Printing - Scan to Email and OneDrive

Summary 

For users with a PIN Code (How to Get a Ricoh PIN Code for Existing Accounts) this will provide a step by step guide on how to activate your account and gain access to the Scan to Email and OneDrive options. Once the initial set up is complete, the process is quite intuitive and should help streamline the movement of documents. Please use this document to learn how to do any of the following:

  • Use the Ricoh copier to scan a document and send it via email to multiple people
  • Use the Ricoh copier to scan a document and send it directly to your OneDrive
  • Choose what type of file you want the document to be scanned as.

How to use the Scan to Email and Scan to OneDrive functions on the Ricoh Copiers.

Before being able to use the Scan to Email and OneDrive functions, all employees will need to do a first time Account Activation. This is a process that is only needed once and only on the first time. After you set up your account initially, you can then use all the functions anytime you want. 

Initial Account Activation (First Time Only) :

If you haven't done the Inital Account Activation yet, please follow the steps here: https://support.shoreline.edu/TDClient/141/Support/KB/ArticleDet?ID=17913
Once all of the steps listed above are complete, you can continue. 

Locating the Scan to Email and Scan to OneDrive Function on the Ricoh Machine:

Step 1: Log into the Ricoh copier

  1. Log into the Ricoh with your 6 digit PIN Code.
    1. If you ever forget your PIN Code, you can select the Authenticate button and enter in your full employee email and password. 
  2. In the top left corner is the context menu. This is where you can change between Printing, Scanning to Email and Scanning to OneDrive functions.
    1. The Home screen on the physical Ricoh Printer device. Emphasis on the top left menu option. This menu is currently displaying "Copy and Print" and has two other options that are hidden until it is selected.
  3. The Printing option buttons are colored Red, the Scanning to Email options are Blue, and the Scanning to OneDrive options are Green.

Step 2: Select your file type

  1. Once Scan to Email (or Scan to OneDrive) has been selected, you'll be presented with 5 different options.
    These are the file types that can be currently scanned into your email (or OneDrive)
    1. PDF
    2. Searchable PDF
    3. Word (Docx)
    4. Excel (Xlsx) 
    5. and Image/Photo (which support the following:)
      1. Tiff
      2. PNG
      3. JPEG
      4. GIF
      5. and others.

        Example of the Scan to Email Screen:       Send to Email file type page. This is where you can select what type of document your want your scanned file to become when you scan to your email.
        Example of the Scan to OneDrive Screen: Send to OneDrive file type page. This is where you can select what type of document your want your scanned file to become when you scan to OneDrive.
  2. After making your selection, you'll be taken to the Details screen where you can fine tune your selection before starting the scan.
    1. For Scan to Email:
      1. This screen will let you select other email address to CC, BCC or put in the To Field.
      2. Add a subject line
      3. change the scan settings (like DPI, color, pages, etc)

        Email Compose screen. This screen confirms the email you'd like the scan to go to and if you wanted to add any CC or BCCs to the email. It also lets you add a subject at the bottom of the screen. There is a green start button on the bottom right.
    2. For Scan to OneDrive:
      1. This screen will let you select which folder (or folders) you want to send the file to and change the Scan settings.
    3. OneDrive File Folder select screen. This screen confirms the folder you'd like the scan to go to. There is a green start button on the bottom right.

Support Options 

We offer multiple ways to get support to ensure you receive the help you need:

Print Article