User manual SHARP MX-2300N/2700N/3500N/3501N/4500N/4501N - annexe 4

MODEL: MX-2300G MX-2300N MX-2700G MX-2700N MX-3500N MX-3501N MX-4500N MX-4501N Document Filing Guide TABLE OF CONTENTS ABOUT THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . 2 · MANUALS PROVIDED WITH THE MACHINE . . . 2 3 USING STORED FILES 1 DOCUMENT FILING OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 · TYPES OF DOCUMENT FILING . . . . . . . . . . . . . . 4 · USES OF DOCUMENT FILING . . . . . . . . . . . . . . . 5 · BEFORE USING DOCUMENT FILING . . . . . . . . . 6 · IMPORTANT POINTS WHEN USING DOCUMENT FILING . . . . . . . . . . . . . . . . . . . . . . . 8 · USING DOCUMENT FILING IN EACH MODE . . . 9 BASE SCREEN OF DOCUMENT FILING MODE . . . 10 SEQUENCE FOR USING A STORED FILE. . . . . . . . 22 · REGULAR SEQUENCE FOR USING A STORED FILE . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 · SEQUENCE FOR USING A STORED FILE WHEN USER AUTHENTICATION IS ENABLED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 FOLDER AND FILE SELECTION SCREENS . . . . . . 25 · FOLDER SELECTION SCREEN . . . . . . . . . . . . . 25 · FILE SELECTION SCREEN. . . . . . . . . . . . . . . . . 26 · JOB SETTINGS SCREEN . . . . . . . . . . . . . . . . . . 27 PRINTING A STORED FILE. . . . . . . . . . . . . . . . . . . . 28 · PRINT SETTINGS SCREEN . . . . . . . . . . . . . . . . 29 · BATCH PRINTING . . . . . . . . . . . . . . . . . . . . . . . . 30 SENDING A STORED FILE . . . . . . . . . . . . . . . . . . . . 32 · SEND SETTINGS SCREEN. . . . . . . . . . . . . . . . . 34 PROPERTIES OF STORED FILES . . . . . . . . . . . . . . 35 · FILE PROPERTIES . . . . . . . . . . . . . . . . . . . . . . . 35 · CHANGING THE PROPERTY . . . . . . . . . . . . . . . 35 MOVING A STORED FILE . . . . . . . . . . . . . . . . . . . . . 37 DELETING A STORED FILE . . . . . . . . . . . . . . . . . . . 39 CALLING UP AND USING A FILE FROM THE JOB STATUS SCREEN . . . . . . . . . . . . . . . . . . . . . . . 41 SEARCHING FOR A STORED FILE . . . . . . . . . . . . . 42 · BASIC SEARCH PROCEDURE . . . . . . . . . . . . . . 42 2 SAVING FILES WITH DOCUMENT FILING SAVING A FILE WITH "Quick File" . . . . . . . . . . . . . 11 SAVING A FILE WITH "File" . . . . . . . . . . . . . . . . . . . 13 · FILE INFORMATION . . . . . . . . . . . . . . . . . . . . . . 15 STORING A DOCUMENT ONLY (Scan to HDD) . . . 17 · "Scan to HDD" SCREEN . . . . . . . . . . . . . . . . . . . 17 · PERFORMING "Scan to HDD". . . . . . . . . . . . . . . 17 · ORIGINAL SETTINGS FOR "Scan to HDD" . . . . 19 1 ABOUT THIS MANUAL Please note · Where this manual shows the "MX-2300/2700 series" or the "MX-3500/4500 series", the following models are indicated: MX-2300/2700 series: MX-2300G, MX-2300N, MX-2700G, MX-2700N MX-3500/4500 series: MX-3500N, MX-3501N, MX-4500N, MX-4501N · This manual contains references to the fax function. However, please note that the fax function is not available in some countries and regions. · Considerable care has been taken in preparing this manual. If you have any comments or concerns about the manual, please contact your dealer or nearest authorised service representative. · This product has undergone strict quality control and inspection procedures. In the unlikely event that a defect or other problem is discovered, please contact your dealer or nearest authorised service representative. · Aside from instances provided for by law, SHARP is not responsible for failures occurring during the use of the product or its options, or failures due to incorrect operation of the product and its options, or other failures, or for any damage that occurs due to use of the product. Warning · Reproduction, adaptation or translation of the contents of the manual without prior written permission is prohibited, except as allowed under copyright laws. · All information included herein is subject to change without notice. Illustrations and the operation panel and touch panel shown in this manual The peripheral devices are generally optional, however, some models include certain peripheral devices as standard equipment. The explanations in this manual assume that a right tray and stand/2 x 500 sheet paper drawer are installed on the MX-2700N (equipped standard with an automatic document feeder). To further explain certain functions and uses, some explanations assume that additional peripheral devices are installed. Scope of the explanations in this manual · The explanations of the document filing function assume that the user is already familiar with copy mode, and the other modes of the machine. This manual does not contain detailed explanations of the other modes that are used in conjunction with the document filing function. If you have any questions regarding one of the other modes, see the manual for that mode. · To further explain certain functions and uses, some explanations assume that additional peripheral devices (Internet fax expansion kit etc.) are installed. · The