Canon MULTIPASS SUITE VERSION 3.10, MULTIPASS C80 User Manual

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Canon MultiP ASS™ C80 Canon MultiP ASS™ C70

MultiPASS

™

Suite

V ersion 3.10

Software User's Guide

Copyright

This manual may not be reproduced in any form, in whole or part, without the prior written consent of Canon, Inc.

Trademark Acknowledgements

Adobe PageMaker® and Adobe Photoshop® are registered trademarks, and Adobe Photo Deluxe™ is a trademark, of Adobe Systems Corporation.

Canon and BJ are registered trademarks, and MultiPASS, Bubble Jet, and ScanGear are trademarks of Canon, Inc.

Exchange®, Outlook®, and Outlook Express®, are registered trademarks of Microsoft Corporation.

Microsoft® and Windows® are registered trademarks of Microsoft Corporation.

Netscape Mail™ is a trademark and Netscape Messenger® is a registered trademark of Netscape Communications Corporation.

Pentium® is a registered trademark of Intel Corporation.

PhotoFinish™ is a trademark of Zsoft Corporation.

TextBridge® is a registered trademark of ScanSoft, Inc.

All other trademarks identified herein are the property of their respective owners.

ii Preface

Chapter 1 Introduction ....................................................................................................1-1

Desktop Manager Features: an Overview ...................................................1-2

Desktop Manager Software Package ........................................................... 1-3

System Requirements.....................................................................................1-5

About This Guide ........................................................................................... 1-5

Conventions Used in This Guide .......................................................... 1-6

Other User Assistance ....................................................................................1-6

Chapter 2 Installing the Desktop Manager Software................................................2-1

Installing the Software ...................................................................................2-2

Preparing for the Installation .................................................................2-3

Installing the Software ............................................................................2-4

Overwriting the MultiPASS Printer Options .......................................2-6

Setting the Default Printer .............................................................................2-7

Sharing the Printer Installation .....................................................................2-8

Setting Up Your MultiPASS Printer for Sharing..................................2-8

Installing the Printer Driver on a Client System ...............................2-10

Chapter 3 Printing with the MultiPASS Printer.........................................................3-1

Printing a Document ......................................................................................3-2

Printing Envelopes ..................................................................................3-2

Working with Print Options (Windows 95/98) ..........................................3-5

Changing the Printer Settings: a Summary .........................................3-5

Choosing a Print Mode ...........................................................................3-6

Changing the Print Mode Settings ........................................................3-9

Editing a Custom Print Mode ..............................................................3-15

Deleting a Custom Print Mode ............................................................3-16

Saving a Custom Print Mode as a File ................................................3-17

Setting Paper Options ........................................................................... 3-18

Setting Other Print Features .................................................................3-21

Creating or Changing a Stamp ............................................................3-24

Setting Default Printer Options ...........................................................3-30

Displaying Printer Driver Information............................................... 3-31

Contents iii

Working with Print Options (Windows NT).............................................3-31

Changing the Printer Settings: a Summary .......................................3-31

Choosing a Print Mode .........................................................................3-32

Changing the Print Mode Settings ......................................................3-34

Editing a Custom Print Mode ..............................................................3-40

Deleting a Custom Print Mode ............................................................3-41

Saving a Custom Print Mode as a File ................................................3-42

Setting Paper Options ........................................................................... 3-43

Setting Default Printing Options .........................................................3-47

Displaying Printer Driver Information............................................... 3-49

Chapter 4 Using the Desktop Manager.........................................................................4-1

Desktop Manager: an Overview .................................................................... 4-2

Features of the Desktop Manager Window ........................................... 4-3

Understanding Desktop Manager Folders ............................................4-6

System-Defined Folders ...........................................................................4-6

User-Defined Folders ...............................................................................4-8

Viewing Documents in the Desktop Manager ...................................... 4-8

Chapter 5 PC Faxing .........................................................................................................5-1

Faxing with Your Computer ...........................................................................5-2

Sending a Fax from Your Computer (PC Faxing) ................................. 5-2

Specifying a Fax Recipient ...................................................................... 5-5

Defining Send Fax Options .....................................................................5-7

Processing the Fax.................................................................................... 5-9

Creating a Fax Memo ............................................................................. 5-11

Receiving a Fax ...................................................................................... 5-12

Using the Fax Log ................................................................................. 5-14

Working with Jobs in the Send Fax Manager ..................................... 5-15

Setting Up the Address Book ...................................................................... 5-20

Working with Address Book Entries................................................... 5-21

Printing the Address Book ................................................................... 5-26

Importing the Address Book ................................................................ 5-27

Exporting the Address Book ................................................................ 5-29

Designing a Fax Cover Page ........................................................................ 5-31

Using the Cover Page Designer ........................................................... 5-32

Creating a New Cover Page ................................................................. 5-34

Making Image Adjustments ................................................................. 5-48

Adding Annotations to Your Cover Page ........................................... 5-61

Opening and Modifying a Fax Cover Page ........................................ 5-63

Reverting to the Last Saved Version .................................................... 5-64

iv Contents

Printing a Cover Page ........................................................................... 5-64

Renaming a Cover Page ........................................................................ 5-64

Deleting a Cover Page ........................................................................... 5-66

Faxing with Your Email Application ......................................................... 5-66

Setting Up MultiPASS Fax in Your Email Application..................... 5-67

Sending an Email Message as a Fax ................................................... 5-67

Receiving a Fax ...................................................................................... 5-68

Chapter 6 Scanning ..........................................................................................................6-1

Scanning Overview ......................................................................................... 6-2

Features of the ScanGear Window .........................................................6-2

Scanning with the Desktop Manager............................................................ 6-4

Scanning from a Windows Application .......................................................6-5

Setting the Preview Scan Options ..................................................................6-6

Setting the Scan Mode ..............................................................................6-6

Setting the Scan Resolution .....................................................................6-8

Setting Preferences ................................................................................ 6-10

Setting Paper Size .................................................................................. 6-12

Setting Black and White Options ........................................................ 6-14

Adjusting the Preview Image for Final Scan ............................................. 6-15

Clearing the Preview Area ................................................................... 6-15

Adjusting the Preview Image View ..................................................... 6-15

Adjusting the Selection Size ................................................................. 6-16

Moving an Image ................................................................................... 6-17

Reversing the Image Tone ..................................................................... 6-17

Mirroring an Image ............................................................................... 6-18

Rotating an Image ................................................................................. 6-18

Scaling the Image Output Size ............................................................. 6-18

Adjusting the Preview Image Tone ............................................................. 6-19

Features of the Tone Tab ....................................................................... 6-19

Correcting the Image Tone Automatically .......................................... 6-20

Adjusting Contrast and Brightness .................................................... 6-21

Changing Gamma Curve Values ......................................................... 6-22

Adjusting Histogram Tone Levels ....................................................... 6-24

Using Tone Curves ................................................................................ 6-26

Adjusting Contrast/Brightness for Black and White Scan Mode ... 6-27

Increasing the Speed of the Scan Process ........................................... 6-29

Scanning with the MultiPASS Toolbar ...................................................... 6-29

Changing the Options for the Scan Buttons on the Toolbar ............. 6-32

Changing Toolbar Settings ................................................................... 6-36

Performing Other Toolbar Tasks .......................................................... 6-39

Contents v

Chapter 7 W orking with Documents in the Desktop Manager .................................7-1

Managing Your Documents in the Desktop Manager ................................. 7-3

Selecting Documents in the Desktop Manager ..................................... 7-3

Printing a Document in the Desktop Manager ..................................... 7-4

Creating a Folder ...................................................................................... 7-4

Moving a Document .................................................................................7-5

Copying a Document ............................................................................... 7-6

Renaming a Document or Folder............................................................ 7-6

Deleting a Document or Folder ............................................................... 7-7

Restoring a Deleted Folder or Document ...............................................7-8

Emptying the Trash Folder ...................................................................... 7-9

Importing a Document .............................................................................7-9

Exporting a Document .......................................................................... 7-10

Attaching a Document to Electronic Mail (Email) .............................. 7-11

Manipulating a Document in Document View.................................. 7-12

Arranging Documents in Document View ......................................... 7-12

Scrolling Through a Multi-page Document ....................................... 7-13

Removing a Page from a Document .................................................... 7-13

Splitting a Document ............................................................................ 7-14

Merging a Document ............................................................................ 7-14

Indexing and Searching for Documents ............................................. 7-15

Setting Up the Search Index ................................................................. 7-16

Assigning Index Criteria to Documents ............................................. 7-21

Searching Your Documents.................................................................. 7-25

Redisplaying the Result of Your Last Search ..................................... 7-30

Modifying a Document ................................................................................ 7-30

Features of the MultiPASS Viewer Window ....................................... 7-32

Adjusting the Document Image ........................................................... 7-35

Making Image Adjustments ................................................................. 7-40

Adding Annotations to Your Document ............................................ 7-53

Revising Your Annotations .................................................................. 7-60

Reverting to the Last Saved Version .................................................... 7-62

Printing the Document ......................................................................... 7-62

Adjusting the MultiPASS Viewer Default Options ............................ 7-64

Chapter 8 MultiP ASS Printer Setup and Other Utilities in the

Desktop Manager ..........................................................................................8-1

Setting Up Fax Options in the Desktop Manager....................................... 8-2

Setting Up Fax Preferences.....................................................................8-3

Setting Up Send Fax Options .................................................................8-4

vi Contents

Setting Up Advanced Send Fax Options ............................................... 8-6

Setting Up Receive Fax Options ............................................................. 8-9

Setting Up Advanced Receive Fax Options ........................................ 8-11

Setting Up Speed Dial Assignments ................................................... 8-15

Setting Up System Options .......................................................................... 8-17

Using the Launcher ...................................................................................... 8-19

Making a Phone Call from the Desktop Manager .................................... 8-23

Using the MultiPASS Status Monitor ......................................................... 8-24

Using the Minimised Status Monitor .................................................. 8-25

Using the Status Monitor Window ...................................................... 8-26

Status Messages .................................................................................... 8-27

Disconnecting the MultiPASS Printer ........................................................ 8-28

Restarting the MultiPASS Connection ................................................ 8-29

Removing the Desktop Manager ................................................................ 8-29

Reinstalling the Desktop Manager ...................................................... 8-31

Chapter 9 Frequently Asked Questions ........................................................................9-1

MultiPASS Printer Cannot Be Initialised. .....................................................9-2

MultiPASS Service Cannot Be Restarted (Windows NT only). .................. 9-2

Faxes Are Not Being Sent Correctly. .............................................................. 9-3

Faxes Are Not Being Received Correctly. ...................................................... 9-4

Images Are Not Scanning Properly. ..............................................................9-6

Documents Are Not Being Copied. ...............................................................9-6

Documents Are Not Printing Correctly. ........................................................ 9-7

Paper Is Not Loading Correctly. .....................................................................9-9

The Print Quality Is Not Satisfactory. ......................................................... 9-10

Appendix A Fax/Phone Characters ...................................................................................A-1

Appendix B Sharing Y our Printer Cross-Platform in W indows NT............................. B-1

Preparing to Share Your Printer Cross-Platform ......................................... B-1

Setting Up the MultiPASS Printer for Sharing ............................................ B-2

Glossary ......................................................................................................................... G-1

Index ........................................................................................................................... I-1

Contents vii

viii Contents

Chapter 1

Introduction

Welcome and congratulations on your purchase of the Canon MultiPASS C80/70 and its accompanying MultiPASS Desktop Manager for Windows software (hereafter referred to as the MultiPASS printer and Desktop Manager, respectively).

