Ricoh AFICIO SP 1200S, AFICIO SP 1200SF User Manual
SP 1200SF/SP 1200S
Software User’s Guide
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 Important Information in “User’s Guide” before using the machine.
Trademarks
Windows Vista is either a registered trademark or a trademark of Microsoft Corporation in the United States
and other countries.
Microsoft, Windows and Windows Server are registered trademarks of Microsoft Corporation in the United
States and/or other countries.
PostScript is a registered trademark and PostScript 3 is a trademark of Adobe Systems Incorporated.
Nuance, the Nuance logo, PaperPort and ScanSoft are trademarks or registered trademarks of Nuance
Communications, Inc. or its affiliates in the United States and/or other countries.
Presto! PageManager is a registered trademark of NewSoft Technology Corporation.
Each company whose software title is mentioned in this manual has a Software Licence Agreement specific
to its proprietary programs.
All other brand and product names mentioned in this User’s Guide, the Software User’s Guide
egistered trademarks of their respective companies.
r
are
i
Table of Contents
1Printing 1
Using the printer driver ..............................................................................................................................1
Printing a document...................................................................................................................................2
Duplex printing...........................................................................................................................................3
Guidelines for printing on both sides of the paper ...............................................................................3
Manual duplex printing ........................................................................................................................3
Simultaneous scanning, printing and faxing ..............................................................................................3
Printer operation keys................................................................................................................................3
Job Cancel...........................................................................................................................................3
Printer Emulation Support (SP 1200SF only) ......................................................................................4
Printing the Internal Font List (SP 1200SF only) .................................................................................5
Printing the Print Configuration List (SP 1200SF only)........................................................................5
Test Print (SP 1200SF only)................................................................................................................5
Restoring default printer settings (SP 1200SF only) ...........................................................................5
Status Monitor............................................................................................................................................6
Monitoring the machine’s status..........................................................................................................6
Printer driver settings.................................................................................................................................7
Features in the Windows
Basic tab..............................................................................................................................................8
Advanced tab.....................................................................................................................................11
Print Quality.......................................................................................................................................12
Duplex Printing ..................................................................................................................................13
Watermark.........................................................................................................................................14
Page Setting ......................................................................................................................................16
Device Options ..................................................................................................................................17
Support tab ........................................................................................................................................19
Tray Settings .....................................................................................................................................20
Features in the BR-Script (PostScript
Printing Preferences ..........................................................................................................................21
Advanced options..............................................................................................................................23
Ports tab ...........................................................................................................................................25
®
printer driver....................................................................................................8
®
3 ™ language emulation) printer driver (SP 1200SF only)........21
2Scanning 26
Scanning a document using the TWAIN driver........................................................................................26
Scanning a document into the PC .....................................................................................................26
Pre-Scanning to crop a portion you want to scan..............................................................................28
Settings in the Scanner Setup dialog box..........................................................................................29
Scanning a document using the WIA driver
(For Windows
WIA compliant ...................................................................................................................................33
Scanning a document into the PC .....................................................................................................33
Pre-Scanning to crop a portion you want to scan using the scanner glass .......................................35
Scanning a document using the WIA driver
(For Windows Photo Gallery and Windows Fax and Scan users) ........................................................39
Scanning a document into the PC .....................................................................................................39
Pre-Scanning to crop a portion you want to scan using the scanner glass .......................................41
®
XP/ 7/ Windows Vista®)...............................................................................................33
ii
Using the Scan key (For USB users).......................................................................................................43
Scan to E-mail ...................................................................................................................................43
Scan to Image ...................................................................................................................................44
Scan to OCR .....................................................................................................................................44
Scan to File........................................................................................................................................45
Using ScanSoft™ PaperPort™ 11SE with OCR by NUANCE™.............................................................46
Viewing items ....................................................................................................................................47
Organizing your items in folders........................................................................................................48
Quick links to other applications ........................................................................................................48
ScanSoft™ PaperPort™ 11SE with OCR lets you convert image text into text you can edit............48
Importing items from other applications.............................................................................................49
Exporting items into other formats.....................................................................................................49
Uninstalling ScanSoft™ PaperPort™ 11SE with OCR ......................................................................49
3 ControlCenter3 50