function that cannot be used according to the state of the installation of the peripheral devices is provided. · Some peripheral devices may not be available in some countries and regions. The display screens, messages, and key names shown in the manual may differ from those on the actual machine due to product improvements and modifications. MANUALS PROVIDED WITH THE MACHINE Printed manuals and manuals stored in PDF format on the machine's hard drive are provided with the machine. When using the machine, read the appropriate manual for the feature you are using. Printed manuals Manual name Safety Guide Software Setup Guide Quick Start Guide Troubleshooting Contents This manual contains instructions for using the machine safely and lists the specifications of the machine and its peripheral devices. This manual explains how to install the software and configure settings to use the machine as a printer or scanner. This manual provides easy-to-understand explanations of all the functions of the machine in a single volume. Detailed explanations of each of the functions can be found in the manuals in PDF format. This manual explains how to remove paper misfeeds and provides answers to frequently asked questions regarding the operation of the machine in each mode. Refer to this manual when you have difficulty using the machine. This manual explains the basic procedures for using the fax function of the machine, and provides an overview of the features of the fax function, troubleshooting procedures, and specifications. For detailed information on using the fax function and the system settings for fax, see the "Facsimile Guide" in PDF format. Facsimile Quick Reference Guide 2 Operation manuals in PDF format The manuals in PDF format provide detailed explanations of the procedures for using the machine in each mode. To view the PDF manuals, download them from the hard drive in the machine. The procedure for downloading the manuals is explained in "How to download the manuals in PDF format" in the Quick Start Guide. Manual name User's Guide Copier Guide Printer Guide Facsimile Guide Scanner Guide Document Filing Guide (This manual) System Settings Guide Contents This manual provides information, such as basic operation procedures, how to load paper, and machine maintenance. This manual provides detailed explanations of the procedures for using the copy function. This manual provides detailed explanations of the procedures for using the printer function. This manual provides detailed explanations of the procedures for using the fax function and the "System Settings" that are related to fax. This manual provides detailed explanations of the procedures for using the scanner function and the Internet Fax function. This manual provides detailed explanations of the procedures for using the document filing function. The document filing function allows you to save the document data of a copy or fax job, or the data of a print job, as a file on the machine's hard drive. The file can be called up as needed. This manual explains the "System Settings", which are used to configure a variety of parameters to suit the aims and the needs of your workplace. Current settings can be displayed or printed out from the "System Settings". Icons used in the manuals The icons in the manuals indicate the following types of information: This alerts you to a situation where there is a risk of machine damage or failure. This provides a supplemental explanation of a function or procedure. This explains how to cancel or correct an operation. This indicates the name of a system setting and a provides a brief explanation of the setting. For detailed information on each system setting, see the System Settings Guide. When "System Settings:" appears A general setting is explained. When "System Settings (Administrator):" appears A setting that can only be configured by an administrator is explained. 3 1 DOCUMENT FILING This chapter provides information that you should know before using the document filing function, including an overview of document filing, the features and functions of document filing, and points to keep in mind when using document filing. OVERVIEW The document filing function allows you to save the document image of a copy or fax transmission job, or the data of a print job, as a file on the machine's hard drive. The saved file can be called up and printed or transmitted as needed. Saving data as a file Calling up and using a saved file Internet Fax Scan Print Send Print Fax Copy Hard drive Scan to HDD Hard drive Document information used in any of the modes is saved to the hard drive as a data file. The saved file can be printed. The saved file can also be sent as a fax or sent to another computer over the network. You can also simply store the file on a hard drive for digital archiving purposes. TYPES OF DOCUMENT FILING There are three ways to save a file using document filing: "Quick File", "File", and "Scan to HDD". Use this method to conveniently save the document image of a copy or scan job, or the data of a print job. The file can be saved quickly and easily because no settings are required. The saved file can also be used by other people. Do not use this method to save files containing sensitive or confidential information, or files that you do not want others to use. Use this method to conveniently save the document image of a copy or scan job, or the data of a print job. Unlike Quick File, the File function allows you to append various types of information when saving the file. The appended information allows efficient management of the file. A password can also be established to prevent the file from being called up by others. Use this function to simply store a document. This is a feature of the File function. The other document filing methods save a copy, scanner, or other job as a file on the hard drive when the corresponding function operates. Use Scan to HDD when you simply want to save a document to the hard drive. Quick File File Scan to HDD 4 USES OF DOCUMENT FILING Several examples of how document filing can be used are provided below. Quickly using a file Example: You prepared handouts consisting of numerous pages for a meeting, however, another handout is needed for a newly added participant. The handout was not saved using document filing The handout was saved using document filing All the numerous original pages must be scanned again. The scanned original pages are stored on the hard drive. The file can be called up at any time. Settings for job build, the ratio, and the colour mode must all be selected again. The settings selected at the time of copying are also stored. No need to redo the settings. Time required to call up the stored job + Time required to print the copies Time required for selecting settings + Time required for scanning the original + Time required for printing the copies Not likely to be completed in time for the meeting... As indicated above, to obtain another set of output, the settings must be selected all over again. If you don't remember the settings, much effort may be expended to get the same output result as the previous time. Printing is accomplished quickly and the handout is ready in time for the meeting! The job can be called up and printed using the same settings quickly and easily. As shown in the example, storing a job with the document filing function frees you of the need to rescan the original and select settings, saving considerable time. Convenient for managing frequently used documents Example: Managing a large number of business forms Not using document filing It takes time to find the form you need. Using document filing The desired form can be selected from the document filing list with ease, and document management is efficient. rms? liday fo Busi Paid ho ness trip f Daily orms repo ? rt for ms? Main Folder File Name Paid holiday forms Daily report forms Business trip forms All Files Custom Folder User Name Name 1 Name 1 Name 1 Search Date 01/08/2005 01/08/2005 01/08/2005 Back 1 1 Filter by Job Batch Print Application forms, report forms, and other business forms can be stored on the hard drive for easy retrieval, letting you print the number of copies you need when you need them. 5 BEFORE USING DOCUMENT FILING Before using File, it is convenient to create user names and Custom Folders. If user authorization is used, it is convenient to create My Folder. The user name, Custom Folders, and My Folder are created in the system settings. User Name The user name is configured in "User Registration" in the system settings (administrator). Custom Folders are created in "Document Filing Control" in the system settings. A password can be established when a Custom Folder is created. A password can be established for a Custom Folder. When this is done, a password entry screen will appear whenever the Custom Folder is selected or the Custom Folder is deleted or amended. This is convenient for saving sensitive information. My Folder is configured in "User Registration" in the system settings (administrator). When user authentication is enabled and a file is saved using the File function, the Custom Folder specified as My Folder is automatically selected. Custom Folder My Folder System Settings (Administrator): User Registration This is used to store a user name and specify a folder as My Folder. System Settings: Document Filing Control This is used to create Custom Folders for document filing. A password can be established when a Custom Folder is created. Folders Three types of folders are used to store files using document filing. Configuration of folders on the hard drive Quick File Folder Main Folder Custom Folder Quick File Folder A document saved using the [Quick File] key is stored in this folder. A user name and file name are automatically assigned to the job. Main Folder Documents scanned using the [File] key are stored in this folder. When you store a job in the Main Folder, you can specify a previously stored user name and assign a file name. A password can also be set when saving a file ([Confidential] save). Custom Folder Folders with custom names can be created inside this folder. When a Custom Folder is specified before touching the [File] key, the document is scanned into that folder. Like the Main Folder, a Custom Folder allows you to specify a previously stored user name and assign a file name when storing a job. Passwords can be set for Custom Folders and for files saved in Custom Folders. A maximum of 500 Custom Folders can be created on the hard drive. 