User manual RICOH AFICIO 1027 - Reference Guide

Operating Instructions Scanner Reference Getting Started Sending Scan Files by E-mail Sending Scan Files by Scan to Folder Storing Files Delivering Scan Files Using the Network TWAIN Scanner Function Configuring/Registering Scan Settings Troubleshooting Initial Scanner Setup Appendix Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in the "General Settings Guide" before using the machine. Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Two kinds of size notation are employed in this manual. With this machine refer to the inch version. Important Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine. Do not copy or print any item for which reproduction is prohibited by law. Copying or printing the following items is generally prohibited by local law: bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses. The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its completeness or accuracy. If you have any questions concerning the legality of copying or printing certain items, consult with your legal advisor. Trademarks · · · · Adobe®, PostScript®, and Acrobat® are trademarks of Adobe Systems Incorporated. Pentium® is a registered trademark of Intel Corporation. Microsoft®, Windows®, and Windows NT® are registered trademarks of Microsoft Corporation. Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks. · · · · The product name of Windows® 95 is Microsoft® Windows® 95. The product name of Windows® 98 is Microsoft® Windows® 98. The product name of Windows® Me is Microsoft® Windows® Millennium Edition (Windows Me). The product names of Windows® 2000 are as follows: Microsoft® Windows® 2000 Professional Microsoft® Windows® 2000 Server Microsoft® Windows® 2000 Advanced Server The product names of Windows® XP are as follows: Microsoft® Windows® XP Home Edition Microsoft® Windows® XP Professional The product names of Windows ServerTM 2003 are as follows: Microsoft® Windows ServerTM 2003 Standard Edition Microsoft® Windows ServerTM 2003 Enterprise Edition Microsoft® Windows ServerTM 2003 Web Edition The product names of Windows NT® 4.0 are as follows: Microsoft® Windows NT® Workstation 4.0 Microsoft® Windows NT® Server 4.0 · · · Manuals for This Machine The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual. Note The manuals provided are specific to machine type. Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a PDF file. Two CD-ROMs are provided: · CD-ROM 1 "Operating Instructions" · CD-ROM 2 "Scanner Driver and Document Management Utility" General Settings Guide Provides an overview of the machine and describes System Settings (such as Tray Paper Settings), Document Server functions and troubleshooting. Refer to this manual for Address Book procedures such as registering fax numbers, e-mail addresses, and user codes. Security Reference This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or prevent the machine from unauthorized use. Also refer to this manual for the procedures for registering administrators, as well as setting user and administrator authentication. Network Guide (PDF file - CD-ROM1) Provides information about configuring and operating the printer in a network environment or using software. This manual covers all models, and therefore contains functions and settings that may not be available for your model. Images, illustrations, functions, and supported operating systems may differ from those of your model. Copy Reference Describes operations, functions, and troubleshooting for the machine's copier function. Facsimile Reference Describes operations, functions, and troubleshooting for the machine's facsimile function. Facsimile Reference Describes advanced facsimile functions such as line settings and procedures for registering IDs. Printer Reference Describes system settings, operations, functions, and troubleshooting for the machine's printer function. i Scanner Reference (this manual) (PDF file - CD-ROM1) Describes operations, functions, and troubleshooting for the machine's scanner function. Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled "Scanner Driver and Document Management Utility". · DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2) Describes the installation of DeskTopBinder Lite, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed from the [Setup] dialog box when DeskTopBinder Lite is installed. · DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2) Describes operations with DeskTopBinder Lite and provides an overview of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed. · Auto Document Link Guide (PDF file - CD-ROM2) Describes operations and functions of Auto Document Link installed with DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed. Other manuals · PS3 Supplement (PDF file - CD-ROM1) · UNIX Supplement (available from an authorized dealer, or as a PDF file on our Web site) ii TABLE OF CONTENTS Manuals for This Machine ......................................................................................i How to Read This Manual .....................................................................................1 Symbols ..................................................................................................................... 1 Names of Major Options ............................................................................................ 1 1. Getting Started Control Panel.......................................................................................................... 3 Network Scanner....................................................................................................5 E-mail ......................................................................................................................... 5 Scan to Folder............................................................................................................ 6 Store........................................................................................................................... 7 Network Delivery Scanner.......................................................................................... 8 Network TWAIN Scanner ........................................................................................... 9 Installing Software ............................................................................................... 11 Quick Install.............................................................................................................. 11 TWAIN Driver ........................................................................................................... 11 DeskTopBinder ........................................................................................................ 