Ricoh Type 480 User Manual

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Page 1

Scanner Option

Type 480

Operating Instructions

Scanner Reference

Getting Started

Sending Scan Files by E-mail

Sending Scan Files by Scan to Folder

Storing Files

Delivering Scan Files

Using the Network TWAIN Scanner Function

Configuring/Registering Scan Settings

Troubleshooting

Initial Scanner Setup

Appendix

Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety

Information in the "General Settings Guide" before using the machine.

Page 2

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.

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

Important

Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.

Do not copy or print any item for which reproduction is prohibited by law.

Copying or printing the following items is generally prohibited by local law:

bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.

The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its completeness or accuracy. If you have any questions concerning the legality of copying or printing certain items, consult with your legal advisor.

Trademarks

• Adobe

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

• Pentium® is a registered trademark of Intel Corporation.

•Microsoft

, Windows®, and Windows NT® are registered trademarks of Microsoft Corporation.

• Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

• The product name of Windows

95 is Microsoft® Windows® 95.

• The product name of Windows® 98 is Microsoft® Windows® 98.

• The product name of Windows® Me is Microsoft® Windows® Millennium Edition (Windows Me).

• The product names of Windows

Microsoft Microsoft Microsoft

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

Microsoft Microsoft

• The product names of Windows ServerTM 2003 are as follows:

Microsoft Microsoft Microsoft

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

Microsoft Microsoft

Windows® 2000 Professional

Windows® 2000 Server

Windows® 2000 Advanced Server

Windows® XP Home Edition

Windows® XP Professional

Windows ServerTM 2003 Standard Edition

Windows ServerTM 2003 Enterprise Edition

Windows ServerTM 2003 Web Edition

Windows NT® Workstation 4.0

Windows NT® Server 4.0

2000 are as follows:

Page 3

Manuals for This Machine

The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual.

Note

❒ The manuals provided are specific to machine type.

❒ Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a

PDF file.

❒ Two CD-ROMs are provided:

• CD-ROM 1 "Operating Instructions"

• CD-ROM 2 "Scanner Driver and Utilities"

❖❖❖❖ General Settings Guide

Provides an overview of the machine and describes System Settings (such as Tray Paper Settings), Document Server functions and troubleshooting. Refer to this manual for Address Book procedures such as registering e-mail addresses and user codes.

❖❖❖❖ Security Reference

This manual is for administrators of this machine. It describes security functions that the administrators can use to protect data from being tampered, or prevent the machine from unauthorized use. Also refer to this manual for the procedures for registering administrators, as well as setting user and administrator authentication.

❖❖❖❖ Network Guide (PDF file - CD-ROM1)

Provides information about configuring and operating the scanner (Type 480) in a network environment. For details about network settings of the scanner (RW480) and printer (RW480) , see the manual that comes with the related option.

❖❖❖❖ Copy Reference

Describes operations, functions, and troubleshooting for the machine's copier function.

❖❖❖❖ Scanner Reference (Scanner Option Type 480) (this manual) (PDF file - CD-ROM1)

Describes operations, functions, and troubleshooting for the machine's scanner function.

Page 4

❖❖❖❖ Manuals for DeskTopBinder Lite

DeskTopBinder Lite is a utility included on the CD-ROM labeled "Scanner Driver and Utilities".

• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)

Describes the installation of DeskTopBinder Lite, and the operating environment for DeskTopBinder Lite in detail. This guide can be displayed from the [Setup] dialog box when DeskTopBinder Lite is installed.

• DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2)

Describes operations with DeskTopBinder Lite and provides an overview of its functions. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

• Auto Document Link Guide (PDF file - CD-ROM2)

Describes operations and functions of Auto Document Link installed with DeskTopBinder Lite. This guide is added to the [Start] menu when DeskTopBinder Lite is installed.

❖❖❖❖ Other manuals

• Manuals for Printer (RW480) function

• Manuals for Scanner (RW480) function

Page 5

Manuals for This Machine......................................................................................i

How to Read This Manual .....................................................................................1

Symbols ..................................................................................................................... 1

Names of Major Options ............................................................................................ 1

1. Getting Started

Control Panel..........................................................................................................3

Network Scanner....................................................................................................5

E-mail ......................................................................................................................... 5

Scan to Folder ............................................................................................................ 6

Store...........................................................................................................................7

Network Delivery Scanner..........................................................................................8

Network TWAIN Scanner ........................................................................................... 9

Installing Software ...............................................................................................10

Quick Install.............................................................................................................. 10

TWAIN Driver ........................................................................................................... 10

DeskTopBinder ........................................................................................................ 11

User Authentication ............................................................................................. 12

User Code Authentication (Using the Control Panel)...............................................12

Log Off (Using the Control Panel) ............................................................................ 13

Programming E-mail Addresses and Folders ...................................................14

Specifying How to Start Scanning .....................................................................15

2. Sending Scan Files by E-mail

Preparation for Sending by E-mail .....................................................................17

E-mail Screen........................................................................................................... 18

Sending Scan Files by E-mail.............................................................................19

Procedure for Sending E-mail .................................................................................. 19

Simultaneous Storage and Sending by E-mail......................................................... 28

Checking the E-mail Results...............................................................................30

3. Sending Scan Files by Scan to Folder

Preparation for Sending by Scan to Folder.......................................................31

Scan to Folder Screen ............................................................................................. 32

Sending Scan Files by Scan to Folder...............................................................34

Procedure for Sending by Scan to Folder ................................................................ 34

Simultaneous Storage and Sending by Scan to Folder ...........................................41

Checking the Scan to Folder Results ................................................................42

iii

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4. Storing Files

Storing Files ......................................................................................................... 43

Storage Procedure ................................................................................................... 44

