User manual MURATEC MFX-1330 - OFFICE BRIDGE

for MFX-1330 User's Guide Contents Chapter 1 Getting Started .................................................................................................................. 1-1 Main functions of "OfficeBridge" ..................................................................................1-2 Sending / Receiving faxes and e-mails ....................................................................1-2 Network scanning.....................................................................................................1-3 Bulletin board ...........................................................................................................1-4 Circulation ................................................................................................................1-5 Request processing ...................................................................................................1-6 Network printing ......................................................................................................1-7 OfficeBridge InfoMonitor .........................................................................................1-8 OfficeBridge Document Download Manager ...........................................................1-8 OfficeBridge CoverPage Editor ................................................................................1-8 Muratec OB TIFFMaker ..........................................................................................1-9 Installing OfficeBridge on your PC ............................................................................1-10 Logging in/out of OfficeBridge ....................................................................................1-11 Reviewing the document list ......................................................................................1-14 Shutdown operation ....................................................................................................1-19 Chapter 2 Using OfficeBridge ............................................................................................................ 2-1 PC fax transmission and reception ..............................................................................2-2 Sending documents in the machine's memory ........................................................2-2 Sending a document from a PC application ............................................................2-3 How to enter the destinations .................................................................................2-5 Setting transmission functions ..............................................................................2-11 Sending documents again ......................................................................................2-13 Forwarding received documents ............................................................................2-13 Canceling your transmissions ...............................................................................2-14 Reading your received documents .........................................................................2-14 Network Scanning ......................................................................................................2-15 Operation flow ........................................................................................................2-15 Scanning documents from the MFP ......................................................................2-15 Download the scanned image from the scan box ..................................................2-18 Download the scanned image using the TWAIN driver .......................................2-19 Bulletin board / Circulation / Request Processing ....................................................2-22 Bulletin board .........................................................................................................2-22 Circulation ..............................................................................................................2-26 Request Processing .................................................................................................2-33 Network printing ........................................................................................................2-38 Printing documents in from the machine memory ...............................................2-38 Printing a document from a PC application .........................................................2-38 Using Temporary Storage ...........................................................................................2-39 Storing Temporary Storage files ............................................................................2-39 How to attach temporary storage files ..................................................................2-40 Chapter 3 Using the Admin Tools...................................................................................................... 3-1 Administrator registration ...........................................................................................3-2 Registering an administrator ..................................................................................3-2 Opening the Admin Tools tab .......................................................................................3-6 "Admin Tools" menu .................................................................................................3-7 User Registration ..........................................................................................................3-9 User Registration .....................................................................................................3-9 Address Book ..........................................................................................................3-14 Forwarding Settings ...............................................................................................3-22 Temporary Storage list...........................................................................................3-24 Common Job Settings .................................................................................................3-25 Scheduled Communication ....................................................................................3-25 Print Job .................................................................................................................3-27 Management Information...........................................................................................3-29 Device Settings .......................................................................................................3-29 Fax History .............................................................................................................3-31 Mail History ............................................................................................................3-33 Setup ............................................................................................................................3-35 