November 2016 05-0893-100
Design © 2016 Xerox Corporation. All rights reserved. Xerox®, Xerox and Design® and DocuMate® are registered trademarks of Xerox Corporation in the United States and/or other countries and are used under license from Xerox Corporation. Visioneer is a trademark licensee of Xerox®. BR10272 Content © 2016 Visioneer, Inc. All rights reserved. The Visioneer brand name and OneTouch® logo are registered trademarks of Visioneer, Inc.
Table of Contents Safety ................................................................................................................................v Safety Introduction ............................................................................................................................... v Operational Safety Information...................................................................................................... v Electrical Information..................................................
Xerox® DocuMate® 5540 Table of Contents Scan from the Flatbed Glass...........................................................................................................22 Supported Document Types ..............................................................................................22 Loading Documents...............................................................................................................23 Scanning Interfaces ............................................................
Safety Safety Introduction Notices and Safety Please read the following instructions carefully before operating the machine and refer to them as needed to ensure the continued safe operation of your machine. Your Xerox® product and supplies have been designed and tested to meet strict safety requirements. These include safety agency evaluation and certification, and compliance with electromagnetic regulations and established environmental standards.
Xerox® DocuMate® 5540 Safety Note: Your Xerox® machine is equipped with an energy saving device to conserve power when the machine is not in use. The machine may be left on continuously. Do not do these: • Never use a ground adapter plug to connect the equipment to a power outlet that lacks a ground connection terminal. • Never attempt any maintenance function that is not specifically described in this documentation. • Never remove covers or guards that are fastened with screws.
Xerox® DocuMate® 5540 Safety Electrical Supply • This product shall be operated from the type of electrical supply indicted on the product’s data plate label. If you are not sure that your electrical supply meets the requirements, please consult your local power company for advice. • Always connect equipment to a correctly grounded power outlet. If in doubt, have the outlet checked by a qualified electrician.
Xerox® DocuMate® 5540 Safety 3. Do not use aerosol cleaners. The use of cleaners that are not approved may cause poor performance of the equipment, and could cause a dangerous condition. 4. Use supplies and cleaning materials only as directed in this manual. 5. Do not remove covers or guards that are fastened with screws. There are no parts behind these covers that you can maintain or service. 6.
Welcome Your new Xerox® scanner can quickly scan stacks of single-sided or double-sided pages and place their electronic images on your computer. What’s in the Box Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner.
Xerox® DocuMate® 5540 Welcome System Requirements Pentium 4 PC or AMD equivalent with: • A DVD-ROM drive • An available Universal Serial Bus (USB) port • Microsoft® Windows® operating system: – 32-bit Windows XP (Service Pack 2) – 32-bit or 64-bit Windows Vista (Service Pack 1) – 32-bit or 64-bit Windows 7 – 32-bit or 64-bit Windows 8 / 8.1 The scanner is compatible with Service Pack 3 for Windows XP, Service Pack 2 for Windows Vista, and Service Pack 1 for Windows 7.
Xerox® DocuMate® 5540 Welcome • Nuance OmniPage user’s guide—contains detailed instructions on using the software, including information on using Optical Character Recognition to create editable text files from the scanned documents. • Nuance PDF Converter user’s guide—contains detailed information on using the application to create and modify PDF files. Xerox® DocuMate 5540 Scanner 1 2 3 4 5 7 6 8 9 1. Input Tray—Holds the documents in the Automatic Document Feeder for scanning. 2.
Xerox® DocuMate® 5540 8. Power jack—Connects the power cord to the scanner. 9. Universal Serial Bus (USB) port—Connects the scanner to the computer.
Scanner Setup Unpack and Assemble the Scanner 1. Remove the scanner from its protective foam and plastic bag. 2. Place the scanner on its side. Remove the tape and paper strip that runs from the top to the bottom of the scanner. 3. Slide the locking tab on the bottom of the scanner to its unlocked position. The scanner will not scan when locked. 4. Remove any shipping tape from the scanner body and input tray.
Xerox® DocuMate® 5540 Scanner Setup 5. Lift the input tray up from the scanner. 6. Remove any tape from the input tray and around the automatic document feeder. 7. Open the automatic document feeder cover.
Scanner Setup Xerox® DocuMate® 5540 8. Remove any tape or protective foam from inside the feeder. Close the feeder cover when you are finished. 9. Lift the scanner lid. 10. Remove any tape and protective foam from around or on the flatbed glass. 11. Close the scanner lid when you are finished.
Xerox® DocuMate® 5540 Scanner Setup Connect the Power Cord Note: Only use the power supply (DA-48M24 made by APD) included with your scanner. Connecting any other type of power supply may damage your scanner, and will void its warranty. 1. Plug the power supply into the power port on the scanner. 2. Plug the power cord into the power supply and into a wall outlet.