Displaying the List of Stored Files ..................................................................... 47

Viewing the List ........................................................................................................48

Searching for Files ................................................................................................... 49

Sending Stored Files by E-mail or Scan to Folder, or Delivering .............................50

Checking Stored Files from a Client Computer ........................................................ 51

Managing Stored Files.........................................................................................53

Deleting Files ........................................................................................................... 53

Changing File Information ........................................................................................ 53

5. Delivering Scan Files

Preparation for Delivering...................................................................................58

Network Delivery Scanner Screen ...........................................................................59

Delivering Scan Files...........................................................................................60

Delivery Procedure................................................................................................... 60

Simultaneous Storage and Delivery .........................................................................65

Checking the Status of Delivery.........................................................................67

6. Using the Network TWAIN Scanner Function

Preparation for Using the Network TWAIN Scanner.........................................69

Scanning Originals ..............................................................................................70

7. Configuring/Registering Scan Settings

Specifying Scan Settings....................................................................................73

Specifying the Orientation and Output Tray of the Original ............................75

For E-mail, Scan to Folder, and a Network Delivery Scanner..................................75

For a Network TWAIN Scanner................................................................................76

Scanning Multiple Pages into a Single File.......................................................77

When a Time Limit Is Specified for Additional Originals .......................................... 77

When a Time Limit Is Not Specified for Additional Originals.................................... 78

Programs ..............................................................................................................80

Registering a Program ............................................................................................. 80

Recalling a Program.................................................................................................81

Changing a Registered Program..............................................................................81

Deleting a Program .................................................................................................. 81

Changing the Program Name ..................................................................................82

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8. Troubleshooting

If Your Machine Does Not Operate As You Want..............................................83

When Scanning Is Not Performed as Expected .......................................................83

When the Delivery Function Does Not Work............................................................ 83

When Stored Files Cannot Be Accessed ................................................................. 84

Network Cannot Be Browsed When Sending a Scan File .......................................84

The TWAIN Driver Cannot Be Started .....................................................................84

Stored Files Cannot Be Edited................................................................................. 84

The Network Delivery Function Cannot Be Used..................................................... 84

Operations are not possible when messages appear .............................................. 85

When a Message Is Displayed............................................................................86

When an Error Message Appears on the Control Panel ..........................................86

When an Error Message Appears on the Client Computer ......................................92

9. Initial Scanner Setup

Scanner Features.................................................................................................95

Adjusting Scanner Features ...............................................................................97

Settings.................................................................................................................98

Scan Settings ...........................................................................................................98

Destination List Settings......................................................................................... 101

Send Settings .........................................................................................................101

Administrator Tools ................................................................................................ 103

10.Appendix

Relationship between Resolution and original size .......................................105

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

When Using as a Network TWAIN Scanner........................................................... 108

Placing Originals................................................................................................ 109

Software Supplied on CD-ROM ........................................................................110

Table of files ...........................................................................................................110

TWAIN Driver ......................................................................................................... 110

DeskTopBinder ...................................................................................................... 111

Specifications for Transmission/Store/Delivery Functions...........................112

Transmission ..........................................................................................................112

Store....................................................................................................................... 114

The network delivery scanner function...................................................................114

Specifications.....................................................................................................115

INDEX....................................................................................................... 116

...106

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Page 9

How to Read This Manual

Symbols

In this manual, the following symbols are used:

Important

If this instruction is not followed, paper might be misfed, originals might be damaged, or files might be lost. Be sure to read this.

Preparation

This symbol indicates the prior knowledge or preparations required before operating.

Note

This symbol indicates precautions for operation or actions to take after misoperation.

Limitation

This symbol indicates numerical limits, functions that cannot be used together, or conditions in which a particular function cannot be used.

Reference

This symbol indicates a reference.

[]

Keys that appear on the machine's display panel.

[]

Keys and buttons that appear on the computer's display.

{}

Keys built into the machine's control panel.

{}

Keys on the computer's keyboard.

Names of Major Options

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

• Scanner Option Type 480 → scanner option

The following software products are referred to using a general name:

• DeskTopBinder Lite and DeskTopBinder Professional

• ScanRouter EX Professional

er delivery software

Optional

and ScanRouter EX Enterprise* → the ScanRout-

→ DeskTopBinder

Page 10

Page 11

1. Getting Started

Control Panel

This illustration shows the control panel when options are installed.

AGH002S

1. Indicators

Display errors and the machine status. See "Control Panel", General Settings Guide.

m: Data In Indicator (indicates data is being received.).

D: Add Toner indicator L: Service Call indicator M: Open Cover indicator x: Misfeed indicator

{{{{User Tools/Counter}}}} key

Use to change default or operation parameters according to the operating conditions.

3. Display panel

Displays the operation status and messages.

Note

❒ Screenshots in this manual are exam-

ples and may differ from actual screens.

4. {

{Check Modes}}}} key

{{

Press to check the destinations which are currently selected.

5. {

{Program}}}} key

{{

Use to register settings used frequently as a program or to recall the registered program.

6. {

{Clear Modes}}}} key

{{

Press to clear the current settings.

7. {

{Energy Saver}}}} key

{{

Press this key to begin warm-up. Pressing this key again while in warm-up

mode cancels warm-up.

Note

❒ This key is inactive while scanning or

setting scanner defaults.

8. {

{Interrupt}}}} key

{{

Press this key to interrupt the scanner mode and to activate the copy mode.

9. Main power indicator and power

indicator

The main power indicator lights up when the main power switch is set to on. The power indicator lights up when the machine is on.

Important

❒ Do not turn off the main power

while the power indicator is lit or blinking. Doing so may cause a failure of the hard disk.

