Scanners are very useful devices that allow the user to create digital copies of paper documents. If a scanner is used in its normal "Scan" mode, it takes a picture of the page being scanned and outputs an image file, usually in JPEG format. Scanners also have an optical character recognition (OCR) mode that "reads" the text in a paper document and creates an editable word processing file. In either case, creating a PDF is an excellent way of sharing the scanned documents in a read-only format. Converting output from the HP OfficeJet J4540 into PDF is very simple.
- Skill level:
Download and install a free PDF printing utility. Software packages such as CutePDF or DoPDF (see Resources) install as virtual printers, allowing you to choose them in the print dialogue box from any application. Selecting one of these programs as your printer and clicking "Print" will generate a PDF of the document being printed. These software packages are only needed for Windows users, as Macs have this function built in.
Insert the software disk that came with the OfficeJet J4540 and run the installer software. Connect the scanner to the computer with a USB cable and turn it on when prompted by the installer. If you do not have the software, download it from the HP website (see Resources).
Place your document on the scanner tray and press "Scan." This will open the HP software on your computer.
Save the scanned file as an image file when scan completes. If the scan was a text document, clicking "Recognize and Save" gives you the option of exporting it as editable text into your word processor.
Double-click on the saved image file from the scanner, or click on your word processor in the task bar. You should see your scanned document.
Click on "File" and "Print." On a PC, choose your PDF utility as the printer. On a Mac, select "Save as PDF" on the bottom left of the dialogue box and click "Print."
Name your PDF and select a destination folder for it. Click "Save."
Open the destination folder and double-click on the new PDF to open it and make sure that it shows your scan properly.
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