Ricoh PRO 906EX, AFICIO 1106EX, AFICIO 1356EX Manual

Printer/Scanner Unit

Type 1356

Operating Instructions

Scanner Reference

1Sending Scan Files by E-mail

2Sending Scan Files to Folders

3Storing Files Using the Scanner Function

4Delivering Scan Files

5Scanning Originals with the Network TWAIN Scanner

6Various Scan Settings

7Appendix

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 "About This Machine" 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.

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.

Two kinds of size notation are employed in this manual. With this machine refer to the inch version.

Some illustrations in this manual might be slightly different from the machine.

Certain options might not be available in some countries. For details, please contact your local dealer.

Trademarks

•Adobe®, PostScript®, and Acrobat® are trademarks of Adobe Systems Incorporated.

•Pentium® is a registered trademark of Intel Corporation.

•NetWare® is a registered trademark of Novell, inc.

•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® 2000 are as follows: Microsoft® Windows® 2000 Professional

Microsoft® Windows® 2000 Server Microsoft® Windows® 2000 Advanced Server

•The product names of Windows® XP are as follows: Microsoft® Windows® XP Home Edition

Microsoft® Windows® XP Professional

•The product names of Windows ServerTM 2003 are as follows: Microsoft® Windows ServerTM 2003 Standard Edition Microsoft® Windows ServerTM 2003 Enterprise Edition Microsoft® Windows ServerTM 2003 Web Edition

•The product names of Windows NT® 4.0 are as follows: Microsoft® Windows NT® Workstation 4.0

Microsoft® Windows NT® Server 4.0

Manual for This Machine

Refer to the manuals that are relevant to what you want to do with the machine.

About This Machine

Be sure to read the Safety Information in this manual before using the machine. This manual provides an introduction to the functions of the machine. It also explains the control panel, preparation procedures for using the machine, how to enter text, and how to install the CD-ROMs provided.

General Settings Guide

Explains User Tools settings, and Address Book procedures such as registering e-mail addresses, and user codes. Also refer to this manual for explanations on how to connect the machine.

Troubleshooting

Provides a guide to solving common problems, and explains how to replace paper, toner, staples, and other consumables.

Security Reference

This manual is for administrators of the machine. It explains 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.

Copy/ Document Server Reference

Explains Copier and Document Server functions and operations. Also refer to this manual for explanations on how to place originals.

Printer Reference

Explains Printer functions and operations.

Scanner Reference

Explains Scanner functions and operations.

Network Guide

Explains how to configure and operate the machine in a network environment, and use the software provided.

This manual covers all models, and includes descriptions of functions and settings that might not be available on this machine. Images, illustrations, and information about operating systems that are supported might also differ slightly from those of this machine.

Other manuals

•Manuals for This Machine

•Safety Information

•Quick Reference Copy Guide

•Quick Reference Printer Guide

•Quick Reference Scanner Guide

i

•PostScript3 Supplement

•UNIX Supplement

•Manuals for DeskTopBinder Lite

•DeskTopBinder Lite Setup Guide

•DeskTopBinder Introduction Guide

•Auto Document Link Guide

Note

Manuals provided are specific to machine types.

Adobe Acrobat Reader/Adobe Reader must be installed in order to view the manuals as PDF files.

For "UNIX Supplement", please visit our Web site or consult an authorized dealer.

"PostScript3 Supplement" and "UNIX Supplement" include descriptions of functions and settings that might not be available on this machine.