Installation Please make sure of the following before you begin installation: • If you are prompted to reboot during installation, please select "No". Finish installing the rest of the software, then close all open windows and reboot your computer. • The information in this guide may cover software not provided with the scanner you purchased. Please disregard any information about the software not applicable to your scanner.
Xerox® DocuMate® 5540 Installation Install the Software and Connect the Scanner 1. Start Microsoft Windows and make sure that no other applications are running. 2. Insert the installation disc into your computer’s DVD-ROM drive. The disc automatically starts. 3. The Select Language window opens. Click the drop-down menu arrow and select the language to use. Click OK. The disc’s Main menu window opens.
Installation Xerox® DocuMate® 5540 4. On the Main menu, select Install software. 5. Make sure the boxes for Scanner Driver and Visioneer OneTouch are selected, as well as any other applications you want to install. Note: The software provided with your scanner may differ slightly from the list shown in the window. 6. Click Install now.
Xerox® DocuMate® 5540 Installation Installing the Scanner Driver The scanner driver installation will start first. 1. The Welcome screen for the scanner driver Setup Wizard opens. Click Next. 2. On the Xerox License Agreement window, read the license agreement. If you accept the terms, select I Agree then click Next. If you choose not to accept the license agreement, click Cancel. Click Close on the Installation Interrupted window. 3. The software will now be installed. 4.
Installation Xerox® DocuMate® 5540 Connect the USB Cable and Turn on the Power 1. Remove any tape from the USB cable. 2. Plug the USB cable into the USB port on the scanner then into a USB port on the computer. Check your computer’s manual for USB port locations. If the plug does not attach easily, make sure that you are plugging it in correctly. Do not force the plug into either connection. 3. Turn on the scanner power.
Xerox® DocuMate® 5540 Installation 4. When you’re certain that the software has completely loaded, return to the “Complete the installation by connecting your hardware” window. 5. Click OK to complete the installation process. 6. Click Close on the Installation Complete window to close and exit the driver installer.
Installation Xerox® DocuMate® 5540 Installing Visioneer OneTouch The Visioneer OneTouch software installation will start automatically after you click Close on the driver Installation Complete window. 1. Click Next on the Welcome to the OneTouch Setup Wizard. 2. On the Visioneer License Agreement window, read the license agreement. If you accept the terms, select I Agree then click Next.
Xerox® DocuMate® 5540 Installation Installing Additional Applications Your scanner includes free, additional applications as described in the table below. 1. Return to the disc’s Main menu and click Install software. 2. Select the additional applications you want to install, then click Install now. 3. Follow the instructions on the screen to install each of the additional applications. Software About the Software Nuance PaperPort® PaperPort is a document management software application.
Xerox® DocuMate® 5540 Installation View the User Guides 1. Return to the disc’s Main menu and click on View user guides. 2. Click on View scanner documentation to access the scanner user guide and scanning guides for OneTouch and TWAIN.
Xerox® DocuMate® 5540 Installation Register Your Scanner Registering your scanner is important as it provides you with access to our free telephone support service. Registration also gives you free access to software updates for your scanner. To register your scanner: You will need an active internet connection to register your scanner. If you do not have internet access you can contact our customer service department to register the scanner.
Loading Documents to Scan Always remove any staples or paper clips from documents before inserting them into the scanner. Staples and paper clips can jam the feed mechanism and scratch the internal components. Also remove any labels, stickers, or Post-It™ notes that may come off during the scanning process and get stuck in the scanner. Misuse as described here will void your scanner’s warranty.
Xerox® DocuMate® 5540 Loading Documents to Scan Documents to Avoid Scanning The documents in this list can be scanned, but please note that scanning documents of this type will reduce the life of the scanner. Maintenance will be required more often and replaceable parts will wear faster. These types of documents will jam more frequently and damage to the original documents may occur. If you do choose to scan these document types, do not scan large batches.
Loading Documents to Scan Xerox® DocuMate® 5540 Preparing Documents for Scanning • Fan the documents to make sure all pages in the stack are separated. • Bend and then flatten the document stack to make sure the horizontal edges are aligned to help prevent paper from skewing while being pulled through the scanner. • Pinch the ends to align the leading edges slantwise to help prevent multiple pages from being fed through at a single time. Loading Documents 1.
Xerox® DocuMate® 5540 Loading Documents to Scan 2. To help keep short items stacked neatly in the ADF exit area, lift the paper stop and slide it to adjust to the length of the documents. Leave the paper stop down when scanning documents longer than 14 inches (US-Legal). 3. Load the documents face down with their tops into the Automatic Document Feeder. 4. You can now scan the documents using the scanner buttons, OneTouch, or one of the other scanning interfaces.
