› Desktop Productivity Scanning › Scan to Microsoft Outlook › Scan with Preview - Outlook

Scan with Preview - Outlook

With Scan with Preview, you can scan using a predefined profile and preview the results before saving them as document images or OCR text to a file attached to your Outlook email message.

  1. Place your documents in the scanner.
  2. Create or open an email message, and then select the Kofax VRS tab.
  3. From the Profile list, select the predefined profile that is appropriate for the documents to be scanned:
    • Color Only
    • Color or Black & White
    • Black & White Only
  4. Click Scan with Preview.

    A notification appears as scanning is started. The documents are scanned and displayed as thumbnail images in the Kofax VRS Scan with Preview window.

  5. From the Kofax VRS Scan with Preview window, click the Type button and select a file format for saving the scanned documents:

    • PDF Portable Document Format (*.pdf) (default)

      If you select PDF as the file type for your scanned documents, a PDF file containing the scanned images is attached to the email. If you want this PDF to contain OCR text instead of images, you must select Make PDF Searchable in the PDF Settings dialog box, which appears when you click the Options button as described in Step 6.

    • TIF
    • BMP
    • JPG
    • PNG

    • Word Document (*.docx)

    • PowerPoint Presentation (*.pptx)

    • Excel Spreadsheet (*.xlsx)

      If you select DOCX, PPTX, or XLSX as the file type for your scanned documents, two files are produced: an "Untitled" file containing OCR text and an Untitled.pdf file containing scanned images. Both files are attached to the email.

  6. From the Kofax VRS Scan with Preview window, do one of the following:
    • To apply image quality adjustments to one or more of your scanned documents, select the applicable thumbnail images and click Settings to open the Kofax VRS Interactive Viewer. Apply changes and when you are satisfied with the results, click OK to close the Kofax VRS Interactive Viewer.

    • If you selected PDF, DOCX, PPTX, or XLSX as the file type for your scanned documents in Step 5, you can click the Options button to display a Settings window where you can adjust the OCR settings for the finished output.

    • If the preview results are unacceptable, click the "X" icon on the toolbar to discard the images.
      While the Kofax VRS Scan with Preview window is open, you can select Scan One or Scan All on the Home tab to scan more pages.
  7. From the Home tab of the Kofax VRS Scan with Preview window, click Save.

    The Save Scanned Documents dialog appears.

  8. Assign a file name for the attachment that contains the scanned images and click OK.
  9. Once the files are attached to your email message, complete the message and click Send.
    When using Scan with Preview, keep in mind that an error may occur if an attachment exceeds the maximum file size supported by your email server.