The following software products are referred to using general names:

Product name	General name
DeskTopBinder Lite and DeskTopBinder Pro-	DeskTopBinder
fessional *
ScanRouter EX Professional * and ScanRouter	the ScanRouter delivery software
EX Enterprise *

*Optional

ii

TABLE OF CONTENTS

Manual for This Machine ........................................................................................	i
How to Read This Manual .....................................................................................	1
Symbols .....................................................................................................................	1
About the Scanner Functions...............................................................................	2
Display Panel..........................................................................................................	3
Simplified Display.......................................................................................................	3
Confirmation Displays ................................................................................................	4
Scanner Features...................................................................................................	8

1. Sending Scan Files by E-mail

Before Sending Scan Files by E-mail.................................................................	11
Outline of Sending Scan Files by E-mail..................................................................	11
Preparation for Sending by E-mail ...........................................................................	12
Registering E-mail Addresses in the Address Book.................................................	12
E-mail Screen...........................................................................................................	13
Basic Operation for Sending Scan Files by E-mail...........................................	14
Switching to the E-mail Screen ..........................................................................	17
Specifying E-mail Destinations ..........................................................................	18
Selecting the Destination from the Machine’s Address Book...................................	18
Entering an E-mail Address Manually ......................................................................	22
Selecting Destinations by Searching an LDAP Server.............................................	23
Registering a Directly-Entered Destination in the Address Book .............................	25
Specifying the E-mail Sender .............................................................................	27
Selecting a Sender from the List ..............................................................................	27
Using a Registration Number to Specify a Sender Name ........................................	28
Selecting the Sender by Searching the Machine’s Address Book ...........................	28
Specifying the E-mail Subject.............................................................................	31
Specifying the E-mail Message ..........................................................................	32
Selecting a Message from the List ...........................................................................	32
Manual Entry of a Message .....................................................................................	33
Simultaneous Storage and Sending by E-mail .................................................	34
Sending the URL by E-mail......................................................................................	35

2. Sending Scan Files to Folders

Before Sending Files by Scan to Folder ............................................................	37
Outline of Sending Scan Files by Scan to Folder.....................................................	37
Preparation for Sending by Scan to Folder ..............................................................	39
Registering Destination Folders in the Address Book..............................................	40
Scan to Folder Screen .............................................................................................	41
Basic Operations When Using Scan to Folder..................................................	42
Switching to the Scan to Folder Screen ............................................................	44
Specifying Scan to Folder Destinations ............................................................	45
Selecting the Destination from the Machine’s Address Book...................................	45
Sending Files to a Shared Network Folder ..............................................................	49
Sending Files to an FTP Server ...............................................................................	52
Sending Files to an NDS Tree or NetWare Server ..................................................	54
Registering the Path to the Selected Destination in the Address Book ...................	58
Simultaneous Storage and Sending by Scan to Folder ...................................	59	iii

3. Storing Files Using the Scanner Function
Before Storing Files.............................................................................................	61
Outline of File Storage under the Scanner Function ................................................	61
Basic Operation for Storing Scan Files .............................................................	63
Specifying File Information for a Stored File ....................................................	65
Specifying a User Name ..........................................................................................	65
Specifying a File Name ............................................................................................	66
Specifying a Password.............................................................................................	67
Displaying the List of Stored Files .....................................................................	68
List of Stored Files ...................................................................................................	68
Searching the List of Stored Files ............................................................................	69
Checking Stored Files .........................................................................................	71
Checking a Stored File Selected from the List .........................................................	71
Checking Stored Files from a Client Computer........................................................	72
Sending a Stored File ..........................................................................................	74
Sending Stored Files................................................................................................	74
Managing Stored Files.........................................................................................	76
Deleting a Stored File...............................................................................................	76
Changing Data for a Stored File...............................................................................	77
4. Delivering Scan Files
Before Delivering Files ........................................................................................	81
Outline of Scan File Delivery....................................................................................	81
Preparing to Deliver a File........................................................................................	82
Installing DeskTopBinder Lite from the Supplied CD-ROM .....................................	83
Network Delivery Scanner Screen ...........................................................................	84
Basic Operation for Delivering Files ..................................................................	85
Switching to the Network Delivery Scanner Screen.........................................	88
Specifying Delivery Destinations .......................................................................	89
Selecting Destinations Registered in the Delivery Server’s Address Book..............	89
Specifying the Sender .........................................................................................	93
Selecting a Sender from the Sender List in the Delivery Server’s Destination List ...	93
Selecting the Sender by Entering the Registration Number.....................................	94
Selecting a Sender by Searching the Delivery Server’s Destination List .................	95
Specifying the Subject of the E-mail to Be Transmitted via the Delivery Server...	97
Simultaneous Storage and Delivery...................................................................	98
5. Scanning Originals with the Network TWAIN Scanner
Before Using the Network TWAIN Scanner .......................................................	99
Outline of the Network TWAIN Scanner.................................................................	100
Preparing to Use the Network TWAIN Scanner .....................................................	101
Installing the TWAIN Driver from the Supplied CD-ROM.......................................	102
Basic Network TWAIN Scanner Operation ......................................................	103

