Pitney Bowes Internet Fax Kit User Manual

Internet Fax Kit

User's Manual

For use with 5000/3500

Internet Fax Kit

User's Manual

For use with 5000/3500

i

Do not place anything on the equipment that
contains water or chemical drug.

Do not place articles on the equipment such as
flower vases, potted plants, beverage cups,
cosmetics, containers of chemical drugs or water, or
small metallic articles. These substances, once
overturned and dropped inside of the equipment,
may cause a fire or electric shock.

Safety precautions

• Please read “Safety precautions” in the operation manual of the fax main unit.

• The following notations are used to alert the user to harm or damage that could result from mishandling due to negligence of
precautions.

Warning

This notation alerts the user to the potential for serious injury or death.

Caution

This notation alerts the user to the potential for bodily harm or damage to hardware.

• The following symbols are used to distinguish the types of alerts. (Shown below are the examples.)

This symbol indicates warning or caution. An illustration will give a concrete description.

This symbol indicates prohibition in handling. An illustration will give a concrete description.

This symbol indicates mandatory handling. An illustration will give a concrete description.

Never attempt to disassemble, repair or
modify the equipment.

It may cause electric shock or machine failure.
Request repairs from the Customer Information
Center.

When any of the following occurs, stop
operation immediately, unplug the power cable
of the fax main unit from power outlet, and
call our Information Center.

◆ Smoke generation or an unusually heated
machine housing

◆ Abnormal noise

Never attempt anything other than specified
in this manual.

It may cause unexpected accidents or machine
failure.

Warning

Caution

ii

Internet fax transmission

Paper documents ,such as hand-written letters,can be transmitted by e-mail using the existing e-mail environ­ment just like sending a fax. All you have to do is load the original and designate the recipient’s e-mail address
using a One-touch key or Speed-dialing.

Scanned data from the original is sent by e-mail as an image data attachment.

Internet mail reception

Internet F ax Kit allows you to receive and print a PC or internet fax mac hine transmitted e-mail automatically
or manually,depending on its setup configuration. However, if the received e-mail includes a file attachment in a
format other than TIFF-FX (Profile-S/F/J),such as Word, Excel, or PowerPoint,then Internet Fax Kit returns an
error message via e-mail.

Network management

With the use of a Web browser,a PC can perform such operations as Internet Fax Kit settings, display of trans­mission/reception history of e-mails and faxes,as well as registration of One-touch dial, etc..

PC

E-mail transmission/

reception history

Fax transmission/

reception history

One-touch dial setting

Speed-dial setting

LAN

P

r

i

n

t

o

u

t

E-mail

LAN

PC

Internet FAX

Internet FAX

Internet

PC

Internet FAX

E-mail

Original

document

LAN

PC

Internet FAX

Internet

PC

Internet FAX

Internet communication features

iii

F orwarding fax document

This feature works with F-code box that is setup for “Relay box”. Internet Fax Kit can route documents received
in its F-code relay box to e-mail addresses and/or to other fax machines.

In order to route the received fax documents to the designated e-mail address(s) and/or other fax machine(s), the
F-code relay box should be configured with the proper sub-address and password.

F orwarding e-mail

Internet F ax Kit is capable of transferring the received Internet e-mail to the G3 facsimile(s) that designated fax
number in a e-mail text.

Also, you can setup either Internet Fax Kit prints the transferred document(s) or not.

P

r

i

n

t

o

u

t

Fax

Fax

Telephone line

Telephone line

Internet Fax Kit

E-mail

LAN

PC

Internet

PC

Fax

G3 Fax

Internet Fax Kit

F-Code

fax reception

Telephone line

E-mail

LAN

PC

Internet FAX

Internet

PC

Internet FAX

iv

Internet relay broadcasting

Internet relay broadcasting is a powerful function that takes advantage of a remote Pitney Bowes Office
SystemsInternet FAX
(Internet F ax Kit) to reduce your total communication costs.

The internet relay station performs a relay broadcast, and the internet fax machine which sends the original doc­ument to the internet relay station has performed a relay broadcast initiation.Your fax machine can perform
either operation; in other words, your machine can either send to a “internet relay station”unit or be a “internet
relay station” unit.

Archive

With this feature,all transmitted and received fax and e-mail are collected at one place automatically so that an
administrator can easily keep track of the document flow.

Programming or retrieving parameters using E-mail

With this feature,you can retrieve and program the e-mail environment, e-mail account user settings,
one-touch number, speed-dial number ,fax gateway, and retrieve the current journal data from your PC by send­ing the text e-mail message to Internet F ax Kit.

