Modern Xerox multifunction printers (MFPs) are no longer just copiers or printers. Thanks to Xerox ConnectKey technology, you can expand these devices with an entire ecosystem of smart apps – just like on your smartphone. These apps add new functions to the printer’s touchscreen and make countless workflows faster, easier, and more efficient. Think about scanning directly to your cloud storage, automatically translating or merging documents, and even controlling your printer from your smartphone. In this article, you’ll discover which Xerox applications are available for your Xerox device and what each one can do, step by step.
Xerox ConnectKey: your printer as a smart assistant
Xerox ConnectKey is the technology that turns your multifunction printer into an intelligent office assistant. It ensures that the printer not only prints and scans, but also integrates seamlessly with digital workflows and security features. Multifunction printers with ConnectKey come with a user-friendly interface and built-in apps to simplify everyday tasks. For example, you can scan documents to email, to a network folder, or to the cloud at the touch of a button, without additional software.
What makes ConnectKey particularly powerful is the Xerox App Gallery – an online gallery of applications you can discover and install directly on the printer’s touchscreen. The App Gallery provides access to both Xerox’s own apps and third-party apps that add new capabilities. You can easily select the apps that suit your business and install them with a tap. The system is very flexible: you can add, remove, or replace apps as needed so your printer always has exactly the functionality you require.
Overview: Xerox apps and their functions
Below we discuss some important Xerox applications that you can use on a ConnectKey-enabled multifunction printer, and what each of them does. (Tip: many of these apps are powered by Xerox Workflow Central – a cloud platform that enables advanced document processing directly from your MFP.)
Cloud storage (Cloud Connectors)
With Xerox cloud connector apps, you can connect your printer directly to popular cloud storage services. Scan a document to Dropbox, Google Drive, OneDrive or other accounts with a single click, or print a file stored in the cloud. These apps make it safer and easier to share information and collaborate, without having to go to a PC first. Your documents are stored digitally right away, saving time and reducing errors. In short: scanning to the cloud or printing from the cloud is now as simple as copying.
Summarizer (Xerox Summarizer)
Do you have a long report or article but no time to read it all? The Summarizer app provides the solution. This application uses artificial intelligence to extract the essential points from a long document and generate a concise summary. You can view the summary on the printer’s display, print it, or share it electronically. This saves enormous time – in seconds you get the essence without having to read all the details. Perfect for reports, whitepapers, or research articles where you want to quickly grasp the main idea.
Auto-Redaction
Security and privacy are crucial when it comes to documents. With the Auto-Redaction app, you can automatically redact sensitive information before sharing or archiving a document. The app searches for personal or confidential data (e.g. names, addresses, ID numbers) and blacks them out with a single command – across an entire stack of documents, in seconds. Thanks to AI recognition, this happens accurately and consistently. This way you protect personal data and comply more easily with privacy regulations, without having to manually search and mark texts.
Text-to-Audio
Imagine you want to listen to a report instead of reading it while on the go. The Text-to-Audio app makes this possible. This application converts documents into an audio file (e.g. mp3) that you can then play anytime, anywhere. Place a paper document on the scanner, select the option “Convert to audio”, and moments later you can listen to the content on your smartphone or computer. This is useful for long texts or reports – you can listen to them while driving or walking. It also makes information more accessible for people with visual impairments or dyslexia.
Translate
Business doesn’t stop at borders – and documents often need to be quickly available in another language. The Translate app on the Xerox makes this easy. Simply select the source language and target language, and the app instantly translates the scanned document into the desired language. Whether it’s a contract, manual, or email: within moments you get a translated document. Xerox’s translation system supports multiple languages and uses powerful cloud-based translation engines, giving you a solid result without having to rely on external services. Perfect for quick internal communication or as a first draft of a professional translation.
Convert to Office format
Many documents arrive as PDFs or in paper form, but you actually need them in digital, editable format. With the Convert-to-Office app, you can automatically transform a scanned document or PDF into an editable format such as Microsoft Word, Excel, or PowerPoint. The app recognizes text and layout and generates, for example, a Word file where you can immediately make edits. This saves massive amounts of retyping. You can also extract images or tables from a document and convert them into editable forms. Whether it’s a paper quote you need in Word or a table from a PDF that you want in Excel – one click and it’s done.
Merge
The Merge app lets you combine multiple files into one organized document. Do you have separate pages or documents in different formats (Word, Excel, PDF, PowerPoint) that you want to bundle? This app lets you easily merge them into a single PDF or Office file, directly from the printer. Select the files (scanned or from storage) in the correct order, and the app creates one unified file. Perfect for compiling reports, dossiers, or presentations without needing to cut and paste on your PC. The Merge app keeps the order and layout intact, so you get a professional bundled document right away.
Note Converter (Handwritten notes to text)
You can also digitize and make handwritten texts searchable with Xerox apps. The Note Converter app transforms your handwritten notes into typed, readable digital text files. Think of notes from a meeting, post-its with key points, or forms filled in by hand. Scan the handwritten page, and the app (using AI technology) recognizes the handwriting and produces a text file you can save or edit. Valuable scribbles won’t get lost and can easily be shared or archived. No more deciphering handwriting – the app does it for you, saving time.
Easy Converter
In addition to the advanced Workflow Central apps, Xerox also offers simple tools like Easy Converter. This application does one thing very well: fast conversion. Easy Converter transforms your paper originals or PDFs into Word, Excel, or PowerPoint documents within seconds. With just a few taps on the screen, you start the conversion and almost instantly receive an editable Office file – no complicated settings required. The conversion happens quickly and securely, making it perfect for everyday use. For example, if you want to reuse a paper invoice, quote, or presentation digitally – Easy Converter makes it simple, fast, and effective.
Mobile printing and scanning with your smartphone
Today, everything revolves around mobility. Xerox meets this need with the Xerox Workplace Mobile App, a free app for iOS and Android that lets you use your smartphone as a personal remote control for the printer. After downloading the app, you can pair your device with the printer in seconds – via a QR code on the display or NFC by tapping your phone against the MFP. Once connected, you have direct access to the printer’s functions without touching the panel.
What can you do with it? Printing from your phone becomes simple: open a document or photo, set your options (copies, color, duplex), and send the job to the Xerox printer of your choice. No need for email or PC. Scanning is just as easy: place a document, start the scan from the app, and the file appears directly on your phone or is sent to your chosen destination (email, cloud, etc.). Copying can also be done contactlessly – control the copier via the app and set how many copies you need. You can also release print jobs via the app, useful in secure print queues.
The Workplace Mobile App thus provides a fast, safe, and hygienic way of working. You save time on daily tasks and reduce contact with shared devices. Extra features such as cloud file access and mobile authentication can be unlocked when connecting the app to Xerox’s managed Workplace Suite solutions, but even the free standalone version is powerful. In short: full control of your Xerox printer in the palm of your hand.
Getting started with Xerox apps
Thanks to these applications, Xerox ConnectKey printers are more than just printers – they are productivity hubs for your office. By using the apps described above, you can simplify document workflows, improve information security, and significantly increase your team’s efficiency. And the best part: you adapt the printer to your needs. Whether you want to digitize, translate, share, or secure documents – there is always a Xerox app to help.
Curious which mix of Xerox apps is most suitable for your organization? Or want to try them yourself? Contact D&O Partners – as Xerox experts, we’ll help you get the most out of your multifunction printers. Try Xerox apps today and discover a smarter way of working!
