Gestetner 2045 Fax Manual
6. LAN-Fax Features
Sending Fax Documents from Computers
The optional printer/scanner unit is required to use this feature.
Using computers connected to the machine through parallel ports, IEEE 1394 (IP
Over 1394) ports, LANs, or wireless LANs, you can fax documents, created using Windows applications, to other fax machines over a telephone line.
• To send a fax, simply select [Print] from the Windows application, then select
LAN-Fax as the printer, and then specify a destination.
• In addition to sending faxes, LAN-Fax Driver allows this machine to be used
for printing out documents prepared on a computer for proof checking.
• To use LAN-Fax Driver, connect this machine to a LAN and make the necessary network settings, and then install LAN-Fax Driver and related utilities
on your computer.
Important
❒ Errors occurring when the machine is used as a LAN-Fax will not be dis-
played on the computer. Check the help menus using a Web browser.
95
LAN-Fax Features
6
Installing the Software
You need to install LAN-Fax Driver
on your computer before using the
LAN-Fax functions. LAN-Fax Driver
is on the CD-ROM included with the
printer.
Address Book and LAN-Fax Cover
Sheet Editor are installed with LANFax Driver. Address Book helps you
edit LAN-Fax transmission destinations. LAN-Fax Cover Sheet Editor
helps you edit LAN-Fax cover sheets.
Note
❒ The following explanation as-
sumes that you are familiar with
general Windows procedures and
practices. If you are not, see the
documentation that comes with
Windows for details.
Auto Run Program
With Windows 95/98/Me, Windows
2000/XP, and Windows NT4.0, the
installers for various drivers and utilities launch automatically as Auto
Run programs when you insert the
CD-ROM.
If your operating system is Windows
2000/XP or Windows NT 4.0, installing a printer driver using Auto Run
requires Administrator permissions.
When you install LAN-Fax Driver using Auto Run, log on using an account that has Administrator
permissions.
Note
❒ If the plug and play function starts,
click [Cancel] in the [New Hardware
Found], [Device Driver Wizard], or
[Found New Hardware Wizard] dialog
box, and then insert the CD-ROM.
The [New Hardware Found] or [Found
New Hardware Wizard] dialog box appears depending on the system
version of Windows 95/98/Me,
Windows 2000, or Windows XP.
❒ Auto Run might not work auto-
matically with certain OS settings.
If this is the case, double-click “Set-
up.exe”, located on the CD-ROM
root directory.
❒ If you want to cancel Auto Run,
hold down the {{{{SHIFT}}}} key (when
your system is Windows 2000/
Windows XP, hold down the left
{{{{SHIFT}}}} key) while inserting the
CD-ROM. Keep the {{{{SHIFT}}}} key
hold down until the computer
stops reading the CD-ROM.
❒ Clicking [Cancel] during installa-
tion aborts the installation. If you
cancel the installation, restart your
computer and install the rest of the
software or printer driver.
LAN-Fax Driver, Address Book, and
LAN-Fax Cover Sheet Editor can be
installed by Auto Run.
96
Installing Individual
Applications
Use the following procedure to install
LAN-Fax Driver, Address Book, and
LAN-Fax Cover Sheet Editor at one
time.
Before installing the above applications, install SmartNetMonitor for
Client. See Printer Reference 1.
Quit all applications currently
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running.
Insert the CD-ROM included
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with this machine into the CDROM drive of your computer.
The installer launches automatically, and the language selection window appears.
Note
❒ Depending on your operating
system settings, the installer
may not launch automatically.
If it does not, double-click “SET-
UP.EXE” in the CD-ROM root
directory to launch the installer.
Select the interface language of
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the software, and then click [OK].
Click [LAN-Fax Driver].
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The software license agreement
window appears.
Read all of the terms and, if you
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agree, select [I accept the agreement],
and then click [Next].
Sending Fax Documents from Computers
Confirm that the [Printer Name:
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<LAN-Fax M3>] check box has been
selected, and then click [Continue].
Click [Finish].
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The installation completion dialog
box appears.
Click [Finish].
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Click [Exit].
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Applications Stored on the
CD-ROM
This section provides information
about LAN-Fax Driver, Address Book,
and LAN-Fax Cover Sheet Editor.
LAN-Fax Driver
This driver allows you to use LANFax functions.
❖❖❖❖ Location of the File
The following folders are on the
CD-ROM:
• LAN-Fax Driver for Windows
95/98/Me
\DRIVERS\LAN-FAX\WIN9X_Me
• LAN-Fax Driver for Windows
2000/XP
\DRIVERS\LAN-FAX\WIN2K_XP
• LAN-Fax Driver for Windows
NT4.0
\DRIVERS\LAN-FAX\NT4
❖❖❖❖ Operating Environment
6
Note
❒ If you select [I don't accept the
agreement], you cannot complete
the installation.
Click the [LAN-Fax Driver] check
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box, and then click [Next].
• Computer
PC/AT Compatible
• Operating Systems
Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT4.0
• Display
VGA 640×480 dots or more
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LAN-Fax Features
6
Limitation
❒ All operations cannot be guaran-
teed depending on the system environment.
