Ricoh SP 5200S, SP 5210SR, SP 5200SF, SP 5200SR Operating Instructions Manual

Sending Scan Files by E-mail

Sending Scan Files to Folders

Sending Scan Files Using WSD

Storing Files Using the Scanner Function

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 "Manuals and Safety Information for This Machine" before using the machine.

Saving Scan Files on a Removable Memory Device

Delivering Scan Files

Scanning Originals with the Network TWAIN Scanner

Various Scan Settings

Scanner Features

Appendix

Scanner Reference

Operating Instructions

TABLE OF CONTENTS

Manuals for This Machine.................................................................................................................................7

Notice................................................................................................................................................................10

Important......................................................................................................................................................10

How to Read This Manual...............................................................................................................................11

Symbols........................................................................................................................................................11

Notes............................................................................................................................................................11

List of Options...............................................................................................................................................11

Laws and Regulations......................................................................................................................................13

Legal Prohibition..........................................................................................................................................13

Model-Specific Information.............................................................................................................................14

About the Scanner Functions...........................................................................................................................15

Display Panel....................................................................................................................................................17

Simplified Display........................................................................................................................................17

Confirmation Displays.................................................................................................................................18

1. Sending Scan Files by E-mail

Before Sending Scan Files by E-mail..............................................................................................................25

Overview of Sending Scan Files by E-mail................................................................................................25

Preparation for Sending by E-mail.............................................................................................................26

Registering E-mail Addresses in the Address Book...................................................................................28

E-mail Screen...............................................................................................................................................29

Basic Procedure for Sending Scan Files by E-mail........................................................................................31

Switching to the E-mail Screen........................................................................................................................34

Specifying E-mail Destinations........................................................................................................................35

Selecting the Destination from the Machine's Address Book...................................................................35

Entering an E-mail Address Manually........................................................................................................38

Selecting the Destination from Recent Destinations...................................................................................39

Selecting Destinations by Searching an LDAP Server...............................................................................40

Registering a Directly-Entered Destination in the Address Book..............................................................43

Registering a Recent Destination in the Address Book..............................................................................44

Specifying the E-mail Sender..........................................................................................................................46

Selecting a Sender from the List..................................................................................................................46

Using a Registration Number to Specify a Sender Name........................................................................47

Selecting the Sender by Searching the Machine's Address Book...........................................................47

Entering the E-mail Subject..............................................................................................................................50

Entering the E-mail Message...........................................................................................................................51

Selecting a Message from the List..............................................................................................................51

Manual Entry of a Message.......................................................................................................................52

Simultaneous Storage and Sending by E-mail..............................................................................................53

Security Settings to E-mails..............................................................................................................................54

Sending Encrypted E-mail...........................................................................................................................54

Sending E-mail with a Signature.................................................................................................................55

Sending the URL by E-mail..............................................................................................................................56

2. Sending Scan Files to Folders

Before Sending Files by Scan to Folder.........................................................................................................59

Overview of Sending Scan Files by Scan to Folder..................................................................................59

Preparation for Sending by Scan to Folder...............................................................................................61

Registering Destination Folders in the Address Book................................................................................66

Scan to Folder Screen.................................................................................................................................67

Basic Procedure When Using Scan to Folder................................................................................................69

Switching to the Scan to Folder Screen..........................................................................................................72

Specifying Scan to Folder Destinations..........................................................................................................73

Selecting the Destination from the Machine's Address Book...................................................................73

Sending Files to a Shared Network Folder................................................................................................77

Sending Files to an FTP Server....................................................................................................................80

Sending Files to NetWare Server...............................................................................................................81

Selecting the Destination from Recent Destinations...................................................................................85

Registering the Path to the Selected Destination in the Address Book.....................................................86

Registering the Path to a Recent Destination in the Address Book...........................................................87

Simultaneous Storage and Sending by Scan to Folder................................................................................89

3. Sending Scan Files Using WSD

Before Sending Scan Files Using WSD..........................................................................................................91

Overview of Sending Scan Files Using WSD............................................................................................92

Preparation for Sending Files Using WSD.................................................................................................93

Using the WSD Scanner (Push Type).............................................................................................................97

WSD Scanner (Push Type) Screen.............................................................................................................97

Basic Procedure for Sending Scan Files Using WSD................................................................................98

Switching to the WSD Scanner Screen...................................................................................................100

Specifying the Destination Client Computer............................................................................................101

Using the WSD Scanner (Pull Type).............................................................................................................105

Basic Procedure for Sending Scan Files Using WSD (Pull Type)..........................................................105

Configuring the Scan Settings on a Client Computer.................................................................................107

Changing a Scan Profile...........................................................................................................................107

Creating a New Scan Profile...................................................................................................................108

Scan Profile Items and Settings.................................................................................................................109

4. Storing Files Using the Scanner Function

Before Storing Files........................................................................................................................................111

Overview of File Storage under the Scanner Function...........................................................................111

Basic Procedure for Storing Scan Files........................................................................................................113

Specifying File Information for a Stored File...............................................................................................115

Specifying a User Name..........................................................................................................................115

Specifying a File Name............................................................................................................................115

Specifying a Password..............................................................................................................................116

Displaying the List of Stored Files.................................................................................................................118

List of Stored Files......................................................................................................................................118

Searching the List of Stored Files..............................................................................................................119

Checking Stored Files....................................................................................................................................122

Checking a Stored File Selected from the List.........................................................................................122

Checking Stored Files from a Client Computer.......................................................................................123

Sending a Stored File....................................................................................................................................125

Sending Stored Files..................................................................................................................................125

Managing Stored Files..................................................................................................................................127

Deleting a Stored File................................................................................................................................127

Changing Information for a Stored File...................................................................................................128

5. Saving Scan Files on a Removable Memory Device

Before Saving Files on a Removable Memory Device...............................................................................133

Overview of Saving Files on a Removable Memory Device.................................................................133

Basic Procedure for Saving Scan Files on a Removable Memory Device................................................135

6. Delivering Scan Files

Before Delivering Files...................................................................................................................................137

Overview of Scan File Delivery................................................................................................................137

Preparing to Deliver Files..........................................................................................................................138

Network Delivery Scanner Screen...........................................................................................................141

Basic Procedure for Delivering Files.............................................................................................................143

Switching to the Network Delivery Scanner Screen...................................................................................146

Specifying Delivery Destinations..................................................................................................................147

Selecting Destinations Registered in the Delivery Server's Address Book............................................147

Specifying the Sender...................................................................................................................................151

Selecting a Sender from the Sender List..................................................................................................151

Selecting the Sender by Entering the Registration Number...................................................................151

Selecting a Sender by Searching the Delivery Server's Destination List...............................................152

Entering the Subject of the E-mail to Be Transmitted via the Delivery Server............................................155

Simultaneous Storage and Delivery.............................................................................................................156

7. Scanning Originals with the Network TWAIN Scanner

Before Using the Network TWAIN Scanner...............................................................................................157

Overview of the Network TWAIN Scanner............................................................................................157

Preparing to Use the Network TWAIN Scanner.....................................................................................158

Installing the TWAIN Driver from the Supplied CD-ROM.....................................................................160

Basic Network TWAIN Scanner Procedure................................................................................................162

Scan Settings When Using TWAIN Scanner..............................................................................................164

Setting Original Orientation on the TWAIN Scanner............................................................................164

8. Various Scan Settings

Specifying Scan Settings...............................................................................................................................167

Scan Settings..................................................................................................................................................168

Original Type.............................................................................................................................................168

Resolution...................................................................................................................................................169

Scan Size...................................................................................................................................................169

Edit..............................................................................................................................................................174

Adjusting Image Density................................................................................................................................175

Setting of Original Feed Type.......................................................................................................................176

Original Orientation..................................................................................................................................176

Original Settings........................................................................................................................................178

Batch, SADF...............................................................................................................................................180

Divide.........................................................................................................................................................181

Scanning Multiple Pages of Originals as One File.....................................................................................183

Specifying the File Type and File Name......................................................................................................185

Specifying the File Type............................................................................................................................185

Notes About and Limitations of File Types..............................................................................................186

Specifying the File Name..........................................................................................................................187

Security Settings for PDF Files...................................................................................................................189

Programs.........................................................................................................................................................194

Registering Frequently Used Settings.......................................................................................................194

Recalling a Registered Content................................................................................................................195

Changing a Registered Program..............................................................................................................195

Deleting a Program...................................................................................................................................196

Changing the Registered Program Name...............................................................................................196

Changing the Default Functions of the Scanner's Initial Display................................................................198

9. Scanner Features

Accessing User Tools.....................................................................................................................................201

Changing User Tools.................................................................................................................................201

Closing User Tools.....................................................................................................................................202

General Settings............................................................................................................................................203

Scan Settings..................................................................................................................................................205

Send Settings..................................................................................................................................................207

Initial Settings.................................................................................................................................................210

10. Appendix

Relationship between Resolution and Scan Size........................................................................................211

When Using the E-mail, Folder Sending, WSD Scanner, Storing, or Network Delivery Functions...211

When Using the TWAIN Driver or the WIA Driver................................................................................212

Software Supplied on CD-ROM..................................................................................................................214

Auto-Run Program.....................................................................................................................................214

TWAIN Driver............................................................................................................................................214

Values of Various Set Items for Transmission/Storage/Delivery Function...............................................216

Transmission Function................................................................................................................................216

Storage Function........................................................................................................................................219

Network Delivery Function.......................................................................................................................220

About WIA Scanning....................................................................................................................................221

Specifications.................................................................................................................................................224

Trademarks.....................................................................................................................................................227

INDEX...........................................................................................................................................................229

Manuals for This Machine

Read this manual carefully before you use this machine.