Page 12

Getting Started

10. Operation switch

Press this switch to turn the machine on. The power indicator lights up. To turn the machine off, press this switch again. See "Turning On the Power", General Set- tings Guide.

Note

❒ This key is inactive while scanning or

setting scanner defaults.

11. Function status indicators

• When lit green, the corresponding function is active.

• When lit red, the corresponding function is interrupted. Press the respective key, and then follow the instructions that appear on the screen.

12. Function keys

Press the {{{{Copy}}}}, {{{{Document Server}}}}, or {{{{Scanner}}}} key to activate the respective

function. The display content changes accordingly.

The indicator for the selected function lights up.

13. Number keys

Use to enter numeric values.

14. {

{#}}}} key (Enter key)

{{

Use to confirm the entered numeric value.

15. {

{Clear/Stop}}}} key

{{

• Clear: Clears an entered numeric value

• Stop: Stops scanning

16. {

{Start}}}} key

{{

Use to begin scanning, file storing, or delivery.

Note

❒ Using the default setting, you can start

scanning, storing, and delivering files, simply by loading them (without pressing the {{{{Start}}}} key). For details about how to start scanning, see “Sys- tem Settings”, General Settings Guide.

Page 13

Network Scanner

By installing the scanner option, the machine can be used as a network scanner.

As a network scanner, the machine can send e-mail, send files to the FTP server or the shared folders of client computers, store scan files, operate as a network delivery scanner, and operate as a network TWAIN scanner.

E-mail

A scan file that is attached to an e-mail can be sent using the e-mail system through a LAN or the Internet.

Reference

p.17 “Sending Scan Files by E-mail”

1. This machine

A scan file can be attached to an e-mail and sent to a mail server. In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be sent all at once.

2. Mail server

A mail server is an SMTP server used for an e-mail system. It transfers a received email to a specified destination through a LAN or the Internet.

ZZZ601S

3. Client computer

An e-mail with a scan file attached is received from the mail server.

Check the content of the file using an appropriate application.

4. LDAP server

The LDAP server provides a directory service for search operations or inquiries from a client computer on the same network.

You can use the LDAP server to search for e-mail information when the server is used as data base to manage user authentication and e-mail accounts.

Page 14

Getting Started

Scan to Folder

A scan file can be sent to the FTP server folders or the shared Windows folders on the same network.

Reference

p.31 “Sending Scan Files by Scan to Folder”

1. This machine

A scan file can be sent to the FTP server folders using FTP or to the shared Windows folders using SMB. In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be sent all at once.

2. FTP server

The FTP server is a server that provides file transfer services among computers on the same network. A scan file that is sent to the FTP server is stored, and the stored files can be downloaded by a client computer that logs on to the FTP server.

ZZZ602S

3. Client computer

A scan file that is sent from the machine is received in shared Windows folders.

Check the content of the file using an appropriate application.

Page 15

Network Scanner

Store

You can store scanned documents as files on the machine’s hard disk. The stored scan files can be viewed, copied, deleted, or retrieved over the network using DeskTopBinder from a client computer. You can also view, delete or download scan files over the network using Web Image Monitor from the client. A file can be searched for using the user name or the file name. Also, others can be kept from viewing a file by setting a password for the file.

Reference

p.43 “Storing Files”

1. This machine

A scan file from the originals scanned by the machine is stored.

Reference

For details about DeskTopBinder, see the DeskTopBinder manuals. See p.i “Manuals for This Machine”.

For details about Web Image Monitor, see the Web Image Monitor Help.

2. Client computer

A stored file can be viewed, copied, or deleted by connecting to the machine using DeskTopBinder.

Also, a file stored in the machine can be viewed, downloaded, or deleted using Web Image Monitor.

ZZZ603S

Page 16

Getting Started

Network Delivery Scanner

A scan file from the originals scanned by the machine is stored in the delivery server and delivered to the folders of client computers on the same network.

Reference

p.57 “Delivering Scan Files”

Note

❒ To use the delivery scanner function, a delivery server installed with the

ScanRouter delivery software is required.

❒ When the ScanRouter delivery software is used, the machine can also deliver

scan files using e-mail, store scan files in the document management server.

1. This machine

A scan file from the originals scanned by the machine is sent to the delivery server.

In combination with the file storage function, scan files from multiple originals that have been temporarily stored can be delivered all at once. See p.65 “Simulta- neous Storage and Delivery”.

2. Delivery server

The ScanRouter delivery software is installed in this computer which is used as a delivery server.

A received file is delivered to the in-tray of the specified destination (A in the figure). According to the settings of the intray, the file is stored in the in-tray or in a Windows folder (B in the figure).

ZZZ604S

3. Client computer

The contents of a stored file can be checked in the following ways:

• View the file in the in-tray using Desk-

TopBinder to check the contents. (C in the figure)

• Use Auto Document Link to receive the file stored in the in-tray, and check the contents with an appropriate application. (D in the figure)

• Access the Windows folder where the file is stored via the network, and check the contents with an appropriate application. (E in the figure)

Page 17

Network Scanner

Reference

For details about DeskTopBinder, or Auto Document Link, see the respective manuals. See p.i “Manuals for This Machine”.

Network TWAIN Scanner

The scanner function of this machine can be used from a client computer via a network using Ethernet, optional IEEE 1394 (IP over 1394), or optional IEEE

802.11b (wireless LAN).

Reference

p.69 “Using the Network TWAIN Scanner Function”

ZZZ605S

1. This machine

The scanner function of the machine can be used from a client computer via a network.

Note

❒ When using the machine as a network TWAIN scanner, it is not necessary to

press the {{{{Scanner}}}} key on the control panel. When the TWAIN Driver becomes active on a client computer, the display automatically switches to the following screen.

