I couldn’t believe my ears the other day when IT blurted it out – “configure your multifunctional device to scan directly to an account on Google docs”. Up until now, I hadn’t been too excited about cloud computing, but Google docs is something I use almost every day to share and manage documents with clients and colleagues. Everyone these days seems to have a Google account, so this kind of solution will likely appeal to at least some of those users.

How does it work?

With a simple piece of middle ware, and by configuring the machine correctly, your multifunctional device can be set up to link directly to Google Docs. You simply select the appropriate path or designated folder on your device, and if the script is working correctly, it should appear in your Google doc account in no time (depending on the size of the document).

Why is this relevant?

For some customers this will be a very simple document management solution, where files can be uploaded and managed using a secure online account (Google Docs). For others it can be a cost effective innovation for their business into cloud computing. The ability to store documents (for free) and share them with whomever you like (by email address) could prove very convenient for some customers.

For more information on how to set this up for your own business, inquire with a 4 Office representative today.

Scan to Email

Need to send a document to someone in digital form?

Gone are the days when we used to have to scan the document, save it to our desktop and manually attach the file to an email message. Now, most MFP’s like the Samsung 6555n, allow us to send digital documents simply by using the touch screen.

Easy to use

For the Samsung 6555n, as well many other brands of equipment, sending a document is almost as easy as making a photocopy. The only extra work involved is the entry of yours and the recipients email address, however like most touch tone phones, you can program the addresses in just like having numbers on speed dial. In no time, the document is sent to your recipient in a convenient PDF format.

Document Management?

I sometimes even use scan to email as a crude document management system. For instance, if there is a really cool magazine or newspaper article that I want to have on file, I will email it to myself and save it to my hard drive to have on file. For more advanced versions of digital document storage, there are many powerful add on’s that can be accompanied with a Samsung or other version MFP. SmartThru™ is document management software that allows users to create, store and edit scanned images, as well as direct the files to dedicated folders on a given PC computer. There are a variety of document management software programs available for various MFP brands. Some are very robust systems and others are quite simple. It all depends on your individual needs.

I know many of the people in our office use document management software as an essential tool for digital document storage and other administrative processes. For now, I will continue to enjoy scanning my favorite article now and then.

For more information on both simple and complex document management solutions, or if you would like to someone to demo scan to email functionality on a Samsung MFP, call 4 Office at 1-800-463-3423 to schedule a consultation.

Users can now scan documents directly to their Iphone or Ipad device using the software (now available on Itunes or the Apple App store),  via a wifi network. The ability to print directly from an Iphone or Ipod touch is also available, with the option for users to scan an entire local network for available devices.

This application is bound to grow in popularity as  Kyocera MFP’s continue to proliferate the marketplace, and as more and more users continue to surf the web with mobile devices rather than PC’s.

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Now supply cost is one thing, but what happens when your device starts having problems down the road? Even if your device is covered by a warranty in the first year, can you really afford to have your business offline for the time it takes to repair or switch your machine? Not to mention – the hassel of having to take care of it yourself? If you or your staff are running a serious business, it is likely that your collective time is worth more than that.

A retail unit is suitable for a small home office, but even for a single user – it can become expensive over time. It’s hard to believe, but there are still many offices out there where there is a laser printer on every persons desk. In recent years, more businesses have moved toward leasing decentralized multifunctional devices which can be printed too by many individuals in one department – reducing the total number of print devices, lowering the cost per copy, saving on electricity costs as well as maintenance costs as well. It is almost like the difference between heating your house with a bunch of tiny electric space heaters, or investing in a fuel efficient natural gas furnace that is built to heat the entire house. That is what some businesses are actually doing out there – running on a bunch of tiny expensive devices.

Smart business owners understand the principle behind investing in a more robust machine that will ultimately have a lower cost per copy and cost of ownership.

Ultimately the choice is yours, and I have advice for both scenarios. If you choose to get by on a small retail machine for now, make sure you measure how much it is costing you. If you decide that it is time to invest in a more suitable machine for your business, make sure you research the quality of the unit. You will want to invest in something that is reliable and user friendly. Also – make sure you buy from a dealer or VAR that can provide you with a 4 hour service guarantee. Your business can not afford to wait for a technician two days after you have placed a service call.

A multifunctional copier is the cornerstone of any office environment

A multifunctional copier system is essential for any growing business.  Whether you rely on in house printing for advertisement materials, print in-house forms or send hundreds of faxes on a daily basis, a multifunctional is integral to helping the day to day life of your business run smoothly. Today’s multifunctionals combine performance and ease of use to create the optimal business machine. Whether you’re looking to process high volumes of different types of data in a large corporate office, or smaller volumes in a home office- there is a multifunctional out there to suit your needs and improve the functionality of your office.

The specific needs of a business are varied, but typically, the average multifunctional combines the following features ino one package:

Printing

Print more quickly, and at a lower cost per page

These machines are designed to print on a network.  Using a multifunctional, your office could replace a number of individual printers and use less paper and energy by printing to a multifunctional. It is important to note that the cost per page on a multifunctional is much lower than that of a network printer.

Copy

Go beyond simple copying with powerful new digital features

Copying documents has never been easier with a multifunctional.  A multi-page feeder tray allows for maximum efficiency.  They are equipped with multiple paper trays to handle large print or copy jobs. For jobs that require complex finishing needs, these multifunctionals offer multi position stapling and hole punch.  There are booklet finishing options that will make presentation booklets for your next meeting a breeze.

Scan

Scanning is an important way to save images to your hard drive, or send images via email.  You are able to select and scan in multiple formats, such as .tif, .jpg, .jpeg, .pdf, etc.  There are also a variety of transfer formats like email, FTP, or TWAIN.

Fax

Send faxes through your multifunctional with ease from your desktop computer. Multifunctionals can both send and receive faxes.  The fax machine can work using different fax methods, like SIP fax, network fax (SMTP,) or internet fax.

Email

Scan and email documents to multiple addresses

Email documents directly from the multifunctional, after scanning or copying. All of these tasks are easily completed using the multifunctional’s large, easy to read function panel to help you navigate the system’s options.

With modern MFP's (Multifunctional Printers) many stand alone devices are consolidated into one single piece of equipment