Konica Minolta bizhub 500 User Manual

User’s Guide [Box

Operations

Operations

]

Introduction

Introduction

Thank you for choosing a Konica Minolta digital electrophotographic copier.

This User’s Guide contains details on the operations required to use the Box
functions of bizhub 500/420 and the precautions on their use. Carefully read
this manual before using these functions.

If software (such as PageScope Job Spooler, HDDTWAIN or PageScope Box
Operator) other than that described in this User’s Guide has been installed,
data saved in a box can be used from a computer on the network. Since the
operation differs for each software, refer to the manual for the corresponding
software for details.

After reading this User’s Guide, store it in the designated holder.

In order to ensure that this machine is used correctly and safely, carefully
read the “Installation and Operation Precautions” in the User’s Guide [Copy
Operations] before using the machine.

bizhub 500/420 x-1

Trademarks and Registered Trademarks

KONICA MINOLTA, KONICA MINOLTA Logo, and The essentials of imaging
are registered trademarks or trademarks of KONICA MINOLTA HOLDINGS,
INC.

PageScope and bizhub are registered trademarks or trademarks of KONICA
MINOLTA BUSINESS TECHNOLOGIES, INC.

Netscape Communications, the Netscape Communications logo, Netscape
Navigator, Netscape Communicator, and Netscape are trademarks of Net­scape Communications Corporation.

This machine and PageScope Box Operator are based in part on the work of
the Independent JPEG Group.

Compact-VJE
Copyright 1986-2003 VACS Corp.

RC4® is a registered trademark or trademark of RSA Security Inc. in the Unit­ed States and/or other countries.

RSA® is a registered trademark or trademark of RSA Security Inc. RSA

®

BSAFE
United States and/or other countries.

is a registered trademark or trademark of RSA Security Inc. in the

License information

This product includes RSA BSAFE Cryptographic software
from RSA Security Inc.

Introduction

OpenSSL Statement

OpenSSL License

Copyright © 1998-2000 The OpenSSL Project. All rights reserved.
Redistribution and use in source and binary forms, with or without modifica­tion, are permitted provided that the following conditions are met:

1. Redistributions of source code must retain the above copyright notice,
this list of conditions and the following disclaimer.

2. Redistributions in binary form must reproduce the above copyright no­tice, this list of conditions and the following disclaimer in the documen­tation and/or other materials provided with the distribution.

3. All advertising materials mentioning features or use of this software must
display the following acknowledgment:
“This product includes software developed by the OpenSSL Project for
use in the OpenSSL Toolkit. (http://www.openssl.org/)”

x-2 bizhub 500/420

Introduction

4. The names “OpenSSL Toolkit” and “OpenSSL Project” must not be used

5. Products derived from this software may not be called “OpenSSL” nor

6. Redistributions of any form whatsoever must retain the following ac-

THIS SOFTWARE IS PROVIDED BY THE OpenSSL PROJECT “AS IS” AND
ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIM­ITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FIT­NESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT
SHALL THE OpenSSL PROJECT OR ITS CONTRIBUTORS BE LIABLE FOR
ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CON­SEQENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCURE­MENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR
PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON
ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY,
OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY
WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE
POSSIBILITY OF SUCH DAMAGE.

This product includes cryptographic software written by Eric Young
([e-mail]). This product includes software written by Tim Hud­son ([e-mail]).

Original SSLeay License

Copyright © 1995-1998 Eric Young ([e-mail]) All rights reserved.
This package is an SSL implementation written by Eric Young (eay@crypt­soft.com).
The implementation was written so as to conform with Netscapes SSL.
This library is free for commercial and non-commercial use as long as the fol­lowing conditions are aheared to. The following conditions apply to all code
found in this distribution, be it the RC4, RSA, Ihash, DES, etc., code; not just
the SSL code.
The SSL documentation included with this distribution is covered by the
same copyright terms except that the holder is Tim Hudson (tjh@crypt­soft.com).
Copyright remains Eric Young’s, and as such any Copyright notices in the
code are not to be removed. If this package is used in a product, Eric Young
should be given attribution as the author of the parts of the library used. This
can be in the form of a textual message at program startup or in documen­tation (online or textual) provided with the package.