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

• Media differ according to manual.

• The printed and electronic versions of a manual have the same contents.

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

• A Web browser must be installed in order to view the html manuals.

Manuals and Safety Information for This Machine (mainly Europe and Asia)

Contains introductions of the manuals and information about safe usage of this machine.

Before using the machine, be sure to read the section of this manual entitled Safety Information to avoid injury and prevent damage to the machine.

Manuals and Safety Information for This Machine (mainly North America)

Contains introductions of the manuals and information about safe usage of this machine.

Before using the machine, be sure to read the section of this manual entitled Safety Information to avoid injury and prevent damage to the machine.

This manual is provided in English only.

Quick Installation Guide

Contains procedures for unpacking and installing the machine.

Initial Guide for Scanner and Fax

Explains how to set up the Scanner and Facsimile functions and use their basic features. Details about these functions that are not included in this manual are provided in Scanner Reference, Facsimile Reference, and Network and System Settings Reference.

About This Machine

This manual introduces the machine's various functions. It also explains preparation procedures for using the machine, the control panel, how to install options, how to enter text, how to install the CD-ROMs provided, and how to replace paper, print cartridge, staples, and other consumables.

Troubleshooting

Provides a guide for resolving common usage-related problems.

Copy and Document Server Reference

Explains Copier and Document Server 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 and System Settings Reference

Explains how to connect the machine to a network and how to configure and operate the machine in a network environment. It also explains how to change System Settings and how to register information in the Address Book.

Security Reference

This manual is for administrators of the machine. It explains security functions that you can use to prevent unauthorized use of the machine, data tampering, or information leakage. For enhanced security, we recommend that you first make the following settings:

• Install the Device Certificate.

• Enable SSL (Secure Sockets Layer) Encryption.

• Change the user name and password of the administrator using Web Image Monitor.

For details, see "Setting up the Machine", Security Reference.

Be sure to read this manual when setting the enhanced security functions, or user and administrator authentication.

VM Card Extended Feature Settings Device Reference

Explains how to set up the extended features settings with the machine.

VM Card Extended Feature Settings Web Reference

Explains how to set up the extended features settings using Web Image Monitor.

UNIX Supplement

Explains how to set up and use a network printer using UNIX.

To obtain the "UNIX Supplement", visit our Web site or consult an authorized dealer.

This manual includes explanations of functions and settings that might not be available on this machine.

This manual is provided in English only.

Other manuals

• Quick Reference Copy Guide

• Quick Reference Printer Guide

• Quick Reference Fax Guide

• Quick Reference Scanner Guide

• App2Me Start Guide

• The following software products are referred to using general names:

Product name General name

DeskTopBinder Lite and DeskTopBinder Professional *

DeskTopBinder

ScanRouter EX Professional *1 and ScanRouter EX Enterprise

the ScanRouter delivery software

Optional

Notice

Important

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.

For good copy quality, the manufacturer recommends that you use genuine toner from the manufacturer.

The manufacturer shall not be responsible for any damage or expense that might result from the use of parts other than genuine parts from the manufacturer with your office products.

How to Read This Manual

Symbols

This manual uses the following symbols:

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 on the machine's display or control panels.

(mainly Europe and Asia)

(mainly North America)

Differences in the functions of Region A and Region B models are indicated by two symbols. Read the information indicated by the symbol that corresponds to the region of the model you are using. For details about which symbol corresponds to the model you are using, see "Model-Specific Information".

Notes

Contents of this manual are subject to change without prior notice.

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.

Depending on which country you are in, certain units may be optional. For details, please contact your local dealer.

List of Options

This section provides a list of options for this machine, and how they are referred to as in this manual.

Option list Referred to as

IEEE 802.11a/g Interface Unit Type J

IEEE 802.11g Interface Unit Type K

IEEE 802.11a/g Interface Unit Type J

Wireless LAN board

Copy Data Security Unit Type F Copy data security unit

Laws and Regulations

Legal Prohibition

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.

Model-Specific Information

This section explains how you can identify the region your machine belongs to.

There is a label on the rear of the machine, located in the position shown below. The label contains details that identify the region your machine belongs to. Read the label.

CFE052

The following information is region-specific. Read the information under the symbol that corresponds to the region of your machine.

(mainly Europe and Asia)

If the label contains the following, your machine is a region A model:

• CODE XXXX -67, -69

• 220-240V

(mainly North America)

If the label contains the following, your machine is a region B model:

• CODE XXXX -57

• 120-127V

• Dimensions in this manual are given in two units of measure: metric and inch. If your machine is a Region A model, refer to the metric units. If your machine is a Region B model, refer to the inch units.

About the Scanner Functions

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

You can use the scanner functions to send scan files to computers, scan originals from a computer using the TWAIN driver, or store scan files on the machine's hard disk.

For details about each function, see respective chapters.

Sending scanned files (Network Scanner)

Scan files can be sent to or stored on a computer, and you can specify the format of a scan file according to how the file will be used.

• Sending by e-mail

You can send scan files to specified e-mail addresses.

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

• Sending to folders

Scan files can be stored in shared network folders, or on FTP or Netware servers.

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

• Sending using WSD

You can use Web Services on Devices (WSD) to send scan files to a client computer.

For details, see chapter 3 "Sending Scan Files Using WSD".

• Delivering

You can deliver scan files using a delivery server.

For details, see chapter 6 "Delivering Scan Files".

Scanning originals from a client computer (TWAIN Scanner)

You can use the TWAIN driver to scan originals from networked client computers.

For details, see chapter 7 "Scanning Originals with the Network TWAIN Scanner".

Storing files

Scan files can be stored on the machine's hard disk or saved on a removable memory device.

• Storing files on the machine's hard disk

You can do various things with files that are stored on the hard disk, such as save them in shared folders or send them by e-mail.

For details, see chapter 4 "Storing Files Using the Scanner Function".

• Saving files on a removable memory device

You can save scan files on a removable memory device such as a USB flash memory or an SD card.

For details, see chapter 5 "Saving Scan Files on a Removable Memory Device".

• 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.

• This machine's scanner functions are only available as network functions. They are not available through direct USB connection.

• p.25 "Sending Scan Files by E-mail"

• p.59 "Sending Scan Files to Folders"

• p.91 "Sending Scan Files Using WSD"

• p.137 "Delivering Scan Files"

• p.157 "Scanning Originals with the Network TWAIN Scanner"

• p.111 "Storing Files Using the Scanner Function"

• p.133 "Saving Scan Files on a Removable Memory Device"

Display Panel

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

In this manual you can find explanations about the E-mail screen, Scan to Folder screen, WSD scanner screen, list of stored files screen, and the network delivery scanner screen. For details about each of these screens, see "E-mail Screen", "Scan to Folder Screen", "WSD Scanner (Push Type) Screen", "List of Stored Files", and "Network Delivery Scanner Screen" respectively.

• p.29 "E-mail Screen"

• p.67 "Scan to Folder Screen"

• p.97 "WSD Scanner (Push Type) Screen"

• p.118 "List of Stored Files"

• p.141 "Network Delivery Scanner Screen"

Simplified Display

This section explains how to switch to the simplified display.

When you press the [Simplified Display] key, the screen changes from the initial display to the simplified display.

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

CCS002

Example of Simplified Display

CFK001

1. [Key Colour]

Press to increase screen contrast by changing the color of the keys.

This is available only for the simplified display.

• To return to the initial screen, press the [Simplified Display] key again.

• Certain keys do not appear on the simplified display.

Confirmation Displays

This section explains three confirmation displays: Check Modes, Preview, and Scanned Files 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

CFK002

1. Transmission function icon

Displays the icon of the transmission function in use.

2. Sender and Destination

Displays the sender and transmission or delivery destinations.

The ( ) symbol indicates a group destination.

The ( ) symbol indicates a destination that can receive encrypted e-mail.

3. Send

Displays transmission settings such as Sender and Subject.

4. [Expand Group Dest.]

Press to display the members of the group, when a group is specified as the destination.

5. Original

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

• While this machine is being used as a WSD scanner, only the settings specified directly on the machine can be displayed.

Preview

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

This section explains about the Preview screen that can be used before sending files by e-mail or Scan to Folder, or delivering files.

Before you start scanning, press [Preview]. If you scan originals while [Preview] is selected, the Preview screen appears. You can start or cancel sending the files after checking the preview and the scan settings used for scanning.

Preview

CFK003

1. [Cancel Sending]

Press to close a preview and interrupt a transmission.

2. [Send]

Press to close a preview and continue a transmission.

3. Display File

Displays a file's name and size.

4. Display Page

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

5. [Switch]

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

6. Display Position

Displays the position of an image when enlarged.

7. [ ][ ][ ][ ]

Press to shift the displayed area.

8. [Zoom Out] and [Zoom In]

Press to reduce or enlarge the displayed preview.

• Preview is not available if you are scanning by WSD. View the scanned images on the destination computer instead.

• Preview is not available if a file is scanned using [Store to HDD].

• 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".

• 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.

• p.122 "Checking a Stored File Selected from the List"

Scanned Files Status

This section explains items that are displayed and how to display the Scanned Files Status screen.

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

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

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

Scanned Files Status

CFK004

23 4 5 6

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.

The ( ) symbol indicates a destination that can receive encrypted e-mail.

3. Destination

Displays the transmission destination.

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

Other destinations appear as " X" (X indicates the number of destinations.) when sending files by e-mail or delivering them.

4. Sender

Displays the sender name.

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, Trnsmtg., Waiting..., Error, or Cancelled.

