Olivetti NETWORK FAX 2 Operation Guide

Network FAX

Operation Guide

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About this On-Line Manual

This On-Line Manual explains the setting procedures required in order to use the Network FAX functions when the Scanner

Kit and Fax Kit are installed in your machine. It is recommended that you also read the corresponding Operation Guide as

well.

This on-line manual is prepared as a PDF (Portable Document Format) file.

IMPORTANT!

The use of Adobe Acrobat Reader implies agreement to the terms of use as stipulated by Adobe Systems Incorporated.

Trademark Information

• Microsoft, Windows, and Internet Explorer are registered trademarks of Microsoft Corporation of the United States and

other countries.

• Windows Server and Windows XP are trademarks of Microsoft Corporation.

• Ethernet is a registered trademark of Xerox Corporation.

• IBM and IBM PC-AT are trademarks of International Business Machines Corporation.

• Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated.

All other company and product names contained in this On-Line Manual are trademarks or registered trademarks of their

respective companies. The designations ™ and ® will not be used in this manual.

Operating Environment

The Network FAX functions are compatible for use under the following operating environments:

• Hardware ... IBM PC-AT compatible computer

• Interface ... 10BASE-T or 100BASE-TX

• Operating system ... Windows 2000 (Professional, Server, Advanced Server),

Windows XP, Windows Server 2003 and Windows Vista.

The screen shots used in this On-Line Manual are compiled from Windows XP. The actual displays on your computer may

differ depending upon your particular operating system.

Included Utilities

The following utilities are contained on the provided CD-ROM. In order to use the related Network FAX functions, it is

necessary to follow the appropriate procedure and install the corresponding utility on your computer.

Network FAX Driver

This software allows you to send documents created on your computer to the Scanner Kit in this machine, which converts

them to the appropriate format, transfers them to Fax Kit which then transmits them to the other fax machine. The Network

FAX Driver must be installed on the computer from which you want to send the documents.

Address Book for Network FAX

This utility is the address book that needs to be installed on the computer from which you want to send documents. The

Address Book for Network FAX allows you to create and use your own personal fax destination list for sending documents

directly from your computer. It is also possible to import CSV-formatted address data that has been created with other

applications.

Scanner File Utility

Documents sent from the other fax machine can be received by the Fax Kit in this machine and, once the Scanner Kit is

installed, the received documents will be converted to an image file and can be sent to and saved in a folder that is

designated in the Scanner File Utility. Because the Scanner File Utility must be running in order to receive the incoming

data, it is recommended that you install it on a computer that is generally up and running on the network (referred to as the

“Server Computer” in this manual).

You can select the type of installation to be performed based upon whether you are using Windows 2000, Windows Server

2003, Windows XP or Windows Vista, as well as whether you are using the Scanner File Utility on an individual basis or it is

being shared. (See page 1-8.)

Address Editor for FAX

This utility is an editor that uses your computer to register and change the self-station and dialing information which is stored

in the fax machine itself. The Address Editor for FAX allows you to easily and conveniently register the information that will

be used by the fax machine directly from your computer.

Outline of the Network FAX Functions

The Network FAX functions allow you to send and receive fax documents between computers on your LAN network and the

other fax machines. In addition, if you use the Address Book, you can register individual destinations, or multiple destinations

as an individual group, in advance.

● Transmission function

1. Documents are sent as image data from a network computer over the LAN network to this fax machine.

2. Those documents are sent over the telephone line as a

fax transmission from this fax machine to the other fax

machine.

● Reception function

1. Documents are sent over the telephone line as a fax transmission from the other fax machine to this fax machine where

they are converted into PDF or TIFF file data.

2. That data is sent from this fax machine over the LAN network to the Server Computer.

3. The file is saved on the Server Computer.

iii

Outline of the Network FAX Functions

● Address Book

1. Information for individual destinations (or a group of destinations) is registered in the Address Book software on the

computer from which you want to send documents.

2. The destination for sending documents using the Network FAX function is selected from this Address Book.

3. The documents are then sent as image data from a network computer over the LAN network to this fax machine.

4. Those documents are sent over the telephone line as a fax transmission from this fax machine to the other fax machine

based on the selected destination information. If multiple destinations are registered as a group, the documents will be

broadcast to all of those destinations.