to endorse or promote products derived from this software without prior
written permission. For written permission, please contact openssl­[e-mail].

may “OpenSSL” appear in their names without prior written permission
of the OpenSSL Project.

knowledgment:
“This product includes software developed by the OpenSSL Project for
use in the OpenSSL Toolkit (http://www.openssl.org/)”

bizhub 500/420 x-3

Introduction

Redistribution and use in source and binary forms, with or without modifica­tion, are permitted provided that the following conditions are met:

1. Redistributions of source code must retain the copyright notice, this list
of conditions and the following disclaimer.

2. Redistributions in binary form must reproduce the above copyright no­tice, this list of conditions and the following disclaimer in the documen­tation and/or other materials provided with the distribution.

3. All advertising materials mentioning features or use of this software must
display the following acknowledgement:
“This product includes cryptographic software written by Eric Young
([e-mail])”
The word ‘cryptographic’ can be left out if the routines from the library
being used are not cryptographic related.

4. If you include any Windows specific code (or a derivative thereof) from
the apps directory (application code) you must include an acknowledge­ment:
“This product includes software written by Tin Hudson (tjh@crypt­soft.com)”

THIS SOFTWARE IS PROVIDED BY ERIC YOUNG “AS IS” AND ANY EX­PRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO,
THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE AU­THOR OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCI­DENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES
(INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE
GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS
INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILI­TY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING
NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE
OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH
DAMAGE.

The licence and distribution terms for any publically available version or de­rivative of this code cannot be changed. i.e. this code cannot simply be cop­ied and put under another distribution licence [including the GNU Public
Licence.]

All other product names mentioned are trademarks or registered trademarks
of their respective companies

x-4 bizhub 500/420

Introduction

Contents

Introduction

Trademarks and Registered Trademarks ...................................... x-2

Contents ............................................................................................ x-5

About This Manual .......................................................................... x-11

Structure of the Manual ................................................................x-11

Notation .........................................................................................x-12

Explanation of Manual Conventions ............................................. x-13

User’s Guides .................................................................................. x-14

User’s Guide [Copy Operations] ...................................................x-14

User’s Guide [Network Scanner Operations] ................................x-14

User’s Guide [Box Operations] <this manual> ..............................x-14

User’s Guide [Enlarge Display Operations] ...................................x-14

User’s Guide [FK-502 Facsimile Operations] ................................x-14

User’s Guide [Network Fax Operations] .......................................x-14

IC-204 User’s Guide/Quick Guide ................................................x-15

1 Overview of the Box Functions

1.1 Box Functions ................................................................................... 1-2

Types of Boxes .............................................................................. 1-3

1.2 Available Box Functions ................................................................... 1-4

Saving Documents ......................................................................... 1-4

Moving/Copying Box Documents .................................................. 1-4

Changing a Document Name ......................................................... 1-4

Deleting a Document ..................................................................... 1-4

Changing Settings .......................................................................... 1-4

Printing a Document ...................................................................... 1-4

Transmitting a Document ............................................................... 1-5

Faxing a Document ........................................................................ 1-5

1.3 Specifying Settings for Using the Box Functions .......................... 1-6

Registering and Specifying Settings for Boxes .............................. 1-6

2 Saving Documents

2.1 Information on Saving Documents ................................................. 2-2

User Authentication ........................................................................ 2-2

Registering Boxes .......................................................................... 2-3

Naming Documents ....................................................................... 2-4

2.2 Saving Copies in Boxes .................................................................... 2-5

Settings That Can Be Saved and Changed ................................... 2-5

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Introduction

Saving Copy Documents ................................................................2-7

2.3 Saving Scans in Boxes ....................................................................2-10

Using a Box Destination ...............................................................2-10

To save data to a box destination ................................................2-11

To save data to the specified box ................................................2-12

2.4 Checking the Job History ...............................................................2-15

Displaying the Current Jobs List ...................................................2-15

Displaying the Job History List .....................................................2-15

Displayed Information ...................................................................2-16

