Gestetner DSm635sp, DSm635, DSm645, DSm645sp Fax Manual

6. LAN-Fax Features

Sending Fax Documents from Computers

The optional printer/scanner unit is required.

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

r 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.

GFIFAX5E

107

LAN-Fax Features

6

Before Use

To use these features, a LAN-Fax
Driver must be installed on your com­puter. Use the LAN-Fax driver in­cluded on the printer CD-ROM. You
must also make the required comput­er to fax network settings on the ma­chine, according to the type of
connection.

Reference

When a personal computer and the
machine are connected in parallel:

See "System Settings (Parallel Con­nection)", Printer Reference 2.

When using Ethernet, IEEE 1394
(IP over 1394), or IEEE 802.11b
(wireless LAN):

See "User Tools (System Settings)",
Network Guide.

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

r 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 NT 4.0, 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

r 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 ap-

pears depending on the system
version of Windows 95/98/Me,
Windows 2000, or Windows XP.

r Auto Run might not work auto-

matically with certain OS settings.
If this is the case, double-click “Set­up.exe”, located on the CD-ROM
root directory.

r 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.

r 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.

108

LAN-Fax Driver, Address Book, and
LAN-Fax Cover Sheet Editor can be
installed by Auto Run.

Sending Fax Documents from Computers

Installing individual applications

Preparation

Before installing the above appli­cations, install SmartNetMonitor
for Client. See “Installing Smart­NetMonitor for Client/Admin”,
Printer Reference 1.

Use the following procedure to install
LAN-Fax Driver, Address Book, and
LAN-Fax Cover Sheet Editor at one
time.

A Quit all applications currently

running.

B Insert the CD-ROM included

with this machine into the CD­ROM drive of your computer.

The installer launches automatical­ly, and the language selection win­dow appears.

E Read all of the terms and, if you

agree, select [I accept the agreement],
and then click [Next].

Note

r If you select [I don't accept the

agreement], you cannot complete

the installation.

F Click the [LAN-Fax Driver] check

box, and then click [Next].

G Confirm that the [Printer

Name:<LAN-Fax M3>] check box has
been selected, and then click [Con-
tinue].

Note

r Select the desired port.

H Click [Finish].

The installation completion dialog
box appears.

6

Note

r Depending on your operating

system settings, the installer
may not launch automatically.
If it does not, double-click “SET­UP.EXE” in the CD-ROM root
directory to launch the installer.

C Select the interface language of

the software, and then click [OK].

D Click [LAN-Fax Driver].

The software license agreement
window appears.

I Click [Finish].
J Click [Exit].

109

LAN-Fax Features

6

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.

v Location of the File

The following folders are on the
CD-ROM:

• LAN-Fax Driver for Windows

95/98/Me
DRIVERSLAN­FAXWIN9X_Me

• LAN-Fax Driver for Windows

2000/XP
DRIVERSLAN-FAXWIN2K_XP

Limitation

r All operations cannot be guaran-

teed depending on the system en­vironment.

r When you use Windows NT,

LAN-Fax Driver will not work in
an RISC base processor (MIPS R
series, Alpha AXP, PowerPC) en­vironment.

Note

r Before beginning installation, exit

all other applications.

Address Book

Address Book helps you edit LAN­Fax transmission destinations.

v Operating Systems

Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT 4.0

• LAN-Fax Driver for Windows

NT 4.0
DRIVERSLAN-FAX T4

v Operating Environment

•Computer

PC/AT Compatible

• Operating Systems

Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT 4.0

•Display

VGA 640×480 dots or more

LAN-Fax Cover Sheet Editor

LAN-Fax Cover Sheet Editor helps
you edit LAN-Fax cover sheets.

v Operating Systems

Microsoft Windows 95/98/Me
Microsoft Windows 2000/XP
Microsoft Windows NT 4.0

110

Sending Fax Documents from Computers

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.

