Ricoh SGC 1506/GS, 106/LD215c, Aficio SGC 1506/GS User Manual

Loading...

Operating Instructions

Scanner Reference

1Sending Scan Files by E-mail

2Sending Scan Files by Scan to Folder

3Delivering Scan Files

4Using the Network TWAIN Scanner Function

5Various Scan Settings

6Appendix

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 fax numbers, 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, print cartridges, 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 Reference

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

Facsimile Reference

Explains Facsimile functions and operations.

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

i

Quick Reference Fax Guide

Quick Reference Printer Guide

Quick Reference Scanner Guide

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.

The following software products are referred to using general names:

Product name

General name

 

 

DeskTopBinder Lite and DeskTop-

DeskTopBinder

Binder Professional *

 

ScanRouter EX Professional * and

the ScanRouter delivery software

ScanRouter EX Enterprise *

 

 

 

*Optional

ii

TABLE OF CONTENTS

 

Manual for This Machine ........................................................................................

i

How to Read This Manual .....................................................................................

1

Symbols .....................................................................................................................

1

Names of Major Options ............................................................................................

1

Scanner Mode............................................................................................................

2

Display .......................................................................................................................

2

Display and Key Operation ........................................................................................

3

Scanner Features...................................................................................................

4

1. Sending Scan Files by E-mail

 

Before Sending Scan Files by E-mail...................................................................

7

Outline of Sending Scan Files by E-mail....................................................................

7

Preparation for Sending by E-mail .............................................................................

8

Registering E-mail Address to Address Book ............................................................

9

E-mail Screen...........................................................................................................

10

Basic Procedure for Sending E-mail..................................................................

12

Specifying Destination ........................................................................................

14

Selecting a Destination Registered to a Quick Dial Key ..........................................

14

Selecting a Destination Registered in the Machine's Address Book........................

14

Manual Entry of an E-mail Address..........................................................................

20

Searching for a Destination in the LDAP Server ......................................................

21

Checking Selected Destinations ..............................................................................

25

Registering Manually-Entered E-mail Address to Address Book .............................

26

Specifying Sender................................................................................................

28

Selecting a Sender Registered to a Quick Dial Key.................................................

29

Selecting a Sender from the List ..............................................................................

30

Using a Registration Number to Specify a Sender Name ........................................

31

Searching for a Sender by Name.............................................................................

33

Searching for a Sender by E-mail Address ..............................................................

35

Checking the E-mail Results...............................................................................

37

2. Sending Scan Files by Scan to Folder

 

Before Sending Scan Files by Scan to Folder ..................................................

39

Outline of Sending Scan Files by Scan to Folder.....................................................

39

Preparation for Sending by Scan to Folder ..............................................................

42

Registering Destination Folders to Address Book....................................................

43

Scan to Folder Screen .............................................................................................

44

Basic Procedure for Sending by Scan to Folder ..............................................

46

Specifying a Destination Folder .........................................................................

48

Selecting a Destination Registered to a Quick Dial Key ..........................................

48

Selecting a Destination Registered in the Machine’s Address Book........................

49

Sending Scan Files to a Shared Folder on the Network ..........................................

54

Sending Scan Files to the FTP Server.....................................................................

59

Sending Scan Files to an NDS Tree Folder or NetWare Server ..............................

61

Checking Selected Destinations ..............................................................................

67

Registering Specified Destination Folder Path to Address Book .............................

68

Checking the Scan to Folder Results ................................................................

69

iii

3. Delivering Scan Files

 

Before Delivering Scan Files ..............................................................................

71

Delivering Scan Files ...............................................................................................

71

Preparation for Delivering ........................................................................................

72

Installing DeskTopBinder Lite from Provided CD-ROM ...........................................

73

Network Delivery Scanner Screen ...........................................................................

74

Basic Delivery Procedure....................................................................................

76

Specifying a Destination .....................................................................................

79

Selecting a Destination Using a Quick Dial Key.......................................................

79

Selecting a Destination Registered in the Destination List of the Delivery Server.......

79

Checking Selected Destinations ..............................................................................

84

Checking the Status of Delivery .........................................................................

85

4. Using the Network TWAIN Scanner Function

 

When Using as a TWAIN Scanner ......................................................................