3 Printing a Document from a Public User Box/Personal

User Box

3.1 Displaying the Box Mode Screen .....................................................3-2

Viewing Documents Saved in Boxes ..............................................3-2

Searching for a Box Name ..............................................................3-4

3.2 Deleting Document Data ...................................................................3-5

To delete data .................................................................................3-5

3.3 Changing the Document Name ........................................................3-6

To change the document name ......................................................3-6

3.4 Moving Document Data ....................................................................3-7

To move a document ......................................................................3-7

3.5 Copying Document Data ...................................................................3-9

To copy a document .......................................................................3-9

3.6 Printing Document Data .................................................................3-11

To print a document .....................................................................3-12

To change the number of copies ..................................................3-13

To specify single-sided/double-sided printing .............................3-13

Specifying Finishing Settings (“Finishing” Function) ....................3-14

To specify the Finishing settings ..................................................3-14

Specify Paper Fold Settings .........................................................3-16

To specify a Paper Fold setting ....................................................3-17

Adding a Binding Margin ..............................................................3-18

To specify the Page Margin settings ............................................3-18

Printing Chapter Title Pages on the Front Side of the Paper

(“Chapters” Function) ...................................................................3-19

To specify the Chapters settings ..................................................3-20

Adding Cover Pages (“Cover Mode” Function) ............................3-23

To specify the Cover Mode settings .............................................3-24

Adding Insertions at

the Specified Locations (“Insert Sheet” Function).........................3-25

To specify the Insert Sheet settings .............................................3-26

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Introduction

Printing the Date/Time (“Date/Time” Function) ............................ 3-27

To specify the Date/Time settings ............................................... 3-28

Printing Page Numbers (“Page #” Function) ................................ 3-30

To specify the Page # settings ..................................................... 3-31

Printing Distribution Numbers (“Set Numbering” Function) ......... 3-33

To specify the “Set Numbering” function .................................... 3-33

Overlapping Overlay Forms

and Document Pages (“Overlay” Function) .................................. 3-35

To specify the “Overlay” Function ............................................... 3-35

Printing Preset Stamps (“Built-in Stamp” Function) .................... 3-36

To specify Built-in Stamp settings ............................................... 3-37

Printing Preset Text at the Center of

the Page (“Watermark” Function) ................................................. 3-38

To specify Watermark settings .................................................... 3-39

To edit the Page Margin settings (“Edit Margin” Function) .......... 3-40

3.7 Printing a Proof Copy ..................................................................... 3-41

To print a proof copy ................................................................... 3-41

3.8 Combined Printing .......................................................................... 3-42

To print a document ..................................................................... 3-43

To change the number of copies ................................................. 3-44

To specify single-sided/double-sided printing ............................ 3-44

Specifying Finishing Settings (“Finishing” Function) .................... 3-45

To specify the Finishing settings .................................................. 3-45

Specify Paper Fold Settings ........................................................ 3-47

To specify a Paper Fold setting ................................................... 3-48

Adding a Binding Margin ............................................................. 3-49

To specify the Page Margin settings ............................................ 3-49

Printing the Date/Time (“Date/Time” Function) ............................ 3-50

To specify the Date/Time settings ............................................... 3-50

Printing Preset Stamps (“Built-in Stamp” Function) .................... 3-52

To specify Built-in Stamp settings ............................................... 3-52

Overlapping Overlay Forms

and Document Pages (“Overlay” Function) .................................. 3-54

To specify the “Overlay” Function ............................................... 3-54

Printing Distribution Numbers (“Set Numbering” Function) ......... 3-55

To specify the “Set Numbering” function .................................... 3-55

Printing Page Numbers (“Page #” Function) ................................ 3-56

To specify the Page # settings ..................................................... 3-57

Printing Preset Text at

the Center of the Page (“Watermark” Function) ........................... 3-59

To specify Watermark settings .................................................... 3-59

Editing the Page Margin settings (“Edit Margin” Function) .......... 3-60

4 Routing a Document from a Public User Box/Personal

User Box

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Introduction

4.1 Editing Document Data .....................................................................4-2

4.2 Routing ...............................................................................................4-3

Routing Types .................................................................................4-3