12 User Authentication............................................................................................. 13 User Code Authentication (Using the Control Panel)............................................... 13 Login (Using the Control Panel) ............................................................................... 13 Log Off (Using the Control Panel) ............................................................................ 14 Programming E-mail Addresses and Folders ................................................... 15 2. Sending Scan Files by E-mail Preparation for Sending by E-mail ..................................................................... 17 E-mail Screen........................................................................................................... 18 Sending Scan Files by E-mail .............................................................................19 Procedure for Sending E-mail .................................................................................. 19 Simultaneous Storage and Sending by E-mail......................................................... 28 Checking the E-mail Results...............................................................................30 3. Sending Scan Files by Scan to Folder Preparation for Sending by Scan to Folder....................................................... 31 Scan to Folder Screen .............................................................................................32 Sending Scan Files by Scan to Folder...............................................................34 Procedure for Sending by Scan to Folder ................................................................34 Simultaneous Storage and Sending by Scan to Folder ...........................................41 Checking the Scan to Folder Results ................................................................ 43 iii 4. Storing Files Storing Files .........................................................................................................45 Storage Procedure ...................................................................................................46 Displaying the List of Stored Files ..................................................................... 49 Viewing the List ........................................................................................................ 50 Searching for Files ...................................................................................................51 Sending Stored Files by E-mail or Scan to Folder, or Delivering ............................. 52 Checking Stored Files from a Client Computer........................................................ 53 Managing Stored Files......................................................................................... 54 Deleting Files ........................................................................................................... 54 Changing File Information ........................................................................................ 54 5. Delivering Scan Files Preparation for Delivering...................................................................................58 Network Delivery Scanner Screen ........................................................................... 59 Delivering Scan Files........................................................................................... 60 Delivery Procedure...................................................................................................60 Simultaneous Storage and Delivery.........................................................................65 Checking the Status of Delivery ......................................................................... 67 6. Using the Network TWAIN Scanner Function Preparation for Using the Network TWAIN Scanner.........................................69 Scanning Originals ..............................................................................................70 7. Configuring/Registering Scan Settings Specifying Scan Settings .................................................................................... 73 Making the Settings Related to the Orientation of the Original and Scanned Sides...76 For E-mail, Scan to Folder, and a Network Delivery Scanner..................................76 For a Network TWAIN Scanner................................................................................78 Scanning Originals in Several Times.................................................................79 When a Time Limit Is Specified for Additional Originals ..........................................79 When a Time Limit Is Not Specified for Additional Originals....................................80 Programs ..............................................................................................................82 Registering a Program .............................................................................................82 Recalling a Program................................................................................................. 83 Changing a Registered Program.............................................................................. 83 Deleting a Program ..................................................................................................83 Changing the Program Name .................................................................................. 84 iv 8. Troubleshooting If Your Machine Does Not Operate As You Want..............................................85 When Scanning Is Not Performed as Expected.......................................................85 When the Delivery Function Does Not Work............................................................ 86 When Stored Files Cannot Be Accessed .................................................................86 Network Cannot Be Browsed When Sending a Scan File .......................................86 The TWAIN Driver Cannot Be Started ..................................................................... 86 Stored Files Cannot Be Edited................................................................................. 86 The Network Delivery Function Cannot Be Used..................................................... 87 Operations are not possible when messages appear ..............................................87 When a Message Is Displayed ............................................................................88 When an Error Message Appears on the Control Panel ..........................................88 When an Error Message Appears on the Client Computer...................................... 