Outline of the Network FAX Functions

● Address Editor for FAX

1. Use your computer to read and edit the self-station and/or dialing information of the fax machine itself, and then register

the revised data back into the fax machine.

2. Import CSV-formatted address data or FDT-formatted address books that have been created with another application

and register it in the fax machine.

3. Save registered dialing information as FED-formatted data (the data format for Address Editor for FAX).

About this On-Line Manual Trademark Information Operating Environment Included Utilities

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Outline of the Network FAX Functions

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iii

Section 1 Installing the Corresponding Software...Page 1-1

1-1 Installing the Network FAX Driver and Utilities

Registering the Machine’s IP Address Uninstalling the Network FAX and Utilities

1-2 Installing the Scanner File Utility

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Page 1-1

1-5 1-7

Page 1-8

Section 2 Sending a Fax ........................................Page 2-1

2-1 Main Transmission Functions

(1) Delayed Transmission..................................................................................................... 2-1

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Page 2-1

i i i

(2) F-Code Based Communication ...................................................................................... 2-2

(3) Concurrent Print .............................................................................................................. 2-2

(4) Save Transmitted Original............................................................................................... 2-2

(5) Attached a Cover Page.................................................................................................... 2-3

(6) Restricted Access ........................................................................................................... 2-3

2-2 Basic Transmission 2-3 FAX Setting Tab 2-4 Default Setting Dialog Box

(1) Sending Options Tab ....................................................................................................... 2-7

(2) Cover Page Tab ............................................................................................................... 2-8

(3) Sender Information Tab ................................................................................................. 2-10

(4) Machine Setting Tab ...................................................................................................... 2-11

(5) Restricted access Tab .................................................................................................. 2-12

2-5 Various Settings in TX Setting Dialog Box

(1) Selecting a Destination from the Address Book ............................................................ 2-13

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Page 2-4 Page 2-6 Page 2-7

Page 2-13

(2) F-Code Based Communication .................................................................................... 2-16

(3) Registering the Destination Information to be Addedto the Cover Page ........................ 2-17

(4) Optional Settings ........................................................................................................... 2-20

(5) Transmitting Terminal Information Data ......................................................................... 2-21

(6) Machine Settings ........................................................................................................... 2-22

2-6 Transmission Control 2-7 Creating New Cover Page Templates

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Page 2-23 Page 2-24

Contents

Section 3 Receiving a Fax ......................................Page 3-1

3-1 Summary of Delivery Settings 3-2 Starting the Scanner File Utility 3-3 Setup Dialog Box 3-4 Folder Setting Dialog Box 3-5 Delivery Setting List Dialog Box 3-6 Delivery Setting Dialog Box 3-7 Determing the Destination Folder 3-8 When a notice of fax reception is sent 3-9 Checking a Reception Notification Error 3-10 Opening Received Faxes 3-11 Deleting Received FAxes

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Page 3-2 Page 3-4

Page 3-5 Page 3-6 Page 3-7

Page 3-10 Page 3-13 Page 3-13 Page 3-14 Page 3-15 Page 3-16

Section 4 The Address Book ...................................Page 4-1

4-1 Registering Destination Information

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Page 4-2

4-2 Registering Multiple Destination as a Group 4-3 Address/Group Copy 4-4 Editing Indivisual and Group Destination Information

(1) Editing Information for an Indivisual or Group Destination ............................................... 4-7

(2) Editing Information for More than One Indivisual or Group Destination ........................... 4-8

(3) Search/Replace the Contents of a Paticular Entry Item .................................................. 4-9

4-5 Deleting Indivisual and Group Destination Information 4-6 Importing Address Data

(1) Importing FDT Files ....................................................................................................... 4-10

(2) Importing CSV Files ...................................................................................................... 4-11

(3) Importing FED Files ...................................................................................................... 4-13

4-7 Exporting Address Data

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vii

Contents

Section 5 Address Editor for FAX ...........................Page 5-1

5-1 Registering Self-Station Information 5-2 Setting the Network FAX functions 5-3 Registering Dialing Information

(1) Registering one-touch dial information ............................................................................ 5-9