Note

r If the options on this machine are

not configured as instructed, LAN­Fax functions may fail to work as
intended.

r If your operating system is Win-

dows 2000/XP or Windows NT

4.0, log on using an account that
has Administrator permissions.

A On the [Start] menu, point to [Set-

tings], and then click [Printers].

B Double-click [LAN-Fax M3], and

then click [Properties] on the [File]

menu.

Note

r With Windows NT, click [Docu-

ment Default] on the [File] menu.

C Make settings for the option con-

figuration.

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…].

D Confirm the settings for the op-

tion configuration.

When using a network

A If the settings do not match the

installed optional units, click

[Reload from Device].

6

Note

r With Windows XP Professional,

select [Printers and Faxes] on the
[Start] menu.

r With Windows XP Home Edi-

tion, select [Control Panel] on the

[Start] menu. Next select [Print­ers and Other Hardware], and then
[Printers and Faxes].

When not using a network

A Select the check box besides

the installed optional units.

E Click [OK].

The settings for the option configu­ration are completed.

F Click [OK].

111

LAN-Fax Features

6

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.

Open the application document you
want to send or create a new docu­ment, and then perform the following
procedure.

For details, see Help.

Limitation

r When using SmartNetMonitor for

Client, you cannot send docu­ments to this machine using more
than one LAN-Fax at the same
time.

Note

r To send to an Internet Fax destina-

tion, the destination must be set in
the destination list of this machine
beforehand. Use this machine's
destination list to specify Internet
Fax destinations. E-mail addresses
cannot be entered in the LAN-Fax
dialog box.

A On the [File] menu, click [Print].
B Select [LAN-Fax M3] in [Printer

Name].

C Click [OK].

The LAN-Fax dialog box appears.

D Specify the destination.

Use one of the following proce­dures to specify a destination. For
details, see Help.

Note

r You can select the appropriate

line in the [Line:] list.

r You can specify up to 500 desti-

nations.

r 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 add-

ed and displayed in the [List of

Destinations:] box.

Note

r 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 A and B.

Note

r The setting method may differ

depending on the application
you are using. In all cases, select

[LAN-Fax M3] for the printer.

112

Specifying a destination by
directly entering a fax number

A Enter a fax number in the [Fax

Number:] box.

Note

r

To enter a pause, click [Pause].

Sending Fax Documents from Computers

B Click [Next Number].

The entered destination is add-

ed and displayed in the [List of

Destinations:] box.

Note

r 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 A and B.

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.110 “Address Book”.

A Select a CSV file containing

the desired address list, from
the drop-down menu.

D To specify more destinations,

repeat steps B and C.

E Specify options.

Reference

See p.113 “Attaching a cover
sheet”.

See p.116 “Specifying Two-Sid­ed Printing”.

See p.114 “Previewing fax im­ages”.

See p.115 “Printing and Sav­ing”.

See p.114 “Specifying options”.

If you do not want to specify op­tions, proceed to step

F

.

F Click [Send].

Note

r 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.

6

Note

r 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 se-

lect 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.

C Click the destination to high-

light it, and then click [Set as
Destination].

The entered destination is add-

ed and displayed in the [List of

Destinations:] box.

Attaching a cover sheet

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.

• Title of address as destination info.

• Company name as sender info.

• Department name as sender info.

• Person name as sender info.

113

LAN-Fax Features

6

• Telephone number as sender info.

• Fax number as sender info.

•Date

• Message

Note

r To edit the cover sheet, click [Cover

Sheet...]. See p.118 “Editing Fax

Cover Sheets”.

Previewing fax images

Selecting the [Preview] check box al-

lows you to check how the fax docu­ment will be output at the
destination.

A Select the [Preview] check box, and

then click [Print] or [Send].

The [Preview] window appears.

B Check the image, and then click

[OK].

Note

r To cancel printing or sending,

click [Cancel].

Images on the Preview window
are not exactly the same as images
to be output.

