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How to Configure The 'ScanBack Utility' to Allow Scanning Back to Your Computer

Document ID:HO328

Usergroup :External


Temporary destination; profile; shortcut;  How to scan; Create a Scan PC profile; Scan to computer; PDF scan; JPEG



This article gives a general overview of the Scanback Utility, when to use it, and basic configuration instructions. 


What is it?

Scanback Utility is an application provided with your printer to acquire images back to a specified folder on your PC.

Scanback Utility benefits:

  • Create individual shortcuts on your desktop for frequent scanning tasks  
  • Lock-in your scan file attributes for each shortcut 
  • Fast versus other scan methods

NOTE: This scan method produces non-searchable PDFs and image files only. If you need to manipulate or edit the scanned image, it is recommended you utilize your Lexmark local or network TWAIN driver along with TWAIN compatible software that includes optical character recognition (OCR) capabilities.     

Other scan methods, to include:

 * Certain printers only. Check your printer's specifications for compatibility. 


Configuration Example (Lexmark Pro 5500)


Before you begin

  • Check your printer's compatibility with this application. Visit > Support and Downloads to download the software package. You can also check for the presence of this application on the software CD that came with your printer.
  • Have your printer's IP address. Obtain this address off of the printer's front panel or print a network settings page.


 Step Action  Click Illustration to Enlarge

Click on Start or and then All Programs

2 Select Lexmark, and then Scanback Utility.  
3 At the welcome screen, click Next to start creating your scan profile.  

 Which MFP do you want to use?


If... Then... Or...
Your printer is listed... Click Next, and skip to Step 6. 

Click Setup if you wish to edit  how this printer is identified. 

Options viewable by user:

  • Hostname
  • IP Address
  • Description
Your printer is not listed... Click the drop-down arrow to locate it. If it is listed, select it, and click Next. Click Setup and see the next step since you will have to manually enter your printer's IP Address, or Host Name, and Description.


A printer may not show in the list if it is on a different network subnet; local subnets are searched only.  












MFP Setup decisions 

If... Then...
And then...
Your printer's IP address was not listed in Step 4 above...

Identify your printer's IP address and make sure your printer is communicating on the network.

  1. Click Add.
  2. Enter your printer's IP address, or Hostname.
  3. Enter a Description.
  4. Click OK.
  5. Next to: In the utility, display the MFP list by, you can elect to identify your printer by IP Address, Hostname or Description.
  6. Click Close to return to the previous screen.
  7. Your printer should now be listed in the drop down under Which MFP do you want to use?
  8. Select it, and click Next.
Note: 6-8 not illustrated.
A printer's  parameters have changed, or you want to change the description... Select the printer in the MFP list. Click Edit to modify the IP address, hostname or description.
A printer listed is no longer available... Select the printer in the MFP list. Click Delete.


To test communication:

  1. Identify your printer's IP address under TCP/IP of the printer's network settings page.
  2. Perform a Ping test  from a command prompt.
  3. Or, access the printer's embedded Web Server.






Highlight one of the predefined formats that best describes the original's physical characteristics, or highlight a custom format that you have created,

Click Next, and then jump to Step 8.

Or, press Setup to create your own custom format, and see Step 7.




Custom 'page format' setup 

Note: Your printer's capabilities determine the options available.

Steps summarized:

  1. Select New, provide a name and then select OK.
  2. Select Content type.
  3. Select Paper Size.
  4. Select Orientation.
  5. Select Duplex if available.
  6. Click OK.
  7. Select the name entered in the first step, and click Next. (Not illustrated.)

Highlight one of the predefined formats that best describes the original's physical characteristics;

or, highlight a custom format that you have created, click Next, and then jump to Step 10.

Or, press Setup to create your own custom format., and see Step 9.

9 Custom 'output file' setup 

Note: Your printer's capabilities determine the options available.

Steps summarized:

  1. Select New, provide a name and then select OK.
  2. Select File Type. 
  3. Select Color.
  4. Select Resolution.
  5. Select Quality. 
  6. Under Advanced Imaging, you may be able to select Brightness, Contrast, and Background Removal for bleed-through situations.
  1. Click OK.
  2. Select the name entered in the first step, and click Next. (Not illustrated.)
10  Enter a profile 'shortcut' name that you can identify from the printer's front operator panel, and then click Next.  

Select a filename and location for the scan job.

To do this, click Browse, navigate to a preferred directory or folder, enter a file name, click Save, and then click Next




Enter the Window's shortcut name that will appear on your desktop if you are going to be performing frequent scans, and then click Finish


This can be used as a standard profile if the same settings will be used for future scans.


If your computer has multiple network adapters, you will have to select the IP address of the network card that is active on your computer. Then, click Ok.


HINT! Open a command prompt and type in ipconfig after the command prompt.

14 The listener is now open and the profile has been sent to the printer. Go to the printer and select the Scan Profiles option, or equivalent setting, to complete the scan.   


Canceling a scan

You will need to repeat the entire profile creation process, or you will have to select the shortcut if you opted to create one.  




Shortcut Behavior

The following rules apply when you select your created shortcut for follow-up scan jobs.

If... Then... To...
 You do not want to overwrite the existing file. Select NO

Choose a directory and enter a new filename before pressing Save.  A new or additional filename is created. 

  • You are not concerned about the existing file being replaced
  • You have already renamed the previously scanned file.
  • You are intentionally trying to replace the scanned image.
Select YES Keep the same filename, but replace the image. The previous image file is now overridden by a new scanned image.





Older MFPs

Scan profiles are temporary destinations. A maximum of ten scan profiles can be stored. When the eleventh profile is created, the oldest is discarded.
Creating Scan Profiles with the ScanBack utility

  1. Launch the ScanBack Utility. If the software was installed using the default directories, click Start, Programs, Lexmark, Document Distributor, and then open the ScanBack Utility.
  2. Select the MFP to use with this profile. If none are listed, obtain a list from the system administrator or click the Setup button to manually search for an IP address or hostname. NOTE: At least one MFP must be selected to continue creating a profile.
  3. Follow the instructions on the screens to define the type of document to be scanned. The capabilities of the MFP selected will determine the available settings. Click Next.
  4. Follow the instructions on the screen to define output properties of the scanned document. Again, the capabilities of the MFP selected will determine the available settings. Click Next.
  5. Enter a profile name to use in identifying this scan profile. This name will appear on the MFP control panel once the profile has been created.
  6. In the next window, browse to the location where the file is to be stored on the computer. Make sure the full path is entered, including the filename. Click Next.
  7. In the next screen, there is an option to Show OptraImage instructions. Select this option if unfamiliar with the procedure at hand. 
  8. Select the Create Shortcut option in order to use this as a standard profile with the same settings for future scans.
  9. Click Finish. A dialog displays the scan profile information and the status of the received images.
    WARNING! Do not close out of this dialog or you will not be able to complete your scan.
  10. Walk over to the MFP Device specified in the scan profile. 
  11. Load all pages into the MFP. 
  12. On the MFP control panel, press the Fax/Scan mode button until SCAN->PROFILE appears on the screen.
  13. Press Menu > until the chosen scan profile name shows on the screen.
  14. Press Go/Send to start scanning.
    Once the scan is complete, the document will be stored locally on the computer used to create the profile.



Still Need Help?

If you require additional assistance, please see below Contact information. NOTE: When calling for support, you will need your printer model/machine type and serial number (SN).

Please be near the products described in this article to expedite the support process and reduce call-back situations.

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