❒ When you use Windows NT,
LAN-Fax Driver will not work in
an RISC base processor (MIPS R
series, Alpha AXP, PowerPC) environment.
Note
❒ Before beginning installation, exit
all other applications.
Address Book
Address Book helps you edit LANFax transmission destinations.
❖❖❖❖ Operating Systems
Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT4.0
LAN-Fax Cover Sheet Editor
LAN-Fax Cover Sheet Editor helps
you edit LAN-Fax cover sheets.
❖❖❖❖ Operating Systems
Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT4.0
Setting LAN-Fax Properties
This section describes how to make
settings such as paper size, resolution, and options.
• Paper size
• Orientation
• Tray
• Resolution
• Gray scale
• Printing images of True Type fonts
When this machine is connected to a
network, selections for the option
configuration are automatically performed.
For details, see Help.
Limitation
❒ If your operating system is Win-
dows 2000/XP or Windows NT4.0,
log on using an account that has
Administrator permissions.
Note
❒ If the options on this machine are
not configured as instructed, LANFax functions may fail to work as
intended.
On the [Start] menu, point to [Set-
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tings], and then click [Printers].
98
Note
❒ With Windows XP Professional,
select [Printers and Faxes] on the
[Start] menu.
❒ With Windows XP Home Edi-
tion, select [Control Panel] on the
[Start] menu. Next select [Printers and Other Hardware], and then
[Printers and Faxes].
Double-click [LAN-Fax M3], and
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then click [Properties] on the [File]
menu.
Note
❒ With Windows NT, click [Docu-
ment Default] on the [File] menu.
Make settings for the option con-
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figuration.
Sending Fax Documents from Computers
Basic Transmission
This section describes how to send fax
documents created using Windows
applications.
To send a fax, simply select [Print]
from the Windows application, then
select [LAN-Fax] as the printer, and
then specify a destination in the [LAN-
Fax] dialog box.
When using Windows 95/98/Me
A Click the [Paper] tab.
B Click [Accessories…].
When using Windows 2000,
Windows XP, or Windows NT
A Click the [Advanced] tab.
B Click [Printing Defaults…].
C Click [Accessories…].
Confirm the settings for the op-
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tion configuration.
When using a network
A If the settings do not match the
installed optional units, click
[Reload from Device].
When not using a network
A Select the check box besides
the installed optional units.
Click [OK].
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The settings for the option configuration are completed.
Open the application document you
want to send or create a new document, and then perform the following
procedure.
For details, see Help.
Limitation
❒ When using SmartNetMonitor for
Client, you cannot send documents to this machine using more
than one LAN-Fax at the same
time.
On the [File] menu, click [Print].
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Select [LAN-Fax M3] in [Printer
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Name].
Click [OK].
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The LAN-Fax dialog box appears.
Note
❒ The setting method may differ
depending on the application
you are using. In all cases, select
[LAN-Fax M3] for the printer.
Specify the destination.
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Use one of the following procedures to specify a destination. For
details, see Help.
6
Click [OK].
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LAN-Fax Features
6
Note
❒ You can select the appropriate
line in the [Line] list.
❒ You can specify up to 500 desti-
nations.
❒ The machine can hold up to 64
documents sent using LANFax, as those to be transmitted.
Specifying a destination using a
Destination list
A Enter a destination in the [Fax
Number] box.
When using a Destination list:
Enter [#] and the registration
number.
B Click [Next Number].
The entered destination is added and displayed in the [List of
Destinations] box.
B Click [Next Number].
The entered destination is added and displayed in the [List of
Destinations] box.
Note
❒ If you do not want the en-
tered destination to be added
to the list, skip this step. Also
when this step is skipped, the
document will be sent to the
number entered in the [Fax
Number] box.
C To specify more destinations,
repeat steps AAAA and BBBB.
Specifying a destination using
Address Book
In order to use this method, you
need to register destinations in the
address list using Address Book.
See p.98 “Address Book”.
Note
❒ If you do not want the en-
tered destination to be added
to the list, skip this step. Also
when this step is skipped, the
document will be sent to the
number entered in the [Fax
Number] box.
C To specify more destinations,
repeat steps AAAA and BBBB.
Specifying a destination by
directly entering a fax number
A Enter a fax number in the [Fax
Number] box.
Note
❒ To enter a pause, click [Pause].
A Select a CSV file containing
the desired address list, from
the drop-down menu.
Note
❒ Up to three files used most
lately appear in the dropdown menu. To use an address list that did not appear,
click [Browse…], and then select the file.
B In the [Name] list select [Con-
tact], [Company], or [Group], and
then select [ALL] or an initial
letter.
The destinations matching the
selected parameters appear.
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Sending Fax Documents from Computers
C Click the destination to high-
light it, and then click [Set as
Destination].
The entered destination is added and displayed in the [List of
Destinations] box.
D To specify more destinations,
repeat steps BBBB and CCCC.
Specify options.
