User manual LEXMARK X500 - Setup Guide

X500 Series Scan Destination and Alert Message Setup Guide www.lexmark.com July 2007 Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. © 2007 Lexmark International, Inc. All rights reserved. 740 West New Circle Road Lexington, Kentucky 40550 Product name: Lexmark X500n Product name: Lexmark X502n Machine type: 7100 Model(s): 010 110 Edition: July 2007 The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in later editions. Improvements or changes in the products or the programs described may be made at any time. For Lexmark technical support, visit support.lexmark.com. For information on supplies and downloads, visit www.lexmark.com. If you don't have access to the Internet, you can contact Lexmark by mail: Lexmark International, Inc. Bldg 004-2/CSC 740 New Circle Road NW Lexington, KY 40550 References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except those expressly designated by the manufacturer, are the user's responsibility. © 2007 Lexmark International, Inc. All rights reserved. UNITED STATES GOVERNMENT RIGHTS This software and any accompanying documentation provided under this agreement are commercial computer software and documentation developed exclusively at private expense. 2 Contents Chapter 1: Overview ........................................................................................................... 4 Chapter 2: Scanning to e-mail ........................................................................................... 6 Sample e-mails ................................................................................................................................................ 7 Chapter 3: Scanning to FTP ............................................................................................... 8 Chapter 4: Scanning to a computer ................................................................................ 10 Sharing a folder in Windows XP .................................................................................................................... 10 Setting up Scan to PC on the Embedded Web Server .................................................................................. 11 Chapter 5: Setting up the fax dial settings ..................................................................... 13 Chapter 6: Setting up an alerts message ....................................................................... 15 Sample alert message ................................................................................................................................... 16 Chapter 7: Configuring SMTP .......................................................................................... 17 3 1 Overview All of the features described in this guide must be set up through the Embedded Web Server. To access the Embedded Web Server: 1 2 Open a Web browser. In the address bar, type the network printer or print server IP address, and then press Enter. If you do not know the IP address of the printer, it can be determined by printing a configuration page from the printer. To print the configuration page: 1 2 3 4 Make sure the printer is on and Ready appears. From the control panel, press Press Press or or . . . repeatedly until Reports Print appears, and then press repeatedly until Configuration Page appears, and then press After the Configuration Page prints, Ready appears. The IP address can be found on the right side of the first page. After you open the Embedded Web page, select Scan Destination from the Directory menu on the left side of the page to set up a new scan destination. Overview 4 Overview Under the New Destination label, open the drop-down menu labeled Add New Type. Select the type of scan destination you would like to add, and then see the corresponding section of this guide for further instructions. To set up Alerts Message or SMTP settings, see Setting up an alerts message on page 15 and Configuring SMTP on page 17. Overview 5 2 Scanning to e-mail Note: SMTP must be configured to use this function. For more information, see Configuring SMTP on page 17. Once Email is selected from the Add New Type drop-down menu, you will see the following information that needs to be completed: Field One Touch Button Full Name (Required) E-mail Address (Required) Description Select a number 1­20 from the list. Once selected, this number corresponds to the button on the printer that you press when you want to access this recipient. The name that appears on the printer display when this recipient is chosen This is where you enter the e-mail address of the recipient. Scanning to e-mail 6 Scanning to e-mail Field Sender (Optional) Description This field lets you enter the e-mail address that you want the message to appear to be sent from. When the recipient receives the e-mail message, this address will be shown as the sender of the message. If you leave this field blank, it will use the recipient address as the sender address. Note: Some e-mail services require a valid e-mail address in this field. If you configure your SMTP settings to use a particular e-mail provider's SMTP server, and the feature does not work, you may need to enter a valid e-mail