iv

6. Various Scan Settings
Scan Settings .....................................................................................................	105
Items for Specifying Scan Settings..................................................................	106
Scan Type ..............................................................................................................	106
Resolution ..............................................................................................................	107
Scan Size ...............................................................................................................	107
Edit .........................................................................................................................	113
Adjusting Image Density ...................................................................................	114
Setting of Original Feed Type ...........................................................................	115
Original Orientation ................................................................................................	115
Original Settings.....................................................................................................	118
Thin Paper..............................................................................................................	121
Batch, SADF ..........................................................................................................	122
Divide .....................................................................................................................	123
Scanning Multiple Pages of Originals as One File .........................................	125
Setting File Type and File Name.......................................................................	127
Setting File Type ....................................................................................................	127
Setting File Name...................................................................................................	129
Security Settings to PDF Files ...............................................................................	131
Programs ............................................................................................................	135
Registering Frequently Used Setting .....................................................................	135
Recalling a Registered Content .............................................................................	136
Changing a Registered Program............................................................................	137
Deleting a Program ................................................................................................	138
Changing the Registered Program Name ..............................................................	138
Registering Initial Values for Initial Display ............................................................	139
Scan Settings When Using Twain Scanner .....................................................	140
Setting Original Orientation on the TWAIN Scanner ..............................................	140
When Scanning Originals of Mixed Sizes Using TWAIN Scanner .........................	141
7. Appendix
Relationship between Resolution and File Size..............................................	143
When Using E-mail, Folder Sending, Storing or Network Delivery Function .........	143
When Using as a TWAIN Scanner.........................................................................	144
Relationship between File Type Specified for Scanning and File Types
for Sending E-mail and Folder........................................................................	146
Software Supplied on CD-ROM ........................................................................	147
Quick Install............................................................................................................	147
TWAIN Driver .........................................................................................................	147
DeskTopBinder Lite................................................................................................	148
Values of Various Set Items for Transmission/Storage/Delivery Function ...	150
Transmission Function ...........................................................................................	150
Storage Function....................................................................................................	152
Network Delivery Function .....................................................................................	153
Specifications.....................................................................................................	154
INDEX.......................................................................................................	156

v

vi

How to Read This Manual

Symbols

This manual uses the following symbols:

Indicates important safety notes.

Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the "Safety Information" section of About This Machine.

Indicates important safety notes.

Ignoring these notes could result in moderate or minor injury, or damage to the machine or to property. Be sure to read these notes. They can be found in the "Safety Information" section of About This Machine.

Indicates points to pay attention to when using the machine, and explanations of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure to read these explanations.

Indicates supplementary explanations of the machine’s functions, and instructions on resolving user errors.

This symbol is located at the end of sections. It indicates where you can find further relevant information.

[ ]

Indicates the names of keys that appear on the machine’s display panel.

{}

Indicates the names of keys on the machine’s control panel.

1

About the Scanner Functions

This section describes functions you can use in the scanner mode.

For details about each function, see respective chapters.

Sending scanned files

There are several methods you can use to send captured data as files to computers.

•Sending scan files by e-mail

For details, see chapter 1 "Sending Scan Files by E-mail".

•Sending scan files to a shared folder

For details, see chapter 2 "Sending Scan Files to Folders".

•Sending scan files to an FTP server

For details, see chapter 2 "Sending Scan Files to Folders".

•Sending scan files to a NetWare server

For details, see chapter 2 "Sending Scan Files to Folders".