94 9. Initial Scanner Setup Scanner Features................................................................................................. 97 Adjusting Scanner Features ...............................................................................99 Settings............................................................................................................... 100 Scan Settings ......................................................................................................... 100 Destination List Settings......................................................................................... 104 Send Settings......................................................................................................... 104 Administrator Tools ................................................................................................106 10.Appendix Relationship between Resolution and File Size.............................................. 107 When Using for E-mail, Scan to Folder, or Store, or as a Network Delivery Scanner ...107 When Using as a Network TWAIN Scanner...........................................................109 Relationship between File Type Specified for Scanning and File Type Specified for E-mail/File .................................................................................. 111 Placing Originals................................................................................................ 112 Scanning Documents of Different Sizes.......................................................... 114 Software Supplied on CD-ROM ........................................................................ 115 Table of files........................................................................................................... 115 TWAIN Driver ......................................................................................................... 115 DeskTopBinder ...................................................................................................... 116 Specifications for Transmission/Store/Delivery Functions ........................... 117 Transmission..........................................................................................................117 Store.......................................................................................................................119 The network delivery scanner function................................................................... 119 Specifications..................................................................................................... 120 INDEX....................................................................................................... 121 v vi How to Read This Manual Symbols In this manual, the following symbols are used: Important If this instruction is not followed, paper might be misfed, originals might be damaged, or files might be lost. Be sure to read this. Preparation This symbol indicates the prior knowledge or preparations required before operating. Note This symbol indicates precautions for operation or actions to take after misoperation. Limitation This symbol indicates numerical limits, functions that cannot be used together, or conditions in which a particular function cannot be used. Reference This symbol indicates a reference. [ ] Keys that appear on the machine's display panel. [ ] Keys and buttons that appear on the computer's display. { } Keys built into the machine's control panel. { } Keys on the computer's keyboard. Names of Major Options Major options of this machine are referred to as follows in this manual: · File Format Converter Type B* File Format Converter The following software products are referred to using a general name: · DeskTopBinder Lite and DeskTopBinder Professional* DeskTopBinder · ScanRouter EX Professional* and ScanRouter EX Enterprise* the ScanRouter delivery software * Optional 1 2 1. Getting Started Control Panel This illustration shows the control panel when options are installed. ZHFS010N 1. {Use Tools/Counter} key } Use to change default or operation parameters according to the operating conditions. 6. {Clear Modes} key } Press to clear the current settings. 7. {Energy Saver} key } Press this key to begin warm-up. Pressing this key again while in warm-up mode cancels warm-up. 2. Indicators Display errors and the machine status. See "Control Panel", General Settings Guide. d: Add Staple indicator D: Add Toner indicator B: Add Paper indicator L: Service Call indicator M: Open Cover indicator x: Misfeed indicator Note This key is inactive while scanning or setting scanner defaults. 8. {Interrupt} key } Press this key to interrupt the scanner mode and to activate the copy mode. 3. Display panel Displays the operation status and messages. 9. Main power indicator and power indicator The main power indicator lights up when the main power switch is set to on. The power indicator lights up when the machine is on. 4. {Check Modes} key } Press to check the destinations which are currently selected. 5. {Program} key } Use to register settings used frequently as a program or to recall the registered program. Important Do not turn off the main power while the power indicator is lit or blinking. Doing so may cause a failure of the hard disk. 3 Getting Started 10. Operation switch Press this switch to turn the machine on. The power indicator lights up. To turn the machine off, press this switch again. See "Turning On the Power", General Settings Guide. 1 Note This key is inactive while scanning or setting scanner defaults. 11. Function status indicators · When lit green, the corresponding function is active. · When lit red, the corresponding function is interrupted. Press the respective key, and then follow the instructions that appear on the screen. 12. Function keys Press the { Copy}, { Document Server}, } } } {Fax}, {Printer}, or {Scanner} key to acti} } vate the respective function. The display content changes accordingly. The indicator for the selected function lights up. 13. Number keys Use to enter numeric values. 14. {#} key (Enter key) } Use to confirm the entered numeric value. 15. {Clear/Stop} key } · Clear: Clears an entered numeric value · Stop: Stops scanning 16. {Start} key } Use to begin scanning, file storing, or delivery. 4 Network Scanner Network Scanner The machine can be used as a network scanner. As a network scanner, the machine can send e-mail, send files to the FTP server or the shared folders of client computers, store scan files, operate as a network delivery scanner, and operate as a network TWAIN scanner. 