Ricoh 3260 User Manual
Printer/Scanner Unit
Type 3260
Operating Instructions
Scanner Reference
Getting Started
Sending Scan Files by E-mail
Sending Scan Files by Scan to Folder
Storing Files
Delivering Scan Files
Using the Network TWAIN Scanner Function
Configuring/Registering Scan Settings
Troubleshooting
Initial Scanner Setup
Appendix
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety
Information in the "General Settings Guide" before using the machine.
Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Two kinds of size notation are employed in this manual. With this machine refer to the inch version.
Important
Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.
Do not copy or print any item for which reproduction is prohibited by law.
Copying or printing the following items is generally prohibited by local law:
bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.
The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing certain items, consult with your legal advisor.
Trademarks
®
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, PostScript®, and Acrobat® are trademarks of Adobe Systems Incorporated.
• Pentium® is a registered trademark of Intel Corporation.
®
•Microsoft
, Windows®, and Windows NT® are registered trademarks of Microsoft Corporation.
• Other product names used herein are for identification purposes only and might be trademarks of
their respective companies. We disclaim any and all rights to those marks.
®
• The product name of Windows
95 is Microsoft® Windows® 95.
• The product name of Windows® 98 is Microsoft® Windows® 98.
• The product name of Windows® Me is Microsoft® Windows® Millennium Edition (Windows Me).
®
• The product names of Windows
Microsoft
Microsoft
Microsoft
• The product names of Windows® XP are as follows:
Microsoft
Microsoft
• The product names of Windows ServerTM 2003 are as follows:
Microsoft
Microsoft
Microsoft
• The product names of Windows NT® 4.0 are as follows:
Microsoft
Microsoft
®
Windows® 2000 Professional
®
Windows® 2000 Server
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Windows® 2000 Advanced Server
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Windows® XP Home Edition
®
Windows® XP Professional
®
Windows ServerTM 2003 Standard Edition
®
Windows ServerTM 2003 Enterprise Edition
®
Windows ServerTM 2003 Web Edition
®
Windows NT® Workstation 4.0
®
Windows NT® Server 4.0
2000 are as follows:
Manuals for This Machine
The following manuals describe the operational procedures of this machine. For
particular functions, see the relevant parts of the manual.
Note
❒ The manuals provided are specific to machine type.
❒ Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a
PDF file.
❒ Two CD-ROMs are provided:
• CD-ROM 1 "Operating Instructions"
• CD-ROM 2 "Scanner Driver and Document Management Utility"
❖❖❖❖ General Settings Guide
Provides an overview of the machine and describes System Settings (such as
Tray Paper Settings), Document Server functions and troubleshooting.
❖❖❖❖ Security Reference
This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or
prevent the machine from unauthorized use. Also refer to this manual for the
procedures for registering administrators, as well as setting user and administrator authentication.
❖❖❖❖ Network Guide (PDF file - CD-ROM1)
Provides information about configuring and operating the printer in a network environment or using software.
This manual covers all models, and therefore contains functions and settings
that may not be available for your model.
Images, illustrations, functions, and supported operating systems may differ
from those of your model.
❖❖❖❖ Copy Reference
Describes operations, functions, and troubleshooting for the machine's copier
function.
❖❖❖❖ Printer Reference
Describes system settings, operations, functions, and troubleshooting for the
machine's printer function.
❖❖❖❖ Scanner Reference (this manual) (PDF file - CD-ROM1)
Describes operations, functions, and troubleshooting for the machine's scanner function.
i
❖❖❖❖ Manuals for DeskTopBinder Lite
DeskTopBinder Lite is a utility included on the CD-ROM labeled "Scanner
Driver and Document Management Utility".
• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)
Describes the installation of DeskTopBinder Lite, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed
from the [Setup] dialog box when DeskTopBinder Lite is installed.
• DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2)
Describes operations with DeskTopBinder Lite and provides an overview
of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.
• Auto Document Link Guide (PDF file - CD-ROM2)
Describes operations and functions of Auto Document Link installed with
DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.