•Delivering scan files using the delivery server For details, see chapter 4 "Delivering Scan Files".

Scanning originals using the TWAIN driver

Use the TWAIN driver to specify the machine where originals will be scanned from a client computer. For details, see chapter 5 “Scanning Originals with the Network TWAIN Scanner”.

Storing files

You can store scan files on the machine's hard disk. Stored files can be sent later. For details, see chapter 3, "Storing Files Using the Scanner Function".

Note

When the Copy Data Security Unit is installed, if you scan an original that was printed using the data security for copying function, the machine beeps and an entirely gray page is sent or stored. You can use the log file to check who scanned the confidential original. For details about the data security for copying function, consult the administrator.

Reference

p.11 “Sending Scan Files by E-mail”

p.37 “Sending Scan Files to Folders”

p.81 “Delivering Scan Files”

p.99 “Scanning Originals with the Network TWAIN Scanner”

p.61 “Storing Files Using the Scanner Function”

2

Display Panel

This section explains the simplified display and three confirmation screens: Check Modes, Preview, and Transmission File Status.

You can find explanations about the E-mail screen, Scan to Folder screen, List of Stored Files screen, or Network Delivery Scanner screen in this manual. For details, see "E-mail Screen", "Scan to Folder Screen", "List of Stored Files", and "Network Delivery Scanner Screen".

Reference

p.13 “E-mail Screen”

p.41 “Scan to Folder Screen”

p.68 “List of Stored Files”

p.84 “Network Delivery Scanner Screen”

Simplified Display

This section explains how to switch to the simplified display.

When you press {Simplified Display}, the screen changes from the initial display to the simplified display.

Letters and keys are displayed at a larger size, making operations easier.

APG044S

Example of Simplified Display

1. [Key Color]

Press to change the key color and increase the brightness of the display panel.

AMR020S

This does not apply to the initial scanner screen.

3

Note

To return to the initial screen, press {Simplified Display} again.

Certain keys do not appear on the simplified display.

Confirmation Displays

This section explains three confirmation displays: Check Modes, Preview and Transmission File Status.

Check Modes

This section explains items that are displayed and how to display the Check Modes screen.

Use the Check Modes screen to check scanning and transmission settings.

Pressing [Check Modes] switches the screen from the initial scanner screen to the Check Modes screen.

Check Modes

1. Original

Displays Scan Settings, Original Feed Type, and other scanning settings.

2. Transmission function icon

Displays the icon of the transmission function in use.

AMR021S

3. Sender and Destination

Displays the sender and transmission or delivery destinations.

4. Send

Displays transmission settings such as Sender and Subject.

4

Preview

This section explains items that are displayed and how to display the Preview screen.

Use the Preview screen to check that of originals have been scanned correctly.

You can display the Preview screen when sending files by e-mail or Scan to Folder, delivering files, or simultaneously sending and delivering files.

To display the Preview screen, press [Preview], and then start scanning while [Preview] is still selected.

Preview

AMR022S

1. [Zoom Out] and [Zoom In]

Press to reduce or enlarge the displayed preview.

2. [←][→][↑][↓]

Press to shift the displayed area.

3. [Cancel TX]

Press to close a preview and interrupt a transmission.

4. [Continue TX]

Press to close a preview and continue a transmission.

Note

5. Display File

Displays a file's name and size.

6. Display Page

Displays the number of the currently displayed page, total number of pages, page size, and color mode.

7. [Switch]

Press to change the page of the selected file that is displayed.

8. Display Position

Displays the position of an image when enlarged.

Preview is not available if a file is stored using [Store Only].

Preview is not available when sending a stored file.

You can view a stored file using the Preview screen displayed from the list of stored files. For details about viewing a stored file, see "Checking a Stored File Selected from the List".

5

Preview is not available if you select High Compression PDF as the file type.

Preview might not be displayed if scanning failed or the image file is corrupted. If this is the case, scan the original again.

Reference

p.71 “Checking a Stored File Selected from the List”

Transmission File Status

This section explains items that are displayed and how to display the Transmission File Status screen.