Initial Settings ........................................................................................................3-35 Scan Settings ..........................................................................................................3-36 Personal Outbox setting .........................................................................................3-37 Personal Inbox setting............................................................................................3-39 File Name................................................................................................................3-40 Received Fax Forwarding .......................................................................................3-42 Public Inbox ............................................................................................................3-47 Bulletin Board ........................................................................................................3-48 Circulated Box ........................................................................................................3-49 Process Settings......................................................................................................3-50 Network Configuration ...............................................................................................3-52 Configuring the network settings ..........................................................................3-52 TCP/IP settings ......................................................................................................3-53 SMTP/POP server settings ....................................................................................3-56 E-mail Settings .......................................................................................................3-59 LDAP Settings ........................................................................................................3-64 Folder Shortcuts .....................................................................................................3-68 FTP Shortcut setting ..............................................................................................3-71 Archive Settings .....................................................................................................3-73 Chapter 4 Using the InfoMonitor ...................................................................................................... 4-1 What is InfoMonitor? ....................................................................................................4-2 Environment settings ...................................................................................................4-3 User settings .............................................................................................................4-4 OfficeBridge settings ................................................................................................4-5 Notification Set-up ...................................................................................................4-6 Using InfoMonitor.........................................................................................................4-7 Check a new document.............................................................................................4-7 Disabling the pop-up notification ............................................................................4-7 Chapter 5 Using the Document Download Manager .................................................................... 5-1 What is Document Download Manager? .....................................................................5-2 Environment settings ...................................................................................................5-3 User settings .............................................................................................................5-4 OfficeBridge settings ................................................................................................5-5 Download setting ......................................................................................................5-6 Using Download Manager ............................................................................................5-8 Creating new download tasks ..................................................................................5-8 Editing a task .........................................................................................................5-10 Deleting a task........................................................................................................5-10 Download the files ..................................................................................................5-11 Chapter 6 Using the CoverPage Editor ........................................................................................... 6-1 What is CoverPage Editor?...........................................................................................6-2 Creating a new cover page ...........................................................................................6-3 Editing the CoverPage .............................................................................................6-5 How to send a cover page .............................................................................................6-7 Chapter 7 Using the OB TIFFMaker ................................................................................................ 7-1 What is TIFFMaker? ....................................................................................................7-2 Creating a TIFF file ......................................................................................................7-2 Chapter 8 Trouble shooting................................................................................................................ 8-1 Troubleshooting the browser ........................................................................................8-2 Printing problems .........................................................................................................8-7 Trouble with InfoMonitor ...........................................................................................8-10 Trouble with Document Download Manager ............................................................8-11 Chapter 9 Appendix and Index ........................................................................................................ AI-1 System requirements ..................................................................................................AI-2 Specifications...............................................................................................................AI-3 Internet Fax ............................................................................................................AI-3 PC-FAX ...................................................................................................................AI-3 Network scanner ....................................................................................................AI-4 Network printer ......................................................................................................AI-4 Index ............................................................................................................................AI-5 Trademarks · Muratec, the Muratec logo and all Muratec product names contained herein are trademarks of Murata machinery, Ltd and Muratec America, Inc. · Microsoft®, Windows®, Windows® 98, Windows® Me, Windows® 2000, Windows® XP, Windows® Server 2003 and Internet Explorer are registered trademarks of the Microsoft Corporation. All other products referenced are trademarks or registered trademarks of their respective companies. Chapter 1 Getting Started Main functions of "OfficeBridge" .....................................................1-2 Sending / Receiving faxes and e-mails .....................................1-2 Network scanning .....................................................................1-3 Bulletin board ............................................................................1-4 Circulation .................................................................................1-5 Request processing ....................................................................1-6 Network printing.......................................................................1-7 OfficeBridge InfoMonitor ..........................................................1-8 OfficeBridge Document Download Manager ...........................1-8 OfficeBridge CoverPage Editor .................................................1-8 Muratec OB TIFFMaker ...........................................................1-9 Installing OfficeBridge on your PC ...............................................1-10 Logging in/out of OfficeBridge .......................................................1-11 Reviewing the document list .........................................................1-14 Shutdown operation .......................................................................1-19 Main functions of "OfficeBridge" Sending / Receiving faxes and e-mails Using OfficeBridge, you not only can send a document from a PC application to a remote fax machine or e-mail location, but also read documents that have been routed to your PC. This process allows you to save time and reduce the paper consumption in your office. See "PC fax transmission and reception" for more information. 1-2 Getting Started Network scanning Network Scanning is a function that internally stores images read by the unit and reuses the images when prompted. Scanned documents can be sent as fax documents, posted to the bulletin board, or circulated etc. Also, if you use TWAIN-compliant application software, you can convert the images into picture files. See "Network Scanning" for more information. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI Getting Started 1-3 Bulletin board "OfficeBridge" has a "Bulletin Board Document" list. This document list is the area where any registered OfficeBridge users can view documents. You can add personal Inbox documents, scanned documents, etc. to the "Bulletin Board Document" list and notify all users of the contents. Also, a bulletin board viewing period can be set. See "Bulletin Board" for more information. Document posted Document posted 1-4 Getting Started Circulation "OfficeBridge" has a "Circulation Document" list. This document list is used to distribute information to both individual users and group members simultaneously. You can add personal Inbox documents, scanned documents, etc. to the "Circulation Document" list and notify users of the contents. Both the originator and recipients can check the read status of each document. Also, a preservation time period can be set that will store the document for a certain time period after the circulation process has been completed. See "Circulation" for more information. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI Getting Started 1-5 Request processing "OfficeBridge" has a "Request Processing Document" list. This document list allows users to request document processing to other users. The processor can notify the originator of its status and completion. If the processor cannot process the document, she/he can forward the document to another user for processing. See "Request Processing" for more information. Order Request processing Re-assign process 1-6 Getting Started Network printing "OfficeBridge" allows the machine to be used as a network printer. By selecting the dedicated "Muratec OfficeBridge print driver", you can use the machine to print high-resolution documents. See "Network printing" for more information. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI PHONE 1 PHONE 2 LINE Getting Started 1-7 OfficeBridge InfoMonitor "OfficeBridge InfoMonitor" is an application software that notifies users of new "OfficeBridge" arriving documents, the results of fax and e-mail transmissions or other events on the "OfficeBridge". If this application is running, those events are announced with a pop-up message display and flashing task tray icon. See "Using the InfoMonitor" for more information. OfficeBridge Document Download Manager "OfficeBridge Document Download Manager" is an application software that automatically downloads newly arrived documents to a specified location on your computer. If you always have this application running, documents can be routed either automatically or manually. See "Using the Document Download Manager" for more information. OfficeBridge CoverPage Editor "OfficeBridge CoverPage Editor" is an application software that allows you to create and store customized cover pages. On the cover page, you can insert information registered in the address book. The information you insert here is automatically set to the correct information for each destination, so there is no need to create a new cover page for each destination. You can also create and use different cover pages for different destinations and objectives. (Sample) See "Using the CoverPage Editor" for more information. 1-8 Getting Started Muratec OB TIFFMaker TIFFMaker is a print driver that converts files into Tagged Image File Format (TIFF) from your software application. For example, if you attach a TIFF file converted by TIFFMaker to the Muratec Internet Fax via e-mail, you can use the Muratec Internet Fax machine as a PC printer. Also, by using the e-mail forwarding feature on the Muratec Internet Fax machine, you can send your electronic document to a remote fax machine without printing. See "Using the Muratec OB TIFFMaker" for more information. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI Getting Started 1-9 Installing OfficeBridge on your PC Refer to the "Setup Guide" located on the CD supplied with OfficeBridge expansion kit. 1-10 Getting Started Logging in/out of OfficeBridge NOTE: In order to gain OfficeBridge access, you must be a registered user. Contact your System Administrator if necessary. Logging into OfficeBridge 1 2 In the "User List" dialog, click your user name to login. When only one user is registered, the "User List" screen does not appear, skip to step 4. Item "Page" Description The large number is the page currently being displayed. The underlined numbers indicate pages that can be displayed. Sets the number of addresses to be displayed (10, 20, or all). Displays the user IDs of the users. The letter icon indicates that there are unread files. Click the name to login. If you select your group, it will make it easier to find your user name. Select the list button to filter the groups. Icons are used to show which users have logged in. "Display" "User ID" "Unread Documents" "User Name" "Group" "Login" Getting Started 1-11 Getting Started Enter your machine's IP address in the URL address field of your browser (for example, http://192.168.1.10/). ­ or ­ If you created the "OfficeBridge" shortcut on your desktop, double-click it. 1 2 3 4 5 6 7 8 9 10 11 12 13 AI 3 Enter your password. If you have not setup a password, skip to step 4. 4 You are now logged in. 1-12 Getting Started Logging out of OfficeBridge 1 Press [Log Out]. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI NOTE: Simply closing the window does not mean that you have logged out OfficeBridge. Getting Started 1-13 Reviewing the document list Header Tabs Buttons View List Items Items "User Name" "Remaining Disk Space" Description The user name will be displayed here. This displays the amount of free memory remaining within OfficeBridge. If there is not enough memory, you may not be able to scan documents with large contents or receive documents. This shows the status for the Forward setting for your Personal Inbox. To set up or change the settings, see "Forwarding Settings" on page 3-22. Select whether to make the Auto Refresh function active or not. The selected status will be highlighted. If [ON] is selected, it will be refreshed every five minutes automatically. If [OFF] is selected, press [Refresh] to see the latest information. Select this button to log-out of OfficeBridge. "Forward Setting" Header "Auto Refresh" [Log Out] 1-14 Getting Started Items Description The document list screens have the following eight categories. When you click a tab, the document list category will open. NOTE: · If a category contains an unread document, will be displayed on the tab. · The document list screen displayed immediately after login is the category that has unread documents. If there are multiple categories with unread documents, the category on the left will take precedence. "Scan" "Personal Outbox" "Personal Inbox" "Public Inbox" Tabs "Bulletin Board" "Circulated" "Processing" "Admin Tools" The scanned documents will be listed on this tab. The files you have sent will be listed on this tab. The files you received will be listed on this tab. The files that the machine has received will be listed on this tab. The files that are posted on the bulletin board are listed on this tab. The files that are circulated are listed on this tab. The files that you have requested or you are requested to process are listed on this tab. The tab contains OfficeBridge settings and functions that can be adjusted. 1 Getting Started 2 3 4 5 6 7 8 9 10 11 12 13 AI Items [Send] Description Selecting a file and clicking this button will send the selected files to other faxes, e-mail addresses or OfficeBridge users. See "Sending document in the machine memory" on page 2-2 for details. Selecting a file and clicking this button will print the selected file. See "Printing documents in the machine memory" on page 2-38 for details. Selecting a file and clicking this button will download the selected file to your PC. The file will be downloaded by the specified format, which you can specify in "Initial Settings". See "Download the scanned image from the scan box" on page 2-18 for details. Selecting a file and clicking this button will delete the selected file. Selecting a file and clicking this button will post the selected file to the bulletin board. See "Posting a file from your browser" on page 2-22 for details. [Print] Buttons [Download] [Delete] [Post to the Bulletin Board] Getting Started 1-15 Items [Circulate] Description Selecting a file and clicking this button will circulate the selected file. See "Circulating a file from your browser" on page 2-26 for details. Selecting a file and clicking this button will request other users to process the selected file. See "Creating a processing request from the browser" on page 2-33 for details. Refreshes the screen. (This button is only in the "Personal Outbox" tab) Selecting a file and clicking this button will send the file again. See "Sending documents again" on page 2-13 for details. (This button is only in the "Personal Outbox" tab) Selecting a file and clicking this button will cancel the transmission. (This button is only in the "Personal Inbox" and "Public Inbox" tab) Selecting a file and clicking this button will forward the selected file to other destinations. See "Forwarding received documents" on page 2-13 for details. (This button is only in the "Processing" tab) Selecting a file and clicking this button will forward the assigned job to someone else. See "Creating a processing request from the browser" on page 2-33 for details. (This button is only in the "Processing" tab) Selecting a file and clicking this button will informs users that the job has been completed. See "Changing the job status to "Completed" on page 2-37 for details. Description Page This number shows how many pages there are on the current tab. This will also proceed to the next page. The underlined numbers indicate pages that can be displayed; the current page will not be underlined. Choose how many files you want to view on one page. The choices are 10, 20 and all files. [Process] [Refresh] [Resend] [Cancel] Buttons [Forward] [Re-assign] [Complete Processing] Items View Display 1-16 Getting Started Items "File Name" Description (This item is only at "Scan" tab) The file names are displayed here. You can give the file a name when you scan the document. If you do not, the scanned date and time will be the file name. When you click the list button and select a file name, the list will be narrowed down by that file. By clicking the icon at "Properties", you can see the properties or the senders comment according to the kind of the document. The categories are displayed here. You can give the file a category when you make the file. When you click the list button and select a category, the list will be narrowed down by that category. The page numbers of the files are displayed here. The date and time when the file was made or received are displayed here. (This item is only at "Personal Outbox", "Personal Inbox" and "Public Inbox" tab) The fax and e-mail destinations are displayed here. When at a broadcast transmission, the first entered destination will be displayed. To see all broadcasted destinations in detail, click [Broadcast Details]. When you click the list button and select a destination, the list will be narrowed down by that destination. (This item is only at "Personal Outbox", "Personal Inbox" and "Public Inbox" tab) The communication status is displayed here. When you click the list button and select a status, the list will be narrowed down by that status. (This item is only at "Personal Outbox" tab) The transmitted time is displayed here. (This item is only at "Bulletin Board", "Circulated" and "Processing" tab) The file subjects are displayed here. You can give the file a subject when you post, circulate or request processing the file. When you click the list button and select a subject, the list will be narrowed down by that subject. (This item is only at "Bulletin Board" and "Processing" tab) The senders of the files are displayed here. When you click the list button and select a sender, the list will be narrowed down by that sender. 