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Reference
See p.101 “Attaching a cover
sheet”.
See p.103 “Specifying Two-Sided Printing”.
See p.101 “Previewing fax images”.
See p.103 “Printing or Saving as
Files”.
See p.101 “You can specify the
following options:”.
If you do not want to specify options, proceed to step
Click [Send].
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Note
❒ When you click [Print&Send], a
fax will be transmitted to the
destination and a copy of the
document you send will be
printed from your machine.
F
.
Attaching a cover sheet
• Title of address as destination info.
• Company name as sender info.
• Department name as sender info.
• Person name as sender info.
• Telephone number as sender info.
• Fax number as sender info.
• Date
• Message
Note
❒ To edit the cover sheet, click [Cover
Sheet...]. See p.105 “Editing Fax
Cover Sheets”.
Previewing fax images
Selecting the [Preview] check box allows you to check how the fax document will be output at the
destination.
Select the [Preview] check box, and
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then click [Print] or [Send].
The [Preview] window appears.
Check the image, and then click
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[OK].
Note
❒ To cancel printing or sending,
click [Cancel].
Images on the Preview window
are not exactly the same as images
to be output.
6
Selecting the [Attach a Cover Sheet]
check box causes a cover sheet to be
attached to the top of the fax document.
The cover sheet includes the following items:
• Company name as destination info.
• Department name as destination
info.
• Person name as destination info.
Specifying options
You can specify the following options:
For details, see Help.
• Sending at a Specific Time
• User Code
• User ID
• Print Fax Header
• Document Server
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LAN-Fax Features
Click [Option...].
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6
Specify options you want to use.
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❖❖❖❖ To send the fax document at a spe-
cific time:
Select the [Sending at a Specific
Time] check box, and then speci-
fy a transmission time.
❖❖❖❖ To send with a user code:
Enter a user code into the [User
Code] field.
❖❖❖❖ To distinguish fax documents for
each user:
Enter a user ID into the [User ID]
field. Use this option when
checking the job history using
SmartNetMonitor.
❖❖❖❖ To have the header printed on the
fax document:
Select the [Print Fax Header]
check box.
----Transmission result notification
After you have sent faxes, this function informs you whether the fax was
successfully transmitted to its destination or not.
When you store documents in the
Document Server or use this machine
just as a printer, this function also informs you whether data was successfully transmitted to this machine or
not.
Note
❒ You cannot receive notification
when using SmartNetMonitor for
Client version 5.0 or earlier.
❒ Transmission results are informed
only when connected with a network using SmartNetMonitor for
Client.
❖❖❖❖ To store the fax document on the
Document Server:
Select the [Send to Document Serv-
er] check box, and then enter a
user name, file name, and password.
Note
❒ The user code you specified for
this machine must be the same
as the one entered in this machine. See the General Settings
Guide.
❒ If [Hard Disk Unit] has not been
selected in the [Accessories]
window, you cannot perform
selection for "Document Server". See p.98 “Setting LAN-Fax
Properties”.
Click [OK].
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----Managing transmission using
LAN-Fax Driver
From “SmartNetMonitor for Admin”,
“SmartNetMonitor for Client”, or a
Web browser, you can manage transmissions using LAN-Fax Driver. You
can view the following information
on transmitted files using LAN-Fax
Driver.
• User ID
• Status
• Number of pages
• Start time
• File No.
Reference
For details, see Help.
102
Sending Fax Documents from Computers
Printing or Saving as Files
You can print documents created using Windows applications.
You can also save documents in TIF
format.
Open the application document you
want to print or create a new document, and then perform the following
procedure.
For details, see Help.
Note
❒ You can select whether to cause
the machine to automatically restart printing when problems such
as paper running-out or paper
jams are resolved. The machine
may not allow LAN-Fax Driver to
send documents until it finishes reprinting. See p.147 “Changing the
User Parameters” (switch 20, bit 1).
❒ You can select the time delay after
problems are resolved until the
machine restarts printing. See
p.147 “Changing the User Parameters” (switch 20 , bit 2/3/4/5).
On the [File] menu, click [Print...].
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Select [LAN-Fax M3] in [Printer
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Name], and then click [OK].
The [LAN-Fax] dialog box appears.
Note
❒ The setting method may differ
depending on the application
you are using. In all cases, select
[LAN-Fax M3] for the printer.
Printing
Specifying Two-Sided Printing
A Selecting the [Duplex printing]
check box.
B Click [Print].
Saving as Files
You can save the fax document in
TIF format.
A Select the [Save as file] check
box.
B Click [Save to…].
C Select a folder on the folder
tree.
D Select a file naming method.
Note
❒ To manually enter a file
name, select the [Specify file
name when saving] check box.
To have the program itself
name the file, select the [Auto-
matically create a new file]
check box.
E Click [OK].
F Click [Save].
If you have selected [Automati-
cally create a new file], the image
file is assigned a name and
saved under the specified folder. The file name will be RicHHMMSS.tif (HH: hours, MM:
minutes, SS: seconds).
G Enter a file name.
