Ricoh SP C221SF User Guide

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For safe and correct use, be sure to read Safety Information before using the machine.

Conﬁguring Network Settings Using OS X

Troubleshooting

Maintaining the Machine

Conﬁguring the Machine Using Utilities

Conﬁguring the Machine Using the Control

Panel

Sending and Receiving a Fax

Scanning Originals

Copying Originals

Printing Documents

Paper Speciﬁcations and Adding Paper

Guide to the Machine

User’s Guide

Appendix

How to Find Information about Operations and Troubleshooting...............................................................10

Operating Manual (Printed)....................................................................................................................... 10

Operating Manual (Digital Format)........................................................................................................... 10

Help.............................................................................................................................................................. 11

How to Read This Manual...............................................................................................................................13

Introduction...................................................................................................................................................13

Symbols Used in This Manual.....................................................................................................................13

Model-Specific Information........................................................................................................................ 13

Disclaimer.....................................................................................................................................................14

Notes............................................................................................................................................................ 14

Note to Administrator.................................................................................................................................. 15

About IP Address......................................................................................................................................... 15

Differences in Performance/Functions between Different Models.......................................................... 15

1. Guide to the Machine

Guide to Components......................................................................................................................................17

Exterior..........................................................................................................................................................17

Interior...........................................................................................................................................................19

Control Panel................................................................................................................................................20

Control Panel................................................................................................................................................21

Changing Operation Modes.......................................................................................................................... 24

Multi-access......................................................................................................................................................25

About Operation Tools....................................................................................................................................27

Assigning a Setting to the Shortcut Key..........................................................................................................29

Assigning a Setting Using the Control Panel..............................................................................................29

Assigning a Setting Using Web Image Monitor........................................................................................29

Accessing the Function Assigned to the Shortcut Key...............................................................................30

Entering Characters..........................................................................................................................................31

2. Paper Specifications and Adding Paper

Workflow for Loading Paper and Configuring Paper Sizes and Types...................................................... 33

Loading Paper.................................................................................................................................................. 35

Loading Paper into Tray 1...........................................................................................................................35

Loading Paper into the Bypass Tray...........................................................................................................40

Specifying Paper Type and Paper Size Using the Control Panel.................................................................42

Specifying the Paper Type.......................................................................................................................... 42

Specifying the Standard Paper Size...........................................................................................................42

Specifying a Custom Paper Size................................................................................................................ 43

Specifying Paper Type and Paper Size Using Smart Organizing Monitor.................................................45

Specifying a Custom Paper Size................................................................................................................ 45

Specifying Paper Type and Paper Size Using Web Image Monitor...........................................................47

Specifying a Custom Paper Size................................................................................................................ 47

Specifying Paper Type and Paper Size Using the Printer Driver..................................................................48

When Using Windows................................................................................................................................ 48

When Using OS X........................................................................................................................................49

Supported Paper.............................................................................................................................................. 50

Specifications of Paper Types.....................................................................................................................50

Non-Recommended Paper Types.............................................................................................................. 53

Paper Storage.............................................................................................................................................. 54

Print Area......................................................................................................................................................54

Placing Originals..............................................................................................................................................56

Placing Originals on the Exposure Glass...................................................................................................56

Placing Originals in the Auto Document Feeder....................................................................................... 56

About Originals............................................................................................................................................57

3. Printing Documents

What You Can Do with the Printer Function...................................................................................................61

Displaying the Printing Preferences Dialog Box.............................................................................................62

Displaying the Printing Preferences Dialog Box from the [Start] Menu...................................................62

Displaying the Printing Preferences Dialog Box in an Application.......................................................... 62

Basic Operation of Printing............................................................................................................................. 64

Canceling a Print Job...................................................................................................................................64

4. Copying Originals

What You Can Do with the Copier Function..................................................................................................67

Copier Mode Screen.......................................................................................................................................68

Basic Operation of Copying........................................................................................................................... 69

Canceling a Copy....................................................................................................................................... 70

Making Enlarged or Reduced Copies............................................................................................................72

Specifying Reduce/Enlarge....................................................................................................................... 72

Making Combined/2-sided Copies.............................................................................................................. 74

Specifying Combined and 2-sided Copies............................................................................................... 77

Copying an ID Card........................................................................................................................................ 79

Specifying Scan Settings for Copying............................................................................................................81

Adjusting Image Density..............................................................................................................................81

Selecting the Document Type According to Original............................................................................... 81

5. Scanning Originals

What You Can Do with the Scanner Function............................................................................................... 83

Scanner Mode Screen.....................................................................................................................................84

Registering Scan Destinations......................................................................................................................... 85

Modifying Scan Destinations......................................................................................................................90

Deleting Scan Destinations..........................................................................................................................91

Testing Transmission.....................................................................................................................................91

Basic Operation of Scan to Folder................................................................................................................. 93

Printing the Check Sheet......................................................................................................................... 93

Confirming the User Name and Computer Name............................................................................... 95

Creating a Shared Folder on a Computer............................................................................................ 96

Specifying Access Privileges for the Created Shared Folder...............................................................98

Registering a Shared Folder in the Machine's Address Book..............................................................98

Send Scanned Files to a Shared Folder................................................................................................ 99

Basic Operation of Scan to E-mail...............................................................................................................102

Configuring SMTP and DNS Settings..................................................................................................102

Registering Destination E-mail Addresses to the Address Book........................................................ 103

Sending Scanned Files by E-mail........................................................................................................ 103

Basic Operation of Scan to FTP....................................................................................................................106

Configuring FTP Server Settings...........................................................................................................106

Sending Scanned Files to an FTP Server.............................................................................................106

Specifying the Scan Destination Using the One Touch Buttons or [Pause/Redial] Key.......................... 109

Basic Procedures for Saving Scan Files on a USB Flash Memory Device................................................111

Scanning from Smart Organizing Monitor..................................................................................................113

Scanner Settings You Can Configure for Smart Organizing Monitor.................................................. 114

Basic Operation for TWAIN Scanning........................................................................................................117

Using TWAIN scanner..............................................................................................................................117

TWAIN scanning.......................................................................................................................................117

Settings you can configure in the TWAIN dialog box........................................................................... 118

Basic Operation for WIA Scanning............................................................................................................. 121

Using SANE scanning................................................................................................................................... 122

Specifying Scan Settings for Scanning........................................................................................................ 123

Specifying the Scanning Size According to the Size of the Original....................................................123

Adjusting Image Density........................................................................................................................... 123

Specifying Resolution................................................................................................................................124

6. Sending and Receiving a Fax

What You Can Do with the Fax Function.....................................................................................................125

Fax Setting Workflows.................................................................................................................................. 127

Fax Mode Screen..........................................................................................................................................128

Setting the Date and Time............................................................................................................................. 129

Registering Fax Destinations......................................................................................................................... 130

Registering Fax Destinations Using the Control Panel............................................................................130

Registering Fax Destinations Using Web Image Monitor...................................................................... 132

Sending a Fax................................................................................................................................................135

Selecting Transmission Mode...................................................................................................................135

Basic Operation for Sending a Fax......................................................................................................... 136

Specifying the Fax Destination................................................................................................................. 139

Useful Sending Functions..........................................................................................................................143

Specifying Scan Settings for Faxing........................................................................................................ 146

Using the Fax Function from a Computer (LAN-Fax)..................................................................................148

Basic Operation for Sending Faxes from a Computer...........................................................................148

Configuring Transmission Settings............................................................................................................150

Configuring the LAN-Fax Address Book................................................................................................. 150

Editing a Fax Cover Sheet........................................................................................................................ 153

Receiving a Fax..............................................................................................................................................154

Selecting Reception Mode....................................................................................................................... 154

Forwarding or Storing Faxes in Memory................................................................................................ 158

Lists/Reports Related to Fax......................................................................................................................... 162

7. Configuring the Machine Using the Control Panel

Basic Operation.............................................................................................................................................163

Menu Chart.................................................................................................................................................... 165

Copier Features Settings............................................................................................................................... 166

Scan Settings..................................................................................................................................................170

Fax Features Settings.....................................................................................................................................172

Address Book Settings...................................................................................................................................179

System Settings...............................................................................................................................................180

Tray Paper Settings........................................................................................................................................185

Administrator Settings....................................................................................................................................187

Printing Lists/Reports..................................................................................................................................... 194

Printing the Configuration Page................................................................................................................194

Types of Lists/Reports............................................................................................................................... 194

Network Settings............................................................................................................................................196

Wi-Fi Setup Wizard.......................................................................................................................................200

8. Configuring the Machine Using Utilities

Available Setting Functions Using Web Image Monitor and Smart Organizing Monitor...................... 201

Using Web Image Monitor...........................................................................................................................202

Displaying Top Page..................................................................................................................................... 203

Changing the Interface Language........................................................................................................... 204

Checking the System Information................................................................................................................. 205

Status Tab...................................................................................................................................................205

Counter Tab............................................................................................................................................... 206

Machine Information Tab......................................................................................................................... 207

Configuring the System Settings................................................................................................................... 208

Sound Volume Adjustment Tab................................................................................................................ 208

Tray Paper Settings Tab............................................................................................................................208

Copier Tab.................................................................................................................................................209

Fax Tab.......................................................................................................................................................210

Toner Management Tab...........................................................................................................................211

Interface Tab..............................................................................................................................................211

Shortcut to Function Tab............................................................................................................................212

Registering Destinations................................................................................................................................ 213

Configuring the Network Settings................................................................................................................ 214

Network Status Tab...................................................................................................................................214

IPv6 Configuration Tab.............................................................................................................................215

Network Application Tab......................................................................................................................... 216

DNS Tab.................................................................................................................................................... 217

Auto E-mail Notification Tab.................................................................................................................... 218

SNMP Tab................................................................................................................................................. 218

SMTP Tab...................................................................................................................................................219

POP3 Tab...................................................................................................................................................220

Wireless Tab..............................................................................................................................................221

Google Cloud Tab....................................................................................................................................222

Configuring the IPsec Settings.......................................................................................................................224

IPsec Global Settings Tab.........................................................................................................................224

IPsec Policy List Tab...................................................................................................................................224

Printing Lists/Reports..................................................................................................................................... 228

Configuring the Administrator Settings.........................................................................................................229

Administrator Tab...................................................................................................................................... 229

