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so today we're going to be doing is going over scanning and emailing particularly if you're using some form of webmail system like Gmail or hotmail Outlook mail yahoo email whatever you're using there's a quite a few little common traps that people tend to fall into if if they're doing this for the first time and you know just sort of wanted to go over how I recommend going about scanning and emailing documents because you know like that said as many ways to skin a cat so I usually suggest using a program to do your scanning a third party program there is one built into Windows called windows fax and scan so if you don't want to download anything extra if you just search scan you should be able to get your windows fax and scan but I usually suggest naps or in this case naps - which is version 2 and naps stands for not another PDF scanner kind of funny name but it's a really excellent program that allows you to easily scan set up profiles and then either save scans as a PDF which is searchable using optical character recognition and or you can save them as a photo file so you can set up profiles and things which allows you to sort of optimize the skins depending on what you're trying to do whether it be documents or photographs so if you open up naps and if you don't have it on your computer you can just do a Google search for naps - and the first result will give you that you know just install it and you'll have this by the way sometimes you're better off using the programs that the manufacturer supplies I know for example with Epson scanners they're really picky about what program can work with it so your mileage might vary but generally speaking this works really well with all printers and scanners and multifunction units so to scan just click this Scan button and it's going to ask us to set up a profile since we have done this before so I normally set up a document profilers default and then sometimes if I ever want to do photos I can I can set up an additional profile for that so I'm going to call this canon multifunction and documents and I'm going to click Choose device and here is my Canon MPE 495 if that's the one hand sitting next to me and paper source is going to be the glass there is an actually feeder in this unit I'm going to make it grayscale and a four and the resolution hundred dpi is quite low that'll give you a very ordinary looking skin I usually recommend 200 for documents or 300 for photos of course if you want as much detail as you want you can go up but you're going to remember that you know it all depends on the quality of the original print you can't get quality from something that doesn't exist if that sort of makes sense and there are some advanced settings if you want to go through that but generally speaking I just leave it at default and click OK so now what's happening is that my multifunction unit is scanning and that will take a moment and then once that's done we're going to insert another page so that we can combine two pages into a single PDF file so that we can easily send that okay so here we go and this is my Windows test page here you can rotate you can adjust the contrast and brightness and you can zoom in and you can see how the quality is perhaps you might want to bump up the quality level and do it again if you know you're not getting enough out of it but that looks good to me so I'm just going to close that and we are going to swap over this page which will take only a moment we always make sure to sort of work out which way it goes up I actually have a little sticker on mine because I kept putting in upside down which is a little annoying so I'm going to click scan again and it's just going to use our default profile I will show you this little profiles button here in a moment and show you how you can set up a second profile and almost done and there we are there's our second document and I can zoom in on that and see that the quality is pretty good I'm happy with that okay great so those are our two documents now before I save an export I will quickly show you this profiles function so you click on profiles you can add a new profile I click on new here I can call this something else like Canon multifunction photos and you know I can have this in color and this in really high definition and it might be you know photos are small I'm not sure how big a typical three-and-a-half millimeter print photo normally is but you can work that one out if I click OK then hit done now I want to go to scan I can choose whether I'm going to scan a document or I can scan a photo just using this little drop down arrow otherwise we just click scan it will by default use the first profile you set up or whatever you choose to be the default profile and you'll see you have the little tick and you right click on this you can change the default but yeah that one's up to you so anyway I have this these two documents and I want to export them in a way so that I can send them to someone now it's very tempting to just click email PDF but I'm going to warn you this doesn't work with your typical webmail platform reason being is that Windows has some functionality built in for for sending their email but it's very very broken unless you use Microsoft Outlook and you know you cross your fingers and hope that everything happens perfectly in my experience even if you have Microsoft Outlook it is sometimes pretty buggy so I don't usually recommend going it is unless you have a specific setup and outlook is not cheap or practical for everyone so I just recommend saving this is a PDF it will ask us where we want to save it make a note I'm going to make a folder here called the let's call this documents for tests and we're going to call this test document alright so now we've saved that file so that's all done I'm going to now jump into my email so I'll head over to Chrome you may have a direct link to email but I'm just going to click on Gmail here and from here we're going to compose a new message and attach our PDF file now it's worth noting that Knapp's has OCR which means that if you open this PDF it will allow you to search within it so I'm just going to put in to pretend email I can add a cc or BCC if I want let's say you know I'm sending a quote I can blind carbon copy and pull from contacts but I'm just going to put in a test here is a document and I'm going to click the attach files button here and all I really want to do is just go back to where I save so I remember now I save in documents documents for tests and there's a test document PDF now if you're not sure if this is the right file let's say you've scanned you know 20 files save them all to PDF and sort of dump them all in the same folder there is actually a way to to find out what it is before you attach it by the way fun fact with Gmail you can use Google Drive to attach files this is useful if they're large files or if you're sharing back and forth but we're not going to do that right now so if I right click on anything I can click open or open with and see what that document looks like before I send it off so I look at that looks pretty good that's exactly what I expected you know I can you know be rest assured that that is correct so I'll close that and then you know we've already attached that but you get the idea if you're not sure which one it is right-click on it and you can open or open with and just view it before you before you attach it and that's pretty much it just click send and you're done and of course if you make any mistake or files too large it will bounce back at you and let you know straight away as another issue with the send via email function that I see in a lot of operating systems sometimes it will error but not tell you and that becomes very frustrating if you don't realize - a couple of days after anyway that's it for now let me know how many questions hopefully this should clear a few things up and yeah until next time thanks for watching