With your MultiPASS printer, the Desktop Manager software package enables you to perform a variety of tasks, meeting all your printing, faxing, and scanning needs.

❑ Desktop Manager Features: an Overview ............................................1-2

❑ Desktop Manager Software Package.....................................................1-3

❑ System Requirements ..............................................................................1-5

❑ About This Guide .....................................................................................1-5

z Conventions Used in This Guide ...................................................1-6

❑ Other User Assistance.............................................................................. 1-6

Introduction

Chapter 1 Introduction 1-1

Desktop Manager Features: an Overview

This section reviews some of the features of the Desktop Manager. For detailed information and instructions, refer to later chapters in this guide.

❏❏

❏ Print a Document

❏❏

The MultiPASS printer can be configured as the Windows default

printer, allowing you to print a document in any Windows

application.

You can also define and customise print options that affect the output

of your printed documents.

❏❏

❏ Fax a Document

❏❏

You can fax a black and white document from your computer, from

within a Windows application, or from the Desktop Manager. You

can attach a fax cover page and even schedule the transmission time

that the fax should be sent. Predefined fax cover pages are available

for you to use, or you can design your own.

For associates to whom you repeatedly send faxes or email, you can

set up an Address Book, containing predefined fax and email

information for each recipient (such as the fax number or email

address). When you send a fax or an email message from your

computer, the recipient information is then readily available in the

Address Book.

You can also receive colour and black and white faxes from your

business and personal contacts directly into your PC.

❏❏

❏ Scan an Image

❏❏

The TWAIN-compliant scan driver enables you to use the MultiPASS

printer to scan black and white, and colour documents, photographs,

and other images directly into the Desktop Manager or into another

Windows application.

❏❏

❏ Import or Export a Document

❏❏

You can import, export, store, and manage documents and images in

a variety of formats directly in the Desktop Manager, such as .BMP

and .TIF.

1-2 Introduction Chapter 1

❏❏

❏ Manipulate or Annotate a Document

❏❏

You can manipulate or annotate any document placed in the Desktop

Manager — which occurs by sending or receiving a fax, scanning an

image, or importing a file. You manipulate a document by scrolling

through and viewing its contents; removing a page; splitting or

merging it with another document; editing it by cropping, rotating or

flipping; adjusting the document brightness, contrast, size, or image

type; or by printing the document. You annotate a document by

adding a text annotation, graphic or text stamp, sticky note,

highlighting, or by creating a simple drawn graphic.

❏❏

❏ Set MultiPASS Printer Options

❏❏

Options that affect certain operations of your MultiPASS printer can

be set manually on the MultiPASS printer itself or in the Desktop

Manager. These options include parameters that affect sending and

receiving faxes, and the assignment of speed dial numbers. Option

settings defined in the Desktop Manager override any corresponding

option setting you previously set up on the MultiPASS printer.

Desktop Manager Software Package

The Desktop Manager software package includes drivers and a set of utility programs which are automatically installed on your system when you install the software package. The drivers allow the MultiPASS printer to communicate with the software on your computer.

Introduction

The following drivers and application programs are installed:

❏❏

❏ MultiPASS Desktop Manager for Windows

❏❏

The MultiPASS Desktop Manager for Windows coordinates sending

faxes directly from your computer (PC faxes), receiving faxes into

your computer, and scanning images. The Desktop Manager enables

you to store and manage the resulting documents.

❏❏

❏ MultiPASS Printer Driver

❏❏

The MultiPASS printer driver enables you to use the MultiPASS

printer as the default printer in any Windows application that

supports printing.

Chapter 1 Introduction 1-3

❏❏

❏ MultiP ASS Fax Driver

❏❏

The MultiPASS fax driver enables you to send a PC fax from any

Windows application that allows faxing.

❏❏

❏ Scan Driver (ScanGear for MultiPASS)

❏❏

The scan driver enables you to scan an image into the Desktop

Manager or most Windows applications that support TWAIN-

compliant scanning.

❏❏

❏ MultiPASS Service (Windows NT only)

❏❏

The MultiPASS Service (MPService) enables and controls all the

communication between your computer and the MultiPASS printer.

MPService must be running for jobs to be processed with the

Desktop Manager and the MultiPASS printer (such as receiving faxes

in the Desktop Manager, scheduling faxes, scanning, and printing).

MPService starts automatically when you start your computer, even

if you have not yet logged into Windows. If you log off Windows and

leave the computer on, MPService continues to run, to receive and

send any faxes to and from the Desktop Manager.

❏❏

❏ MultiPASS Status Monitor

❏❏

The MultiPASS Status Monitor controls and tracks the activity

occurring through the bi-directional parallel port to which the

MultiPASS printer is connected. The Status Monitor must be running

to enable the MultiPASS system to function successfully. The Status

Monitor displays status messages about the current activity with

your MultiPASS system. With the installation of the software, the

Status Monitor is set up to automatically start when you start

Windows.

❏❏

❏ Send Fax Manager

❏❏

The Send Fax Manager displays an ordered queue of fax jobs and

their status.

❏❏

❏ MultiPASS Toolbar

❏❏

The MultiPASS Toolbar enables you to scan an image from the

Windows desktop without opening an imaging application (such as

Photoshop) or the Desktop Manager. The scanned image is delivered

directly to a destination, such as a fax or to the desired application

(such as your email application or a graphic application).

1-4 Introduction Chapter 1

System Requirements

To successfully install and operate the Desktop Manager with the MultiPASS printer, your system must meet the following minimum requirements:

❏ An IBM or compatible computer with a Pentium 90 processor or

higher

❏ Microsoft Windows 95, Windows 98, or Windows NT 4.0

❏ For Microsoft Windows NT 4.0, Service Pack 3 or later

❏ 32 megabytes (MB) of RAM. 64 MB of RAM is recommended.

❏ 60 MB of available hard disk space. 150 MB of available hard disk

space is recommended.

❏ CD-ROM drive, or access to one over a network connection

❏ 256-colour SVGA monitor or greater

❏ A shielded, bi-directional, IEEE-1284-compatible parallel cable 6.6 feet

(2 meters) in length or shorter. For help in purchasing the correct cable, consult your dealer or retailer.

Introduction

About This Guide

This guide assumes you have a basic understanding of Windows. This includes how to start your system and navigate within the Windows environment. You should be familiar with common Windows terms such as window, dialog box, button, icon, menu, application, select, open, close, click, double-click, drag, and list box.

For assistance in familiarising yourself with Windows, refer to your Microsoft Windows user documentation.

Chapter 1 Introduction 1-5

Conventions Used in This Guide

The following types of formatting identify specific types of information provided in this guide.

Italicised text Used to stress the importance of a word

or phrase, or to refer to the title of another guide. For example:

You cannot access the dialog box ....

—or—

...the Microsoft Windows User’s Guide....

Text in quotation marks Used to refer to the title of a section

within the guide. For example:

...the “Installing the Software” section....

Click, double-click Use of the word click or double-click

provides instructions for selecting or choosing a command or option, generally with a mouse.

Monospaced text Used for commands you might type

when installing the software, or system messages that may display on your screen. For example:

A:\SETUP

Other User Assistance

In addition to this guide, the following information and instructions on using the MultiPASS printer and Desktop Manager software are available.

1-6 Introduction Chapter 1

❏❏

❏ MultiP ASS Desktop Manager Online Help

❏❏

The online help includes context-sensitive help about a window or

dialog box and step-by-step instructions for performing Desktop

Manager tasks.

❏❏

❏ Canon MultiPASS User’s Guide

❏❏

This guide offers detailed information on how to set up and operate

your MultiPASS printer. It includes initial setup procedures, fax

operations, daily maintenance, and troubleshooting.

❏❏

❏ Quick Start Guide

❏❏

This guide summarises the steps for setting up your MultiPASS

system.

Introduction

Chapter 1 Introduction 1-7

1-8 Introduction Chapter 1

Chapter 2

Installing the Desktop Manager

Software

This chapter provides information and instructions for installing the Desktop Manager software and setting the default printer.

❑ Installing the Software.............................................................................2-2

z Preparing for the Installation ..........................................................2-3

z Installing the Software .....................................................................2-4

z Overwriting the MultiPASS Printer Options ................................2-6

❑ Setting the Default Printer ...................................................................... 2-7

❑ Sharing the Printer Installation ..............................................................2-8

z Setting Up Your MultiPASS Printer for Sharing........................... 2-8

z Installing the Printer Driver on a Client System ........................2-10

Software

Installing the

Desktop Manager

Chapter 2 Installing the Desktop Manager Software 2-1

Installing the Software

Your MultiPASS software comes with a Master Installer that makes installing the MultiPASS software fast and easy. The Master Installer starts up and loads the software in this order:

❏ MultiPASS Desktop Manager (including the printer and fax drivers) ❏ MultiPASS ODBC (Open DataBase Connectivity) Interface ❏ ScanGear for MultiPASS.

By default, the Desktop Manager software is installed on your C: drive in a folder named MultiPASS (C:\Program Files\Canon\MultiPASS\), unless you specify another drive or folder during installation. The installation process also changes some of your system files to allow all the Desktop Manager components to work properly.

During installation, you are prompted to enter certain fax setup information. This information can later be changed in the Desktop Manager, as described in a later chapter.

The fax setup information you enter during installation adjusts corresponding settings in your MultiPASS printer. Therefore, any fax

information you may have manually set on the MultiPASS printer is replaced by the information you enter when installing the Desktop Manager.

During installation, the MultiPASS Status Monitor is set to automatically start each time you start Windows.

When installation is complete, the Master Installer determines whether or not your computer needs to be restarted.

If you are using Windows NT, you may have formatted the partitions on your hard drive with NTFS (New Technology File System). In this case,

2-2 Installing the Desktop Manager Software Chapter 2

you can operate the MultiPASS Desktop Manager only if you log in as the Administrator or with Administrator privileges.

Preparing for the Installation

Before you begin installing the software, take some time to prepare your system and fax setup information required for installation.

❏ Connect the MultiPASS printer to the parallel port on your computer.

The MultiPASS printer must be connected to your computer to install the Desktop Manager software.

The selected parallel port must be a dedicated port. The MultiPASS

printer does not operate with a redirected or virtual parallel port. ❏ Prepare the following fax setup information, which is entered during

installation:

z Your preferred mode for receiving faxes with the MultiPASS

printer: automatically switching between a telephone and fax call; automatically receiving fax calls only; requiring you to manually receive fax calls; or handling incoming calls with an answering machine connected directly to the MultiPASS printer.

z Fax Heading/Unit Name

The name you want to appear in the fax header (usually your name or company name), which appears in the top margin of each page of a fax transmission.

z Fax Number

The number for the fax line connected to your MultiPASS printer. This information is printed in the fax header, displaying in the top margin of each page of a fax transmission.

z Company Name (for Cover Page)

Name of your company. Once entered, this information is available to print on a fax cover page.

Software

Installing the

Desktop Manager

z Outside Dialling Prefix

If applicable, the number for accessing an outside line through your office phone system (usually 9).