A Click [Option...].
B Specify options you want to use.

v To send the fax document at a spe-

cific time:

Select the [Sending at Specific
Time] check box, and then speci-

fy a transmission time.

v To send with a user code:

Enter a user code into the [User
Code] field.

v 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 for Client.

v To have the header printed on the

fax document:

Select the [Print Fax Header]

check box.

v 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.

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

114

Note

r The user code you specified for

this machine must be the same
as the one entered in this ma­chine. See General Settings Guide.

r If [Hard Disk Unit] has not been

selected in the [Accessories]

window, you cannot perform
selection for "Document Serv­er". See p.111 “Setting LAN-Fax
Properties”.

C Click [OK].

-Transmission result notification

After you have sent faxes, this func­tion informs you whether the fax was
successfully transmitted to its desti­nation or not.

Sending Fax Documents from Computers

Printing and Saving

You can print documents created us­ing Windows applications.

You can also save documents in TIF
format.

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

r You cannot receive notification

when using SmartNetMonitor for
Client version 5.0 or earlier.

r Transmission results are informed

only when connected with a net­work using SmartNetMonitor for
Client.

-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

Open the application document you
want to print or create a new docu­ment, and then perform the following
procedure.

For details, see Help.

Note

r 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.159 “User Parame­ters” (switch 20, bit 1).

r You can select the time delay after

problems are resolved until the
machine restarts printing. See
p.159 “User Parameters” (switch
20 , bit 2/3/4/5).

A On the [File] menu, click [Print...].
B Select [LAN-Fax M3] in [Printer

Name], and then click [OK].

The [LAN-Fax] dialog box appears.

Note

r The setting method may differ

depending on the application
you are using. In all cases, select

[LAN-Fax M3] for the printer.

6

• File No.

Reference

For details, see Help.

Printing

A Click [Print].

115

LAN-Fax Features

6

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

r 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

r You can also change the fold-

er in this step.

H Click [Save].

The image file is saved in the
specified folder.

Editing Address Book

You can program and edit destina­tions in the address list using the Ad­dress Book.

For details, see Help.

A On the [Start] menu, point to [Pro-

grams], [LAN-Fax Utilities], and then
click [Address Book].

The Address Book display ap­pears.

Note

r If LAN-Fax Driver has already

started up, click [Address
Book...].

B Click [New/Browse], and then se-

lect the CSV file containing the
address list to be edited.

C Edit an existing destination or

program a new one.

Note

r

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.

r You can register the Address

Book data of this machine in the
LAN-Fax's Address Book.

Programming new destinations

A Enter the destination.

Note

r For [Line:], select the appro-

priate line type; G3, G3-2, or
G3-3, G3 Dir. Auto, G3 PABX
Auto. Do not select G4 and I­G3, which is unavailable on
this machine.

116

B Click [Add].

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].

D Click [Close].
E If you made changes to a destina-

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].

Sending Fax Documents from Computers

-Using the machine's Address
Book data as the LAN-Fax's
Address Book data

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 programmed on the ma­chine and change the fax numbers
and names of these destinations. You
can also register a new destination.

6

Note

r The confirmation dialog box

does not appear when you have
not made any changes after
starting Address Book.

Using [Address Management Tool], you
can retrieve destinations programmed
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

r For the method of installing Smart-

NetMonitor for Admin, see the
Printer Reference 1.

r For detailed operations, see Net-

work Guide and Help on SmartNet-

Monitor for Admin.

117

LAN-Fax Features

6

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.

B Edit the cover sheet.

Note

r For details about operations, see

Help.

C Click [Save as...] on the [File] menu.
D Select a folder, and then enter a

file name.

E Click [Save].

Attaching a created cover sheet

Use the following procedure to attach
a created cover sheet file to a fax mes­sage.

A On the [File] menu, click [Print...].
B Select “LAN-Fax M3” in “Printer

Name”, and then click [OK].

118

• 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

r Cover sheet data is stored in its

own format (using "fcp" as its ex­tension)

A On the [Start] menu, point to [Pro-

grams], [LAN-Fax Utilities], and then
click [Cover Sheet Editor].