❖❖❖❖ Other manuals
• PS3 Supplement (PDF file - CD-ROM1)
• UNIX Supplement (available from an authorized dealer, or as a PDF file on
our Web site)
ii
TABLE OF CONTENTS
Manuals for This Machine......................................................................................i
How to Read This Manual .....................................................................................1
Symbols ..................................................................................................................... 1
Names of Major Options ............................................................................................ 1
1. Getting Started
Control Panel..........................................................................................................3
Network Scanner....................................................................................................5
E-mail ......................................................................................................................... 5
Scan to Folder ............................................................................................................ 6
Store...........................................................................................................................7
Network Delivery Scanner..........................................................................................8
Network TWAIN Scanner ........................................................................................... 9
Installing Software ...............................................................................................10
Quick Install.............................................................................................................. 10
TWAIN Driver ........................................................................................................... 10
DeskTopBinder ........................................................................................................ 11
User Authentication ............................................................................................. 12
User Code Authentication (Using the Control Panel)...............................................12
Login (Using the Control Panel) ............................................................................... 12
Log Off (Using the Control Panel) ............................................................................ 13
Programming E-mail Addresses and Folders ...................................................14
2. Sending Scan Files by E-mail
Preparation for Sending by E-mail .....................................................................15
E-mail Screen........................................................................................................... 16
Sending Scan Files by E-mail.............................................................................17
Procedure for Sending E-mail .................................................................................. 17
Simultaneous Storage and Sending by E-mail......................................................... 26
Checking the E-mail Results...............................................................................28
3. Sending Scan Files by Scan to Folder
Preparation for Sending by Scan to Folder.......................................................29
Scan to Folder Screen ............................................................................................. 30
Sending Scan Files by Scan to Folder...............................................................32
Procedure for Sending by Scan to Folder ................................................................ 32
Simultaneous Storage and Sending by Scan to Folder ...........................................39
Checking the Scan to Folder Results ................................................................41
iii
4. Storing Files
Storing Files ......................................................................................................... 43
Storage Procedure ................................................................................................... 44
Displaying the List of Stored Files ..................................................................... 47
Viewing the List ........................................................................................................48
Searching for Files ................................................................................................... 49
Sending Stored Files by E-mail or Scan to Folder, or Delivering .............................50
Checking Stored Files from a Client Computer ........................................................ 51
Managing Stored Files.........................................................................................53
Deleting Files ........................................................................................................... 53
Changing File Information ........................................................................................ 53
5. Delivering Scan Files
Preparation for Delivering...................................................................................58
Network Delivery Scanner Screen ...........................................................................59
Delivering Scan Files...........................................................................................60
Delivery Procedure................................................................................................... 60
Simultaneous Storage and Delivery .........................................................................65
Checking the Status of Delivery.........................................................................67
6. Using the Network TWAIN Scanner Function
Preparation for Using the Network TWAIN Scanner.........................................69
Scanning Originals ..............................................................................................70
7. Configuring/Registering Scan Settings
Specifying Scan Settings....................................................................................73
Making the Settings Related to the Orientation of the Original and Scanned Sides
For E-mail, Scan to Folder, and a Network Delivery Scanner..................................76
For a Network TWAIN Scanner................................................................................78
Scanning Originals in Several Times.................................................................79
When a Time Limit Is Specified for Additional Originals .......................................... 79
When a Time Limit Is Not Specified for Additional Originals.................................... 81
Programs ..............................................................................................................82
Registering a Program ............................................................................................. 82
Recalling a Program.................................................................................................83
Changing a Registered Program..............................................................................83
Deleting a Program .................................................................................................. 83
Changing the Program Name ..................................................................................84
...76
iv
8. Troubleshooting
If Your Machine Does Not Operate As You Want..............................................85
When Scanning Is Not Performed as Expected .......................................................85
When the Delivery Function Does Not Work............................................................ 86
When Stored Files Cannot Be Accessed ................................................................. 86
Network Cannot Be Browsed When Sending a Scan File .......................................86
The TWAIN Driver Cannot Be Started .....................................................................86
Stored Files Cannot Be Edited................................................................................. 86
The Network Delivery Function Cannot Be Used..................................................... 87
Operations are not possible when messages appear .............................................. 87
When a Message Is Displayed............................................................................88
When an Error Message Appears on the Control Panel ..........................................88
When an Error Message Appears on the Client Computer ......................................94
9. Initial Scanner Setup
Scanner Features.................................................................................................97
Adjusting Scanner Features ...............................................................................99
Settings............................................................................................................... 100
Scan Settings ......................................................................................................... 100
Destination List Settings......................................................................................... 104
Send Settings .........................................................................................................104
Administrator Tools ................................................................................................ 106
10.Appendix
Relationship between Resolution and File Size..............................................107
When Using for E-mail, Scan to Folder, or Store, or as a Network Delivery Scanner
When Using as a Network TWAIN Scanner........................................................... 109
Relationship between File Type Specified for
Scanning and File Type Specified for E-mail/File.........................................111
Placing Originals................................................................................................ 112
Scanning Documents of Different Sizes..........................................................114
Software Supplied on CD-ROM ........................................................................115
Table of files ...........................................................................................................115
Type 3260 TWAIN Driver .......................................................................................115
DeskTopBinder ...................................................................................................... 116
Specifications for Transmission/Store/Delivery Functions...........................117
Transmission ..........................................................................................................117
Store....................................................................................................................... 119
The network delivery scanner function...................................................................119
Specifications.....................................................................................................120
INDEX....................................................................................................... 121
...107
v
vi
How to Read This Manual
Symbols
In this manual, the following symbols are used:
Important
If this instruction is not followed, paper might be misfed, originals might be
damaged, or files might be lost. Be sure to read this.