Chapter 2 Installing the Desktop Manager Software 2-3

z Fax Receive Mode

The method by which you want the MultiPASS printer to handle incoming faxes when your PC is on: upload the fax directly to the Desktop Manager or print the fax from the MultiPASS printer.

❏ Start Windows. If any Windows applications are open, close the

applications. With the applications closed, you ensure that the Desktop Manager software installs properly.

If you are attempting to reinstall the Desktop Manager software, you must first remove the current installation. For instructions on removing

the software, refer to Chapter 8, “MultiPASS Printer Setup and Other Utilities in the Desktop Manager.”

Installing the Software

Once you have prepared your system and the required fax information, you are ready to install the Desktop Manager software.

If you are using Windows NT, you must log on as Administrator or have Administrator privileges before installing the Desktop Manager software.

If you do not have Administrator privileges for Windows NT, ask your system administrator to install the MultiPASS Desktop Manager software on your PC.

To install the Desktop Manager software:

1. Insert the installation disk into your disk drive.

2-4 Installing the Desktop Manager Software Chapter 2

2. The Desktop Manager software will be supplied on either a single

language CD, or a multilingual CD. If you have a single language CD the following dialog will be displayed:

If you have a multilingual CD the following dialog will be displayed:

Software

Installing the

Desktop Manager

Chapter 2 Installing the Desktop Manager Software 2-5

3. If installation does not start automatically:

z On the Windows taskbar, click Start, and then click Run.

z If you received your software on a multilingual CD, in the Run

dialog box, type the following command and click OK (where D: is your disk drive).

D:\SETUP.EXE

zIf you received your software on a single language CD, in the

Run dialog box, type the following command and click OK

(where D: is your disk drive).

D:\SETUP\SETUP.EXE

4. Follow the on-screen instructions to complete the installation process.

During installation, follow these guidelines:

z Click Next to move from one dialog box to the next.

z Make sure you click Next or OK on the current dialog box.

z Be sure to wait for Windows to complete each setup step. If you

hear the computer working, wait until it is done.

For information about allowing the Desktop Manager software to overwrite the MultiPASS printer setup options, refer to the “Overwriting the MultiPASS Printer Options” section.

Overwriting the MultiPASS Printer Options

If you set options on the operation panel of your MultiPASS printer (such as a phone line type), they are overwritten by the Desktop Manager software under the following conditions:

❏ When the installation of the Desktop Manager software is completed

2-6 Installing the Desktop Manager Software Chapter 2

❏ After installation, when you open the MultiPASS Status Monitor

(which occurs automatically when you start Windows)

❏ After installation, when you save a change to the setup options in the

Desktop Manager (as described in Chapter 8, “MultiPASS Printer Setup and Other Utilities in the Desktop Manager”).

When setting options, a message appears to remind you that the MultiPASS printer options set on the operation panel will be overwritten if set in the Desktop Manager.

You can choose to proceed with the update, overwriting the settings in the MultiPASS printer, or you can cancel the action. When cancelling, you can first record your settings on the MultiPASS printer. This enables you to re-enter them in the Desktop Manager when you resume operations.

Setting the Default Printer

When you install the printer driver software, the system automatically sets the MultiPASS printer as the default printer. If necessary, however, follow these instructions to set the default printer.

Software

Installing the

Desktop Manager

To set the default printer:

1. On the Windows desktop, click Start, and then point to Settings.

2. On the Settings menu, click Printers.

3. In the Printers window, click the MultiPASS printer icon.

4. On the File menu, click Set As Default.

Chapter 2 Installing the Desktop Manager Software 2-7

Sharing the Printer Installation

You may be using your computer and the MultiPASS printer connected to your computer in an environment where multiple computers are connected by a network. In this case, you can share the use of your MultiPASS printer with the other computers on the network.

If you choose to share the use of your MultiPASS printer, your computer acts as the host system or server to the other computers (also referred to as remote or client systems).

To use your MultiPASS printer, the client systems must install the MultiPASS printer driver onto their systems. They can do so directly from your system. Based on which Windows operating system you are using, the following client system can share your MultiPASS printer:

If your system (server) is: Install on client system:

Windows 95 or Windows 98 Windows 95 or Windows 98

Windows NT Windows 95, Windows 98, or

Windows NT

When a document is printed by the client system on a shared MultiPASS printer, any printing messages (status or error messages) display on the server system.

If you are using Windows NT for sharing your MultiPASS printer, it is recommended that Service Pack 4 or later is installed on your system.

This ensures that the client systems can successfully connect to your MultiPASS printer on the network.

Setting Up Your MultiPASS Printer for Sharing

Before the client systems can install and use the MultiPASS printer driver, you must set up the MultiPASS printer for sharing.

2-8 Installing the Desktop Manager Software Chapter 2

To set up the MultiPASS printer for sharing:

1. On the MultiPASS server system, on the Windows taskbar, click Start.

2. On the Start menu, point to Settings. Then click Printers.

3. In the Printers window, click the MultiPASS printer icon.

4. On the File menu, click Sharing.

n n

5. In the Properties dialog box, on the Sharing tab, click Shared or Shared As.

6. In Share Name box, type a name you want to assign to the shared MultiPASS printer.

If available, you may also want to assign a password, which would then be required by the client systems when using the MultiPASS printer.

7. Click OK.

If the Sharing command is not available (see Step 4), you need to set up printer sharing in Windows. For details, see your Windows user documentation.

If you are using Windows NT and expect Windows 95/98 client systems to use your shared MultiPASS printer, you need to set up an alternate driver for Windows 95/98. With this procedure, you may need to have the following installation disks available: Windows NT, Windows 95/98, and MultiPASS Desktop Manager.

Software

Installing the

Desktop Manager

To set up an alternate driver: On the Sharing tab, under Alternate Drivers, click Windows 95. Then click OK. Follow the on-screen instructions. For details, see Appendix B, and your Windows NT documentation.

Chapter 2 Installing the Desktop Manager Software 2-9

Installing the Printer Driver on a Client System

Once the MultiPASS printer has been set up for sharing, the printer driver can be installed from the MultiPASS server system to the appropriate client systems.

To install the printer driver on a client system:

1. On the client system, on the Windows taskbar, click Start.

2. On the Start menu, point to Settings. Then click Printers.

3. In the Printers window, double-click Add Printer.

4. Follow the on-screen instructions.

Install the printer driver as a network printer, based on the name assigned to the shared printer.

You cannot install the MultiPASS printer driver on a client system that has a previous version of a MultiPASS printer.

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Chapter 3

Printing with the MultiPASS Printer

This chapter provides instructions for printing a document from a Windows application with your MultiPASS printer and for changing the printer settings.

❑ Printing a Document ................................................................................3-2

z Printing Envelopes ............................................................................3-2

❑ Working with Print Options (Windows 95/98) .................................... 3-5

z Changing the Printer Settings: a Summary ....................................3-5

z Choosing a Print Mode .....................................................................3-6

z Changing the Print Mode Settings ..................................................3-9

z Editing a Custom Print Mode ....................................................... 3-15

z Deleting a Custom Print Mode ...................................................... 3-16

z Saving a Custom Print Mode as a File ......................................... 3-17

z Setting Paper Options .................................................................... 3-18

z Setting Other Print Features .......................................................... 3-21

z Creating or Changing a Stamp ..................................................... 3-24

z Setting Default Printer Options .................................................... 3-30

z Displaying Printer Driver Information ........................................ 3-31

❑ Working with Print Options (Windows NT) ...................................... 3-31

z Changing the Printer Settings: a Summary ................................. 3-31

z Choosing a Print Mode .................................................................. 3-32

z Changing the Print Mode Settings ............................................... 3-34

z Editing a Custom Print Mode ....................................................... 3-40

z Deleting a Custom Print Mode ...................................................... 3-41

z Saving a Custom Print Mode as a File ......................................... 3-42

z Setting Paper Options .................................................................... 3-43

z Setting Default Printing Options .................................................. 3-47

z Displaying Printer Driver Information ........................................ 3-49

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Printing a Document

Once you have installed the software, you are ready to print a document — from any Windows application that supports printing, such as Word for Windows — using the MultiPASS printer.

Printer options are initially installed using default settings, enabling you to print immediately. These options determine what your documents look like when printed. For example, they define such settings as the paper size and page orientation. For more information on printer settings, see the “Working with Print Options (Windows 95/98)” and “Working with Print Options (Windows NT)” sections presented later in this chapter.

Instructions for printing a document can vary somewhat for different Windows applications. Therefore, for detailed instructions, see the user documentation for the specific application from which you are printing.

The following instructions summarise the general procedures for printing a document.

To print a document:

1. With your document open, click the print command. (In most Windows applications, the print command is on the File menu or toolbar.)

2. In the Print dialog box, make sure the MultiPASS printer is selected in the Printer box.

The MultiPASS printer appears as the selected printer if you specified it as the default printer when you installed the printer driver and Desktop Manager software, as described in the previous chapter.

3. Click the command to print your document (usually OK or Print).

The document is printed to your MultiPASS printer.

Printing Envelopes

When printing envelopes, use the following guidelines for the best results.

3-2 Printing with the MultiPASS Printer Chapter 3

❏ Use the appropriate size envelope: US commercial size number 10 or

European size DL.

Although other envelope sizes might fit in the paper tray, using them may not provide consistent printing results.

❏ Avoid using the following types of envelopes. They may cause jams or

smears, or may damage your printer:

z With windows, holes, perforations, cutouts, and double flaps

z Made with special coated or deeply embossed paper

z With peel-off sealing strips

z With letters enclosed in the envelope.

❏ Be sure to place envelopes face-up when printing.

❏ Stack up to 10 envelopes in the multipurpose tray to feed the envelopes

automatically for printing.

To load envelopes:

1. On the MultiPASS printer, make sure the paper thickness lever is set to the right.

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rt k r

a e p

n n

BCl-21

r k tr id

Black

g e

d a e p a

i n n

2. Prepare the envelopes.

Arrange the stack of envelopes on a firm surface and press down firmly on the edges to make the folds crisp.

Press all the way around the envelopes to remove any curls and expel any excess air. Make sure any curls are removed from the flap of each envelope.

3-4 Printing with the MultiPASS Printer Chapter 3

3. Insert the stack of envelopes into the multipurpose tray until it stops. Align the edge of the paper guide with the left edge of the stack of envelopes.

You are now ready to begin printing the envelopes.

Working with Print Options (Windows 95/98)

This section provides information on setting and changing your printing options if you are using Windows 95/98. If you are using Windows NT, see the “Working with Print Options (Windows NT)” section presented later in this chapter.

Changing the Printer Settings: a Summary

Print options are the settings that determine how your document looks when it is printed. Print options are initially installed using default settings, allowing you to print documents immediately. However, you may want to change these settings for certain documents.

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The following instructions summarise the general procedures for changing printer settings. For detailed information on specific printer options, refer to later sections in this chapter.

To change print options:

1. With your document open, click the Print command. (In most Windows applications, this command is on the File menu or toolbar.)

2. In the Print dialog box, click Properties.

3. In the Printer Properties dialog box, on the Main, Paper, and Features tabs, specify the desired printer options.

4. If you are dissatisfied with your changes on a particular tab and want to revert to the default settings, click Defaults.

5. To save the changes and close the Printer Properties dialog box, click OK.

To save the changes and leave the dialog box open, click Apply.

