User manual KONICA MINOLTA 7130 - annexe 7

III FAX This chapter explains the operations for sending/receiving faxes using a computer. Chapter 7 Fax Functions (PC-Fax)... 267 Chapter 8 Sending Faxes.................. 272 Chapter 9 Phonebook Registration . 279 Chapter 10 Receiving Faxes............. 293 266 III FAX Chapter 7 Fax Functions (PC-Fax) You can send and receive faxes directly on the computer without using paper. This is called [PC-Fax]. This chapter summarizes the PC-Fax functions and explains the general flow of their processing. 7-1. Sending faxes from the computer ................................................... 268 7-2. Receiving faxes with the computer ................................................. 269 7-3. Registering recipient names and their fax numbers. ....................270 7-4. Using PC-Fax ..................................................................................... 271 267 7-1. Sending faxes from the computer Normally, when a fax is sent, a handwritten or printed document is set in the fax machine and transmitted. When the PC-Fax functions are used, you can use the the computer to send and receive faxes directly without using paper. The transmission command sent from the application is received by the printer driver. When this printing system is used as a local printer, data is sent to the controller via the parallel interface (IEEE1284); when it is used as a network printer, the data is sent via Ethernet (TCP/IP, IPX/SPX). The Print Controller executes rasterizing processing for the picture (converting the output characters and pictures into bit-map data). This data is accumulated in the E-RDH memory in the copier and transmitted as a fax. Computer Using as local printer Application Transmission command Printer driver Using as network printer Application Transmission command Printer driver Parallel interface (IEEE1284) Ethernet (TCP/IP, IPX/SPX) Print Controller PDL processing (rasterizing) copier E-RDH memory Printing with copier Fax transmission G To use PC-Fax, it is necessary to install the optional fax kit on the copier main unit. For details, ask your service representative. 268 III FAX Chapter 7 Fax Functions (PC-Fax) 7-2. Receiving faxes with the computer You can check fax documents received with the copier on the computer's screen. After received fax data is accumulated into the copier's E-RDH memory, it can be printed on the copier. When this data is checked on the computer, it is stored from the E-RDH memory to the Print Controller's hard disk, then sent via the Ethernet to the computer's hard disk. Fax reception copier E-RDH memory Printing with copier Print Controller Hard disk Computer Ethernet (TCP/IP, IPX/SPX) Hard disk G To use PC-Fax, it is necessary to install the optional fax kit on the copier main unit. For details, ask your service representative. 269 III FAX Chapter 7 Fax Functions (PC-Fax) 7-3. Registering recipient names and their fax numbers. You can register and manage recipient names and their fax numbers in the phonebook. These transmission recipients can be put together into groups. You can send a document to all the members of a group with just a single operation. Phonebook Broadcast Group 1 Broadcast Group 2 270 III FAX Chapter 7 Fax Functions (PC-Fax) 7-4. Using PC-Fax OSs supported by PC-Fax The PC-Fax functions are executed using the PCL driver. The PC-Fax functions work on the following operations systems. Windows 95 Windows 98 Windows Me Windows NT 4.0 Windows 2000 Windows XP Setting the fax unit First, ready the fax kit installed on the copier for use. 1 2 3 Display the PCL driver [Properties]. For details on how to display [Properties], refer to [3-1. Setting printer functions] ( Page 119). Select the [Setup] tab. In [Available options], select [Fax option], then click the [Add] button. [Fax option] is displayed on the [Installed options]. 4 Click the [OK] button. 271 III FAX Chapter 7 Fax Functions (PC-Fax) III FAX Chapter 8 Sending Faxes This chapter explains the procedures for sending faxes. 8-1. Transmission procedure ..................................................................273 8-2. PC-Fax transmission error reports.................................................. 278 272 8-1. Transmission procedure This section explains how to use a computer to send files as faxes using PC-Fax. Fax transmission 1 2 Open data with the application, then execute [Print]. The [Print] screen is displayed. Check that the [Name] is [Konica IP-xxx PCL]. The model name of print controller is displayed in [xxx]. 3 4 5 Click the [Properties] button. The [Properties] screen is displayed. Select the [FAX] tab. In [Mode Selection], select the [FAX]. 