address from the same e-mail provider. For example, if you are using the SMTP server smtp.youremailprovider.com, you may need a valid sender address such as johndoe@youremailprovider.com in this field. A notification will also be sent to this address telling the user if the scan to e-mail function was successful. If this field is left blank, no notification e-mail can be sent. If you choose to enter an e-mail address here, be sure that it is a valid e-mail address, or this function will not work. The subject that appears in the e-mail message The name that is displayed as the sender of the message Lets you select what format you want to use to save your color scans Lets you select what format you want to use to save your black and white scans Enter the printer administrator password if one is set. By default there is no password, and you can leave this field blank. Subject (Required): Display Name (Optional) File Format for Color File Format for B/W Please Enter Administrator Password Sample e-mails The following section shows the format in which the printer sends e-mail messages. Text in quotes refers to the name of the field where this information is entered by the user. Unless noted in parentheses, these fields are located on the Scan to E-mail setup page. Scan to e-mail From: "Display Name" <"Sender"> To: "E-mail Address" Subject: "Subject" Body: [Attached file of specified format] Notification e-mail From: <"System Admin E-mail"> (Located in SMTP settings) To: "Sender" Subject: Push Scan Notify Body: Job : Scan To E-Mail, "E-mail Address" Job : Action Success Sample e-mails 7 3 Scanning to FTP Once FTP is selected from the Add New Type drop-down menu, you will see the following information that needs to be completed: Field One Touch Button Full Name (Required) Hostname or IP Address (Required) File Format for Color File Format for B/W FTP User Name (Optional) Description Select a number 1­20 from the list. Once selected, this number corresponds to the button on the printer that you press when you want to access this FTP server. The name that appears on the printer display when this FTP server is chosen The hostname or IP address of the FTP server you want to scan to Lets you select what format you want to use to save your color scans Lets you select what format you want to use to save your black and white scans Enter your user name here if your FTP server requires you to log in. Scanning to FTP 8 Scanning to FTP Field Password (Optional) Directory (Optional) Description Enter your password here if your FTP server requires you to log in. Type the path to the subdirectory in which you want the files saved. If there is a folder named Lexmark in your home directory and a folder named Scans in the Lexmark folder, you could save files here by typing \Lexmark\Scans in this field. Enter your display name for the FTP Server. Enter sender information for the FTP server. Enter the printer administrator password, if one is set. By default there is no password, and you can leave this field blank. Display Name (Optional) Sender (Optional) Please Enter Administrator Password Scanning to FTP 9 4 Scanning to a computer Sharing a folder in Windows XP In order to scan to a computer, you must send the files to a shared folder on your computer. To share a folder on your computer: 1 2 Right-click the folder, and then select Properties. Select the Sharing tab. 3 Under the Network Sharing and Security Section, make sure that Share this folder on the network and Allow network users to change my files are both selected. The Share name is the name used when scanning to this folder. By default, the share name is the same as the folder name. Note: If you do not see these options under the Sharing tab, it could be because sharing is not enabled. If so, you will see a link that will allow you to enable sharing with the option of using the sharing wizard. Scanning to a computer 10 Scanning to a computer Setting up Scan to PC on the Embedded Web Server Once PC is selected from the Add New Type drop-down menu, you will see the following information that needs to be completed: Field One Touch Button Full Name (Required) Service Name (Required) Description Select a number 1­20 from the list. Once selected, this number corresponds to the button on the printer that you press when you want to scan to this computer. The name that appears on the printer display when this computer is chosen The first field is where you enter the computer name or the IP address of the computer where the shared folder is located. The second field is for the share name of the shared folder on the computer. Note: Do not enter a drive letter or file path for the second field, only the share name. The location of the folder on the computer does not matter, it will be located by using the share name. If the shared resource is protected, you can enter a user name here. If the shared resource is protected, you can enter a password here. User Name (Optional) Password (Optional) Setting up Scan to PC on the Embedded Web Server 11 Scanning to a computer Field Directory (Optional) Description Type the path to the subdirectory in which you want the files saved. If there is a folder named