1 Getting Started "Properties" 2 3 4 5 6 7 8 9 10 11 12 13 AI "Category" "Pages" "Date and Time" "Destination" List Items "Result" "Send Time" "Subject" "Sender" Getting Started 1-17 Items "Confirmation" Description (This item is only at "Circulated" tab) The confirmation status of the files are displayed here. When you click the list button and select a status, the list will be narrowed down by that status. (This item is only at "Processing" tab) The job status of the files are displayed here. When you click the list button and select a status, the list will be narrowed down by that status. (This item is only at "Processing" tab) The job receivers are displayed here. When you click the list button and select a receiver, the list will be narrowed down by that receiver. (This item is only at "Processing" tab) The requested time is displayed here. "Status" List Items Receiver" "Required Time" 1-18 Getting Started Shutdown operation IMPORTANT: After setting up OfficeBridge, make sure to perform the shutdown operation. Also make sure to perform the shutdown operation, every time when the power supply to the machine is turned OFF. 1 2 3 Press [Menu], [8]. [Program] 8 OB Shutdown Press [Enter]. OB ShutDown? Yes Enter OB ShutDown? No Cancel No.8 1 Getting Started Getting Started 1-19 2 3 4 5 6 7 8 9 10 11 12 13 AI Press [Enter] to shoutdown the MFP. To cancel this operation, press [Cancel]. Chapter 2 Using OfficeBridge PC fax transmission and reception .................................................2-2 Sending documents in the machine's memory.........................2-2 Sending a document from a PC application.............................2-3 How to enter the destinations ..................................................2-5 Setting transmission functions...............................................2-11 Sending documents again .......................................................2-13 Forwarding received documents .............................................2-13 Canceling your transmissions ................................................2-14 Reading your received documents ..........................................2-14 Network Scanning..........................................................................2-15 Operation flow .........................................................................2-15 Scanning documents from the MFP .......................................2-15 Download the scanned image from the scan box ...................2-18 Download the scanned image using the TWAIN driver ........2-19 Bulletin board / Circulation / Request Processing .......................2-22 Bulletin board ..........................................................................2-22 Circulation ...............................................................................2-26 Request Processing .................................................................2-33 Network printing ...........................................................................2-38 Printing documents in from the machine memory ................2-38 Printing a document from a PC application ..........................2-38 Using Temporary Storage ..............................................................2-39 Storing Temporary Storage files .............................................2-39 How to attach temporary storage files ...................................2-40 PC fax transmission and reception Here we explain how to send and receive documents using "OfficeBridge". There are two ways of sending documents. One is to send a document in the document list to the destination by fax or e-mail. The other way is to send directly from a PC application to a remote fax machine or e-mail location. When you set up the "Forward Settings" or "Received Fax Forwarding" in "Admin Tools", you can receive faxes and e-mails in the Public Inbox or in a Personal Inbox. Sending documents in the machine's memory 1 2 3 Login to the OfficeBridge. Select the file you want to send by checking the box next to the file. · When you are going to send a file from the Temporary Storage or send only a cover page, select nothing. Click [Send] icon. The"FaxTransmissionSettings"dialogwillappear. 2-2 Using the OfficeBridge 4 Specify the destinations and make and adjust any settings. · To enter destinations, see "How to enter the destinations" on page 2-5. · To adjust settings, see "Setting transmission functions" on page 2-11. 5 Click [Send]. Sending a document from a PC application After the PC-FAX driver is installed on your PC, you can send a document directly from your PC to a remote fax machine or e-mail inbox. NOTE: In order to perform a PC fax from PC applications, you need to have the FAX driver installed on your PC prior to attempting this function. The following steps provide the basic procedure for sending a PC fax. 1 2 Using the OfficeBridge 2-3 3 4 5 6 7 8 9 10 11 12 13 1 2 Start the desired application program and create/open a document. Click [Print] or [Print Setup] from the File menu. Make sure that "Muratec MFX-1330 Fax" is selected as the printer. If you want to make any adjustments, click [Printing Preferences]. For details, refer to the Help screen. 3 Click [Print] or [OK] to start the print job. The"OfficeBridgeDocumentOperation"dialogwillappear. 4 5 If you are not logged-in, select your user ID and enter your password. Otherwise skip to step 5. Click [Send]. AI Using the OfficeBridge The"FaxTransmissionSettings"dialogwillappear. 6 7 Specify the destinations and adjust any settings. · To enter destinations, see "How to enter the destinations" on page 2-5. · To adjust settings., see "Setting transmission functions" on page 2-11. Click [Send]. 2-4 Using the OfficeBridge How to enter the destinations There are three ways to enter destinations. · Enter them directly using the keypad. ( below) · Select them from the Address Book. (See page 2-6.) · Locate them using an LDAP search. (See page 2-8.) To review or cancel the entered documents, see "Reviewing or canceling destinations" on page 2-10. 