recipients.
3. Verify Email Address: Double-check the email address you’ve entered to ensure it’s correct. An incorrect address will prevent scanned documents from being sent.

Customize Scan Settings for Optimal Results

1. Document Type & Resolution: Select the appropriate document type (e.g., text, photo, mixed) and resolution (e.g., 150 dpi, 300 dpi) for your needs. Higher resolution will create larger files but may be necessary for detailed documents.
2. Color or Black & White: Choose between color or black and white scanning. Color scans will produce higher-quality images but create larger files.
3. File Format: Select the desired file format for your scanned documents. Common options include PDF (Portable Document Format), JPEG (Joint Photographic Experts Group), and TIFF (Tagged Image File Format).

Test and Send Your First Scanned Email

1. Place Document: Place the document you want to scan on the printer’s document feeder or platen glass.
2. Start Scan: Initiate the scan process using the printer’s control panel. You’ll likely find a “Scan” or “Start Scan” button.
3. Send Email: Once the scan is complete, choose “Send to Email” or a similar option. The printer will prompt you to confirm the recipient’s email address.
4. Check Inbox: Check the recipient’s inbox for the scanned document.

Troubleshooting Common Scan to Email Issues

If you encounter any problems sending scanned documents via email, try these troubleshooting steps:

• Network Connectivity: Ensure your printer is connected to the network and has a stable internet connection.
• Email Address: Verify that the email address you’ve entered is correct.
• Firewall: Check if your firewall is blocking the printer’s outgoing email traffic. You may need to configure firewall settings to allow the printer to send emails.
• Email Server: Contact your email service provider if you suspect problems with their email server.
• Printer Settings: Review the printer’s settings to ensure they’re configured correctly for scan to email.
• Restart: Restart the printer and your computer to resolve any temporary issues.

Beyond the Basics: Advanced Scan to Email Features

The Xerox AltaLink B8155 offers additional features that can enhance your scan to email workflow:

• Scheduled Scans: Set up scans to be sent automatically at specific times or intervals. This is useful for recurring reports or documents.
• Multiple Recipients: Send scanned documents to multiple recipients simultaneously.
• Subject Line & Message: Add a subject line and message to your scanned emails.
• Security: Enable security features like password protection or encryption to protect sensitive documents.

Optimizing Your Workflow: Tips for Efficient Scanning

• Document Preparation: Organize and prepare your documents before scanning to ensure they are properly positioned and free of wrinkles or creases.
• Batch Scanning: Scan multiple documents at once to save time.
• Naming Conventions: Use a consistent naming convention for your scanned documents to keep them organized.
• File Management: Create a dedicated folder or system for storing scanned documents.

Embracing Efficiency: The Benefits of Scan to Email

Implementing scan to email on your Xerox AltaLink B8155 offers numerous benefits:

• Time Savings: Eliminate the need for manual scanning and emailing, freeing up time for other tasks.
• Increased Productivity: Streamline your workflow and improve efficiency by automating the document sending process.
• Reduced Errors: Minimize the risk of errors associated with manual document handling.
• Enhanced Collaboration: Easily share documents with colleagues, clients, or partners.
• Cost Savings: Reduce printing and postage costs by sending documents electronically.

Unlocking the Potential: Scan to Email for a More Efficient Future

Setting up scan to email on your Xerox AltaLink B8155 is a simple process that can significantly improve your workflow. By embracing this feature, you can save time, reduce errors, and enhance collaboration. With its advanced capabilities and user-friendly interface, the Xerox AltaLink B8155 empowers you to streamline your document management processes and focus on what matters most.

Questions You May Have

Q: Can I scan to multiple email addresses at once?
A: Yes, many printers, including the Xerox AltaLink B8155, allow you to send scanned documents to multiple recipients simultaneously.
Q: What file formats can I scan to?
A: Common file formats supported by most printers include PDF, JPEG, and TIFF. The specific options available may vary depending on your printer model.
Q: What if I forget my email password?
A: If you forget your password, you’ll need to reset it through your email provider. The process for resetting your password will vary depending on your email service.
Q: Can I schedule scans to send automatically?
A: Yes, many printers, including the Xerox AltaLink B8155, offer the ability to schedule scans to be sent automatically at specific times or intervals.
Q: Is scan to email secure?
A: The security of scan to email depends on the printer’s security features and the email service provider you use. You can enhance security by using password protection or encryption.