To close the dialog box without saving any changes, click Cancel.

Choosing a Print Mode

When printing a document, you choose a print mode. A print mode specifies print quality and colour settings. Initially when you first install the MultiPASS software, there are a number of factory-defined print modes. You can temporarily change the settings for a predefined print mode when printing a particular document. You can also save your changed settings as a new print mode to use when printing future documents.

To choose a print mode:

1. In the Printer Properties dialog box, click the Main tab.

3-6 Printing with the MultiPASS Printer Chapter 3

2. Under Choose Print Mode, click the predefined print mode that best suits your document.

With the initial installation of the software, the following factorydefined print modes are available:

z Text

Click if the majority of your document consists of text.

z Auto

Click to have the system check the contents of the document. The appropriate colour processing is automatically selected, and the document is printed at a higher quality than Text mode.

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z Graphics

Click if you desire crisp and sharp border distinctions between the colours of your illustrations.

z Photo

Click if you want your images to appear smoother and lifelike in colour. Because the Photo print mode provides a high print quality, expect your print job to take longer to complete.

z Super Photo

Click when you want to make an exact replica of an original photo image. Super Photo is most effective when used in conjunction with the Photo BJ cartridge and high resolution or glossy photo paper.

z Draft

Click if you would like to print your document quickly but with a lower print quality. The Draft print mode is ideal for longer documents and proofreading purposes.

z Camera

Click to print images taken with a digital camera.

The quality and colour settings for the mode you select are displayed in the corresponding boxes and illustration area below the Choose Print Mode option.

3. If you want to temporarily change the following settings for the predefined mode you selected:

z In the BJ Cartridge box, click the type of BJ cartridge you want to

use for printing your document (such as black or colour).

z Select Greyscale Print if you want colour data in your document

converted to greyscale (monochrome) values.

z In the Media Type box, click the medium on which you want to

print your document (such as plain paper or envelope).

3-8 Printing with the MultiPASS Printer Chapter 3

Changing the Print Mode Settings

You can temporarily change the settings for a factory-defined print mode, to print your current document. You can also define and save a custom print mode to fit the needs of a particular print job. Once saved, a custom print mode can be changed and resaved. If you do not save a custom print mode, it is available only for the current print job.

The following instructions summarise the procedures for changing print mode settings.

To change print mode settings:

1. In the Printer Properties dialog box, on the Main tab, click the print mode you want to change. Then click Advanced.

2. In the Properties dialog box, specify your desired print mode settings on the Quality and Colour tabs.

3. If you want to save your settings to print future documents, click the Save tab and save the settings as a custom print mode. For detailed instructions, see the “Saving a Custom Print Mode” section in this chapter.

4. When you have completed your entries on the Quality and Colour tabs ( and optionally Save tab), click OK or Cancel to close the dialog box.

If you did not save your settings as a print mode on the Save tab: Click OK to save your settings temporarily to print only the current document; click Cancel to close the dialog box without saving your changes.

Setting Quality Print Mode Options

You define the following options on the Quality tab in the Properties dialog box. The setting of one quality option may affect the settings available for another quality option. For example, if you set the BJ cartridge as Photo, the Halftoning option is automatically set to Diffusion.

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❏❏

❏ BJ Cartridge

❏❏

Select the type of cartridge you want to use for printing (such as black, colour, or photo).

❏❏

❏ Greyscale Print

❏❏

Select if you want colour data in your document converted to greyscale monochrome values.

❏❏

❏ Media Type

❏❏

Click the medium on which you want to print your document (such as plain paper or envelope).

❏❏

❏ Paper Feed

❏❏

If available, select the desired method for feeding paper into the printer.

3-10 Printing with the MultiPASS Printer Chapter 3

❏❏

❏ Print Quality

❏❏

Move the slider to set the desired balance between print speed and print quality. Generally, the higher (or finer) the print quality, the slower the print speed.

❏❏

❏ Halftoning

❏❏

Click the desired halftoning method:

z Auto

Select to have the system automatically use the most appropriate halftoning method based on the different types of image data in your document.

z Fine (Fast)

Click to simplify the halftoning process, and print text and tables at a higher speed.

z Fine

Click to use a small pattern of dots that creates a smooth appearance with an average range of greyscales. This setting offers a faster printing speed and is best for printing business graphics.

z Diffusion

Click to place individual dots randomly to achieve subtle greyscale gradations. This setting is best suited for documents with finely-detailed graphics or photographic images. The setting takes longer to print, but offers a higher quality of printed output.

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❏❏

❏ Image Optimiser

❏❏

Select to smooth the jagged appearance of an image when printing. This option is particularly useful for low-resolution images such as Web pages. Optimisation may not work well with some applications, or with certain image resolutions. Selecting this option may increase the print time.

❏❏

❏ Photo Optimiser

❏❏

Select to adjust a digital camera image when printing. This option adjusts the colour balance if the printed image is unsatisfactory.

Chapter 3 Printing with the MultiPASS Printer 3-11

❏❏

❏ Whole Page

❏❏

If you selected Photo Optimiser, select this option to adjust multiple graphic images appearing on a single page.

Setting Colour Print Mode Options

To ensure colours are printed accurately, you set the following options on the Colour tab in the Properties dialog box.

❏❏

❏ Colour Adjustment

❏❏

Select to adjust the differences between display colours and printed colours.

3-12 Printing with the MultiPASS Printer Chapter 3

❏❏

❏ ICM

❏❏

If available, select this option if you want to use the image colour management (ICM) system used by Windows.

❏❏

❏ Colour Balance

❏❏

Move the scroll box to adjust the balance for the listed colours. Move to the right for a darker shade of colour, to the left for a lighter shade of colour.

The overall coloration is modified when you change the balance of the colour inks. Since colour is generally adjusted from within your software application, use this option for fine adjustments only.

❏❏

❏ Output Style

❏❏

Select your desired output emphasis:

z Accurate

Click to emphasise accurate, natural-looking intermediate colours (such as skin tones, or sky or natural green colours).

z Vivid

Click to emphasise vivid, brilliant primary colours (for example, for computer graphics and illustrations).

z Auto

Click to have the system automatically use the appropriate style, based on your type of image.

❏❏

❏ Brightness

❏❏

Adjust the overall darkness of the intermediate colours without changing the coloration for pure white and pure black:

z Light

Click Light if you do not want to adjust the brightness.

z Normal, Dark, or Very Dark

Click for an overall darker appearance. The contrast of the bright areas is higher, and the contrast of the dark areas is lower.

❏❏

❏ Intensity

❏❏

Move the slider to increase or decrease the level of darkness or lightness of your document.

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Saving a Custom Print Mode

After you change the settings on the Quality and Colour tabs, you can save the print mode for future use. For example, one print mode may be appropriate when printing a Word document, and another when printing a Photoshop graphic. To quickly set options for printing your next document, you can select your saved print mode.

To save the custom print mode:

1. On the Save tab, enter a name for the new print mode in the Title box.

2. In the Icon Selection box, click an icon to illustrate your new print mode. The icon you select for your custom print mode will then appear in the Choose Print Mode box on the Main tab.

3-14 Printing with the MultiPASS Printer Chapter 3

3. In the Description box, type an internal description of the print mode.

4. Click Save.

Adjusting the Order of Displayed Print Modes

The factory-defined and custom print mode icons display on the Main tab in a predefined order. If the current order is not convenient for you, you can move the icons, thereby adjusting the display order.

To adjust the display order of the print mode icons:

1. On the Save tab, in the Saved Settings box, click the print mode icon you want to move in its display order.

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Move Left

Move Right

2. Click Move Right or Move Left to move the icon as desired. Or, drag the selected icon to the desired position.

The print mode icons display in the order you assign.

Editing a Custom Print Mode

You can change the settings of any saved custom print mode. For example, you may want to define a different cartridge for a custom print mode you created earlier.

Chapter 3 Printing with the MultiPASS Printer 3-15

You cannot permanently change and save the settings for a factory-defined print mode.

To edit a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, click the custom print mode that you want to edit.

2. Click Advanced.

3. In the Properties dialog box, on the Quality and Colour tabs, make your desired changes.

4. On the Save tab, make sure that the print mode that you specified in Step 1 is selected in the Saved Settings list. Then click Save.

Your setting is saved with your new changes.

Deleting a Custom Print Mode

When you decide that you no longer need one of your saved custom print modes, you can delete it.

You cannot delete a factory-defined print mode.

To delete a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, click the custom print mode that you want to delete.

2. Click Advanced.

3. In the Properties dialog box, on the Save tab, make sure the print mode you clicked in Step 1 is selected in the Saved Settings box. Then click Delete.

4. When prompted, confirm that you want to delete the print mode.

Your custom print mode no longer appears.

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Saving a Custom Print Mode as a File

To keep the number of custom print modes stored on the Main tab to a minimum, you can save a print mode as a file. Once a custom print mode is saved, you can delete the print mode from the list of your saved settings. Anytime you need the print mode, however, you can retrieve the file.

To save a custom print mode as a file:

1. In the Printer Properties dialog box, on the Main tab, click Advanced.

2. In the Properties dialog box, click the Save tab.

3. In the Saved Settings list, click the print mode that you want to save as a file.

4. Click Save As.

5. In the Save File dialog box, click the folder where you want to save the file. Then type a name for the file.

6. Click OK.

Your custom print mode is saved in the folder and with the file name you specified.

Retrieving a Custom Print Mode File

When you need to print a document using a print mode you previously saved as a file, you can retrieve the print mode file.

To retrieve a custom print mode file:

1. In the Printer Properties dialog box, on the Main tab, click Advanced.

2. In the Properties dialog box, click the Save tab and then click Open.

3. In the Open File dialog box, click the following: the folder where you saved your print mode; the name of the file for your saved print mode that you want to retrieve; and the corresponding icon for the saved print mode.

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4. Click OK.

Chapter 3 Printing with the MultiPASS Printer 3-17

Your retrieved print mode appears in the Saved Settings box on the Save tab and in the Choose Print Mode box on the Main tab.

Setting Paper Options

In addition to choosing the print mode and changing any print quality and colour settings, you can set the following options on the Paper tab in the Printer Properties dialog box.

❏❏

❏ Page Size

❏❏

Select the size of the page you want to use for your document.

Often, the page size specified here is the page size you specified when you created your document in your Windows application.

3-18 Printing with the MultiPASS Printer Chapter 3

If you want to define your own page size, select Custom. Then, in the Custom Paper Size dialog box, specify the width, height, and unit measure for the size.

❏❏

❏ Normal-size Printing

❏❏

Click if you want to print your document in its actual size, not reducing or enlarging the size of the printing.

❏❏

❏ Scaled Printing

❏❏

Click if you want to reduce or enlarge the printing of your document.

❏❏

❏ Scaling

❏❏

If you selected Scaled Printing, select the percentage of reduction or enlargement.

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❏❏

❏ Page Layout Printing

❏❏

Click if you want to print more than one page on a single sheet of paper. Then, on the Features tab, you can specify the desired page layout options. For more details, see the “Setting Other Print Features” section.

❏❏

❏ Banner Printing

❏❏

Click if you want to print a banner. For details, see the “Printing a Banner” section.

❏❏

❏ Printer Paper Size

❏❏

If you selected Scaled Printing or Page Layout Printing, select the size of the paper in your printer on which you are printing.