87

Outline of the TWAIN Scanner Function ..................................................................

88

Preparation for Using the Network TWAIN Scanner ................................................

89

Installing TWAIN Driver from Provided CD-ROM.....................................................

90

Basic Procedure for Scanning Files Using TWAIN Scanner ...........................

91

Original Orientation of Network TWAIN Scanner .....................................................

92

5. Various Scan Settings

 

Specifying Send Options ....................................................................................

95

Resolution ................................................................................................................

95

Original Orientation ..................................................................................................

96

Original Setting.........................................................................................................

98

Scan Size .................................................................................................................

99

Mixed Size Mode....................................................................................................

104

Specify a Subject ...............................................................................................

106

Specifying a File Type............................................................................................

107

Stamp.....................................................................................................................

108

Setting Security to PDF File ...................................................................................

109

Changing Permissions for PDF File .......................................................................

112

Selecting Original Type .....................................................................................

115

Adjusting Image Density ...................................................................................

117

6. Appendix

 

Relationship between Resolution and File Size..............................................

119

When Using for E-mail or Scan to Folder, or as a Network Delivery Scanner .......

120

When Using as a Network TWAIN Scanner...........................................................

121

Relationship between File Type Specified for Scan and File Types

 

for Sending Files by E-mail or to Folder........................................................

125

Software Supplied on CD-ROM ........................................................................

126

Quick Install............................................................................................................

126

TWAIN Driver .........................................................................................................

126

DeskTopBinder Lite................................................................................................

127

iv

Values of Various Set Items for Transmission/Delivery Function

................129

Transmission..........................................................................................................

129

The Network Delivery Function ..............................................................................

131

Specifications.....................................................................................................

132

INDEX.......................................................................................................

133

v

vi

How to Read This Manual

This section describes how to read this manual through symbols used.

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.

Names of Major Options

Major options of this machine are referred to as follows in this manual:

Auto Document FeederADF

Auto Document Feeder capable of scanning both sides of a sheetARDF

1

Scanner Mode

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

For details about each function, see respective chapters.

Sending scan files

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

The following functions are available only when Function Upgrade Option is installed:

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 by Scan to Folder".

Sending scan files to an FTP server

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

Sending scan files to a NetWare server

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

Delivering scan files using the delivery server For details, see chapter 3 "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 4 "Using the Network TWAIN Scanner Function".

Reference

p.7 “Sending Scan Files by E-mail”

p.39 “Sending Scan Files by Scan to Folder”

p.71 “Delivering Scan Files”

p.87 “Using the Network TWAIN Scanner Function”

Display

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

Reference

p.10 “E-mail Screen”

p.44 “Scan to Folder Screen”

p.74 “Network Delivery Scanner Screen”

2

Display and Key Operation

1. Selection keys

Press to select an item displayed at the bottom of the screen.

Example: the standby screen

When the instruction "press [] to switch to the E-mail screen" is given in this manual, press the left selection key.

When the instruction "press [Manual] " is given in this manual, press the center selection key.

When the instruction "press [Options] " is given in this manual, press the right selection key.

ALP001S

2. {Escape} key

Press to cancel operation or return to the preceding display.

3. {OK} key

Press to specify a function on the display or determine a selected function.

4. Scroll key

Press to move the cursor in each direction, step by step. When {U}, {T}, {V}, or {W} appears in this manual, press the scroll key of the same direction.

3

Scanner Features

This section explains Scanner Features settings.

To display the Scanner Features screen, press {User Tools/Counter}. For details about setting methods, see General Settings Guide.

Important

The Scanner Features screen is displayed only when Function Upgrade Option is installed.

Scan Settings

Items

Description

 

 

Default Scan Settings

Allows you to specify the default resolution and scan

 

size.

 

 

Original Setting

Allows you to specify the default scanning area.

 

 

Mixed Orig. Sizes Priority

Allows you to set the machine to automatically detect

 

the size of mixed-size originals placed in the Auto

 

Document Feeder (ADF).

 

 

Orig. Orientation Priority

Allows you to select the default original orientation

 

(helpful if you usually place originals in the same ori-

 

entation).

 

 

Original Type Setting

Allows you to select a suitable original type setting.

 

 

Color Mode Priority

Allows you to specify whether to scan originals in full

 

color or black and white.