Rest Settings Tab........................................................................................................................................229

Backup Setting Tab................................................................................................................................... 230

Restore Setting Tab....................................................................................................................................231

Set Date/Time Tab....................................................................................................................................232

Energy Saver Mode Tab.......................................................................................................................... 233

Using Smart Organizing Monitor.................................................................................................................234

Displaying the Smart Organizing Monitor Dialog................................................................................. 234

Checking the Status Information...............................................................................................................235

Configuring the Machine Settings............................................................................................................236

Scanning Documents.................................................................................................................................237

9. Maintaining the Machine

Replacing the Print Cartridge........................................................................................................................239

Cautions When Cleaning..............................................................................................................................241

Cleaning the Inside of the Machine............................................................................................................. 242

Cleaning the Exposure Glass........................................................................................................................243

Cleaning the Auto Document Feeder...........................................................................................................244

Moving and Transporting the Machine....................................................................................................... 245

Disposal......................................................................................................................................................246

Where to Inquire....................................................................................................................................... 246

10. Troubleshooting

Error and Status Messages on the Screen...................................................................................................247

Error and Status Messages Appear on Smart Organizing Monitor..........................................................254

Clearing Misfeeds......................................................................................................................................... 256

Removing Jammed Paper from Tray 1.....................................................................................................256

Removing Jammed Paper from the Bypass Tray.....................................................................................258

Opening the Rear Cover to Remove Jammed Paper............................................................................. 259

Removing Scanning Jams......................................................................................................................... 260

When You Cannot Print Test Page............................................................................................................... 262

Paper Feed Problems.....................................................................................................................................263

Print Quality Problems................................................................................................................................... 265

Checking the Condition of the Machine..................................................................................................265

Checking the Printer Driver Settings.........................................................................................................265

Printer Problems............................................................................................................................................. 267

Print Positions Do Not Match Display Positions...................................................................................... 268

Copier Problems............................................................................................................................................ 269

Scanner Problems..........................................................................................................................................270

When Scanning Is Not Done As Expected............................................................................................. 270

Fax Problems..................................................................................................................................................271

When an error code appears on the fax journal or transmission status report....................................271

Common Problems.........................................................................................................................................273

11. Configuring Network Settings Using OS X

Connecting the Machine to a Wired Network........................................................................................... 275

Using a USB Cable................................................................................................................................... 275

Using an Ethernet Cable...........................................................................................................................276

Connecting the Machine to a Wireless Network........................................................................................278

Installing the Printer Driver........................................................................................................................ 278

Installing Smart Organizing Monitor.......................................................................................................278

Using the Wi-Fi Setup Wizard................................................................................................................. 279

Using the WPS Button............................................................................................................................... 280

Using a PIN Code..................................................................................................................................... 282

12. Appendix

Transmission Using IPsec...............................................................................................................................285

Encryption and Authentication by IPsec.................................................................................................. 285

Security Association.................................................................................................................................. 286

Encryption Key Exchange Settings Configuration Flow......................................................................... 287

Specifying Encryption Key Exchange Settings........................................................................................287

Specifying IPsec Settings on the Computer............................................................................................. 288

Enabling and Disabling IPsec Using the Control Panel..........................................................................290

Notes About the Toner.................................................................................................................................. 291

Specifications of the Machine...................................................................................................................... 292

General Function Specifications.............................................................................................................. 292

Printer Function Specifications..................................................................................................................295

Copier Function Specifications.................................................................................................................296

Scanner Function Specifications...............................................................................................................296

Fax Function Specifications...................................................................................................................... 297

Consumables..................................................................................................................................................299

Print Cartridge............................................................................................................................................299

Information for This Machine........................................................................................................................300

User Information on Electrical & Electronic Equipment (mainly Europe and Asia)..........300

Note for the Battery and/or Accumulator Symbol (For EU countries only)......................................... 301

Environmental Advice for Users (mainly Europe)............................................................... 301

Notice To Wireless LAN Interface Users (mainly Europe).................................................302

NOTICE TO USERS (NEW ZEALAND).................................................................................................. 303

Notes to users in the state of California (Notes to Users in USA)..........................................................303

Notes to users in the United States of America.......................................................................................303

Notes to Canadian Users of Wireless Devices.......................................................................................306

Notes to Canadian Users of SP 220SFNw.............................................................................................307

Remarques à l'attention des utilisateurs canadiens du SP 220SFNw...................................................307

ENERGY STAR Program........................................................................................................................... 308

Saving Energy............................................................................................................................................308

Copyright Information about Installed Applications...................................................................................311

Apache License..........................................................................................................................................311

dnsmasq..................................................................................................................................................... 313

GPL Version 2............................................................................................................................................ 314

iperf.............................................................................................................................................................322

libHaru........................................................................................................................................................324

Libsasl......................................................................................................................................................... 324

mDNSResponser....................................................................................................................................... 326

OpenCV.....................................................................................................................................................327

Open SSL................................................................................................................................................... 328

WPA Supplicant........................................................................................................................................ 331

Trademarks.....................................................................................................................................................333

INDEX...........................................................................................................................................................337

How to Find Information about Operations and Troubleshooting

You can find support information about operating the machine and troubleshooting in the Operating Manual (printed), Operating Manual (digital format), and Help (online).

Operating Manual (Printed)

The following manuals are provided with this machine.

Safety Information

This manual explains the safety precautions that should be followed when using the machine. Be sure to read this manual before using the machine.

Setup Guide

This manual explains how to set up the machine. It also explains how to remove the machine from the packaging and how to connect it to a computer.

Initial Guide for FAX (only SP 221SF, SP 220SFNw, and SP221SFNw)

This manual explains the preparations for using the fax function. Be sure to read this manual before using the fax function.

Operating Manual (Digital Format)

Operating manuals can be viewed from Ricoh's website or from the provided CD-ROM.

Viewing from a web browser

Access the Internet from a web browser.

Confirm that the computer or the machine is connected to the network.

Download the operating manuals from http://www.ricoh.com/.

Viewing from the provided CD-ROM

Operating manuals can also be viewed from the provided CD-ROM.

• When using Windows

1. Insert the CD-ROM into the CD-ROM drive.

2. Click [Read Manual] and follow the instructions on the screen.

The PDF file manual opens.

• When using OS X

1. Insert the CD-ROM into the CD-ROM drive.

2. Double-click [Manuals.htm] file, located on the CD-ROM root directory.

DSH250

3. Select the language.

4. Click [Read PDF manuals].

5. Click the manual you want to refer to.

The PDF file manual opens.

Help

Use the following procedure to open the Help files learn about the printer driver and Smart Organizing Monitor functions.

For details about Smart Organizing Monitor, see page 234 "Using Smart Organizing Monitor".

Printer driver

1. Click [Help] on the printing preferences dialog box.

For the procedure on how to open the printing preferences dialog box, see page 62 "Displaying the Printing Preferences Dialog Box".

Smart Organizing Monitor

DSH252

1. Click [Help] on the [Printer Configuration] screen.

How to Read This Manual

DSH101

Introduction

This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference.

Symbols Used in This Manual

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.

[]

Indicates the names of keys on the machine's display or control panels.

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.

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 -27, -29, -67

• 220–240 V

(mainly North America)

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

• CODE XXXX -17

• 120–127 V

• 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.

Disclaimer

To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any damages whatsoever arising out of failures of this machine, losses of the registered data, or the use or non-use of this product and operation manuals provided with it.

Make sure that you always copy or have backups of the data registered in this machine. Documents or data might be erased due to your operational errors or malfunctions of the machine.

In no event will the manufacturer be responsible for any documents created by you using this machine or any results from the data executed by you.

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

Notes

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

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.

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

The illustrations in this manual are for SP 220SFNw and SP 221SFNw.

Note to Administrator

Password

Certain configurations of this machine can be password-protected to prevent unauthorized modifications by others. We strongly recommend you to create your own password immediately.

The following are the operations that can be password-protected:

• Entering the [Address Book], [Network Settings], [Wi-Fi Setup Wizard], or [Admin. Tools] menu using the control panel

• You can access these menus without a password by factory default.

The setting for creating a password can be found in [Admin. Tools].

• Configuring the machine using Web Image Monitor

You can configure the machine using Web Image Monitor without a password by factory default. The setting for creating a password can be found in [Administrator Settings].

For details about creating passwords, see page 229 "Configuring the Administrator Settings".

About IP Address

In this manual, "IP address" covers both IPv4 and IPv6 environments. Read the instructions that are relevant to the environment you are using.

Differences in Performance/Functions between Different Models

The differences in main performance/functions between different models are as follows:

SP 221S

Fax Not available Not available Available

ADF Not available Available

GDI driver Available Available Available Available

Ethernet Port (Network)

Not available Available Not available Available

SP 220SNw

SP 221SNw

(Standard)

SP 221SF

(Standard)

Available

(Standard)

SP 220SFNw

SP 221SFNw

Available

(Standard)

Available

(Standard)

SP 221S

SP 220SNw

SP 221SF

SP 221SNw

SP 220SFNw

SP 221SFNw

Wireless LAN Not available Available Not available Available

Scan to

Not available Available Not available Available

Email/FTP/Folder

Web Image

Not available Available Not available Available

Monitor

Toner

Not available Not available Available

Available

Management (Toner Level Indication)

Paperless FAX

Depending on the [Toner End Option] setting, the toner management (toner level indication) function may not

be available. For [Toner End Option], see page 180 "System Settings".

"Paperless FAX" refers to the function that allows you to store faxes in memory and print only the ones you

want, thus saving paper. "Paperless FAX" refers to [Reception File Setting] and [Notify Forward Status] that can be specified using the machine's control panel and [Fax Received File Setting] that can be specified using Web Image Monitor. For details, see page 172 "Fax Features Settings" and page 208 "Configuring the System Settings".

Not available Not available Not available Available

1. Guide to the Machine

DSH103

This chapter describes preparations for using the machine and its operating instructions.

Guide to Components

This section introduces the names of the various parts on the front and rear side of the machine and outlines their functions.

Exterior

• SP 221S is not equipped with an Auto Document Feeder (ADF).

• SP 221S and SP 221SF do not come with an Ethernet port.

1. Guide to the Machine

No. Name Description

1 Input Tray for the ADF Place stacks of originals here. They will feed in automatically. This

tray can hold up to 35 sheets of plain paper.