Note
❒ You can also change the fold-
er in this step.
H Click [Save].
6
A Click [Print].
The image file is saved in the
specified folder.
103
LAN-Fax Features
6
Address Book
You can program and edit destinations in the address list using the Address Book.
For details, see Help.
On the [Start] menu, point to [Pro-
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grams], [LAN-Fax Utilities], and then
click [Address Book].
Click [New/Browse], and then se-
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lect the CSV file containing the
address list to be edited.
Edit an existing destination or
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program a new one.
Note
❒ You can use files created in CSV
format, as Address Book data.
For this purpose, create CSV
files that conform to a certain
format. For more information,
see Help.
❒ You can register the Address
Book data of this machine in the
LAN-Fax's Address Book.
Programming new destinations
A Enter the destination.
Editing programmed destinations
A Select the destination you
want to edit in the list.
The company name should appear in gray.
B Edit the data.
C Click [Update].
Deleting programmed
destinations
A Select the destination you
want to edit in the list.
The company name should appear in gray.
B Click [Delete].
C Click [Yes].
Click [Close].
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If you made changes to a destina-
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tion, a confirmation message appears. To save the changes, click
[Yes].
If you do not want to save the
changes and want to quit editing,
click [No].
To return to the editing display,
click [Cancel].
Note
❒ For [Line], select the appro-
priate line type; G3, G3-2, or
G3-3. Do not select G4, which
is unavailable on this machine.
B Click [Add].
104
Note
❒ The confirmation dialog box
does not appear when you have
not made any changes after
starting Address Book.
----Using the machine's Address
Book data as the LAN-Fax's
Address Book data
Sending Fax Documents from Computers
❒ For detailed operations, see the
Network Guide and Help on SmartNetMonitor for Admin.
You can retrieve the Address Book
data of this machine using SmartNetMonitor for Admin and edit it to register in the LAN-Fax's Address Book.
Reference
For more information, see Help on
SmartNetMonitor for Admin.
----Managing the facsimile
functions using
SmartNetMonitor for Admin
Using SmartNetMonitor for Admin,
you can check information about the
machine's facsimile functions and
save the information on the computer.
SmartNetMonitor for Admin provides the following management
functions:
Using [Address Management Tool], you
can check the information about destinations registered on the machine
and change the fax numbers and
names of these destinations. You can
also register a new destination.
Using [Address Management Tool], you
can retrieve destinations registered
on the machine and save them on the
computer as CSV files. You can then
export the saved CSV files to the Address Book of LAN-Fax Driver using
the Address Book application.
Note
❒ For the method of installing Smart-
NetMonitor for Admin, see the
Printer Reference 1.
Editing Fax Cover Sheets
LAN-Fax Cover sheet Editor allows
you to edit the format for fax cover
sheets. It is necessary to create a cover sheet file before attaching a cover
sheet to fax messages using LAN-Fax
Driver.
Creating a cover sheet
Use the following procedure to create
a fax cover sheet.
You can edit the items below using
LAN-Fax Cover Sheet Editor.
• Company name as destination info.
• Department name as destination
info.
• Person name as destination info.
• Title of address as destination info.
• Company name as sender info.
• Department name as sender info.
• Person name as sender info.
• Telephone number as sender info.
• Fax number as sender info.
• Date
• Message
Note
❒ Cover sheet data is stored in its
own format (using "fcp" as its extension)
On the [Start] menu, point to [Pro-
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grams], [LAN-Fax Utilities], and then
click [Cover Sheet Editor].
The dialog box of LAN-Fax Cover
Sheet Editor appears.
6
105
LAN-Fax Features
6
Edit the cover sheet.
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Note
❒ For details about operations, see
Help.
Click [Save As] on the [File] menu.
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Select a folder, and then enter a
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file name.
Click [Save].
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Attaching a created cover sheet
Use the following procedure to attach
a created cover sheet file to a fax message.
On the [File] menu, click [Print...].
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Select “LAN-Fax M3” in “Printer
BBBB
Name”, and then click [OK].
The [LAN-Fax] dialog box appears.
Click [Cover Sheet...].
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The [Cover Sheet] dialog box appears.
Select a cover sheet file from the
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drop-down list or after clicking
[Browse…] in [Select Cover Sheet].
Enter the destination informa-
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tion.
Note
❒ You can select [(Import from) Ad-
dress Book], [Whom It May Concern], [Edit Names], or [None].
Selecting [Edit Names] allows
you to enter company, department, and person names.
To print the date, select the [With a
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Date] check box.
Enter the sender information.
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Note
❒ You can enter company, depart-
ment, and person names, and
telephone and fax numbers.
❒ To add a message, select the
[With a Message] check box, and
then enter a message.
Click [OK].
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Specify a destination.
IIII
Select the [Attach a Cover Sheet]
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check box.
Click [Send].
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Note
❒ The selection made in [Select
Cover Sheet] is not canceled un-
less you select another file. If
you want to change only destination information, skip this
step and proceed to step
106
E
.