❒ Press [Exit] to use functions other than the network TWAIN scanner function.

2. Client computer

Originals are scanned using the TWAIN Driver from an application.

Page 18

Getting Started

Installing Software

This section describes how to install the software supplied on the “Scan- ner Driver and Utilities".

Reference

For details about the software on the CD-ROM and the system requirements of the software, see p.110 “Software Supplied on CDROM”.

Quick Install

When the CD-ROM is inserted into a client computer running Windows 95/98/Me/2000/XP, Windows Server 2003, or Windows NT 4.0, the installer starts automatically (Auto Run) to install various software.

Note

❒ If Plug and Play starts, click [Can-

cel] in the [New Hardware Found], [Device Driver Wizard], or [Found New Hardware Wizard] dialog box, and then insert the CD-ROM. The [New Hardware Found], [Device Driver Wizard], or [Found New Hardware Wizard]

dialog box appears depending on the operating system used.

❒ Auto Run may not automatically

work with certain operating system settings. If this happens, launch “SETUP.exe” on the CDROM root directory.

❒ To disable Auto Run, press the

{{{{SHIFT}}}} key when inserting the CD-ROM into the drive and keep it pressed until the computer finishes reading from the CD-ROM.

❒ If [Cancel] is selected during instal-

lation, the installation will be stopped and all the remaining software will not be installed. If [Can- cel] has been selected, reinstall the remaining software after restarting the client computer.

❒ For information about the software

that can be installed by Auto Run, see p.110 “Software Supplied on CD-ROM”.

Limitation

❒ For installation under Windows

2000/XP, Windows Server 2003, or Windows NT 4.0, log on as an Administrators group member.

TWAIN Driver

To use the machine as a network TWAIN scanner, it is essential to install the TWAIN Driver on a client computer.

If an application that supports TWAIN is not installed on the client computer, it is also necessary to install DeskTopBinder. For information about the installation of DeskTopBinder, see p.11 “DeskTopBinder”.

Preparation

Before installation, check the system requirements for the TWAIN Driver. For details about the system requirements, see p.110 “Soft- ware Supplied on CD-ROM”.

Note

❒ Use Auto Run for installation.

Page 19

Start Windows, and then insert

AAAA

the CD-ROM labeled "Scanner Driver and Utilities" into the CDROM drive of the client computer.

Reference

If the installer does not start automatically, see p.10 “Quick Install”.

Click [TWAIN Driver].

BBBB

The Software Setup screen appears.

The installer of the TWAIN Driv-

CCCC

er starts. Follow the instructions.

Note

❒ When the installation is com-

plete, a message about restarting the client computer may appear. In this case, restart the client computer.

❒ After the installation is com-

plete, a folder with the name of the machine in use is in [Pro- gram] on the [Start] menu. Help can be displayed from here.

Installing Software

DeskTopBinder

To check an in-tray or to retrieve files using the network delivery scanner function, you must install DeskTopBinder on the client computer.

Preparation

Before installation, check the system requirements for DeskTopBinder. See p.110 “Software Supplied on CD-ROM”.

Note

❒ Use Auto Run for installation.

❒ To use the network delivery scan-

ner function, you need to install the ScanRouter delivery software (optional) on the computer used as the delivery server.

Start Windows, and then insert

AAAA

the CD-ROM labeled “Scanner Driver and Document Management Utility” into the CD-ROM drive of the client computer.

The CD-ROM Launcher screen appears.

❒ Notes on using the network

TWAIN scanner are provided in “Readme.txt”. Be sure to read them before use.

Click [DeskTopBinder Lite].

BBBB

The DeskTopBinder Lite Setup screen appears.

Click [DeskTopBinder Lite]. The in-

CCCC

staller of the DeskTopBinder starts. Follow the instructions on the screen.

Reference

For information about the subsequent installation procedure, see Setup Guide that can be dis- played from the Setup screen of DeskTopBinder.

Page 20

Getting Started

User Authentication

When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, or LDAP Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations. Be sure to log off to prevent unauthorized users from using the machine.

Note

❒ Consult the User Administrator

about your login user name, password, and user code. For details about the various types of user authentication, consult the appropriate administrators.

❒ For user code authentication, enter

a number registered in the address book as [User Code].

User Code Authentication (Using the Control Panel)

When user code authentication is set, the following screen appears.

Login (Using the Control Panel)

Follow the procedure below to log in when Basic Authentication, Windows Authentication, or LDAP Authentication is set.

Press [Enter] for [Login User Name].

AAAA

Enter a login user name, and then

BBBB

press [OK].

Press [Enter] for [Login Password].

CCCC

Enter a login password, and then

DDDD

press [OK].

Press [Login].

EEEE

When the user is authenticated, the screen for the function you are using appears.

Enter a User Code (eight digit), and then press [####].

Note

❒ You do not need to log off after

user code authentication.

Page 21

Log Off (Using the Control Panel)

User Authentication

Follow the procedure below to log off when Basic Authentication, Windows Authentication, or LDAP Authentication is set.

Press {{{{User Tools / Counter}}}}.

AAAA

Press [Logout].

BBBB

Press [Yes].

CCCC

Press{{{{User Tools / Counter}}}}.

DDDD

Page 22

Getting Started

Programming E-mail Addresses and Folders

You can program e-mail addresses and folders using Address Book Management in the Administrator Tools menu under System Settings.

You can also register the programmed e-mail addresses and folders in a Group.

Note

❒ You can register entries in the address book using Web Image Monitor or

SmartDeviceMonitor for Admin. For details about installing SmartDeviceMonitor for Admin, see "Monitoring and Configuring the Printer", Network Guide. For details about registering addresses, see each application’s Help.