2 Auto Document Feeder

(Exposure Glass Cover)

The ADF is integrated with the exposure glass cover. Open this cover to place originals on the exposure glass.

3 Line and TEL Port • Upper port: Port for external telephone connection.

• Lower port: G3 (analog) line Interface port for telephone line connection.

4 USB Port For connecting the machine to a computer using a USB cable.

5 Ethernet Port For connecting the machine to the network using a network

interface cable.

6 Rear Cover Open this cover to remove jammed paper.

7 Tray Cover Attach this cover when you extend the tray.

8 Stop Fence Raise this fence to prevent paper from falling off.

9 Tray 1 This tray can hold up to 150 sheets of plain paper.

10 Bypass Tray This tray can hold one sheet of plain paper.

11 Front Cover Open this cover to replace the print cartridge or remove jammed

paper.

12 USB Flash Disk Port Insert a USB flash disk to store scanned files using the Scan to USB

function.

13 Control Panel Contains a screen and keys for machine control.

14 ADF Cover Open this cover to remove originals jammed in the ADF.

15 Exposure Glass Place originals here sheet by sheet.

• If it is difficult to take printed paper out of the output tray, you can lift the control panel and make it easier to take the printed paper out.

DSH104

Interior

DSH106

Guide to Components

No. Name Description

1 Print Cartridge A replacement consumable that is required to make prints on

paper. It needs to be replaced when the alert indicator flashes red. For details about replacing the cartridge, see page 239 "Replacing the Print Cartridge".

DSH107

12345 6 7 8 9 10 11

1713 14 15 16 18

1. Guide to the Machine

Control Panel

SP 221S, SP 220SNw, SP 221SNw

No. Name Description

1 [Image Quality] key Press to select the scan quality for the current job.

2 [Shortcut to Func.] key Press to use the function pre-assigned to this key.

3 [Density] key Press to adjust the image density for the current job.

4 [Copy] key Press to switch the machine to copier mode.

5 [Scanner] key Press to switch the machine to scanner mode.

6 Screen Displays the current status and messages.

7 Scroll Keys Press to move the cursor in the direction indicated by the key.

8 Number Keys Press to enter numerical values when specifying settings such as

fax numbers and copy quantities or to enter letters when specifying names.

9 [Clear/Stop] key Press to cancel or stop print jobs, document copying, scanning,

fax transmission/reception, and other actions in progress.

10 [User Tools] key Press to display the menu for configuring the machine's system

settings.

11 [Power] key This indicator lights up blue when the machine is turned on.

12 [Wi-Fi Direct] key (only

SP 220SNw and SP 221SNw)

Pressing this key while Wi-Fi is disabled activates Wi-Fi and reboots the machine automatically. Press this key while Wi-Fi is enabled to activate or deactivate the Wi-Fi Direct function. This indicator lights blue when the Wi-Fi Direct function is active.

1234567 8 9 10 11 12 13

14 15 16 17 18 19 20 21 22 24

DSH108

Guide to Components

No. Name Description

13 Selection keys Press the key underneath an item shown on the bottom line of the

screen to select it.

14 Data In Indicator This indicator flashes blue when the machine receives print data

from the host device.

15 [Back] key Press to cancel the last operation or to return to the previous level

of the menu tree.

16 Alert Indicator This indicator lights up red when the machine runs out of paper or

consumables, when the paper settings do not match the settings specified by the driver, or when other errors occur. It flashes when the toner is nearly empty.

17 [OK] Key Press to confirm settings and specified values, or to move to the

next menu level.

18 [Start] key Press to start fax transmission/reception, scanning, or copying.

Control Panel

SP 221SF, SP 220SFNw, SP 221SFNw

No. Name Description

1 [On Hook Dial] key Press to use on-hook dialing to check the destination's status when

sending a fax.

2 [Address Book] key Press to select a scan or fax destination from the Address Book.

3 [Image Quality] key Press to select the scan quality for the current job.

4 [Shortcut to Func.] key Press to use the function pre-assigned to this key.

1. Guide to the Machine

No. Name Description

5 [Density] key Press to adjust the image density for the current job.

6 [Copy] key Press to switch the machine to copier mode.

7 [Scanner] key Press to switch the machine to scanner mode.

8 Screen Displays the current status and messages.

9 Scroll Keys Press to move the cursor in the direction indicated by the key.

10 Number Keys Press to enter numerical values when specifying settings such as

fax numbers and copy quantities or to enter letters when specifying names.

11 [Clear/Stop] key Press to cancel or stop print jobs, document copying, scanning,

fax transmission/reception, and other actions in progress.

12 [User Tools] key Press to display the menu for configuring the machine's system

settings.

13 [Power] key This indicator lights up blue when the machine is turned on.

14 One Touch buttons Press to select a scan or fax Quick Dial destination.

15 [Pause/Redial] key Press to insert a pause in a fax number or to display the last used

scan or fax destination.

16 [Shift] key Press to use the Quick Dial numbers 5 to 8 when specifying a scan

or fax destination using the One Touch buttons.

17 [Wi-Fi Direct] key

(only SP 220SFNw and SP 221SFNw)

18 [Facsimile] key Press to switch the machine to fax mode.

19 Selection keys Press the key underneath an item shown on the bottom line of the

screen to select it.

20 Data In Indicator This indicator flashes blue when the machine receives print data

from the host device.

21 [Back] key Press to cancel the last operation or to return to the previous level

of the menu tree.

Guide to Components

No. Name Description

22 Alert Indicator This indicator lights up red when the machine runs out of paper or

consumables, when the paper settings do not match the settings specified by the driver, or when other errors occur. It flashes when the toner is nearly empty.

23 [OK] Key Press to confirm settings and specified values, or to move to the

next menu level.

24 [Start] key Press to start fax transmission/reception, scanning, or copying.

DSH140

1. Guide to the Machine

Changing Operation Modes

You can switch between copier, scanner, and fax modes by pressing the corresponding keys.

Press the [Copy], [Scanner], or [Facsimile] (only SP 221SF, SP 220SFNw, and SP 221SFNw) key to activate each mode. While in each mode, the corresponding key lights up.

Function Priority

By default, copy mode is selected when the machine is turned on, or if the preset [System Auto Reset Timer] time passes with no operation while the initial screen of the current mode is displayed. You can change the selected mode using [Function Priority] under [Admin. Tools].

For details about [System Auto Reset Timer] or [Function Priority], see page 187 "Administrator Settings".

Multi-access

This machine can perform multiple jobs using different functions, such as copying and faxing, at the same time. Performing multiple functions simultaneously is called “Multi-access”.

The following table shows the functions that can be performed simultaneously.

Current job Job that you want to execute simultaneously

Copying • Fax transmission

• Fax reception

• Receiving a print job from a computer (the actual printing starts after copying is finished)

• Receiving a LAN-Fax job from a computer

• LAN-Fax transmission

Scanning • Fax transmission

• Fax reception

• Printing a fax received in the machine's memory

• Printing

• Receiving a LAN-Fax job from a computer

• LAN-Fax transmission

Scanning a fax into the machine's memory before transmission

Fax transmission • Printing a fax received in the machine's memory

• Fax transmission

• Fax reception

• Printing a fax received in the machine's memory

• Printing

• Receiving a LAN-Fax job from a computer

• Printing

• Receiving a LAN-Fax job from a computer

• Copying

• Scanning

• Scanning a fax into the machine's memory before transmission

1. Guide to the Machine

Current job Job that you want to execute simultaneously

Fax reception • Scanning

• Scanning a fax into the machine's memory before transmission

• Receiving a LAN-Fax job from a computer

• Copying

Printing a fax received in the machine's memory

• Scanning

• Scanning a fax into the machine's memory before transmission

• Fax transmission

• Receiving a LAN-Fax job from a computer

• LAN-Fax transmission

Printing • Scanning

• Scanning a fax into the machine's memory before transmission

• Fax transmission

• LAN-Fax transmission

Receiving a LAN-Fax job from a computer

• Copying

• Scanning

• Fax reception

• Printing a fax received in the machine's memory

• LAN-Fax transmission

LAN-Fax transmission • Copying

• Scanning

• Scanning a fax into the machine's memory before transmission

• Printing a fax received in the machine's memory

• Printing

• Receiving a LAN-Fax job from a computer

Fax printing may take longer than normal if you scan using the control panel at the same time, especially

when scanning multiple pages using the exposure glass.

• If you try to use a function that cannot be performed simultaneously, you will hear a beep sound from the machine or see a failure message pop up on your computer screen. In this case, try again after the current job is finished.

About Operation Tools

This section explains the operation tools of this machine.

Depending on the model, Web Image Monitor may not be available. For details about model-specific differences, see "Differences in Performance/Functions between Different Models" in page 13 "How to Read This Manual".

Control Panel

The control panel contains a screen and keys for controlling the machine. They allow you to configure the machine's various settings.

For details about how to use the control panel, see page 163 "Configuring the Machine Using the Control Panel".

Smart Organizing Monitor

Install this utility on your computer from the included CD-ROM before using it.

Using Smart Organizing Monitor, you can check the machine's status, configure its settings, and use other functions.

For details about how to use Smart Organizing Monitor, see page 234 "Using Smart Organizing Monitor".

1. Guide to the Machine

Web Image Monitor

You can check the machine's status and configure its settings by accessing the machine directly using Web Image Monitor.

For details about how to use Web Image Monitor, see page 201 "Configuring the Machine Using Utilities".

Assigning a Setting to the Shortcut Key

You can access a frequently-used setting with a single keystroke by assigning the setting to the [Shortcut to Func.] key.

You can configure settings for the following 3 function:

• ID Card Copy Mode

• Fax Immediate TX

• Select Scanner Dest.

Assigning a Setting Using the Control Panel

1. Press the [User Tools] key.

2. Press the [ ] or [ ] key to select [Admin. Tools], and then press the [OK] key.

3. If you are requested to enter a password, enter the password using the number keys,

and then press the [OK] key.

4. Press the [ ] or [ ] key to select [Shortcut to Function], and then press the [OK] key.

5. Press the [ ] or [ ] key to select the setting you want to configure, and then press the

[OK] key.

6. Press the [User Tools] key to return to the initial screen.

• A password for accessing the [Admin. Tools] menu can be specified in [Admin. Tools Lock].