 

 

Dropout Color Settings

Allows you to select which colors not to scan (speci-

 

fied colors in the predefined range are not scanned).

 

 

Destination List Settings

Items

Description

 

 

Dest. List Priority 1

Allows you to specify whether the address book that

 

is managed by this machine or the "Destination List"

 

that is managed by the delivery server is displayed as

 

the default.

 

 

Update Server Dest. List

Allows you to update the delivery server's destination

 

list by pressing [Update Server Dest. List]. To use this

 

function, under [System Settings], set [Delivery Option] to

 

[On].

 

 

Dest. List Priority 2

Allows you to select whether to prioritize the e-mail

 

destination list or the folder destination list.

 

 

4

Send Settings

Items

Description

 

 

TWAIN Standby Time

Allows you to select the machine's response if a client

 

computer tries to use the TWAIN scanner while scan-

 

ning is in progress.

 

 

File Type Priority

Allows you to specify the default file format of scan

 

files.

 

 

Compression (B&W)

Allows you to specify a compression method for files

 

scanned in black and white.

 

 

Compress. (Gray/Full Clr)

Allows you to specify a compression method for files

 

scanned in gray scale or full color.

 

 

Print&Del. Scanner Journal

Allows you to specify the machine's response if the

 

maximum number 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.

 

 

Max. E-mail Size

Allows you to select whether or not to limit the size of

 

e-mail that has attachments.

 

 

Divide & Send E-mail

Allows you to 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 Informatn. Language

Allows you to select the language in which document

 

information such as the title, date, and administrator's

 

name is sent.

 

 

Administrator Tools

Items

Description

 

 

Menu Protect

Allows you to set the default access level for functions

 

whose settings can be changed by users other than the

 

administrator.

 

 

5

6

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.

7

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.

Important

This function is available only when Function Upgrade Option is installed.

A Connect the machine to the network.

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

B Make the necessary network settings 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.

8

Before Sending Scan Files by E-mail

Registering E-mail Address to Address Book

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

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

 

1

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 "Registering Addresses and Users for Facsimile / Scanner Functions", 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 "Monitoring and Configuring the Printer", 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.

9

Sending Scan Files by E-mail

E-mail Screen

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

1 Main screen

ALO001S

When a destination is entered manually

ALO002S

When a group is selected for destination

ALO020S

10

Before Sending Scan Files by E-mail

1. E-mail icon

5. [Options]

Indicates that the E-mail screen is displayed.

2. Destination field

Displays a selected destination. If multiple destinations are selected, press {U}or {T} to display the destinations in the order they were selected. To check the selected destination, press {Check Destination}.

3. E-mail / Scan to Folder / Network Delivery Scanner

Press to switch between screens. You can also use this key to switch between the E- mail and Scan to Folder functions when sending the same file to both e-mail and Scan to Folder destinations at the same time.

4. [Manual]

Press to make the scan settings and specify formats of files you want to send.

6. [Add Dest]

 

 

When selecting multiple destinations af-

1

ter a manual entry of an e-mail address, press [Add Dest], and then enter the e-mail address of the destination.

7. [EditDest]

When changing an e-mail address that has been entered, press [EditDest], and then enter the new e-mail address.

8. [View]

Press to check the addresses registered in a group.

When specifying a destination that is not registered, press [Manual], and then enter the e-mail address of the destination using the Quick Dial keys.

11

Sending Scan Files by E-mail

Basic Procedure for Sending E-mail

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

1Important

This function is available only when Function Upgrade Option is installed.

A Make sure that no previous settings remain.

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

B If the Network Delivery Scanner or Scan to Folder screen is displayed, press [] to switch to the E-mail screen.

C Place originals.

D Select the destination.

You can specify multiple destinations.

For details, see "Specifying Destination".

E Press [Options], select [Sender's Name], and then specify the sender.

For details, see "Specifying Destination".

F If necessary, press [Options] to specify the resolution and orientation of the originals.

For details, see "Various Scan Settings".

12

Basic Procedure for Sending E-mail

G Press {Start}.

Scanning starts.

You must press {q} to send scan files that are scanned from the exposure

glass. 1

Scan files that are scanned from the ADF are sent immediately.

H If you still have originals to send, place them on the machine, and then press

{Start}.