1 E-mail A scan file that is attached to an e-mail can be sent using the e-mail system through a LAN or the Internet. Reference p.17 "Sending Scan Files by E-mail" ZZZ601S 1. This machine A scan file can be attached to an e-mail and sent to a mail server. In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be sent all at once. 3. Client computer An e-mail with a scan file attached is received from the mail server. Check the content of the file using an appropriate application. 2. Mail server A mail server is an SMTP server used for an e-mail system. It transfers a received email to a specified destination through a LAN or the Internet. 4. LDAP server The LDAP server provides a directory service for search operations or inquiries from a client computer on the same network. You can use the LDAP server to search for e-mail information when the server is used as data base to manage user authentication and e-mail accounts. 5 Getting Started Scan to Folder 1 A scan file can be sent to the FTP server folders or the shared Windows folders on the same network. Reference p.31 "Sending Scan Files by Scan to Folder" ZZZ602S 1. This machine A scan file can be sent to the FTP server folders using FTP or to the shared Windows folders using SMB. In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be sent all at once. 3. Client computer A scan file that is sent from the machine is received in shared Windows folders. Check the content of the file using an appropriate application. 2. FTP server The FTP server is a server that provides file transfer services among computers on the same network. A scan file that is sent to the FTP server is stored, and the stored files can be downloaded by a client computer that logs on to the FTP server. 6 Network Scanner Store A scan file is stored on the hard disk of the machine and can be viewed, copied, deleted, or retrieved using DeskTopBinder from a client computer via a network. A file can be searched for using the user name or the file name. Also, others can be kept from viewing a file by setting a password for the file. Reference p.45 "Storing Files" 1 ZZZ603S 1. This machine A scan file from the originals scanned by the machine is stored. 2. Client computer A stored file can be viewed, copied, or deleted by connecting to the machine using DeskTopBinder. Also, a file stored in the machine can be viewed, downloaded, or deleted using Web Image Monitor. Reference For details about DeskTopBinder, see the DeskTopBinder manuals. See p.i "Manuals for This Machine". 7 Getting Started Network Delivery Scanner 1 A scan file from the originals scanned by the machine is stored in the delivery server and delivered to the folders of client computers on the same network. Reference p.57 "Delivering Scan Files" Note To use the delivery scanner function, a delivery server installed with the ScanRouter delivery software is required. When the ScanRouter delivery software is used, the machine can also deliver scan files using e-mail, store scan files in the document management server, and the files can be viewed from a client computer using Web Image Monitor. ZZZ604S 1. This machine A scan file from the originals scanned by the machine is sent to the delivery server. In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be delivered all at once. See p.65 "Simultaneous Storage and Delivery". A received file is delivered to the in-tray of the specified destination (A in the figure). According to the settings of the intray, the file is stored in the in-tray or in a Windows folder (B in the figure). 3. Client computer The contents of a stored file can be checked in the following ways: · View the file in the in-tray using DeskTopBinder to check the contents. (C in the figure) · Use Auto Document Link to receive the file stored in the in-tray, and check the contents with an appropriate application. (D in the figure) 2. Delivery server The ScanRouter delivery software is installed in this computer which is used as a delivery server. 8 Network Scanner · Access the Windows folder where the file is stored via the network, and check the contents with an appropriate application. (E in the figure) Reference For details about DeskTopBinder, or Auto Document Link, see the respective manuals. See p.i "Manuals for This Machine". 1 Network TWAIN Scanner The scanner function of this machine can be used from a client computer via a network using Ethernet, optional IEEE 1394 (IP over 1394), or optional IEEE 802.11b (wireless LAN). Reference p.69 "Using the Network TWAIN Scanner Function" ZZZ605S 1. This machine The scanner function of the machine can be used from a client computer via a network. 2. Client computer Originals are scanned using the TWAIN Driver from an application. 9 Getting Started 1 Note When using the machine as a network TWAIN scanner, it is not necessary to press the {Scanner} key on the control panel. When the TWAIN Driver be} comes active on a client computer, the display automatically switches to the following screen. Press [Exit] to use functions other than the network TWAIN scanner function. 10 Installing Software Installing Software This section describes how to install the software supplied on the "Scanner Driver and Document Management Utility" CD-ROM. Reference For details about the software on the CD-ROM and the system requirements of the software, see p.115 "Software Supplied on CDROM". If [Cancel] is selected during installation, the installation will be stopped and all the remaining software will not be installed. If [Cancel] has been selected, reinstall the remaining software after restarting the client computer. For information about the software that can be installed by Auto Run, see p.115 "Software Supplied on CD-ROM". Limitation For installation under Windows 2000/XP, Windows Server 2003, or Windows NT 4.0, log on as an Administrators group member. 1 Quick Install When the CD-ROM is inserted into a client computer running Windows 95/98/Me/2000/XP, Windows Server 2003, or Windows NT 4.0, the installer starts automatically (Auto Run) to install various software. Note If Plug and Play starts, click [Cancel] in the [New Hardware Found], [Device Driver Wizard], or [Found New Hardware Wizard] dialog box, and then insert the CD-ROM. The [New Hardware Found], [Device Driver Wizard], or [Found New Hardware Wizard] dialog box appears depending on the operating system used. TWAIN Driver To use the machine as a network TWAIN scanner, it is essential to install the TWAIN Driver on a client computer. If an application that su pp orts TWAIN is not installed on the client computer, it is also necessary to install DeskTopBinder. For information about the installation of DeskTopBinder, see p.12 "DeskTopBinder". Preparation Before installation, check the system requirements for the TWAIN Driver. For details about the system requirements, see p.115 "Software Supplied on CD-ROM". Note Use Auto Run for installation. Auto Run may not automatically work with certain operating system settings. If this happens, launch "SETUP.exe" on the CDROM root directory. To disable Auto Run, press the { SHIFT} key when inserting the } CD-ROM into the drive and keep it pressed until the computer finishes reading from the CD-ROM. A Start Windows, and then insert the CD-ROM labeled "Scanner Driver and Document Management Utility" into the CD-ROM drive of the client computer. 