Assigning a Setting Using Web Image Monitor

1. Start the web browser and enter "http://(the machine's IP address)/" in the address bar.

2. Click [System Settings].

3. Click the [Shortcut to Function] tab.

4. Specify the setting you want to configure from [Shortcut to Function Settings].

5. Enter the administrator password if required.

6. Click [OK].

7. Close the web browser.

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1. Guide to the Machine

• For details about passwords, see page 229 "Configuring the Administrator Settings".

Accessing the Function Assigned to the Shortcut Key

1. Press the [Shortcut to Func.] key.

The function assigned to the [Shortcut to Func.] key is displayed.

Entering Characters

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To enter characters, use keys as follows:

To enter a digit

Press a number key.

To delete a character

Entering Characters

Press the [

To enter a fax number

• To enter a number

• To enter characters other than digits

To enter a name

Letters, numbers, and symbols can be entered using the number keys.

To enter two characters consecutively that use the same number key, press the [ ] key to move the cursor before entering the second character.

] key.

Use the number keys.

" ": Press [ ].

Pause: Press the [Pause/Redial] key. "P" appears on the screen.

Space: Press the [ ] key.

• Characters you can enter depend on the setting you are configuring.

1. Guide to the Machine

• If the number you entered is too large or too small for the setting, it will not be accepted. If you press the [OK] key, the machine will increase or decrease the number to the minimum or maximum value for the setting.

2. Paper Specifications and Adding

Load paper into the paper tray.

Specify the paper type and size.

Specify the paper type and size on the printer driver.

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Paper

This chapter describes how to load paper and originals and about their specifications.

Workflow for Loading Paper and Configuring Paper Sizes and Types

This section explains how to load paper and the operations required after loading paper.

After following the procedures below, you can copy or print on the paper that is loaded in the machine.

For details about the procedures, refer to the next page.

Procedure Reference

• When loading paper into Tray 1

See page 35 "Loading Paper into Tray 1".

• When loading paper into the bypass tray

See page 40 "Loading Paper into the Bypass Tray".

There are three ways to specify the paper type and size.

• When using the control panel

See page 42 "Specifying Paper Type and Paper Size Using the Control Panel".

• When using Web Image Monitor

See page 47 "Specifying Paper Type and Paper Size Using Web Image Monitor".

• When using Smart Organizing Monitor

See page 45 "Specifying Paper Type and Paper Size Using Smart Organizing Monitor".

2. Paper Specifications and Adding Paper

Procedure Reference

See page 48 "Specifying Paper Type and Paper Size Using the Printer Driver".

For details about supported paper, see page 50 "Supported Paper".

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Loading Paper

This section explains how to load paper into the paper tray and the bypass tray.

• When loading paper, take care not to trap or injure your fingers.

For information about supported paper, precautions for storing paper and print areas, see page 50 "Supported Paper".

• When loading paper, be sure to configure the paper size and paper type for the bypass tray and Tray 1. When printing a document, specify the paper size and paper type and select the paper tray in the printer driver so that the settings configured when paper is loaded can be used for printing.

Loading Paper into Tray 1

Extend this tray to load A5 paper vertically or to load paper larger than A4 (297 mm). For details, see page 38 "Extending Tray 1 to load paper".

1. Pull Tray 1 out slowly, and then remove it using both hands.

Place the tray on a flat surface.

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2. Paper Specifications and Adding Paper

2. Slide the side and end paper guides outward.

3. Fan the paper before loading it in the tray.

4. Load the new paper stack print side down.

Make sure paper is not stacked higher than the upper limit marked inside the side paper guide.

Align the end paper guide to the paper size mark in the tray.

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Loading Paper

5. Check there are no gaps between the paper and the paper guides (both side and end

paper guides).

6. Carefully push Tray 1 straight into the machine.

To avoid paper jams, make sure the tray is securely inserted.

To deliver the sheets face up, open the rear cover.

• Sheets can be delivered face down from the output tray without opening the rear cover.

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2. Paper Specifications and Adding Paper

Extending Tray 1 to load paper

This section explains how to load paper larger than A4 (297 mm) into the machine.

1. Remove the tray cover.

Pull Tray 1 out slowly, and then remove it using both hands.

3. Release the extender locks on both sides of the tray, and then pull out the extender.

Make sure the extender's inner surface and the scale are aligned.

You can adjust the length of the extender in three steps. When using A5 SEF, A4 or letter size paper, adjust the length to the position indicated by the mark " " in the tray.

When using legal size paper, adjust the length to the position indicated by the mark " " in the

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tray.

4. Lock the extender.

Loading Paper

5. Follow Steps 2 to 7 in "Loading Paper into Tray 1".

6. Attach the tray cover.

• Legal paper or custom-size paper longer than A4 must be loaded without attaching the tray cover. ( only)

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2. Paper Specifications and Adding Paper

Loading Paper into the Bypass Tray

• Do not load paper in the bypass tray unless the message "Ready" is displayed.

1. Open the bypass tray.

2. Slide the side guides outward, load paper with the print side up, and then push in until it

stops against the machine.

3. Adjust the side guides to the paper width.

To deliver the sheets face up, open the rear cover.

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Loading Paper

• Sheets can be delivered face down from the output tray without opening the rear cover.

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2. Paper Specifications and Adding Paper

Specifying Paper Type and Paper Size Using the Control Panel

This section describes how to specify the paper size and paper type using the control panel.

• Paper type and size can also be specified using the printer driver. For details, see the printer driver Help.

• If [Auto Continue] under [System Settings] is enabled, printing stops temporarily if a paper type/ size error is detected. The printing restarts automatically with the settings made with the control panel after about ten seconds. For details about [Auto Continue], see page 180 "System Settings".

Specifying the Paper Type

This section describes how to specify the paper type.

1. Press the [User Tools] key.

2. Press the [ ] or [ ] key to select [Tray Paper Settings], and then press the [OK] key.

3. Press the [ ] or [ ] key to select the paper type setting for the desired tray, and then

press the [OK] key.

4. Press the [ ] or [ ] key to select the desired paper type, and then press the [OK] key.

5. Press the [User Tools] key to return to the initial screen.

• You can press the [Back] key to exit to the previous level of the menu tree.

Specifying the Standard Paper Size

This section describes how to specify the standard paper size.

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Specifying Paper Type and Paper Size Using the Control Panel

1. Press the [User Tools] key.

2. Press the [ ] or [ ] key to select [Tray Paper Settings], and then press the [OK] key.

3. Press the [ ] or [ ] key to select the paper size setting for the desired tray, and then press

the [OK] key.

4. Press the [ ], [ ],[ ], or [ ] key to select the desired paper size, and then press the [OK]

key.

5. Press the [User Tools] key to return to the initial screen.

• You can press the [Back] key to exit to the previous level of the menu tree.

Specifying a Custom Paper Size

This section describes how to specify a custom paper size.

1. Press the [User Tools] key.

2. Press the [ ] or [ ] key to select [Tray Paper Settings], and then press the [OK] key.

3. Press the [ ] or [ ] key to select the paper size setting for the desired tray, and then press

the [OK] key.

4. Press the [ ], [ ], [ ], or [ ] key to select [Custom Size], and then press the [OK] key.

2. Paper Specifications and Adding Paper

5. Press the [ ] or [ ] key to select [mm] or [inch], and then press the [OK] key.

6. Enter the width using number keys, and then press the [OK] key.

To enter a decimal point, press [ ].

7. Enter the length using number keys, and then press the [OK] key.

To enter a decimal point, press [

8. Press the [User Tools] key to return to the initial screen.

• You can press the [Back] key to exit to the previous level of the menu tree.

Specifying Paper Type and Paper Size Using Smart Organizing Monitor

The procedure in this section is an example based on Windows 7. The actual procedure may vary depending on the operating system you are using.

1. On the [Start] menu, click [All Programs].

2. Click [SP 220 Series Software Utilities].

3. Click [Smart Organizing Monitor for SP 220 Series].

Smart Organizing Monitor starts.

4. If the machine you are using is not selected, click [Connect Printer], and then do one of the

following:

• Select the machine's model.

• Enter the IP address of the machine manually.

• Click [Search Network Printer] to search the machine via the network.

5. Click [OK].

6. On the [User Tools] tab, click [Printer Configuration].

If you are requested to enter an access code, enter the access code and then click [OK].

The default access code is "Admin".

7. On the [Paper Input] tab, select the paper type and paper size, and then click [OK].

8. Click [Close].

Specifying a Custom Paper Size

1. On the [Start] menu, click [All Programs].

2. Paper Specifications and Adding Paper

2. Click [SP 220 Series Software Utilities].

3. Click [Smart Organizing Monitor for SP 220 Series].

4. If the machine you are using is not selected, click [Connect Printer], and then do one of the

following:

• Select the machine's model.

• Enter the IP address of the machine manually.

• Click [Search Network Printer] to search the machine via the network.

5. Click [OK].

6. On the [User Tools] tab, click [Printer Configuration].

If you are requested to enter an access code, enter the access code and then click [OK].

The default access code is "Admin".

7. On the [Paper Input] tab, select [Custom Paper Size] in the [Paper Size] list.

8. In the [Unit] list, select [mm] or [inch].

9. In the [Horizontal] box and [Vertical] box, specify the width and length.

10. Click [OK].

11. Click [Close].

Specifying Paper Type and Paper Size Using Web Image Monitor

This section describes how to specify paper sizes and types using Web Image Monitor.

1. Start the web browser and access the machine by entering its IP address.

The top page of Web Image Monitor appears.

2. Click [System Settings].

3. Click [Tray Paper Settings].

4. Select the paper type and paper size for the tray you want to use.

5. Enter the administrator password if required.

6. Click [OK].

7. Close the web browser.

Specifying a Custom Paper Size

1. Start the web browser and access the machine by entering the IP address.

2. Click [System Settings].

3. Click [Tray Paper Settings].

4. Select [Custom Size] in the [Paper Size] list.

5. Select [mm] or [inch] and specify the width and length.

6. Enter the administrator password if required.

7. Click [OK].

8. Close the web browser.

2. Paper Specifications and Adding Paper

Specifying Paper Type and Paper Size Using the Printer Driver

• Make sure that the paper type and size specified with the printer driver matches the type and size of the paper loaded in the tray. Since this machine does not detect paper sizes automatically, the type or size of the paper may be mismatched and the print job may not print correctly.

