Scan to a Microsoft Teams Channel Folder From a Multi-Function Device (MFD)

Questions or Issues

• How do I scan a document into a Microsoft Teams channel?
• How do I send scans to my department's Teams files instead of the J: drive?
• How do I request a Teams or SharePoint scan destination for a campus printer?
• How long does it take for a new scan location to be added to a printer?
• My department's Teams folder is not listed on the printer. What should I do?
• Who can open a document after I scan it into a Teams channel?
• Where does my scanned file appear after I scan it to Teams?
• Why did I get an email asking me to authorize SharePoint Online after scanning?
• I scanned to my Teams folder, but the file never arrived. What happened?

Environment

This article applies to Bowdoin faculty and staff who use a campus multi-function device (MFD) to scan documents into a folder in a Microsoft Teams channel. A Teams scan destination is not available automatically. Bowdoin Information Technology (IT) sets one up on request.

• Who: faculty and staff whose department keeps shared files in a Microsoft Teams channel.
• Devices: PaperCut-enabled multi-function devices on campus, including Ricoh devices. A scan destination is added to specific devices, so it appears only on the devices named in the request.
• Destination: a folder inside a Microsoft Teams channel. Files in a Teams channel are stored in the team’s SharePoint site, so Teams and SharePoint scan destinations are set up the same way.
• Size limit: up to 750 MB for a document scanned to a Teams or SharePoint folder.

This article does not cover scanning to your own OneDrive, to email, or to a microwave network folder. Those steps are in the articles listed under Additional Resources.

Resolution

Choose the destination folder

1. Choose the team, the channel, and the folder in that channel that should receive scans. A folder used only for scans, such as one named SCANS, keeps scanned documents separate from working files.
2. Copy the web address (URL) of that folder. The steps are in Get URLs for Teams Channel Folders.
3. List the people who should be able to scan to the folder, with their names, email addresses, and departments.
4. List the multi-function devices where the scan destination should appear, by building and room.

Request the scan location

1. Open Request addition of PaperCut Scan Location in the Service Catalog.
2. Select Add Scan Location. Sign in with your Bowdoin username and password if prompted.
3. For Scan Location Type, select Teams or SharePoint Folder.
4. Paste the folder URL, and enter the people and devices from your list.
5. Submit the request.

After Bowdoin IT receives and evaluates the request, allow 2 to 3 business days for the scan location to be added. Bowdoin IT confirms when the new scan destination is available on the devices you named.

Scan a document to the Teams folder

1. Sign in at the multi-function device. Tap your Bowdoin OneCard ID on the reader, or enter your Bowdoin username and password on the touch screen.
2. Place the document in the feeder or on the glass.
3. Tap Scan.
4. From the list of scan destinations, tap your department's Teams folder.
5. To change the file name, tap Filename. To scan in color, scan two-sided, or change the resolution, tap Settings. Scans are black and white at 300 DPI unless you change them.
6. Tap Scan.
7. When asked whether to scan more pages or send the document, tap Send.

All the scan settings you can change at the device are described in Scanning with PaperCut.

Authorize PaperCut the first time you scan

The first time you scan to a Teams or SharePoint folder, PaperCut needs your permission to save files to SharePoint Online. PaperCut emails you an authorization request as part of the scan. This is separate from the authorization for scanning to OneDrive, so you receive it even if you already scan to your own OneDrive.

1. Open the email from PaperCut asking you to authorize Scans for PaperCut MF to save to SharePoint Online.
2. Select Login to SharePoint Online.
3. Sign in with your Bowdoin username and password if Microsoft 365 prompts you.
4. On the permissions screen, select Accept.

PaperCut sends a confirmation email when authorization is complete, and your scanned document is then delivered to the Teams folder. Until you accept, the document is not delivered.

Find the scanned document

When the document is delivered, PaperCut emails you a confirmation with a direct link to the file. Select Go to your scan! in that email to open it. To find the document in Microsoft Teams instead:

1. Open Microsoft Teams, then select the team and the channel the document was scanned to.
2. Select the Files tab.
3. Open the folder that receives scans.

To reach the folder from File Explorer or Finder without opening Microsoft Teams, add a shortcut to it in OneDrive. A shortcut, not sync, is the recommended way to work with Teams channel files day to day.

If the scanned document does not arrive

1. Check your email for the authorization request from PaperCut, and complete the steps in Authorize PaperCut the first time you scan.
2. Wait a few minutes for OCR to finish, then check the folder again.
3. If the document still has not arrived, contact the Service Desk. Give the device's location, the time you scanned, and the scan destination you selected.

If the Teams folder is not listed at the device

1. Check that Bowdoin IT has confirmed the scan destination is ready. A new location can take 2 to 3 business days after the request is evaluated.
2. Check that you are at one of the devices named in the request. The destination appears only on those devices.
3. Check that you signed in with your own OneCard ID or username. The destination appears only for the people named in the request.
4. If the folder is still not listed, contact the Service Desk. Give the device's location and the names of the people who cannot see the destination.

Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during Tech Hub business hours (opens in a new tab).
• Submit a ticket: Request assistance through the Service Catalog.