The dialog box of LAN-Fax Cover
Sheet Editor appears.

The [LAN-Fax] dialog box appears.

C Click [Cover Sheet...].

The [Cover Sheet...] dialog box ap-

pears.

D Select a cover sheet file from the

drop-down list or after clicking

[Browse...] in [Select Cover Sheet].

Note

r 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

E

Enter the destination information.

Note

r You can select [(Import from) Ad-

dress Book], [To Whom It May Con­cern], [Edit Names], or [None].

Selecting [Edit Names] allows

you to enter company, depart­ment, and person names.

E

.

Sending Fax Documents from Computers

F To print the date, select the [With a

Date] check box.

H Click [OK].
I Specify a destination.

G Enter the sender information.

J Select the [Attach a Cover Sheet]

Note

r You can enter company, depart-

ment, and person names, and
telephone and fax numbers.

r To add a message, select the

[With a Message] check box, and

then enter a message.

LAN-Fax Operation Messages

Note

r You can have the LAN-Fax Error Report printed when options are not prop-

erly selected, or there is a communication error with a computer. See p.159
“User Parameters” (switch 20, bit 0).

check box.

K Click [Send].

Message Causes and Solutions

Cannot access the print­er. Click [retry] to send
the data again.

The number of entries in
Destinations exceed the
limits. Up to 500 entries
can be entered.

“LAN-Fax” has already
been launched. Cannot
launch it again.

Failed to allocate memo­ry.

6

Check the network connection.

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] dialog box is already open. Quit LAN-Fax

once, and then start it up again.

Available memory on the computer is insufficient. Quit
applications currently not in use.

119

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. Check the error message of the report.

If you entered a user code in the [Options] dialog box, this report can be sent to

you by e-mail, provided your e-mail address is programmed in the machine.
However, if User Code Management is on for fax, the report is not sent.

Note

r You can select whether or not a LAN-Fax Error Report is printed. See p.159

“User Parameters” (switch 20, bit 0).

LAN-Fax Result by E-mail

If you entered a user code in the [Options] dialog box, the result can be sent to you

by e-mail, provided your e-mail address is programmed in the machine.

6

Note

r You can select whether or not a LAN-Fax Result is sent to the specified e-mail

address. See p.159 “User Parameters” (switch 20, bit 7). If the message failed
to be sent to one or more of the specified destinations, the result is sent re­gardless of this setting.

120

Viewing Fax Information Using a Web Browser

Viewing Fax Information Using a Web
Browser

The optional printer/scanner unit is required.

You can view received fax messages
and their lists or print these messages
using a Web browser on a network
computer.

Note

r You need to select "Store" as the

"Reception File Setting" in the Fac­simile Features menu. See p.184
“Storing or Printing Received Doc­uments”.

r You can also check and manage

the documents using DeskTop­Binder V2 Lite. See p.135 “Manag­ing Documents Saved in the
Document Server from a Comput­er”.

Viewing, Printing, and Deleting
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

A Start a Web browser.
B Enter the machine's IP address in

the [Address] field.

6

Reference

“Configuring the Network Inter­face Board using a Web Browser”,

Network Guide

C Click [Fax Received File].

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.

Note

r 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.186 “Setting a User Code
for Viewing Received and
Stored Documents”.

121

LAN-Fax Features

6

D Click the Property icon of the de-

sired fax message.

Information such as reception
dates, senders, line types, number
of pages, and file numbers appear
in addition to preview images.

Note

r You can select the thumbnail

display, details display, or icon

display. Click [Thumbnails], [De-
tails], or [Icons].

E View the content of the fax mes-

sage.

Note

r To enlarge the preview image,

click [Enlarge Image]. Enlarge-

ment cannot be performed
without Acrobat Reader in­stalled. For more information,
see Help on the Web browser.

Printing fax information using a Web
browser

A Start a Web browser.
B Enter the machine's IP address in

the [Address] field.