(2) Registering chain dial information ................................................................................. 5-12

(3) Registering group dial information ................................................................................. 5-14

(4) Registering program dial information ............................................................................ 5-18

(5) Editing registered dialing information ............................................................................. 5-22

(6) Deleting dialing information ........................................................................................... 5-28

(7) Registering abbreviated dialing information ................................................................... 5-29

5-4 Registering Box Information

(1) F-Code Based Confidential box .................................................................................... 5-30

(2) Encryption box............................................................................................................... 5-31

(3) F-Code Based Relay boxes .......................................................................................... 5-33

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Page 5-2 Page 5-8 Page 5-9

Page 5-30

(4) Deleting registered boxes.............................................................................................. 5-36

5-5 Importing Data 5-6 Saving Data as an FED-formatted File

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Page 5-37 Page 5-41

Section 6 Specifications .........................................Page 6-1

viii

Section 1 Installing the Corresponding Software

1-1 Installing FAX Driver and Utilities

This section explains how to install the FAX driver and utilities in Windows Vista.

* To install the printer driver, you must log on with administrator privilege.

1. Insert the provided CD-ROM into the CD-ROM drive of the computer in which you want to install the Network FAX Driver.

The set-up screen will appear automatically. If the Autoplay screen is displayed, click on Run setup.exe.

If the set-up screen does not appear, start the appropriate software manually from the CD-ROM.

2. Select View License Agreement to read the information and select Accept to proceed.

3. Click Install Software. Installation Method screen appears.

Page 1-1

1-1 Installing FAX Driver and Utilities

4. Click Custom Mode. The installer searches the printers connected to the network on Discover Printing System screen.

5. Select the printer you want to install, and click Next. Proceed to the step 8.

If no printer is found, an error message appears. Select Custom select, and click Next. Printing System screen

appears. Proceed to the step 6.

6. Select the printer you want to install, and click Next.

Page 1-2

1-1 Installing FAX Driver and Utilities

7. Select the printer port to use, and click Next.

* If no printer port is found in the port list, select Add Port. Add Standard TCP/IP Printer Port Wizard appears. Follow

the steps in the wizard to add or edit the port.

8. On Driver tab and Utility tab of the Custom Installation screen, select the FAX driver and utilities (Address Book for

Network and Address Editor for FAX) you want to install, and click Next.

* Utilities can be installed using the Product Library after installing the FAX Driver.

Page 1-3

1-1 Installing FAX Driver and Utilities

9. Enter a FAX name on the FAX Settings screen, and click Next.

10. Confirm the settings and click Install. Installation of the FAX driver and utilities starts.

* During any point in the installation process, if the Windows Security warning dialog box appears, click Install this driver

software anyway. If the Hardware Installation screen appears in Windows XP, click Continue Anyway.

11. Installation Completed screen appears. Click Finish to return to the main menu.

Page 1-4

1-1 Installing FAX Driver and Utilities

Q Registering the Machine's IP address

Once you have installed the Network FAX Driver, perform the following procedure to register the IP address of the

machine that you want to use as the Network FAX.

1. Click on Start in the Task Bar and then select Control Panel, Printer and other Hardware and then Printers and

Faxes in that order from the successive menus in order to access the Printers and Faxes dialogue box.

2. Right-click on the name of the machine that you want to use as the Network FAX and select Printing Preferences...

from the resulting dropdown menu. The Printing Preferences dialogue box will appear.

Page 1-5

1-1 Installing FAX Driver and Utilities

3. Click on the FAX TX Setting... button in order to access the Default Setting dialogue box.

4. Click on the Machine Setting tab in order to display its contents.

5. In the Network FAX Address area, enter the IP address, or host name, of the machine that you want to use as the

Network FAX.

* The IP address/host name that you enter here must be the same as that registered in the scanner default settings

of the machine itself.

Refer to Chapter 2 of the Scan System(F)B Operation Guide Function Edition.

Sample screen-shot of the scanner default setting window

Scan Default:

IP Address Subnet Gateway

6. Click OK button.

10. 181. 15. 11

255. 255.255. 0:

: 10. 181. 12. 11

Page 1-6

1-1 Installing FAX Driver and Utilities

QUninstalling the Network FAX Driver and Utilities

Perform the following procedure when you want to delete the Network FAX Driver and utilities from your computer.