Transmission Methods ....................................................................4-3

Available Settings ...........................................................................4-4

To route data ..................................................................................4-4

4.3 Specifying Destinations ....................................................................4-6

To specify a program as the destination ........................................4-6

To select a destination from a group ..............................................4-7

To select a destination from the address book ..............................4-9

Searching for a Destination ..........................................................4-10

To directly specify the e-mail destination .....................................4-11

Directly Specifying an FTP Destination .........................................4-13

To directly specify an FTP destination ..........................................4-14

Directly Specifying an SMB Destination .......................................4-15

To directly specify an SMB destination ........................................4-15

4.4 Checking Settings Before Routing ................................................4-17

Checking the Document Information ............................................4-17

To check information ....................................................................4-17

Specifying the File Format ............................................................4-19

To specify the file format ..............................................................4-20

4.5 Checking the Destination ...............................................................4-22

To specify the e-mail message settings .......................................4-22

To check detailed information ......................................................4-24

To delete the selected destination ................................................4-25

5 Routing a Document from the System User Box

5.1 Editing Document Data .....................................................................5-2

5.2 Routing ...............................................................................................5-3

Routing Types .................................................................................5-3

Transmission Methods ....................................................................5-3

Available Settings ...........................................................................5-4

To route data ..................................................................................5-4

5.3 Specifying Destinations ....................................................................5-6

To specify a program as the destination ........................................5-6

To select a destination from a group ..............................................5-7

To select a destination from the address book ..............................5-9

Searching for a Destination ..........................................................5-10

To directly specify the e-mail destination .....................................5-12

Directly Specifying an FTP Destination .........................................5-14

To directly specify an FTP destination ..........................................5-15

Directly Specifying an SMB Destination .......................................5-16

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Introduction

To directly specify an SMB destination ....................................... 5-16

5.4 Checking Settings Before Routing ............................................... 5-18

Checking the Document Information ........................................... 5-18

To check information ................................................................... 5-18

Changing the Text ........................................................................ 5-19

To change the Stamp Elements ................................................... 5-20

6 Control Panel Settings

6.1 Specifying Settings from the Control Panel ................................... 6-2

Utility Mode Parameters ................................................................ 6-2

Box Permissions ............................................................................ 6-2

Additional Information .................................................................... 6-3

6.2 Registering Boxes ............................................................................ 6-4

Registering Public/Personal User Boxes ....................................... 6-5

To register a box ............................................................................ 6-6

6.3 Displaying the Administrator Setting Screen ................................. 6-9

To display the Administrator Setting screen .................................. 6-9

6.4 Specifying User Box Settings ........................................................ 6-11

To delete unused user boxes ....................................................... 6-11

6.5 Specifying Box Administrator Settings ......................................... 6-12

To specify the “User Box Admin. Setting” parameter ................. 6-12

6.6 Specifying HDD Setting Parameters ............................................. 6-15

To check the hard disk capacity .................................................. 6-15

To overwrite temporary data ........................................................ 6-16

To overwrite temporary data ........................................................ 6-16

To overwrite all data ..................................................................... 6-19

To overwrite all data ..................................................................... 6-20

To specify the hard disk locking password ................................. 6-22

To format the hard disk ................................................................ 6-24

To specify hard disk encryption ................................................... 6-26

7 Specifying Settings Using PageScope Web Connection

7.1 Settings That Can Be

Specified Using PageScope Web Connection................................ 7-2

User Mode ..................................................................................... 7-2

Administrator Mode ....................................................................... 7-3

7.2 Using PageScope Web Connection ................................................ 7-4

System Requirements .................................................................... 7-4

Accessing PageScope Web Connection ....................................... 7-5

Structure of Pages ......................................................................... 7-6

Web Browser Cache ...................................................................... 7-8

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Introduction

For Internet Explorer .......................................................................7-8

For Netscape Navigator ..................................................................7-8

7.3 Logging On and Logging Off ............................................................7-9

Logging Off .....................................................................................7-9

To log off .........................................................................................7-9