6 Approximate number of pages and files that can be stored by document filing Combined total number of pages and number of files that can be stored in custom folders and in the Main Folder Models Examples of original types Number of pages* Number of files Full colour original (Text and photo) MX-3501N MX-4501N Black and white original (Text) Size: A4 (8-1/2" x 11") Max. 1200 Max. 3000 Max. 4200 Size: A4 (8-1/2" x 11") Full colour original (Text and photo) Models other than the above Black and white original (Text) Size: A4 (8-1/2" x 11") Max. 400 Max. 1000 Max. 1400 Size: A4 (8-1/2" x 11") Number of pages and number of files that can be stored in the Quick File Folder Models Examples of original types Number of pages* Number of files Full colour original (Text and photo) Size: A4 (8-1/2" x 11") Max. 400 All Models Black and white original (Text) Max. 1000 Max. 1400 Size: A4 (8-1/2" x 11") * The indicated numbers are guidelines for the number of pages that can be stored when all pages are full colour, and when all pages are black and white. The memory area used by the Quick File Folder is also used by the electronic sort function of copy mode. If many unneeded files accumulate in the Quick File Folder, electronic sorting will be affected when a large number of originals are sorted. Be sure to delete unneeded files. The original types above are examples to make the explanation easier to understand. The actual number of pages that can be stored will vary depending on the contents of the original images. 7 Files When a file is saved using "File", the following information can be appended. User Name: User 1 File Name: Meeting handout Password: 12345678 "Meeting minutes" folder Saving a file with this information allows you to distinguish it from other files. User Name: Use this to specify the owner of the file. The user name must first be stored in "User registration" in the system settings (administrator). File Name: A file name can be entered. Folder: Select which folder the file will be saved in. Confidential: A password from 5 to 8 digits can be established to prevent others from using the file. The above information cannot be specified when a file is saved with Quick File. System Settings (Administrator): User Registration This is used to store user names. IMPORTANT POINTS WHEN USING DOCUMENT FILING Note the following when using document filing: · Documents saved with [Quick File] are "Sharing" files that can be called up by anyone and printed or transmitted. For this reason, do not use Quick File for sensitive documents or documents that you do not want to be used by others. · When saving a file with "File", if you wish to prevent others from using the file, specify "Confidential" to enable the use of a password. When a file is saved as a "Confidential" file, take care not to disclose the password to others. · Even when a file is saved with the [Confidential] property, the property can be changed afterward to [Sharing]. For this reason, do not save sensitive documents or documents that you do not want to be reused by others. · Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the leaking of sensitive information due to manipulation by a third party of any data saved using the Quick File function or File function, or incorrect operation of the Quick File function or filing function by the operator that saves the data. 8 USING DOCUMENT FILING IN EACH MODE In copy, fax, or image send mode, the original can be saved as an image file on the hard drive at the same time it is copied or transmitted. In scan to HDD mode, the original can be stored as a file on the hard drive without being copied or transmitted. Copy mode The original is saved as an image file at the same time it is copied. Ready to scan for copy. (1) Press the [COPY] key. (2) Touch the [Quick File] key or the [File] key. DOCUMENT FILING IMAGE SEND COPY 0 Original A4 Plain A4 1. 2. 3. 