Loading Documents to Scan Xerox® DocuMate® 5540 Loading Documents Use the Flatbed glass to scan documents on light weight paper, such as credit card receipts, or items that cannot be scanned with the Automatic Document Feeder, such as pages in a book or plastic cards. Note: You must remove any pages from the Automatic Document Feeder before scanning from the Flatbed glass. If pages are in the Automatic Document Feeder, they will be scanned instead of the page on the Flatbed glass. 1.
Xerox® DocuMate® 5540 Loading Documents to Scan Scanning Interfaces • OneTouch Control Panel—When you press the Simplex or Duplex button on the scanner, the scanner starts scanning using the settings for the current LED number. The scanned image is then sent to a destination on your computer or network drive. OneTouch Button Panel—Use this scan option when you want to scan from the computer screen.
Loading Documents to Scan • Xerox® DocuMate® 5540 TWAIN and WIA Interface—This option uses your scanner’s TWAIN interface to scan. Select scanning options before scanning, put the document in the scanner, then click the Scan button in the TWAIN interface window. Please see the TWAIN Scanning Guide on the installation disc for instructions. You can also click the Help button in the TWAIN interface to open the instructions in an Internet browser.
Xerox® DocuMate® 5540 26 Loading Documents to Scan User Guide
Maintenance This section contains information about maintenance, troubleshooting, uninstalling, scanner specifications, and spare parts. Safety Precautions When servicing the scanner you should take the following precautions to ensure your safety and prevent damage to the scanner. Do These • Wear protective gloves when cleaning the scanner with Isopropyl rubbing alcohol. Rubbing alcohol may irritate sensitive skin. • Only perform scanner maintenance as described in this chapter.
Xerox® DocuMate® 5540 Maintenance Hardware Properties You can use the scanner’s properties page to keep track of scanner maintenance, change some of the hardware options, configure the scanner interface behavior, and adjust application options that may be available for your scanner. To open the scanner hardware properties page: • Windows 7 and later—from the Windows Control Panel, open Hardware and Sound and then Devices and Printers.
Maintenance Xerox® DocuMate® 5540 Scanner Configuration • Counters—click the reset button next to the counter you want to set back to 0. Power Settings • Sleep mode—sleep mode is the low-power state when the scanner is not in use. You can adjust the amount of time you want the scanner to wait before it goes into low power. Click the green enter button to save any changes in the Sleep mode field. Click the red reset button to reset to the default timeout value.
Xerox® DocuMate® 5540 Maintenance Clearing Paper Jams If your scanner stops scanning due to a paper jam in the Automatic Document Feeder, a warning opens after a few moments. 1. Press the ADF cover release button and open the scanner. 2. Remove the jammed paper and close the cover.
Maintenance Xerox® DocuMate® 5540 2. Press the ADF cover release button and open the scanner. 3. Wipe clean the feed rollers, free rollers, and scanner glass in the scanner body. 4. Wipe clean the separation roller, free rollers, and scanner glass in the under side of the ADF door. 5. Close the scanner when you’re finished. Cleaning the Scanner Glass Scanning items that have excessive amounts of dirt or dust may dirty the glass.
Xerox® DocuMate® 5540 Maintenance If there is any residue on the glass that does not remove with a soft dry cloth try dampening the cloth with Isopropyl rubbing alcohol. Replacing the Separation Roller The roller will wear out and is designed to be a user-replaceable part. A worn roller can cause documents to feed in skewed at an angle, or multiple pages to feed at the same time. Before replacing the roller you should clean it as excessive dust on the roller will make it appear worn and smooth.
Maintenance 2. Locate the roller on the ADF door. 3. Pinch the sides of the roller cover and pull it down to access the roller. 4. Lift the roller up and out of the scanner. 5. Discard the roller, it cannot be repaired or reused. 6. Take the new roller out of its packaging.
Xerox® DocuMate® 5540 Maintenance 7. Insert the round end of the roller into the slot in the scanner. 8. Carefully lower the roller into the scanner. Make sure the groove on the right side of the roller is aligned so that it slides in place into the U-shape of the bracket. 9. Lift the roller cover and carefully push it closed to lock it in place. Make sure everything is aligned properly and the cover is fully closed.
Maintenance Xerox® DocuMate® 5540 1. Open the scanner. 2. The replaceable roller is located behind the paper guides. 3. Pull the paper guide away from the scanner. 4. The roller is held in place with a lock tab that rotates to lock and unlock it. To unlock the tab, rotate it upward until the small lock flange is completely free.
Xerox® DocuMate® 5540 Maintenance 5. Remove the roller from the scanner and discard it, it cannot be repaired. 6. Before installing the new roller, clean any dust that may have gotten on it during shipping. 7. Insert the left end of the new roller assembly into the hole in the ADF cover. Angle the roller into the scanner and align the lock tab with the slot in the scanner. 8. Rotate the lock tab into the scanner. Press down on the lock flange to lock the roller into the scanner.