Preparation
This symbol indicates the prior knowledge or preparations required before operating.
Note
This symbol indicates precautions for operation or actions to take after misoperation.
Limitation
This symbol indicates numerical limits, functions that cannot be used together,
or conditions in which a particular function cannot be used.
Reference
This symbol indicates a reference.
[]
Keys that appear on the machine's display panel.
[]
Keys and buttons that appear on the computer's display.
{}
Keys built into the machine's control panel.
{}
Keys on the computer's keyboard.
Names of Major Options
Major options of this machine are referred to as follows in this manual:
• Printer/Scanner Unit Type 3260 → printer/scanner option
• File Format Converter Type B
The following software products are referred to using a general name:
• DeskTopBinder Lite and DeskTopBinder Professional
• ScanRouter EX Professional
er delivery software
*
Optional
*
→ File Format Converter
*
→ DeskTopBinder
*
and ScanRouter EX Enterprise* → the ScanRout-
1
2
1. Getting Started
Control Panel
This illustration shows the control panel when options are installed.
1. {
{User Tools/Counter}}}} key
{{
Use to change default or operation parameters according to the operating conditions.
2. Indicators
Display errors and the machine status.
See "Control Panel", General Settings
Guide.
d: Add Staple indicator
D: Add Toner indicator
B: Add Paper indicator
L: Service Call indicator
M: Open Cover indicator
x: Misfeed indicator
3. Display panel
Displays the operation status and messages.
4. {
{Check Modes}}}} key
{{
Press to check the destinations which are
currently selected.
5. {
{Program}}}} key
{{
Use to register settings used frequently as
a program or to recall the registered program.
AFR003S
6. {
{Clear Modes}}}} key
{{
Press to clear the current settings.
7. {
{Energy Saver}}}} key
{{
Press this key to begin warm-up.
Pressing this key again while in warm-up
mode cancels warm-up.
Note
❒ This key is inactive while scanning or
setting scanner defaults.
8. {
{Interrupt}}}} key
{{
Press this key to interrupt the scanner
mode and to activate the copy mode.
9. Main power indicator and power
indicator
The main power indicator lights up when
the main power switch is set to on. The
power indicator lights up when the machine is on.
Important
❒ Do not turn off the main power
while the power indicator is lit or
blinking. Doing so may cause a
failure of the hard disk.
3
1
Getting Started
10. Operation switch
Press this switch to turn the machine on.
The power indicator lights up. To turn
the machine off, press this switch again.
See "Turning On the Power", General Set-
tings Guide.
Note
❒ This key is inactive while scanning or
setting scanner defaults.
11. Function status indicators
• When lit green, the corresponding
function is active.
• When lit red, the corresponding func-
tion is interrupted. Press the respective key, and then follow the
instructions that appear on the screen.
12. Function keys
Press the {{{{Copy}}}}, {{{{Document Server}}}},
{{{{Printer}}}}, or {{{{Scanner}}}} key to activate the
respective function. The display content
changes accordingly.
The indicator for the selected function
lights up.
13. Number keys
Use to enter numeric values.
14. {
{#}}}} key (Enter key)
{{
Use to confirm the entered numeric value.
15. {
{Clear/Stop}}}} key
{{
• Clear: Clears an entered numeric val-
ue
• Stop: Stops scanning
16. {
{Start}}}} key
{{
Use to begin scanning, file storing, or delivery.
4
Network Scanner
Network Scanner
By installing the printer/scanner option, the machine can be used as a network scanner.
As a network scanner, the machine can send e-mail, send files to the FTP server
or the shared folders of client computers, store scan files, operate as a network
delivery scanner, and operate as a network TWAIN scanner.
A scan file that is attached to an e-mail can be sent using the e-mail system
through a LAN or the Internet.
Reference
p.15 “Sending Scan Files by E-mail”
1
1. This machine
A scan file can be attached to an e-mail
and sent to a mail server. In combination
with the file storage function, scan files
from multiple originals that have been
temporarily stored can be sent all at once.