Repeat this step until all originals are scanned.

I After all originals are scanned, press {q}.

Transmission starts.

Note

If you have selected two or more destinations, the destinations can be made to appear one by one by pressing {U} or {T}.

To cancel a selected destination, display the destination in the destination field, and then press {Clear/ Stop}.

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's Name]. For details, see General Settings Guide.

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

[Sender's Name].

You can use the Return Receipt function when sending scan files by e-mail.

An e-mail is sent to the sender selected in step E, notifying him/her that the recipient has read their e-mail. To use this function, under [Options], select [Return Receipt].

To enable the Return Receipt function, you must set the ScanRouter delivery software to send e-mail by SMTP. For details about how to specify this setting, see the manuals supplied with the ScanRouter delivery software. Note, however, that if the receiving party's e-mail application does not support Message Disposition Notification (MDN), notification e-mail might not be returned.

To cancel scanning, press {Clear/ Stop}.

Reference

p.14 “Specifying Destination”

p.28 “Specifying Sender”

p.95 “Various Scan Settings”

13

Sending Scan Files by E-mail

Specifying Destination

This section explains how to specify e-mail destinations.

1 You can specify e-mail destinations by any of the following methods: To specify a e-mail destination:

Select a destination registered to a Quick Dial key

Select a destination from the machine’s address book

Enter an e-mail address manually

Search the LDAP server for a destination and select it

Selecting a Destination Registered to a Quick Dial Key

This section explains how to select a destination registered to a Quick Dial key.

For details about how to register an e-mail destination to a Quick Dial key, see General Settings Guide.

A Press the Quick Dial key to which the destination is registered.

ALP002S

Repeat this step to add more destinations.

Selecting a Destination Registered in the Machine's Address Book

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

Important

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

There are four methods of selecting a destination that is registered in the machine's address book:

Select a destination from the list

Enter the destination's registration number

Search for a destination by name

14 • Search for a destination by e-mail address

Specifying Destination

Selecting a destination from a list

Use the following procedure to select a destination from the list.

A Press {Search Destination}.

1

ALP003S

 

B Press {U} or {T} to select [Display Destination List], and then press {OK}.

 

C Press {U}or {T} to select the destination from the list, and then press {V}.

The check box on the left side of the selected destination is selected.

Repeat this step to add more destinations.

D Press {OK}.

Note

If under [System Settings], [LDAP Search] is set to [On], a screen to select a search object appears when you press {Search Destination}. On the screen, select [Search Address Book], and then press {OK}.

To cancel a selected destination, press {U} or {T} to select the target destination, and then press {W}.

Depending on the security settings, some destinations may not appear in

the destination list.

15

 

Sending Scan Files by E-mail

Using a registration number to select a destination

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

 

A Press {Search Destination}.

1

ALP003S

B Press {U} or {T} to select [Search by Registration No.], and then press {OK}.

C Use the number keys to enter the three-digit number assigned to the destination, and then press {OK}.

Example: To enter 003

Press {3}, and then press {OK}.

D Press {V}.

The check box on the left side of the selected destination is selected.

16

Specifying Destination

E Press {OK}.

1

Note

If under [System Settings], [LDAP Search] is set to [On], a screen to select a search object appears when you press {Search Destination}. On the screen, select [Search Address Book], and then press {OK}.

Searching for a destination by name

Use the following procedure to search by name for a destination in the machine's address book.

A Press {Search Destination}.

ALP003S

B Select [Search by Name], and then press {OK}.

C Enter the beginning of the destination name, and then press {OK} twice.

Destinations that match the search conditions are displayed.

17

Sending Scan Files by E-mail

D Press {U} or {T} to select the destination, and then press {V}.

1

The check box on the left side of the selected destination is selected.

E Press {OK}.

Note

Up to 100 destinations can be displayed as search results.

If under [System Settings], [LDAP Search] is set to [On], a screen to select a search object appears when you press {Search Destination}. On the screen, select [Search Address Book], and then press {OK}.

To cancel a selected destination, press {U} or {T} to select the target destination, and then press {W}.

Searching for a destination by e-mail address

Use the following procedure to search by e-mail address for a destination in the machine's address book.

A Press {Search Destination}.

ALP003S

B Press {U} or {T} to select [Search by E-mail Address], and then press {OK}.