LAN-Fax Operation Messages
Message Causes and Solutions
Sending Fax Documents from Computers
Cannot access the printer. Click [
] to send the data again.
try
The number of destination entries exceeds the limit.
Up to 500 entries can be entered.
“LAN-Fax” has already been
launched. Cannot launch it again.
Failed to allocate memory. Available memory on the computer is insufficient. Quit
Check the network connection.
re-
Check that the power is turned on.
The number of destinations specified exceeds the maximum possible. The maximum number of destinations
that can be specified at one time is 500.
The [
LAN-Fax
once, and then start it up again.
applications currently not in use.
] dialog box is already open. Quit LAN-Fax
6
107
LAN-Fax Features
LAN-Fax Error Report
This report is printed when options are not properly selected or a communication error with a computer occurs.
Note
❒ You can select whether or not a LAN-Fax Error Report is printed. See p.147
“Changing the User Parameters” (switch 20, bit 0).
Error messages
The following error messages appear on the upper or lower section of the display.
Display locations Error messages
1 Upper section THIS FILE WAS NOT
STORED DUE TO LAN-FAX
ERROR.
6
Lower section EXCEEDED MAXIMUM FILE
CAPACITY.
EXCEEDED MAXIMUM
NUMBER OF PAGES PER
FILE.
2 Upper section TRANSMISSON REQUEST
WAS CANCELED.
Lower section YOU CANNOT SPECIFY
DESTINATION NOW.
3 Upper section TRANSMISSON REQUEST
WAS CANCELED.
Lower section FAX NUMBER IS NOT COR-
RECT.
FAX NUMBER OR LINE IS
NOT CORRECT.
4 Upper section ERROR DURING COMMU-
NICATION WITH PC.
Lower section -
5 Upper section TRANSMISSON REQUEST
WAS NOT ACCEPTED.
108
Lower section YOU ARE NOT AUTHOR-
IZED TO ACCESS.
Viewing Fax Information Using a Web Browser
Viewing Fax Information Using a Web
Browser
The optional printer/scanner unit or network board is required. When the network board
is used, the optional SDRAM 128 MB is also required.
You can view received fax messages
and their lists or print these messages
using a Web browser on a network
computer.
Note
❒ You need to select "Store" as the
"Reception File Setting" in the Facsimile Features menu. See p.172
“Storing or Printing Received Documents”.
Viewing and/or Printing
Received Fax Messages Using
a Web Browser
Use the following procedure to view
and/or print received fax messages
using a Web browser.
Viewing received fax messages using a
Web browser
Note
❒ If the programmed user code
has been deleted using the
Address Book Management
function under System Settings, a message indicating
incorrect user code entry appears. If this is the case, reprogram a user code. See
p.173 “Setting a User Code
for Viewing Received and
Stored Documents”.
Click the Property icon of the de-
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sired fax message.
Information such as reception
dates, senders, line types, number
of pages, and file numbers appear
in addition to preview images.
Note
❒ To view a thumbnail list of the
fax messages, click [Thumbnails].
6
Start a Web browser.
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Enter the machine's IP address in
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the [Address] field.
Click [Fax Received File].
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With a user code programmed
A If you have programmed a user
code, enter the code, and then
press [OK].
A list of the received fax messages appears.
View the content of the fax mes-
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sage.
Note
❒ To enlarge the preview image,
click [Enlarge Image]. Enlargement cannot be performed
without Acrobat Reader installed. For more information,
see Help on the Web browser.
109
LAN-Fax Features
To download the received fax
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message, click [PDF] or [Multi-page
TIFF].
Clicking [PDF] causes Acrobat
Reader to be started and the message to be displayed.
Clicking [Multi-page TIFF] causes a
downloading confirmation window to appear.
Note
❒ The method for downloading
differs depending on the selected format. For more information, see Help on the Web
browser.
Printing fax information using a Web
browser
❒ You can change the printing or-
der of selected multiple messages. You can also have messages
printed on both sides of paper.
For more information, see Help
on the Web browser.
Click [OK].
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The display returns to that of step
.
D
Deleting fax information using a Web
browser
Start a Web browser.
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Enter the machine's IP address in
BBBB
the [Address] field.
Click [Fax Received File].
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6
Start a Web browser.
AAAA
Enter the machine's IP address in
BBBB
the [Address] field.
Click [Fax Received File].
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The list of received fax messages
appears.
Click and check the check box be-
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side the fax message to be printed.
Note
❒ To view a thumbnail list of the
fax messages, click [Thumnails].
Click [Print].
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Click [Start Print].
FFFF
Note
❒ To cancel printing, press [Can-
cel] before clicking [Start Print].
The list of received fax messages
appears.
Click and check the check box be-
DDDD
side the fax message to be deleted.
Note
❒ To view a thumbnail list of the
fax messages, click [Thumnails].
Click [Delete].
EEEE
Click [Delete File].
FFFF
Note
❒ To cancel deletion, press [Can-
cel] before clicking [Delete File].
❒ After selecting multiple mes-
sages, you can also cancel deletion of some of the selected
messages. For more information, see Help on the Web
browser.
