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 C ...