scanning and e mailing a document

[Guest]

I am trying to scan a document and email it. I did this last month with the
same document only last month it said it was 3500 kb and it went through.
This month I've scanned it but it says 4700 kb and won't go through.
So I went to Office Depot and got a program called "Scan to Office" It won't
scan into word or excel and when I try to scan multiple pages it only offers
one page then send to e mail.It will take forever to get the pages e mailed
at this rate.
Any help will be appreciated.

 

[Shauna Kelly]

Hi April

If this were mine, I'd do two things:

1. In the scanning software that came with your scanner, hunt around for
options that will reduce the file size. In particular, look for options to
reduce the resolution of the scanned image. For example, if the person
you're sending it to will only ever look at it on a screen, you can use
96dpi. If the user has to print it on a commercial printer, you might need
300dpi. And, since this is a multi-page document, make sure you've chosen to
scan it at 100% of its original size (no larger).

2. Zip up the file to compress the file size, and then email the .zip file.
Make sure your recipient can open a .zip file (if they have Windows XP, then
they need no extra software to do that; if they have another operating
system, or an older version of Windows, they'll need something to un-zip it,
but most people can unzip a .zip file). To create the .zip file, you'll need
some extra software, but there are free options available. There's a list of
possibilities at http://www.aumha.org/freeware/mfzip.htm or you could try
download.com.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

 

[Don]

I am trying to scan a document and email it. I did this last month
with the same document only last month it said it was 3500 kb and it
went through. This month I've scanned it but it says 4700 kb and won't
go through. So I went to Office Depot and got a program called "Scan
to Office" It won't scan into word or excel and when I try to scan
multiple pages it only offers one page then send to e mail.It will
take forever to get the pages e mailed at this rate.
Any help will be appreciated.

If your NOT using the OCR software that came with your scanner?

1) Is it your desire to have the text word-by-word (requires OCR)

2) Scan the document as "Line Art/Black and White" and the file size will
be one-tenth the size or even smaller. (The default for line art is
300dpi, however 150dpi is decent quality for text.)

3) Should you desire OCR-ing of the text?
Use Word Pad (nearly all scanner OCR software's allow WordPad in their
setup) instead of Word and saved the scanned document as RTF. You may
convert to Word later should you desire. A single document with mutliple
pages of text will give you a file size of 30kb and even smaller.