4. Full Colour Colour Mode Job Detail Settings Auto Exposure 100% Copy Ratio 2-Sided Copy Output Special Modes File Quick File A4 A4R B4 A3 (1) (2) Image send mode Example: Base screen of scan mode The original is saved as an image file at the same time it is scanned. (1) (2) DOCUMENT FILING IMAGE SEND COPY Ready to send. Scan Mode Switch Image Settings Send Settings Scan A4 Send Auto Address Entry Special Modes File Quick File Resend Address Book (1) Press the [IMAGE SEND] key. (2) Touch the [Mode Switch] key. This allows you to select fax mode, scan mode, and Internet fax mode. (3) Touch the [Quick File] key or the [File] key. (3) Scan to HDD mode The scanned original is saved as an image file. Neither printing nor transmission are performed when Scan to HDD is used. (1) DOCUMENT FILING IMAGE SEND COPY (2) HDD Status File Store Scan to HDD Search File Retrieve File Folder Quick File Folder External Data Access (1) Press the [DOCUMENT FILING] key. (2) Touch the [Scan to HDD] key. [File] key and [Quick File] key If the [File] key and the [Quick File] key do not appear in the base screens of each mode, the screen display has been changed using "Customize Key Setting" in the system settings (administrator). In this case, follow these steps to perform document filing: · Touch the [Job Detail Settings] key or [Image Settings] key and then touch the [Special Modes] key in the screen that appears. The [Quick File] key and the [File] key will appear in the special modes menu. · If the [Special Modes] key appears in the screen, touch the key to display the [Quick File] key and the [File] key. Using document filing in print mode To use document filing in print mode, select document filing in the printer driver. For more information on using document filing in print mode, see "CONVENIENT PRINTER FUNCTIONS" in the Printer Guide. Using document filing in PC-Fax/PC-I-Fax mode To use document filing in PC-Fax or PC-I-Fax mode, select document filing settings in the PC-Fax driver. For more information, see Help in the PC-Fax driver. 9 BASE SCREEN OF DOCUMENT FILING MODE When the [DOCUMENT FILING] key is pressed on the operation panel, the following screen appears. This screen is used to call up and use image files saved during copying or scanning. (1) (2) HDD Status Search File Retrieve File Folder Quick File Folder External Data Access DOCUMENT FILING IMAGE SEND COPY File Store Scan to HDD (3) (1) [HDD Status] key Touch this key to check how much of the machine's hard drive is being used. The amount of disk space used is shown in increments of 1%. HDD Status Main Folder 50% 0 25 50 Quick File Folder 30% 25 50 OK Custom Folder 25% Free Space:25% 75 100% Free Space:70% 0 75 100% (4) (4) [External Data Access] key (5) (6) This can be selected when an FTP server is stored or a USB memory device is connected to the machine. The same screen appears if the [DOCUMENT FILING] key is pressed twice. "DIRECTLY PRINTING FROM THE MACHINE" in the Printer Guide (5) [Quick File Folder] key Touch this key to call up a file from the Quick File Folder. When this key is touched, the file selection screen for the Quick File Folder appears. SAVING A FILE WITH "Quick File" (page 11) (6) [File Folder] key Touch this key to call up a file from the Main Folder or a Custom Folder. When this key is touched, the file selection screen of the Main Folder or one of the Custom Folders appears. When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear. SAVING A FILE WITH "File" (page 13) (2) [Search] key Touch this key to search for a file stored in a folder. You can search using the user name, file name, or folder name. SEARCHING FOR A STORED FILE (page 42) (3) [Scan to HDD] key Touch this key to select Scan to HDD. Neither printing nor transmission are performed. The file will be stored in the Main Folder or a custom folder. STORING A DOCUMENT ONLY (Scan to HDD) (page 17) 10 2 SAVING FILES WITH DOCUMENT FILING This chapter explains how to save an original as a image file using the Quick File, File, and Scan to HDD functions of document filing mode. SAVING A FILE WITH "Quick File" When copying, printing or transmitting a document in copy mode, print mode, or image send mode, "Quick File" can be selected to save an image of the document to the Quick File Folder. The image can be called up at a later time, allowing you to print or transmit the document without having to locate the original. As an example, the procedure for storing a document in the Quick File Folder while copying is explained below. Place the original. 1 Place the original face up in the document feeder tray, or face down on the document glass. 1 Ready to scan for copy. Full Colour Colour Mode Original A4 Plain A4 1. 2. 3. 4. 