1 2 Using the OfficeBridge Entering the destinations directly 3 4 5 6 7 8 9 10 11 12 13 AI 1 2 3 4 5 6 7 Insert the cursor in the box next to "Fax Destination" and enter the fax number. Click [Add]. Repeat steps 1 and 2 until you have entered all of the destinations. Insert the cursor in the box next to "E-mail Destination" and enter the email address. Click [Add]. Repeat steps 4 and 5 until you have entered all of the destinations. When you click the list button left to the box, you can change "To" to "Cc" or "Bcc". To review the entered destinations, click the list button left to each [Add] button. Using the OfficeBridge 2-5 Entering the destinations using the Address Book 1 Click [Address book] either in "Fax Destination" or in "E-mail Destination". NOTE: Destinations must be registered in advance. For details on registering or editing destinations, see "Address Book" on pages 3-14 to 3-21. 2 Select your desired destinations. Check the boxes next to the Names and click [Add]. Refer to the reference table for information on these various tabs. When you check the box next to "Name", all the displayed destinations will be selected. D A B C E (1) Check the boxes F (2) Check [Add] G I J H 2-6 Using the OfficeBridge Item A Click "Personal Address (XX)" or "Personal Address (XX)" to display the registered addresses. The numbers in parenthesis indicate how many addresses have been registered. · Sort by Name The registered addresses are displayed in alphabetical order. · Sort by Number The registered addresses are displayed in the address book number order. Click "Personal Groups (XX)" "Shared Groups (XX)" to display the registered groups. The numbers in parenthesis indicate how many groups have been registered. Click "Search" to search for a contact located on an LDAP server. See "Searching for destination" on pages 2-8 to 2-9 how to use it. ·Index tab The addresses are categorized to the corresponding tab with the first letter of the registered name. When the [123/All] tab is clicked, all the addresses will be displayed. ·Page Proceeds to the next page of the address book. The underlined numbers indicate pages that can be displayed; the number that is not underlined indicates the page currently being displayed. ·Display Sets the number of addresses to be displayed (10, 20, or all). Click [Fax number] or [E-mail address] to switch over address book. The registered addresses will be listed in this area. When you select "E-mail address", a pull-down menu will appear next to the address. This pull-down menu allows you to select To, Cc or Bcc. Set the number of selected addresses to be displayed (5, 10, or all). Check the box next to "Name" and click "Delete" to remove the destination from the transmission. Click [FAX] or [I-FAX] to confirm the selected destinations. The entered and selected addresses will be listed in this area. To confirm all the destinations, switch to [FAX] and [I-FAX]. Click [Save] to close the address book with the selected destinations ready for transmission. 1 2 Using the OfficeBridge B C D 3 4 5 6 7 8 9 10 11 12 13 AI E F G H I J 3 Click [Fax number] or [E-mail address] to switch over the address book. Using the OfficeBridge 2-7 Searching for a destination NOTE: In order to search an LDAP server, the server must be registered in advance. Contact your system administrator. For more information on server set up, see "LDAP Settings" on page 3-64. 1 2 When the "Address Book" screen appears, click [Search]. Enter the search information. A B C D Item A Select the server that contains the destination. Usually, you do not need to change the server. If you are not sure about it, ask your system administrator. · Name Enter the name or part of a name to be searched. · Fax Enter the fax number or a part of a fax number to be searched. · E-mail Enter part of the e-mail address to be searched. · Department This is not an independent field. To use this field either the Name, Fax or e-mail should also be entered. · Any Searches any information in this field, including "blanks". · Initial Searches for contacts that begin with the characters entered in this field. · Final Searches for contacts that end with the characters entered in this field. · Equal Searches for contacts that match exactly with the information entered in this field. · Not Use Information in this field (including blanks) will not be used for searching · AND Searches for contacts that meet all the entered criteria. · OR Searches for contacts that meet any of the entered criteria. B C D 2-8 Using the OfficeBridge 3 Click [Search]. Thelogindialogwillappear. 1 2 4 Enter your Account and Password to login to the LDAP server and click [Search]. For more information about them, refer to your system administrator. NOTE: The "Search Login" dialog can be skipped, when you register the information to the "User Set-up" dialog in advance. Or you can also skip this dialog by setting up "LDAP Server Settings" by checking the box to "No" for "User Login". For more information, see "LDAP Settings" on page 3-64. Thesearchedresultwillbedisplayed. 5 6 Check the box next to "Name" and click "Add" to select a destination. Click [Save] to close the screen with the selected destinations ready for transmission. Using the OfficeBridge 2-9 Using the OfficeBridge 3 4 5 6 7 8 9 10 11 12 13 AI Reviewing or canceling destinations You can review, cancel or change the destinations. NOTE: This function is only available prior to sending the documents. 1 Click [Address book] either in "Fax Destination" or in "E-mail Destination". 2 Review the entered destinations in the lower area of the screen. Click [FAX] and [I-FAX] to switch the screen between fax destinations and I-FAX destinations. 3 4 To cancel destinations check the box next to the name and click [Delete]. Click [Save] to close the screen with the selected destinations ready for transmission. 2-10 Using the OfficeBridge Setting transmission functions You can set up various functions for your fax and e-mail transmission. A B C D E F G H I 1 2 Using the OfficeBridge 2-11 3 4 5 6 7 8 9 10 11 12 13 AI Item A Enter the fax destinations. See pages 2-5 to 2-10 how to enter them. B Enter the e-mail destinations. See pages 2-5 to 2-10 how to enter them. C To attach a text message to your e-mail, click [Edit E-mail Template]. To enter a message: (1) Place the cursor in the "Subject" field and enter the e-mail subject. You can enter up to 50 characters. (2) Place the cursor in the "Text" field and enter a short message. (3) Click [Save]. NOTE: The e-mail template is available for e-mail transmissions only. It won't be attached to fax transmissions. To change the file or add more files, click [Change]. The "Sending Document" dialog will be displayed. Add or remove a file on the list. You may add temporary storage files. You can also check the first file in the list by clicking [Preview]. D The file to be transmitted will be displayed in the list. Select the file format. ·PDF A file format used by an application called Acrobat, from Adobe Systems. Converting files to PDF format allows