11 Getting Started 1 Reference If the installer does not start automatically, see p.11 "Quick Install". DeskTopBinder To check an in-tray or to retrieve files using the network delivery scanner function, you must install DeskTopBinder on the client computer. Preparation Before installation, check the system requirements for DeskTopB i n d e r. S ee p . 1 15 "S o ft w a re Supplied on CD-ROM". Note Use Auto Run for installation. To use the network delivery scanner function, you need to install the ScanRouter delivery software (optional) on the computer used as the delivery server. B Click [TWAIN Driver]. The Software Setup screen appears. C The installer of the TWAIN Driver starts. Follow the instructions. Note When the installation is complete, a message about restarting the client computer may appear. In this case, restart the client computer. After the installation is complete, a folder with the name of the machine in use is in [Program] on the [Start] menu. Help can be displayed from here. Notes on using the network TWAIN scanner are provided in "Readme.txt". Be sure to read them before use. A Start Windows, and then insert the CD-ROM labeled "Scanner Driver and Document Management Utility" into the CD-ROM drive of the client computer. The CD-ROM Launcher screen appears. The DeskTopBinder Lite Setup screen appears. B Click [DeskTopBinder Lite]. C Click [DeskTopBinder Lite]. The installer of the DeskTopBinder starts. Follow the instructions on the screen. Reference For information about the subsequent installation procedure, see Setup Guide that can be displayed from the Setup screen of DeskTopBinder. 12 User Authentication User Authentication When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, or LDAP Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations. Be sure to log off to prevent unauthorized users from using the machine. Note Consult the User Administrator about your login user name, password, and user code. For details about the various types of user authentication, consult the appropriate administrators. Login (Using the Control Panel) Follow the procedure below to log in when Basic Authentication, Windows Authentication, or LDAP Authentication is set. 1 A Press [Enter] for [Login User Name]. B Enter a login user name, and then press [OK]. For user code authentication, enter a number registered in the address book as [User Code]. C Press [Enter] for [Login Password]. D Enter a login password, and then press [OK]. User Code Authentication (Using the Control Panel) When user authentication is set, the following screen appears. E Press [Login]. When the user is authenticated, the screen for the function you are using appears. Enter a User Code (eight digit), and then press [#]. # Note You do not need to log off after user code authentication. 13 Getting Started Log Off (Using the Control Panel) 1 Follow the procedure below to log off when Basic Authentication, Windows Authentication, or LDAP Authentication is set. } A Press {User Tools / Counter}. B Press [Logout]. C Press [Yes]. D Press{User Tools / Counter}. { } 14 Programming E-mail Addresses and Folders Programming E-mail Addresses and Folders You can program e-mail addresses and folders using Address Book Management in the Administrator Tools menu under System Settings. You can also register the programmed e-mail addresses and folders in a Group. Note You can register entries in the address book using Web Image Monitor or SmartDeviceMonitor for Admin. For details about installing SmartDeviceMonitor for Admin, see "Monitoring and Configuring the Printer", Network Guide. For details about registering addresses, see each application's Help. 1 Depending on the machine type, you may not be able to use the machine when it is updating the address book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user codes. Reference "E-mail Destination", General Settings Guide "Folder Destination", General Settings Guide "Registering Destinations to a Group", General Settings Guide 15 Getting Started 1 16 2. Sending Scan Files by E-mail Scan files can be sent from this machine to specified destinations using the email system. This chapter explains the preparation for sending files by the e-mail system, various display screens, procedures for sending, and how to check the sending results when this function is used. Preparation for Sending by E-mail To send scan files by the e-mail system, the preparation described below is required. Note If you establish an e-mail server on the network, set up the e-mail server on the network in advance. For information about setting up an e-mail server, see the manuals of the mail server to be used and the software to be installed. Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN. To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE 802.11b interface unit is required. See Network Guide. To send scan files by e-mail, the following [System Settings] settings must be specified correctly. (Certain other settings must also be specified.) · IP address · subnet mask · DNS server · SMTP server name For details about making settings and other settings, see Network Guide. You also need to register destinations and other information in the address book. For details, see General Settings Guide. Make settings for sending e-mail such as file type priority and sender's default. See p.104 "Send Settings". 17 Sending Scan Files by E-mail E-mail Screen The e-mail is as shown. The function items displayed serve as selector keys. You can select or specify an item by lightly pressing it. When you select or specify an item on the display panel, it is highlighted like . Keys that cannot be selected appear like . 2 1. Destination field Displays the selected destination. If multiple destinations are selected, the destinations are displayed in the order they were selected by pressing [UPrev.] or U [TNext]. T 6. [Attach Sender's Name] [Return Receipt] [Subject / Message] [File Type] Set the sender, a reception confirmation e-mail, subject, and message of the e-mail to be sent. If necessary, specify the file type and file name of the scan file attached to the email. Note To check the selected destinations, press the {Check Modes} key. } 7. [ ] Switch Destination List/Search/Switch Title Press to switch a destination from the delivery server list to the destination list of this machine, to search for an e-mail destination. 