Logging On to User Mode (Public User) .......................................7-10

Logging On to User Mode (Registered User/Box Administrator) .7-11

To log on as a registered user/box administrator .........................7-12

Logging On to Administrator Mode ..............................................7-13

To log on to Administrator mode ..................................................7-13

7.4 Opening a Box (User Mode) ............................................................7-15

Opening Boxes .............................................................................7-15

To open a box ...............................................................................7-16

Checking Box Information and Downloading Documents ............7-17

Changing the Box Settings ...........................................................7-18

Deleting a Box ...............................................................................7-20

7.5 Creating Boxes (User Mode) ..........................................................7-21

To create a box .............................................................................7-22

7.6 Opening a Box (Administrator Mode) ............................................7-23

Opening Boxes .............................................................................7-23

To open a box ...............................................................................7-24

Changing the Box Settings ...........................................................7-25

Deleting a Box ...............................................................................7-27

7.7 Creating Boxes (Administrator Mode) ...........................................7-28

To create a box .............................................................................7-28

7.8 Specifying Box Administrator Settings (Administrator Mode) ....7-29

8 Appendix

8.1 Error Message List ............................................................................8-2

8.2 Entering text .......................................................................................8-3

To type text .....................................................................................8-5

List of Available Characters ............................................................8-5

8.3 Glossary ..............................................................................................8-6

8.4 Index .................................................................................................8-10

x-10 bizhub 500/420

Introduction

About This Manual

This user’s guide covers the bizhub 500/420 box functions.

The Box functions can only be used if the optional hard disk drive is installed.

This section introduces the structure of the manual and notations used for
product names, etc.

This manual is intended for users who understand the basic operations of
computers and the machine. For the operating procedures of Windows or
Macintosh operating system and application programs, refer to the respec­tive manuals.

In addition, software, such as HDDTWAIN and PageScope Box Operator,
which are used with the Box functions of this machine, are also available. Us­ers of these software should refer to the corresponding manuals on the User
Software CD-ROM.

Structure of the Manual

This manual consists of the following chapters.

Chapter 1 Overview of the Box Functions

Chapter 2 Saving Documents

Chapter 3 Printing a Document from a Public User Box/Personal User Box

Chapter 4 Routing a Document from a Public User Box/Personal User Box

Chapter 5 Routing a Document from the System User Box

Chapter 6 Control Panel Settings

Chapter 7 Specifying Settings Using PageScope Web Connection

Chapter 8 Appendix

bizhub 500/420 x-11

Notation

Product Name Notation in the Manual

bizhub 500/420 This machine, 500/420

Microsoft Windows 98 Windows 98

Microsoft Windows Me Windows Me

Microsoft Windows NT 4.0 Windows NT 4.0

Microsoft Windows 2000 Windows 2000

Microsoft Windows XP Windows XP

When the operating systems above are written
together

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

Introduction

x-12 bizhub 500/420

Introduction

Explanation of Manual Conventions

2

Note

Text highlighted in this manner
contains references and supplemental
information concerning operating
procedures and other descriptions.
We recommend that this information
be read carefully.

[]
Names highlighted as shown above
indicate keys on the control panel
and buttons in the touch panel.

Touch panel screens are shown to
check the actual display.

2

Reminder

Text highlighted in this manner
indicates operation precautions.
Carefully read and observe this
type of information.

Titles indicate the contents of the section.

Basic Copy Operations

3.6 Selecting a Paper Setting

The paper size can be selected automaticall y according to the document
size or it can be specified manually. Specify the paper size acc ording to the
corresponding procedure, depending on the desired copy settings.

2

Note

The default setting is “Auto Paper Select”.

Automatically Selecting the Paper Size (“Auto Paper Select” Setting)

The size of the loaded document is detected, and copies are produced using
paper of the same size.

1

In the Basic screen, touch [Paper].

The Paper screen appears.

2

Reminder

Be careful that your fingers are not pinched when the front door is closed.

!

Detail

For details on the positions of paper mis feeds, refer to “Paper Misfeed In­dications” on page 5-7.

7

7 CAUTION

7 7

Metallic parts on the inside of the upper cover are very hot.