2. Mail server
A mail server is an SMTP server used for
an e-mail system. It transfers a received email to a specified destination through a
LAN or the Internet.
ZZZ601S
3. Client computer
An e-mail with a scan file attached is received from the mail server.
Check the content of the file using an appropriate application.
4. LDAP server
The LDAP server provides a directory service for search operations or inquiries from a
client computer on the same network.
You can use the LDAP server to search
for e-mail information when the server is
used as data base to manage user authentication and e-mail accounts.
5
1
Getting Started
Scan to Folder
A scan file can be sent to the FTP server folders or the shared Windows folders
on the same network.
Reference
p.29 “Sending Scan Files by Scan to Folder”
1. This machine
A scan file can be sent to the FTP server
folders using FTP or to the shared Windows folders using SMB. In combination
with the file storage function, scan files
from multiple originals that have been
temporarily stored can be sent all at once.
2. FTP server
The FTP server is a server that provides
file transfer services among computers
on the same network. A scan file that is
sent to the FTP server is stored, and the
stored files can be downloaded by a client computer that logs on to the FTP server.
ZZZ602S
3. Client computer
A scan file that is sent from the machine
is received in shared Windows folders.
Check the content of the file using an appropriate application.
6
Network Scanner
Store
A scan file is stored on the hard disk of the machine and can be viewed, copied,
deleted, or retrieved using DeskTopBinder from a client computer via a network. A file can be searched for using the user name or the file name. Also, others can be kept from viewing a file by setting a password for the file.
Reference
p.43 “Storing Files”
1
1. This machine
A scan file from the originals scanned by
the machine is stored.
Reference
For details about DeskTopBinder, see the DeskTopBinder manuals. See p.i
“Manuals for This Machine”.
2. Client computer
A stored file can be viewed, copied, or
deleted by connecting to the machine using DeskTopBinder.
Also, a file stored in the machine can be
viewed, downloaded, or deleted using
Web Image Monitor.
ZZZ603S
7
1
Getting Started
Network Delivery Scanner
A scan file from the originals scanned by the machine is stored in the delivery
server and delivered to the folders of client computers on the same network.
Reference
p.57 “Delivering Scan Files”
Note
❒ To use the delivery scanner function, a delivery server installed with the
ScanRouter delivery software is required.
❒ When the ScanRouter delivery software is used, the machine can also deliver
scan files using e-mail, store scan files in the document management server,
and the files can be viewed from a client computer using Web Image Monitor.
1. This machine
A scan file from the originals scanned by
the machine is sent to the delivery server.
In combination with the file storage function, scan files from multiple originals
that have been temporarily stored can be
delivered all at once. See p.65 “Simulta-
neous Storage and Delivery”.
2. Delivery server
The ScanRouter delivery software is installed in this computer which is used as
a delivery server.
A received file is delivered to the in-tray
of the specified destination (A in the figure). According to the settings of the intray, the file is stored in the in-tray or in a
Windows folder (B in the figure).
8
ZZZ604S
3. Client computer
The contents of a stored file can be
checked in the following ways:
• View the file in the in-tray using Desk-
TopBinder to check the contents. (C
in the figure)
• Use Auto Document Link to receive
the file stored in the in-tray, and check
the contents with an appropriate application. (D in the figure)
• Access the Windows folder where the
file is stored via the network, and
check the contents with an appropriate application. (E in the figure)
Network Scanner
Reference
For details about DeskTopBinder, or Auto Document Link, see the respective
manuals. See p.i “Manuals for This Machine”.
Network TWAIN Scanner
The scanner function of this machine can be used from a client computer via a
network using Ethernet, optional IEEE 1394 (IP over 1394), or optional IEEE
802.11b (wireless LAN).
Reference
p.69 “Using the Network TWAIN Scanner Function”
1
ZZZ605S
1. This machine
The scanner function of the machine can be
used from a client computer via a network.
Note
❒ When using the machine as a network TWAIN scanner, it is not necessary to
press the {{{{Scanner}}}} key on the control panel. When the TWAIN Driver becomes active on a client computer, the display automatically switches to the
following screen.
❒ Press [Exit] to use functions other than the network TWAIN scanner function.
2. Client computer
Originals are scanned using the TWAIN
Driver from an application.
9
Getting Started
Installing Software
1
This section describes how to install
the software supplied on the “Scan-
ner Driver and Document Management Utility” CD-ROM.
Reference
For details about the software on
the CD-ROM and the system requirements of the software, see
p.115 “Software Supplied on CDROM”.