2. [ ] E-mail/Scan to Folder Press to switch between the e-mail function and the Scan to Folder function. You can send a file to e-mail destinations and Scan to Folder destinations at the same time. 8. Destination list Displays the destinations registered in the delivery server or this machine. 3. E-mail icon ( ) Indicates that the e-mail screen is displayed. 4. [Registration No.] Press to specify a destination using a five digit registration number. 5. [Manual Input] When specifying a destination that is not listed, press [Manual Input], and then enter the destination using the soft keyboard. Note When the entire list does not fit on one screen, [U] or [T] can be used to scroll U T through the list. Group destinations are denoted by this symbol ( ). 18 Sending Scan Files by E-mail Sending Scan Files by E-mail Procedure for Sending E-mail A scan file is sent after scan settings and destinations are specified. } A Press the {Scanner} key. E Make the scan settings. Reference There are two ways to specify scan settings, as described below: 2 · Configure each setting for scanning. For details, see p.73 "Specifying Scan Settings". · Recall registered settings. For details, see p.82 "Programs". F If ZZZ607S Note The illustration is an example. The actual appearance may be different. the network delivery scanner screen appears, switch to the email screen. A Press [ ]. B Press [Switch Destination List]. B Make sure that no previous settings remain. Note If a previous setting remains, press the {Clear Modes} key. } C Press [E-mail]. C Place originals. Reference The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see "Placing Originals", Copy Reference. D Press [Exit]. The e-mail screen appears. G Specify the destination. You can specify the destination in the following ways: · Select it from the destination list. · Specify its registration number. · Enter the e-mail address directly. · Search for it in the destination list. · Search for it in the LDAP server. D Make settings for original orien- tation, the sides scanned, and other settings if necessary. Reference p.76 "Making the Settings Related to the Orientation of the Original and Scanned Sides" 19 Sending Scan Files by E-mail Note Destinations in the destination list and registration numbers must be registered in advance in [System Settings]. For details, see "System Settings", General Settings Guide. B To select more destinations, repeat steps A. Note To deselect a destination, press the destination once more, or press [UPrev.] or [TNext] to U T display the destination in the destination field, and then press the {Clear/Stop} key. } 2 For details about the maximum number of destinations that can be selected for each transmission, see p.117 "E-mail". Before selecting the destination, be sure to select [To]. If necessary, select [Cc] or [Bcc] and the respective destinations. Depending on the security settings, certain destinations may not be displayed. Using a registration number to select a destination A Press [Registration No.]. B Enter the five digit registration number that has been assigned to a destination folder using the number keys. If the entered number is less than five digits, press the { #} } key after the last number. Example: To enter 00003 Press the { 3} key, and then } press the {#} key. } Selecting a destination from the list A Select the destination. The selected destination is highlighted and also displayed in the destination field at the top of the screen. Note If the target destination does not appear, take one of the following steps: C To select more destinations, repeat steps A to B. Note To deselect a destination, press [UPrev.] or [TNext] to display U T the destination in the destination field, and then press the {Clear/Stop} key. } · Display the destination by selecting its initial letter from the title. · Display the destination by pressing [U] or [T]. U T 20 Sending Scan Files by E-mail Manual entry of an e-mail address A Press [Manual Input]. The soft keyboard appears. Note Depending on the security settings, [Manual Input] may not be displayed. Note To deselect a destination, press [UPrev.] or [TNext] to display U T the destination in the destination field, and then press the {Clear/Stop} key. } Searching for a destination in the destination list A Press [ ]. 2 B Enter the e-mail address. Note For details about the maximum number of characters that can be entered, see p.117 "E-mail". It is possible to enter alphanumeric characters and periods. The symbols ( ) \ , ; : " and spaces cannot be entered. For details, see p.117 "E-mail". C Press [OK]. Note An e-mail address entered manually can be registered in the list. Press [ProgDest], and a screen for registering the email address appears. For information, see General Settings Guide. B Press [Search by Dest. Name]. The soft keyboard appears. Note To search using an e-mail addresses, press [E-mail Address]. To change an e-mail address entered, press [Change] located on the left side of the destination field. The soft keyboard appears. Make any changes, and then press [OK]. To check the selected destinations, press the { Check Modes} key. } Depending on the security settings, [ProgDest] may not be displayed. D To enter more destinations, repeat steps A to C. C Enter part of the destination name. Note Enter the first character or characters of the destination name. It is also possible to perform a combined search using [Search by Dest. Name] and [Email Address]. 21 Sending Scan Files by E-mail It is necessary to differentiate between uppercase and lowercase letters. D Press [OK]. E Select a destination. 2 Make sure that the LDAP server you want to search is selected and highlighted. If a server is not selected, the search is not performed and an error message appears. E Press [OK]. F Press [Advanced Search]. F Press [Exit]. Searching for a destination in the LDAP server A Press [ ]. G Enter a character string related to the destination for a search condition such as [Name], [Email Address], [Fax Number], [Company Name], or [Department Name]. B Press [Search LDAP]. C Press [Select Server]. D Select the LDAP server. Note The LDAP server can be registered in advance in [System Settings]. For details, see Network Guide. Note Each search condition (Name, E-mail Address, Fax Number, Company Name, and Department Name) corres p o n d s t o a it em t h a t is registered in the LDAP server. If you press a search condition item, the soft keyboard appears. Enter the first character or characters for the name, address, or number. 