Use the Transmission File Status screen to check e-mail transmission, Scan to Folder, and delivery results.

Press [Scanned Files Status] to display the Transmission File Status screen.

Up to 9 transmission or delivery results are displayed at the same time. Press [U] or [T] to switch between results.

Transmission File Status

1. Date/Time

Displays the time and date transmission was specified by this machine or the time and date when Completed, Error, or Cancelled was confirmed.

2. Transmission function icon

Displays the icon of the transmission function used.

3. Destination

Displays the transmission destination. If you have selected multiple destinations, the first selected destination is displayed.

4. Sender

AMR023S

5. File Name

Displays the stored file name of files that are simultaneously sent and stored, or of stored files that are sent.

6. Status

Displays one of the following transmission statuses: Completed, Sending..., Waiting..., Error, or Cancelled.

7. [Stop TX]

To cancel transmission, select a file whose status is [Waiting...], and then press

[Stop TX].

8. [Print List]

Press to print transmission results.

6	Displays the sender name.

Note

You cannot check scanner function transmission results by pressing [Job List] at the bottom of the screen. To check transmission results, press [Scanned Files Status], and then display the Transmission File Status screen.

Depending on security settings, some transmission results might not be displayed.

7

Scanner Features

This section explains Scanner Features settings.

To display the Scanner Features screen, press {User Tools}. For detailed setting method, see General Settings Guide.

General Settings

Items	Description
Switch Title	Sets index to use when the list of destinations of this
	machine is displayed.
Update Delivery Server Destina-	Allows you to update the delivery server's destination
tion List	list by pressing [Update Delivery Server Destination List].
	To use this function, under [System Settings], set [Deliv-
	ery Option] to [On].
Search Destination	Specify the default search destination list from the ma-
	chine's address book or the LDAP server. To search
	through an LDAP server, under [System Settings], regis-
	ter the LDAP server, and then set [LDAP Search] to [On].
TWAIN Standby Time	Select the machine's response if a client computer tries to
	use the TWAIN scanner while scanning is in progress.
Destination List Display Priority 1	Select the default destination list from the machine's
	destination list or from the Destination List managed
	by the delivery server.
Destination List Display Priority 2	Select whether to prioritize the e-mail destination list
	or the folder destination list.
Print & Delete Scanner Journal	Specify the machine's response of the maximum num-
	ber of scanner journals is exceeded.
Print Scanner Journal	Allows you to print the scanner journal. The scanner
	journal is then deleted.
Delete Scanner Journal	Allows you to delete the scanner journal without
	printing it.

Scan Settings

Items	Description
A.C.S. Sensitivity Level	Allows you to set the sensitivity level for judging col-
	or/black and white for scanning originals when [Scan
	Type] is set to [Auto Color Select].
Wait Time for Next Orig.: Exposure	Set which operation the machine performs while wait-
Glass	ing for additional originals after scanning from the ex-
	posure glass.
Wait Time for Next Original(s):	Sets the operation of this machine on the queue for ad-
SADF	ditional originals after scanning the originals with Au-
	tomatic Document Feeder (ADF).
Background Density of ADS (Full	Corrects scanning density to improve resolution of pa-
Color)	per types such as non-white paper like newspaper or
	transparent originals.

8

Send Settings

Items	Description
Compression (Black & White)	Specify a compression method for files scanned in
	black and white.
Compression (Gray Scale / Full	specify a compression method for files scanned in
Color)	gray scale or full color.
High Compression PDF Level	Specify the data compression method for High Com-
	pression PDF files.
Max. E-mail Size	Select whether or not to limit the size of e-mail that has
	attachments.
Divide & Send E-mail	Select whether or not to divide files that exceed the
	size specified in [Max. E-mail Size] and send them as
	multiple e-mails.
E-mail Information Language	Select the language in which document information
	such as the title, date, and administrator's name is
	sent.
No. of Digits for Single Page Files	Set the number of digits in serial numbers used for sin-
	gle-page file names.
Stored File E-mail Method	Sets the default for whether to attach a file or send
	URL Link when sending stored files by e-mail.