When Using Windows

The procedure in this section is an example based on Windows 7. The actual procedure may vary depending on the operating system you are using.

1. Open the [Printing Preferences] dialog box from the printer driver.

For information of how to open the printer driver properties from [Devices and Printers], see page 62 "Displaying the Printing Preferences Dialog Box".

The [Printing Preferences] dialog box appears.

2. Click the [Paper] tab.

3. In the [Input Tray:] list, select the paper tray you want to use for printing.

4. In the [Paper Type:] list, select the type of paper that is loaded in the paper tray.

5. Select the [Print On] check box and select the size of the paper that is loaded in the paper

tray.

Clear the [Fit to Print Size] check box as necessary.

Specifying Paper Type and Paper Size Using the Printer Driver

6. Click [OK].

When Using OS X

The procedure in this section is an example based on OS X 10.11. The actual procedure may vary depending on the operating system you are using.

1. Start System Preferences.

2. Click [Printers & Scanners].

3. Select the printer you are using.

4. In the [Paper Size:] list, select the size of the document to be printed.

5. Select [Printer Features] in the pop-up menu.

6. In the [Media Type:] list, select the type of paper that is loaded in the paper tray.

2. Paper Specifications and Adding Paper

Supported Paper

• After loading paper in the tray, specify the paper type and size using the control panel or using Smart Organizing Monitor and printer driver. This machine does not detect the paper size automatically.

• When loading custom size paper, specify the width and length using the control panel and the printer driver.

Type Size Weight Capacity

Plain Paper

Recycled Paper

Thick Paper 1

Thin Paper

Letterhead

Preprinted Paper

Prepunched Paper

Bond Paper

/2 × 11, B5 JIS, B6 JIS,

A4, 8 A5 LEF, A5 SEF, A6, 81/2 × 14, 81/2 × 13, 8.5 × 13.4, 8.5 × 13.6, 16K, 8.11 × 13.3, 51/2 × 81/

• Tray 1

60 to 105 g/m2 (16 to 28 lb.)

• Bypass tray

52 to 128 g/m2 (14 to 34 lb.)

• Tray 1

150 sheets

• Bypass tray

1 sheet

(80 g/m2, 20 lb.)

Cardstock

Color Paper

Plain Paper

Recycled Paper

Thick Paper 1

Thin Paper

Letterhead

Preprinted Paper

Prepunched Paper

Bond Paper

Cardstock

Color Paper

Custom size:

100 to 216 mm in width,

148 to 356 mm in length

(3.94 to 8.50 inches in width,

5.83 to 14.02 inches in length)

• Tray 1

60 to 105 g/m2 (16 to 28 lb.)

• Bypass tray

52 to 128 g/m2 (14 to 34 lb.)

Specifications of Paper Types

The following tables describe the types of paper that can be used with this machine.

• Tray 1

150 sheets

• Bypass tray

1 sheet

(80 g/m2, 20 lb.)

Supported Paper

• Depending on the paper type, the toner may take a while to dry. Before handling printed sheets, make sure that they have fully dried. Otherwise, the toner may smudge.

• Print quality can be guaranteed only if recommended paper is used. For more information about the recommended paper, contact your sales or service representative.

Plain Paper

Item Description

Paper thickness 65 to 99 g/m2 (17 to 27 lb.)

Supported paper tray Tray 1 and bypass tray

Thick Paper 1

Item Description

Paper thickness 100 to 130 g/m2 (27 to 35 lb.)

Supported paper tray Tray 1 and bypass tray

Thin Paper

Item Description

Paper thickness 52 to 64 g/m2 (14 to 16 lb.)

Supported paper tray Tray 1 and bypass tray

Recycled Paper

Item Description

Paper thickness 75 to 90 g/m2 (20 to 24 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

2. Paper Specifications and Adding Paper

Color Paper

Item Description

Paper thickness 75 to 90 g/m2 (20 to 24 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

Preprinted Paper

Item Description

Paper thickness 75 to 90 g/m2 (20 to 24 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

Prepunched Paper

Item Description

Paper thickness 75 to 90 g/m2 (20 to 24 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

Letterhead

Item Description

Paper thickness 100 to 130 g/m2 (27 to 35 lb.)

Supported paper tray Tray 1 and bypass tray

Notes Paper that has a thickness outside the specified range cannot be printed

onto.

Supported Paper

Bond Paper

Item Description

Paper thickness 100 to 130 g/m2 (28 to 43 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

Cardstock

Item Description

Paper thickness 100 to 130 g/m2 (27 to 35 lb.)

Supported paper tray Tray 1 and bypass tray

Notes If the paper thickness is outside the specified range, select [Thin Paper],

[Plain Paper], or [Thick Paper 1].

Non-Recommended Paper Types

Do not use the following types of paper:

• Ink-jet printer paper

• Bent, folded, or creased paper

• Curled or twisted paper

• Torn paper

• Wrinkled paper

• Damp paper

• Dirty or damaged paper

• Paper that is dry enough to emit static electricity

• Paper that has already been printed onto, except a preprinted letterhead paper.

Malfunctions are especially likely when using paper printed on by other than a laser printer (e.g.monochrome and color copiers, ink-jet printers, etc.)

• Special paper, such as thermal paper and carbon paper

• Paper weighing heavier or lighter than the limit

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2. Paper Specifications and Adding Paper

• Paper with windows, holes, perforations, cutouts, or embossing

• Adhesive label paper on which glue or base paper is exposed

• Paper with clips or staples

• When loading paper, take care not to touch the surface of the paper.

• Even if paper is adequate for the machine, poorly stored paper can cause paper misfeeds, print quality degradation, or malfunctions.

Paper Storage

• Store paper appropriately. If the paper is stored incorrectly, misfeeds, lower printing quality, or malfunctions may result.

When storing paper:

• Do not store paper in a humid place.

• Do not store paper in direct sunlight.

• Do not stand paper on its edge.

• Store any leftover paper in a wrapping or box supplied with the paper.

Print Area

The diagram below shows the area of the paper that the machine can print on.

From the printer driver

1. Print area

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2. Feed direction

3. Approx. 4.2 mm (0.2 inches)

4. Approx. 4.2 mm (0.2 inches)

Copier function

Supported Paper

1. Print area

2. Feed direction

3. Approx. 4.0 mm (0.2 inches)

4. Approx. 3.3 mm (0.1 inches)

5. Approx. 3.0 mm (0.1 inches)

• The print area may vary depending on the paper size, printer language and printer driver settings.

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2. Paper Specifications and Adding Paper

Placing Originals

This section describes the types of originals you can set and how to place them.

Placing Originals on the Exposure Glass

This section describes the procedure for placing originals on the exposure glass.

• Do not place originals before any correction fluid and toner has completely dried. Doing so may make marks on the exposure glass that will appear on copies.

• The original in the ADF takes precedence over the original on the exposure glass if you place originals both in the ADF and on the exposure glass.

• Because colors made by marker or highlighter pen on originals are difficult to reproduce, they might not appear on copies.

1. Lift the ADF or the exposure glass cover.

Be careful not to hold the input tray when lifting the ADF, for the tray might be damaged.

2. Place the original face down on the exposure glass. The original should be aligned to the

upper-left corner.

3. Lower the ADF or the exposure glass cover.

Hold down the ADF or the exposure glass cover with your hands when using thick, folded, or bound originals and when the ADF or the exposure glass cover cannot be lowered completely.

Placing Originals in the Auto Document Feeder

By using the ADF, you can scan multiple pages at once.

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Placing Originals

• SP 221S is not equipped with an ADF.

• Do not place different size originals in the ADF at once.

• Straighten curls in the originals before placing them in the ADF.

• To prevent multiple sheets from being fed at once, fan the pages of your original before placing them in the ADF.

• Place the original squarely.

1. Open the cover of the input tray for the ADF and adjust the guides according to the size of

the original.

2. Place the aligned originals face up in the ADF. The last page should be on the bottom.

• When placing originals longer than A4, pull out the ADF tray's extenders.

About Originals

This section describes the types of originals that can be placed and the parts of the original that are chipped in the scanned copy.

2. Paper Specifications and Adding Paper

• SP 221S is not equipped with an ADF.

Recommended size of originals

This section describes the recommended size of the original.

Exposure glass

Up to 216 mm (8.5 inches) in width, up to 297 mm (11.7 inches) in length

ADF

• Paper size: 140 to 216 mm (51/2 to 81/2 inches) in width, 140 to 356 mm (51/2 to 14 inches) in length

• Paper weight: 52 to 105 g/m2 (14 to 28 lb.)

• Only 1 sheet of an original can be placed on the exposure glass at a time.

• In the ADF, up to 35 sheets of originals can be placed at once (when using paper weighing 80 g/m2, 20 lb.).

Types of originals not supported by the Auto Document Feeder

If placed in the ADF, the following types of original might be damaged or become jammed, or result in gray or black lines appearing on prints:

• Originals larger or heavier than recommended

• Stapled or clipped originals

• Perforated or torn originals

• Curled, folded, or creased originals

• Pasted originals

• Originals with any kind of coating, such as thermal fax paper, art paper, aluminum foil, carbon paper, or conductive paper

• Originals with perforated lines

• Originals with indexes, tags, or other projecting parts

• Sticky originals such as translucent paper

• Thin, highly flexible originals

• Thick originals such as postcards

• Bound originals such as books

• Transparent originals such as OHP transparencies or translucent paper

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Placing Originals

• Originals that are wet with toner or white out

Unscannable image area

Even if you correctly place originals in the ADF or on the exposure glass, margins of a few millimeters on all four sides of the original might not be scanned.

Margins when using exposure glass

In copier mode In scanner mode

Top 4 mm 0 mm

Right 3 mm 0 mm

Left 3 mm 0 mm

Bottom 3.3 mm 0 mm

Margins when using ADF

In copier mode In scanner mode

Top 4 mm 0 mm

Right 3 mm 0 mm

Left 3 mm 0 mm

Bottom 3.3 mm 2 mm

2. Paper Specifications and Adding Paper

3. Printing Documents

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This chapter describes how to configure settings on the printer driver and print documents.

What You Can Do with the Printer Function

Combined printing

You can combine multiple pages and print them on a single sheet of paper. For details, see the printer driver Help.

