Scanners

FAQs

What is the Difference Between a Flatbed and a Sheet-Fed Scanner?

Flatbed and sheet-fed scanners each serve distinct purposes, particularly based on how much scanning you do on any given workday. 

A flatbed scanner has a glass surface on which you place each document or image individually, making it ideal for bound books, delicate photographs or items that can’t easily pass through a feeder. It’s also typically the ideal choice for any business where scanning is infrequent or won’t require you to scan multiple sheets or documents in one go.

Sheet-fed scanners, on the other hand, draw pages through automatically and process multiple sheets in a single run. This makes them the go-to choice for high-volume scanning of loose pages, forms and letters.

If your work involves a mix of materials - such as scanning both documents and photos - a flatbed model may provide greater flexibility on that front. But if you’re primarily handling stacks of standard-sized pages, a sheet-fed scanner is usually the faster and more practical option for such tasks. For businesses that need scanners suitable for all of the aforementioned tasks, you can find multi-function printer/scanner units that will suit your needs.

How Do I Pick the Right Scanner for My Needs?

When it comes to choosing the right scanner, your decision will typically depend on how you plan to use it. 

For businesses that scan dozens or hundreds of pages each day, speed and volume capacity are key. Look for scanners with a higher pages-per-minute rating and a robust automatic document feeder that can manage larger stacks of paper without frequent reloading. This is where a sheet-fed scanner is often the best option.

If you only scan occasionally, image quality and simplicity may matter more than raw speed - so a flatbed scanner is likely the way to go here. Some models are built for versatility, able to handle everything from business cards to A3-sized plans. Also keep means of connectivity in mind - many modern scanners, both sheet-fed and flatbed, support USB, Wi-Fi or Ethernet connections, and can even scan directly to shared folders or your business’s cloud storage.

Resolution is another key factor to consider as it will determine the legibility and overall image quality of your scans. For everyday paperwork, 300 DPI (dots per inch) usually provides sufficient clarity, while photo scanning or detailed artwork may benefit from higher resolutions. 

Make sure to consider the size of the scanner and how it will fit within your workplace. Compact desktop designs are ideal for small offices, while larger units suit workgroups that share equipment or have a devoted printing room for larger equipment.

Finally, if your work involves being on the go regularly where you may need to scan documents while travelling, there are portable scanners that will be well-suited to your working needs. 

What is OCR and How Does It Benefit My Scanning Process?

OCR stands for Optical Character Recognition, which is a software feature that converts scanned images of text into editable, text-searchable documents. 

This means that once a document has been OCR scanned, you can easily find specific words, copy text into other applications, or archive files in a way that allows them to be found by searching for the text contained within them.

OCR is particularly valuable for any business that manages contracts, reports, or invoices. Instead of storing scanned images as static files and having to scan through them manually, OCR enables text-based indexing so you can locate information faster and with greater ease. Many scanners include OCR software as part of their bundle, or it can be added later through compatible programs.

Can I Scan Photos with a Document Scanner?

Many document scanners are able to scan photos, but it’s important to ensure you’re using the correct settings and equipment for the job. Generally, flatbed scanners are the preferable choice for scanning photos as they provide even pressure across the image and avoid potential damage that can occur in a sheet-fed mechanism.

If your scanner supports higher resolutions, you can capture even greater detail and colour accuracy for your photos. A good benchmark is to aim for at least 600 DPI when digitising photos, and to save files in high-quality formats such as TIFF or JPEG. 

Using image enhancement tools or a scanner’s bundled software can also help balance tones and sharpen results. For older or delicate photos, you should take extra care with handling them and ensure the scanning surface is clean and free of any debris, no matter how small.

What is the Maximum Paper Size Supported by Scanners?

As is often the case, many office scanners are typically designed with standard A4 or letter-sized documents in mind. But there are still plenty of models stocked by Office Choice that are capable of handling larger formats such as A3 or tabloid size. These larger options are particularly useful for architects, designers, or anyone working with large charts and technical drawings.

When comparing the specifications of different scanners, always check the maximum document width and length that’s supported by the scanner you’re considering. If you frequently scan oversized materials, ensure your chosen model accommodates them without the need for manual resizing or multiple passes. The right device will save you considerable time and ensure every detail is captured accurately and without any visual compromise.

How Do I Connect a Wireless Scanner to My Computer?

Connecting a wireless scanner to your computer is typically a very straightforward affair. Almost all wireless scanners work through a Wi-Fi connection, so you’ll want to begin by ensuring the device is within range of your network and powered on. 

Many scanners will have an on-screen menu or companion app that allows you to select your Wi-Fi network, enter the password, and get it connected. When connected, depending on the scanner, you may need to install additional software or drivers on your computer to finalise compatibility. 

Once everything is properly set up, you’ll be able to find the scanner listed under your operation system’s “Printers & Scanners” setting. From this settings page, you can typically initiate test scans and confirm that files are transferring as desired.

What is Duplex Scanning and Why is It Important?