0 2-Sided Copy Output Special Modes File Quick File Touch the [Quick File] key. 2 Job Detail Settings Auto Exposure 100% Copy Ratio A4 A4R B4 A3 Touch the [OK] key. Scanned data is automatically stored in the quick file folder. Do not store confidential data to the folder. The [Quick File] key is highlighted and you return to the base screen of copy mode. 3 OK To cancel Quick File... Touch the [Quick File] key in the screen of step 2 so that it is not highlighted after you touch the [OK] key. 11 or Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( ). · When copying begins, the scanned document image is saved to the hard drive. The selected copy settings are also saved. · To prevent accidental saving of the document, "The scanned data is stored in the quick file folder." appears as a message for 6 seconds after the [START] key is pressed. The 6-second message display time can be changed using "Message Time Setting" in the system settings (administrator). · If you inserted the original pages in the document feeder tray, all pages are scanned. · If you placed the original on the document glass, scan each page one page at a time. When scanning of one page finishes, replace it with the next page and press the [START] key. Repeat until all pages have been scanned and then press the [Read-End] key. 4 To cancel scanning... Press the [STOP] key ( ). · When a file is stored using Quick File, the following user name and file name are automatically assigned to the file. User Name: User Unknown File Name: Mode_Day-Month-Year_Hour-Minute-Second (Example: Copy_01082005_134050) Stored to: Quick File Folder · When user authentication is used, the user name that was used for login is automatically selected. · Only the file name and location of a file stored in the Quick File Folder can be changed. To cancel Quick File... Touch the [Quick File] key in the screen of step 2. 12 SAVING A FILE WITH "File" When copying, printing, or transmitting a document in copy mode, print mode, or image send mode, "File" can be selected to save an image of the document to the Main Folder or a previously created Custom Folder. The image can be called up at a later time, allowing you to print or transmit the document without having to locate the original. As an example, the procedure for using "File" while copying is explained below. Place the original. 1 Place the original face up in the document feeder tray, or face down on the document glass. 1 Ready to scan for copy. Full Colour Colour Mode Original A4 Plain A4 1. 2. 3. 4. 0 2-Sided Copy Output Special Modes File Quick File Touch the [File] key. 2 Job Detail Settings Auto Exposure 100% Copy Ratio A4 A4R B4 A3 File Information Confidential User Name File Name Password Cancel OK Configure the file information settings. To select the user name, file name, folder, and confidential setting, see "FILE INFORMATION" (page 15). Specifying a user name: page 15 Assigning a file name: page 15 Specifying a folder: page 16 Storing a file as a confidential file: page 16 After configuring the above settings, you will return to this screen. Go to the next step. If you do not wish to assign a user name or other information to the file, go to the next step. User Unknown Copy_01082005_134050 Main Folder 3 Stored to: File Information Confidential Password Cancel OK Touch the [OK] key. The [File] key is highlighted and you return to the base screen of copy mode. 4 User Name File Name Stored to: User Unknown Copy_01082005_134050 Main Folder 13 or Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( ). · When copying begins, the scanned document image is saved to the hard drive. The selected copy settings are also saved. · If you inserted the original pages in the document feeder tray, all pages are scanned. · If you placed the original on the document glass, scan each page one page at a time. When scanning of one page finishes, replace it with the next page and press the [START] key. Repeat until all pages have been scanned and then press the [Read-End] key. 5 To cancel scanning... Press the [STOP] key ( ). When a file is stored using File without appending file information, the following user name and file name are automatically assigned to the file. User Name: User Unknown File Name: Mode_Day-Month-Year_Hour-Minute-Second (Example: Copy_01082005_134050) Stored to: Main Folder When user authentication is used, the user name that was used for login is automatically selected. To cancel the File operation... Touch the [Cancel] key in the screen of step 3. 14 FILE INFORMATION This section explains the settings that are configured in step 3 of "SAVING A FILE WITH "File"" (page 13). Specifying a user name, file name, folder, and confidential setting makes it easier to manage and search for files. In addition, when confidential is selected and a password is established, other people will not be able to view the file without permission. Specifying a user name File Information Confidential User Name Password Cancel OK Touch the [User Name] key. When user authentication is used, the user name that was used for login is automatically selected. In this case, this step is not needed. User Unknown Copy_01082005_134050 Main Folder 1 File Name Stored to: The user name must have been previously stored in "User Registration" in the system settings (administrator). (2) Select user name. Name 1 Name 3 Name 5 Name 7 All Users ABCD Name 2 Name 4 Name 6 Name 8 EFGHI JKLMN OPQRST UVWXYZ ABC User Cancel 1 25 OK Touch the desired user name in the list of user names that is displayed. (1) Touch a user name. There are 2 ways to select the user name: (A) Touch the one-touch key of the user name. The touched user name is highlighted. If you accidentally select the wrong user name, touch the key of the correct name. (B) Touch key. An area [---] for directly entering a registration number will appear at the top of the key. The user name can be selected by entering "Registration No." that was configured when the user was stored. 