!

Detail

Text highlighted in this manner
provides more detailed information
concerning operating procedures or
references to sections containing
additional information. If necessary,
refer to the indicated sections.

%Touching any part other than the paper may result in
burns.

3

Basic Copy Operations Chapter 3

3-31

WARNING , CAUTION

7

Text highlighted in this manner indicates precautions to ensure safe use of this machine.
"Warning" indicates instructions that, when not observed, may result in fatal or critical injuries.
"Caution" indicates instructions that, when not observed, may result in serious injuries or
property damage.

(The page shown above is an example only.)

bizhub 500/420 x-13

User’s Guides

The following User’s Guides have been prepared for this machine.

User’s Guide [Copy Operations]

This manual contains details on basic operations and the operating proce­dures for the various copy functions.

- Refer to this User’s Guide for details on operating procedures for copy

functions, including precautions on installation/use, turning the machine
on/off, loading paper, and troubleshooting operations such as clearing
paper misfeeds.

User’s Guide [Network Scanner Operations]

This manual contains details on specifying network settings for standard
equipment and on operations for scanning functions.

- Refer to this User’s Guide for details on operating procedures for network

functions and for using Scan to E-Mail, Scan to FTP and Scan to SMB.

User’s Guide [Box Operations] <this manual>

This manual contains details on operating procedures for using the boxes.

- Refer to this User’s Guide for details on operating procedures for using

the boxes on the hard disk.

Introduction

User’s Guide [Enlarge Display Operations]

This manual contains details on operating procedures for using copy, net­work scanner and fax functions in Enlarge Display mode.

- Refer to this User’s Guide for details on operating procedures in Enlarge

Display mode.

User’s Guide [FK-502 Facsimile Operations]

This manual contains details on operating procedures for faxing.

- Refer to this User’s Guide for details on operating procedures for fax

functions when the fax kit is installed.

User’s Guide [Network Fax Operations]

This manual contains details on operating procedures for network faxing.

- Refer to this User’s Guide for details on operating procedures for network

fax functions (Internet Fax/IP Address Fax).

x-14 bizhub 500/420

Introduction

IC-204 User’s Guide/Quick Guide

This manual contains details on operating procedures using the optional Im­age Controller (IC-204).

- Refer to the User’s Guide (PDF data) provided in the User Software CD-

ROM or Quick Guide (printed matter) attached to IC-204 for the proce­dures to use the printer functions.

bizhub 500/420 x-15

1

Overview of the Box
Functions

Overview of the Box Functions Chapter 1

1

Overview of the Box Functions

1 Overview of the Box Functions

1.1 Box Functions

The Box functions allow document data to be saved on the machine’s inter­nal hard disk (optional) and later printed. Documents that can be saved are
data scanned for copying, received faxes, and saved scan data. To save
data to a box, create the box, and then save the data to the specified box.

The saved data can be printed, sent by e-mail, forwarded to an FTP site, or
sent to a computer. If the Box functions are used, documents can easily be
scanned repeatedly and the data can be saved on separate computers.

Overview of the Box Functions Chapter 1

1-2 bizhub 500/420

Overview of the Box Functions

Types of Boxes

Various types of boxes are available for different uses. With this machine,
1,000 boxes can be created. The boxes can be given any number between
1 and 999,999,999.

- Public/personal user boxes

Two box types can be specified: “Public” and “Personal”. Public user
boxes can be used by all users. Access to the box can be controlled by
specifying a password for the box. Personal user boxes can be used by
certain individuals. If user authentication settings have been applied, the
box can only be accessed by users that have logged on.

- System user boxes

These are boxes that were already set up when the machine was pur­chased. There are the following types of system user boxes. For details
on using the system user boxes, refer to the corresponding User’s Guide.