273 III FAX Chapter 8 Sending Faxes 8-1. Transmission procedure 6 In [Resolution], select either [200 dpi] (fine mode) or [400 dpi] (super fine mode). 7 8 Click the [Setup] button. The [Fax Mode Setup] screen is displayed. To print a file after a fax is sent, select [Print After Send]. 9 To set a time to send the fax later, select [Delayed Transmission], then at [Time you want to transmit], either click the [L] or [M] button or key in the time. L M When using timer send, check that the clocks on the computer and the copier are synchronized.If the send time is earlier than the Copier current time, the fax is sent the next day. Example: Send time 12:00 Copier current time 12:10 Fax sent at 12:00 the next day 10 For confidential transmission, select or input the [Sub Address] and [Sender ID]. It is possible to execute confidential communications with another fax model by using F codes. The sub-address can be a number of up to 20 byte digits Up to 20 byte numbers, #, and * can be input as the ID. For details on sub-addresses and send IDs, refer to the fax kit user's manual. 274 III FAX Chapter 8 Sending Faxes 8-1. Transmission procedure 11 12 Click the [OK] button. The display returns to the [Properties] screen. Specifying the fax destination. When inputting the fax recipient At [Recipient], input the [Name] and [Fax No.], then click the [Add] button. The recipient input into the [Recipient] is displayed. The [Name] may be up to 40 byte characters. The [Fax No.] may be up to 38 byte numbers (0 to 9), hyphens, #, *, E, P, T and spaces. Up to 100 recipients may be registered in the [Recipient]. Selecting the recipient from the phonebook This procedure selects a recipient preset in the phone book. For details on phonebook registration, refer to [Chapter 9 Phonebook Registration] ( Page 279) 1 Click the [Phonebook] button. The [Phonebook] screen is displayed. 275 III FAX Chapter 8 Sending Faxes 8-1. Transmission procedure 2 Select the recipient or broadcast group to send the fax to. 3 Click the [Add Recipient] button. The selected recipient is displayed in the [Recipient]. When a broadcast group is selected, all the members of the group are displayed in the [Recipient]. 4 Check the recipient, then click the [OK] button. The display returns to the [FAX] tab. 13 Check that the party for file transmission is displayed in the [Recipient]. To delete a recipient, select the recipient to delete from the [Recipients], then click the [Delete] button. There is no need to change the [Error Correction Mode], [Intl Transmission Mode], and [V.34 Mode] checkboxes. For details, refer to the fax kit user's manual. 14 Click the [OK] button. The display returns to the [Print] screen. 276 III FAX Chapter 8 Sending Faxes 8-1. Transmission procedure 15 Click the [OK] button. The fax transmission check message is displayed. 16 Click the [OK] button. The fax is sent to the specified recipient. 277 III FAX Chapter 8 Sending Faxes 8-2. PC-Fax transmission error reports If an error occurs during PC-Fax transmission, an error report is printed automatically. PC-Fax Tx Error Report REMOTE STATION Factor CREATE START Cause Mem Full test .pdf Name Cancel : Stop PC-Fax job, ID difer : EKC/ECM user ID differ, Limit over : EKC/ECM counter limit over HD full : Hard disc full, Mem full : Memory over Failed to PC-Fax Tx. Please check and try PC-Fax Tx again! If you do not want error reports printed automatically, use the operator panel keys and switch [Report output settings] [PC-Fax transmission error reports] - [Off]. REMOTE STATION Fax number for the first recipient CREATE Time at which PC-Fax transmission was executed on the computer START Time specified for the timer reservation Cause Cause of the error Name Job name or user name 278 III FAX Chapter 8 Sending Faxes III FAX Chapter 9 Phonebook Registration You can register and manage recipient information in the phonebook. This chapter explains how to use the phonebook. 9-1. Registering phonebook .................................................................... 280 9-2. Managing phonebooks ..................................................................... 289 9-3. Phonebook usage ............................................................................. 292 279 9-1. Registering phonebook Registering parties to which you send fax documents into the phonebook. Registering recipient information 1 2 Open data with the application, then execute [Print]. The [Print] screen is displayed. Check that [Name] is [Konica IP-xxx PCL]. The model name of print controller is displayed in [xxx]. 3 4 5 6 Click the [Properties] button. The [Properties] screen is displayed. Select the [FAX] tab. In [Mode Selection], select the [FAX]. Click the [Phonebook] button. The [Phonebook] screen is displayed. 