22 Sending Scan Files by E-mail If you select [SSearch Options] S in [Program / Change / Delete LDAP Server] in [Administrator Tools] in [System Settings], you can add a field for LDAP search. For details, see Network Guide. When the search condition [Name] is used for searching, whether the first name or sirname is searched for depends on the setting made by the administrator. For example, if you want to search for "John Doe", enter "John" or "Doe" according to the setting made by the administrator. Consult your administrator for which name to use. H Press [Search Criteria] corresponding to each item, and then select criteria from the list displayed. · [Exact Match]: The names which correspond to an entered character or characters are targeted. For example, to search for "ABC", enter "ABC". · [Include One of Words]: The names which contain an entered character or characters are targeted. For example, to search for "ABC", enter "A", "B", or "C". · [Exclude Words]: The names which do not contain an entered character or characters are targeted. For example, to search for "ABC", enter "D". · [Fuzzy Search]: a vague search (The function of this vague search depends on the system supported by the LDAP server.) I Press [OK]. Note The e-mail address searched for in the LDAP server cannot be specified correctly if it contains too many characters. For details about the maximum number of characters that can be entered, see p.117 "E-mail". 2 Note You can select criteria from the following list: · [Search Beginning Word]: The names which start with the entered character or characters are targeted. For example, to search for "ABC", enter "A". · [Search End Word]: The names which end with the entered character or characters are targeted. For example, to search for "ABC", enter "C". If a user name and password for the LDAP server authentication are not set, a log-on screen appears. Enter a user name and password. Multiple e-mail addresses can be registered for one person, but a search will only find one e-mail address per person. Depending on the LDAP server, the address which was registered first is generally found. 23 Sending Scan Files by E-mail To display details about the destination, press [Details]. J Select a destination. K Press [Exit]. Note An e-mail address found in a search can be registered in the list. Press [ProgDest], and a screen for entering the email address appears. For more information, see General Settings Guide. I Specify the file name if necessary. A Press [Attached File]. B Press [File Name]. The soft keyboard appears. C Enter a file name. D Press [OK] twice. 2 J Specify the e-mail sender. You can specify the sender in the following ways: · Select the sender from the list. · Enter the registration number of the sender using the number keys. · Search for the sender. Note If you specify the sender, information about the sender is included in the file being sent. The name of the specified sender is automatically placed in the from field of the e-mail so that the sender can be identified when the e-mail is received. Depending on system settings, the administrator's e-mail address may appear automatically in the e-mail header's from field. To change the address, specify the sender in Step J. To prevent misuse of a sender name, we recommend you set protection code for that sender name.See General Settings Guide. Depending on the security settings, [Attach Sender's Name] may be selected as the user name when logging in. Checking selected destinations A Use the destination field at the top of the scre en to check which destinations are selected. Note Press [UPrev.] or [TNext] to U T scroll through the list. Destinations are displayed in the order they were selected. To check the selected destinations, press the { Check Modes} key. } H Select the file type if necessary. A Press [Attached File]. B Press [File Type] C Select the file type of the file. D Press [OK] twice. 24 Sending Scan Files by E-mail Selecting a sender from the list A Press [Attach Sender's Name]. B Enter the five digit registration number that has been assigned to a destination folder using the number keys. If the entered number is less than five digits, press the { #} } key after the last number. Example: To enter 00006 Press the { 6} key, and then } press the {#} key. } 2 B Select the sender. Note When a protection code has been set, a screen for entering the protection code appears after selecting the sender. Enter the protection code, and then press [OK]. If the protection code you entered is correct, the sender nam e is displayed. C Press [OK]. Note When a protection code has been set, a screen for entering the protection code appears after selecting the sender. Enter the protection code, and then press [OK]. If the protection code you entered is correct, the sender name and [Return Receipt] are displayed. C Press [OK]. Searching for a sender A Press [Attach Sender's Name]. Using a registration number to specify a sender name A Press [Attach Sender's Name]. 25 Sending Scan Files by E-mail B Press [ ]. F Select the sender. 2 C Press [User (Dest.) Name]. Note When a protection code has been set, a screen for entering the protection code appears after selecting the sender. Enter the protection code, and then press [OK]. If the protection code you entered is correct, the sender name is highlighted. The soft keyboard appears. Note To search for an e-mail address, press [E-mail Address]. D Enter part of the sender name. Note Enter the first character or ch arac ters of th e s en der name. G Press [Exit]. H Press [OK]. K For a reception confirmation e-mail, press [Return Receipt]. Note To use [Return Receipt] you must: It is also possible to perform a combined search using [User (Dest.) Name] and [E-mail Address]. It is necessary to differentiate between uppercase and lowercase letters. E Press [OK]. · Log on as a user · Specify the sender in Step J When [Return Receipt] is selected, an e-mail notifying that the e-mail has been read by the destination party is sent to the sender selected here. However, if the mailing software used by the destination party does not support MDN (Message Disposition Notification), the e-mail may not be sent. L Specify a subject if necessary. Note To specify a subject, you can select it from the list, enter it directly, or combine selecting and entering it. 26 Sending Scan Files by E-mail For details about the maximum number of characters that can be entered, see p.117 "E-mail". When a subject has been specified, this information is added to the scan file. The subject is automatically placed in the subject field of the e-mail. The subjects that can be selected from the list must be registered in [System Settings] in advance. See Network Guide. The procedure to specify the subject "[Urgent] New product appearance" is explained as an example here. A Press [Subject / Message]. B Press [Attach Subject]. F Press [OK]. 