Box Name Description

Bulletin Board User Box This appears when optional fax kit FK-502 is installed. Docu-

Polling TX User Box This appears when optional fax kit FK-502 is installed. Data

Secure Print User Box Confidential documents can be saved in this box. A password

Memory RX User Box This appears when optional fax kit FK-502 is installed. Re-

Annotation User Box This box is used when adding an image of the date/time or

Fax Retransmit User Box This appears when optional fax kit FK-502 is installed. A doc-

ments can be saved in this box, which can be used like a bul­letin board. Up to 10 additional boxes can be created within
the bulletin board user box. For details, refer to the User’s
Guide [Facsimile Operations].

can be registered in this box for polling transmissions. For
details, refer to the User’s Guide [Facsimile Operations].

must be entered in order to access the document. Up to 200
documents can be saved. For details, refer to the IC-204 Us­er’s Guide.

ceived fax documents will be saved in this box when “Memory
RX” is set to “ON”.
When a fax that you do not wish to print out is received, it can
be saved and printed when desired. For details, refer to the
User’s Guide [Facsimile Operations].

number to document data saved in Scan mode before routing
it.
For details on saving documents in annotation user boxes, re­fer to the User’s Guide [Network Scanner Operations].

ument that, even after redialing, could not be sent because the
recipient’s line is busy is temporarily saved in this box. The
saved document can be sent again to either the same or a dif­ferent recipient.
For details, refer to the User’s Guide [Facsimile Operations].

1

Overview of the Box Functions Chapter 1

bizhub 500/420 1-3

1

1.2 Available Box Functions

Saving Documents

Copies made using this machine, sent/received faxes, and scanned docu­ment data can all be saved in boxes. For details on saving using each func­tion, refer to the pages indicated below or refer to the User’s Guide.

For copy data, refer to “Saving Copies in Boxes” on page 2-5.

For scan data, refer to “Saving Scans in Boxes” on page 2-10.

Faxing: User’s Guide [Facsimile Operations]

Printing: IC-204 User’s Guide

Moving/Copying Box Documents

Overview of the Box Functions

Overview of the Box Functions Chapter 1

Document data saved in a box can be moved or copied to a different box.
For details, refer to “Moving Document Data” on page 3-7 and “Copying
Document Data” on page 3-9.

Changing a Document Name

The name given to document data can be changed. For details, refer to the
“Changing the Document Name” on page 3-6.

Deleting a Document

Data that has already been printed or is no longer needed can be deleted.
For details, refer to “Deleting Document Data” on page 3-5.

Changing Settings

Before printing document data, settings can be specified, such as the finish­ing settings, the binding position and whether or not a cover sheet is added.
For details, refer to “Printing Document Data” on page 3-11.

Printing a Document

Document data saved in box can be printed. Each document can be printed
separately or up to 10 documents can be selected and printed together. This
is called “combined printing”.

For details on printing, refer to “Printing Document Data” on page 3-11. For
details on combined printing, refer to “Combined Printing” on page 3-42.

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Overview of the Box Functions

Transmitting a Document

Document data saved in box can be sent as an e-mail attachment or to an
FTP site or a shared folder on a computer.

For details, refer to the User’s Guide [Network Scanner Operations].

Faxing a Document

Document data saved in Fax mode can be sent as a fax.

For details, refer to the User’s Guide [Facsimile Operations].

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Overview of the Box Functions

1.3 Specifying Settings for Using the Box Functions

Before using the Box functions, the following settings should be specified.

Registering and Specifying Settings for Boxes

Register the boxes where data will be saved.

Boxes can be set up by using the machine’s touch panel or by using Page­Scope Web Connection from a Web browser on a computer on the network.

!

Detail

For registering and specifying settings for recipients, refer to the follow­ing sections.

“Registering Boxes” on page 6-4

Overview of the Box Functions Chapter 1

“Opening a Box (User Mode)” on page 7-15

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Saving Documents

Saving Documents Chapter 2

2

2 Saving Documents

2.1 Information on Saving Documents

Keep in mind the following information before saving documents.

2

Note

For details on saving fax documents, refer to the User’s Guide [Facsimile
Operations].

User Authentication

This machine can be set so that an account or user name and a password

Saving Documents Chapter 2

must be entered in order to use the machine. Contact the administrator for
details on the account or user name for using the machine.

With user authentication

Type in the user name and password, and then press the [Access] key.