1. Click on the Start button in the Windows Task Bar and then select the uninstall tool for Product Library in that order

from the successive menus.

2. Place a check in the check box of FAX Driver or utilities and click Uninstall button.

3. Click Finish button.

If restart of the system is displayed, follow the instructions on the screen to restart the computer.

Page 1-7

1-2 Installing the Scanner File Utility

This section explains how to install the Scanner File Utility in Windows Vista.

* To install the printer driver, you must log on with administrator privilege.

1. Insert the provided CD-ROM into the CD-ROM drive of the computer in which you want to install the Network FAX Driver.

The set-up screen will appear automatically. If the Autoplay screen is displayed, click on Run setup.exe.

If the set-up screen does not appear, start the appropriate software manually from the CD-ROM.

2. Select View License Agreement to read the information and select Accept to proceed.

3. Click Scanner Tools on the Main menu screen.

Page 1-8

1-2 Installing Scanner File Utility

4. Click Scanner File Utility.

5. Follow the instructions in the installation wizard to continue the installation procedure.

* Select one of the following setup types on the Setup Type selection screen, and then proceed to the next step.

Install a service mode:

Select this type of setup in order to share the Scanner File Utility on a File Server, etc. (In this case, the Scanner File

Utility will be usable even when you are logged off of your computer.)

For details, refer to page 3-4.

Install a desktop mode:

Select this type of setup in order to use the Scanner File Utility independently from others. (In this case, the Scanner

File Utility will be usable once you are logged on to your computer.)

* Once the Scanner File Utility has been installed, you can change the type of setup from the desktop mode to the

service mode by selecting Repair in the Windows Add/Remove Programs control panel.

Page 1-9

1-2 Installing Scanner File Utility

* If the Select Components screen appears, click on the box next to Network FAX Receive Handler in order to put a

check mark in that box. The content of the other checkboxes is as follows:

- PDF Keyword Embedder: Adds file information as keywords to scanned image data files. When searching keyword

using Paper Port, select this component.

- DataBase Link Handler(Sample): Creates a csv file that includes the registered file information to go with the

scanned image data files.

Page 1-10

Section 2 Sending a Fax

This section contains explanations on how to use the Network FAX Driver to send documents created on a network computer

directly from that computer to the other fax machine.

IMPORTANT!

The Network FAX Driver must be installed on the computer from which you want to send the documents. Refer to 1-1

Installing FAX Driver and Utilities on page 1-1 for the procedure to install that software.

2-1 Main Transmission Functions

(1) Delayed Transmission <see page 2-7 for setting procedures>

This function enables you to have documents transmitted at a designated time. Delayed transmission can be carried out at

any time within 24 hours from the time that is actually set in the fax itself.

Page 2-1

2-1 Main Transmission Functions

(2) F-Code Based Communication <see page 2-16 for setting procedures>

This function enables you to send documents to an F-Code Box that is registered in a destination fax machine. Because

F-Code Boxes include a sub-address and password, highly confidential communication is ensured. It will be necessary

for you to enter the corresponding sub-address and password of the destination F-Code Box (if they have been

designated for that box) whenever you perform an F-Code Based Transmission procedure.

* For more information on F-Code based

communication, refer to the Operation

Guide for the Fax Kit.

of the other Fax Machine

Memory

(3) Concurrent print <see page 2-7 for setting procedures>

This function enables you to print out the documents at the same time as you send them by fax.

(4) Save Transmitted Original <see page 2-7 for setting procedures>

This function enables you to save transmitted documents in the folder that corresponds to the folder number which was

registered under the Network FAX Registration settings in the fax machine . Those documents will be saved as a PDF or

TIFF file according to the default File Type Setting in the fax

machine itself.

* For more information on registering folder numbers

and on file formats, refer to the Operation Guide

for the Fax Kit.

Page 2-2

2-1 Main Transmission Functions

(5) Attaching a Cover Page <see page 2-8 for setting procedures>

This function enables you to add a cover page to your transmission that includes such TTI (Transmitting Terminal Information)

data as your company name, department name, your own name, your telephone or fax number, in addition to whatever

comment you’d like to send. You can easily create Cover Pages using one of the several templates provided.