❒ Depending on the machine type, you may not be able to use the machine

when it is updating the address book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user codes.

Reference

“E-mail Destination”, General Settings Guide

“Folder Destination”, General Settings Guide

“Registering Destinations to a Group”, General Settings Guide

Page 23

Specifying How to Start Scanning

There are two ways to start scanning:

• Placing originals

• Pressing the {{{{Start}}}} key.

Using the default setting, you can start scanning, storing, and delivering files simply by loading them (without pressing the {{{{Start}}}} key). When you do this, the {{{{Start}}}} key does not light. However, in the following situations, press the {{{{Start}}}} key.

• When you print the scanner journal

• Right after you remove misfed paper

• Right after you specify an entry (such as the destination) required for scan-

ning

Note

❒ You can specify that the {{{{Start}}}} key must be pressed to start scanning. For de-

tails about specifying how to start scanning, see “System Settings”, General Settings Guide.

Page 24

Getting Started

Page 25

Sending Scan Files by E-mail

Scan files can be sent from this machine to specified destinations using the email system. This chapter explains the preparation for sending files by the e-mail system, various display screens, procedures for sending, and how to check the sending results when this function is used.

Preparation for Sending by E-mail

To send scan files by the e-mail system, the preparation described below is required.

Note

❒ If you establish an e-mail server on the network, set up the e-mail server on

the network in advance. For information about setting up an e-mail server, see the manuals of the mail server to be used and the software to be installed.

Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN.

To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE

802.11b interface unit is required.

See Network Guide.

To send scan files by e-mail, the following [System Settings] settings must be specified correctly. (Certain other settings must also be specified.)

• IP address

• subnet mask

• DNS server

• SMTP server name

For details about making settings and other settings, see

work Guide formation in the address book. For details, see General Settings Guide.

Make settings for sending e-mail such as file type priority and sender's default.

See p.101 “Send Settings”.

. You also need to register destinations and other in-

Net-

Page 26

Sending Scan Files by E-mail

E-mail Screen

The e-mail is as shown.

The function items displayed serve as selector keys. You can select or specify an item by lightly pressing it. When you select or specify an item on the display panel, it is highlighted like . Keys that cannot be selected appear like .

1. Destination field

Displays the selected destination. If multiple destinations are selected, the destinations are displayed in the order they were selected by pressing [UUUUPrev.] or

[TTTTNext].

Note

❒ To check the selected destinations,

press the {{{{Check Modes}}}} key.

[] E-mail/Scan to Folder

Press to switch between the e-mail function and the Scan to Folder function. You can send a file to e-mail destinations and Scan to Folder destinations at the same time.

3. E-mail icon ( )

Indicates that the e-mail screen is displayed.

[Registration No.]

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

[Manual Input]

When specifying a destination that is not listed, press [ the destination using the soft keyboard.

Manual Input

], and then enter

[Attach Sender's Name] [Return Re-

ceipt] [Subject / Message] [Attached File]

Set the sender, a reception confirmation e-mail, subject, and message of the e-mail to be sent.

If necessary, specify the file type and file name of the scan file attached to the email.

[] Switch Destination

List/Search/Switch Title

Press to switch a destination from the delivery server list to the destination list of this machine, to search for an e-mail destination.

8. Destination list

Displays the destinations registered in the delivery server or this machine.

Note

❒ When the entire list does not fit on one

screen, [UUUU] or [TTTT] can be used to scroll through the list.

❒ Group destinations are denoted by

this symbol ( ).

Page 27

Sending Scan Files by E-mail

Procedure for Sending E-mail

A scan file is sent after scan settings and destinations are specified.

Press the {{{{Scanner}}}} key.

AAAA

ZZZ606S

Note

❒ The illustration is an example.

The actual appearance may be different.

Make sure that no previous set-

BBBB

tings remain.

Note

❒ If a previous setting remains,

press the {{{{Clear Modes}}}} key.

Reference

There are two ways to specify scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

If the network delivery scanner

EEEE

screen appears, switch to the email screen.

A Press []. B Press [Switch Destination List].

C Press [E-mail].

Make settings for the original,

CCCC

such as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

DDDD

D Press [Exit].

The e-mail screen appears.

Specify the destination.

FFFF

You can specify the destination in the following ways:

•

Select it from the destination list.

• Specify its registration number.

•

Enter the e-mail address directly.

• Search for it in the destination list.

• Search for it in the LDAP server.

Page 28

Sending Scan Files by E-mail

Note

❒ Destinations in the destination

list and registration numbers must be registered in advance in [System Settings]. For details, see “System Settings”, General Settings Guide.

❒ For details about the maximum

number of destinations that can be selected for each transmission, see p.112 “E-mail”.

❒ Before selecting the destination,

be sure to select [To]. If necessary, select [Cc] or [Bcc] and the respective destinations.

❒ Depending on the security set-

tings, certain destinations may not be displayed.

Selecting a destination from the list

A Select the destination.

B To select more destinations, re-

peat steps AAAA.

Note

❒

To deselect a destination, press the destination once more, or press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

Using a registration number to select a destination

A Press [Registration No.]. B Enter the five digit registration

number that has been assigned to a destination folder using the number keys.

If the entered number is less than five digits, press the {{{{#}}}} key after the last number.

Example: To enter 00003 Press the {{{{3}}}} key, and then

press the {{{{#}}}} key.

The selected destination is highlighted and also displayed in the destination field at the top of the screen.

Note

❒ If the target destination does

not appear, take one of the following steps:

• Display the destination by selecting its initial letter from the title.

• Display the destination by pressing [UUUU] or [TTTT].

C To select more destinations, re-

peat steps AAAA to BBBB.