110
Click [OK].
GGGG
The display returns to that of step
.
D
Viewing Received Messages on a Computer
Viewing Received Messages on a
Computer
ScanRouter V2 Professional (sold separately) is also required as a delivery
server. DesktopBinder V2 Professional Lite or DesktopBinder V2 Professional software (both sold separately)
must be installed on your computer.
Note
❒ This manual uses the name Desk-
topBinder V2 Professional/Lite to
refer to both DesktopBinder V2
Professional Lite and DesktopBinder V2 Professional.
Delivering Received Messages
Messages received by the machine
can be viewed on or downloaded to a
computer with the networked delivery server, ScanRouter V2 Professional. This is a useful function, enabling
you to view and store messages on
your computer without printing
them.
Using the delivery server, you can
eliminate the task of retrieving and
delivering messages.
❖❖❖❖ Functions
Delivery server provides the following functions:
• Use the delivery server to associate incoming messages (Confidential ID, SUB Code, Own
Name, and Own Fax Number)
with receivers, so messages are
delivered to the intended receivers.
• You can select the delivery method for incoming messages: "Save
in the delivery server inbox,"
"Send as an e-mail attachment,"
or "Save in the designated PC
folder." Incoming messages with
no Confidential ID, SUB code,
Own Name, or Own Fax
Number are saved in the delivery server inbox.
• You can check or download received messages stored in the
delivery server inbox using
DesktopBinder V2 Professional
Lite or DesktopBinder V2 Professional.
6
Limitation
❒ Confidential messages are
also forwarded to the delivery server.
Note
❒ To view or download mes-
sages stored in the delivery
server inbox, you need to install the separately sold
DesktopBinder V2 Professional Lite or DesktopBinder
V2 Professional on your computer.
❒ To send received messages to
your computer as e-mail attachments, you need to have
a ScanRouter V2 Professional-compatible e-mail program on your computer.
111
LAN-Fax Features
❒ To create a network using the
delivery server, settings
must be specified in the User
Tools of the machine. Settings must also be specified
on the delivery server. See
“Configuring the Network”,
General Settings Guide.
❒ See ScanRouter V2 Profes-
sional Help or instructions
for more information on the
delivery server (ScanRouter
V2 Professional).
❒ For information about Desk-
topBinder V2 Professional/Lite, see DesktopBinder
V2 Professional/Lite Help or
instructions.
6
112
7. Simplifying the Operation
Programs
If you regularly send messages to a
particular destination or transmit using the same functions, you can save
repetitive keypad operations by registering this information in a Keystroke Program.
Registering and Changing
Keystroke Programs
Keystroke Programs can be recalled
by just pressing a Quick Dial key. The
following procedure can be used to
program a new Keystroke Program or
overwrite an old one.
You can register the following items
in Keystroke Programs:
• Memory Transmission, Immediate
Transmission, destinations (up to
500 numbers), resolution, original
type, G3 communication mode,
Stamp, Send Later, Default ID
Auto Image Density, Manual Image Density, Scan Area, Auto Document, Book Fax, Polling
Transmission, Polling Reception,
Transfer Request, two-sided transmission, optional functions
• Program name (up to 20 characters)
Note
❒ The maximum number of pro-
grams you can register is 100 (200
with the optional fax function upgrade unit).
❒ The method of registering or
changing programs for the copy
function is different from that of
the fax function.
❒ You cannot resister any destina-
tion or Polling Transmission using
program No. 1.
Prepare for registering the pro-
AAAA
gram.
Note
❒ The procedure for program-
ming differs depending on the
items you want to register.
❒ Press the {{{{Clear Modes}}}} key to
cancel programming.
Example of registering a program
using Send Later with the fax
number “0123456789”
A Press {{{{0}}}}, {{{{1}}}}, {{{{2}}}}, {{{{3}}}}, {{{{4}}}}, {5}}}},
{6 }}}}, {{{{7 }}}}, {{{{8 }}}}, {{{{9 }}}} using the
number keys.
B Press [Transmission Mode].
C Select [Send Later].
D Enter the time to send, and
then press [OK].
Note
❒ If “Send Later” has already
been specified, that time is
shown. Press the {{{{Clear
Modes}}}} key to change “Send
Later”.
❒ Use the same procedure to register
and change programs. Follow the
procedure for the items you want
to change.
113
Simplifying the Operation
Press the {{{{Program}}}} key.
BBBB
Press [Register].
CCCC
Registering a priority function using a
program
You can select whether or not the
function registered in program No. 1
will be set after the power is turned
on or the {{{{Clear Modes}}}} key is pressed.
7
Select a program number in which
DDDD
“*Not Programed” is shown.
Note
❒ If you make a mistake, press
[Cancel] and select a program
number again.
❒ When you change a Keystroke
Program, press [Store] after
pressing the program number
you want to change. If you
make a mistake, press [Do not
Store] and return to step
Enter the program name, and then
EEEE
press [OK].