7. [Cancel]

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

8. [Print List]

Press to print transmission results.

• 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 Scanned Files Status screen.

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

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.

Overview of Sending Scan Files by E-mail

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

ZZZ801S

1. This machine

You can attach scan files to e-mail and send them to a mail server. You can also encrypt and/or attach a signature to the scan files you send by e-mail.

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.

• This machine supports SMTPS (SMTP over SSL).

• This machine supports Web mail sending.

Preparation for Sending by E-mail

To send scanned files by e-mail, you must first perform the following:

• Check the machine is properly connected to the network

• Configure the network settings in [System Settings]

• Configure the necessary settings in [Scanner Features]

Checking the machine is properly connected to the network

Check that this machine is properly connected to the network.

For details about how to connect this machine to a network, see "Connecting to the Interface", Network and System Settings Reference.

Configuring the network settings in [System Settings]

Configure the network settings in [System Settings] according to your environment and how you will be using the machine.

The following procedure explains connecting this machine to an IPv4 network using Ethernet cable.

Note that the settings you must configure will vary depending on your operating environment. For details about network settings and configuration procedures, see "Network Settings Required to Use E-mail Function", Network and System Settings Reference.

1. Press the [User Tools/Counter] key, and then press [System Settings].

The System Settings screen appears.

1. Sending Scan Files by E-mail

2. Press the [Interface Settings] tab.

3. Press [Machine IPv4 Address] to specify the machine's IPv4 address.

To specify a static IPv4 address for this machine, press [Specify], and then enter the IPv4 address and subnet mask.

To obtain an IPv4 address from a DHCP server automatically, press [Auto-Obtain (DHCP)].

4. Press [IPv4 Gateway Address], and then enter the IPv4 gateway address.

5. Press [Effective Protocol], and then make [IPv4] active.

6. Press the [File Transfer] tab, and then press [SMTP Server].

7. Press [Change], which is to the right of [Server Name], then enter the SMTP server host

name or IPv4 address, and then press [OK].

If necessary, you can change the port number by pressing [Change], which is to the right of the port number.

8. Press [Exit] twice.

• If an extended wireless LAN board (optional) is installed, press [LAN Type] on the [Interface Settings] tab, then press [Ethernet], and then configure the network settings.

Before Sending Scan Files by E-mail

Configuring the necessary settings in [Scanner Features]

Using [Scanner Features], you can make or change various settings related to the scanner function, such as compressing scan data or printing the scanner journal. Configure the scanner settings according to your environment and how you will be using the machine.

This section explains how to display the Scanner Features screen. For details about the settings on this screen, see "Scanner Features".

1. Press the [User Tools/Counter] key, and then press [Scanner Features].

The Scanner Features screen appears.

2. Press the [General Settings], [Scan Settings], [Send Settings], or [Initial Settings] tabs and

configure the relevant settings on those tabs.

• p.201 "Scanner Features"

Registering E-mail Addresses in the Address Book

You can register frequently used e-mail addresses in the address book. This section explains how to register e-mail addresses in the address book.

1. Press the [User Tools/Counter] key, and then press [System Settings].

2. Press the [Administrator Tools] tab.

1. Sending Scan Files by E-mail

3. Press [Address Book Management].

4. Press [New Program], and then enter necessary information.

You can register the e-mail address in groups.

5. Press [OK].

6. Press [Exit] twice.

• For details about registering e-mail addresses in the address book, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

• You can also register e-mail addresses in the address book using Web Image Monitor. For details about how to display Web Image Monitor, see "Monitoring and Configuring the Machine", Network and System Settings Reference. For details about registering addresses in the address book, see Web Image Monitor Help.

• Encrypted files can be sent by e-mail only to destinations for which decryption is set. For details about sending encrypted files by e-mail, see "Security Settings to E-mails".

• p.54 "Security Settings to E-mails"

E-mail Screen

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

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 .

CFK012

12345

Before Sending Scan Files by E-mail

1. [Reg. No.]

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

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.

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. [Recent]

Press this key to select destinations that have been recently specified using [Manual Entry]. If there are multiple recent destinations, press [ ] or [ ] to scroll through them.

6. Destination field

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

7. Destination List

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

The ( ) symbol indicates a group destination.

The ( or ) symbol indicates a destination that can receive encrypted e-mail.

8. [Text] [Subject] [Security] [Sender Name] [Recept. Notice]

Enter the message and specify the subject, security (encryption and a signature), sender, and whether or not to use Message Disposition Notification.

1. Sending Scan Files by E-mail

Basic Procedure for Sending Scan Files by Email

This section explains the basic procedure for sending scan files by e-mail.

1. Make sure that no previous settings remain.

If a previous setting remains, press the [Clear Modes] key.

2. 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".

3. Place originals.

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

size.

For details, see "Various Scan Settings".

5. If necessary, specify the scanning density.

For details, see "Adjusting Image Density".

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

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

Basic Procedure for Sending Scan Files by E-mail

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

name.

For details, see "Specifying the File Type and File Name".

8. Specify the destination.

You can specify multiple destinations.

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

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

For details, see "Entering the E-mail Message".

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

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

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

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

12. If necessary, press [Security] to specify [Encryption] or [Signature].

For details, see "Security Settings to E-mails".

13. 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 email recipient has opened the e-mail.

14. Press the [Start] key.

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

• To cancel a selected destination, press [ ] or [ ] to display the destination in the destination field, and then press the [Clear/Stop] key. You can cancel a destination selected from the destination list 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 "File Transfer", Network and System Settings Reference.

• Depending on the security setting, the logged-in user may be specified as [Sender Name].

• To use Message Disposition Notification, log in 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.

• If you press [Check Modes] before pressing the [Start] key, the initial scanner screen switches to the Check Modes screen. You can use the Check Modes screen to check the settings such as destinations. For details, see "Check Modes".

• If you press [Preview] and then start scanning while [Preview] is selected, the Preview screen appears. You can use this screen to check how the originals are scanned and the scan setting used

1. Sending Scan Files by E-mail

for scanning. After checking the preview, you can specify whether to send the file or not. For details, see "Preview".

• To cancel scanning, press the [Clear/Stop] key.

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

• When [Security] is set to [Encryption], if you select multiple destinations and encryption is not configured for some of the destinations, a confirmation message appears before the file is sent.

• After an e-mail is sent, the destination, sender, subject, text, and file name fields will be automatically cleared. If you want to preserve the information in these fields, contact your local dealer.

• p.34 "Switching to the E-mail Screen"

• p.167 "Various Scan Settings"

• p.175 "Adjusting Image Density"

• p.176 "Setting of Original Feed Type"

• p.185 "Specifying the File Type and File Name"

• p.35 "Specifying E-mail Destinations"

• p.51 "Entering the E-mail Message"

• p.50 "Entering the E-mail Subject"

• p.46 "Specifying the E-mail Sender"

• p.54 "Security Settings to E-mails"

• p.18 "Check Modes"

• p.20 "Preview"

• p.53 "Simultaneous Storage and Sending by E-mail"

Basic Procedure for Sending Scan Files by E-mail

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 screen.

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

1. Press [Delivery Dest.].

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

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

The E-mail screen appears.

• You cannot switch from the network delivery scanner screen or other screens while destinations are being specified. To clear the specified destination, display the destination in the destination field, and then press the [Clear/Stop] key.

• If you are scanning files using WSD, [Swtch Dest.List] or [WSD Dest.] appears instead of [Delivery Dest.]. To switch to the E-mail screen, press [Swtch Dest.List], and then, on the screen that appears, press [E-mail / Folder], or press [WSD Dest.].

1. Sending Scan Files by E-mail

Specifying E-mail Destinations

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

• Select the destination from recent destinations

• 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.

• You can specify multiple destinations.

Selecting the Destination from the Machine's Address Book

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

• To use this function, you must register the destinations in [System Settings] in advance. For details, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

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.

Specifying E-mail Destinations

1. 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.

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 [ ] or [ ]

• 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.

1. Press [Reg. No.].

2. Using the number keys, enter the five-digit registration number assigned to the required

destination.

If the entered number is less than five digits, press the [ ] key after the last number.

Example: To enter 00003

Press the [3] key, and then press the [ ] key.

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

1. Sending Scan Files by E-mail

3. Press [OK].

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. Press [Search Dest.].

2. To search by destination name, press [Name].

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

The soft keyboard appears.

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

3. Enter the beginning of the destination name.

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

4. Press [OK].

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

press [OK].

By pressing [Advanced Search], you can search using criteria such as [Name], [Fax Destination], [E-mail Address], and [Folder Name]. You can specify search criteria such as [Beginning Word] or [End Word]. You can refine your search using multiple criteria.

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

Specifying E-mail Destinations

6. Press [Start Search].

Destinations that match the search criteria are displayed.

7. Select [To], [Cc], or [Bcc], and then select a destination.

The key of the selected destination is highlighted.

8. Press [OK].

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

• Search criteria that appear in [Advanced Search], such as [Name], [Fax Destination], [E-mail Address], and [Folder Name], are registered in the machine's address book. For details, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

• 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".

Entering an E-mail Address Manually

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

1. Sending Scan Files by E-mail

1. Press [Manual Entry].

The soft keyboard appears.

2. Enter the e-mail address.

3. Press [OK].

• 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".

• p.43 "Registering a Directly-Entered Destination in the Address Book"

Selecting the Destination from Recent Destinations

This section explains how to display destinations that have been recently entered directly, and how to select one of those destinations.

1. Press [Recent].

Specifying E-mail Destinations

The most recent, directly entered destinations appear.