C Click [Fax Received File].

The list of received fax messages
appears.

D Click and select the check box be-

side the fax message to be print­ed.

Note

r You can select the thumbnail

display, details display, or icon

display. Click [Thumbnails], [De-
tails], or [Icons].

E Click [Print].

F To download the received fax

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

r The method for downloading

differs depending on the select­ed format. For more informa­tion, see Help on the Web
browser.

F Click [Start Print].

Note

r To cancel printing, press [Can-

cel] before clicking [Start Print].

r 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.

G Click [OK].

The display returns to that of step

.

D

122

Deleting fax information using a Web
browser

A Start a Web browser.
B Enter the machine's IP address in

the [Address] field.

C Click [Fax Received File].

The list of received fax messages
appears.

D Click and check the check box be-

side the fax message to be delet­ed.

Note

r You can select the thumbnail

display, details display, or icon

display. Click [Thumbnails], [De-
tails], or [Icons].

Viewing Fax Information Using a Web Browser

6

E Click [Delete].
F Click [Delete File].

Note

r To cancel deletion, press [Can-

cel] before clicking [Delete File].

r 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.

G Click [OK].

The display returns to that of step

.

D

123

6

124

LAN-Fax Features

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.

• You can check or download

Delivering Received Messages

Messages received by the machine
can be viewed on or downloaded to a
computer with the network 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.

v 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 also set so that the re­ceived messages are stored in
the specified delivery server in­box according to the used line
for reception.

received messages stored in the
delivery server inbox using Desk­topBinder V2 Professional Lite or
DesktopBinder V2 Professional.

Limitation

r

Confidential messages are also
forwarded to the delivery server.

Note

r

To view or download messag­es stored in the delivery serv­er inbox, you need to install
the separately sold Desktop­Binder V2 Professional Lite or
DesktopBinder V2 Profession­al on your computer.

r

To send received messages to
your computer as e-mail at­tachments, you need to have a
ScanRouter V2 Professional­compatible e-mail program on
your computer.

r

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 “Settings You Can Change
with User Tools - File Transfer”,

Network Guide

r

See ScanRouter V2 Professional
Help or instructions for more in­formation on the delivery server
(ScanRouter V2 Professional).

r

For information about Desktop­Binder V2 Lite/Professional, see
DesktopBinder V2 Lite/Profes­sional Help or instructions.

.

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, Internet
Fax transmission, Difference size
originals, 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, en­tering text, reception confirmation
settings, and BCC transmission
settings, optional functions

• Program name (up to 20 charac­ters)

Note

r The maximum number of pro-

grams you can register is 100 (200
with the optional fax function up­grade unit).

r Use the same procedure to register

and change programs. Follow the
procedure for the items you want
to change.

r The method of registering or

changing programs for the copy
function is different from that of
the fax function.

r You cannot register the following

using program No.1:

•Any destination

• Polling Transmission

• User Transmission

•Store File

• Specifying a stored file

• Enter Subject of Mail Options

A Make sure that the machine is in

facsimile mode and the standby
display is shown.

Note

r If the standby display is not

shown, press the {Facsimile}

key.

B Prepare for registering the pro-

gram.

Note

r The procedure for program-

ming differs depending on the
items you want to register.

r Press the {Clear Modes} key to

cancel programming.

125

Simplifying the Operation

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 Perform the Send Later setting

till the procedure of pressing

[OK] key to return to the stand-

by mode.

Reference

p.3 “Sending at a Specific
Time (Send Later)”

C Press the {Program} key.

r When you change a Keystroke

Program, press [Register] after

pressing the program number
you want to change. If you

make a mistake, press [Do not
Register] and return to step

E

.

F Enter the program name, and then

press [OK].

The standby display appears.

Note

r If you make a mistake, press

[Backspace] or [Delete All], and

then try again.

r You should register the pro-

gram name.

r To cancel a programmed pro-

gram, press [Cancel]. The dis-

play returns to that of step

E

.

