Guides › Scan to email

Scan to email, from any copier

Every scanner and every SortedScan workflow in SortedPost has its own email address. Any copier that can scan to email can send to it, whoever made the copier and whatever its age.

1Find the address

In SortedPost go to Scanners. The page shows your organisation's scan-to-email address, in the form scan+yourcompany@scan.sortedpost.com. A SortedScan workflow folder has its own address too, listed under its scanner: the scanner's login name, then + and the folder name, at the same domain.

2Add it to the copier

On the copier's web page or panel, open the Address Book, add an E-mail destination with that address, and name it POST. Then create a one-touch key for it, exactly as you would for any colleague's address.

The copier needs to be able to send email at all, which it almost certainly already does if people scan to themselves. If not, your IT contact can set the copier's outgoing mail (SMTP) settings to your organisation's own mail server.

3Scan settings

Same as for any SortedPost scan: PDF with OCR on, multi-page, 200 to 300 dpi, auto colour, duplex, blank page skip off. The Sharp guide explains each one.

Good to know

• Size limit. Email has a size limit the copier applies, typically 10 to 25 MB, which is plenty for 40 pages at 300 dpi. If a big stack is rejected, scan it in two halves.
• No password. The address is the credential. It is long and specific to your organisation; treat it like a direct line, not a public contact address.
• Only the attachment matters. The subject is kept as a label and the body is ignored. Several PDFs in one email are handled as separate scans.
• Slower by a few seconds. Email takes a slightly longer route than a direct scan connection. If the copier supports SFTP or FTP, that is the better everyday choice; email is the universal fallback.