Using ControlCenter3..............................................................................................................................50
Switching the user interface ..............................................................................................................52
Turning the Auto Load feature off......................................................................................................52
SCAN.......................................................................................................................................................53
File type .............................................................................................................................................54
Image (example: Microsoft
OCR (Word Processing program) .....................................................................................................56
E-mail ................................................................................................................................................57
File.....................................................................................................................................................58
CUSTOM SCAN .....................................................................................................................................59
File type .............................................................................................................................................60
Customizing a user-defined button....................................................................................................60
COPY ......................................................................................................................................................65
PC-FAX (SP 1200SF only) ......................................................................................................................67
Send ..................................................................................................................................................68
Receive/View Received.....................................................................................................................68
Address Book ....................................................................................................................................69
Setup .................................................................................................................................................69
DEVICE SETTING...................................................................................................................................70
Remote Setup (SP 1200SF only) ......................................................................................................71
Quick-Dial (SP 1200SF only).............................................................................................................72
Status Monitor ..................................................................................................................................73
®
Paint)....................................................................................................54
4 Remote Setup (SP 1200SF only) 74
Remote Setup..........................................................................................................................................74
iii
5 PC-FAX Software (SP 1200SF only) 75
PC-FAX sending .....................................................................................................................................75
Setting up user information................................................................................................................75
Sending setup....................................................................................................................................76
Setting up a cover page.....................................................................................................................77
Entering cover page information........................................................................................................78
Sending a file as a PC-FAX using the Facsimile style user interface................................................78
Sending a file as a PC-FAX using the Simple style user interface ....................................................80
Address Book ..........................................................................................................................................81
Address Book ....................................................................................................................................82
Setting up a member in the Address Book........................................................................................82
Speed Dial setup ...............................................................................................................................83
Setting up a group for broadcasting ..................................................................................................84
Editing member information...............................................................................................................85
Deleting a member or group..............................................................................................................85
Exporting the Address Book..............................................................................................................85
Importing to the Address Book ..........................................................................................................87
PC-FAX receiving ....................................................................................................................................88
Enabling PC-FAX Receiving software on your machine ...................................................................89
Running the PC-FAX Receiving software on your PC.......................................................................89
Setting up your PC ............................................................................................................................90
Viewing new PC-FAX messages.......................................................................................................90
AIndex 91
iv
1
Note
The screens in this section are from Windows
operating system.
Printing 1
®
XP. Screens on your PC may vary depending on your
Using the printer driver 1
A printer driver is software that translates data from the format used by a PC into the format needed by a
particular printer, using a printer command language or page description language.
The printer drivers are on the CD-ROM we have supplied. Install the drivers by following the Quick Setup
Guide. You can download the latest printer driver from our Web site.
Windows® Printing
®
The dedicated printer drivers for Microsoft
on the CD-ROM supplied with your device. You can install them easily into your Windows
installer program. The drivers support our unique compression mode to enhance printing speed in Windows
applications, and allows you to set various printer settings, including economy printing mode and custom
paper size.
Windows® 2000 Professional/XP/7/Windows Vista® are available
®
system using our
®
1
1
Printing
Printing a document 1
When the machine receives data from your computer, it begins printing by picking up paper from the paper
tray. The paper tray can feed many types of paper and envelopes. (See the User’s Guide for information
about the Paper Tray and Recommended paper.)
a From your application, choose the Print command.
If any other printer drivers are installed on your computer, choose TYPE 1200SF or TYPE 1200S Printer
as your printer driver from the Print or Print Settings menu in your software application, and then click
OK to begin printing.
b Your computer sends the data to the machine.
c When the machine finishes printing all the data, the LCD shows the machine status.
Note
You can choose the paper size and orientation in your application software.
If your application software does not support your custom paper size, choose the next largest paper size.
Then adjust the print area by changing the right and left margins in your application software.
1
2
Printing
Duplex printing 1
The supplied printer driver supports manual duplex printing.
Guidelines for printing on both sides of the paper 1
If the paper is thin, it may wrinkle.
If paper is curled, turn over the stack, straighten it and then put it back in the paper tray or the Manual Feed
Slot.
If the paper is not feeding properly, it may be curled. Remove the paper, straighten it and turn over the
stack.
When you use the manual duplex function, it is possible that there may be paper jams or poor print quality.