2 (A) (B) (2) Touch the [OK] key. The user name that you touched is selected and you return to the screen of step 1. The selected user name appears. Assigning a file name A file name can be assigned to the file. File Information Confidential Password Cancel OK Touch the [File Name] key. A text entry screen appears. Enter the file name in the text entry screen and touch the [OK] key. A maximum of 30 characters can be entered. To enter text, see "6. ENTERING TEXT" in the User's Guide. 1 User Name File Name Stored to: Name 1 Copy_01082005_134050 Main Folder 15 Specifying a folder File Information Confidential User Name File Name Name 1 file-01 Main Folder Password Cancel OK Touch the [Stored to:] key. 1 Stored to: When user authentication is used, My Folder appears. If My Folder is not specified for the user that logged in, the Main Folder will appear. Select the folder. User 1 Main Folder User 2 User 4 User 6 User 8 OK 2/2 Touch the key of the Custom Folder where you wish to store the file. If a password has been set for the Custom Folder, a password entry screen will appear. Enter the 5- to 8-digit password for the folder with the numeric keys and touch the [OK] key. 2 User 3 User 5 User 7 All Folders ABCD EFGHI JKLMN OPQRST UVWXYZ Storing a file as a confidential file A password can be set for the file to prevent others from viewing it. The password must be a 5- to 8-digit number. File Information Confidential User Name Name 1 file-01 User 1 Password Cancel OK Enable the confidential property. (1) Select the [Confidential] checkbox so that a checkmark appears. Confidential mode is enabled and a password can be entered. 1 (1) File Name Stored to: (2) (2) Touch the [Password] key. Cancel Enter password via the 10-key pad. OK Enter a password (5 to 8 digits) with the numeric keys and touch the [OK] key. As each digit is entered, "-" changes to " ". 2 16 STORING A DOCUMENT ONLY (Scan to HDD) Scan to HDD is used to store the image file of a scanned document in the Main Folder or a Custom Folder. Neither printing nor transmission are performed. "Scan to HDD" SCREEN The following screen appears when the [Scan to HDD] key is touched in the base screen of document filing mode. Touch the keys described below as needed to select Scan to HDD settings. DOCUMENT FILING Ready to scan to HDD. Press [Start] to scan original. (1) (2) Scan to HDD Mono2/Auto Colour Mode Job Detail Settings Auto A4 Original Back (4) (3) Special Modes File Information (5) (6) (1) [Colour Mode] key Use this key to select the colour mode when storing the document. ORIGINAL SETTINGS FOR "Scan to HDD" (page 19) (4) [Back] key Touch this key to return to the base screen of document filing mode. (5) [Special Modes] key Select special modes for Scan to HDD, including erase, dual page scan, and card shot. Special modes screen for Scan to HDD (page 21) (2) [Job Detail Settings] key Touch this key to select the exposure, resolution, and compression ratio. ORIGINAL SETTINGS FOR "Scan to HDD" (page 19) (6) [File Information] key Touch this key to append information to the file. The settings are configured in the same way as file information for "File". FILE INFORMATION (page 15) (3) [Original] key Touch this key to set the original size and select two-sided document scanning. The automatically detected original size appears in the top half of the [Original] key. Selecting the original size and two-sided document scanning (page 21) PERFORMING "Scan to HDD" Place the original. 1 Place the original face up in the document feeder tray, or face down on the document glass. 1 17 2 DOCUMENT FILING HDD Status File Store Search File Retrieve File Folder Quick File Folder External Data Access Press the [DOCUMENT FILING] key. Touch the [Scan to HDD] key. 3 Scan to HDD Mono2/Auto Colour Mode Job Detail Settings Auto A4 Original Back Select Scan to HDD settings. If you do not wish to select settings, go to the next step. Special Modes File Information (1) Select the colour mode, job detail settings, and the original size. See "ORIGINAL SETTINGS FOR "Scan to HDD"" (page 19). (1) (2) (3) 4 (2) Touch the [Special Modes] key. See "Special modes screen for Scan to HDD" (page 21). (3) Touch the [File Information] key. The settings are the same as for "File". See "FILE INFORMATION" (page 15). If the original is 2-sided, be sure to touch the [Original] key and then touch the [2-Sided Booklet] key or the [2-Sided Tablet] key as appropriate for the original. or Press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( ). Scanning begins. · If you inserted the original pages in the document feeder tray, all pages are scanned. A beep will sound to indicate that Scan to HDD is completed. · If you placed the original on the document glass, scan each page one page at a time. When scanning of one page finishes, replace it with the next page and press the [START] key. Repeat until all pages have been scanned and then press the [Read-End] key. A beep will sound to indicate that Scan to HDD is completed. 