280 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook 7 Click the [Personal] button. The [Personal Information] screen is displayed. 8 Input the [Name], [Fax No.], [Company], and [Department]. When inputting into the name column of the phonebook, add honorifics. There is no need to change the [ECM], [Int.Tx], and [V.34] checkboxes. For details, refer to the fax kit user's manual. For the [Name], [Company], and [Department], up to 40 byte characters may be input. [Fax No.] may be up to 38 byte numbers (0 to 9), hyphens, #, *, E, P, T and spaces. 9 Click the [OK] button. The recipient is registered and displayed in the recipient column. 281 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Creating groups of recipients Recipients can be registered into groups, such as [suppliers] or [branch companies]. G Broadcast transmission is not possible using groups prepared here. 1 On the [Phonebook] screen, click the [Folder] button. The [Folder Information] screen is displayed. 2 Input the [Folder Name]. The folder name may be up to 40 byte characters. 3 4 5 Click the [OK] button. The folder is registered and displayed in the layer column. Select the recipient to be registered into a group from the left-side directory tree. Right click, then select [Copy] or [Cut]. Folders can be set up to three layers deep. 6 7 Select the group into which to register the recipient from the left-side directory tree. Right click, then select [Paste]. The recipient information is registered in the group. 282 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Revising recipient information 1 On the [Phonebook] screen, select the recipient to be changed from the recipient information column. The selected recipient information is displayed inverted. 2 3 Click the [Edit] button. The [Personal Information] screen is displayed Revise any necessary items. 283 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Deleting unnecessary recipients and folders On the [Phonebook] screen, select the recipient or folder to delete. 1 2 On the [Phonebook] screen, select the recipient information or folder to be deleted. The selected recipient information or folder is displayed inverted. Click the [Delete] button. The confirmation message is displayed. 3 Click the [Yes] button. The specified recipient or folder is deleted. 284 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Registering broadcast group You can pre-register the recipients to which you want to send the same fax. Such a group is called a [broadcast group]. 1 On the [Phonebook] screen, select the recipient to be registered into the broadcast group from the recipient information column. The selected recipient information is displayed inverted. 2 Right click, then from the [Add Group] broadcast group list, select the broadcast group to register into. The recipient is copied into the selected broadcast group. 285 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Deleting a recipient from a broadcast group 1 On the [Phonebook] screen, select the broadcast group in which the recipient is registered from the broadcast group column. The selected broadcast group is displayed inverted and the recipients registered in that broadcast group are displayed in the recipient column. 2 Select the recipient to delete from the recipient column. The selected recipient is displayed inverted. 286 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook 3 Right click, then select [Delete from Group]. The recipient is deleted from the broadcast group. G Ten broadcast groups are set. You cannot add or delete broadcast groups. G The total number of recipients that can be registered in all 10 broadcast groups is 100. 287 III FAX Chapter 9 Phonebook Registration 9-1. Registering phonebook Naming a broadcast group 1 On the [Phonebook] screen, select the broadcast group to be named from the broadcast group column. The selected broadcast group is displayed inverted. 2 Right click, then select the [Edit] screen. The [Group Information] screen is displayed 3 Input the [Group Name]. The group name may be up to 40 byte characters. 4 Click the [OK] button. The group name is registered and displayed in the broadcast group column. 288 III FAX Chapter 9 Phonebook Registration 9-2. Managing phonebooks The phonebook in which recipient information is registered can be named and saved as a file. You can have multiple phonebooks for different usages. Saving phonebooks 1 When the registration of the information in the phonebook is complete, click the [OK] or [Apply] button on the [Phonebook] screen. The [Save As] screen is displayed. For details on registering in the phonebook, refer to [9-1. Registering phonebook] ( Page 280) 2 Specify the storage location, then input the file name. The extension of a file is [.csv]. 