Quick Install
When the CD-ROM is inserted into a
client computer running Windows
95/98/Me/2000/XP, Windows Server 2003, or Windows NT 4.0, the installer starts automatically (Auto
Run) to install various software.
Note
❒ If Plug and Play starts, click [Can-
cel] in the [New Hardware Found],
[Device Driver Wizard], or [Found New
Hardware Wizard] dialog box, and
then insert the CD-ROM. The [New
Hardware Found], [Device Driver Wizard], or [Found New Hardware Wizard]
dialog box appears depending on
the operating system used.
❒ If [Cancel] is selected during instal-
lation, the installation will be
stopped and all the remaining software will not be installed. If [Can-
cel] has been selected, reinstall the
remaining software after restarting
the client computer.
❒ For information about the software
that can be installed by Auto Run,
see p.115 “Software Supplied on
CD-ROM”.
Limitation
❒ For installation under Windows
2000/XP, Windows Server 2003, or
Windows NT 4.0, log on as an Administrators group member.
TWAIN Driver
To use the machine as a network
TWAIN scanner, it is essential to install the TWAIN Driver on a client
computer.
If an application that supports
TWAIN is not installed on the client
computer, it is also necessary to install DeskTopBinder. For information
about the installation of DeskTopBinder, see p.11 “DeskTopBinder”.
❒ Auto Run may not automatically
work with certain operating system settings. If this happens,
launch “SETUP.exe” on the CDROM root directory.
❒ To disable Auto Run, press the
{{{{SHIFT}}}} key when inserting the
CD-ROM into the drive and keep it
pressed until the computer finishes reading from the CD-ROM.
10
Preparation
Before installation, check the system requirements for the TWAIN
Driver. For details about the system requirements, see p.115 “Soft-
ware Supplied on CD-ROM”.
Note
❒ Use Auto Run for installation.
Start Windows, and then insert
AAAA
the CD-ROM labeled “Scanner
Driver and Document Management Utility” into the CD-ROM
drive of the client computer.
Installing Software
Reference
If the installer does not start automatically, see p.10 “Quick Install”.
Click [TWAIN Driver].
BBBB
The Software Setup screen appears.
The installer of the TWAIN Driv-
CCCC
er starts. Follow the instructions.
Note
❒ When the installation is com-
plete, a message about restarting the client computer may
appear. In this case, restart the
client computer.
❒ After the installation is com-
plete, a folder with the name of
the machine in use is in [Pro-
gram] on the [Start] menu. Help
can be displayed from here.
Start Windows, and then insert
AAAA
the CD-ROM labeled “Scanner
Driver and Document Management Utility” into the CD-ROM
drive of the client computer.
The CD-ROM Launcher screen appears.
Click [DeskTopBinder Lite].
BBBB
The DeskTopBinder Lite Setup
screen appears.
Click [DeskTopBinder Lite]. The in-
CCCC
staller of the DeskTopBinder
starts. Follow the instructions on
the screen.
Reference
For information about the subsequent installation procedure,
see Setup Guide that can be dis-
played from the Setup screen of
DeskTopBinder.
1
❒ Notes on using the network
TWAIN scanner are provided in
“Readme.txt”. Be sure to read
them before use.
DeskTopBinder
To check an in-tray or to retrieve files
using the network delivery scanner
function, you must install DeskTopBinder on the client computer.
Preparation
Before installation, check the system requirements for DeskTopBinder. See p.115 “Software
Supplied on CD-ROM”.
Note
❒ Use Auto Run for installation.
❒ To use the network delivery scan-
ner function, you need to install
the ScanRouter delivery software
(optional) on the computer used as
the delivery server.
11
1
Getting Started
User Authentication
When user authentication (User Code
Authentication, Basic Authentication,
Windows Authentication, or LDAP
Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are
entered, operations are not possible
with the machine. Log on to operate
the machine, and log off when you
are finished operations. Be sure to log
off to prevent unauthorized users
from using the machine.
Note
❒ Consult the User Administrator
about your login user name, password, and user code. For details
about the various types of user authentication, consult the appropriate administrators.
❒ For user code authentication, enter
a number registered in the address
book as [User Code].
User Code Authentication (Using the Control Panel)
When user authentication is set, the
following screen appears.
Login (Using the Control Panel)
Follow the procedure below to log in
when Basic Authentication, Windows
Authentication, or LDAP Authentication is set.
Press [Enter] for [Login User Name].
AAAA
Enter a login user name, and then
BBBB
press [OK].
Press [Enter] for [Login Password].