3. Printing Documents

Displaying the Printing Preferences Dialog Box

To change the default settings of the printer driver, configure settings in the [Printing Preferences] dialog box.

To change the default settings of all applications, open the [Printing Preferences] dialog box from the OS. For details, see page 62 "Displaying the Printing Preferences Dialog Box from the [Start] Menu". To change the default settings of a specific application, open the [Printing Preferences] dialog box from that application. For details, see page 62 "Displaying the Printing Preferences Dialog Box in an Application".

Displaying the Printing Preferences Dialog Box from the [Start] Menu

This section explains how to open the [Printing Preferences] dialog box from [Devices and Printers].

• When the printer driver is distributed from the print server, the setting values specified by the server are displayed as the default for [Printing Defaults...].

• You cannot configure different print settings for each user. The settings configured in this dialog box are used as the default.

1. On the [Start] menu, click [Devices and Printers].

2. Right-click the icon of the printer you want to use.

3. Click [Printing Preferences].

Displaying the Printing Preferences Dialog Box in an Application

You can make printer settings for a specific application. To make printer settings for a specific application, open the [Printing Preferences] dialog box from that application.

The settings displayed in the [Printing Preferences] dialog box opened from the [Devices and Printers] window are applied as the default in the [Printing Preferences] dialog box opened in an application. When printing from an application, modify the settings as required.

The screens displayed may differ depending on the application. The following procedure explains how to print documents from an application using WordPad in Windows 7 as an example.

Displaying the Printing Preferences Dialog Box in an Application When Using Windows

1. Click the WordPad menu button in the upper left corner of the window, and then click

[Print].

Displaying the Printing Preferences Dialog Box

2. In the [Select Printer] list, select the printer you want to use.

3. Click [Preferences].

• Procedures for opening the [Printing Preferences] dialog box vary depending on the application. For details, see the printer driver Help or the manuals provided with the application.

Displaying the Printing Preferences Dialog Box in an Application When Using OS X

The following procedure is explained using OS X 10.11 as an example.

1. Open the document to print.

2. Select [Print...] on the [File] menu.

3. Check that the machine name or IP address you are using is selected in the [Printer:]

popup menu.

If the machine name or IP address you are using is not selected in the [Printer:] list, click the list, and then select the machine.

3. Printing Documents

Basic Operation of Printing

The following procedure explains how to perform basic printing.

For details of printing options, see the printer driver Help.

The procedure in this section is an example based on Windows 7. The actual procedure may vary depending on the operating system you are using.

1. Open the printer properties dialog box in your document's application.

For details about each setting, click [Help]. You can also click the information icons to show configuration information.

2. Set printing options as necessary, and then click [OK].

The printer properties dialog box closes.

3. Click [Print].

• If a paper jam occurs, printing stops after the current page has been printed out. After the jammed paper is removed, printing restarts from the jammed page automatically. For details about how to remove the jammed paper, see page 256 "Clearing Misfeeds".

Canceling a Print Job

You can cancel print jobs using either the machine's control panel or your computer, depending on the status of the job.

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Basic Operation of Printing

Canceling a print job before printing has started

1. Double-click the printer icon on the task tray of your computer.

2. Select the print job you want to cancel, click the [Document] menu, and then click

[Cancel].

3. Click [Yes].

• If you cancel a print job that has already been processed, printing may continue for a few pages before being canceled.

• It may take a while to cancel a large print job.

Canceling a print job while printing

1. Press the [Clear/Stop] key.

3. Printing Documents

4. Copying Originals

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This chapter describes the basic and advanced procedures for making copies and how to specify settings.

What You Can Do with the Copier Function

Combine copying (only SP 220SNw, SP 220SFNw, SP 221SNw, and SP 221SFNw are available)

Combine copying allows you to copy multiple pages onto a single sheet of paper. This saves paper and documents require less shelf space for storage. For details about the settings, see page 74 "Making Combined/2-sided Copies".

ID card copying

ID card copying allows you to copy the front and back sides of an ID card or passport onto one side of a sheet of paper. For details, see page 79 "Copying an ID Card".

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4. Copying Originals

Copier Mode Screen

This section provides information about the screen when the machine is in copier mode.

By default, the display shows the copier screen when the machine is turned on.

If the scanner or fax screen is shown on the display, press the [Copy] key on the control panel to switch to the copier screen.

Screen in standby mode

1. Current status or messages

Displays the current status or messages.

2. Current settings

Displays the current tray, reproduction ratio, and scan settings.

3. Selection key items

Displays the functions you can use by pressing the corresponding selection keys.

4. Copy quantity

Displays the current copy quantity. You can change the copy quantity using the number keys.

• The start-up mode can be specified in the [Function Priority] setting under [Admin. Tools]. For details, see page 187 "Administrator Settings".

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Basic Operation of Copying

• The original in the ADF takes precedence over the original on the exposure glass if you place originals both in the ADF and on the exposure glass.

1. Press the [Copy] key.

2. Place the original on the exposure glass or in the ADF.

To place the original, see page 56 "Placing Originals". If necessary, configure advanced photocopy settings.

3. To make multiple copies, enter the number of copies using the number keys.

4. Press the [Start] key.

• The maximum number of copies is 99.

• You can change the paper tray for the current job by pressing the [ ] or [ ] key.

• You can select the paper tray for printing out copies in [Select Paper] under [Copier Features]. For [Select Paper], see page 166 "Copier Features Settings".

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4. Copying Originals

• When making multiple copies of a multi-page document, you can select whether copies are output in collated sets, or in page batches in the [Sort] setting under [Copier Features]. [Sort] cannot be used with the bypass tray. For [Sort], see page 166 "Copier Features Settings".

• If a paper jam occurs, printing stops after the current page has been printed out. After the jammed paper is removed, printing restarts from the jammed page automatically.

• If a scanning jam occurs in the ADF, copying is canceled immediately. In this case, copy the originals again starting from the jammed page. For the direction to remove the jammed paper, see page 256 "Clearing Misfeeds".

Canceling a Copy

While scanning the original

If copying is canceled while the machine is scanning the original, copying is cancelled immediately and there is no printout.

When the original is set in the ADF, scanning stops immediately but pages that have already been scanned completely will be copied.

While printing

If copying is canceled during printing, the photocopy process is canceled after the current page has been printed out.

Follow the procedure below to cancel copying.

1. Press the [Copy] key.

2. Press the [Clear/Stop] key.

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Basic Operation of Copying

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4. Copying Originals

Making Enlarged or Reduced Copies

There are two ways to set the scaling ratio: using a preset ratio or manually specifying a customized ratio.

Preset ratio

• (mainly Europe and Asia)

50%, 71%, 82%, 93%, 122%, 141%, 200%, 400%

• (mainly North America)

50%, 65%, 78%, 93%, 129%, 155%, 200%, 400%

Custom ratio

25% to 400% in 1% increments.

Specifying Reduce/Enlarge

1. Press [Scale].

Making Enlarged or Reduced Copies

2. Press [Reduce], [Enlarge], or [Zoom].

For [Reduce] or [Enlarge], press the [ ], [ ], [ ], or [ ] key to select the desired ratio. For [Zoom], specify the desired ratio using the number keys.

3. Press the [OK] key.

PortraitLandscape

Original Copy

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4. Copying Originals

Making Combined/2-sided Copies

This section describes how to combine and print multiple pages (two or four pages) on one side or both sides of paper.

This function is available for only SP 220SNw, SP221SNw, SP221SF, SP 220SFNw, and SP 221SFNw.

• This function is only available when the original is set in the ADF, not when it is set on the exposure glass.

• To use this function, the paper size used for printing copies must be set to A4, Letter or Legal.

There are following copy modes. Select a copy mode according to your original and how you want the copy outputs to appear.

Combined copy on one side

In this mode, a two or four-page original is combined and printed on one side of paper.

• 1Sd 2Orig->Comb 2on1 1Sd

• 1Sd 4Orig->Comb 4on1 1Sd

PortraitLandscape

Original Copy

Left to Right Top to Bottom

DCT002

Combined copy on both sides

PortraitLandscape

Original Copy

CMF260

Top to Top Top to Bottom

Making Combined/2-sided Copies

In this mode, a multiple-page original is combined and printed on both sides of paper.

• 1 Sided Orig->2 Sided Copy

• 1Sd 4Orig->Comb 2on1 2Sd

PortraitLandscape

Original Copy

Top to Top Top to Bottom

CMF254

Portrait

Original Copy

Left to Right, Top to Top Left to Right, Top to Bottom

Top to Bottom, Top to Top Top to Bottom, Top to Bottom

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4. Copying Originals

• 1Sd 8Orig->Comb 4on1 2Sd

Landscape

Original Copy

Left to Right, Top to Top Left to Right, Top to Bottom

Top to Bottom, Top to Top Top to Bottom, Top to Bottom

DCT004

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Making Combined/2-sided Copies

Specifying Combined and 2-sided Copies

1. Press the [Copy] key.

2. Press the [ ] or [ ] key.

3. Press the [ ] or [ ] key to select [Duplex/Combine].

4. Press the [ ] or [ ] key to select the desired copy mode, and then press the [OK] key.

5. Press the [ ] or [ ] key to select paper orientation and page order, and then press the

[OK] key.

The screen will show the selected copy mode.

4. Copying Originals

• After you place the originals, press the [Start] key within the time specified in [System Auto Reset Timer]. Otherwise, the job is canceled. For details, see page 187 "Administrator Settings".

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Copying an ID Card

This section describes how to copy the front and back sides of an ID card or other small documents onto one side of a sheet of paper.

• This function is available only when the original is set on the exposure glass, not when it is set in the ADF.

• To use this function, the paper size used for printing copies must be set to A6, A5, A4, Half Letter or Letter.

Printed paper size Scanned paper size

A4 A5 (148×210 mm)

Letter Half Letter (140×216 mm)

A5 A6 (105×148 mm)

Half Letter Quarter Letter (108×140 mm)

A6 A7 (74×105 mm)

1. Press the [Shortcut to Func.] key.

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4. Copying Originals

To make the [Shortcut to Func.] key enable ID card copy mode for the current job, [Shortcut to Function] under [Admin. Tools] must be set to [ID Card Copy Mode]. You can also assign the setting using Web Image Monitor.

