Scanners are a very important as they help in transforming physical information into secure, manageable digital content. These devices offer several benefits including reducing loss of files, easy access to historic documents, scanning to local folders or cloud and generally saving on storage space.
Explained below is how to scan multiple pages into one file to give you better access to your documents.
Get a Scanner
The first step is securing a good scanner for quick and efficient scanning. There are plenty of buying options available on the market, ranging from consumer-oriented models to the high volume ones designed for businesses.
Make sure to choose the right scanner depending on the type of documents and the amount of volume you are looking at.
When buying a scanner, the crucial feature to consider is its resolution. This refers to the number of dots of data the scanner is able to capture per inch. High DPI or dots per inch means more vivid results.
In general, most scanners have an average DPI value between 300 and 600. If you are dealing with text documents, a 300 DPI resolution is enough. However, images will require 600 DPI and above to maintain quality.
Consider the Scanner Software
Most manufactures set up their scanners to be compatible with the common scanner-related applications available in the market. Nevertheless, there are some models that come with a few graphics applications to ensure an easy set up.
This saves you the hassle associated with finding a compatible application in order to scan multiple documents.
You also need to make sure that you use the right application, especially if you want to use OCR. Basically, optical character recognition is a scanner feature that converts printed characters to digital text.
With OCR, you can search for specific parts in your document and then edit accordingly as you would in any word processing software.
There are two main approaches that you can use to scan multiple pages into a single file. One of them is to setup your scanner to use file types that support multi-page documents, while the other is to scan all the files separately and then assemble them together in one file afterwards.
Both methods are effective at getting the job done, though it will all depend on your personal preferences and volume of work.
Here is a brief overview of configuring your scanner to scan multi-page documents into one file:
- Select the “Scan to” option on your scanner
- Open the Scan Configuration settings
- Choose the scan type you want, including File, Image or E-mail
- Choose the destination folder for the file
- Next choose a file type that supports multi-page files including PDF and Tiff Multi-Page
- Click OK to complete your setup
Once you have finished this initial setup, you can now proceed to get your documents ready for scanning. It is recommended to use a scanner that has an attached sheet feeder when dealing with multiple documents.
It offers faster turnarounds and allows more flexibility as you simply place the documents on the feeder and they will be automatically scanned in order.
Place the first page of your multi-page document on the ADF or automatic document feeder and then launch the scanning application. A scan menu will pop up and you can confirm that the previous settings listed above have been properly set up.
Confirm that the scan area covers the whole page and that it is easily readable without cutting off any important details. Next press scan and the document will now start scanning into a single file containing all the multiple pages.
Remember to always do the important quality control processes before placing documents on the feeder. This includes removing any clips or staples from the documents as they can easily damage your scanner.
Also, ensure that the document is well lined up to avoid issues of stuck pages in the feeder.
Once the scanning process is complete, you should be able to see a single file in the folder destination you specified in the configuration options. Now it is just a matter of doing some extra quality control that all the pages of the documents have been scanned and that nothing is missing from your document.
You can then save the file and apply any adjustments you have made.
An alternative method of scanning multiple pages into one file is to scan each file separately first. This means you start by scanning all the pages into separate, numbered documents.
After completing scanning the whole document, use an application like Adobe Acrobat to compile all the files into a single PDF file. This can be a better option for those who are using scanners with limited multi-page scanning support.
Use Professional Services
If you prefer avoiding the long process of scanning multi-page documents, consider outsourcing those jobs to professional services. This will expedite the whole scanning process for you as skilled professionals are able to handle large volumes of work quickly.
Nevertheless, all that convenience means that you will need to pay a premium for professional document scanning services.
While all scanners usually work in the same way, the quality and amount of effort needed in scanning every individual photo or document varies greatly between models. Based on the multi-page files you want to scan as well as the efficiency of the process, there is a major difference between using the wrong model and the right one.
For consumers, flatbed scanners will be sufficient, even when dealing with multiple page documents. However, businesses should consider automatic fed scanners as they will handle a heavier volume of documents without the need of manual loading.
When it comes to multiple page documents, you should avoid combination scanners as they are generally quite limiting in terms of their software and usage.
Now that you know how to scan multiple pages into one file, you can select the most fitting solution that best suits your needs. Remember to prepare your files by removing clips to avoid damaging your scanner.
Additionally, make sure that you are using the appropriate scanner for your documents or photos.