Saving Documents

With account track

Type in the account name and password, and then press the [Access] key.

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Saving Documents

2

Note

With user authentication, the only boxes that are displayed are those that
can be accessed by the user that is logged on.

With account track, all boxes are considered shared boxes.

If “Prohibit Functions when Auth. Error” in Administrator mode is set to
“Mode 2” and a user enters an incorrect password the specified number
of times, that user is locked out and can no longer use the machine. Con­tact the administrator to cancel operation restrictions.

Registering Boxes

Before document data can be saved, a box must be created to save the data
in.

Up to 1,000 boxes can be created.

Up to 200 documents can be saved in a single box.

A total of 9,000 pages can be saved in all boxes.

A total of 3,000 documents can be saved in all boxes.

There are public user boxes, which can be used by more than one person,
and personal user boxes, which can be used only by a single person. For de­tails on registering boxes, refer to “Registering Boxes” on page 6-4 and
“Opening a Box (User Mode)” on page 7-15.

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Saving Documents Chapter 2

Saving Documents

Naming Documents

Document data that is saved can be given a name.

- The names can contain a maximum of 30 characters.

- The names can also be changed after they are saved.

- The names can be specified when the data is saved; however, if the data

is saved without a name specified, a preset name is applied.

- Names are created by combining the following elements.

As an example, the document name “CKMBT_50004102315230” is de­scribed.

Element Description

C This letter indicates the mode when the document was saved.

KMBT_500 This represents the name of the device that scanned the data. The

04102315230 This indicates the year (last two digits), month, day, hour and min-

_0001 This indicates the page when multi-page data is scanned. This nu-

.TIF/.PDF This is the extension for the specified data format. These characters

C: Copy
F: Fax
S: Scan

factory default is “KMBT_500” (“KMBT_420” on bizhub 420). This
name can be changed with the “Input Machine Address” parameter
on the Administrator/Machine Setting screen in Administrator mode.
A name of up to 10 characters can be specified.

utes when the data was scanned. The last digit is a serial number if
the document is part of a series of scans.

meral does not appear in the Document Name screen; however, it is
added automatically as part of the name when the file is routed. Add
this part to the name according to the naming conditions of the serv­er to receive files, for example, when sending data by FTP.

do not appear in the Document Name screen; however, they are
added automatically as part of the name when the file is routed.

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Saving Documents

2.2 Saving Copies in Boxes

Settings That Can Be Saved and Changed

Within the various functions that can be specified before making copies,
there are functions whose settings can be saved and there are functions that
cannot be saved but can be set when printing. The functions whose settings
can be saved and those that can be changed are listed below.

2

Function Type Function Can Be Saved Can Be Set When

Number of copies × o

Paper drawer selection o ×

Output tray selection o ×

Basic screen
settings

Combine
Originals

Original Type Original Type o ×

Application Sheet/Cover/Chapter Insert o ×

Density/Background o ×

Paper o ×

Zoom o ×

Simplex/Duplex oo

Folding oo

Sort/Group oo

Offset oo

Punch oo

Staple oo

Combine Originals o ×

Page Margin oo

Edit Margin oo

Cover Mode o (Depends on the

Insert Sheet o (Depends on the

Chapters oo

Stamp/Overlay oo

Printing

setting when saved)

setting when saved)

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Saving Documents

2

Note

Documents saved in a box and having, Cover Mode, Image Repeat, or
OHP Interleave settings specified cannot be combined and printed.

The Cover Mode and Insert Sheet settings cannot be specified when
printing documents where the Paper setting was automatically specified
when it was saved in a box.

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Saving Documents

Saving Copy Documents

The following procedure describes how to save a copy document in a box.

1 Press the [Copy] key in the control panel.

2 Touch [Save in User Box].

2

A screen for selecting a box appears.

3 Select the box where the data is to be saved. Select the tab that con-

tains the box where the data is to be saved, and then touch the button
for the box. To specify a box number, touch [User Box #], and then type
in the number of the box.

The button for the selected box appears selected.

Is a password required when saving data?

?

% It is not necessary to enter the password when saving data, even if

a password has been specified for the box.

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