For [Shortcut to Function], see page 187 "Administrator Settings".

2. To make multiple copies, enter the number of copies using the number keys.

3. Place the original in the upper-left corner of the exposure glass.

4. Press the [Start] key.

A message prompting you to place the original with the back side faced down on the exposure glass appears on the display.

5. Place the original with the back side faced down in the upper-left corner of the exposure

glass within the time specified in [System Auto Reset Timer], and then press the [Start] key again.

• For the ID card copy function, you can set the machine to print a line in the middle of the printed paper. Specify [ID Card Center Line] under [Copier Features].

• You can change the scanning size for the ID card function. Specify [ID Card Size] under [Copier Features].

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Specifying Scan Settings for Copying

This section describes how to specify image density and scan quality for the current job.

Adjusting Image Density

There are five image density levels. The higher the density level, the darker the printout.

1. Press the [Density] key.

2. Press the [ ] or [ ] key to select the desired density level, and then press the [OK] key.

• You can change the machine's default [Density] setting to always make copies with a specific density level. For details, see page 166 "Copier Features Settings".

Selecting the Document Type According to Original

There are three document types:

Mixed

Select this when the original contains both text and photographs or pictures.

Text

Select this when the original contains only text and no photographs or pictures.

Photo

Select this when the original contains only photographs or pictures. Use this mode for the following types of original:

• Photographs

• Pages that are entirely or mainly photographs or pictures, such as magazine pages.

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4. Copying Originals

1. Press the [Image Quality] key.

2. Press the [ ] or [ ] key to select the desired document type, and then press the [OK] key.

• You can change the machine's default [Original Type] setting to always make copies with a specific document type. For details, see page 166 "Copier Features Settings".

5. Scanning Originals

For details, see "Basic Operation of Scan to Folder".

For details, see "Basic Operation for TWAIN Scanning".

Documents

Send Scanned Documents to a Folder on a Client Computer

For details, see "Basic Operation of Scan to E-mail".

Send Scanned Documents by E-mail

Scanning Documents from a Client Computer

Specify a destination and start scanning

Specify a e-mail address and start scanning

Specify scan settings and start scanning

Scanned data is displayed on the computer screen

Files are sent directly to shared folders

Distribute the document as a file attached to an e-mail

Specify scan settings and start scanning

Scanned files are saved in the USB flash memory device

For details, see "Basic Procedures for Saving Scan Files on a USB Flash Memory Device".

Saving Scan Files on a USB Flash Memory Device

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This chapter describes how to specify settings and use the scanner function.

What You Can Do with the Scanner Function

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Ready

Specify Address

Scn Size Dest.

300 x 300dpi

5. Scanning Originals

Scanner Mode Screen

This section provides information about the screen in scanner mode.

By default, the display shows the copier screen when the machine is turned on. If the copier or fax screen is shown on the display, press the [Scanner] key on the control panel to switch to the scanner screen.

Screen in standby mode

1. Current status or messages

Displays the current status or messages.

2. Current settings

Displays the current scanning mode and scan settings.

• When "Specify Address" is displayed: Scan to E-mail, Scan to FTP, or Scan to Folder functions can be used.

3. Selection key items

Displays the functions you can use by pressing the corresponding selection keys.

• The machine's default mode at power on can be specified in the [Function Priority] setting under [Admin. Tools]. For [Function Priority], see page 187 "Administrator Settings".

Registering Scan Destinations

This section describes how to register scan destinations in the Address Book. To send scanned files to an e-mail address (Scan to E-mail), FTP server (Scan to FTP), or a shared folder on a network computer (Scan to Folder), you must first register the destination in the Address Book using Web Image Monitor (only SP 220SNw, SP 220SFNw, SP 221SNw, and SP 221SFNw).

• The Address Book data could be damaged or lost unexpectedly. The manufacturer shall not be responsible for any damages resulting from such data loss. Be sure to create backup files of the Address Book data periodically.

• Depending on your network environment, the Scan to FTP and Scan to Folder functions may require a user name and password to be correctly entered in the destination information. In such cases, after registering destinations, check that the user name and password are correctly entered by sending test documents to those destinations.

The Address Book can contain up to 100 entries, including 8 Quick Dial entries.

Destinations registered as Quick Dial entries can be selected by pressing the corresponding One Touch button (only SP 221SF, SP 220SFNw, and SP 221SFNw).

1. Start the web browser and access the machine by entering its IP address.

2. Click [Quick Dial Destination] or [Scan Destination].

3. From the [Destination Type] list, select [E-mail Address], [FTP], or [Folder].

4. Register information as necessary.

The information you must register varies depending on the destination type. For details, see the tables below.

5. Enter the administrator password if required.

6. Click [Apply].

7. Close the web browser.

5. Scanning Originals

Scan to E-mail Settings

Item Setting Description

Quick Dial Number Optional

Select when setting the destination as a Quick Dial entry.

Name of the destination. The name specified here will

Name Required

be shown on the screen when selecting a scan destination. Can contain up to 16 characters.

Destination E-mail Address Required

Notification E-mail Address Optional

E-mail address of the destination. Can contain up to 64 characters.

E-mail address to which a notification is sent after transmission. Can contain up to 64 characters.

Subject Required Subject of the e-mail. Can contain up to 64 characters.

Name of e-mail sender. The name specified here will

Sender's Name Optional

be shown under "From" or a similar field of the recipient's email application. Can contain up to 32 characters.

File Format (Color/Gray Scale)

Required

File format of the scanned file when scanning in color. PDF or JPEG can be selected. PDF supports multiple pages in a document, but JPEG does not.

File Format (Black & White) Required

File format of the scanned file when scanning in black and white. PDF or TIFF can be selected. Both formats support multiple pages in a document.

Item Setting Description

Scan Size Optional

Registering Scan Destinations

Select the scanning size for the original from A5, B5, A4, 71/4 × 101/2, 81/2 × 51/2, 81/2 × 11, 81/2 × 14, 16K, or custom size.

If you select custom size, select [mm] or [Inch], and then specify the width and length.

Resolution Optional

Density Optional

Scan to FTP Settings

Select the scan resolution from 100×100, 150×150, 200×200, 300×300, 400×400, or 600×600 dpi.

Specify the image density by clicking the right or left button. is the lightest, and is the darkest.

Item Setting Description

Quick Dial Number Optional

Name Required

Hostname or IP Address Required

Select when setting the destination as a Quick Dial entry.

Name of the destination. The name specified here will be shown on the screen when selecting a scan destination. Can contain up to 16 characters.

Name or IP address of the FTP server. Can contain up to 64 characters.

5. Scanning Originals

Item Setting Description

File Format (Color/Gray Scale)

Required

File Format (Black & White) Required

FTP User Name Optional

FTP Password Optional

Directory Optional

Notification E-mail Address Optional

Scan Size Optional

File format of the scanned file when scanning in color. PDF or JPEG can be selected. PDF supports multiple pages in a document, but JPEG does not.

File format of the scanned file when scanning in black and white. PDF or TIFF can be selected. Both formats support multiple pages in a document.

User name for logging in to the FTP server. Can contain up to 32 characters.

Password for logging in to the FTP server. Can contain up to 32 characters.

Name of the FTP server directory where scanned files are stored. Can contain up to 64 characters.

E-mail address to which a notification is sent after transmission. Can contain up to 64 characters.

Select the scanning size for the original from A5, B5, A4, 71/4 × 101/2, 81/2 × 51/2, 81/2 × 11, 81/2 × 14, 16K, or custom size.

If you select custom size, select [mm] or [Inch], and then specify the width and length.

Resolution Optional

Density Optional

Select the scan resolution from 100×100, 150×150, 200×200, 300×300, 400×400, or 600×600 dpi.

Specify the image density by clicking the right or left button. is the lightest, and is the darkest.

Scan to Folder Settings

Item Setting Description

Registering Scan Destinations

Quick Dial Number Optional

Name Required

Service Name Required

Domain Optional

Directory Optional

Select when setting the destination as a Quick Dial entry.

Name of the destination. The name specified here will be shown on the screen when selecting a scan destination. Can contain up to 16 characters.

Path to the directory where scanned files will be stored. Consists of the IP address or name of the destination computer (can contain up to 64 characters), and name of the shared folder (can contain up to 32 characters).

Specify the name of the domain to which the computer belongs. Can contain up to 15 characters.

User name for logging in to the destination computer. Can contain up to 32 characters.

Password for logging in to the destination computer. Can contain up to 32 characters.

Directory within the shared folder for storing scanned files. Can contain up to 64 characters.

Notification E-mail Address Optional

E-mail address to which a notification is sent after transmission. Can contain up to 64 characters.

5. Scanning Originals

Item Setting Description

File Format (Color/Gray Scale)

File Format (Black & White) Required

Scan Size Optional

Resolution Optional

Density Optional

Required

File format of the scanned file when scanning in color. PDF or JPEG can be selected. PDF supports multiple pages in a document, but JPEG does not.

File format of the scanned file when scanning in black and white. PDF or TIFF can be selected. Both formats support multiple pages in a document.

Select the scanning size for the original from A5, B5, A4, 71/4 × 101/2, 81/2 × 51/2, 81/2 × 11, 81/2 × 14, 16K, or custom size.

If you select custom size, select [mm] or [Inch], and then specify the width and length.

Select the scan resolution from 100×100, 150×150, 200×200, 300×300, 400×400, or 600×600 dpi.

Specify the image density by clicking the right or left button. is the lightest, and is the darkest.

• To send files via e-mail, SMTP and DNS settings must be configured properly.

• If you are using the Scan to E-mail function, select a time zone according to your geographic location to send email with correct transmission date and time.

• To send files to an FTP server or computer, the user name, password, and directory must be configured properly.

• On a network that uses a DNS server, specify a computer name in [Service Name] and the name of the domain to which the computer belongs in [Domain]. In this case, also configure the DNS related settings using Web Image Monitor.

• Scan destinations cannot be registered using the control panel.

Modifying Scan Destinations

This section describes how to modify the information of registered destinations.

1. Start the web browser and access the machine by entering its IP address.

2. Click [Scan Destination].

3. Click the [E-mail Address], [FTP], or [Folder] tab.

Registering Scan Destinations

4. Select the entry to modify, and then click [Change].

5. Modify settings as necessary.

6. Enter the administrator password if required.

7. Click [Apply].

8. Close the web browser.

• You can unassign a Quick Dial entry from a One-touch button from the [Quick Dial Destination] page (only SP 221SF, SP 220SFNw, and SP 221SFNw). To do this, select the desired entry, click [Delete], and then click [Apply] again on a confirmation page.