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

Page 29

Sending Scan Files by E-mail

Manual entry of an e-mail address

A Press [Manual Input].

The soft keyboard appears.

Note

❒ Depending on the security

settings, [Manual Input] may not be displayed.

B Enter the e-mail address.

Note

❒ For details about the maxi-

mum number of characters that can be entered, see p.112 “E-mail”.

❒ It is possible to enter alpha-

numeric characters and periods. The symbols ( ) \ , ; : ” and spaces cannot be entered. For details, see p.112 “E-mail”.

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

Searching for a destination in the destination list

A Press [].

B Press [Search by Dest. Name].

C Press [OK].

Note

❒ An e-mail address entered

manually can be registered in the list. Press [ProgDest], and a screen for registering the email address appears. For information, see General Set- tings Guide.

❒ To change an e-mail address

entered, press [Change] located on the left side of the destination field. The soft keyboard appears. Make any changes, and then press [OK].

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

❒ Depending on the security

settings, [ProgDest] may not be displayed.

D To enter more destinations, re-

peat steps AAAA to CCCC.

The soft keyboard appears.

Note

❒ To search using an e-mail ad-

dresses, press [E-mail Ad- dress].

C Enter part of the destination

name.

Note

❒ Enter the first character or

characters of the destination name.

❒ It is also possible to perform

a combined search using

[Search by Dest. Name] and [E- mail Address].

Page 30

Sending Scan Files by E-mail

❒ It is necessary to differentiate

between uppercase and lowercase letters.

D Press [OK]. E Select a destination.

F Press [Exit].

Searching for a destination in the LDAP server

A Press [].

❒ Make sure that the LDAP

server you want to search is selected and highlighted. If a server is not selected, the search is not performed and an error message appears.

E Press [OK]. F Press [Advanced Search].

Enter a character string related to the destination for a search condition such as

Address] Name]

[Fax Number], [Company

, or

[Department Name]

[Name], [E-mail

B Press [Search LDAP].

C Press [Select Server]. D Select the LDAP server.

Note

❒ The LDAP server can be reg-

istered in advance in [System

Settings]. For details, see Net- work Guide.

Note

❒

Each search condition (Name, E-mail Address, Fax Number, Company Name, and Department Name) corresponds to a item that is registered in the LDAP server.

❒ If you press a search condi-

tion item, the soft keyboard appears. Enter the first character or characters for the name, address, or number.

❒

If you select [SSSS in [Program / Change / Delete

LDAP Server] in [Administrator Tools] in [System Settings],

you can add a field for LDAP search. For details, see Net- work Guide.

Search Options

]

Page 31

Sending Scan Files by E-mail

❒ When the search condition

[Name] is used for searching, whether the first name or sirname is searched for depends on the setting made by the administrator. For example, if you want to search for "John Doe", enter "John" or "Doe" according to the setting made by the administrator. Consult your administrator for which name to use.

Press [Search Criteria] correspond-

to each item, and then se-

ing lect criteria from the list displayed.

Note

❒ You can select criteria from

the following list:

•

[

Search Beginning Word

names which start with the entered character or characters are targeted. For example, to search for

“ABC”, enter “A”.

•

[Search End Word]

which end with the entered character or characters are targeted. For example, to search for

“ABC”, enter “C”.

• [Exact Match]: The names

which correspond to an entered character or characters are targeted. For example, to search for “ABC”, enter “ABC”.

: The names

]: The

• [Include One of Words]: The

names which contain an entered character or characters are targeted. For example, to search for

“ABC”, enter “A”, “B”, or “C”.

• [Exclude Words]

which do not contain an entered character or characters are targeted. For example, to search for

“ABC”, enter “D”.

•

[Fuzzy Search]

(The function of this vague search depends on the system supported by the LDAP server.)

I Press [OK].

Note

❒ The e-mail address searched

for in the LDAP server cannot be specified correctly if it contains too many characters. For details about the maximum number of characters that can be entered, see p.112 “E-mail”.

❒ If a user name and password

for the LDAP server authentication are not set, a log-on screen appears. Enter a user name and password.

❒

Multiple e-mail addresses can be registered for one person, but a search will only find one e-mail address per person. Depending on the LDAP server, the address which was registered first is generally found.

❒ To display details about the

destination, press [Details].

J Select a destination. K Press [Exit].

: The names

: a vague search

Page 32

Sending Scan Files by E-mail

Note

❒ An e-mail address found in a

search can be registered in the list. Press [ProgDest], and a screen for entering the email address appears. For more information, see Gener- al Settings Guide.

Checking selected destinations

A Use the destination field at the

top of the screen to check which destinations are selected.

Note

❒ Press [UUUUPrev.] or [TTTTNext] to

scroll through the list. Destinations are displayed in the order they were selected.

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

Select the file type if necessary.

GGGG

A Press [Attached File]. B Press [File Type] C Select the file type of the file.

Specify the e-mail sender.

IIII

You can specify the sender in the following ways:

• Select the sender from the list.

• Enter the registration number of

the sender using the number keys.

• Search for the sender.

Note

❒ If you specify the sender, infor-

mation about the sender is included in the file being sent. The name of the specified sender is automatically placed in the from field of the e-mail so that the sender can be identified when the e-mail is received.

❒ Depending on system settings,

the administrator's e-mail address may appear automatically in the e-mail header's FROM field. To change the address, specify the sender in Step

❒ To prevent misuse of a sender

name, we recommend you set protection code for that sender name.See General Settings Guide.

❒ Depending on the security set-

tings, [Attach Sender's Name] may be selected as the user name when logging in.

D Press [OK] twice.

Specify the file name if necessary.

HHHH

A Press [Attached File]. B Press [File Name].