them to be transmitted regardless of their computer platform or environment. Also, the original image can be rendered without any corruption of the document's layout. ·TIFF-S TIFF-S is a TIFF file complying with the T.37 simple mode specification. T. 37 is a standard for Internet fax. Documents sent with simple mode format can also be received with other Internet faxing standards. ·TIFF A graphical image file format. Image resolution or color depth for an image and different encoding algorithms can be saved into a single file. Using the OfficeBridge Item E To attach a cover page to the faxes and e-mails, click [Edit Cover Page]. To enter a message: (1) Select the cover page format from the list button in "Cover Page". (2) Place the cursor in "Subject" field and enter the e-mail subject. You can enter up to 50 characters. (3) Place the cursor in the "Message" field and enter a short message. (4) To confirm your edited cover page, click [Preview]. (5) Click [Save]. NOTE: The cover pages should be edited and uploaded prior to this operation. If not, you can use the machine default cover page "Sample 01". F Click [Set Advanced Features] to use the advanced functions. ·F-Code To perform an F-Code transmission, enter the Sub-Address and Password here. Refer to your machine's User Guide for more information regarding F-Code transmissions. ·Start Time To perform a delayed transmission, click [Set Date and Time] and set the time at which you want the document to be send. Click [Save] to save the setting. ·Fax Sender Select the fax sender's name from the pull-down menu. ·Line Selection If you have installed a second phone line option on your machine, you can select from which line to transmit. G To send a copy to other OfficeBridge users or user groups, click [Select] and add the desired users or groups in the "Distribution" dialog. box if you wish to do this. mission. H Select whether to keep a "Fax History" or "Mail History" Select this I Select whether to delete the file from the original list after the trans- 2-12 Using the OfficeBridge Sending documents again You can resend a document to the same location or other locations. 1 2 3 4 Start OfficeBridge and log in. Open the "Personal Outbox" tab. Select the file you want to send by checking the box next to the file. Click [Resend]. 1 2 Using the OfficeBridge 3 4 5 6 7 8 9 The"FaxTransmissionSettings"dialogfromtheprevioustransmissionwill appear. 5 6 Make the setting for each item in the "Fax Transmission Settings" dialog. Click [Send]. 10 11 12 13 AI Forwarding received documents You can forward received documents to other users or user groups. 1 2 3 4 5 6 7 Start OfficeBridge and log in. Open the "Personal Inbox" or "Public Inbox" tab. Select the file you want to forward by checking the box next to the file. Click [Forward]. The "Forwarding" will appear. Click [Select] and select your desired users and user groups, click [Add] and then [Save]. Enter "File Name" and "Category" if necessary. Each item may up to 20 characters.. Click [Forward]. Using the OfficeBridge 2-13 Canceling your transmissions You can cancel an ongoing transmission or a reserved transmission. 1 2 Start OfficeBridge and log in. Open the "Personal Outbox". 3 Select the job to cancel. When you want to cancel a broadcast transmission by destination, click [Broadcast Details] to open the "Transmission Job Details" dialog. Check boxed of the destination to be canceled. NOTE: A broadcast transmission can be canceled by destination only when the transmission is in progress. 4 Click [Cancel], and then [OK]. Reading your received documents When you set up the "Forward Settings" or "Received Fax Forwarding" in "Admin Tools", you can receive faxes and e-mails in the Public Inbox or in a Personal Inbox. See "Using the Admin Tool", "Forward Settings" on page 3-22 and "Received Fax Forwarding" on page 3-42 how to set them up. You may also receive faxes or e-mails to your Personal Inbox from other users. In such cases, 1 2 3 4 5 Start OfficeBridge and log in. Click the "Public Inbox" tab or the "Personal Inbox" tab. Click on Subject to view the file. Click the icon in the properties to view the comments. Click [Close] to close. 2-14 Using the OfficeBridge Network Scanning Operation flow The network scanning operations are as follows: 1 2 Scan the document from the MFP into a OfficeBridge Scan Box. Download the scanned data from the Scan Box. 1 2 Using the OfficeBridge Scanning documents from the MFP 1 On the MFP, press[COPY4FAX4SCAN] to change to the scanner mode. Scan Ready Auto 300dpi 100% 3 4 5 6 7 8 9 10 11 12 13 AI 2 Place the document face up in the automatic document feeder (ADF), or face down on the document glass. When you use the document glass, select the document size by pressing [Doc. Size]. Set the scanning settings, if necessary. · Resolution Press [Doc. Resolution] to select the resolution. Document type Available resolution Text, Photo&Text, Photo 200, 300, 600 dpi · Contrast Press [Contrast] to set how light or dark you want the documents to be. To avoid confusing the Light and Dark settings, just remember -- "Light lightens" and "Dark darkens" -- to keep it straight. · Document type Press [Doc. Resolution] then press [ ] or [ ] to select the document type. Document type Text Photo&Text node Select this mode when scanning text. Select this mode when scanning documents containing photographs or drawings and text. Select this mode when scanning photographs or drawings. 3 Photo NOTE: Color scanning is not available in this feature. Using the OfficeBridge 2-15 · Scanning size Press [Doc. Size] to select the scan size. Version Inch version Metric version Preset ratio Letter (8.5" × 11"), Legal (8.5" × 14"), Half-letter (5.5" × 8.5") A4 (210 × 297 mm), A5 (148 × 210 mm), F4 (216 × 356 mm) NOTE: When you use the automatic document feeder (ADF), you can also select "Auto". When you select "Auto", custom size documents (up to 35.4 inch (900 mm) in length) can be scanned. · Zoom ratio (1) Press [#]. (2) Press [ ] or [ ] to select a preset ratio, or directly enter your desired ratio using the numeric keys. (3) Press [#] again. Preset ratio: Version Inch version Preset ratio · 50%: Min. · 64%: (8.5" × 11") (5.5" × 8.5") · 78%: (8.5" × 14") (8.5" × 11") · 100% · 129%: (5.5" × 8.5") (8.5" × 11") · 200%: Max. · 50%: Min. · 70%: (A4 A5) · 81%: (B5jis A5) · 86%: (A4 B5jis) · 100% · 115%: (B5jis A4) · 122%: (A5 B5jis) · 141%: (A5 A4) · 200%: Max. Metric version Direct entry: Scan from: ADF Document glass Available magnification range 25 to 100 % 25 to 400 % NOTE: · Enlargement scanning can only be performed using the document glass. · The minimum reduction ratio is 75 % when resolution is set at 200 dpi. · This feature is not available when scanning a color documents. 