Initial Settings

Items	Description
Menu Protect	Set the default access level for functions whose set-
	tings can be changed by users other than the adminis-
	trator.

9

10

1. Sending Scan Files by E-mail

You can attach scan files to e-mails and send them via connections such as LAN and the Internet.

Before Sending Scan Files by E-mail

This section explains the necessary preparations and the procedure for sending scan files by e-mail.

Outline of Sending Scan Files by E-mail

This section outlines the function for sending scan files by e-mail.

ZZZ508S

1. This machine

A scan file can be attached to an e-mail and sent to a mail server.

2. SMTP server

You need to have an access to an e-mail server that supports SMTP (Simple Mail Transfer Protocol), to send scan files by e- mail. However, it is not essential to have an e-mail server inside the LAN where this machine belongs. It transfers a received e-mail to a specified destination through a LAN or the Internet.

3. Client computer

Use e-mail client software to receive e- mail messages and scan file attachments that are generated by this machine.

4. LDAP Server

Use this server for administering e-mail accounts, searching the network, and authenticating the computers that access the machine. Using the LDAP server, you can search for destinations from the machine.

11

Sending Scan Files by E-mail

		Preparation for Sending by E-mail
		This section explains the preparation and settings for sending scan files by e-
	1	mail.
		A Connect the machine to the network.

Connect the machine to the network using an Ethernet cable or IEEE 1394 cable, or wireless LAN (IEEE 802.11b).

B Make the necessary network setting in [System Settings].

If you have connected the machine to the network using an Ethernet cable, make the following settings. For details, see General Settings Guide.

•Specify the machine’s IPv4 address and subnet mask

•Specify the IPv4 gateway address

•In [Effective Protocol], enable [IPv4]

•Specify the SMTP server

C If necessary, change settings in [Send Settings] under [Scanner Features].

Note

To connect the machine to the network using an IEEE 1394 cable or wireless LAN (IEEE 802.11b), an extended 1394 board or extended wireless LAN board is required respectively. For details, see Network Guide.

Items to set up in [System Settings] vary depending on the network environment. For more information about network settings, see General Settings Guide.

For more information about [Scanner Features], see General Settings Guide.

Registering E-mail Addresses in the Address Book

You can register frequently used e-mail addresses in the address book.

Register e-mail addresses in [Address Book Management] under [Administrator Tools] from [System Settings]. Addresses can also be registered as groups.

Note

For details about registering e-mail addresses in the address book, see General Settings Guide.

You can also register e-mail addresses in the address book using Web Image Monitor or SmartDeviceMonitor for Admin. For details about how to install these applications, see Network Guide. For details about registering addresses in the address book, see Help of respective applications.

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.

12

Before Sending Scan Files by E-mail

E-mail Screen

This section explains the screen layout when sending scan files by e-mail.

1

The function items displayed serve as selector keys. You can select or specify an item by pressing it.

When you select or specify an item on the display panel, it is highlighted like []. Keys that cannot be selected appear like [].

AMR010S

1. Destination field

The specified destination appears. If more than one destination has been specified, press [U] or [T] to scroll through the destinations.

2. E-mail / Folder

Press these tabs to switch between the E- mail screen and Scan to Folder screen. Switch the screen also when sending the same files by both e-mail and Scan to Folder.

3. E-mail icon

Indicates that the E-mail screen is displayed. Displays the destinations registered in the delivery server or this machine.

4. [Manual Entry]

To specify destinations not registered in the address book, press this key, and then enter the e-mail addresses using the soft keyboard that appears.

5. [Reg. No.]

Press this key to specify the destination using a 5-digit registration number.

6. Destination List

The list of destinations registered in the machine appears. If all of the destinations cannot be displayed, press [U]or [T] to switch the screen.

Group destinations are denoted by this symbol ().

7. [Text][Subject][Sender Name][Recept. Notice]

Enter the message and specify the subject, sender, and whether or not to use Message Disposition Notification.