E-mail

PC

Internet Fax Kit

E-mail environment
Transmission/

reception history
One-touch dial setting
Speed-dial setting

E-mail

Internet Fax Kit

Transmitted E-mail

F

a

x

T

x

Transmission

Reception

Received E-mail

Transmitted E-mail

Received E-mail

F

a

x

R

x

F

a

x

T

x

F

a

x

R

x

Internet Fax KitInternet Fax Kit

Fax

Fax

Fax

Internet

Telephone line

Telephone line

T

elephone line

v

Table of Contents

Safety precautions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .i

Internet communication features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ii

Installing Your Machine

Pre-Installation information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.2

Installation procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.3

Setting your Time Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.4

Setting the Internet parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.5

IP address and Subnet mask setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.5

Installation information registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.6

Network environment setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.7

E-mail environment setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.8

E-mail account user registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.9

Administrator registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1.11

System configuration

Programming or retrieving parameters using “Administration tool” . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.2

What is “Administration tool for Internet Fax Kit”on the web? . . . . . . . . . . . . . . . . . . . . . . . . . . .2.2

Startup of “Administration tool for Internet Fax Kit” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.2

Descriptions of “Administration tool for Internet Fax Kit” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.2

Programming or retrieving parameters using E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.13

Using E-mail for Program or Retrieve Parameter (Device management by E-mail) . . . . . . . . . .2.13

Remote access setting on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.14

Setting the command in the Subject line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.15

Programming and Retrieving E-mail environment settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.16

Programming and Retrieving One-touch/Speed-dialing setting . . . . . . . . . . . . . . . . . . . . . . . . . .2.18

Programming and Retrieving F ax Gateway settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.19

Programming and Retrieving Account settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2.21

Programming Your Machine

Programming an E-mail address into the one-touch keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3.2

Programming an E-mail address into the speed-dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3.8

Programming an E-mail address into the group dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3.14

Registration of a Mail Broadcast list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3.19

Basic Operation

Sending a document over the LAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.2

Registering To/Cc/Bcc fields in soft keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.2

Directly set a mail address and send. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.2

Sending using the one-touch key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.4

Sending using a speed-dial number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.6

Sending using the EasyDial directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.8

Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.10

Receive document via LAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.19

Receiving e-mail from POP server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.19

Manual reception from POP server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4.19

Advanced Features

TTI transmittion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.2

TTI transmission setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.2

TTI setting with the Soft Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.2

Entering TTI transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.2

Subject line entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.3

Mail subject setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.3

vi

Forwarding the received fax document to mail address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.5

Forwarding fax by using F-code relay box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.5

Default relay setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.12

Forwarding the received e-mail to fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.15

F ax Forwarding setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.15

Accepting F ax Forwarding requests / Rejecting Fax Forwarding requests . . . . . . . . . . . . . . . . . .5.16

Unconditional F ax forwarding of received e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.17

Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.18

Archive transmitted fax and Archive reception fax setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.18

Archive transmitted mail and Archive reception mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.21

Internet relay broadcasting

(Using F ax Gateway) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.24

F ax Gateway setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.24

Sending fax via Internet relay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5.26

Troubleshooting

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6.2

Mail transmission error report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6.2

Mail reception error report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6.2

Other error report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6.2

Appendix and Index

Main Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7.2

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7.3

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7.5

vii

Control panel overview

* Internet Fax key is required to change from Fax mode to Internet F ax mode.

Press this key when you want to use the Internet Fax functions.

viii

This page intentionally blank.

Installing Your Machine

Pre-Installation information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2

Installation procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3

Setting your Time Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4

Setting the Internet parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5

1.2

For the total system to work properly via LAN, certain information must be set in advance. Please contact your
network administrator if you need any help.

Please set the following information before the installation.

Internet P arameters

Note: Internet F ax Kit can store up to 30 accounts, so the POP user name and POP password are registered

individually for each account.

Pre-Installation information

IP Address

Subnet Mask

SMTP Server Name or IP Address

Default Gateway IP Address

E-mail Address

DNS Server IP Address

POP Server Name or IP Address

POP User Name

POP Password (for security, do not write it here, but keep it in a safe place.)

Carry out registrations in accordance with the following procedures.

1.3

Installation procedures

Time zone setting (See page 1.4)

E-mail environment setting (See page 1.8)

E-mail account user registration (See page 1.9)

Network environment setting (See page 1.7)

IP Address and Subnet mask setting (See page 1.5)

Administrator registration (See page 1.11)

If necessary ...