3 Click the [Save] button. The phonebook is saved as a file. 289 III FAX Chapter 9 Phonebook Registration 9-2. Managing phonebooks Preparing a new phonebook 1 On the [Phonebook] screen, click [File] - [New]. The [IniBook.csv] folder is displayed in the layer column. 2 3 4 5 The recipient information is registered. For details on registering in the phonebook, refer to [9-1. Registering phonebook] ( Page 280) Click the [OK] or [Apply] button. The [Save As] screen is displayed. Specify the storage location, then input the File name. Click the [Save] button. The phonebook is saved as a file. 290 III FAX Chapter 9 Phonebook Registration 9-2. Managing phonebooks Switching between phonebooks This is used to switch between phonebooks on the [Phonebook] screen. 1 On the [Phonebook] screen, click [File] - [Open]. The [Open] screen is displayed. 2 Select the folder for the phonebook to switch to, then click the [Open] button. The selected phonebook is displayed. 291 III FAX Chapter 9 Phonebook Registration 9-3. Phonebook usage Specifying the recipients registered in the phonebook and sending the fax. Sending faxes using the phonebook 1 2 Click the [Phonebook] button on the [Fax] tab. The [phonebook] screen is displayed. Select the recipient or broadcast group to which send the fax. 3 4 5 6 7 Click the [Add Recipient] button. The selected recipient is displayed in [Recipient]. If you have selected a broadcast group, all the recipients in that group are displayed. If there are any unnecessary recipients in [Recipient], select them, then click the [Delete] button. The unnecessary recipients are deleted from the send list. Check the send list, then click the [OK] button. The display returns to the [Fax] tab. Click the [OK] button. The display returns to the [Print] screen. Send the fax. For details on sending faxes, refer to [8-1. Transmission procedure] ( Page 273) 292 III FAX Chapter 9 Phonebook Registration III Fax Chapter 10 Receiving Faxes You can view and save fax documents received by the copier. This chapter explains the procedures for setting the PC-Fax functions on the copier. 10-1. Fax reception settings .................................................................... 294 293 10-1. Fax reception settings Fax documents received by the copier can be imported into the computer. Received fax data is stored on the print controller's hard disk via the copier E-RDH memory. The print controller's hard disk has [Boxes] with four-digit ID numbers for managing documents. The boxes used for fax reception are numbered 0000 and 1000 to 1099. Sent documents are normally stored in [Fixed box] 0000. To automatically sort sent documents by objective, have the sender specify a number from 1000 to 1099 as the [User box] number. When the sender does this, the document is stored in the specified user box. Hard disk Box No. 1000 Box No. 1099 Document Outbox E-RDH G For details on fax reception, refer to the fax kit user's manual. 294 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings PC-Fax reception settings Using the PC-Fax functions requires that the copier be set to enable PC-Fax reception. 1 Press the button on the control panel. [Copy] button 2 3 Press the [HELP] button on the control panel. The [HELP MODE] screen is displayed on the LCD screen. Touch the [Key Operator Mode] key on the LCD screen. The [Password input] screen is displayed on the LCD screen. 295 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings 4 Input the password set for the copier. If you do not know the password, ask the system administrator. 5 6 Touch the [OK] key on the LCD screen. The [Key operator mode] screen is displayed on the LCD screen. Touch the [2. FAX] key on the LCD screen. The [Fax initial settings menu] screen is displayed on the LCD screen. 7 Touch the [Function Set] key on the LCD screen. The [Function Set] screen is displayed on the LCD screen. 296 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings 8 Touch the [PC-Fax Rx set] key on the LCD screen. The [PC-Fax Rx set] screen is displayed on the LCD screen. 9 Touch the [PC-Fax Rx set ] key, then touch the [EDIT] key on the LCD screen. Select either [On] or [Dial-in only]. [On] Whether a call comes into the fax number or the dedicated PC-Fax number, it is received by PC-Fax. [Dial-in only] Faxes are only received with PC-Fax when the dedicated PC-Fax number is dialed. [Dial-in only] can only be selected when the [Dial-in setting] is On. For details on [Dial-in settings], refer to the fax kit user's manual. If [Off] is selected, PC-Fax reception is not executed. 