13

Sending Scan Files by E-mail

Basic Operation for Sending Scan Files by E-mail

1	This section describes the basic operation for sending scan files by e-mail.

A Make sure that no previous settings remain.

If a previous setting remains, press {Clear Modes}.

B If the network delivery scanner screen or Scan to Folder screen appears, switch to the E-mail screen.

For details, see "Switching to the E-mail Screen".

C D

Place originals.

If necessary, press [Scan Settings] to specify scanner settings such as resolution and scan size.

For details, see "Various Scan Settings".

E If necessary, specify the scanning density.

For details, see "Adjusting Image Density".

F If necessary, press [Original Feed Type] to specify settings such as original side and orientation.

For details, see "Setting of Original Feed Type".

14

Basic Operation for Sending Scan Files by E-mail

G If necessary, press [File Name / Type] to specify settings such as file name and file format.

For details, see "Setting File Type and File Name".

H Specify the destination.
	1

You can specify multiple destinations.

For details, see "Specifying E-mail Destinations".

I If necessary, press [Text] to enter the e-mail message.

For details, see "Specifying the E-mail Message"

J If necessary, press [Subject] to specify the e-mail subject.

For details, see "Specifying the E-mail Subject".

K To specify the e-mail sender, press [Sender Name].

For details, see "Specifying the E-mail Sender".

L To use Message Disposition Notification, press [Recept. Notice].

If you select [Recept. Notice], the selected e-mail sender will receive e-mail notification when the e-mail recipient has opened the e-mail.

M Press {Start}.

If you are scanning batches, place the next originals.

Note

If you have selected two or more destinations, the destinations can be made to appear one by one by pressing [U] or [T] next to the destination field.

To cancel a selected destination, display the destination in the destination field, and then press {Clear}. You can cancel a destination selected from the address book by pressing the selected destination again.

In [System Settings], you can specify the administrator’s e-mail address as the default sender name. This lets you send e-mail without entering anything for [Sender Name]. For details, see General Settings Guide.

Depending on the security setting, the logged-on user may be specified as

[Sender Name].

To use Message Disposition Notification, log on to the machine as a user and specify the sender. Note, however, that the [Recept. Notice] notification e-mail may not be transmitted if the e-mail software of the recipient does not support Message Disposition Notification.

By pressing {Check Modes}, you can switch from the initial scanner screen to the Check Modes screen so you can check the settings. For details, see "Check Modes".

If you press [Preview], and then scan a document, the Preview screen appears. For details, see "Preview".

To cancel scanning, press {Stop}.

15

Sending Scan Files by E-mail

You can also store a scan file and simultaneously send it by e-mail. For details, see "Simultaneous Storage and Sending by E-mail".

Reference

p.17 “Switching to the E-mail Screen”

1 p.105 “Various Scan Settings”

p.114 “Adjusting Image Density”

p.115 “Setting of Original Feed Type”

p.127 “Setting File Type and File Name”

p.18 “Specifying E-mail Destinations”

p.32 “Specifying the E-mail Message”

p.31 “Specifying the E-mail Subject”

p.27 “Specifying the E-mail Sender”

p.4 “Check Modes”

p.5 “Preview”

p.34 “Simultaneous Storage and Sending by E-mail”

16

Switching to the E-mail Screen

Switching to the E-mail Screen

This section explains how to switch the screen to the E-mail screen.

If the Scan to Folder screen is being displayed, press [E-mail] to switch to the E-mail
	1
screen.

If the network delivery scanner screen is being displayed, switch to the E-mail screen as follows:

A Press [Delivery Dest.].

The E-mail screen or Scan to Folder screen appears.

B If the Scan to Folder screen appears, press [E-mail].

The E-mail screen appears.

Note

You cannot switch from the network delivery scanner screen while delivery destinations are being specified. To clear the specified destination, dis-

play the destination in the destination field of the network delivery scanner screen, and then press {Clear}.