7

D

Make sure that [Register] is selected.

E

Select a program number in which
“*Not Programed” is shown

Note

r If you make a mistake, press

[Cancel] and select a program

number again.

Reference

"Entering Text", General Settings
Guide

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.

After registering a function in pro-

.

gram No. 1, select [Program No.1] for
[Change Initial Mode] on the Facsimile

Features menu. See p.142 “General
Settings/Adjustment”.

Note

r 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.

126

Programs

Changing a program name

A Make sure that the machine is in

facsimile mode and the standby
display is shown.

Note

r

If the standby display is not
shown, press the

{

Facsimile} key.

B Press the {Program} key.

C Press [Change Name].

Deleting a Program

A Make sure that the machine is in

facsimile mode and the standby
display is shown.

Note

r

If the standby display is not
shown, press the

{

Facsimile} key.

B Press the {Program} key.

C Press [Delete].

D Select the program number of the

name you want to change.

E Enter a new program name, and

then press [OK].

Note

r

Press [Cancel] to cancel the change,
and proceed to step

F

.

D Select the program number you

want to delete.

E Press [Yes].

Note

r Press [No] not to delete the pro-

gram. The display returns to
that of step

C

.

7

F Press [Exit].

The standby display appears.

F Press [Exit].

The standby display appears.

127

Simplifying the Operation

Using a Program

Then, the programmed fax num­ber is shown. Transmission Mode
is selected.

7

Note

r Using the program causes the pre-

vious settings to be cleared.

Example of executing a program
using Send Later with the fax
number “0123456789”

A Make sure that the machine is in

facsimile mode and the standby
display is shown.

Note

r If the standby display is not

shown, press the {Facsimile}

key.

B Place the original.

Note

r If you have no programmed

destinations or scan settings as
programs, enter the fax number
of the destination and select the
scan settings you require.

E Press the {Start} key.

The fax number and specified time
are shown on the display, and the
machine starts to scan the original.

Transmission will start at the spec­ified time.

128

C Press the {Program} key.

D Select the program number you

registered.

The standby display appears.

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.67 “Sending a Stored
File”.

Reference

"What You Can Do with This Ma­chine", General Settings Guide

Important

r Data stored in the machine might

be lost if some kind of failure oc­curs. The manufacturer shall not
be responsible for any damage that
might result from the loss of data.

r 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 “Auto De­lete File”under “Key Operator
Tools” . See “Key Operator Tools
— Auto Delete File”, General Set-
tings Guide.

r You can store approximately 9,000

pages (ITU-T No.4 chart) in the
Document Server, using the copy,
facsimile, printer, and scanner
functions.

r The fax feature has a memory ca-

pacity of approximately 3,000 doc­uments.

r You can store up to 1,000 pages per

document.

r You cannot check received and

stored documents through the
Document Server. See p.34 “Print­ing Received and Stored Docu­ments” .

7

Note

r Stored documents are not deleted

even when there is a power failure,
or the main power switch is turned
off.

129

Simplifying the Operation

Storing a Document

You can store and send a document at
the same time. You can also just store
a document.

v File names

Scanned documents are automati­cally assigned names like
“FAX0001” or “FAX0002”. See
p.131 “Setting a file name”.

v User Names

You can set this function if neces­sary to know who and what de­partments stored documents in the
machine. See p.131 “Programming
a user name”.

v Password

You can set this function so as not
to send to unspecified people. See
p.131 “Setting a password”.

C Press [Store File].

D Select [Store & Transmit] or [Store

only].

Select [Store & Transmit] to send

documents after they are stored.

7

Note

r You can change file names and

user names. See p.132 “Changing
Information of Stored Docu­ments”.

A Make sure that the machine is in

facsimile mode and the standby
display is shown.

If the standby display is not

shown, press the {Facsimile} key.

B Place the original, and then select

the scan settings you require.

Reference

p.15 “Placing Originals”, Fac­simile Reference <Basic Features>

p.33 “Scan Settings”, Facsimile
Reference <Basic Features>

Select [Store only] to store docu-

ments.