(6) Restricted Access <see page 2-12 for setting procedures>

When Restricted Access is turned ON

in the copy (or fax) machine itself, this

function enables you to control Network

FAX Transmissions under Restricted

Access as well, only allowing

transmission when a viable access

code that is registered in the copy (or

fax) machine is entered.

* For more information on Restricted

Access, refer to the Operation Guide

for the Fax Kit.

Page 2-3

2-2 Basic Transmission

1. Use an application on your computer to create the documents that you want to send.

2. Select Print from the File menu.

3. Use the dropdown menu in the Name field to select the name of the machine that you want to use as the Network FAX.

The print dialogue box for the application that you are using will appear.

NOTE: The following screen shot is just an example and the actual dialogue box displayed on your computer may differ

depending to the application that you are using.

4. Enter the page numbers, etc., that you want to fax.

NOTE: Make sure that the number of copies is set to 1.

5. Click on the Properties button in order to access the Properties window.

Page 2-4

2-2 Basic Transmission

6. Perform all of the desired settings under the FAX Setting tab, such as the original size setting, and then click on the OK

button.

* Refer to 2-3 FAX Setting Tab on page 2-6 for more detailed information on the settings in that tab.

7. The print dialogue box for the application that you are using will be displayed once again. Click on the OK button. The TX

Setting dialogue box will appear.

* Refer to 2-5 Various Settings in the TX Setting Dialogue Box on page 2-13 for more detailed information on the

settings in that dialogue box.

8. Use the keyboard to enter the phone number of the destination fax in the FAX Number field. If you want to use the

Address Book to enter this information, refer to (1) Selecting a Destination from the Address Book on page 2-13.

• Maximum number of characters that can be entered: 32

• Characters that can be entered: 0 – 9, #, *, -, and a space (a hyphen or space can NOT be entered as the first character)

9. If you are using a cover page, refer to (3) Registering the Destination Information to be Added to the Cover Page on

page 2-17.

10. Click on the Add to Destination List button. The entered destination information will be displayed under the Destination

List area.

If you want to send the same documents to more than one destination, repeat steps 8 and 9 as required. (Up to 80

destinations can be registered.)

* If you want to delete a destination from the Destination List area, select that destination and then click on the Delete

from list button. If you want to delete all of the currently registered destinations, click on the Delete All button.

11. Click on the Send button to initiate the fax transmission operation.

Page 2-5

2-3 FAX Setting Tab

Use the contents of this tab to set certain transmission conditions, such as the size of the original being sent.

Refer to

Registering the Machine’s IP address on page 1-5 to open this tab.

1 Original Size field

Use the dropdown menu in this field to select the size of the original being transmitted.

* The size of the documents created in the application will be changed to the size selected here for transmission

purposes.

Available settings: Letter, Legal, Ledger, Statement, A3, A4, A5, Folio, B4 and B5

2 Orientation radio buttons

Make sure the radio button for the desired orientation, either Portrait or Landscape, is selected.

3 Original Image Quality field

Use the dropdown menu in this field to select the resolution quality of the original being transmitted.

Available settings: Normal, Fine, Ultra fine

* When you need to send documents that contain minute text and detailed lines at the best possible quality, select

the Ultra fine setting. The Ultra fine setting will only be available when there is a check mark in the FAX Extended

Memory check box.

* In order to actually send documents at the Ultra fine setting, it is necessary to add additional memory to your fax

machine. (Refer to the Operation Guide for your fax machine.)

4 FAX TX Setting button

Click this button in order to access the Default Setting dialogue box if you want to change the default settings for

fax transmission.

* Refer to 2-4 Default Setting Dialogue Box on page 2-7 for more detailed information on the settings in that

dialogue box.