297 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings 10 Touch the [Rx Output Box] key, then touch the [EDIT] key on the LCD screen. Select either [Fixed box] or [User box], and specify the box into which the received file is to be stored. [Fixed box] The received file is stored into Box 0000. [User box] The fax is stored in Box No. 1000 - 1099 according to the F code (SUB) specified by the sending side. PC-FAX Reception settings Reception output destination ON Storing into fixed box (0000) Dial-in only When a fax is dialed in to the PC-Fax dedicated number Stored in fixed box When a fax is received on the regular fax number Printed on the copier Stored in the box (1000 to 1099) specified by the sender When the sender does not specify a box number and the fax is dialed in to the PC-Fax dedicated number The file is stored in the fixed box. When the fax is received on the regular fax number The file is stored in the fixed box. (*1) Fixed box No.0000 Stored in the box (1000 to 1099) specified by the sender When the sender does not specify a box number, the file is stored in the fixed box. (*1) User box No.1000 to 1099 The box No. is specified using the F code SUB. *1The default value is set to the fixed box. You can also set to print received faxes without storing them in any box of all. For details, ask your nearest service representative. 11 12 13 Printing after reception is set to either [YES] or [NO]. [YES] After the received fax is sent to the appropriate box, it is printed on the copier. If necessary, enter a four-digit password input with the number keys. When storing faxes to a box specified with an F code (SID), password [YES] is selected. Password checking cannot be set if no password is input in Step 12, if the [Rx Output Box] is the fixed box, or if [PCFax Rx set] is Off. The password is specified using the F code SID. When having the reception boxes allocated automatically according to sender, proceed to Step 14. 298 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings 14 Touch the [Sender(TSI) Rx Box] key on the LCD screen. The [Sender (TSI) Rx Box list] Screen is displayed on the LCD screen. 15 With the [L] key or the [M] key, select a box number to be registered, then touch the [EDIT] key on the LCD screen. To delete a box, select it, then touch the [ERASE] key on the LCD screen. Up to 20 individual sender (TSI) reception boxes can be registered. 299 III Fax Chapter 10 Receiving Faxes 10-1. Fax reception settings 16 Touch the [Sender(TSI)] key on the LCD screen, then use the number keys, [+], [SPACE], and [<<] or [>>] to input the sender information (Fax ID). When the fax is sent, [+] and [SPACE] are ignored. [+] Inputs +. [SPACE] Inputs a space. [<<] Moves the cursor to the left. [>>] Moves the cursor to the right. Each time you touch the [DELETE] key on the LCD screen, the last character is deleted. To delete all the input characters, press (STOP/CLEAR) on the control panel. 17 Touch the [Sender Rx Box] key on the LCD screen, then input the box number. G If [Sender Rx Box] is set and the sender has set the box No. using the F code (SUB), the data for the received fax is stored in the box specified by the sender. G Input a box No. in the range 0001 to 9998. 18 19 20 Touch the [Register] key on the LCD screen. The display returns to the individual sender reception box list screen. Touch the [RETURN] key on the LCD screen. The display returns to the PC-FAX reception settings screen. Touch the [OK] key, then touch the [RETURN] key on the LCD screen. The display returns to the [Fax initial settings menu] screen. 300 III Fax Chapter 10 Receiving Faxes IV Scanner This volume explains operating methods for scanning with the copier. Chapter 11 Summary of Scanner Functions ......................... 302 Chapter 12 Using the Scanner Functions ........................ 307 Chapter 13 When There Is Trouble with the Scanner ...................... 373 301 IV Scanner Chapter 11 Summary of Scanner Functions Data scanned with the copier can be imported into the computer, sent over the Internet as email attached files, and uploaded to file servers. This chapter summarizes the scanner functions. 11-1. Scanner functions...........................................................................303 11-2. Scan data output ............................................................................. 304 302 11-1. Scanner functions Data scanned from the copier RADF or platen glass is sent to the copier E-RDH memory and stored on the print controller's hard disk as TIFF or PDF format files. Data stored on the hard disk can be imported into the computer via the Ethernet, sent over the Internet as email attached files, and uploaded to file servers. Scanning documents Copier E-RDH memory Print controller Hard disk Ethernet (TCP/IP) Internet Importing data Computer Sending with email SMTP server FTP server Sending to file server