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Scanning Options

Did you know that you can use your multifunction printer (MFP) to scan documents directly to an MSU Denver network drive? Each MSU Denver department is provided with a scan repository folder on the “J:” network drive specifically for this purpose. To scan files to the "J:" network drive, follow the scanning instructions for your specific copier and select your department's scan repository folder on the "J:" drive as the destination for the scanned files. (Please contact your MFP provider for assistance performing these configuration steps, if necessary.)

After your files have been scanned, you can retrieve them from the scan repository folder by accessing it using any computer that is connected to the MSU Denver wired network or VPN network. The information in the drop-down sections below describe how to access your department's scan repository folder to retrieve the files that you scanned.


1. To access the scan repository for your department, first select the Start menu then My Computer.

 Scan Repository Step 1

2. The new scan repository will display under the “J:” drive, along with your normal “Y:” drive. The "J:" drive will be where all scans will be sent for your department.

Scan Repository Step 2

Before you Begin

When you connect to a shared folder on a remote computer, it is known as mapping a drive or mounting a volume. To map to a network drive you should first know:

  • The appropriate network path.

  • Your NetID and password to the shared folder on the network. (If the folder is not protected, you will not need your NetID and password to access it.)

NOTE: You will need to be connected to the MSU Denver wired network or VPN network to access the "J:" shared drive.

Mapping Network Drives

To map network drives in OS X, do the following:

  1. On the finder menu bar, click GO > Connect To Server



  2. The Connect to Server dialog box will display. Complete the following steps:
    1. Enter a network path in the Server Address field (example: smb://vmwfs15.msudenver.edu/ or smb://vmwfs07.msudenver.edu/)

    2. Add the path to the Favorite Servers list by clicking the + button.

    3. Then click the Connect button.

Connect to the Network Share MAC

 Note: If you are prompted to enter a name and password, complete the following steps:

  1. Select Registered User.

  2. Enter your MSU Denver NetID (username). When mapping network drives to computers hosted on campus, the user name might be winad\username.

  3. Enter your NetID password

  4. Click Connect.

Enter NetID and Password

      4. After you click Connect, a list of folders for you to select from will display. (You should know which folder you need to connect to on the network drive, because your department specifies it.) Select the folder you would like to connect to and click OK.

Select Scan Drive
     

    5. Once connected, the scan repository folder will open and an icon will appear on your computer’s Desktop, which is the network drive that you are connected to.


NOTE: When you disconnect from the MSU Denver wired network or VPN network, the mapped network drive will disappear and you will have to follow the above steps to connect back to the desired network drive and folder.

 

Revised: November 2015

smb://vmwfs15.msudenver.edu/)

Moving Your Scanned Files

After you have scanned an item into your department’s scan repository on the “J:” drive, the file should be moved to a permanent location (e.g., the “Y:” drive). However, if the scan repository already contains numerous files, it may be difficult to determine which file contains the item you scanned. Previewing and/or sorting the files by date can help you find your scanned files and the drop-down sections below provide step-by-step instructions these processes.


Previewing Files on a Windows Computer
  1. ‌Open your computer’s file manager application (Windows Explorer or File Explorer). Access the “J:” drive by selecting DEPTFOLDERNAME_SCAN (\\VMWFS15) (J:). (See the “How to Access the Scan Repository on a Windows Computer” section above for step-by-step instructions about mapping to the “J:” drive.)

    ‌‌‌Image of Sort by Date PC Step 1
  2. To preview the content of a file without opening it, go to the list of files and select the file you would like to preview.

    Image of Preview File on PC step 2 ‌

     

  3. Click the Show the preview pane icon in the upper-right corner of the display window.

     

    Image of Preview File on PC step 3

  4. A preview of the selected file will display on the right side of the window.‌

     Image of Preview File on PC step 3

    ‌‌
Sorting Files by Date on a Windows Computer
  1. Open your computer’s file manager application (Windows Explorer or File Explorer). Access the “J:” drive by selecting DEPTFOLDERNAME_SCAN (\\VMWFS15) (J:).

     Image of Sort by Date PC Step 1

     

  2. Select the Date modified tab to organize the files by date and time.

     

    Image of Sort by Date PC Step 2

  3. The list of files will display in descending order starting with the most recently saved file.

 

Note: To reverse the order select the Date modified tab again.

Previewing Files on a Mac Computer
  1. Access your department’s scan repository by double-clicking the desktop icon that was automatically created when you mapped your computer to the “J:” drive. (See the “How to Access the Scan Repository on a Mac Computer” section above for step-by-step instructions about mapping to the “J:” drive.)

    Image of Previewing Files on a Mac Computer Step 1

  2. Click on the name of the file that you want to preview to select it.

    Image of Preview Files on a Mac Computer Step 2

  3. Press the Spacebar on your computer’s keyboard. A preview of the selected file will display.

    Image of Preview File on a Mac Computer Step 3

     

Sorting Files by Date on a Mac Computer
  1. Access your department’s scan repository by double-clicking the desktop icon that was automatically created when you mapped your computer to the “J:” drive. (See the “How to Access the Scan Repository on a Mac Computer” section above for step-by-step instructions about mapping to the “J:” drive.)

    Image of Previewing Files on a Mac Computer Step 1

  2. Select the Date Modified tab to organize the files by date and time.

    Image of Sorting Files by Date Mac Step 2

  3. The list of files will display in descending order starting with the most recent file.


    Note: To reverse this order select the Date modified tab again.

Best Practices

1. Please note that all files that are stored on the "J:" drive longer than 30 days will be automatically deleted. The scan repository drive is intended for short-term storage only because the "J:" drive is NOT backed up. In order for your document to be backed up, it needs to be moved to a more permanent location (e.g., the "Y:" drive).
2. Avoid scanning and storing any sensitive information to the "J:" drive such as documents containing social security numbers and birthdays.

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