2. Select a destination.

3. Press [OK].

• Depending on the security settings, [Recent] may not be displayed.

• If there are multiple recent destinations, press [ ] or [ ] to scroll through them.

• The 10 most recent destinations are displayed. Destinations are deleted in chronological order, oldest first.

• You can add recent destinations to the machine's address book. For details, see "Registering a Recent Destination in the Address Book".

• p.44 "Registering a Recent Destination in the Address Book"

Selecting Destinations by Searching an LDAP Server

This section explains how to search for an address registered in an LDAP server and specify it as an email destination.

• To use this function, an LDAP server must be connected to the network.

• Under [System Settings], the LDAP server must be registered and [LDAP Search] must be set to [On]. For details, see "System Settings", Network and System Settings Reference.

1. Sending Scan Files by E-mail

1. Press [Search Dest.].

2. Select the LDAP server that appears next to [Address Book].

If authentication is required to access the selected server, the authentication screen appears. To authenticate, enter the user name and password.

3. To search by destination name, press [Name].

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

The soft keyboard appears.

You can also search by combining [Name] and [E-mail Address]. If you search by [Name], LDAP server's settings determine whether the search is based on surname or first name. Consult your administrator.

4. Enter the beginning of the destination name.

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

5. Press [OK].

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

press [OK].

By pressing [Advanced Search], you can search using criteria such as [Name], [Fax Destination], [E-mail Address], [Company Name], and [Department Name]. You can specify search criteria such as [Beginning Word] or [End Word]. You can refine your search using multiple criteria.

Specifying E-mail Destinations

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

7. Press [Start Search].

Destinations that match the search criteria are displayed.

8. Select [To], [Cc], or [Bcc], and then select a destination.

The key of the selected destination is highlighted.

9. Press [OK].

• Search criteria that appear in [Advanced Search], such as [Name], [Fax Destination], [E-mail Address], [Company Name], and [Department Name], are registered in the LDAP server.

• If you specified [Search Options] on [Program / Change / Delete LDAP Server] under [System Settings], you can add a search condition for LDAP search on the [Advanced Search] screen. For details, see "System Settings", Network and System Settings Reference.

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

• 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 "Sending e-mail".

• You can register multiple e-mail addresses in individual LDAP server accounts. However, only one e-mail address will be displayed as the search result. Usually, the address that was registered first on the LDAP server is the address that is displayed.

• 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".

1. Sending Scan Files by E-mail

• [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".

• [Fuzzy Search]: a vague search (The function of this vague search depends on the system supported by the LDAP server.)

• p.216 "Sending e-mail"

Registering a Directly-Entered Destination in the Address Book

This section explains how to register a directly-entered destination in the machine's address book. You can also register a destination selected from the LDAP server.

1. In the destination field, display the destination you want to register.

2. Press [Prg. Dest.].

Specifying E-mail Destinations

3. Press [Names], and then specify the name and other information to be registered.

For details about specifying the information to be registered, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

4. Press [OK].

• Depending on the security setting, [Prg. Dest.] may not appear. In such case, you cannot complete the registration.

• To register in the machine's address book a destination searched for and selected from the LDAP server, display the destination, and then press [Prg. Dest.].

Registering a Recent Destination in the Address Book

This section explains how to register recent destinations in the machine's address book.

1. Press [Recent].

The most recent, directly entered destinations appear.

2. Press [Program Dest.].

3. Press [Names], and then enter the name and other necessary information.

For details about entering the other information, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

1. Sending Scan Files by E-mail

4. Press [OK].

• Depending on the security settings, [Recent] may not be displayed.

• If there are multiple recent destinations, press [ ] or [ ] to scroll through them.

Specifying E-mail Destinations

Specifying the E-mail Sender

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

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

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

• Select the sender from the sender list

• Select the sender by entering the registration number

• Select the sender by searching the machine's address book

• Senders must be registered in advance under [System Settings]. For details, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

• 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 detail, see "File Transfer", Network and System Settings Reference.

• Depending on the security setting, the logged-in user may be specified as [Sender 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.

Selecting a Sender from the List

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

1. Press [Sender Name].

2. Select the sender.

3. Press [OK].

1. Sending Scan Files by E-mail

Using a Registration Number to Specify a Sender Name

Select the sender using the registration numbers specified by users in the machine's address book.

1. Press [Sender Name].

2. Press [Registration No.].

3. Using the number keys, enter the five-digit registration number assigned to the sender.

If the entered number is less than five digits, press the [ ] key after the last number.

Example: To enter 00006

Press the [6] key, and then press the [

] key.

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

4. Press [OK] twice.

Selecting the Sender by Searching the Machine's Address Book

This section explains how to select the sender by searching the machine's address book.

1. Press [Sender Name].

2. Press [Search].

Specifying the E-mail Sender

3. To search by user name, press [Name].

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

The soft keyboard appears.

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

4. Enter the beginning of the sender's name you want to search for.

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

5. Press [OK].

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

press [OK].

By pressing [Advanced Search], you can search using criteria such as [Name], [Fax Destination], [E-mail Address], and [Folder Name].

You can specify search criteria such as [Beginning Word] or [End Word]. You can refine your search using multiple criteria.

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

7. Press [Start Search].

Destinations that match the search criteria are displayed.

8. Select the sender.

9. Press [OK] twice.

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

• 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".

1. Sending Scan Files by E-mail

• [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".

Specifying the E-mail Sender

Entering the E-mail Subject

When sending a scan file by e-mail, you can enter a subject line for the e-mail.

1. Press [Subject].

2. Enter the subject.

3. Press [OK].

• If you do not specify the e-mail subject, the settings specified in [Default E-mail Subject] on the [Send Settings] tab under [Scanner Features] will be applied. For details, see "Send Settings".

• For details about entering the text, see "Entering Text", About This Machine.

• p.207 "Send Settings"

1. Sending Scan Files by E-mail

Entering the E-mail Message

This section explains how to enter the e-mail message.

The message can be created in the following ways:

• Select the registered e-mail message from the list

• Enter the message directly

• The messages that can be selected from the list must be registered in [System Settings] in advance. For details, see "File Transfer", Network and System Settings Reference.

• Through Web Image Monitor settings, you can attach a signature that includes sender information, such as company information, to all e-mail messages. For details about the settings, see Web Image Monitor Help.

Selecting a Message from the List

You can select a message from the list.

1. Press [Text].

2. Select a message.

Entering the E-mail Message

3. Press [OK].

Manual Entry of a Message

You can enter the message manually.

1. Press [Text].

Press [Manual Entry].

The soft keyboard appears.

3. Enter the message.

4. Press [OK] twice.

1. Sending Scan Files by E-mail

Simultaneous Storage and Sending by E-mail

This section explains how to store a file and simultaneously send it by e-mail.

1. Press [Store File].

2. Select [Store to HDD Send].

3. If necessary, specify the stored file's information, such as [User Name], [File Name], and

[Password].

For details, see "Specifying File Information for a Stored File".

4. Press [OK].

5. Specify the destination, make any other necessary settings, and then send the e-mail.

For details about sending a file by e-mail, see "Basic Procedure for Sending Scan Files by E-mail".

6. Press the [Start] key.

• Depending on the security setting, [Access Privileges] may appear instead of [User Name]. For details about specifying [Access Privileges], consult the administrator.

• You can resend stored files by e-mail. To resend stored files, select the files on the Select Stored File screen, and then send them. For details, see "Sending a Stored File".

• If a file is sent and stored simultaneously with [Security] set, the e-mail will be encrypted and the signature applied, but the stored file will be neither encrypted nor signed.

• For details about encrypting stored files, see "Encrypting Data on the Hard Disk", Security Reference.

• p.115 "Specifying File Information for a Stored File"

• p.31 "Basic Procedure for Sending Scan Files by E-mail"

• p.125 "Sending a Stored File"

Simultaneous Storage and Sending by E-mail

Security Settings to E-mails

This section explains the procedure for applying security (encryption and a signature) to e-mail.

Applying security (encryption and a signature) to e-mail helps prevent spoofing and information leakage.

• The S/MIME is used to set security. For details about security settings, consult your network administrator.

• Applying security to e-mail can reduce transmission speed.

Sending Encrypted E-mail

Use the following procedure to specify a destination for which encryption is configured, and encrypt and send an e-mail.

Destinations for which encryption can be configured for each transmission are indicated by this symbol

1. Press [Security].

2. Select [Encryption].

3. Press [OK].

1. Sending Scan Files by E-mail

• Encrypting e-mail will increase its size.

• When you specify a destination denoted by the symbol (which indicates that e-mail sent to this destination is always encrypted) encrypted e-mail will be sent regardless of the setting specified in [Security].

• If you have selected multiple destinations including destinations for which encryption has not been configured, e-mail sent to such destinations will not be encrypted even if you specify encryption.

• If you selected [Store to HDD Send], the e-mail will be encrypted, but the stored file will not be encrypted.

• For details about encrypting stored files, see "Encrypting Data on the Hard Disk", Security Reference.

Sending E-mail with a Signature

Use the following procedure to apply a signature to an e-mail that has scan file attachments.

1. Press [Security].

2. Select [Signature].

3. Press [OK].

• The certificate (device certificate) installed on this machine is used to attach signatures.

• Note that the following can result if certain signature settings are specified by the administrator:

• [Signature] does not appear. This is because you cannot apply signatures to scan files that are sent by e-mail.

• You cannot change the [Signature] settings. This is because a signature is always applied to scan files that are sent by e-mail.

Security Settings to E-mails

Sending the URL by E-mail

This section explains how to send the URL of a scanned file by e-mail.

Use this function if network restrictions prevent you sending attachments by e-mail.