Page 2-6

2-4 Default Setting Dialogue Box

By setting the transmission conditions that you use most in this dialogue box, you can minimize the need to change the settings each time. * The Default Setting dialogue box can be accessed using the following procedure:

Click on Start in the Windows Task Bar and then select Control Panel, Printer and other Hardware and then Printers and Faxes in that order from the successive menus in order to access the Printers and Faxes dialogue box. Then, right-click on the name of the machine that you want to use as the network fax and select Printing Preferences from the resulting dropdown menu. Click on the Fax TX Settings button in the Printing Preferences window. (With systems such as Windows 98 and Windows Me, click on Start in the Task Bar and then selecting Settings and then Printers in that order from the successive menus in order to access the Printers dialogue box. Right-click on the name of the machine that you want to use as the network fax and select Properties from the resulting dropdown menu. Then, click on the Fax TX

Settings button in the Properties window.)

(1) Sending Options Tab

1 Delayed TX checkbox

Put a check mark in this checkbox in order to make the time fields to the right of the checkbox active whenever you want to set the time that your documents will be transmitted. The desired time setting can be entered directly with the keyboard or by clicking on the ▲ and ▼ arrows. Enter the time on a 24-hour time basis (00:00 - 23:59). NOTE: If you designate a time that is earlier in the day than the time that is actually displayed in the fax machine itself, the

transmission operation will be carried out the following day at that time. Be sure to check the time setting in the fax machine itself before making this setting.

2 Concurrent print checkbox

Put a check mark in this checkbox when you want to print out the documents at the fax machine same time as you send them by fax.

3 Save TX Original checkbox

Put a check mark in this checkbox when you want to save documents in the computer that was registered under the Network FAX Registration settings in the fax machine.

* For more information on saving the data for transmitted fax documents, refer to the Operation Guide for the Fax Kit. * For the procedure to save the data for transmitted fax documents, refer to

3-1 Summary of Delivery Settings on page 3-2 of this manual.

Page 2-7

2-4 Default Setting Dialogue Box

(2) Cover Page Tab

1 Attach Cover Page checkbox

Put a check mark in this checkbox when you want to add a cover page to your transmission.

Perform the following procedure to select the settings for the cover page.

1) Select the desired template for the cover page from the Cover Page Templates list.

* Original Cover Page templates can be created. Refer to 2-7 Creating New Cover Page Templates on page 2-24.

2) To check the format of the template, click on the Preview button.

The format for the currently selected template will be displayed.

To change the type of template, use the dropdown menu or click on the O or P on the upper portion of the dialogue box.

The display ratio for the template can also be changed to between 25% and 250% using the dropdown menu. If some

destinations have been registered, the format for each destination can be displayed. Click on the O or P next to the

Recipient to change the format. (Refer to (3) Registering the Destination Information to be Added to the Cover Page

on page 2-17 for more information on registering destinations.) After you are finished previewing the format, click on the

Close button.

Page 2-8

2-4 Default Setting Dialogue Box

3) To add your message to the cover page, click on the Edit Message button.

The Edit message dialogue box will be displayed.

Enter the message to be displayed on the cover page and click on the OK button. The message can be up to 1000

characters long.

Page 2-9

2-4 Default Setting Dialogue Box

(3) Sender Information Tab

Enter your own information into fields 1 – 5 explained below when you want to send a cover page with your faxes.

1 Company Name: Your company name can be up to 64 characters long. 2 Department Name: Your department name can be up to 64 characters long. 3 Name (user name, etc.): Your name can be up to 16 characters long. 4 Telephone Number: Your telephone number can be up to 20 characters long. [Available characters: 0 - 9, #, *, -, (, ),

&, +, and a blank space]

5 FAX Number: Your fax number can be up to 20 characters long. [Available characters: 0 - 9, #, *, -, (, ), &, +, and a blank

space]

6 E-Mail Address: Your e-mail address can be up to 64 characters long.

[Available characters: Symbols ( !, #, $, %, &, ’, *, +, -, ., /, =, @, [, ], ˆ, _, ‘, {, } )

Alphanumerics (0 – 9, A – Z and a – z)]

* If you register your e-mail address, you will be able to select to have a Network FAX Transmission Report sent to you

as an e-mail attachment.

NOTE: In order to have the Network FAX Transmission Report sent to you by e-mail, it is necessary to turn ON the

corresponding report printout setting (or have it set to Output on condition) in the fax default settings and

scanner default settings.

* It is possible to register the administration's e-mail address in the scanner default settings instead of registering

it in the network fax registration.

Page 2-10

+ 89 hidden pages