18

Specifying Destination

C Enter the beginning of the e-mail address, and then press {OK} twice.

1

Destinations that match the search conditions are displayed.

D Press {U} or {T} to select the destination, and then press {V}.

The check box on the left side of the selected destination is selected.

E Press {OK}.

Note

If under [System Settings], [LDAP Search] is set to [On], a screen to select a search object appears when you press {Search Destination}. On the screen, select [Search Address Book], and then press {OK}.

Up to 100 destinations can be displayed as search results.

To cancel a selected destination, press {U} or {T} to select the target destination, and then press {W}.

19

Sending Scan Files by E-mail

Manual Entry of an E-mail Address

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

1 A Press [Manual].

B Enter the e-mail address.

C Press {OK}.

Note

Depending on the security settings, [Manual] may not be displayed. For details, consult the administrator.

To modify or change an entered e-mail address, press [EditDest].

To add another destination, press [Add Dest], and then enter an e-mail address.

You can register manually-entered e-mail addresses in the machine's address book. For details, see "Registering Manually Entered E-mail Address to Address Book".

Reference

p.26 “Registering Manually-Entered E-mail Address to Address Book”

20

Specifying Destination

Searching for a Destination in the LDAP Server

By accessing an LDAP server, you can search for destinations and select them.

Important

1

To use this function, you must connect an LDAP server to the network. In addition, under [System Settings], you must register the server and set [LDAP Search] to [On]. For details, see General Settings Guide.

A Press {Search Destination}.

ALP003S

B Select [Search LDAP], and then press {OK}.

C Select [Select Server], and then press {OK}.

D Select the server, and then press {OK}.

If authentication is required to access the server, the authentication screen appears. Enter the user name and password correctly.

The Search LDAP screen reappears.

21

Sending Scan Files by E-mail

E Select [Advanced Search], and then press {OK}.

1

F Specify the search conditions.

The following example uses fuzzy search by destination name.

Select [Name], and then press {OK}.

G Enter the beginning of the destination name.

Whether the search is based on surname or first name depends on how the administrator has configured searching.

H Press {OK}.

I Press {U} or {T} to select [Fuzzy Search], and then press {OK}.

~ appears on the left side of the specified condition.

You can also refine the search by setting multiple search conditions.

J Press {Escape}.

22

Specifying Destination

K Press [Search].

1

Destinations that match the search conditions are displayed.

L Press {U} or {T} to select the destination, and then press {V}.

The check box on the left side of the selected destination is selected.

M Press {OK}.

Note

Up to 100 destinations can be displayed as search results.

If an e-mail address returned by the LDAP server is too long, it will be impossible to specify it as the destination. For details about the number of characters that can be specified, see "E-mail".

It is possible for more than one e-mail address to be registered for a destination. However, only one e-mail address per destination will appear in the search results. It depends on the LDAP server which e-mail address will be displayed. Usually, it is the e-mail address registered first.

You can select criteria from the following list:

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

Example) To find "ABC", enter "A", "B" or "C".

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

Example) To find "ABC", enter "D".

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

Example) To find "ABC", enter "A".

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

Example) To find "ABC", enter "C".

23

Sending Scan Files by E-mail

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

Example) To find "ABC", enter "ABC".

[Fuzzy Search]: a vague search (The function of this vague search depends

 

on the system supported by the LDAP server.)

1

Reference

p.129 “E-mail”

24

Specifying Destination

Checking Selected Destinations

This section explains how to check selected destinations.

There are two methods you can use to check them:

1

 

Checking in the destination field

You can use the destination field to check which destination is selected.

If multiple destinations are selected, press {U} or {T} to display the destinations in the order they were selected.

Checking on the control panel

To check a selected destinations, press {Check Destination}.

25

Sending Scan Files by E-mail

Registering Manually-Entered E-mail Address to Address Book

 

This section explains how to register a manually entered destination in the ma-

1

chine's address book. You can also register a destination selected from the LDAP

server to the address book.

A Press {Check Destination}.

ALP003S

B Press {U} or {T} to display the destination you want to register, and then press [Program].

C Enter the name, and then press {OK}.

D Press [Dest.] and [Reg. No.] to specify registration information. After you have made all settings, press {OK}.