If there is a paper jam, see Paper jams in the User’s Guide. If you have a print quality problem, see
Improving the print quality in the User’s Guide.
Manual duplex printing 1
1
The machine prints all the even-numbered pages on one side of the paper first. Then, the Windows® driver
instructs you (with a pop-up message) to reinsert the paper. Before reinserting the paper, straighten it well,
or you may get a paper jam. Very thin or thick paper is not recommended.
Simultaneous scanning, printing and faxing 1
Your machine can print from your computer while sending or receiving a fax in memory, or while scanning a
document into the computer. Fax sending will not be stopped during PC printing. However, when the machine
is copying or receiving a fax on paper, it pauses the PC printing operation, and then continues printing when
copying or fax receiving has finished.
Printer operation keys 1
Job Cancel 1
To cancel the current print job, press Job Cancel. You can clear the data that is left in the printer memory
by pressing Job Cancel. To cancel multiple print jobs, hold down this key until the LCD shows
Job Cancel (All).
3
Printing
Printer Emulation Support (SP 1200SF only) 1
Your machine will receive print commands in a printer job language or emulation. Different operating systems
and applications will send the print commands in different languages. Your machine can receive print
commands in a variety of emulations and has an automatic emulation selection feature. When the machine
receives data from the computer, it automatically chooses the emulation mode. The default setting is Auto.
Your machine has the following emulation modes. You can change the setting by using the control panel.
HP LaserJet Mode
The HP LaserJet mode (or HP mode) is the emulation mode in which this printer supports the PCL6
®
language of a Hewlett-Packard
LaserJet laser printer. Many applications support this type of laser printer.
Using this mode will allow your printer to run at its best with those applications.
BR-Script 3 Mode
BR-Script is an original page description language and a PostScript® language emulation interpreter. This
®
printer supports PostScript
3™. The BR-Script interpreter of this printer allows you to control text and
graphics on the page.
For technical information about PostScript
• Adobe Systems Incorporated. PostScript
®
commands, see the following manuals:
®
Language Reference, 3rd edition. Addison-Wesley
Professional, 1999. ISBN: 0-201-37922-8
• Adobe Systems Incorporated. PostScript
®
Language Program Design. Addison-Wesley Professional,
1988. ISBN: 0-201-14396-8
• Adobe Systems Incorporated. PostScript
®
Language Tutorial and Cookbook. Addison-Wesley
Professional, 1985. ISBN: 0-201-10179-3
1
Setting the Emulation mode 1
a Press Menu, 4, 1.
b Press a or b to choose Auto, HP LaserJet or BR-Script 3. Press OK.
c Press Stop/Exit.
Note
We recommend that you set the emulation setting with your application software. If the setting does not
work properly, choose the required emulation mode manually using the control panel buttons of the
machine.
4
Printing
Printing the Internal Font List (SP 1200SF only) 1
You can print a list of the machine’s internal (or resident) fonts to see how each font looks before you choose
it.
a Press Menu, 4, 2, 1.
b Press Start. The machine prints the list.
c Press Stop/Exit.
Printing the Print Configuration List (SP 1200SF only) 1
You can print a list of current printer settings.
a Press Menu, 4, 2, 2.
b Press Start. The machine prints the settings.
c Press Stop/Exit.
Test Print (SP 1200SF only) 1
If you are having problems with print quality, you can do a test print.
1
a Press Menu, 4, 2, 3.
b Press Start.
c Press Stop/Exit.
Note
If the problem appears on the printout, see Improving the print quality in the User’s Guide.
Restoring default printer settings (SP 1200SF only) 1
You can return the machine’s printer settings to the factory settings. Fonts and macros loaded to the
machine’s memory will be cleared.
a Press Menu, 4, 3.
b To restore the default settings, press 1.
To exit without making a change, press 2.
c Press Stop/Exit.
5
Printing
Status Monitor 1
The Status Monitor utility is a configurable software tool for monitoring the status of one or more devices,
allowing you to get immediate notification of error messages such as paper empty or paper jam.
You can check the device status at anytime by double-clicking the icon in the tasktray or by choosing
Status Monitor located in Start/All Programs/SP 1200 series/TYPE 1200SF (or TYPE 1200S) on your PC.
Note
For more information about using the Status Monitor software, right-click the Status Monitor icon and
choose Help.