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If you want to define your own paper size, select Custom. Then, in the Custom Paper Size dialog box, specify the width, height, and unit measure for the size.

❏❏

❏ Orientation

❏❏

Click the orientation to determine how your document is printed on the page: Portrait to print the contents of your document vertically on the page, or Landscape to print the contents of your document horizontally on the page.

Printing a Banner

Although your MultiPASS printer is capable of printing a banner, there are some limitations to the banner printing feature. These limitations are as follows:

❏ The MultiPASS printer cannot print on the first sheet of banner paper.

As a result, when printing, you must always allocate one sheet more than the length of your actual banner.

❏ The banner can be a maximum of five actual printed pages (for a total

of six pages, including the first sheet on which the banner cannot be printed).

T o prepare your MultiPASS printer for banner printing:

1. Make sure the paper rest is extended.

2. Make sure the paper thickness lever is set to the left.

3. Insert the banner paper into the printer. Make sure that you insert the first page so that the fold between the first and second pages is facing up.

4. Verify that the side of the paper that is facing up is the side on which you want the banner to appear.

5. Raise both paper output guides to a vertical position.

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To set your banner printing options and print your banner:

1. From within the application that you used to create the banner, click the Print command.

2. In the Print dialog box, under Print Range, specify the range of the pages to print.

Remember that you cannot print on the first page of your banner paper. Thus, if you want to print a banner that is the maximum length, under Print Range, specify printing from page 2 to page 6 for a total of five actual printed pages.

3. Click Properties.

4. In the Printer Properties dialog box, on the Main tab, select the print mode.

5. Click Advanced.

6. In the Properties dialog box, on the Quality tab, select Plain Paper in the Media Type box. Then click OK.

7. In the Printer Properties dialog box, on the Paper tab, select your banner paper size in the Page Size box. Then select Banner Printing.

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8. In the MultiPASS printer message box, click OK. Then in the Printer Properties dialog box, click OK.

9. In the Print dialog box, click the print command (usually OK or Print).

Your banner is printed by your MultiPASS printer.

Setting Other Print Features

You set the following options on the Features tab in the Printer Properties dialog box.

Chapter 3 Printing with the MultiPASS Printer 3-21

❏❏

❏ Background Printing

❏❏

Click if you want to continue working in your application while your document is printing.

❏❏

❏ Copies

❏❏

Specify the number of copies of the document you want to print.

❏❏

❏ Reverse Order

❏❏

If you are printing a multi-page document, click if you want to print the last page first.

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❏❏

❏ Collate

❏❏

If you are printing multiple copies of a multi-page document, click to have all pages of the document print before the next copy of the document is printed. If this option is not selected, each page in turn is printed the number of times needed for the number of copies you specified.

❏❏

❏ Page Layout

❏❏

Select if you want to print more than one page of your multiple page document on a single sheet of paper. If you had selected Page Layout on the Paper tab, the option is automatically selected on the Features tab.

If you select this option, you then choose the order in which the pages print on the sheet of paper. You can also indicate whether you want a frame placed around each page, to visually separate each page from one another.

The page graphic on the left illustrates your selected page layout.

❏❏

❏ Pages

❏❏

If you selected Page Layout, click the number of pages you want to print on a single sheet of paper.

❏❏

❏ Page Order

❏❏

If you selected Page Layout, click the order in which you want the pages of your document to print on the single sheet of paper. The icons illustrate the available choices, based on the number of pages you chose to print on a sheet of paper.

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❏❏

❏ Frame Border

❏❏

If you selected Page Layout, select if you want each page outlined with a border (a solid-line frame around each page). The border helps to distinguish the different pages from one another on the sheet of paper.

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❏❏

❏ Stamp

❏❏

If you want your document printed with a watermark stamp, click a predefined stamp. You may want to print your document with a watermark stamp that designates the status of the document. For example, you want to print your document with a stamp that marks the document as confidential or a draft version. When you have selected a particular stamp, you then select how you want the stamp to print:

z Stamp First Page Only

Select if you prefer to print the stamp only on the first page of your printed document, rather than all the pages.

z Place Stamp Over Text

Select if you prefer to print the stamp over the text within your document. This setting, however, may interfere with the readability of your printed document. Instead, clear this option to print the stamp in back of the text within your document. In this case, the text of your document prints over the stamp which may preserve the readability of your printed document.

The page graphic on the left illustrates your selected stamp.

If you want to define a custom stamp, see the “Creating or Changing a Stamp” section.

Creating or Changing a Stamp

When first installed, the software provides certain factory-defined stamps. You can change the settings of a predefined stamp or create one of your own.

In creating or changing a stamp, you define its various characteristics, such as the text, font, font size, colour, and placement on the page.

To create or change an existing stamp:

1. On the Features tab, in the Stamp box, click one of the following:

z The existing stamp you want to change

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z None to create a new stamp.

2. Click Stamp Settings.

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3. In the Stamp Settings Properties dialog box, specify the features of your stamp on the Text, Colour, and Placement tabs.

The graphic on the left illustrates your selected stamp settings.

4. To save your stamp settings, click Save. When prompted, confirm that you want to save your stamp.

To cancel your settings, click Cancel.

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Specifying the T ext of a Stamp

You define the following stamp options on the Text tab in the Stamp Settings Properties dialog box.

❏❏

❏ Stamp Text

❏❏

Type characters for your stamp.

❏❏

❏ Outline

❏❏

Click the type of border you want around the stamp text, if any.

❏❏

❏ True T ype Font

❏❏

Click the type of font you want for your stamp text.

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❏❏

❏ Size

❏❏

Click the point size of the font you want for the stamp text.

❏❏

❏ Bold

❏❏

Select if you want to make the stamp text boldfaced.

❏❏

❏ Italic

❏❏

Select if you want to make the stamp text italicised.

Setting the Colour of a Stamp

You can select a predefined colour from the colour palette, or customise a colour and optionally add it to the palette. You specify the following options on the Colour tab in the Stamp Settings Properties dialog box.

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To set the colour of the stamp text:

Under Palette, click an available colour shown in the colour palette. The selected colour is used for the text of your stamp.

To customise a colour:

1. Under Palette, click the colour that is closest to your desired custom colour.

2. Under Colour, move the scroll box for each of the listed colours until you’ve reached the desired colour mix for your custom colour.

3. If you want to save your custom colour in the palette, click Add to Palette. The newly created colour is added to the last row on the colour palette. If the last row has been filled with custom colours you created previously, you can choose to replace the oldest existing custom colour.

Setting the Placement of a Stamp

You can indicate the position on the page where and how you want the stamp to appear. You set the following options on the Placement tab in the Stamp Settings Properties dialog box.

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❏❏

❏ Position

❏❏

Click the desired placement on the page. If you want to define your own placement, click Custom. Then in the X-Position and Y-Position boxes, select the X-axis and Y-axis coordinates for the position of the stamp.

You can also click the stamp in the page illustration on the left and drag the stamp to the desired position on the page.

❏❏

❏ Orientation

❏❏

Click the number of degrees to specify the angle of rotation of your stamp. A negative number of degrees rotates the stamp clockwise.

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Deleting a Stamp

If you decide you no longer use a particular stamp, you can delete it.

To delete a stamp:

1. In the Printer Properties dialog box, click the Features tab.

2. In the Stamp box, click the stamp you want to delete. Then click Stamp Settings.

3. In the Stamp Settings Properties dialog box, click Delete.

4. When prompted, confirm that you want to delete the selected stamp.

Setting Default Printer Options

You can access printer driver options directly from the Windows desktop, before actually printing a document, to change the default settings.

To set the default printer options:

1. On the Windows desktop, click Start, point to Settings, and then click Printers.

2. In the Printers window, click the MultiPASS printer icon.

3. On the File menu, click Properties.

4. In the Properties dialog box, specify your changes on the appropriate tabs and click OK.

The following tabs provide standard Windows options for your printer driver: General, Details, and Sharing tabs in Windows 95/98, and Colour

3-30 Printing with the MultiPASS Printer Chapter 3

Management tab in Windows 98. For details about these options, see your Windows user documentation.

Displaying Printer Driver Information

You can review information about your printer driver, such as the version and copyright.

To do so, on the Main tab in the Printer Properties dialog box, click About.

Working with Print Options (Windows NT)

This section provides information on setting and changing your printing options if you are using Windows NT. If you are using Windows 95/98, see the “Working with Print Options (Windows 95/98)” section presented earlier in this chapter.

Changing the Printer Settings: a Summary

Printer

MultiPASS

Printing with the

The following instructions summarise the general procedures for changing printer settings. For detailed information on specific printer options, refer to later sections in this chapter.

To change print options:

1. With your document open, click the Print command. (In most Windows applications, this command is on the File menu or toolbar.)

2. In the Print dialog box, click Properties.

3. In the Printer Properties dialog box, on the Main and Paper tabs, specify the desired printer options.

4. If you are dissatisfied with your changes on a particular tab and want to revert to the default settings, click Defaults.

Chapter 3 Printing with the MultiPASS Printer 3-31

5. To save the changes and close the Printer Properties dialog box, click OK.

To close the dialog box without saving any changes, click Cancel.

Choosing a Print Mode

To choose a print mode:

1. In the Printer Properties dialog box, click the Main tab.

3-32 Printing with the MultiPASS Printer Chapter 3

2. Under Choose Print Mode, click the predefined print mode that best suits your document. With the initial installation of the software, the following factory-defined print modes are available:

z Text

Click Text if the majority of your document consists of text.

z Graphics

Click Graphics if you desire crisp and sharp border distinctions between the colours of your illustrations.

z Photo

Click Photo if you want your images to appear smoother and lifelike in colour. Because the Photo print mode provides a high print quality, expect your print job to take longer to complete.

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-33

z Super Photo

Click Super Photo when you want to make an exact replica of an original photo image. Super Photo is most effective when used in conjunction with the Photo BJ cartridge and high resolution paper.

z OHP

Click OHP if you want to print on transparencies.

z Draft

Click Draft if you would like to print your document quickly but with a lower print quality. The Draft print mode is ideal for longer documents and proofreading purposes.

The Printer Illustration area shows the settings for the current print mode.

The Description box displays a simple explanation or note about the selected print mode.

Changing the Print Mode Settings

You can temporarily change the settings of a factory-defined print mode, to print your current document. You can also define and save a custom print mode to fit the needs of a particular print job. Once saved, a custom print mode can be changed and resaved. If you do not save a custom print mode, it is available only for the current print job.

The following instructions summarise the procedures for changing print mode settings.

To change print mode settings:

1. In the Printer Properties dialog box, on the Main tab, click the print mode you want to change. Then click Change.

2. In the Properties dialog box, specify your desired print mode settings on the Quality and Colour tabs.

3. If you want to save your settings to print future documents, click the Save tab and save your settings as a custom print mode.

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4. When you have completed your entries on the Quality and Colour tabs (and optionally the Save tab), click OK or Cancel to close the dialog box.

If you did not save your settings on the Save tab: Click OK to save your settings temporarily to print only the current document; click Cancel to close the dialog box without saving your changes.

Setting Quality Print Mode Options

You define the following options on the Quality tab in the Properties dialog box.

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-35

❏❏

❏ BJ Cartridge

❏❏

Click the type of cartridge you want to use for printing:

z Colour/Black

Click when you are using the colour or black BJ cartridge.

z Photo Colour

Click when you are using the Photo BJ cartridge.