Maintenance Xerox® DocuMate® 5540 Troubleshooting Problem: The scanner won’t scan. Check for one of these possible causes: • Are the cables loose or not plugged in securely? Inspect the cable connections. Make sure the cables are plugged in securely. • Is the scanner’s status light on? Turn on the scanner’s power. If the status light doesn’t come on, plug the power supply into another electrical outlet.
Xerox® DocuMate® 5540 Maintenance Problem: My computer keeps giving me out of memory error messages. An "Out of memory" message may appear when scanning long pages at higher resolutions. This error is most often seen on Windows XP due to the large file size created when scanning long pages in color or greyscale at 300 dpi or higher. However, this error may occur on other operating systems as well. If you see an out of memory error message, please try adjusting the page length and/or scan resolution.
Xerox® DocuMate® 5540 Maintenance Error Light Troubleshooting Codes Normal Operation • Steady blue: indicates the scanner is ready to scan. • Steady red: the scanner is busy or it is not connected to the computer. • Blinking red: the scanner is reporting an error. Error Codes The status light indicates the current state of the scanner.
Xerox® DocuMate® 5540 Maintenance Uninstalling Your Scanner Use the options in the Windows Control Panel to remove the scanner driver and modules, and any other software provided with the scanner. Please leave the scanner’s USB cable plugged into the computer while uninstalling the scanner driver. Unplug the USB cable when directed to do so in the instructions below. Open the list of installed programs in the Windows Control panel.
Xerox® DocuMate® 5540 Maintenance Xerox® DocuMate® 5540 Specifications Scanner Specifications Document Requirements (ADF) Minimum Item Size 2.75 x 2 inches (70 x 51 mm) Maximum Item Size 8.5 x 118 inches (216 x 2997 mm) Capacity 50 pages of 20lb printer paper (75–80 g/m2) Paper Thickness 7–110 lbs. (28–400 g/m2) Plastic Card Embossed cards up to 1.25 mm thick Document Requirements (Flatbed) Minimum Item Size 0.5 x 0.5 inches (13 x 13 mm) Maximum Item Size 8.
Xerox® DocuMate® 5540 Maintenance Scanner Specifications Cable Information AC Power Cord US(UL/CSA)—3P, 7A/125V, L=1800mm, 3C*18AWG, BLACK, PH8B2EDJF0AA-05B, RoHS UK(BSI/PSB)—3P, 3A/250V, L=1800mm, 3C*0.75mm2, BLACK, PG8B9X3JG0A-05B, RoHS EUR(CEE)—2P, 16A/250V, L=1800mm, 3C*0.
Regulatory Information Basic Regulations United States (FCC Regulations) This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.
Xerox® DocuMate® 5540 Regulatory Information A full declaration of conformity, defining the relevant directives and referenced standards, can be obtained from your Xerox Limited representative or by contacting: Environment, Heath and Safety The Document Company Xerox Bessemer Road Welwyn Garden City Herts AL7 1HE England, Telephone +44 (0) 1707 353434 Turkey (RoHS Regulation) In compliance with Article 7 (d) We hereby certify “It is in compliance with the EEE Regulation”.
Xerox® DocuMate® 5540 Regulatory Information 3. Obligations or Securities of any Foreign Government, Bank, or Corporation. 4. Copyrighted material, unless permission of the copyright owner has been obtained or the reproduction falls within the “fair use” or library reproduction rights provisions of the copyright law. Further information of these provisions may be obtained from the Copyright Office, Library of Congress, Washington, D.C. 20559. Ask for Circular R21. 5.
Xerox® DocuMate® 5540 Regulatory Information 8. Documents, registers or records kept by public officials charged with the duty of making or issuing certified copies thereof, where the reproduction falsely purports to be a certified copy thereof. 9. Copyrighted material or trademarks of any manner or kind without the consent of the copyright or trademark owner.
Compliance Information Product Recycling & Disposal USA & Canada If you are managing the disposal of your Xerox® product, please note that the product may contain lead, mercury, Perchlorate, and other materials whose disposal may be regulated due to environmental considerations. The presence of these materials is fully consistent with global regulations applicable at the time that the product was placed on the market. For recycling and disposal information, contact your local authorities.
Xerox® DocuMate® 5540 Compliance Information ENERGY STAR for the USA Energy Program Compliance The Xerox® DocuMate® 5540 is ENERGY STAR® qualified under the ENERGY STAR Program Requirements for Imaging Equipment. ENERGY STAR and the ENERGY STAR mark are registered trademarks owned by the U.S. Environmental Protection Agency. The ENERGY STAR Imaging Equipment Program is a team effort between U.S.
