How To Scan To Gmail With The Fujitsu ScanSnap

How To Scan To Gmail With The Fujitsu ScanSnap

I am sure most computer-savvy readers can relate to this: family gatherings involve good food, good times, and providing computer help.

This Christmas was no exception; in between bites of lefse (the only Norwegian thing my family does), my dad, who uses a Fujitsu ScanSnap S300 (the precursor of the ScanSnap S1300) was having trouble emailing his genealogy stuff.

He asked me how he could use his ScanSnap to email using Gmail rather than Outlook. I thought it might make a good post, so here we are.

In Windows, the ScanSnap will use your default email client. So the task becomes, how do you set Gmail as your default mail client?

As with most things, there are a bunch of different solutions. The most common one is to use the Gmail Notifier. When you install that, you can check the box to make Gmail your default client. I don’t know if it is because I am on 64-bit Windows 7 or because Larry & Sergey hate me, but I just could not get it to work on my computer. Whatever I did, it still used Windows Live Mail.

I ended up using a free little app called Affixa. Affixa has a number of features but the main ones I care about here are that it allows you to use Gmail, Google Apps, or Yahoo Mail as your default Windows mail client.

Set Up Affixa

When you first run it, you can add your accounts and then set a few options for each account.

Affixa Options

For me, I set it to launch Gmail after creating a draft message and use HTTPS for added security.

Set Up ScanSnap Manager

On the ScanSnap side, I used the built-in Scan To E-Mail profile. On the Application tab it has Scan to E-mail, and then when you click the Application Settings button, there are a few settings that you might want to take a look at.

Scan Email Settings

I personally like to have “Show preview” popped up so that I can set a filename, and if you want to keep a PDF copy of the document, check “Save scanned images to file”.

After all that, set up the other Profile options on the other tabs as desired.

Sending The Email

Once you have your setup done, just put some documents in the ScanSnap and hit the scan button. Affixa will show that it is logging in, and then if you checked “Launch Gmail” then it will take you right to your message. If not, go to Gmail, go to the Drafts folder, and there it will be.

New Gmail Message

As I said, Affixa has way more functionality than what I have described here, so check out the site if you want to know more.

What About The Mac?

I’m afraid I don’t have good news here. Google has an improved Google Notifier for Mac that I thought would do the trick, but no luck. When I tried scanning, ScanSnap Manager popped up a message specifically saying that it needed to use Mail.app or Entourage.app. Why, I have no idea.

If you have come up with a Mac solution or have another Windows method that works for you, drop a note in the comment and let us know.

About the Author

Brooks Duncan helps individuals and small businesses go paperless. He's been an accountant, a software developer, a manager in a very large corporation, and has run DocumentSnap since 2008. You can find Brooks on Twitter at @documentsnap or @brooksduncan. Thanks for stopping by.

Leave a Reply 10 comments

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Scott Roewer - July 25, 2017 Reply

Hey Brooke,

Is there a way to easily (Not a long list of steps) scan a biz card using an iX500 and getting that into Google Contacts?
I know it can be exported as a vcard from ScanSnap Manager, but I’m looking for a streamlined way for a client.

Ayelet May - May 10, 2016 Reply

Just what I needed! Thank you. I’m not sure why, though, I don’t have an option for HTTPS…?

DocumentSnap Time Machine | Tips To Learn How To Go Paperless | DocumentSnap Paperless Blog - December 30, 2011 Reply

[…] How To Scan To Gmail With The Fujitsu ScanSnap If you want to scan to email, but you use the web based Gmail for your email client, here is how to do it. […]

@jonphipps - February 5, 2011 Reply

MailPlane (http://mailplaneapp.com/) is a Gmail wrapper that makes the web interface to Gmail a native Mac application with a drag/drop email attachment interface, so you can setup a profile in ScanSnap Manager and scan directly to MailPlane/Gmail. This works very well (I'm doing this now with my shiny new S1100) and lets you use all of the normal Gmail features. MailPlane isn't free (US$25), but it adds a number of Mac-friendly features like this to Gmail that bring a bit of joy now and then.

IanDownie - January 9, 2011 Reply

There is no problem in scanning to email in a Gmail account though, as Chris Wood says, you have to do it through Mail.app rather than through the Gmail web version.

I have several different email accounts including some Gmail ones and use Mail.app for them all. Set Gmail for IMAP access and leave all emails (including sent mails) on the server. That will allow you to use the web version of Gmail as your normal email client if you want, while also allowing you to send scans via Mail.app.

Personally, I use Mail.app almost all the time (and its equivalents on the iPhone 4 and iPad). I do access Gmail through the web version periodically to train the spam filter as I find that Gmail rejects some emails which are not spam.

    Brooks Duncan
    Brooks Duncan - January 9, 2011 Reply

    Thanks Ian, as you say I should have clarified that scanning to Gmail is not a problem if you use Mail.app or another email program. The problem only comes if you want to use the web Gmail interface.Good point!

Chris Wood - January 1, 2011 Reply

Thanks for writing such a wonderful tutorial involving Affixa! It's always great to see all the different ways people are using it!

I don't think Gmail Notifier would have worked for you since it only makes Gmail the default mail application for email hyperlinks (I.e. mailto links), not sending files.

We often get asked to do a Mac version, but OSX doesn't include something equivalent to MAPI, which is what makes the whole user choice of default mail application thing possible in Windows. Because you don't have the concept of a system-level default mail application, each application will only work with a predefined list of mail apps, and most commonly that's a list of one: Mail.app!

Happy New Year!

    Brooks Duncan
    Brooks Duncan - January 1, 2011 Reply

    Thanks for the comment Chris and thanks for the clarification on the Mac. Happy New Year to you too!

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