Deleting Scan Destinations

This section describes how to delete registered destinations.

1. Start the web browser and access the machine by entering its IP address.

2. Click [Scan Destination].

3. Click the [E-mail Address], [FTP], or [Folder] tab.

4. Select the entry to delete, and then click [Delete].

5. Confirm that the entry you have selected is the entry that you want to delete.

6. Enter the administrator password if required.

7. Click [Apply].

8. Close the web browser.

Testing Transmission

• When a USB flash memory device is inserted into the machine, scanned documents will be stored in the USB flash memory device. Confirm that there are no USB flash memory devices inserted into the machine.

1. Place the original on the exposure glass or in the ADF.

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5. Scanning Originals

2. Press the [Scanner] key, and then press the [Address Book] key.

Alternatively, you can press the [Shortcut to Func.] key if [Shortcut to Function] under [Admin. Tools] is set to [Select Scanner Dest.]. For [Shortcut to Function], see page 187 "Administrator Settings".

3. Make sure [Search Address Book] is selected, and then press the [OK] key.

If you want to search for a specific entry by its name, enter the first letters of the name using the number keys, and then press the [OK] key. Each time you enter a character, the display changes to show the matching name.

4. Search for the desired destination by pressing the [ ] or [ ] key to scroll the Address

Book, and then press the [OK] key.

When you specify a scan destination, the machine's scan settings change automatically according to the information registered for that destination in the Address Book. If necessary, you can change the scan settings using the control panel. For scan settings, see page 123 "Specifying Scan Settings for Scanning".

5. Press the [Start] key.

Scanning starts and scanned documents will be stored in a shared folder.

• If the machine fails to transmit the file, confirm the following items.

• The destination is registered to the Address Book correctly.

• Disable the security software or firewall of the destination computer and try the job again. For details about security software of the firewall settings, contact your network administrator.

• If there are several destination computers, test the job with other computers. Compare the settings with the computer the file was transmitted from. For details, contact your network administrator.

• There is enough disk space on the destination computer.

Print the check sheet.

Confirm the user name and computer name.

Create a shared folder on a computer.

Send a file to the shared folder.

Specify access privileges for the created shared

folder.

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Basic Operation of Scan to Folder

This section explains the preparations and procedures to send scanned documents to a folder on a client computer.

This function is available for SP 220SNw, SP 220SFNw, SP 221SNw, and SP 221SFNw.

After following the procedures below, you can send scanned documents from the machine to a shared folder on a client computer.

only Windows

• You can create the shared folder under Windows Vista or later, Windows Server 2003 or later, and OS X 10.7 or later.

• Files can be sent via SMB using the SMB (139/TCP, 137/UDP) or CIFS (445/TCP) protocol.

• Files can be sent via SMB (139/TCP, 137/UDP) in a NetBIOS over TCP/IP environment only.

• Files cannot be sent via SMB in a NetBEUI environment.

Printing the Check Sheet

Print out the following check sheet. Write on the check sheet the settings for the computer to which you will send documents.

5. Scanning Originals

For details about how to use the check sheet to make a list of the setting values, see page 95 " Confirming the User Name and Computer Name" and page 96 " Creating a Shared Folder on a Computer".

• After registering scan destinations to the Address Book, discard the completed check sheet to prevent leakage of personal information.

Check Sheet

No. Check Item (Entry Example) Entry Column

Computer name

(ex. YamadaPC)

[1]

Active settings of DHCP server

([Yes] or [No])

Computer's IP address

(ex. 192.168.0.152)

[2] Domain Name/Working

Group Name

(ex. ABCD-NET)

Computer's user name

(ex. TYamada)

[3] Computer's login password

(ex. Administrator)

[4] Computer's shared folder name

(ex. scan)

USERDNSDOMAIN

USERDOMAIN

• Depending on the network environment, USERDNSDOMAIN or USERDOMAIN may not be displayed. Write the domain name or working group name in the check sheet.

Basic Operation of Scan to Folder

Confirming the User Name and Computer Name

Confirming the User Name and Computer Name When Running Microsoft Windows

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], click [Accessories], and then click

[Command Prompt].

2. Enter the command "ipconfig /all", and then press the [Enter] key.

3. Confirm the name of the computer, the active settings of the DHCP server, and the IPv4

address, and then write them in [1] on the check sheet.

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

The address displayed under [IPv4 Address] is the IPv4 address of the computer.

Active settings of DHCP server are displayed under [Enabled DHCP].

4. Next, enter the command "set user", and then press the [Enter] key.

Be sure to put a space between "set" and "user".

5. Confirm the domain name/working group name and the user name, and then write them

in [2] on the check sheet.

The user name is displayed under [USERNAME].

Confirm the computer's login password and write it in [3] on the check sheet.

Next, create a shared folder on a computer. For details about creating a shared folder, see page 96 " Creating a Shared Folder on a Computer".

• 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.

Confirming the User Name and Computer Name When Running OS X

Confirm the user name and the name of the computer you will send scanned documents to. Confirm the values, and then write them on the check sheet.

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

The computer's information screen appears.

2. Click [System Report...].

5. Scanning Originals

3. In the left pane, click [Software], and then confirm the computer name and user name

under "System Software Overview:".

The computer name is displayed next to [Computer Name].

The user name is displayed next to [User Name].

On the check sheet, write the computer name in [1] and the user name in [2].

Next, create a shared folder on a computer. For details about creating a shared folder, see page 96 " Creating a Shared Folder on a Computer".

• 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.

Creating a Shared Folder on a Computer

Creating a Shared Folder on a Computer Running Microsoft Windows

Create a shared destination folder in Windows and enable sharing. In the following procedure, a computer which is running under Windows 7 Ultimate and participating in a domain is used as an example.

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

• If "Everyone" is left selected in Step 6, 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. Write the folder name in [4] on the check sheet.

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

3. On the [Sharing] tab, select [Advanced Sharing...].

4. Select the [Share this folder] check box.

5. Click [Permissions].

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

Basic Operation of Scan to Folder

7. Click [Add...].

In the [Select Users of Groups] window, add groups or users to whom you want to grant access. In the following procedure, the procedure to give access privileges to users that you wrote on the check sheet is used as an example.

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

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

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

you wrote in [2] on the check sheet), and then click [OK].

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

12. In the [Group or user names:] list, select a group or user (the name you wrote in [2] on

the check sheet), 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.

13. Click [OK] 3 times.

If you want to specify access privileges for the created folder to allow other users or groups to access it, proceed to page 98 " Specifying Access Privileges for the Created Shared Folder".

If not, proceed to page 98 " Registering a Shared Folder in the Machine's Address Book".

Creating a Shared Folder on a Computer Running OS X

The following procedures explain how to create a shared folder on a computer running OS X, and how to confirm the computer's information. OS X 10.11 is used in these examples.

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

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

Write the folder name into [4] on the check sheet.

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 [ ].

5. Scanning Originals

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].

Next, register scan destinations. For details about registering scan destinations, see page 98 " Registering a Shared Folder in the Machine's Address Book".

Specifying Access Privileges for the Created Shared Folder

If you want to specify access privileges for the created folder to allow other users or groups to access the folder, configure the folder as follows:

1. Right-click the folder created in Step 3, and then click [Properties].

2. On the [Security] tab, click [Edit...].

3. Click [Add...].

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

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

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

click [OK].

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

8. 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 [Modify] check box.

9. Click [OK] twice.

Next, register scan destinations. For details about registering scan destinations, see page 98 " Registering a Shared Folder in the Machine's Address Book".

• 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.

Registering a Shared Folder in the Machine's Address Book

1. Start the web browser and access the machine by entering its IP address.

2. Click [Quick Dial Destination] or [Scan Destination].

3. From the [Destination Type] list, select [Folder].

Ricoh SP C221SF User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

TABLE OF CONTENTS

How to Find Information about Operations and Troubleshooting

Operating Manual (Printed)

Operating Manual (Digital Format)

Help

How to Read This Manual

Introduction

Symbols Used in This Manual

Model-Specific Information

Disclaimer

Notes

Note to Administrator

Password

About IP Address

Differences in Performance/Functions between Different Models

1. Guide to the Machine

Guide to Components

Exterior

Interior

Control Panel

Control Panel

Changing Operation Modes

Multi-access

About Operation Tools

Assigning a Setting to the Shortcut Key

Assigning a Setting Using the Control Panel

Assigning a Setting Using Web Image Monitor

Accessing the Function Assigned to the Shortcut Key

Entering Characters

Workflow for Loading Paper and Configuring Paper Sizes and Types

Loading Paper

Loading Paper into Tray 1

Extending Tray 1 to load paper

Loading Paper into the Bypass Tray

Specifying Paper Type and Paper Size Using the Control Panel

Specifying the Paper Type

Specifying the Standard Paper Size

Specifying a Custom Paper Size

Specifying Paper Type and Paper Size Using Smart Organizing Monitor

Specifying a Custom Paper Size

Specifying Paper Type and Paper Size Using Web Image Monitor

Specifying a Custom Paper Size

Specifying Paper Type and Paper Size Using the Printer Driver

When Using Windows

When Using OS X

Supported Paper

Specifications of Paper Types

Plain Paper

Thick Paper 1

Thin Paper

Recycled Paper

Color Paper

Preprinted Paper

Prepunched Paper

Letterhead

Bond Paper

Cardstock

Non-Recommended Paper Types

Paper Storage

Print Area

Placing Originals

Placing Originals on the Exposure Glass

Placing Originals in the Auto Document Feeder

About Originals

Recommended size of originals

Types of originals not supported by the Auto Document Feeder

Unscannable image area

3. Printing Documents

What You Can Do with the Printer Function

Displaying the Printing Preferences Dialog Box

Displaying the Printing Preferences Dialog Box from the [Start] Menu

Displaying the Printing Preferences Dialog Box in an Application

Displaying the Printing Preferences Dialog Box in an Application When Using Windows

Displaying the Printing Preferences Dialog Box in an Application When Using OS X

Basic Operation of Printing

Canceling a Print Job