❏❏

❏ Print Quality

❏❏

Move the slider to set the desired print quality between Fast and Fine to choose the best balance between print speed and print quality.

❏❏

❏ Halftoning

❏❏

Click the desired halftoning method:

z Fine

Click to use a small pattern of dots that creates a smooth appearance with an average range of greyscales. This setting offers a faster printing speed and is best for printing business graphics.

z Diffusion

❏❏

❏ Media Type

❏❏

Click the type of printing medium (such as plain paper or envelopes).

Setting Colour Print Mode Options

To ensure colours are printed accurately, you set the following options on the Colour tab in the Properties dialog box.

3-36 Printing with the MultiPASS Printer Chapter 3

❏❏

❏ Colour Adjustment

❏❏

Select to adjust the differences between display colours and printed colours.

❏❏

❏ Colour Balance

❏❏

Move the slider to adjust the balance for the listed colours. Move the slider to the right for a darker shade of colour, to the left for a lighter shade of colour.

The overall coloration is modified when you change the balance of the four colour inks. Since colour is generally adjusted from within your software application, use this option for fine adjustments only.

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-37

❏❏

❏ Output Style

❏❏

Click whether to print accurate, natural-looking intermediate colours, or vivid, brilliant primary colours.

❏❏

❏ Brightness

❏❏

Adjust the overall darkness of the intermediate colours without changing the coloration for pure white and pure black:

z Light

Click if you do not want to adjust the brightness.

z Normal, Dark, or Very Dark

Click for an overall darker appearance. The contrast of the bright areas is higher, and the contrast of the dark areas is lower.

❏❏

❏ Matching

❏❏

Select the matching process to print colours as closely and as accurately as possible to the original colours.

z None

Prints colours based on the CMYK percentage, or a colour specified in a colour sample.

z Scanner/Camera

Prints a scanned image as closely and accurately as possible to the original colours.

z Screen

Prints images taken with a video camera, or images appearing on a monitor as closely and accurately as possible to the original colours. Also select Screen when you want to print scanned images, which have been processed with a software application.

❏❏

❏ Intensity

❏❏

Move the slider to increase or decrease the level of darkness or lightness of your document.

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Saving a Custom Print Mode

After you change the settings on the Quality and Colour tabs, you can save the print mode for future use. For example, one print mode may be appropriate when printing a Word document, and another when printing a Photoshop graphic. To quickly set print options for your next document, you can select a saved mode.

Printer

MultiPASS

Printing with the

To save the custom print mode:

1. In the Properties dialog box, on the Save tab, enter a name for the new print mode in the Title box.

2. In the Icon Selection box, click an icon to illustrate your new print mode. The icon you select for your custom print mode will then appear in the Choose Print Mode box on the Main tab.

Chapter 3 Printing with the MultiPASS Printer 3-39

3. In the Description box, type a description of the print mode. This description appears on the Main tab when your print mode is selected.

4. Click Save.

Adjusting the Order of Displayed Print Modes

To adjust the display order of the print mode icons:

1. On the Save tab, in the Saved Settings box, click the print mode icon you want to move in its display order.

Move Left

2. Click Move Right or Move Left to move the icon as desired.

The print mode icons display in the order you assign.

Move Right

Editing a Custom Print Mode

You can change the settings of any saved custom print mode. For example, you may want to define a different cartridge for a custom print mode you created previously.

3-40 Printing with the MultiPASS Printer Chapter 3

You cannot permanently change and save the settings of a factory-defined print mode.

To edit a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, click the custom print mode you want to edit.

2. Click Change.

3. In the Properties dialog box, on the Quality and Colour tabs, make your desired changes.

4. On the Save tab, make sure that the print mode that you specified in Step 1 is selected in the Saved Settings list.

5. Click Save.

Your setting is saved with your new changes.

Deleting a Custom Print Mode

When you decide that you no longer need one of your saved custom print modes, you can delete it.

Printer

MultiPASS

Printing with the

You cannot delete a factory-defined print mode.

To delete a custom print mode:

1. In the Printer Properties dialog box, on the Main tab, select the custom print mode that you want to delete.

2. Click Change.

3. In the Properties dialog box, on the Save tab, make sure the setting that you specified in Step 1 is selected.

4. Click Delete.

Your custom print mode no longer appears.

Chapter 3 Printing with the MultiPASS Printer 3-41

Saving a Custom Print Mode as a File

To save a custom print mode as a file:

1. In the Printer Properties dialog box, on the Main tab, click Change.

2. In the Properties dialog box, click the Save tab.

3. On the Save tab, in the Saved Settings list, click the print mode that you want to save as a file.

4. Click Save As.

5. In the Save File dialog box, click the folder where you want to save the file. Then type a name for the file.

6. Click OK.

Your custom print mode is saved in the folder and with the file name you specified.

Retrieving a Custom Print Mode File

When you need to print a document using a print mode you previously saved as a file, you can retrieve the print mode file.

To retrieve a custom print mode file:

1. In the Printer Properties dialog box, on the Main tab, click Change.

2. In the Properties dialog box, click the Save tab.

3. On the Save tab, click Open.

4. In the Open File dialog box, click the following: the folder where you saved your print mode; the name of the file for your saved print mode that you want to retrieve; and the corresponding icon for the saved print mode.

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5. Click OK.

Your retrieved print mode appears in the Saved Settings list on the Save tab and in the Choose Print Mode box on the Main tab.

Setting Paper Options

In addition to choosing the print mode and changing any print quality and colour settings, you can set the following options on the Paper tab in the Printer Properties dialog box.

Printer

MultiPASS

Printing with the

❏❏

❏ Paper Size

❏❏

Click the size of the paper or envelop you want to use.

Chapter 3 Printing with the MultiPASS Printer 3-43

The selected paper should be identical to the paper size specified within the Windows NT application from which you want to print.

❏❏

❏ Enlarge/Reduce

❏❏

Click to enlarge your document’s printing size by up to 400 percent or reduce it to as low as 10 percent of the original document size.

For detailed information, see the “Using the Enlarge/Reduce Option” section.

❏❏

❏ Printer Paper Size

❏❏

Click a paper size for the enlarging and reducing option.

When the Printer Paper Size option is selected instead of the Paper Size option, the size of the document is automatically enlarged or reduced to fit the printer paper size you selected.

❏❏

❏ Orientation

❏❏

Click the type of orientation to determine how your document is printed on the page: Portrait to print the contents of your document vertically on the page, or Landscape to print the contents of your document horizontally on the page.

❏❏

❏ Colour/Monochrome

❏❏

Click whether you want to print in colour or monochrome. You can also select to have this setting automatically determined.

❏❏

❏ Copies

❏❏

Click the number of copies you want to print.

❏❏

❏ Banner Printing

❏❏

Select to activate the banner printing feature. For details, see the “Printing a Banner” section.

Using the Enlarge/Reduce Option

You can use the Enlarge/Reduce option to increase your document printing size by up to 400 percent or reduce it to as low as 10 percent of the original document size. When you change the enlarge or reduce rates, however, you also change the printable area of your document, which may result in only a partial printing of your document.

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There are two ways to enlarge or reduce your document. You can either specify a different paper size from the one specified in the software application, or you can specify the rate of enlargement or reduction of the document size.

To enlarge or reduce by changing the printing paper size:

1. In the Paper Size list, click the paper size specified in the software application (you can usually find this by looking at the Page Setup option in the software application).

2. Select Enlarge/Reduce.

3. In the Printer Paper Size list, select the actual paper size that is in the printer. The percent by which your document is enlarged or reduced automatically adjusts to the printer paper size you specified.

4. Click OK.

To enlarge or reduce by specifying the rate of enlargement or reduction:

1. In the Paper Size list, select the paper size specified in the software application (you can usually find this by looking at the Page Setup option in the software application).

2. Select Enlarge/Reduce.

3. In the Enlarge Reduce list, select the desired rate of enlargement or reduction.

4. Click OK.

When you change the paper size in your software application, the rate of enlargement or reduction automatically adjusts to reflect your change.

Printing a Banner

Although your MultiPASS printer is capable of printing a banner, there are some limitations to the banner printing feature. These limitations are as follows:

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-45

❏ The MultiPASS printer cannot print on the first sheet of banner paper.

As a result, when printing, you must always allocate one sheet more than the length of your actual banner.

❏ The banner can be a maximum of five actual printed pages (for a total

of six pages, including the first sheet on which the banner cannot be printed).

T o prepare your MultiPASS printer for banner printing:

1. Make sure the paper rest is extended.

2. Make sure the paper thickness lever is set to the left.

3. Insert the banner paper into the printer. Make sure that you insert the first page so that the fold between the first and second pages is facing up.

4. Verify that the side of the paper that is facing up is the side on which you want the banner to appear.

5. Raise both paper output guides to a vertical position.

To set your banner printing options and print your banner:

1. From within the application that you used to create the banner, click the Print command.

2. In the Print dialog box, under Print Range, specify the range of the pages to print.

3. Click Properties.

4. In the Printer Properties dialog box, on the Main tab, select the print mode.

5. Click Change.

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6. In the Properties dialog box, on the Quality tab, select Plain Paper in the Media Type list. Then click OK.

7. In the Printer Properties or Printer Default dialog box, on the Paper tab, select your banner paper size in the Paper Size list. Then select Banner Printing.

8. In the MultiPASS printer message box, click OK. Then in the Printer Properties or Printer Default dialog box, click OK.

9. In the Print dialog box, click the print command (usually OK or Print).

Your banner is printed by your MultiPASS printer.

Setting Default Printing Options

You can access printer driver options directly from the Windows desktop, before actually printing a document, to change the default settings.

To set default print options:

1. On the Windows desktop, click Start, point to Settings, and then click Printers.

2. In the Printers window, click the MultiPASS printer icon.

3. On the File menu, click Document Defaults.

4. In the Document Defaults dialog box, on the appropriate tabs, specify your changes and click OK.

To set the paper size associated with a paper tray:

1. On your Windows desktop, click Start, point to Settings, and then click Printers.

2. In the Printers window, select the MultiPASS printer icon.

3. On the File menu, click Properties.

4. In the Printer Properties dialog box, click the Device Settings tab.

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-47

5. Under Change “Auto Feeder” Setting, click the paper size you want to assign.

6. To save your changes and close the dialog box, click OK.

To close the dialog box without saving your changes, click Cancel.

The General, Ports, Scheduling, Sharing, and Security tabs provide standard Windows options for your printer driver. For details on these

3-48 Printing with the MultiPASS Printer Chapter 3

options, see your Windows user documentation.

Displaying Printer Driver Information

You can review information about your printer driver, such as the version and copyright.

To do so, on the Main tab in the Printer Properties dialog box, click About.

Printer

MultiPASS

Printing with the

Chapter 3 Printing with the MultiPASS Printer 3-49

3-50 Printing with the MultiPASS Printer Chapter 3

Chapter 4

Using the Desktop Manager

This chapter provides an overview of the basic features of the Desktop Manager.

For detailed information and instructions on Desktop Manager tasks, refer to later chapters in this guide.