Lexmark in your shared folder and a folder named Scans in the Lexmark folder, you could save files here by typing \Lexmark\Scans in this field. Lets you select what format you want to use to save your color scans Lets you select what format you want to use to save your black and white scans Enter the printer administrator password, if one is set. By default there is no password, and you can leave this field blank. File Format for Color File Format for B/W Please Enter Administrator Password Setting up Scan to PC on the Embedded Web Server 12 5 Setting up the fax dial settings Once Fax is selected from the Add New Type drop down menu, you will see the following information that needs to be completed: Field Quick Dial Speed Dial Description Select a number 1­20 from the list. Once selected, this number corresponds to the button on the printer that you press when you want to access this recipient. Select a number 1-50 from the list. Once selected, this number stores the recipient information in the directory, which is accessed by pressing the directory button on the printer. Enter the name of the recipient. Name Setting up the fax dial settings 13 Setting up the fax dial settings Field Fax Number Please Enter Administrator Password Description Enter the fax number of the recipient. Enter the printer administrator password, if one is set. By default there is no password, and you can leave this field blank. Setting up the fax dial settings 14 6 Setting up an alerts message Note: SMTP must be configured to use this function. For more information, see Configuring SMTP on page 17. To set up alerts messages for this printer: 1 2 Access the Embedded Web Server. From the Network Setup menu, click the link labeled Alerts Message. Field Display Name Email Address Please Enter Administrator Password Description The name that is displayed as the sender of the alert message The e-mail address that the alert message is sent to Enter the printer administrator password if one is set. By default there is no password, and you can leave this field blank. The checkboxes located below these fields correspond to the types of alert that this address is going to receive. Select all of the alerts that you want to be sent for each user by selecting the box next to the description. All boxes that are checked Setting up an alerts message 15 Setting up an alerts message will be sent to this address. It is possible to send different alerts to two different users by setting up Alert 1 and Alert 2 separately. Sample alert message The following shows the format of an alert message for an open cover. Text in quotes refers to the name of the field where this information is entered by the user. Unless noted in parentheses, these fields are located on the Alerts Message setup page. From: "Display Name", < "System Admin E-mail" > (System Admin Email field located on SMTP setup page) To: "E-mail Address" Subject: Alert Message - Body: DEVICE NAME: "System Name" (Located on SNMP setup page) DEVICE MODEL: Lexmark X500 Series MAC ADDRESS: 00:00:00:00:00:00 (Printer Mac Address) LOCATION: "System Location" (Located on SNMP setup page) Device has detected: !!!! !!!! Sample alert message 16 7 Configuring SMTP To configure SMTP settings, select SMTP from the Network Setup menu on the left side of the Web page, and then fill in the information as described. This must be set up in order for scan to e-mail or alerts messages to function. Most of this information can be found on your e-mail service provider's Web site. Field Primary SMTP Server Port Number Authentication Method Description Enter the address of your SMTP server. This information can be found by contacting your e-mail provider or looking on their Web site. The port that your SMTP server uses. Unless it is specified otherwise by your e-mail provider, leave this number set to 25. Some SMTP servers require authentication. If your e-mail provider requires authentication, select the appropriate method from the drop-down list. The user name for SMTP Authentication. If authentication is not required, this field is left blank. The password for SMTP Authentication. If authentication is not required, this field is left blank. User Name Password Configuring SMTP 17 Configuring SMTP Field System Admin E-mail Description Enter the e-mail address of the system administrator. Any e-mail notifications sent by the printer (alert message or scan to e-mail notification) will use the address entered in this field as the sender of the message. If you enter johndoe@youremailprovider.com in this field, the notification will appear as though johndoe@youremailprovider.com sent the message himself. If this field is left blank, the recipient of the notification will have his address listed as the sender, and the message will appear to be an e-mail that the recipient sent to themselves. If an e-mail address is entered here, it must be a valid e-mail address for this function to work properly. The number of seconds the system waits for timeout. Enter the printer administrator password if one is set. By default there is no password, and you can leave this field blank. Timeout [seconds] Please Enter Administrator Password Configuring SMTP 18