CCCC
Enter a login password, and then
DDDD
press [OK].
Press [Login].
EEEE
When the user is authenticated, the
screen for the function you are using appears.
Enter a User Code (eight digit), and
then press [####].
Note
❒ You do not need to log off after
user code authentication.
12
Log Off (Using the Control Panel)
User Authentication
Follow the procedure below to log off
when Basic Authentication, Windows
Authentication, or LDAP Authentication is set.
Press {{{{User Tools / Counter}}}}.
AAAA
Press [Logout].
BBBB
Press [Yes].
CCCC
Press{{{{User Tools / Counter}}}}.
DDDD
1
13
Getting Started
Programming E-mail Addresses and Folders
1
You can program e-mail addresses and folders using Address Book Management in the Administrator Tools menu under System Settings.
You can also register the programmed e-mail addresses and folders in a Group.
Note
❒ You can register entries in the address book using Web Image Monitor or
SmartDeviceMonitor for Admin. For details about installing SmartDeviceMonitor for Admin, see "Monitoring and Configuring the Printer", Network
Guide. For details about registering addresses, see each application’s Help.
❒ Depending on the machine type, you may not be able to use the machine
when it is updating the address book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user codes.
Reference
“E-mail Destination”, General Settings Guide
“Folder Destination”, General Settings Guide
“Registering Destinations to a Group”, General Settings Guide
14
2.
Sending Scan Files by E-mail
Scan files can be sent from this machine to specified destinations using the email system. This chapter explains the preparation for sending files by the e-mail
system, various display screens, procedures for sending, and how to check the
sending results when this function is used.
Preparation for Sending by E-mail
To send scan files by the e-mail system, the preparation described below is required.
Note
❒ If you establish an e-mail server on the network, set up the e-mail server on
the network in advance. For information about setting up an e-mail server,
see the manuals of the mail server to be used and the software to be installed.
Connect the machine to the network with an Ethernet cable or
IEEE 1394 cable, or use wireless LAN.
To connect using an IEEE 1394 cable, the IEEE 1394 interface
board is required. To connect using wireless LAN, the IEEE
802.11b interface unit is required.
See Network Guide.
To send scan files by e-mail, the following [System Settings] settings must be specified correctly. (Certain other settings must
also be specified.)
• IP address
• subnet mask
• DNS server
• SMTP server name
For details about making settings and other settings, see
work Guide
formation in the address book. For details, see General Settings
Guide.
Make settings for sending e-mail such as file type priority and
sender's default.
See p.104 “Send Settings”.
. You also need to register destinations and other in-
Net-
15
2
Sending Scan Files by E-mail
E-mail Screen
The e-mail is as shown.
The function items displayed serve as selector keys. You can select or specify an
item by lightly pressing it. When you select or specify an item on the display
panel, it is highlighted like . Keys that cannot be selected appear like .
1. Destination field
Displays the selected destination. If multiple destinations are selected, the destinations are displayed in the order they
were selected by pressing [UUUUPrev.] or
[TTTTNext].
Note
❒ To check the selected destinations,
press the {{{{Check Modes}}}} key.
2.
[] E-mail/Scan to Folder
Press to switch between the e-mail function and the Scan to Folder function. You
can send a file to e-mail destinations and
Scan to Folder destinations at the same
time.
3. E-mail icon ( )
Indicates that the e-mail screen is displayed.
4.
[Registration No.]
Press to specify a destination using a five
digit registration number.
5.
[Manual Input]
When specifying a destination that is not
listed, press [
the destination using the soft keyboard.
Manual Input
], and then enter
6.
[Attach Sender's Name] [Return Re-
ceipt] [Subject / Message] [File Type]
Set the sender, a reception confirmation
e-mail, subject, and message of the e-mail
to be sent.
If necessary, specify the file type and file
name of the scan file attached to the email.
7.
[] Switch Destination
List/Search/Switch Title
Press to switch a destination from the delivery server list to the destination list of
this machine, to search for an e-mail destination.
8. Destination list
Displays the destinations registered in
the delivery server or this machine.
Note
❒ When the entire list does not fit on one
screen, [UUUU] or [TTTT] can be used to scroll
through the list.
❒ Group destinations are denoted by
this symbol ( ).
16
Sending Scan Files by E-mail
Make the scan settings.
Procedure for Sending E-mail
A scan file is sent after scan settings
and destinations are specified.
Press the {{{{Scanner}}}} key.
AAAA
ZZZ606S
Note
❒ The illustration is an example.
The actual appearance may be
different.