1
Monitoring the machine’s status 1
The Status Monitor icon will change colour depending on the machine status.
A green icon indicates the normal stand-by condition.
A yellow icon indicates a warning.
A red icon indicates a printing error has occurred.
There are two locations where you can display the Status Monitor on your PC - in the tasktray or on the
desktop.
Note
• You can check the device status at anytime by double-clicking the icon in the tasktray or selecting the
Status Monitor located in the Start/All Programs/SP 1200 series/TYPE 1200SF (or TYPE 1200S) on
your computer.
• For more information about using the Status Monitor software, right click the Status Monitor icon and
choose Help.
6
Printing
Printer driver settings 1
You can change the following printer settings when you print from your computer.
Paper Size
Multiple Page
Orientation
Copies
Media Type
Paper Source
Resolution
Toner Save Mode
Print Setting
1
Manual Duplex printing
Watermark
Scaling
Quick Print Setup
1
1
1
1
Macro
Header-Footer Print
1
Density adjustment
Improve Print Output
1
These settings are not available with the BR-script printer driver for Windows®.
7
Printing
Features in the Windows® printer driver 1
For more information, see the Help text in the printer driver.
Note
®
• The screens in this section are from Windows
operating system.
• You can access the Printing Preferences dialog box by clicking Printing Preferences... in the General
tab of the Printer Properties dialog box.
Basic tab 1
You can also change settings by clicking the illustration on the left side of the Basic tab.
XP. The screens on your PC will vary depending on your
1
1
2
a Choose the Paper Size, Multiple Page, Orientation, Copies and Media Type (1).
b Choose the Paper Source (2).
c Click OK to apply your chosen settings.
To return to the default settings, click Default, then OK.
Paper Size 1
From the drop-down box choose the Paper Size you are using.
8
Printing
Multiple Page 1
The Multiple Page selection can reduce the image size of a page allowing multiple pages to be printed on
one sheet of paper or enlarge the image size for printing one page on multiple sheets of paper.
4 in 1 1 in 2x2 pages
Page Order 1
When N in 1 option is selected, the page order can be selected from the drop-down list.
Border Line 1
When printing multiple pages on one sheet with the Multiple Page feature you can choose to have a solid
border, dash border or no border around each page on the sheet.
Orientation 1
Orientation selects the position of how your document will be printed (Portrait or Landscape).
1
Portrait Landscape
Copies 1
The copies selection sets the number of copies that will be printed.
9
Printing
Collate 1
With the Collate check box selected, one complete copy of your document will be printed and then repeated
for the number of copies you selected. If the Collate check box is not selected, then each page will be printed
for all the copies selected before the next page of the document is printed.
Collate box checked Collate box not checked
Media Type 1
You can use the following types of media in your machine. For the best print quality, select the type of media
that you wish to use.
Plain Paper Thin Paper Thick Paper Thicker Paper Bond Paper Transparencies
Envelopes Env. Thick Env. Thin Recycled Paper
1
Note
• When using ordinary plain paper choose Plain Paper. When using heavier weight paper, envelopes or
rough paper choose Thick Paper or Thicker Paper. For bond paper, choose Bond Paper.
• When you use envelopes, choose Envelopes. If the toner is not fixed to the envelope correctly when
Envelopes has been selected, choose Env. Thick. If the envelope is crumpled when Envelopes has
been selected, choose Env.Thin.
Paper Source 1
You can choose Auto Select, Tray1 or Manual and specify separate trays for printing the first page and for
printing from the second page onwards.
10
Printing
Advanced tab 1
Change the tab settings by clicking one of the appropriate icons:
1
Print Quality (1)
Duplex (2)
Watermark (3)
Page Setting (4)
Device Options (5)
11
Printing
Print Quality 1
Resolution
You can change the resolution as follows:
• HQ 1200
• 600 dpi
• 300 dpi
Toner Save Mode
You can save running costs by turning on the Toner Save Mode, which reduces the print density (print
appears lighter).
Note
• We do not recommend Toner Save Mode for printing Photo or Grey Scale images.
• Toner Save Mode is not available for HQ 1200 resolution.
Print Setting
You can manually change the print setting.
• General
This is a printing mode for general printing of documents.
• Graphics
1
This is the best mode for printing documents that contain graphics.
• Office Document
This is the best mode for printing office documents.