❑ Desktop Manager: an Overview ............................................................4-2

z Features of the Desktop Manager Window .................................. 4-3

z Understanding Desktop Manager Folders.................................... 4-6

z System-Defined Folders................................................................... 4-6

z User-Defined Folders ....................................................................... 4-8

z Viewing Documents in the Desktop Manager.............................. 4-8

Using the

Desktop Manager

Chapter 4 Using the Desktop Manager 4-1

Desktop Manager: an Overview

The MultiPASS Desktop Manager is a full-featured Windows application that enables you to use your MultiPASS printer from your computer. With the Desktop Manager, you can:

❏ Send and receive faxes from and to your computer

❏ Scan images into your computer

❏ Store faxes and scanned images in folders on your computer

❏ Import or export a document

❏ Manipulate stored documents by removing a page; splitting or

merging it with another document; editing it by cropping, rotating or flipping; adjusting the document brightness, contrast, size, or image type; or by printing the document

❏ Annotate a stored document

❏ Set up an address book for individuals or groups to whom you

repeatedly send faxes

❏ Design your own fax cover page

❏ Define system options for the MultiPASS printer

❏ Complete other tasks such as phoning an individual with an

extension telephone connected to your MultiPASS printer and monitoring the status of your Desktop Manager jobs.

To start the MultiPASS Desktop Manager:

1. On the Windows desktop, click Start, and then point to Programs.

2. In the Programs menu, point to Canon MultiPASS Suite, and then click MultiPASS Desktop Manager.

4-2 Using the Desktop Manager Chapter 4

To close the Desktop Manager:

On the File menu, click Exit.

When you exit the Desktop Manager, you close only the Desktop Manager window. Any documents you have set up to PC fax or print remain active. The MultiPASS Status Monitor and the Send Fax Manager, which track the progress of your active jobs, also remain open and active.

Features of the Desktop Manager Window

This section provides an overview on the basic use of the MultiPASS Desktop Manager window. Detailed instructions for using its commands and components are provided in later sections of this chapter.

Menu Bar

Document T oolbar

Action T oolbar

Folders List

Work Area

Using the

Desktop Manager

Command Bar

Status Bar

❏❏

❏ Menu Bar

❏❏

The menu bar contains the commands that enable you to perform the various Desktop Manager tasks. Many of the commands can also be accessed using their corresponding button on the toolbar.

Chapter 4 Using the Desktop Manager 4-3

Some of the menu commands are also available on shortcut menus, which are displayed by clicking the right mouse button in the Desktop Manager window.

❏❏

❏ Document Toolbar

❏❏

The Document toolbar provides quick access for performing manipulation tasks with a selected document. In circumstances where a task is not possible, the toolbar button is unavailable, appearing dimmed.

Select All

Arrange

Split

Document View

Manual Indexing

Duplicate

❏❏

❏ Action Toolbar

❏❏

Remove Page

Merge

List View

Edit Keywords

Show Search Results

The Action toolbar provides quick access for performing certain Desktop Manager tasks. In circumstances where a task is not possible, the toolbar button is unavailable, appearing dimmed.

Scan

Import

Fax Log

Manage Cover Pages

Fax Setup

Help Contents

Fax Memo

Address Book

Cover Page Designer

Send Fax Manager

Delete

You can move the action or document toolbar anywhere on the Desktop Manager workspace to better suit your own working habits.

ToolTips are also available, providing descriptions of the toolbar buttons. To display a ToolTip, pause the mouse pointer when it is directly over a button.

4-4 Using the Desktop Manager Chapter 4

Export

❏❏

❏ Folders List

❏❏

The folders list contains folders that store your documents. The list contains both system-defined folders, which were automatically created when you installed the software, and user-defined folders, which you create as you need them.

❏❏

❏ Work Area

❏❏

The work area appears to the right of the folders list and displays the documents contained in the open folder. The documents are displayed either as a graphic thumbnail of each document, or a list of the documents.

The width of the work area can be adjusted by dragging the border (the split bar) between the work area and folders list.

❏❏

❏ Command Bar

❏❏

The Command bar is located at the bottom of the work area and contains buttons that perform key processing tasks. You can also launch other Windows applications such as your email program, Paint or WordPad.

Open Document

Send Email

Launcher Application

Send Fax Phone

A Phone button displays if an extension telephone is connected to your MultiPASS printer and you set the telephone option in the Desktop Manager Setup Options dialog box. This is described in detail in Chapter 8, “MultiPASS Printer Setup and Other Utilities in the Desktop Manager.”

You use command bar buttons as follows:

z Drag a document to the button.

For example, you can drag a document from a folder to the Print button in order to print the document.

Chapter 4 Using the Desktop Manager 4-5

Using the

Desktop Manager

If a document is dragged to a button that cannot perform the task, the mouse pointer displays as a No icon (a circle with a diagonal bar drawn through it).

z Select a document in a folder, and then click a button.

This method activates the command for the selected document, as though the document had been dragged to the button.

z Click a launching icon. This starts the application as if it were

started from the Windows desktop.

❏❏

❏ Status Bar

❏❏

The status bar displays information about the selected document or folder, or a description of the currently selected menu or toolbar command. It also displays the current date and time. The information is for display only, and cannot be edited.

Understanding Desktop Manager Folders

The Desktop Manager stores and organises documents in folders. Only one folder can be open at a time. When you open another folder, the current folder closes.

You can organise your documents in any manner you want, placing documents in folders, or folders within folders as may be desirable.

System-Defined Folders

When you installed the Desktop Manager, a number of system-defined folders were automatically created — In Box, Sent Fax, Scan, Trash, and Cabinet (which contains the folders you create). You can tell which folder is open by the folder icon.

You cannot add new folders or documents to the system-defined folders. They are reserved for use by the Desktop Manager in the following ways:

4-6 Using the Desktop Manager Chapter 4

❏ With the exception of the Trash folder, only the Desktop Manager can

place documents in system-defined folders, based on faxes sent or received, or images scanned. You can rename, copy, move, delete, or manipulate documents in these folders.

❏ The system-defined folders, including the Trash folder, cannot be

deleted or renamed.

A document remains in a system-defined folder until you move it to a user-defined folder, or delete it.

In Box Folder

The In Box folder is automatically opened each time you start the Desktop Manager (even if is empty). It stores all incoming faxes that were sent to you by other fax machines, received by your MultiPASS printer, and then uploaded to your PC.

Each received fax is displayed using a system-assigned name. You can change the name to something more descriptive.

Sent Fax Folder

The Sent Fax folder contains all documents which have been successfully sent as PC faxes and which you requested not to be deleted after sending. Each sent fax displays with a system-assigned name, which can be changed as desired.

Scan Folder

The Scan folder stores all images you scan with the MultiPASS printer from the Desktop Manager. Each document displays with a systemassigned name, which can be changed as desired.

Chapter 4 Using the Desktop Manager 4-7

Using the

Desktop Manager

Trash Folder

The Trash folder stores all the documents you remove from the other folders. Once a document is moved to the Trash folder, it remains there until you delete it.

You can fax, print, or open documents in the Trash folder.

User-Defined Folders

You can create an unlimited number of folders for your own use in the Cabinet. You cannot place documents directly into the Cabinet; you must place them in folders within the Cabinet.

Viewing Documents in the Desktop Manager

When you open a folder, you can view the documents which are contained in that folder in Document View or List View.

If the number of documents within a folder exceeds the available work area, horizontal and/or vertical scroll bars display. You can use them to scroll through the work area to view all the documents.

To open a folder:

In the folders list, click the desired folder.

Document View

Document View displays each individual document as a thumbnail titled with the document name. For multiple page documents, the thumbnail also displays the page count, as well as scroll arrows at the bottom, and a scroll box at the right side. The scroll arrows and scroll box enable you to page through a multi-page document, displaying each page in turn or moving to a particular page in the document.

4-8 Using the Desktop Manager Chapter 4

Document View allows you to work with an individual document at the page level: scrolling pages, removing a page, splitting a document, or merging two or more documents into a single document. You can rearrange the document thumbnails within the work area as needed by simply dragging them to the desired location.

To view documents in a folder as thumbnails:

With the folder open, click Document View on the View menu or toolbar.

List View

List View displays documents within the open folder as a list. Each document in the list displays an icon representing the document type, along with other pertinent information about the document (such as its name, page count, disk storage size, date and time of creation, and its origin).

Using the

Desktop Manager

Chapter 4 Using the Desktop Manager 4-9

The icon designates the document type as fax, scan, or modified. A modified document is a document where the fax cover page has been removed, a scanned document that has been annotated, or a multi-page document that has been split into multiple documents.

Documents displayed in List View cannot be manipulated as in Document View, such as by splitting a document or merging two or more documents.

To view documents in a folder as a list:

With the folder open, click List View on the View menu or toolbar.

Sorting Documents in the List

You can change the order of listed documents in both system-defined and user-defined folders using any of the column label criteria displayed at the top of the list. Sorting by page, size, or date and time displays the largest or most current document last. The list displays in the selected order until you change the sort option.

To change the order of the list:

Click the title of the appropriate column at the top of the list.

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With the installation of the MultiPASS Desktop Manager, the MultiPASS Toolbar displays on the Windows desktop. For information and instructions, see the “Scanning with the MultiPASS Toolbar” section in Chapter 6, “Scanning.”

Using the

Desktop Manager

Chapter 4 Using the Desktop Manager 4-11

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Chapter 5

PC Faxing

This chapter provides information and instructions for sending and receiving a fax, setting up the Address Book, and designing your own fax cover page.

❑ Faxing with Your Computer ....................................................................5-2

l Sending a Fax from Your Computer (PC Faxing) ...........................5-2

l Specifying a Fax Recipient ...............................................................5-5

l Defining Send Fax Options .............................................................. 5-7

l Processing the Fax .............................................................................5-9

l Creating a Fax Memo ...................................................................... 5-11

l Receiving a Fax ............................................................................... 5-12

l Using the Fax Log ........................................................................... 5-14

l Working with Jobs in the Send Fax Manager .............................. 5-15

❑ Setting Up the Address Book ................................................................ 5-20

l Working with Address Book Entries............................................ 5-21

l Printing the Address Book ............................................................ 5-26

l Importing the Address Book ......................................................... 5-27

l Exporting the Address Book ......................................................... 5-29

❑ Designing a Fax Cover Page ................................................................. 5-31

l Using the Cover Page Designer .................................................... 5-32

l Creating a New Cover Page .......................................................... 5-34

l Making Image Adjustments .......................................................... 5-48

l Adding Annotations to Your Cover Page .................................... 5-61

l Opening and Modifying a Fax Cover Page ................................. 5-63

l Reverting to the Last Saved Version ............................................. 5-64

l Printing a Cover Page .................................................................... 5-64

l Renaming a Cover Page ................................................................. 5-64

l Deleting a Cover Page .................................................................... 5-66

❑ Faxing with Your Email Application .................................................. 5-66

l Setting Up MultiPASS Fax in Your Email Application .............. 5-67

l Sending an Email Message as a Fax ............................................ 5-67

l Receiving a Fax ............................................................................... 5-68

PC Faxing

Chapter 5 PC Faxing 5-1

Faxing with Your Computer

You can use the Desktop Manager, with your MultiPASS printer, to send and receive faxes. You can also set up an Address Book, containing fax and email information for people to whom you often send faxes, and design your own fax cover page. To assist you in managing your faxes, a Fax Log maintains a record of every fax you send or receive.