• Depending on your e-mail application, a phishing warning might appear after you receive an email message. To prevent phishing warnings appearing after you receive e-mail from a specified sender, you must add the sender to your e-mail application's exclusion list. For details about how to do this, see your e-mail application's Help.

1. In [Scanner Features], on the [Send Settings] tab, press [Stored File E-mail Method], and

then select [Send URL Link].

For details about specifying the setting, see "Send Settings".

2. Return to the initial scanner screen, and then press [Store File] to select [Store to HDD

Send].

To send the URL by e-mail, you must select [Store to HDD Send]. For details, see "Simultaneous Storage and Sending by E-mail".

3. Press [OK].

4. Specify the e-mail destination, make any other necessary settings, and then send the e-

mail.

For details about sending e-mail, see "Basic Procedure for Sending Scan Files by E-mail".

An e-mail similar to the following will be sent to the destination:

CCX001

URL address

5. In the e-mail destination, click the URL.

Web Image Monitor starts.

6. View, delete, send, or download the file over the network using Web Image Monitor.

• For details about Web Image Monitor functions and their settings, see "Monitoring and Configuring the Machine", Network and System Settings Reference.

• It is recommended that you use Web Image Monitor on the same network environment.

1. Sending Scan Files by E-mail

• Depending on the environment, even if you click the URL in the file sent by e-mail, the browser may not start and you may not be able to view the file. If this happens, click the same URL again, or manually enter the URL in the browser's address bar.

• To display details about the functions for managing stored files using Web Image Monitor, click [Help] on the upper right of each Web browser's window.

• You can send the URL by e-mail and simultaneously send it by Scan to Folder. In this case, the file is sent to the Scan to Folder destination, not the URL.

• To send a stored file, see "Sending a Stored File".

• p.207 "Send Settings"

• p.53 "Simultaneous Storage and Sending by E-mail"

• p.31 "Basic Procedure for Sending Scan Files by E-mail"

• p.125 "Sending a Stored File"

Sending the URL by E-mail

1. Sending Scan Files by E-mail

2. Sending Scan Files to Folders

Using the Scan to Folder function, you can send scan files over the network to shared folders, FTP server folders, or NetWare folders. You can send scan files to a shared folder on a computer simply by placing the original and using the control panel to specify the recipient.

Before Sending Files by Scan to Folder

This section describes the preparations and procedure for sending files by Scan to Folder.

Overview of Sending Scan Files by Scan to Folder

This section describes the process for sending scan files by Scan to Folder.

Sending files to shared folders

ZZZ802S

1. This machine

After you place the original and specify a destination computer on the control panel, the scanned document is sent to a shared folder on the destination computer. To send scan files to shared network folders, use the SMB protocol.

2. Destination Computer

The scanned document is sent to the specified shared folder.

3. Client computer

The scanned document is sent to the specified shared folder. From a client computer, you can also browse scanned files sent to shared folders on different computers.

Sending files to an FTP server

ZZZ803S

1. This machine

You can send scan files to FTP server folders. To send scan files to FTP server folders, use the FTP protocol.

2. FTP server

The FTP server is a server that provides file transfer services among computers on the same network. Transferred files are stored on this server. It is essential to have the FTP server inside the LAN/WAN where this machine belongs. It is not possible to access an FTP server via a proxy server.

3. Client computer

You can browse scanned files saved to an FTP server from a client computer. You need to have an FTP client program on the computer to connect to an FTP server.

Sending files to a NetWare server

ZZZ804S

1. This machine

You can send scan files to NetWare folders. To send scan files to NetWare folders, use the NCP protocol.

2. Sending Scan Files to Folders

2. NetWare server

You can use this server to share files over the network via NetWare. By sending image data to the server, files can be stored on the server.

3. Client computer

To download files, a computer must be running the NetWare client application and be logged in to the server.

Preparation for Sending by Scan to Folder

To send scanned files by Scan to Folder, you must first perform the following:

• Check the machine is properly connected to the network

• Configure the network settings in [System Settings]

• Configure the necessary settings in [Scanner Features]

• Creating a shared folder on a computer running Windows/Confirming a computer's information

• Creating a shared folder on a computer running Mac OS X/Confirming a computer's information

• You can create the shared folder under Windows XP/Vista/7, Windows Server 2003/2003 R2/2008/2008 R2, and Mac OS X 10.2 or later.

• Files can be sent by SMB in NetBIOS over TCP/IP environments only. Files cannot be sent by SMB in NetBEUI environments.

Checking the machine is properly connected to the network

Check that this machine is properly connected to the network.

For details about how to connect this machine to a network, see "Connecting to the Interface", Network and System Settings Reference.

Configuring the network settings in [System Settings]

Configure the network settings in [System Settings] according to your environment and how you will be using the machine.

The following procedure explains connecting this machine to an IPv4 network using Ethernet cable.

Note that the settings you must configure will vary depending on your operating environment. For details about network settings and configuration procedures, see "Network Settings Required to Use Scan to Folder Function", Network and System Settings Reference.

Before Sending Files by Scan to Folder

1. Press the [User Tools/Counter] key, and then press [System Settings].

The System Settings screen appears.

2. Press the [Interface Settings] tab.

3. Press [Machine IPv4 Address] to specify the machine's IPv4 address.

To specify a static IPv4 address for this machine, press [Specify], and then enter the IPv4 address and subnet mask.

To obtain an IPv4 address from a DHCP server automatically, press [Auto-Obtain (DHCP)].

4. Press [IPv4 Gateway Address], and then enter the IPv4 gateway address.

5. Press [Effective Protocol], and then make [IPv4] active.

6. Press [Exit] twice.

• If an extended wireless LAN board (optional) is installed, press [LAN Type] on the [Interface Settings] tab, then press [Ethernet], and then configure the network settings.

Configure the necessary settings in [Scanner Features]

2. Sending Scan Files to Folders

This section explains how to display the Scanner Features screen. For details about the settings on this screen, see "Scanner Features".

1. Press the [User Tools/Counter] key, and then press [Scanner Features].

The Scanner Features screen appears.

2. Press the [General Settings], [Scan Settings], [Send Settings], or [Initial Settings] tabs and

configure the relevant settings on those tabs.

• p.201 "Scanner Features"

Creating a shared folder on a computer running Windows/Confirming a computer's information

The following procedures explain how to create a shared folder on a computer running Windows, and how to confirm the computer's information. In these examples, Windows XP Professional is the operating system, and the computer is a member in a network domain.

Step 1: Creating a shared folder on a computer running Microsoft Windows

Create a shared destination folder in Windows and enable sharing.

• You must log in as an Administrators group member to create a shared folder.

• If "Everyone" is left selected in step 5, the created shared folder will be accessible by all users. This is a security risk, so we recommend that you give access rights only to specific users. Use the following procedure to remove "Everyone" and specify user access rights.

1. Create a folder, just as you would create a normal folder, in a location of your choice

on the computer.

2. Right-click the folder, and then click [Sharing and Security].

3. On the [Sharing] tab, select [Share this folder].

4. Click [Permissions].

Before Sending Files by Scan to Folder

5. In the [Group or user names:] list, select "Everyone", and then click [Remove].

6. Click [Add].

7. In the [Select Users or Groups] window, click [Advanced].

8. Specify one or more object types, select a location, and then click [Find Now].

9. From the list of results, select the groups and users you want to grant access to, and

then click [OK].

10. In the [Select Users or Groups] window, click [OK].

11. In the [Groups or user names:] list, select a group or user, and then, in the [Allow]

column of the permissions list, select either the [Full Control] or [Change] check box.

Configure the access permissions for each group and user.

12. Click [OK].

13. Select the [Security] tab, and then configure the access permissions.

Add to the list the groups and users whom you want to grant access to, and then configure the access permissions for each. The procedure is the same as the procedure explained in steps 6 through 11.

14. Click [OK].

• If you are creating a shared folder for the first time on this computer, you must enable the file sharing function. For details, see Windows Help.

• To register a shared folder in the machine's address book, you need the computer’s IP address or computer name, and the user name and password of a user who has access permissions for the shared folder.

• For details about registering shared folders, see "Registering Folders", Network and System Setting Reference.

Step 2: Confirming the user name and computer name

Confirm the user name and the name of the computer you will send scanned documents to.

1. On the [Start] menu, point to [All Programs], then [Accessories], and then click on

[Command Prompt].

The command prompt window opens.

2. Enter the command “ipconfig/all”, and then press [Enter].

3. Confirm the name of the computer.

The computer's name is displayed under [Host Name].

You can also confirm the IPv4 address. The address displayed under [IP Address] is the IPv4 address of the computer.

2. Sending Scan Files to Folders

4. Next, enter the command "set user", and then press [Enter]. (Be sure to put a space

between "set" and "user".)

5. Confirm the user name.

The user name is displayed under [USERNAME].

• Depending on the operating system or security settings, it might be possible to specify a user name that does not have a password assigned. However, we recommend that for greater security you select a user name that has a password.

Creating a shared folder on a computer running Mac OS X/Confirming a computer's information

The following procedures explain how to create a shared folder on a computer running Mac OS X, and how to confirm the computer's information. Max OS X 10.5 is used in these examples.

Step 1: Creating a shared folder on a computer running Mac OS X

• You must log in as an administrator to create a shared folder.

1. Create the folder that you want to send scan files to.

2. On the Apple menu, click [System Preferences].

3. Click [Sharing].

4. Select the [File Sharing] check box.

5. Click [Options].

6. Select the [Share files and folders using SMB.] check box.

7. Select the account that will be used to access the shared folder.

8. If the [Authenticate] screen appears, enter the password for the account, click [OK],

and then click [Done].