Installation information registration (See page 1.5)

1.4

“Time Zone” setting is added to the “User Install” by pressing MENU, 9.
The Time Zone is required as part of the E-mail header information when sending Internet faxes .

1

Press MENU, 9.
5000 3500

2

Press ENTER repeatedly until the following display appears.
5000 3500

3

The LCD asks you to enter the Time Zone.
Using the cursor key, [ + ], [ - ], and numeric keypad, enter the Time Zone.
If your machine is 3500, use or to select “+”or “-”.
(Refer to the example of Time Zone below.)

Example of Time Zone:
GMT

--

11:00 Midway Island

GMT

--

10:00 Hawaii

GMT

--

9:00 Alaska

GMT

--

8:00 P acific Time (US & Canada)

GMT

--

7:00 Mountain Time (US & Canada)

GMT

--

6:00 Central Time (US & Canada)

GMT

--

5:00 Eastern Time (US & Canada)

GMT

--

4:00 Atlantic Time (Canada)

GMT

--

3:30 Newfoundland
GMT(Greenwich Mean Time):Dublin, Edinburgh, Lisbon, London
GMT + 01:00 Amsterdam, Berlin, Bern, Rome, Stockholm, Vienna
GMT + 02:00 Brussels,Copenhargen, Madrid, Paris
GMT +10:00 Guam

4

Press ENTER to save the setting. The LCD will show the next setting of “User Install”.
If you want to go back to the previous step,press BACK. Otherwise,press STOP to exit this mode.

Time Zone

+00:00

9.User Install
Time Zone
+00:00

[+ ][- ]

[Program] No.9
9 User Install

Setting Menu

4.Doc. Management

5.Print

9.User Install

Setting your Time Zone

1.5

The internet parameters for Internet F ax Kit can be entered from the Web browser such as “Internet Explorer”
(4.0 or later) or “Netscape Communicator”(4.5 or Later). Before you use these tools to enter the internet param­eter, you must do the following procedure to enter the correct IP address and subnet mask.

Contact your Network Administrator if you need any help.

IP address and Subnet mask setting

For 5000

1

Press MENU, 3, 8, 0, 1, ENTER.

2

The LCD asks if you want to set “IP Address”or “Subnet Mask”.
Example display:

3

Select “IP Address” using the cursor key. Then press ENTER.

4

Enter the IP address using the numeric keypad. Then press ENTER.
Note: To enter numbers less than 2 digits between the dots, use the cursor key to move the entry point.

To correct a wrong number entry,move the cursor with the cursor key and overwrite it.

5

Set the “Subnet Mask”using the same procedure as with “IP Address”.

6

Press “Exit”. When the LCD shows “To reflect change, please power off and on with the administrator”,
press [OK].

7

To reflect the setting, turn the power off and on.

For 3500

1

Press MENU, 3, 8, 1, ENTER.

2

Enter the IP address using the numeric keypad. Then press ENTER.
Note: To enter numbers less than 2 digits between the dots, use the cursor key to move the entry point.

To correct a wrong number entry,move the cursor with the cursor key and overwrite it.

3

Enter the subnet mask address using the numeric keypad. Then press ENTER.

4

Press STOP.

5

To reflect the settings, turn the power off and on.

Set Subnet Mask

255.255.255.000

Set IP Address

192.168.001.013

01.TCP/IP

Exit

IP Address : 192.168.001.013
Subnet Mask : 255.255.255.000

Setting the Internet parameters

1.6

Installation information registration

Registration of device information makes it easier to identify the device.
Installation data, once registered, is fed into the device information for display.

1

Start up “Internet Explorer”(4.0 or later) or “Netscape Communicator” (4.5 or Later) on your PC.

Note: Use the latest browser version possible. Some old versions may not produce the correct display.

2

Enter the IP address of Internet F ax Kit in the address box,and press ENTER.

3

The “Administration tools for Internet Fax Kit” will be appear on your screen.
Note: If the “Administration tools for Internet Fax Kit” does not appear, double-check the IP address

in “Entering the IP address setting and Subnet mask”(see above), and carry out power off/on of the
fax machine to restart.

4

Click Instauration information under [Setup].

5

Fill in each of the following fields,and then click the [SET] button.

1.7

Network environment setting

This setting is to establish the network connection of this device.

1

Start up “Administration tool for Internet Fax Kit”. Click Network environment under [Setup].

2

The IP address and Subnet mask you have entered will be appeared.
If necessary, enter Gateway address and DNS server address and then click [SET] button.

Gateway

“Gateway”collectively refers
to hardware and software
that interlink systems and
networks using different
protocols.