EEEE
Reference
There are two ways to specify
scan settings, as described below:
• Configure each setting for
scanning. For details, see
p.73 “Specifying Scan Settings”.
• Recall registered settings. For
details, see p.82 “Programs”.
If the network delivery scanner
FFFF
screen appears, switch to the email screen.
A Press [].
B Press [Switch Destination List].
Sending Scan Files by E-mail
2
Make sure that no previous set-
BBBB
tings remain.
Note
❒ If a previous setting remains,
press the {{{{Clear Modes}}}} key.
Place originals.
CCCC
Reference
The procedure for placing originals is the same as that for placing originals for copying. For
details about placing originals,
see “Placing Originals”, Copy
Reference.
Make settings for original orien-
DDDD
tation, the sides scanned, and other settings if necessary.
Reference
p.76 “Making the Settings Relat-
ed to the Orientation of the
Original and Scanned Sides”
C Press [E-mail].
D Press [Exit].
The e-mail screen appears.
Specify the destination.
GGGG
You can specify the destination in
the following ways:
•
Select it from the destination list.
• Specify its registration number.
•
Enter the e-mail address directly.
• Search for it in the destination
list.
• Search for it in the LDAP server.
17
Sending Scan Files by E-mail
2
Note
❒ Destinations in the destination
list and registration numbers
must be registered in advance
in [System Settings]. For details,
see “System Settings”, General
Settings Guide.
❒ For details about the maximum
number of destinations that can
be selected for each transmission, see p.117 “E-mail”.
❒ Before selecting the destination,
be sure to select [To]. If necessary, select [Cc] or [Bcc] and the
respective destinations.
❒ Depending on the security set-
tings, certain destinations may
not be displayed.
Selecting a destination from the
list
A Select the destination.
B To select more destinations, re-
peat steps AAAA.
Note
❒
To deselect a destination, press
the destination once more, or
press [UUUUPrev.] or [TTTTNext] to
display the destination in the
destination field, and then
press the {{{{Clear/Stop}}}} key.
Using a registration number to
select a destination
A Press [Registration No.].
B Enter the five digit registration
number that has been assigned
to a destination folder using
the number keys.
If the entered number is less
than five digits, press the {{{{#}}}}
key after the last number.
Example: To enter 00003
Press the {{{{3}}}} key, and then
press the {{{{#}}}} key.
18
The selected destination is highlighted and also displayed in
the destination field at the top of
the screen.
Note
❒ If the target destination does
not appear, take one of the
following steps:
• Display the destination by
selecting its initial letter
from the title.
• Display the destination by
pressing [UUUU] or [TTTT].
C To select more destinations, re-
peat steps AAAA to BBBB.
Note
❒
To deselect a destination, press
[UUUUPrev.] or [TTTTNext] to display
the destination in the destination field, and then press
the {{{{Clear/Stop}}}} key.
Sending Scan Files by E-mail
Manual entry of an e-mail
address
A Press [Manual Input].
The soft keyboard appears.
Note
❒ Depending on the security
settings, [Manual Input] may
not be displayed.
B Enter the e-mail address.
Note
❒ For details about the maxi-
mum number of characters
that can be entered, see p.117
“E-mail”.
❒ It is possible to enter alpha-
numeric characters and periods. The symbols ( ) \ , ; : ”
and spaces cannot be entered. For details, see p.117
“E-mail”.
Note
❒
To deselect a destination, press
[UUUUPrev.] or [TTTTNext] to display
the destination in the destination field, and then press
the {{{{Clear/Stop}}}} key.
Searching for a destination in the
destination list
A Press [].
B Press [Search by Dest. Name].
2
C Press [OK].
Note
❒ An e-mail address entered
manually can be registered in
the list. Press [ProgDest], and
a screen for registering the email address appears. For information, see General Set-
tings Guide.
❒ To change an e-mail address
entered, press [Change] located on the left side of the destination field. The soft
keyboard appears. Make any
changes, and then press [OK].
❒ To check the selected desti-
nations, press the {{{{Check
Modes}}}} key.
❒ Depending on the security
settings, [ProgDest] may not
be displayed.
D To enter more destinations, re-
peat steps AAAA to CCCC.
The soft keyboard appears.
Note
❒ To search using an e-mail ad-
dresses, press [E-mail Ad-
dress].
C Enter part of the destination
name.
Note
❒ Enter the first character or
characters of the destination
name.
❒ It is also possible to perform
a combined search using
[Search by Dest. Name] and [E-
mail Address].
19
Sending Scan Files by E-mail
2
❒ It is necessary to differentiate
between uppercase and lowercase letters.
D Press [OK].