9. Under the [Shared Folders:] list, click [ ] (new).

10. Select the folder you have created, and then click [Add].

11. Make sure that the permissions for the user who will access this folder are set to

[Read&Write].

• To register a shared folder in the machine's address book, you need the computer's IP address, and the user name and password of a user who has access permissions for the shared folder.

Before Sending Files by Scan to Folder

Step 2: Confirming the computer’s name and the user name

Confirm the computer name and the user name for the computer you will send scanned documents to.

1. On the Apple menu, click [About This Mac].

The [About This Mac] window appears.

2. Click [More Info...].

The computer’s information screen appears.

3. In the [Contents] pane, select [Software], and then confirm the computer name and

user name under "System Software Overview".

The computer name is displayed under [Computer Name].

The user name is displayed under [User Name].

• Depending on the operating system or security settings, you might be able to specify a user name that does not have a password assigned. However, we recommend that you select a user name that has a password.

• To confirm the IP address: on the Apple menu, click [System Preferences], and then click [Network] on the System Preferences window. Then click [Ethernet]. The address displayed in the IP address field is the IP address of the computer.

Registering Destination Folders in the Address Book

You can register the addresses of frequently-used destination folders in the address book. This section explains how to register destination folders in the address book.

1. Press the [User Tools/Counter] key, and then press [System Settings].

2. Press the [Administrator Tools] tab.

3. Press [Address Book Management].

2. Sending Scan Files to Folders

4. Press [New Program], and then enter necessary information.

You can register the e-mail address in groups.

5. Press [Exit] twice.

• For details about registering the address of a destination folder in the address book, see "Registering Folders", Network and System Settings Reference.

• You can register entries in the address book using Web Image Monitor. For details about how to display Web Image Monitor, see "Monitoring and Configuring the Machine", Network and System Settings Reference. For details about registering addresses in the address book, see Web Image Monitor Help.

Scan to Folder Screen

This section describes the screen layout when sending scan files by Scan to Folder.

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

CFK005

12345

1. [Reg. No.]

Press to specify a destination using a five-digit registration number.

2. E-mail / Folder

Press to switch between the Scan to Folder screen and E-mail screen.

Also switch the screen when sending a file simultaneously by both Scan to Folder and e-mail.

Before Sending Files by Scan to Folder

3. Scan to Folder icon

Shows that the Scan to Folder screen is displayed.

4. [Manual Entry]

To specify destinations not registered in the address book, press this key to display the soft keyboard, and then enter the address of the destination folder.

5. [Recent]

Press this key to select destinations that have been recently specified using [Manual Entry]. If there is more than one recent destination, press [ ] or [ ] to scroll through them.

6. Destination field

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

7. Destination List

The list of destinations registered in the machine appears.

If all of the destinations cannot be displayed, press [ ] or [ ] to switch the screen.

The ( ) symbol indicates a group destination.

8. [Text] [Subject] [Security] [Sender Name] [Recept. Notice]

Enter the message and specify the subject, e-mail security (encryption and a signature), sender, and whether or not to use Message Disposition Notification. The entries will be used for e-mail transmission when sending files simultaneously by Scan to Folder and e-mail. For details, see "Sending Scan Files by E-mail".

• p.25 "Sending Scan Files by E-mail"

2. Sending Scan Files to Folders

Basic Procedure When Using Scan to Folder

This section describes the basic procedure involved in using Scan to Folder.

• Before performing this procedure, refer to "Preparation for Sending by Scan to Folder" and confirm the details of the destination computer. Also refer to "Registering Folders", Network and System Settings Reference, and register the address of the destination computer to the address book.

1. Make sure that no previous settings remain.

If a previous setting remains, press the [Clear Modes] key.

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

Folder screen.

For details, see "Switching to the Scan to Folder Screen".

3. Place originals.

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

size.

For details, see "Various Scan Settings".

5. If necessary, specify the scanning density.

For details, see "Adjusting Image Density".

Basic Procedure When Using Scan to Folder

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

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

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

name.

For details, see "Specifying the File Type and File Name".

8. Specify the destination.

You can specify multiple destinations.

For details, see "Specifying Scan to Folder Destinations".

9. Press the [Start] key.

• If you have selected more than one destination, you can press [ ] or [ ] next to the destination field to scroll through the destinations.

• If you press [Preview], and then start scanning while [Preview] is highlighted, the Preview screen appears. You can use this screen to check how the originals are scanned and the scan settings used for scanning. After checking the preview, you can specify whether to send the file or not. For details, see "Preview".

• To cancel scanning, press the [Clear/Stop] key.

• You can also store a file and simultaneously send it by Scan to Folder. For details, see "Simultaneous Storage and Sending by Scan to Folder".

• After scan files are sent, the destination and file name fields will be automatically cleared. If you want to preserve the information in these fields, contact your local dealer.

• p.61 "Preparation for Sending by Scan to Folder"

• p.72 "Switching to the Scan to Folder Screen"

• p.167 "Various Scan Settings"

• p.175 "Adjusting Image Density"

• p.176 "Setting of Original Feed Type"

• p.185 "Specifying the File Type and File Name"

• p.73 "Specifying Scan to Folder Destinations"

• p.18 "Check Modes"

2. Sending Scan Files to Folders

• p.20 "Preview"

• p.89 "Simultaneous Storage and Sending by Scan to Folder"

Basic Procedure When Using Scan to Folder

Switching to the Scan to Folder Screen

This section explains how to switch to the Scan to Folder screen.

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

If the network delivery scanner screen is being displayed, switch to the Scan to Folder screen as follows:

1. Press [Delivery Dest.].

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

2. If the E-mail screen appears, press the [Folder] tab.

The Scan to Folder screen appears.

• If you are scanning files using WSD, [Swtch Dest.List] or [WSD Dest.] appears instead of [Delivery Dest.]. To switch to the Scan to Folder screen, press [Swtch Dest.List], and then, on the screen that appears, press [E-mail / Folder], or press [WSD Dest.].

2. Sending Scan Files to Folders

Specifying Scan to Folder Destinations

This section explains how to specify Scan to Folder destinations.

You can send a file by Scan to Folder by any of the following methods:

• Select a destination registered in the machine's address book

• Send a file to a shared network folder

• Send a file to an FTP server

• Send a file to a NetWare server

• Select a destination from recent destinations

• You can specify multiple destinations.

Selecting the Destination from the Machine's Address Book

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

• To use this function, you must register the destinations in [System Settings] in advance.

You can select a destination registered in the machine's address book by any of the following methods:

• Select the destination from the destination list

• Select the destination by entering its registration number

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

• If you have specified the address protection code for accessing the address book, the screen for entering the address protection code appears. Enter the protection code, and then press [OK]. If the protection code you entered is correct, you can specify Scan to Folder destinations from the address book.

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

Selecting a destination registered in the destination list

Select the destination from the destination list.

1. 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.

Specifying Scan to Folder 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 [ ] or [ ]

• 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.

1. Press [Reg. No.].

2. Enter the five-digit registration number that has been assigned to a destination folder

using the number keys.

If the entered number is less than five digits, press the [ ] key after the last number.

Example: To enter 00004

Press the [4] key, and then press the [ ] key.

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

3. Press [OK].

2. Sending Scan Files to Folders

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. Press [Search Dest.].

To search by destination name, press [Name].

To search by path, press [Folder Name].

The soft keyboard appears.

You can also search by combining [Name] and [Folder Name].

3. Enter the beginning of the destination name.

To search by path, enter the beginning of the path.

4. Press [OK].

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

press [OK].

By pressing [Advanced Search], you can search using criteria such as [Name], [Fax Destination], [E-mail Address], and [Folder Name].

You can specify search criteria such as [Beginning Word] or [End Word]. You can refine your search using multiple criteria.

Specifying Scan to Folder Destinations

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

6. Press [Start Search].

Destinations that match the search criterion are displayed.

7. Select the destination folder.

8. Press [OK].

• 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".

2. Sending Scan Files to Folders

Sending Files to a Shared Network Folder

This section explains how to specify the destination when sending files to a shared network folder.

• When sending to a shared folder on a network, refer to "Preparation for Sending by Scan to Folder" and confirm the following items for the destination computer:

• Destination computer name

• Destination computer’s user name and password

• Destination shared folder name

• Depending on the operating system of the client computer, access to the shared folder may require authentication.

You can send a file to a shared folder over the network by any of the following methods:

• Enter the path to the destination directly

• Specify the path by browsing the network for the destination

Entering the path to the destination manually

You can enter the path to the destination folder manually.

1. Press [Manual Entry].

2. Press [SMB].

3. Press [Manual Entry] on the right side of the path field.

The soft keyboard appears.

4. Enter the path for the folder.

In the following example path, the shared folder name is "user" and the computer name is "desk01":

\\desk01\user

5. Press [OK].

Specifying Scan to Folder Destinations

6. Depending on the destination setting, enter the user name for logging in to the computer.

Press [Manual Entry] to the right of the user name field to display the soft keyboard.

7. Depending on the destination setting, enter the password for logging in to the computer.

Press [Manual Entry] for the password to display the soft keyboard.

8. Press [Connection Test].

A connection test is performed to check whether the specified shared folder exists.

If the message "Connection with PC has failed. Check the settings." appears, see "Troubleshooting When Using the Scanner Function", Troubleshooting.

9. Check the connection test result, and then press [Exit].

10. Press [OK].

• If authentication is required to access the folder, the login screen appears. Enter the user name and password.

• If you change the protocol after entering the path name, user name, or password, a confirmation message appears.