17

Sending Scan Files by E-mail

Specifying E-mail Destinations

1	This section explains how to specify e-mail destinations.
	You can specify e-mail destinations by any of the following methods:

•Select the destination from the machine’s address book

•Enter the e-mail address directly

•Search the LDAP server for the destination and select it

Before you select destinations, make sure you have selected [To]. If necessary, press [Cc] or [Bcc], and then select destinations.

Selecting the Destination from the Machine’s Address Book

This section explains how to select the destination from the machine’s address book.

Important

To use this function, you must register the destinations in [System Settings] in advance. For details, see General Settings Guide.

You can use the following methods to select destinations registered in the machine's address book:

•Select a destination from the list

•Select a destination by entering the registration number

•Select a destination by searching the machine's address book

Selecting a destination from the list

Select the destination from the destination list.

A In the destination list, press the key including the destination name.

The key of the selected destination is highlighted, and the destination appears in the destination field at the top of the screen.

18

Specifying E-mail Destinations

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 [U] or [T]

Note	1

Depending on the security setting, some destinations may not appear in the destination list.

Selecting destinations by entering the registration numbers

Select the destination from the machine’s address book using its registration number.

A Press [Reg. No.].

B Using the number keys, enter the five-digit registration number assigned to the required destination folder.

If the entered number is less than five digits, press {q}after the last number. Example: To enter 00003 Press {3}, and then press {q}.

C Press [OK].

By pressing [Change], you can change the selected destination.

19

Sending Scan Files by E-mail

Searching the machine’s address book for the destination and selecting it

This section explains how to search the machine’s address book for the destination and select it.

1	A Press [Search Dest.].

B To search by name, press [Name].

To search by e-mail address, press [E-mail Address].

The soft keyboard appears so you can enter the name or e-mail address.

You can also search by combining [Name] and [E-mail Address].

C Enter part of the destination name.

To search by e-mail address, enter part of the address.

D Press [OK].

E If necessary, press [Advanced Search], and then specify the detailed search criteria.

By pressing [Advanced Search], you can search using criteria such as [Name], [E- mail Address], and [Folder Name]. You can also search by combining the [Beginning Word] or [End Word] criteria with the other criteria.

The illustrated screen is an example. The items that actually appear on the screen may differ.

F Press [Start Search].

Destinations that match the search criteria are displayed.

20

Specifying E-mail Destinations

G H I

	Select a destination.
	Select [To], [Cc], or [Bcc].
	Press [OK].	1
	Note

If [LDAP Search] is set to [On] in [System Settings], check that [Address Book] in the upper part on the screen has been selected before executing the search.

Search criteria that appear in [Advanced Search], such as [Name], [E-mail Address], and [Folder Name], are registered in the machine’s address book. For details, see General Setting Guide.

By pressing [Details], you can view details about the selected destinations.

Up to 100 destinations can be displayed as search results.

By pressing [Advanced Search], the following criteria appear:

•[Beginning Word]: The names which start with the entered character or characters are targeted.

For example, to search for "ABC", enter "A".

•[End Word]: The names which end with the entered character or characters are targeted.

For example, to search for "ABC", enter "C".

•[Exact Match]: The names which correspond to an entered character or characters are targeted.

For example, to search for "ABC", enter "ABC".

•[Include one Word]: The names which contain an entered character or characters are targeted.

For example, to search for "ABC", enter "A", "B", or "C".

•[Exclude Words]: The names which do not contain an entered character or characters are targeted.

For example, to search for "ABC", enter "D".

21

Sending Scan Files by E-mail

Entering an E-mail Address Manually

This section explains how to enter an e-mail address manually.

1 A Press [Manual Entry].

The soft keyboard appears so you can enter the e-mail address.

B C

Enter the e-mail address.

Press [OK].

Note

Depending on the security settings, [Manual Entry] may not be displayed.

To change a registered destination e-mail address, press [Edit] to the left of the destination field to display the soft keyboard, use the soft keyboard to enter the new address, and then click [OK].

The e-mail address that is entered directly can be registered in the machine’s address book. For details, see "Registering a Directly-Entered Destination in the Address Book".

Reference

p.25 “Registering a Directly-Entered Destination in the Address Book”

22