5 To cancel scanning... Press the [STOP] key ( ). 18 ORIGINAL SETTINGS FOR "Scan to HDD" Settings for Scan to HDD are described below. [Colour Mode] key Touch the [Colour Mode] key to open the colour mode setting screen for Scan to HDD. When you have finished selecting the colour mode, touch the [OK] key. Scan to HDD Colour Mode Full Colour Mono2/Auto Colour Mode Colour Auto 2 Colour OK B/W Mono2 Greyscale The following settings can be selected for the scanning colour when the [COLOUR START] key ( & WHITE START] key ( ) is pressed. Start key Mode Full Colour ) or the [BLACK Scanning method The original is scanned in full colour. This mode is best for full colour originals such as catalogues. Even when the original is black and white, it is scanned as a full colour original. The machine detects whether the original is colour or black and white and automatically selects full colour or black and white (greyscale) scanning. Only the red areas of the original are changed to the selected colour; colours other than red are scanned in black. Red, green, blue, cyan, magenta, or yellow can be selected. Colours in the original are scanned in black and white. This mode is best for text-only originals. The colours in the original are scanned in black and white as shades of grey (greyscale). [COLOUR START] key Auto 2 Colour Mono 2 [BLACK & WHITE START] key Greyscale [Job Detail Settings] key Touch the [Job Detail Settings] key to display the [Exposure] key, [Resolution] key, and [Comp. Ratio] key. (A) Mono2/Auto Colour Mode Job Detail Settings Job Detail Settings Auto A4 Original Auto Exposure Medium Comp. Ratio (B) 600x600dpi Resolution Back Special Modes File Information (C) (A) [Exposure] key Use this to adjust the exposure and exposure mode. (B) [Resolution] key Use this to select the resolution that will be used when the file is transmitted. When "Long Size" is specified, only resolution settings of 300 x 300 dpi and under can be selected. (C) [Comp. Ratio] key Use this to select the colour compression ratio that will be used when the file is transmitted in colour. 19 Exposure adjustment To adjust the exposure and select the exposure mode, touch the [Exposure] key. Select an appropriate exposure mode for the original and touch the or key to adjust the exposure level. After selecting the settings, touch the [OK] key. (A) Scan to HDD Exposure Moiré Reduction Auto Manual Text 1 3 5 Printed Photo Map Photo Text/ Prtd.Photo (3) OK Text/Photo (2) Touch the appropriate original type key to select the exposure mode. (1) (1) Select the appropriate exposure mode for the original type. (2) Select [Auto] or [Manual]. If you selected [Manual], touch the or key to adjust the exposure. (For a darker image, touch the key. For a lighter image, touch the key.) When the exposure is set to [Auto], the exposure modes [Photo], [Printed Photo], and [Map] do not appear. In addition, the keys cannot be used. (A): Moiré Reduction To reduce the moire effect when scanning printed matter, touch the [Moiré Reduction] checkbox so that a checkmark appears. (3) Touch the [OK] key. The settings are stored and you return to the Scan to HDD screen. 20 [Original] key Selecting the original size and two-sided document scanning (1) Scan to HDD Original Auto A4 Original Scan Size Auto 2-Sided Booklet 2-Sided Tablet A4 100% (2) Store Size Auto Image Orientation (4) OK (3) (1) Touch the [Scan Size] key. If the original is a non-standard size that cannot be detected by auto original size detection, touch the [Scan Size] key and specify the original size. (2) Touch the [Store Size] key. If you wish to store the file at a different size than the original size, touch the [Store Size] key and change the store size. (3) Touch the appropriate orientation key. If the top edge of the original is up, touch the key. If the top edge of the original is to the left, touch the key. If the original is a 2-sided original, touch the [2-Sided Booklet] key or the [2-Sided Tablet] key as appropriate for the original type. (4) Touch the [OK] key. Special modes screen for Scan to HDD When the [Special Modes] key is touched, the following screen appears. For more information on each setting, see "7. CONVENIENT FUNCTIONS" in the Scanner Guide. (1) Special Modes Special Modes Erase Dual Page Scan Mixed Size Original (2) (3) OK Card Shot Job Build Slow Scan Mode (4) (5)