• To change the path for the folder that has been entered, press [Edit] on the left side of the destination field. Enter the correct path for the folder, and then press [OK].

• The connection test may take time.

• You may not be able to press [Connection Test] right after pressing [Cancel] during a connection test.

• Even if the connection test was successful, the machine may fail to transfer the file if you do not have write privileges for the file or there is not enough free hard disk space.

• You can register the path to the destination in the machine's address book. For details, see "Registering the Path to the Selected Destination in the Address Book".

• If the client computer has a fixed IP address assigned to it, you can specify the IP address manually by including it in the path name of the destination folder. For example, if the IP address is "192.168.1.191" and the shared folder name is "user", enter "\\192.168.1.191\user" as the path.

• p.86 "Registering the Path to the Selected Destination in the Address Book"

Specifying the path by browsing the network for destinations

You can browse computers on the network for the destination folder, and then specify the path.

2. Sending Scan Files to Folders

1. Press [Manual Entry].

2. Press [SMB].

3. Press [Browse Network] under the path name field.

Domains or workgroups on the network appear.

If the message "Cannot find the specified path. Please check the settings." appears, see "Troubleshooting When Using the Scanner Function", Troubleshooting.

4. Select the domain or workgroup in which the destination folder is located.

5. Select the client computer that has the destination folder.

If you cannot find the computer you are looking for, press [Up One Level] and browse that level.

If authentication is required to access the selected computer, the authentication screen appears. To authenticate, enter the user name and password.

6. Select the destination folder.

When the selected folder has sub-folders, the sub-folders list appears.

If you cannot find the destination folder, press [Up One Level], and then search for the folder at that level.

7. Press [OK] twice.

• If authentication is required to access the folder, the login screen appears. Enter the user name and password.

Specifying Scan to Folder Destinations

• If you change the protocol after entering the path name, user name, or password, a confirmation message appears.

• Up to 100 computers or shared folders can be displayed.

• The machine may fail to transfer the file if you do not have the write privileges for the shared folder or there is not enough free hard disk space.

• You can register the path to the destination in the machine' address book. For details, see "Registering the Path to the Selected Destination in the Address Book".

• p.86 "Registering the Path to the Selected Destination in the Address Book"

Sending Files to an FTP Server

This section explains how to specify destinations when sending files to an FTP server.

Entering the path to an FTP server manually

You can enter the path to an FTP server manually.

1. Press [Manual Entry].

2. Press [FTP].

3. Press [Manual Entry] on the right side of the server name field.

The soft keyboard appears.

4. Enter a server name.

Instead of the server name, you can also use its IPv4 address.

5. Press [OK].

6. Press [Manual Entry] on the right side of the path field.

2. Sending Scan Files to Folders

7. Enter the path for the folder.

The following is an example of a path where the folder name is "user" and the subfolder name is "lib": user\lib.

8. Press [OK].

9. Enter the user name according to the setting at the destination.

Press [Manual Entry] to the right of the user name field to display the soft keyboard.

10. Enter the password according to the setting at the destination.

Press [Manual Entry] next to the password field to make the soft keyboard appear.

11. To change the port number which is set in [System Settings], press [Change] on the right

side of the port number field. Enter a port number using the number keys, and then press the [ ] key.

12. Press [Connection Test].

A connection test is performed to check whether the specified folder exists.

If the message "Connection with PC has failed. Check the settings." appears, see "Troubleshooting When Using the Scanner Function", Troubleshooting.

13. Check the connection test result, and then press [Exit].

14. Press [OK].

• If you change the protocol after entering the path name, user name, or password, a confirmation message appears.

• The connection test may take time.

• You may not be able to press [Connection Test] right after pressing [Cancel] during a connection test.

• To change the registered path to a destination folder, press [Edit] to the left of the destination field to display the soft keyboard, enter the new path, and then click [OK].

• You can register the path to the destination in the machine's address book. For details, see "Registering the Path to the Selected Destination in the Address Book".

• The machine may fail to transfer the file if you do not have write privileges for the folder or there is not enough free hard disk space.

• p.86 "Registering the Path to the Selected Destination in the Address Book"

Sending Files to NetWare Server

This section explains how to specify destinations when sending files to a NetWare server.

Specifying Scan to Folder Destinations

The NetWare folder of the destination can be specified in an NDS tree or on a NetWare Bindery server, depending on the NetWare environment. Consult your administrator.

You can send a file to NetWare server by any of the following methods:

• Enter the destination path of the Netware server directly

• Specify the path by browsing to the destination on the Netware server

Entering the path of the NetWare server directly

You can enter the path of the NetWare server.

1. Press [Manual Entry].

2. Press [NCP].

3. Select the connection type.

Press [NDS] to specify the folder in the NDS tree.

Press [Bindery] to specify the folder on the NetWare Bindery server.

4. Press [Manual Entry] on the right side of the path field.

The soft keyboard appears.

2. Sending Scan Files to Folders

5. Enter the path for the folder.

If you set the connection type to [NDS], and when the NDS tree name is "tree", the name of the context including the volume is "context", the volume name is "volume", and the folder name is "folder", the path will be "\\tree\volume.context\folder".

If you set the connection type to [Bindery], and when the NetWare server name is "server", the volume name is "volume", and the folder name is "folder", the path will be "\\server\volume \folder".

6. Press [OK].

7. Enter the user name for logging in to the NDS tree or NetWare Bindery server.

Press [Manual Entry] to the right of the user name field. The soft keyboard appears.

If you press [NDS] for [Connection Type], enter the user name, and then enter the name of the context containing the user object. If the user name is "user" and the name of the Context is "context", the user name will be "user.context".

8. If a password is specified for the log in user, enter it.

Press [Manual Entry] to the right of the password field. The soft keyboard appears.

9. Press [Connection Test].

A connection test is performed to check whether the specified folder exists.

If the message "Connection with PC has failed. Check the settings." appears, see "Troubleshooting When Using the Scanner Function", Troubleshooting.

10. Check the connection test result, and then press [Exit].

11. Press [OK].

• If you change the protocol after entering the path name, user name, or password, a confirmation message appears.

• To change a registered path to a destination folder, press [Edit] to the left to the destination field to display the soft keyboard, enter the correct path to the folder, and then press [OK].

• You can connect only to folders that you have the read privileges for.

• The connection test may take time.

• You may not be able to press [Connection Test] right after pressing [Cancel] during a connection test.

• Even if the connection test was successful, the machine may fail to transfer the file if you do not have write privileges for the file or there is not enough free hard disk space.

• You can register the path to the destination in the machine's address book. For details, see "Registering the Path to the Selected Destination in the Address Book".

• p.86 "Registering the Path to the Selected Destination in the Address Book"

Specifying Scan to Folder Destinations

Specify the path by browsing to the destination on the Netware server

Specify the path by browsing to the destination folder in an NDS tree or on a NetWare Bindery server.

1. Press [Manual Entry].

Press [NCP].

3. Select the connection type.

Press [NDS] to specify a folder in the NDS tree.

Press [Bindery] to specify a folder on the NetWare Bindery server.

4. Press [Browse Network] under the path name field.

If you selected [NDS] under [Connection Type], the NDS tree list appears.

If you selected [Bindery] under [Connection Type], the NetWare Bindery server list appears.

5. Search for the destination folder in the NDS tree or NetWare Bindery server.

If you cannot find the destination folder, press [Up One Level], and then search for the folder at that level.

6. Select the destination folder.

7. Press [OK] twice.

• If you change the protocol after entering the path name, user name, or password, a confirmation message appears.

2. Sending Scan Files to Folders

• Only folders that you have the read privileges for are displayed.

• If the language used for the NDS tree or by the NetWare Bindery server differs from that used by the machine, file names in the NDS tree or on the NetWare Bindery server might appear garbled.

• Up to 100 items can be displayed.

• If the selected NDS tree or NetWare Bindery server requires authentication, a login screen appears. Enter a user name and password for logging in to the NDS tree or NetWare Bindery server. If you log in to the NDS tree, enter a user name, and then enter the name of the context containing the user object. If the user name is "user" and the name of the Context is "context", the user name will be "user.context".

• The machine may fail to transfer the file if you do not have write privileges for the folder or there is not enough free hard disk space.

• You can register the path to the destination in the machine's address book. For details, see "Registering the Path to the Selected Destination in the Address Book".

• p.86 "Registering the Path to the Selected Destination in the Address Book"

Selecting the Destination from Recent Destinations

This section explains how to display destinations that have been recently entered directly, and how to select one of those destinations.

1. Press [Recent].

The most recent, directly entered destinations appear.

Specifying Scan to Folder Destinations

2. Select a destination.

3. Press [OK].

• Depending on the security settings, [Recent] may not be displayed.

• If there are multiple recent destinations, press [ ] or [ ] to scroll through them.

• The 10 most recent destinations are displayed. Destinations are deleted in chronological order, oldest first.

• You can register the folder paths of recent destinations to the machine's address book. For details, see "Registering the Path to a Recent Destination in the Address Book".

• p.87 "Registering the Path to a Recent Destination in the Address Book"

Registering the Path to the Selected Destination in the Address Book

This section explains how to register folder paths you have entered manually or specified by browsing the network to the machine's address book.

1. In the destination field, display the destination you want to register.

2. Sending Scan Files to Folders

2. Press [Prg. Dest.].

3. Press [Names], and then specify the name and other information to be registered.

For details about specifying the information to be registered, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Reference.

4. Press [OK].

• Depending on the security setting, [Prg. Dest.] may not appear.

Registering the Path to a Recent Destination in the Address Book

This section explains how to register the folder paths of recent destinations to the machine's address book.