D
After registering a function in program No. 1, select [Program No. 1] for
[Change Initial Mode] on the Facsimile
Features menu. See p.130 “General
Settings/Adjustment”.
Note
❒ For this purpose, program No.1
does not allow you to program
destinations, Polling Transmission, User Transmission, Store File,
Scan Area, resolution, Image Density and Send Stored-file functions.
Using a program
Note
❒ Using the program causes the pre-
vious settings to be cleared.
.
Example of executing a program
using Send Later with the fax
number “0123456789”
The standby display appears.
Note
❒ If you make a mistake, press
[Backspace] or [Delete All], and
then try again.
❒ You should register the pro-
gram name.
❒ To cancel a registered program,
press [Cancel]. The display returns to that of step
Reference
"Entering Text", General Settings
Guide
114
D
Make sure that the machine is in
AAAA
facsimile mode and the standby
display is shown.
Note
❒
If the standby display is not
shown, press the
Place the original.
BBBB
Note
.
❒ If you have no registered desti-
nations or scan settings as programs, enter the fax number of
the destination and select the
scan settings you require.
{{{{
Facsimile
}}}}
key.
Programs
Press the {{{{Program}}}} key.
CCCC
Select the program number you
DDDD
registered.
The initial display appears.
Then, the registered fax number
and time are shown. Transmission
Mode is selected.
Press [Change Name].
CCCC
Select the program number of the
DDDD
name you want to change.
Press the {{{{Start}}}} key.
EEEE
The fax number and specified time
are shown on the display, and the
machine starts to scan the original.
Changing a program name
Make sure that the machine is in
AAAA
facsimile mode and the standby
display is shown.
Note
❒ If the standby display is not
shown, press the {{{{Facsimile}}}}
key.
Press the {{{{Program}}}} key.
BBBB
Enter a new program name, and
EEEE
then press [OK].
Note
❒ Press [Cancel] to cancel the
change, and proceed to step
Press [Exit].
FFFF
The initial display appears.
F
7
.
115
Simplifying the Operation
Deleting a Program
Make sure that the machine is in
AAAA
facsimile mode and the standby
display is shown.
Press [Yes].
EEEE
Note
❒ Press [No] not to delete the pro-
gram. The display returns to
that of step
C
.
7
Note
❒ If the standby display is not
shown, press the {{{{Facsimile}}}}
key.
Press the {{{{Program}}}} key.
BBBB
Press [Delete], and then select the
CCCC
program number you want to delete.
Press [Exit].
FFFF
The initial display appears.
The contents of the program are
shown on the display.
Select the program number you
DDDD
want to delete.
The contents of the program are
shown on the display.
116
Using the Document Server
Using the Document Server
Use this function to store documents
in the Document Server on this machine.
The Document Server can store documents from various applications.
The documents that are stored using
the facsimile function are available to
transmit by facsimile.
Storing in the Document Server enables the following:
• Once stored, a document can be
sent out as many times as you
want, just by selecting it.
• Storing a document does not use
facsimile memory.
You can send and print multiple
stored documents as a single document, and also send them with
scanned originals at the same time.
Follow the instructions under [Select
Stored File] in [Sub TX Mode] when
sending or printing stored documents. See p.61 “Sending a Stored
File”.
Reference
"What You Can Do with This Machine", General Settings Guide
❒ You can specify whether or not the
machine automatically deletes
documents from the Document
Server after a certain number of
days. The delete function is preconfigured with the software and
automatically deletes any stored
document that is more than three
days (72 hours) old. You can
change the setting with “Key Operator Tools — Auto Delete File”.
See “Key Operator Tools — Auto
Delete File”, General Settings Guide.
❒ You can store approximately 9,000
pages (ITU-T No.4 chart) in the
Document Server, using the fax,
copy, facsimile, printer, and scanner functions.
❒ The fax feature has a memory ca-
pacity of approximately 3,000 documents.
7
❒ You can store up to 1,000 pages per
document.
❒ You cannot check received and
stored documents through the
Document Server. See p.30 “Print-
ing Received and Stored Documents” .
Important
❒ Data stored in the machine might
be lost if some kind of failure occurs. The supplier shall not be responsible for any damage that
might result from the loss of data.
Note
❒ Stored documents are not deleted
even when there is a power failure,
or the main power switch is turned
off.
117
Simplifying the Operation
Storing a Document
Select [Store & Transmit] or [Store on-
DDDD
ly].
You can store and send a document at
the same time. You can also just store
a document.
❖❖❖❖ File names
Scanned documents are automatically assigned names like
“FAX0001” or “FAX0002”. See
p.119 “Setting a file name”.
❖❖❖❖ User Names
You can set this function if necessary to know who and what departments stored documents in the
machine. See p.119 “Programming
a user name”.
❖❖❖❖ Password
You can set this function so as not
to send to unspecified people. See
p.119 “Setting a password”.
Select [Store & Transmit] to send
documents after they are stored.
Select [Store only] to store documents.
When [Store only] is selected,
“pppppppppp” is
shown.