You can also customise your MultiPASS printer by changing the factory default user settings. The settings include the date format that displays on your faxed documents, or how many times the MultiPASS printer calls another fax unit if the other party’s line is initially busy. You can also register one-touch/coded speed dial and group numbers using the Desktop Manager and then download them to the MultiPASS printer. For details on changing setup options, refer to Chapter 8, “MultiPASS Printer Setup and Other Utilities in the Desktop Manager.”

Sending a Fax from Your Computer (PC Faxing)

You can send a PC fax from any Windows application that supports document printing using the MultiPASS fax driver.

The MultiPASS Desktop Manager sends the PC fax to the Send Fax Manager, where its progress is tracked until it is actually transmitted. If you specified multiple recipients, an individual fax job for each recipient is sent to the Send Fax Manager. Once transmitted, the fax is placed in your Sent Fax folder (unless you specified that it be deleted after transmission). A record of the sent fax is also recorded in the Fax Log. If a fax fails (for example, because of an incorrect fax number), it remains in the Send Fax Manager until you attempt to resend it or delete it.

When you send a PC fax, you provide fax information about each recipient, such as the recipient’s name and fax number. If, as part of the recipient’s information, you provide the recipient’s email address, the document can be transmitted as an email message. The email feature is possible if you have an email application installed on your system that is Messaging Application Program Interface (MAPI)-compliant (such as Microsoft Exchange). Your email application must be set up as the system default MAPI client. For details, see your email application documentation.

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Before sending a PC fax, make sure that the date and time in your computer is correct. The system date and time displays on all PC faxes that you send. If you need to change the date and time, refer to your Windows user documentation.

The following instructions summarise the overall procedures for sending a PC fax.

To send a PC fax:

1. With the document you want to fax open in a Windows application (such as Word), click the Print command. (In most Windows applications, the command is on the File menu or toolbar.)

2. In the Print dialog box, select Canon MultiPASS Fax as your printer in the Printer list, and then click OK.

3. In the Send Fax dialog box, enter the recipient for your fax.

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l For a onetime recipient, enter the name and fax number or email

address in the First Name, Last Name, Fax, and Email Address boxes.

l For an entry listed in your address book, click the applicable name

in the To list box, and then click Add.

4. For a onetime recipient, select Use Outside Dialling Prefix if you need to use a prefix (for example, 9) to access an outside line in dialling the fax number.

5. Optionally, select and enter any of the following send fax options:

l Enter the name of your recipients company in the Company box.

l Enter the fax subject in the Subject box.

l To attach a cover page to your fax, select it in the Template list. If

you do not want to use a fax cover page, select None.

l Enter your name and telephone number (the Sender) in the From

and Phone boxes.

l Enter any desired comments or notes, which display on the cover

page, in the Memo box.

l To delete the fax after it is sent, click Delete After Sending.

l To include any annotations that were added to the fax using the

MultiPASS Viewer, click Include Annotations.

6. After completing your fax entries, process the fax as follows:

l To send the fax or email immediately, click Send Now.

l To send the fax at a specified later time, click Send Later. This

option is not available for sending email.

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l To hold the fax indefinitely, preserving all fax options, click Hold.

This option is not available for sending email.

l To close the dialog box without sending the fax, cancelling the

specified fax options, click Cancel.

Specifying a Fax Recipient

To send a fax, you must insert the required recipient information in the Send Fax dialog box. The required information is your recipient’s first and last name and your recipient’s fax number or email address.

You can insert the required information into the Send Fax dialog box by using one of three methods: you can specify a onetime fax recipient, select entries from your Address Book, or a combination of both.

Specifying a Onetime Recipient

A onetime recipient is specified by entering the name and fax number or email address in the First Name, Last Name, Fax, and Email Address boxes.

Entering a Fax Number

In the Fax box, when you enter a fax number, use the actual numbers plus any valid characters that separate the different segments of the fax number. For example, you can use 0 through 9, dash (-), or parentheses (). For a complete list of the characters that are valid in the Desktop Manager, refer to Appendix A.

Entering an Email Address

If you enter an email address instead of a fax number, you cannot hold the email or schedule it for sending later.

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Including a Fax Recipient from the Address Book

The To list box displays all recipients which have been set up in the Address Book. You can include one or more recipients by selecting the name and clicking Add. Selected names display in the Recipients list box and appear disabled in the To list box. This is to prevent the same recipient from being selected twice.

Removing a Fax Recipient

You can remove a name included in the Recipients list box by clicking the name, and then clicking Remove. If the recipient was previously added to the Address Book, the name again becomes available in the To list box.

Adding a New Recipient to the Address Book

If you want to add a new fax recipient to your Address Book, you can do so as follows:

1. Enter the recipient information in the First Name, Last Name, Company, Prefix, Fax, and Email Address boxes.

2. Click New Individual Entry.

3. Complete the fields in the New Recipient dialog box as necessary and click Add.

You can also click the New Individual Entry button without first entering the recipient information in the Send Fax dialog box. In this case, a blank

New Recipient dialog box displays. Complete the appropriate information and click Add.

For detailed instructions on using the New Recipient dialog box to add a new individual to the Address Book, refer to the “Working with Address Book Entries” section in this chapter.

Specifying a Dialling Prefix

In some office environments, you may need to enter a prefix for the fax number, which is the number required to connect you to an outside phone line (usually 9).

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For a onetime recipient, you must select the Use Outside Dialling Prefix option in the Send Fax dialog box if you need to use a prefix (such as 9) to access an outside line.

For a recipient from the Address Book, if you selected the Use Outside Dialling Prefix option in the New Entry or New Recipient dialog box used to create their entry, you do not need to select Use Outside Dialling Prefix.

Defining Send Fax Options

The following sections provide additional information on defining options in the Send Fax dialog box.

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Attaching a Cover Page

As desired, you can attach a cover page to your fax. The Desktop Manager contains a library of predefined fax cover pages, each providing a different style for both business and personal use. In addition, you can design your own cover page using the MultiPASS Cover Page Designer and add it to the library.

For instructions on designing your own cover page, refer to the “Designing a Fax Cover Page” section in this chapter.

Previewing the Cover Page

To view a selected cover page before sending the fax, click Preview. The cover page displays the specified recipients and other fax information, including memo text. This display is read only, and cannot be edited.

To print the cover sheet, click Print on the File menu or toolbar. In the Print dialog box, select your printing options and click OK.

To close the Preview window, click Exit on the File menu. For instructions on editing a cover page, refer to the “Designing a Fax Cover Page” section in this chapter.

Entering Fax Sender Information

To identify yourself as the sender of the PC fax, enter your name and telephone number in the From and Phone boxes. Once you send your first PC fax, this information is automatically displayed the next time you send a PC fax. You can then change the fax sender information as desired.

Entering a Memo

You can include a memo on the fax cover page if the cover page has been designed to accept memo text. The font, style, and size of the memo text are determined by the particular design of the selected cover page. You can change these attributes using the MultiPASS Cover Page Designer. For instructions on editing a cover page, refer to the “Designing a Fax Cover Page” section in this chapter.

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Deleting the Fax After Sending

If the Delete After Sending option is selected, the fax is automatically deleted after it has been successfully transmitted. This option makes it easy to keep your computer free of unneeded documents, thereby maximising your available disk space.

If this option is not selected, the fax is automatically moved from the Send Fax Manager to the Sent Fax folder after transmission.

Including Annotations

Using the editing capabilities of the MultiPASS Viewer (described in Chapter 7, “Working with Documents in the Desktop Manager”), you may have modified your document — for example, by adding text annotations, graphic or text stamps, or highlighting. In this case, you can select to include these modifications by clicking the Include Annotation option.

If this option is not selected, the original version of the document is faxed, without any added annotations.

Processing the Fax

You can send your fax — either now or later — only when at least one recipient and fax number has been specified. As necessary, you can also place a fax on hold and return to it later. The following sections provide additional information on these processing options.

Sending the Fax Now

When you click Send Now, the fax document is sent to the Send Fax Manager until it is transmitted. Once transmission is complete, the fax is either moved to the Sent Fax folder or deleted, based on whether you enabled or disabled the Delete After Sending option.

If you entered both an email address and a fax number, when you click Send Now, the Select Send Preference dialog box appears.

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In the Select Send Preference dialog box, specify your desired sending mode, and then click OK.

Sending the Fax Later

If you prefer to send the fax later, you can specify the date and time to send it by clicking Send Later. In the Send Later dialog box, select the desired transmission date and time from their respective lists, and click OK.

The Send Later option only applies to faxes; it does not apply to email messages. If you specified both a fax number and an email address in the Send Fax dialog box, when you click Send Later, the fax is scheduled for the designated fax recipients, and the email message is sent to the designated email recipients.

The fax is sent to the Send Fax Manager for processing at the specified date and time.

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Holding the Fax

You can place a fax document on hold at any time prior to sending it. The held fax is sent to the Send Fax Manager with no specified transmission time. Any fax information you entered — such as recipients or cover page information — is preserved. You can decide later whether to send the fax — revising the send information as needed — or to delete it.

If you specified both a fax number and an email address in the Send Fax dialog box, in the Select Send Preference dialog box that appears, click Email or Fax. Then click OK.

The Hold option only applies to faxes; it does not apply to email. If you specified both a fax number and an email address in the Send Fax dialog box, when you click Hold, the fax is held for the designated fax recipients, and the email message is sent to the designated email recipients.

Cancelling the Fax

If you cancel the fax while working in the Send Fax dialog box, you are returned to the application where you originally initiated the Send Fax (or Print using the MultiPASS Fax driver) command.

Creating a Fax Memo

A fax memo is generally a brief, one-page fax sent directly from the Desktop Manager, without using another Windows application to create it. Operating directly from the Desktop Manager, you specify the same fax options as described in the previous sections of this chapter.

To create a fax memo:

1. In the Desktop Manager, click Fax Memo on the File menu or toolbar.

2. In the Send Fax dialog box, specify your fax options, as described in the previous section:

l Select a cover page from the Template list, then enter the message

of your fax in the Memo box.

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l Revise the Sender name and phone number as necessary.

l Click Delete After Sending to delete the fax after it is successfully

transmitted.

3. After completing the entries in the Send Fax dialog box, process the fax:

l To send the fax immediately, click Send Now.

l To send the fax at a later time and date, click Send Later.

l To hold the fax indefinitely, click Hold.

l To close the dialog box without sending the fax or an email, click

Cancel.

Because the fax memo is not originating from a document created in another Windows application, be sure to enter the memo message in the Memo box. Also, since your fax memo does not originate from a document that may have been annotated in the MultiPASS Viewer, the Include Annotation option will not be available for selection.

Receiving a Fax

All incoming faxes are received by your MultiPASS printer and can be uploaded to the Desktop Manager for viewing, printing, or replying. Uploaded faxes are stored in your In Box folder. A flashing icon in the taskbar indicates that you have received a new incoming fax. Once you open the folder to review the newly received fax, the flashing icon no longer displays until another fax is received.

A received fax displays in the In Box folder with a system-assigned name. The fax remains in the In Box folder until you move or delete it.

You can receive faxes regardless of whether your computer is turned on or off.

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Canon MULTIPASS SUITE VERSION 3.10, MULTIPASS C80 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Software User's Guide

Copyright

Contents

Introduction

Printing with the MultiPASS Printer

Using the Desktop Manager

PC Faxing