When [Store only] is selected,
“

pppppppppp” is shown.

E Press [File Info. Setting], and then

set the user name, file name, and
password as necessary.

Note

r If you are not setting a user

name, file name, or password,
proceed to step

r You cannot change multiple

documents at once.

F

.

130

Using the Document Server

Programming a user name

Note

r Set a user name from those pro-

grammed in the user code. User
code is programmed in System
Settings. See 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 Set­tings Guide

C Press [OK].

Setting a password

Note

r Press the title key to switch

between titles.

r To set an non-programmed

user name, press [Non-pro-
grammed Name], and then en-

ter the name. User names

entered by pressing [Non-pro-
grammed Name] are not pro-

grammed into the user code.

Reference

“Entering Text”, General Set­tings Guide

A Press [Password].

7

B Enter a password using the

number keys, and then press

[#].

C Press [OK].

131

Simplifying the Operation

Note

r If you make a mistake, press

[Clear] or the {Clear/Stop} key
before pressing [OK], and

then reenter your password.

r You can enter up to four dig-

its.

C Enter the password again, and

then press [#].

D Press [OK].

Note

r Press [Change] to enter a dif-

ferent password.

E Press [OK].

F Press [OK].
G If you have selected [Store & Trans-

mit], specify the receiver.

Changing Information of
Stored Documents

You can change the file name, user
name, and password of stored docu­ments.

To change a stored document, delete
the document you no longer need,
and then reprogram the new docu­ment. See p.134 “Deleting a Stored
Document”.

Note

r 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.

A Press [Sub TX Mode].

7

Note

r If you have selected [Store only],

proceed to step

H

.

H Press the {Start} key.

B Select [Select Stored File].
C Select [Manage/Delete File], and

then press the document to be
changed.

132

Using the Document Server

D

If you select a document for which
a password is set, enter the pass­word, and then press

When a selected file does not have
a password, proceed to step

[OK]

.

.

E

E Change the desired information

of the stored document.

C Enter the new user name, and

then press [OK].

Note

r Press the title keys to switch

between titles.

r To set a non-programmed

user name, press [Non-pro-
grammed Name], and then en-

ter the name.

r User names entered by press-

ing [Non-programmed Name]

are not programmed into the
user code.

Reference

“Entering Text”, General Set­tings Guide

Changing the file name

Changing a user name

A Press [Change User Name].
B Press [Clear].

The user name is deleted.

A Press [Change File Name].
B Press [Backspace] or [Delete All],

and then re-enter the file name.

Reference

“Entering Text” General Set­tings Guide

C Press [OK].

Changing the password

7

A Press [Change Password].
B Press upper [Change].

133

Simplifying the Operation

C Enter a new password using

the number keys, and then

press [#].

D Press lower [Change].
E Enter the password again, and

then press [#].

F Press [OK].

F Press [Exit].
G Press [OK].

C Press [Manage/Delete File].

D Select the document you want to

delete.

7

The standby display appears.

Deleting a Stored Document

Use this function to delete stored doc­uments.

Note

r 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.

A Press [Sub TX Mode].

Note

r You can also delete multiple

documents at once.

With a programmed password

A Enter a password using the

number keys, and then press

[OK].

B Press [Select Stored File].

134

E Press [Delete File].
F Press [Delete].

Note

r If you do not want to delete the

document, press [Do not Delete].

Using the Document Server

G Press [Exit].
H Press [OK].

The standby display appears.

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:

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.121 “Viewing Fax Infor­mation Using a Web Browser”.

•

Displaying documents (Easy View­er)

• Displaying document properties
(Properties)

• Deleting documents (Delete)

• Copying documents to a computer
(Copy)

• Printing documents (Print from
Document Server)

• Exporting documents as files (Ex­port Document)

For more information, see Desktop­Binder V2 operating instructions and
Help.

Note

r 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

135

Simplifying the Operation

7

136