Press [File Info. Setting], and then
EEEE
set the user name, file name, and
password as necessary.
7
Note
❒ You can change file names and
user names. See p.120 “File Manage”.
Make sure that the machine is in
AAAA
facsimile mode and the standby
display is shown.
If the standby display is not
shown, press the {{{{Facsimile}}}} key.
Place the original, and then select
BBBB
the scan settings you require.
Press [Store File].
CCCC
Note
❒ If you are not setting a user
name, file name, or password,
proceed to step
❒ You cannot change multiple
documents at once.
F
.
118
Using the Document Server
Programming a user name
Note
❒ Set a user name from those pro-
grammed in the user code. See
the General Settings Guide.
A Press [User Name].
B Press the user name to be pro-
grammed, and then press [OK].
Setting a file name
A Press [File Name].
B Enter the file name, and then
press [OK].
Reference
“Entering Text”, General Set-
tings Guide
C Press [OK].
Note
❒ Press the title key to switch
between titles.
❒ To set an non-programmed
user name, press [Non-pro-
gramed Name], and then enter
the name. User names entered by pressing [Non-pro-
gramed Name] are not
programmed into the user
code.
C Press [OK].
Setting a password
A Press [Password].
7
B Enter a password using the
number keys, and then press
[OK].
119
Simplifying the Operation
Note
❒ If you make a mistake, press
[Clear] or the {{{{Clear/Stop}}}} key
before pressing [OK], and
then reenter your password.
C Press [OK].
Press [OK].
FFFF
If you have selected [Store & Trans-
GGGG
mit], specify the receiver.
Note
❒ If you have selected [Store only],
proceed to step
Press the {{{{Start}}}} key.
HHHH
H
.
File Manage
You can change the file name, user
name, and password of stored documents.
Select [Manage/Delete File], and
CCCC
then press the document to be
changed.
Note
❒ You can specify multiple docu-
ments at once.
If you select a document for
DDDD
which a password is set, enter the
password, and then press [OK].
When a selected file does not
have a password, proceed to step
.
EEEE
7
To change a stored document, delete
the document you no longer need,
and then reprogram the new document. See p.122 “Delete File”.
Note
❒ You can program one of the Quick
Operation keys with operations for
this function. Using the key allows
you to omit steps A and B.
Press [Sub TX Mode].
AAAA
Change the desired information
EEEE
of the stored document.
Select [Select Stored File].
BBBB
120
Using the Document Server
Changing a user name
A Press [Change User Name].
B Press [Clear].
The user name is deleted.
C Enter the new user name, and
then press [OK].
Note
❒ Press the title keys to switch
between titles.
❒ To set a non-programmed
user name, press [Non-pro-
gramed Name], and then enter
the name.
Changing the password
A Press [Change Password].
B Enter a new password using
the number keys, and then
press [OK].
C Press [OK].
Press [Exit].
FFFF
Press [OK].
GGGG
The standby display appears.
7
❒ User names entered by press-
ing [Non-programed Name] are
not programmed into the
user code.
Reference
“Entering Text”, General Set-
tings Guide
Changing the file name
A Press [Change File Name].
B Press [Backspace] or [Delete All],
and then reenter the file name.
Reference
“Entering Text” General Set-
tings Guide
C Press [OK].
121
Simplifying the Operation
Delete File
Use this function to delete stored documents.
Note
❒ You can program one of the Quick
Operation keys with operations for
this function. Using the key allows
you to omit steps A and B.
Press [Sub TX Mode].
AAAA
With a programmed password
A Enter a password using the
number keys, and then press
[OK].
Press [Delete File].
EEEE
7
Select [Select Stored File].
BBBB
Select [Manage/Delete File].
CCCC
Select the document you want to
DDDD
delete.
Press [Delete].
FFFF
Note
❒ If you do not want to delete the
document, press [Do not Delete.].
Press [Exit].
GGGG
Press [OK].
HHHH
The standby display appears.
Note
❒ You can also delete multiple
122
documents at once.
Using the Document Server
Managing Documents Saved in the
Document Server from a Computer
Using DesktopBinder
Fax documents saved in the Document Server can be viewed and controlled from a network computer
with DesktopBinder V2 Lite or DesktopBinder V2 Professional installed.
The following operations are available using the computer:
• Displaying documents (Easy
Viewer)
• Displaying document properties
(Properties)
• Deleting documents (Delete)
• Copying documents to a computer
(Copy)
Using a Web browser
Fax documents saved in the Document Server can be viewed using a
Web browser on a network computer.
These fax documents can also be
downloaded to the computer's hard
disk. See p.109 “Viewing Fax Infor-
mation Using a Web Browser”.
• Printing documents (Print from
Document Server)
• Sending documents by fax (Fax
from Document Server)
• Exporting documents as files (Export Document)
• Automatically receiving documents sent to the delivery server.
For more information, see DesktopBinder V2 operating instructions and
Help.
Note
❒ Settings made in System Settings
enable you to send documents to
the delivery server. See “Setting up
the Machine on a Network”, Net-
work Guide.
7
123
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