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HP FutureSmart - Scan large documents using a smaller file and improved text quality

A feature available in HP FutureSmart version 5.5 and newer enables you to scan large documents with reduced file size and improved text quality on printers with the Scan to Email feature configured.

The Scan to Email feature can now be used to scan extremely large documents (over 300-400 pages) by reducing the file size without lowering the dpi or sacrificing resolution and text quality. Previously with large documents to be scanned, users generally needed to modify the resolution by lowering the dpi and adjusting other options in order to reduce the file size before scanning, which impacted the scanned file quality.

This new feature enables users to scan a large document to email with both a smaller file size and improved text quality and readability.

Applicable printers

This document applies to HP Enterprise and HP Managed printers running HP FutureSmart 5.5 or newer.

Set the default job options to scan and send a large document via email in the EWS

Select the Very Low (smaller file) Quality and File Size option in the default job options for email to scan and send a large document using a small file size while preserving text quality in the Embedded Web Server (EWS).

Make sure the following prerequisites are met:

  • You have access to the EWS.

  • You have the EWS Administrator password.

  • Scan to Email is enabled and configured for the printer.

In FutureSmart 5.5 and later, you can select a resolution option in the Resolution setting and the Very Low (smaller file) option in the Quality and File Size setting as default job options for email in the EWS. The Very Low (smaller file) setting can scan and send a large document via email using a smaller file size while preserving text quality.

Perform the following steps to set the default job options to Very Low (smaller file) for the Scan to Email feature.

  1. In the address line of a web browser, type the printer IP address or host name and then press Enter to open the Embedded Web Server (EWS).

  2. Log in as an administrator.

  3. Select the Scan/Digital Send tab.

  4. Select Scan to Email Settings.

  5. Select Default Job Options.

  6. Select the Very Low (smaller file) option from the Quality and File Size pull-down menu.

    Quality and File Size options in the EWS for FutureSmart 5.5 and later

    Quality and File Size options in the EWS for FutureSmart 5.5 and later include Very Low (smaller file) and Very High (larger file) options with the existing Low, Medium, and High options.

  7. Click Apply.

Scan and send a large document via email

Use the Very Low (smaller file) option to scan and send a large document using a small file size while preserving text quality.

Make sure the following prerequisites are met:

  • You have access to the printer control panel.

  • Scan to Email is enabled and configured for the printer.

To scan and send a large document via email using a smaller file size and preserve text quality, change the Resolution settings from the control panel.

  1. On the printer control panel, select Scan.

  2. Select Scan to Email.

  3. Select Options.

  4. Select File Type and Resolution.

  5. Select Quality and File Size.

  6. Select Very Low (smaller file).

    Quality and File Size options on the control panel in earlier FutureSmart versions versus FutureSmart 5.5 and later versions

    In the right pane of the control panel, the quality and file size options include Very Low (smaller file) and Very High (larger file) options with the existing Low, Medium, and High options.

  7. To scan the document and send it via email, select Send.

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