1. Press [Recent].

The most recent, directly entered destinations appear.

Specifying Scan to Folder Destinations

2. Press [Program Dest.].

3. Press [Names], and then enter the name and other necessary information.

For details about entering the information, see "Registering Addresses and Users for Facsimile/ Scanner Functions", Network and System Settings Reference.

4. Press [OK].

• Depending on the security settings, [Recent] may not be displayed.

• If there are multiple recent destinations, press [

] or [ ] to scroll through them.

2. Sending Scan Files to Folders

Simultaneous Storage and Sending by Scan to Folder

This section explains how to store a file and simultaneously send it by Scan to Folder.

1. Press [Store File].

2. Make sure that [Store to HDD Send] is selected.

3. If necessary, specify the stored file's information, such as [User Name], [File Name], and

[Password].

For details, see "Specifying File Information for a Stored File".

4. Press [OK].

5. Specify the setting for sending the file by Scan to Folder, and then send the file.

For details about sending a file by Scan to Folder, see "Basic Procedure When Using Scan to Folder".

6. Press the [Start] key.

• Depending on the security setting, [Access Privileges] may appear instead of [User Name]. For details about specifying [Access Privileges], consult the administrator.

• You can resend stored files by Scan to Folder. To resend stored files, select the files on the Select Stored File screen, and then send them. For details, see "Sending a Stored File".

• p.115 "Specifying File Information for a Stored File"

• p.69 "Basic Procedure When Using Scan to Folder"

• p.125 "Sending a Stored File"

Simultaneous Storage and Sending by Scan to Folder

2. Sending Scan Files to Folders

3. Sending Scan Files Using WSD

Web Services on Devices (WSD) is a function that can be used with Windows Vista, Windows 7, and other compatible operating systems. Using WSD, you can send files scanned by this machine to a designated computer on your network.

Before Sending Scan Files Using WSD

This section explains the preparations and procedures for using WSD.

This machine provides the following two forms of WSD scanning:

• WSD (Push Type)

This allows you to send scan files to a client computer through the network.

To begin a scan job, press the [Start] key on the machine. Note that you cannot scan originals from client computers.

• WSD (Pull Type)

This allows you to send scanning requests to this machine from a client computer through the network.

To begin a scan job, send a scanning request from a client computer.

• Compatible Operating Systems

• Operating systems compatible with WSD include Windows Vista, Windows 7, and Windows Server 2008/2008 R2. Check your operating system's Help files or online support for compatibility information.

• Some operating systems do not support WSD features.

• When personal authentication or user code authentication is set:

• WSD (Push Type)

The [Display WSD Destination List] setting in Web Image Monitor will be reset to [Do not Display]. To use WSD (Push Type) after configuring authentication, you must specify this setting in Web Image Monitor again. For details, see "Enabling WSD using Web Image Monitor".

• WSD (Pull Type)

Users restricted by personal authentication or user code authentication cannot use WSD (Pull Type).

• The example explanations in this manual are based on Windows Vista Ultimate. Procedures for other operating systems may differ slightly.

• p.94 "Enabling WSD using Web Image Monitor"

Overview of Sending Scan Files Using WSD

This section describes the process of sending scan files using WSD.

Sending files using WSD (Push Type)

ZZZ805S

1. This machine

From this machine you can specify destinations, and then send scan files to WSD-compliant client computers.

2. Client computers (WSD-compliant)

WSD-compliant computers receive the sent scan files via the network.

Sending files using WSD (Pull Type)

ZZZ805S

3. Sending Scan Files Using WSD

1. This machine

Scans originals after receiving a scanning request from a client computer, and then sends the scan files over the network to the client computer.

2. Client computers (WSD-compliant)

You can specify scan settings and send scanning requests from client computers using Windows Fax and Scan or a similar application. Client computers can receive files scanned by this machine.

Preparation for Sending Files Using WSD

To send scanned files using WSD, you must first perform the following:

• Check the machine is properly connected to the network

• Configure the network settings in [System Settings]

• Enable WSD using Web Image Monitor

• Register the machine to a client computer

Checking the machine is properly connected to the network

Check that this machine is properly connected to the network.

For details about how to connect this machine to a network, see "Connecting to the Interface", Network and System Settings Reference.

Configuring the network settings in [System Settings]

Configure the network settings in [System Settings] according to your environment and how you will be using the machine.

The following procedure explains connecting this machine to an IPv4 network using Ethernet cable.

Note that the settings you must configure will vary depending on your operating environment. For details about network settings and configuration procedures, see "Network Settings Required to Use WSD Scanner", Network and System Settings Reference.

Before Sending Scan Files Using WSD

1. Press the [User Tools/Counter] key, and then press [System Settings].

The System Settings screen appears.

2. Press the [Interface Settings] tab.

3. Press [Machine IPv4 Address] to specify the machine's IPv4 address.

To specify a static IPv4 address for this machine, press [Specify], and then enter the IPv4 address and subnet mask.

To obtain an IPv4 address from a DHCP server automatically, press [Auto-Obtain (DHCP)].

4. Press [IPv4 Gateway Address], and then enter the IPv4 gateway address.

5. Press [Effective Protocol], and then make [IPv4] active.

6. Press [Exit] twice.

• If an extended wireless LAN board (optional) is installed, press [LAN Type] on the [Interface Settings] tab, then press [Ethernet], and then configure the network settings.

Enabling WSD using Web Image Monitor

To use this machine as a WSD scanner, you must first configure the following settings using Web Image Monitor on a client computer:

• Settings to enable WSD (Push Type)

3. Sending Scan Files Using WSD

• WSD protocol (default setting: [Active])

Click [Configuration], click [IPv4] under [Network], and then enable [WSD (Scanner)].

• [Display WSD Destination List] (default setting: [Do not Display])

Click [Configuration], click [Initial Settings] under [Scanner], and then set [Display WSD Destination List] to [Display].

• Settings to enable WSD (Pull Type)

• WSD protocol (default setting: [Active])

Click [Configuration], click [IPv4] under [Network], and then enable [WSD (Scanner)].

• [Prohibit WSD Scan Command] (default setting: [Prohibit])

Click [Configuration], click [Initial Settings] under [Scanner], and then set [Prohibit WSD Scan Command] to [Do not Prohibit].

Use the following procedure to enable both WSD (Push Type) and WSD (Pull Type).

1. On the [Start] menu, click [Network].

2. Double-click the icon for this machine.

3. Click [Login].

The Web Image Monitor login page appears.

4. Enter your login user name and password in the [Login User Name] and [Login

Password] boxes respectively, and then click [Login].

Consult your administrator if you require a login user name and password.

5. On the menu in the left frame, click [Configuration].

6. Under [Scanner], click [Initial Settings].

The [Initial Settings] page appears.

7. Set [Display WSD Destination List] to [Display].

8. Set [Prohibit WSD Scan Command] to [Do not Prohibit].

9. Click [OK].

• For details about displaying Web Image Monitor, see "Monitoring and Configuring the Machine", Network and System Settings Reference. For details about using Web Image Monitor, see Web Image Monitor Help.

Registering the machine to a client computer

Use the following procedure to register this machine to a client computer.

• You must log in as an Administrators group member to register the machine.

Before Sending Scan Files Using WSD

• The client computer cannot detect the machine if they are on different network segments or if Windows Vista's Network Search setting is disabled. For details, see Windows Help.

1. On the [Start] menu, click [Network].

The [Network] window appears and the device search starts automatically.

2. Right-click the icon for this machine, and then click [Install].

The [User Account Control] dialog box appears.

3. Click [Continue].

• If the message "Found New Hardware" appears, install the printer driver using the procedure shown under "Preparing the Machine", Printer Reference.

• When registration is complete, the scan profile is created automatically. To change the scan profile, see "Changing a Scan Profile".

• p.107 "Changing a Scan Profile"

3. Sending Scan Files Using WSD

Using the WSD Scanner (Push Type)

This section explains the WSD Scanner (Push Type) functions.

WSD Scanner (Push Type) Screen

This section explains the layout of the screen that allows you to send scan files using WSD (Push Type).

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 .

CFK006

12 3

1. [Update]

Press this key to update the destination list.

2. WSD

This tab is highlighted whenever the machine is used as a WSD scanner.

3. [Swtch Dest.List]

Press this key to switch from the screen that is currently displayed to the WSD scanner screen.

If you are not using the network delivery function, [WSD Dest.] appears instead of [Swtch Dest.List].

4. Destination field

The specified destination is displayed here. You can specify only one destination.

5. Destination List

The list of available destinations is displayed here.

If all of the destinations cannot be displayed, press [ ] or [ ] to move through the list.

Using the WSD Scanner (Push Type)

Basic Procedure for Sending Scan Files Using WSD

This section explains the basic procedure for sending scan files using WSD (Push Type).

• If the message "Updating the destination list has failed. Try again?" appears, press [OK]. The destination list will then be updated.

1. Make sure that no previous settings remain.

If a previous setting remains, press the [Clear Modes] key.

2. If the E-mail screen, Scan to Folder screen, or network delivery scanner screen is

displayed, switch to the WSD scanner screen.

For details, see "Switching to the WSD Scanner Screen".

3. Place originals.

4. If necessary, press [Scan Settings] to configure the scan settings.

Note that only [Erase Border] can be specified directly from this machine. Use the client computer to configure the other scan settings. For details, see "Changing a Scan Profile".

5. If necessary, specify the scanning density.

For details, see "Adjusting Image Density".

6. If necessary, press [Original Feed Type] to configure the original orientation settings.

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

3. Sending Scan Files Using WSD

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