• Manual
You can change the settings manually by choosing Manual and clicking the Setting... button. You can
set brightness, contrast and other settings.
12
Printing
Duplex Printing 1
Manual Duplex
Check Manual Duplex. In this mode, the machine prints all the even numbered pages first. Then the
printer driver stops and shows the instructions required to re-install the paper. When you click OK the odd
numbered pages are printed. There are six types of manual duplex binding directions available for each
orientation.
Booklet Printing
1
When you want to print a booklet, use this function. To make the booklet, fold the printed pages down the
middle.
Binding Offset
If you check the Binding Offset option, you can also specify the offset for binding in inches or millimeters.
13
Printing
Watermark 1
You can put a logo or text into your document as a watermark. You can choose one of the preset Watermarks,
or you can use a bitmap file that you have created. Check Use Watermark, and then choose the watermark
you want to use.
Transparent 1
Check Transparent to print the watermarked image in the background of your document. If this feature is not
checked then the watermark will be printed on top of your document.
1
In Outline Text 1
Check In Outline Text if you only want to print an outline of the watermark.
Print Watermark 1
You can print the watermark in any of the following ways.
On all pages
On first page only
From second page
Custom
14
Printing
Watermark Setting 1
You can change the watermark’s size and position on the page by selecting the watermark, and clicking the
Edit button. If you want to add a new watermark, click the New button, and then choose Text or Bitmap in
the Watermark Style.
1
Title
You can choose CONFIDENTIAL, COPY or DRAFT as the standard title or enter a title you like in the field.
Watermark Text
Enter your Watermark Text into the Text box, and then choose the Font, Size and Style.
Watermark Bitmap
Enter the file name and location of your bitmap image in the File box, or Browse for the file location. You
can also set the scaling size of the image.
Position
Use this setting if you want to control the position of the watermark on the page.
15
Printing
Page Setting 1
Scaling 1
You can change the print size of your document with the Scaling feature.
Check Off if you want to print the document as it appears on your screen.
Check Fit to Paper Size if you want to enlarge or reduce the document to fit the paper size.
Check Free if you want to change the size.
1
You can also use the Mirror Print or Reverse Print feature for your page setting.
16
Printing
Device Options 1
You can change the following printer functions:
Quick Print Setup
Macro (SP 1200SF only)
1
Header-Footer Print
Density adjustment
Improve Print Output
Quick Print Setup
The feature allows you to quickly choose driver settings by clicking a tasktray icon.
You can turn the quick print setting on or off. By placing a check in the selection boxes for the following
functions you can choose which will be available in the quick print setting.
• Multiple Page
• Manual Duplex
• Toner Save Mode
• Paper Source
• Media Type
Macro
You can save a page of a document as a macro to printer memory. You can also execute the saved macro
(you can use the saved macro as an overlay on any document). This will save time and increase printing
speed for often used information such as forms, company logos, letterhead formats or invoices.
17
Header-Footer Print
Printing
When this feature is enabled, it will print the date and time on your document from your computer’s system
clock and the PC login user name or the text you entered. By clicking Setting, you can customize the
information.
•ID Print
If you select Login User Name, your PC login user name will print. If you select Custom and enter the
text in the Custom edit box, the text you entered will print.
Density adjustment
Increase or decrease the print density.
Note
The Density adjustment is not available when you set the resolution to HQ 1200.
Improve Print Output
This feature allows you to improve a print quality problem.
• Reduce Paper Curl
If you choose this setting, the paper curl may be reduced.
If you print only a few pages, you do not need to choose this setting. Change the printer driver setting
in Media Type to a thin setting.
1
• Improve Toner Fixing
If you choose this setting, the toner fixing on paper may be improved. If this selection does not improve
the situation enough, select Thicker paper in Media type settings.
18
Printing
Support tab 1
1
2
3
Print Settings (1)
This will print the pages that show how the internal settings of the printer have been configured.
Print Fonts (2) (SP 1200SF only)
1
This will print the pages that show all the internal fonts of the printer.
Check Setting... (3)
You can check the current driver settings.
19
Printing
Tray Settings 1
To access the Tray Settings tab, click the Start button and Printers and Faxes. Right-click your printer icon
and click Properties.
1
2
Paper Source Setting (1)
1
This feature identifies the paper size defined for each paper tray.