1.8

E-mail environment setting

This setting enables the device to perform e-mail transmission and reception.

1

Start up “Administration tool for Internet Fax Kit”. Click E-mail environment under [Setup].

2

Enter the “SMTP server name”and “POP server name”, and then click the [SET] button.

1.9

E-mail account user registration

Register a default account. A default account is an account used when the account cannot be specified when
forwarding received fax and archiving sent/received faxes. If the default account is not registered, some func­tions may not be available.

1

Start up “Administration tool for Internet Fax Kit”. Click E-mail account users under [Operation
setting].

2

To register a new account,click Register new “account user” .

1.10

3

Fill in each of the following fields,and then click the [REGISTER ACCOUNT] button.

4

The information screen appears. If necessary, enter the POP user name and POP password, then click
[SET] button to register the entry.

1.11

Administrator registration

What is administrator registration?

Administrator registration will enable the following:

◆ Authentication is requested whenever making or altering any device settings.

◆ Authentication is requested whenever making or altering a user registration.

◆ Authentication is requested whenever making or altering fax distribution settings.

Once an administrator has been identified for the system, the administrator’s password is needed to manage
account and to modify the system setting and administrator’s information

Registration of administrator information

1

Start up “Administration tool for Internet Fax Kit”. Click Administrator’

s Information

under

[Setup].

1.12

2

Administrator’s information screen will appear:

3

Click Administrator register/edit to edit the administrator’s information.
Fill in each of the following fields,and then click the [SET] button.

Note: For details on input items, refer to [Setting Help].

System configuration

Programming or retrieving parameters using “Administration tool” . . . . . . . . . . . 2.2

Programming or retrieving parameters using E-mail . . . . . . . . . . . . . . . . . . . . . . 2.13

2.2

Programming or retrieving parame­ters using “Administration tool”

What is “Administration tool for Internet Fax Kit” on the web?

“Administration tool for Internet Fax Kit”is the program that enables adjustment of settings and registration of
this device using a “Web browser”.

In addition to adjusting settings and registration,“Administration tool for Internet Fax Kit” enables manage­ment and browsing of device information.

Startup of “Administration tool for Internet Fax Kit”

1

Start up “Internet Explorer”(4.0 or later) or “Netscape Communicator” (4.5 or Later).

Note: Use the latest browser version possible. Some old versions may not produce the correct display.

2

Enter the IP address in the address box, and press “Enter” on your keyboard.

3

“Administration tool for Internet Fax Kit”screen will appear.

Descriptions of “Administration tool for Internet Fax Kit”

The following sections are item-by-item descriptions of “Administration tool for Internet Fax Kit”.

Management information

Information can be displayed to enable management of Internet Fax Kit’s status and management of the commu­nication log.

Device information

Device information (Device name, Installation location, System options)
Device status (Speed and transmission system of network connection, telephone line status, scanner sta­tus,printer status, Unit name,Setting, paper remaining, Media in manual feed tray and cassette 1)
(Device information displays the data entered in Installation information

under [Setup].)

Fax transmission history

Displays fax transmission history

Fax reception history

Displays fax reception history

Mail transmission history

Displays sent E-mail items history

Mail reception history

Displays received E-mail items history

Internet F ax Kitrecords its 100 most recent fax and e-mail transactions.

2.3

2.4

Operation setting

To carry out setting of routine functions, such as User registration,Fax and Mail group dialing,and One-touch
dial and Speed-dial settings.

E-mail account users

Enables new user registration, and deletion and editing of user account

One-touch dialing

Enables registration, deletion and editing of One-touch dial

Speed dialing

Enables registration, deletion and editing of Speed-dial

Fax group dialing

Performs Fax group dialing registration, list display, and erasing

Mail group dialing

Registers,lists, and erases mail only group

Mail Broadcast list

Manages,creates, and erases Mail Broadcast List
This list can be specified as the address when sending mail

Fax Gateway

Register F ax Gateway relayer and mail address that delivers fax from relayer

2.5

Setup

Setup settings such as E-mail environment and Network environment can be changed.

Administrator’s information

Enables registration of an administrator

Installation information

Enables registration of device information

Network environment

Enables establishment of a network connection

E-mail environment

Enables establishment of E-mail transmission and reception

Remote Access

This feature can refer, modify and erase the device setting by sending e-mail to the machine.
E-mail requires a password to be entered for access.

2.6

Setting E-mail environment

These are important settings that allow the system to send and receive E-mail. Please consult your system oper­ator and/or network manager before entering these settings.Entering improper settings can prevent system
operation and may cause lost or delayed mail.