E Select a destination.
F Press [Exit].
Searching for a destination in the
LDAP server
A Press [].
❒ Make sure that the LDAP
server you want to search is
selected and highlighted. If a
server is not selected, the
search is not performed and
an error message appears.
E Press [OK].
F Press [Advanced Search].
G Enter a character string related
to the destination for a search
condition such as [Name], [E-
mail Address], [Fax Number],
[Company Name], or [Department
Name].
20
B Press [Search LDAP].
C Press [Select Server].
D Select the LDAP server.
Note
❒ The LDAP server can be reg-
istered in advance in [System
Settings]. For details, see Net-
work Guide.
Note
❒
Each search condition (Name,
E-mail Address, Fax Number,
Company Name, and Department Name) corresponds to a
item that is registered in the
LDAP server.
❒ If you press a search condi-
tion item, the soft keyboard
appears. Enter the first character or characters for the
name, address, or number.
Sending Scan Files by E-mail
❒
If you select [SSSS
in [Program / Change / Delete
LDAP Server] in [Administrator
Tools] in [System Settings],
you can add a field for LDAP
search. For details, see Net-
work Guide.
❒ When the search condition
[Name] is used for searching,
whether the first name or sirname is searched for depends on the setting made by
the administrator.
ple, if you want to search for
"John Doe", enter "John" or
"Doe" according to the setting
made by the administrator.
Consult your administrator
for which name to use.
H
Press [Search Criteria] correspond-
ing
to each item, and then select criteria from the list
displayed.
Search Options
For exam-
]
• [Exact Match]: The names
which correspond to an
entered character or characters are targeted.
For example, to search for
“ABC”, enter “ABC”.
• [Include One of Words]: The
names which contain an
entered character or characters are targeted.
For example, to search for
“ABC”, enter “A”, “B”, or
“C”.
• [Exclude Words]
which do not contain an
entered character or characters are targeted.
For example, to search for
“ABC”, enter “D”.
•
[Fuzzy Search]
(The function of this
vague search depends on
the system supported by
the LDAP server.)
I Press [OK].
: a vague search
2
: The names
Note
❒ You can select criteria from
the following list:
•
[
Search Beginning Word
names which start with the
entered character or characters are targeted.
For example, to search for
“ABC”, enter “A”.
•
[Search End Word]
which end with the entered
character or characters are
targeted.
For example, to search for
“ABC”, enter “C”.
]: The
: The names
Note
❒ The e-mail address searched
for in the LDAP server cannot be specified correctly if it
contains too many characters. For details about the
maximum number of characters that can be entered, see
p.117 “E-mail”.
❒ If a user name and password
for the LDAP server authentication are not set, a log-on
screen appears. Enter a user
name and password.
❒
Multiple e-mail addresses can
be registered for one person,
but a search will only find
one e-mail address per person. Depending on the LDAP
server, the address which
was registered first is generally found.
21
Sending Scan Files by E-mail
2
❒ To display details about the
destination, press [Details].
J Select a destination.
K Press [Exit].
Note
❒ An e-mail address found in a
search can be registered in
the list. Press [ProgDest], and
a screen for entering the email address appears. For
more information, see Gener-
al Settings Guide.
Checking selected destinations
A Use the destination field at the
top of the screen to check
which destinations are selected.
Note
❒ Press [UUUUPrev.] or [TTTTNext] to
scroll through the list. Destinations are displayed in the
order they were selected.
❒ To check the selected desti-
nations, press the {{{{Check
Modes}}}} key.
Select the file type if necessary.
HHHH
A Press [Attached File].
B Press [File Type].
C Select the file type of the file.
Specify the file name if necessary.
IIII
A Press [Attached File].
B Press [File Name].
The soft keyboard appears.
C Enter a file name.
D Press [OK] twice.
Specify the e-mail sender.
JJJJ
You can specify the sender in the
following ways:
• Select the sender from the list.
• Enter the registration number of
the sender using the number
keys.
• Search for the sender.
Note
❒ If you specify the sender, infor-
mation about the sender is included in the file being sent. The
name of the specified sender is
automatically placed in the
from field of the e-mail so that
the sender can be identified
when the e-mail is received.
❒ Depending on system settings,
the administrator's e-mail address may appear automatically
in the e-mail header's from
field. To change the address,
specify the sender in Step
❒ To prevent misuse of a sender
name, we recommend you set
protection code for that sender
name.See General Settings Guide.
.
J
22
❒ Depending on the security set-
tings, [Attach Sender's Name] may
be selected as the user name
when logging in.
D Press [OK] twice.
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