2-16 Using the OfficeBridge · Selecting the file name If you do not select a file name prior to scanning, the scanned date and time will be used as the file name. For example, if the document is scanned on 26 September 2005 on 2:15 p.m.30 second, the file will be named 20050926141530. Also, if the name you use for the file already exists, the scan date and time will be added to the end of the file name to give it differentiation. (1) Press [Advanced Functions] repeatedly until "File Name" appears. (2) Press [Enter]. (3) Press [ ] or [ ] to select a file name. (4) Press [Enter]. NOTE: To use this feature, you must first register a file name. (See the "File Name" on page 3-40. 1 2 Using the OfficeBridge 3 4 5 6 7 8 9 10 11 12 13 AI 4 Press [Speed Dial /Group] five times. The machine will show: Enter User No. U_ 5 Enter a User ID number using the numeric keys to specify the user box. The user name will be shown on the display. Bob U01_ If you want to scan the document to multiple user scan boxes, repeat the procedure from step 4. NOTE: The document will be scanned with TIFF format even if you selected PDF format by "File format" setting on the MFP. However, you can download the document from the scan box by TIFF or PDF format, which is specified in "Initial Settings" (page 3-35). 6 Press [Start]. Using the OfficeBridge 2-17 Download the scanned image from the scan box NOTE: Your screen images may vary by browser. 1 2 3 4 Start OfficeBridge and login. Open the "Scan" tab. Select the file you want to download by checking the box next to the file. Click [Download]. 5 Click [OK.]. 6 Save the file into the location of your choice. 2-18 Using the OfficeBridge 7 Click [Save]. NOTE: The file will be downloaded by TIFF or PDF format, which you can specify in "Initial Settings" (refer to page 3-35). Download the scanned image using the TWAIN driver NOTE: In order to download a scanned image using the TWAIN driver, you must have the "Muratec OB TWAIN Connector" installed on your PC prior to attempting this function. To install the "Muratec OB TWAIN Connector", see "Step 6: Installing the OfficeBridge programs" in Setup Guide. 1 2 Using the OfficeBridge 3 4 5 6 7 8 9 1 2 Start a TWAIN compliant application on your PC. Select the "Muratec OB TWAIN Connector" as the scanning device, and then click [OK]. 3 Perform the scan command of the application software. NOTE: This operation differs depending on the application you are using. Consult the application help menu if you are unsure about the correct operation. 10 11 12 13 AI 4 The "Logon" dialog appears. 5 6 7 8 Enter the user name and password and then click [OK]. The "Muratec OB TWAIN Connector" screen will appear. (See next page.) Select the file you want to download. The selected file will be highlighted. Adjust any settings and click [Download]. Using the OfficeBridge 2-19 Muratec OB TWAIN Connector screen A D B E F C G H J Setting B. List C. File list D. Preview display I K L Description M N O P A. [Information] tab Displays [Muratec OB TWAIN Connector] information. The currently opened folder will be displayed. Displays the list in the opened box documents. To view a document, click it to select it. Displays a preview of the selected document. When you check the box [Preview], previews of the selected document will be displayed. When you click the arrows or input a number into the text box, the display moves to that page. Set the linear resolution for the document. If you do not wish to change the linear resolution, check the box [No change]; to change the linear resolution, check the box [200 dpi], [300 dpi], or [400 dpi]. Enter the number of pages to download. Select the display type for the document as either [B/W] or [Grayscale]. If selected, the document will be deleted from memory after it has been downloaded. E. Resolution F. Page range G. Pixel type H. Erase document(s) I. Fixed Image Size In some applications, multiple pages scanned using different resolutions may not appear correctly. In this case, select "On" and select the image data size according to your scanned document size. If the scan sizes are different, select the bigger of the documents. J. [Download] When you click here, the downloading of the scanned document starts. 2-20 Using the OfficeBridge Setting K. [Select OB] Description When you want to access to another OB (OfficeBridge), click this button and enter the IP Address, then click OK. Then select User ID and enter Password registered to the other OfficeBridge. When you want to other user's files, click here and change the login user. When changing the user, select the UserID and enter the password. If a password was not set during user registration, a password is not required. When clicked, the [File list] display will be refreshed. When clicked, the current settings will be saved. You cannot click this button unless the settings have been changed. When clicked, the settings are initialized to their factory settings. When clicked, the [Muratec OB TWAIN Connector] ends. L. [Select user] 1 2 Using the OfficeBridge M. [Refresh] N. [Save] 3 4 5 6 7 8 9 10 11 12 13 AI O. [Default] P. [Exit] Using the OfficeBridge 2-21 Bulletin board / Circulation / Request Processing Bulletin board Bulletin Board is a function that makes it possible to share information among registered users. Posting a file from your browser 1 2 3 Start OfficeBridge and login. Select the file you want to post by checking the box next to the file. Click [Post to the Bulletin Board]. The"BulletinBoard"dialogwillappear. 4 5 Adjust any document settings. (See the next page for a list of settings.) Click [Post]. 2-22 Using the OfficeBridge Setting "Document" Description The file to be posted will be displayed in the list. To add or change files: (1) Click [Change]. The "Bulletin Board Document" dialog will be displayed. (2) Select the box that contains the document you want to post. (3) Check the files to add and click [Add]. You may add temporary storage files. (4) Click [Save]. To check the files, click [Preview]. 1 2 Using the OfficeBridge 2-23 3 4 5 6 7 8 9 10 11 12 13 AI "File Name" "Category" Enter the file name, if needed. The name may contain up to 20 characters. Enter the document type. The name may contain up to 20 characters. You can also select a pre-registered document type. Click the list next to the box and select the desired name. Enter the subject of the document being posted. The subject may contain up to 80 characters. Enter a comment concerning the file being posted. The message may contain up to 1,024 characters. Select the document posting time: (1) To post the file indefinitely, select "Do not delete automatically". (2) To delete the file from the list after a certain period, select "Delete automatically". Then click the [Set posting period] button. Select the time limit. To go to the next month, select the arrow key. Click [Save]. You can set the default setting of this setting. See "Bulletin Board" on page 3-48. Select whether to automatically delete the original file after posting. You can set the default setting of this setting. See "Bulletin Board" on page 3-48. Saves the entered settings and posts the file to the Bulletin Board. Closes the "Bulletin Board" dialog without saving. "Subject" "Comments" "Posting Time Limit" (Post Time)