2 G Press [OK] twice. M Enter a message if necessary. Note For details about the maximum number of characters that can be entered, see p.117 "E-mail". When a message has been entered, this information is added to the scan file. The messages that can be selected from the list must be registered in [System Settings] in advance. See Network Guide. A message can be selected from the list or entered directly. C Select the subject [Urgent]. Selecting a message from the list A Press [Subject / Message]. B Press [E-mail Message]. D Press [Manual Input]. The soft keyboard appears. E Enter the subject "New product appearance". 27 Sending Scan Files by E-mail C Select a message. 2 D Press [OK] twice. To interrupt scanning, press the {Clear/Stop} key or press [Stop] } on the display panel. When placing multiple originals one-by-one, place the next original. For details, see p.79 "Scanning Originals in Several Times". Simultaneous Storage and Sending by E-mail You can use the e-mail function and the storage function together. The scan file is sent by e-mail and at the same time is stored. Note This section explains mainly the procedure for simultaneous storage and sending of e-mail. For details, see p.19 "Procedure for Sending E-mail". The file stored when simultaneously storing a file and sending it by e-mail cannot be resent in the email screen. To resend the file, select the file in the [Select Stored File] screen and send it. See p.52 "Sending Stored Files by E-mail or Scan to Folder, or Delivering". Manual entry of a message A Press [Subject / Message]. B Press [E-mail Message]. C Press [Manual Input]. The soft keyboard appears. D Enter the message "Thank you for what you did yesterday". E Press [OK] three times. A Place originals. Note The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see "Placing Originals", Copy Reference. N Press the {Start} key. } Note For details about the maximum size of the scan file and maximum number of pages that can be sent, see p.117 "E-mail". 28 Sending Scan Files by E-mail B Make settings for original orien- tation, the sides scanned, and other settings if necessary. Reference p.76 "Making the Settings Related to the Orientation of the Original and Scanned Sides" H Specify file information if necessary. Reference For details about specifying file information, see p.47 "Specifying file information". C Make the scan settings. Note There are two ways to specify scan settings, as described below: I Press [OK]. } J Press the {Start} key. 2 · Configure each setting for scanning. For details, see p.73 "Specifying Scan Settings". · Recall registered settings. For details, see p.82 "Programs". D Specify the destination. E Specify the sender and a subject. F Press [Store File]. G Make sure [Send & Store] is selected. 29 Sending Scan Files by E-mail Checking the E-mail Results The sending results can be checked. Note For details about the maximum number of sending operations that can be checked, see p.105 "Print & Delete Scanner Journal". B Check the displayed records. 2 Items that can be checked · Date / Time The date and time the e-mail was sent or the date and time "Error" or "Cancelled" was confirmed is displayed. · Destination The sending function (e-mail, Scan to Folder, or delivery function) used is displayed with an icon. When multiple destinations were selected, the first selected destination is displayed. · Sender · File Name The file name is displayed only when a file is stored at the same time and when a stored file is sent. · Status One of the following status is displayed: "Done", "Sending...", "Waiting...", "Error", or "Cancelled". Note Depending on the security settings, certain records may not be displayed. One screen shows the records for five sending operations. Use [UPrev.] or [TNext] to scroll U T through the list. When the status of a file is "Waiting...", the sending can be canceled by selecting that file, and then pressing [Cancel]. Press [Print] to print the whole journal. C Press [Exit]. The e-mail screen appears. A Press [Scanned Files Status] on the e-mail screen. 30 3. Sending Scan Files by Scan to Folder Scan files can be sent to the folders of the FTP server or the shared folders of Windows. This chapter explains the preparation for sending files by Scan to Folder, various display screens, procedures for sending, and how to check the sending results when this function is used. Preparation for Sending by Scan to Folder To send scan files by Scan to Folder, the preparation described below is required. Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN. To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE 802.11b interface unit is required. See Network Guide. To send scan files by Scan to Folder, the following [System Settings] settings must be specified correctly. (Certain other settings must also be specified.) · IP address · subnet mask For details about making settings and other settings, see Network Guide. You also need to register destinations and other information in the address book. For details, see General Settings Guide. Make settings for sending such as compression and file type priority. See p.104 "Send Settings". Note Under Windows Server 2003, you may not be able to send files by Scan to Folder. Sending files using SMB is available only under a NetBIOS over TCP/IP environment. Sending files using SMB is not available under a NetBEUI environment. Even when settings made with the control panel, Web Image Monitor, Telnet, or other methods do not permit the use of SMB and FTP, sending files is still possible. 31 Sending Scan Files by Scan to Folder Scan to Folder Screen The Scan to Folder screen is as shown. The function items displayed serve as selector keys. You can select or specify an item by lightly pressing it. When you select or specify an item on the display panel, it is highlighted like . Keys that cannot be selected appear like . 3 1. Destination field Displays the selected destination. If multiple destinations are selected, the destinations are displayed in the order they were selected by pressing [UPrev.] or U [TNext]. T 6. [Attach Sender's Name] [Return Receipt] [Subject / Message] [File Type] Set the sender, a reception confirmation e-mail, file name, subject, and message of the scan file to be sent. If necessary, make settings for the file type and file name of the file. Note To check the selected destinations, press the {Check Modes} key. } 2. [ ] E-mail/Scan to Folder Press to switch between the Scan to Folder function and the e-mail function. You can send a file to Scan to Folder destinations and e-mail destinations at the same time.