• Paper Size
This setting allows you to define which paper size is used for the tray and manual feed slot. Highlight the paper
source you want to define and then choose the paper size from the pull-down menu. Click Update to apply the
setting to the paper source.
• Default Source
To save your settings, click OK or Apply. The Auto Select setting will automatically pull paper from any paper
source (tray or manual feed slot) that has a defined paper size that matches your document. If paper is in the
Manual feed slot, the machine will automatically pull from this slot no matter the size of paper.
Serial No. (2)
By clicking Auto Detect, the printer driver will probe the printer and display its serial number. If it fails to
receive the information, the screen will display "---------".
Note
The Auto Detect function is not available under the following printer conditions:
• The printer power switch is off.
• The printer is in an error state.
• The printer is in a network shared environment.
• The cable is not connected to the printer correctly.
20
Printing
Features in the BR-Script (PostScript® 3 ™ language emulation) printer driver (SP 1200SF only) 1
For more information, see the Help text in the printer driver.
Note
The screens in this section are from Windows
operating system.
Printing Preferences 1
Note
You can access the Printing Preferences dialog box by clicking Printing Preferences... in the General
tab of the SP 1200SF BR-Script3 Properties dialog box.
Layout tab
You can change the layout setting by choosing the settings for Orientation, Page Order and
Page Per Sheet.
®
XP. The screens on your PC may vary depending on your
1
21
• Orientation
Orientation selects the position of how your document will be printed.
(Portrait, Landscape or Rotated Landscape)
Printing
1
• Page Order
Specifies the order in which the pages of your document will be printed. Front to Back prints the
document so that page 1 is on top of the stack. Back to Front prints the document so that page 1 is on
the bottom of the stack.
Paper/Quality tab
Choose the Paper Source.
• Paper Source
You can choose Automatically Select, Tray1 or Manual Feed.
22
Printing
Advanced options 1
You can access the Advanced options by clicking the Advanced... button on the Layout tab or
Paper/Quality tab.
a Choose the Paper Size and Copy Count (1).
Paper Size
1
From the drop-down box choose the Paper Size you are using.
Copy Count
The copy selection sets the number of copies that will be printed.
b Set the Print Quality, Scaling and TrueType Font settings (2).
Print Quality
Specifies the print resolution.
Scaling
Specifies whether to reduce or enlarge documents, and by what percentage.
TrueType Font
Specifies the TrueType font options. Click Substitute with Device Font (the default) to use
equivalent printer fonts for printing documents that contain TrueType fonts. This will permit faster
printing; however, you might lose special characters not supported by the printer font. Click
Download as Softfont to download TrueType fonts for printing instead of using printer fonts.
23
c You can change settings by choosing the setting in the Printer Features list (3):
Media Type
You can use the following types of media in your machine. For the best print quality, select the type
of media that you wish to use.
Printing
1
Plain Paper Thin Paper Thick Paper Thicker Paper Bond Paper
Transparencies Envelopes Env. Thick Env. Thin Recycled Paper
Job Name
Choose the Job name from the drop-down list for your secured document that you sent to the
machine.
Toner Save
You can conserve toner using this feature. When you set Toner Save Mode to On, print appears
lighter. The default setting is Off.
Note
We do not recommend Toner Save to On for printing Photo or Grey Scale images.
Halftone Screen Lock
Stops other applications from modifying the Halftone settings. The default setting is on.
High Quality Image Printing
You can increase the quality of image printing. If you set High Quality Image Printing to ON, the
printing speed will be slower.
Reduce Paper Curl
If you choose this setting, the paper curl may be reduced.
If you print only a few pages, you do not need to choose this setting. Change the printer driver setting
in Media Type to a thin setting.
24
Improve Toner Fixing
Printing
If you choose this setting, the toner fixing on paper may be improved. If this selection does not
improve the situation enough, select Thicker paper in Media type settings.
Density adjustment
Increase or decrease the print density.
Note
The Density adjustment is not available when you set the resolution to HQ 1200.
BR-Script Level
You can change the BR-script emulation language level. Choose the level from the drop-down list.
Note
If Level 3 is not selected, the PostScript data may not be printed correctly.
Ports tab 1
If you want to change the port where your printer is connected, choose or add the port you want to use.
1
25
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