The soft keyboard appears.

C Enter a file name. D Press [OK] twice.

Selecting a sender from the list

A Press [Attach Sender's Name].

Page 33

Sending Scan Files by E-mail

B Select the sender.

Note

❒ When a protection code has

been set, a screen for entering the protection code appears after selecting the sender. Enter the protection code, and then press [OK]. If the protection code you entered is correct, the sender name is displayed.

C Press [OK].

Using a registration number to specify a sender name

A Press [Attach Sender's Name].

Example: To enter 00006 Press the {{{{6}}}} key, and then

press the {{{{#}}}} key.

Note

❒ When a protection code has

C Press [OK].

Searching for a sender

A Press [Attach Sender's Name].

B Enter the five digit registration

number that has been assigned to a destination folder using the number keys.

If the entered number is less than five digits, press the {{{{#}}}} key after the last number.

B Press [].

Page 34

Sending Scan Files by E-mail

C Press [User (Dest.) Name].

The soft keyboard appears.

Note

❒ To search for an e-mail ad-

dress, press [E-mail Address].

D Enter part of the sender name.

Note

❒ Enter the first character or

characters of the sender name.

❒ It is also possible to perform

a combined search using [Us-

er (Dest.) Name] and [E-mail Address].

❒ It is necessary to differentiate

between uppercase and lowercase letters.

E Press [OK]. F Select the sender.

G Press [Exit]. H Press [OK].

For a reception confirmation e-mail,

JJJJ

press [Return Receipt].

Note

❒ To use [Return Receipt] you must:

• Log on as a user

• Specify the sender in Step

❒ When [Return Receipt] is select-

ed, an e-mail notifying that the e-mail has been read by the destination party is sent to the sender selected here. However, if the mailing software used by the destination party does not support MDN (Message Disposition Notification), the e-mail may not be sent.

Specify a subject if necessary.

KKKK

Note

❒ To specify a subject, you can se-

lect it from the list, enter it directly, or combine selecting and entering it.

❒ For details about the maximum

number of characters that can be entered, see p.112 “E-mail”.

Note

❒

When a protection code has been set, a screen for entering the protection code appears after selecting the sender. Enter the protection code, and then press [ code you entered is correct, the sender name is highlighted.

]. If the protection

❒ When a subject has been speci-

fied, this information is added to the scan file. The subject is automatically placed in the subject field of the e-mail.

❒ The subjects that can be selected

from the list must be registered in [System Settings] in advance. See Network Guide.

The procedure to specify the subject “[Urgent] New product appearance” is explained as an example here.

A Press [Subject / Message].

Page 35

Sending Scan Files by E-mail

B Press [Attach Subject].

C Select the subject [Urgent].

D Press [Manual Input].

The soft keyboard appears.

❒ The messages that can be select-

ed from the list must be registered in [System Settings] in advance. See Network Guide.

❒ A message can be selected from

the list or entered directly.

Selecting a message from the list

A Press [Subject / Message]. B Press [E-mail Message].

C Select a message.

E Enter the subject “New prod-

uct appearance”.

F Press [OK].

G Press [OK] twice.

Enter a message if necessary.

LLLL

Note

❒ For details about the maximum

number of characters that can be entered, see p.112 “E-mail”.

❒ When a message has been en-

tered, this information is added to the scan file.

D Press [OK] twice.

Manual entry of a message

A Press [Subject / Message]. B Press [E-mail Message].

C Press [Manual Input].

The soft keyboard appears.

Page 36

Sending Scan Files by E-mail

D Enter the message “Thank you

for what you did yesterday”.

E Press [OK] three times.

Place originals.

MMMM

Reference

The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Note

❒ For details about the maximum

size of the scan file and maximum number of pages that can be sent, see p.112 “E-mail”.

❒ To interrupt scanning, press the

{{{{Clear/Stop}}}} key or press [Stop] on the display panel.

❒ When scanning multiple pages

into a single file, place the next original. For details, see p.77 “Scanning Multiple Pages into a Single File”.

Simultaneous Storage and Sending by E-mail

You can use the e-mail function and the storage function together.

The scan file is sent by e-mail and at the same time is stored.

Note

❒ This section explains mainly the

procedure for simultaneous storage and sending of e-mail. For details, see p.19 “Procedure for Sending E-mail”.

❒ The file stored when simultane-

ously storing a file and sending it by e-mail cannot be resent in the email screen. To resend the file, select the file in the [Select Stored File] screen and send it. See p.50 “Send- ing Stored Files by E-mail or Scan to Folder, or Delivering”.

Make settings for the original, such

AAAA

as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

BBBB

Note

❒ There are two ways to specify

scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

Specify the destination.

CCCC

Specify the sender and a subject.

DDDD

Page 37

Press [Store File].

EEEE

Make sure [Send & Store] is select-

FFFF

ed.

Sending Scan Files by E-mail

Specify file information if neces-

GGGG

sary.

Reference

For details about specifying file information, see p.45 “Specify- ing file information”.

Press [OK].

HHHH

Place originals.

IIII

Note

❒ The procedure for placing origi-

nals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Page 38

Sending Scan Files by E-mail

Checking the E-mail Results

The sending results can be checked.

Note

❒ For details about the maximum

number of sending operations that can be checked, see p.102 “Print & Delete Scanner Journal”.

❖❖❖❖ Items that can be checked

• Date / Time The date and time the e-mail was sent or the date and time “Error” or “Cancelled” was confirmed is displayed.

• Destination The sending function (e-mail, Scan to Folder, or delivery function) used is displayed with an icon. When multiple destinations were selected, the first selected destination is displayed.

• Sender

• File Name

The file name is displayed only when a file is stored at the same time and when a stored file is sent.