For details about specifying registration information, see General Settings Guide.

26

Specifying Destination

E Press {Escape}.

1

Note

Depending on the security settings, [Program] may not appear. In such case, you cannot complete the registration.

27

Sending Scan Files by E-mail

Specifying Sender

1

This section explains how to specify the e-mail sender.

To send e-mails, you must specify the name of the sender.

You can specify the e-mail sender by any of the following methods:

Select a sender registered to a Quick Dial key

Select a sender from the machine's address book list

Enter the registration number of a sender who is registered in the machine's address book

Search by name for a sender in the machine's address book

Search by e-mail address for a sender in the machine's address book

Note

Senders must be registered in advance under [System Settings]. For details, see General Settings Guide.

In [System Settings], you can specify the administrator’s e-mail address as the default sender name. This lets you send e-mails without entering anything for

[Sender's Name].

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

[Sender's Name].

When a protection code has been set, a screen for entering the protection code

appears after selecting the sender. Enter the protection code, and then press {OK}. If the protection code you entered is correct, the sender name is displayed.

28

Specifying Sender

Selecting a Sender Registered to a Quick Dial Key

This section explains how to select a sender registered to a Quick Dial key.

For details about how to register e-mail senders to Quick Dial keys, see General 1 Settings Guide.

A Press [Options].

B Select [Sender's Name], and then press {OK}.

C Press the Quick Dial key to which the sender is registered.

ALP002S

D Press {OK}.

"Programmed" appears, and then the Send Options screen reappears.

29

Sending Scan Files by E-mail

Selecting a Sender from the List

This section explains how to select a sender from the machine's address book list.

1 A Press [Options].

B Select [Sender's Name], and then press {OK}.

C Press {Search Destination}.

ALP003S

D Press {U} or {T} to select [Display Destination List], and then press {OK}.

E Press {U} or {T} to select the sender, and then press {V}.

The check box on the left side of the selected sender is selected.

To cancel a selected sender, press {U} or {T} to select the target sender, and then press {W}.

30

Specifying Sender

F Press {OK}.

1

G Press {OK}.

"Programmed" appears, and then the Send Options screen reappears.

Using a Registration Number to Specify a Sender Name

This section explains how to select a sender by entering his/her registration number.

A Press [Options].

B Select [Sender's Name], and then press {OK}.

C Press {Search Destination}.

ALP003S

31

Sending Scan Files by E-mail

D Press {U} or {T} to select [Search by Registration No.], and then press {OK}.

1

E Use the number keys to enter the three-digit number assigned to the sender, and then press {OK}.

Example: To enter 001

Press {1}, and then press {OK}.

F Press {V}.

The check box on the left side of the selected sender is selected.

G Press {OK}.

H Press {OK}.

"Programmed" appears, and then the Send Options screen reappears.

32

Specifying Sender

Searching for a Sender by Name

 

This section explains how to search by name for a sender in the machine's ad-

 

dress book.

1

A Press [Options].

 

B Select [Sender's Name], and then press {OK}.

C Press {Search Destination}.

ALP003S

D Select [Search by Name], and then press {OK}.

E Enter the beginning of the sender name, and then press {OK} twice.

Senders that match the search conditions are displayed.

33

Sending Scan Files by E-mail

F Press {U} or {T} to select the sender, and then press {V}.

1

The check box on the left side of the selected sender is selected.

G Press {OK}.

H Press {OK}.

"Programmed" appears, and then the Send Options screen reappears.

Note

Up to 100 destinations can be displayed as search results.

34

Specifying Sender

Searching for a Sender by E-mail Address

 

This section explains how to search by e-mail address for a sender in the ma-

 

chine's address book.

1

A Press [Options].

 

B Select [Sender's Name], and then press {OK}.

C Press {Search Destination}.

ALP003S

D Select [Search by E-mail Address], and then press {OK}.

E Enter the beginning of the sender's e-mail address, and then press {OK}twice.

Destinations that match the search conditions are displayed.

35

Sending Scan Files by E-mail

F Press {U} or {T} to select the destination, and then press {V}.

1

G Press {OK}.

H Press {OK}.

"Programmed" appears, and then the Send Options screen reappears.

Note

Up to 100 destinations can be displayed as search results.

36

+ 100 hidden pages