1

Start up “Administration tool for Internet Fax Kit”. Click E-mail environment under [Setup].

2

Fill in each of the following fields,and then click the [SET] button.

[SET] button

Click this button to register the entry.

[REDO] button

Click this button to retrieve the current settings.

[INITIALIZE] button

Click this button to restore the initial shipment settings.

A
B

C

D

E

F

G

H

I

2.7

Descriptions

A. Send mail (SMTP) server

The SMTP server is used to send e-mail.
Enter the domain name or IP address of the SMTP server.
Enter the IP address with dot notation system (xxx.xxx.xxx.xxx).
The domain name can be entered with up to 50 characters.

B. Receive mail (POP3) server

The POP3 server is used to receive e-mail.
Enter the domain name or IP address of the POP3 server.
Enter the IP address with dot notation system (xxx.xxx.xxx.xxx).
The domain name can be entered with up to 50 characters.
Enter an IP address in both the SMTP and POP3 fields, even if the IP address is exactly the same for
both.

C. Check for new mail / mail auto retrieving

Set the time interval to check for new messages at the mail server.
Set the time from 5 seconds up to 99 hours 59 minutes 59 seconds.
The initial setting is 10 minutes.

D. When mail that requests forwarding to fax machine is received

When a received e-mail has an instruction to forward it to a fax machine, it is converted into fax
transmission data and forwarded to the fax machine.
This setting determines whether to comply with the forwarding request or not.
If complying with the request, it is also possible to accept the request only from an e-mail with a specific
e-mail address or domain name (after the @ mark in the e-mail address).
In this case, enter the e-mail address or domain name from which a request is accepted.
When making multiple entries, separate them with a semicolon (;).
A single e-mail address or domain name can be entered in up to 50 characters.
For multiple entries, up to 256 characters are allowed (including semicolons).

E. Send document format conversion

Set the file format for outgoing messages.
Messages are converted into any of the file formats set here when the recipient’s
e-mail address is entered directly or when forwarding a received fax with e-mail.
[TIFF-S (T.37 simple mode)]

The document is converted to TIFF format based on T.37 simple mode. T.37 is an international
standard for Internet fax. When a document is sent in simple mode format, it can be received
normally by other Internet fax devices. However, send documents are all converted to A4 size and
their resolution is converted to 200dpi.

[TIFF (Expansion)]

The document is converted to TIFF format, however it is sent at the original document size and
resolution selected during scanning or creation.

[PDF]

The document is converted to PDF format.
You can select a delivery file format for each one-touch number and speed dial number in your system.
When sending e-mail to an e-mail address entered manually, you can specify the file format by adding /S,
/F and /P at the end of the e-mail address.

2.8

F. Insert text when sending mail

When sending e-mail from this device, the message is sent as an attached file.
Select whether to insert text in the e-mail message area.
When text is to be inserted, select the language as well.
Japanese text may not be reproduced correctly, depending on the recipient’s conditions.
When a subject and comments are entered in the transmission dialog box when sending from client PC
software,the entries will appear as the e-mail’s subject and text regardless of this setting.

G. Request reception check when sending mail

This setting determines whether to request delivery status notification (DSN) or message disposition
notification (MDN) when sending an e-mail.
However, the request for DSN or MDN may not be granted, depending on the mail server and the
recipient’s e-mail software.

H. Insertion all recipient of broadcast list to the mail header

Specifies whether or not the all recipient of broadcast list are inserted to the mail header.

I. When mail requesting MDN is received

Specifies whether or not the receiving end returns MDN when the received mail requests that MDN be
returned.
This item may also be set so that MDN is returned only for mail received from a specific e-mail address
or domain name (characters following @ of the e-mail address).
In this case, enter the e-mail address or domain name where MDN may be returned.
Use a semicolon (;) to separate e-mail addresses or domain names when you want to specify more than
one of them.
One e-mail address or domain name consists of up to 50 characters.
When multiple e-mail addresses or domain names are specified, a total of 256 characters can be entered
(including the separating semicolons).

2.9

Setting E-mail account users

Registers the individual information, etc. needed to use this device to send and receive e-mail.
Using this feature, you can also register and/or edit user accounts as well as the default account.

Up to 30 accounts can be registered.
Note: A default account is an account used when the account cannot be specified when forwarding received fax

and archiving sent/received faxes. If the default account is not registered, some functions may not be
available.

Register new e-mail account

1

Start up “Administration tool for Internet Fax Kit”. Click E-mail account users under [Operation set­ting].

2

To register a new account,click Register new

“account user”

.

3

Fill in each of the following fields,and then click the [REGISTER ACCOUNT] button.