Scan-IT to Office User Manual

Scan-IT to Office was designed for maximum usability. Installation is easy: just install the Android app and the corresponding Office Add-In. Then scan the displayed QR code to pair the app with the Office Add-In and start scanning barcodes into your Word and Excel documents. Microsoft Office 2013 (or newer) and Microsoft Office 365 (desktop and online version) are supported on Microsoft Windows and on Mac OS X / macOS.

Installation

To install the Scan-IT to Office solution perform these three steps:

  • Install the App
  • Install the Scan-IT to Office app on your device (for Android: Google Play Store, for iOS: App Store). The app can be evaluated for free. For production use we ask you to purchase a subscription.
  • Install the Office Add-In
  • Start Microsoft Word or Microsoft Excel, open the Office Add-In Store, search for Scan-IT to Office and insert the Add-In into your Word or Excel document. The Add-In displays a QR code required for pairing the document with your device in the next step. The Scan-IT to Office Add-in is free.
  • Pair the App with the Office Add-In
  • Pairing connects the Scan-IT to Office app to your Microsoft Office instance. Start the app and scan the QR code displayed by the Scan-IT to Office Add-In. If required you may use the “+“ button to display a new QR code for pairing or for adding another device.

Use

  • Once paired with the Scan-IT to Office Add-In, the Scan-IT to Office App is ready to scan and transfer barcodes. Both the app and Add-In must indicate successful and active connections (green icon or green state indicator).
  • In order to receive barcode data with a document, the Scan-IT to Office panel must be visible and the device entry in the Office Add-In must be activated.
  • In the Options tab of the Scan-IT to Office Add-In you may choose type of data (plain data, URL encoded data, device name, device id, timestamp) and the order in which data should be inserted into the document. You may also select the server used for communicating with the Scan-IT to Office app.
  • In the Settings of the Scan-IT to Office App you can select different options like barcode prefix, barcode suffix, recognized barcodes, character sets, etc. Subscribers also have the option to pick the server used for communicating with the Scan-IT to Office Add-In.

Troubleshooting

  • If the Scan-IT to Office App indicates a connection error with a red icon, make sure your mobile device has Internet access.
  • If the Scan-IT to Office Add-In indicates a connection error with a red bar next to the phone entry, make sure your computer running Office has Internet access. You may delete the phone in the panel and thereafter try to re-establish the Internet connection.
  • If Internet access is available and the app, the Add-In or both still indicate connectivity problems, the adjusted server may be down. Active subscribers may adjust alternative servers as a temporary workaround in both the app and in the Office Add-In. Please contact our support team as well.
  • Please verify if both the Add-In and the app are using identical server settings (available only for active subscribers).
  • If the app displays a message after scanning a barcode (... no target document available ...) make sure that the Scan-IT to Office panel of the paired Microsoft Office instance is visible and the device is activated (not in error or paused state) in the panel.
  • For detailed information check out the Log of the Add-In and contact TEC-IT.

How to Decommission a Mobile Device

If a specific smartphone or tablet should be decommissioned because it is no longer used as barcode scanner, open the Scan-IT to Office Add-In and delete the device by clicking on the trash icon.

Purchase a Subscription

  • To remove the demo limitation (scanned data is replaced with a demo text on a random basis) we ask you to purchase a subscription for the Scan-IT to Office app. No additional charges or fees apply and you may cancel your subscription at any time.
  • The Scan-IT to Office app recommends owners of a subscription to switch to a production server. When changing the server please make sure to adjust the used server in the Scan-IT to Office Add-In as well (see Add-In Options).

Privacy and Security

Scan-IT to Office was designed with privacy and security in mind:

  • The Scan-IT to Office solution uses Microsoft Azure cloud services (servers are currently located in North America). The servers do not store or log any data permanently.
  • For pairing purposes exclusively the device ID of the mobile device is exchanged with the Scan-IT to Office Add-In. Scan-IT to Office does not use personal information like user names, account names, phone numbers, e-mail addresses or payment information.
  • The configuration data, which is required to assign a specific Scan-IT to Office app to a Microsoft Office instance, is stored exclusively in the app (on your device) or in the private storage of the Microsoft Office instance (on your PC or Mac).
  • Communication is secured by using https.

On-Premise Installations / Private Cloud

  • The app for Android can be downloaded and installed from the Google Play Store or from tec-it.com.
  • The iOS version is exclusively available in the App Store.
  • For production use the purchase of a subscription is mandatory. A subscription can be purchased exclusively in the corresponding store.
  • The Scan-IT to Office Add-In can be downloaded from the Office Store or it may be distributed by using a network share (a Microsoft account is not required for installation or operation in this scenario, details on request).
  • If required, the use of an on-premise or private server is possible (no Microsoft Azure cloud services are used in such a case). Please contact us for further information.

Off-Line Operation

Scan-IT to Office was designed for online use. Internet access is required for operation. Future product versions will provide the ability to buffer scanned data if the server connection is lost. Buffered data can be retransmitted manually if required.

Multi-User Scenarios

  • Multiple mobile devices can be used to scan data into a single Microsoft Word or Microsoft Excel document simultaneously.
    To do this, pair each Scan-IT to Office app with a single Microsoft Office instance.
  • A single mobile device may send the scanned data to multiple Office documents at the same time.
    To do this, pair the Scan-IT to Office app with multiple Microsoft Office instances.

Final Remarks

  • TEC-IT appreciates your feedback and suggestions. Just let us know what you think and contact us.
  • Have fun exploring our latest barcode solution!