Check the displayed records.

BBBB

Note

❒ Depending on the security set-

tings, certain records may not be displayed.

❒ One screen shows the records

for five sending operations. Use [UUUUPrev.] or [ TTTTNext] to scroll through the list.

❒ When the status of a file is

“Waiting...”, the sending can be canceled by selecting that file, and then pressing [Cancel].

❒ Press [Print] to print the whole

journal.

Press [Exit].

CCCC

The e-mail screen appears.

• Status One of the following status is displayed: “Done”, “ Sending...”, “Waiting...”, “Error”, or “Cancelled”.

Press [Scanned Files Status] on the

AAAA

e-mail screen.

Page 39

3. Sending Scan Files by Scan to Folder

Scan files can be sent to the folders of the FTP server or the shared folders of Windows. This chapter explains the preparation for sending files by Scan to Folder, various display screens, procedures for sending, and how to check the sending results when this function is used.

Preparation for Sending by Scan to Folder

To send scan files by Scan to Folder, the preparation described below is required.

Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN.

To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE

802.11b interface unit is required.

See Network Guide.

To send scan files by Scan to Folder, the following [System Set- tings] settings must be specified correctly. (Certain other settings must also be specified.)

• IP address

• subnet mask

For details about making settings and other settings, see work Guide. You also need to register destinations and other information in the address book. For details, see Guide.

Make settings for sending such as compression and file type priority.

See p.101 “Send Settings”.

Note

❒ Under Windows Server 2003, you may not be able to send files by Scan to

Folder.

❒ Sending files using SMB is available only under a NetBIOS over TCP/IP en-

vironment. Sending files using SMB is not available under a NetBEUI environment.

❒ Even when settings made with the control panel, Web Image Monitor, Telnet,

or other methods do not permit the use of SMB and FTP, sending files is still possible.

General Settings

Net-

Page 40

Sending Scan Files by Scan to Folder

Scan to Folder Screen

The Scan to Folder screen is as shown.

1. Destination field

Displays the selected destination. If multiple destinations are selected, the destinations are displayed in the order they were selected by pressing [UUUUPrev.] or

[TTTTNext].

Note

❒ To check the selected destinations,

press the {{{{Check Modes}}}} key.

[] E-mail/Scan to Folder

Press to switch between the Scan to Folder function and the e-mail function. You can send a file to Scan to Folder destinations and e-mail destinations at the same time.

3. Scan to Folder icon ( )

Shows that the Scan to Folder screen is displayed.

[Registration No.]

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

[Enter Destination]

When specifying a destination that is not listed, press [ enter the destination using the soft keyboard.

Enter Destination

], and then

[Attach Sender's Name] [Return Re-

ceipt] [Subject / Message] [Attached File]

Set the sender, a reception confirmation e-mail, file name, subject, and message of the scan file to be sent.

If necessary, make settings for the file type and file name of the file.

Important

❒ When the scan file is sent to desti-

nations for e-mail and Scan to Folder at the same time, the sender, subject, and message are sent to the e-mail destinations only. [Re- turn Receipt] is also used for e-mail transmission. For details, see p.17 “Sending Scan Files by E-mail”.

[] Switch Destination

List/Search/Switch Title

Press to switch between the destination list of the delivery server and the destination list of this machine, or to search for an e-mail destination.

8. Destination list

Displays the destinations registered in the delivery server or this machine.

Page 41

Note

❒ When the entire list does not fit on one

screen, press [UUUU] or [TTTT] to scroll through the list.

❒ Group destinations are denoted by

this symbol ( ).

Preparation for Sending by Scan to Folder

Page 42

Sending Scan Files by Scan to Folder

Procedure for Sending by Scan to Folder

A scan file is sent after scan settings and destinations are specified.

Press the {{{{Scanner}}}} key.

AAAA

ZZZ606S

Note

❒ The illustration is an example.

The actual appearance may be different.

Reference

There are two ways to specify scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

If the network delivery scanner

EEEE

screen appears, switch to the Scan to Folder screen.

A Press []. B Press [Switch Destination List].

Make sure that no previous set-

BBBB

tings remain.

Note

❒ If a previous setting remains,

press the {{{{Clear Modes}}}} key.

Make settings for the original, such

CCCC

as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

DDDD

C Press [E-mail].

D Press [Exit].

The e-mail screen appears.

E Press [].

The Scan to Folder screen appears.

Specify the destination folder.

FFFF

You can specify the destination folder in the following ways:

•

Select it from the destination list.

• Specify its registration number.

Page 43

Sending Scan Files by Scan to Folder

• Enter the path for the folder of a client computer on the same network directly.

• Specify the folder in the FTP server.

• Select it from the client computers on the same network.

Note

❒ Destinations in the destination

list and registration numbers must be registered in advance in [System Settings]. For details, see “System Settings”, General Settings Guide.

❒ Depending on the security set-

tings, certain destinations may not be displayed.

Selecting a destination folder from the list

A Select the destination folder.

❒ If a protection code has been

set for the shared folder, a screen for entering the protection code appears.

To select more destination folders,

repeat step AAAA.

Note

❒

To deselect a destination, press the destination once more, or press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

Using a registration number to select a destination folder

A Press [Registration No.]. B Enter the five digit registration

number that has been assigned to a destination folder using the number keys.

If the entered number is less than five digits, press the {{{{#}}}} key after the last number.

The selected folder is highlighted and also is displayed in the destination field at the top of the screen.

Note

❒ If the target destination does

not appear, take one of the following steps:

• Display the destination by selecting its initial letter from the title.

• Display the destination by pressing [UUUU] or [TTTT].

Example: To enter 00004 Press the {{{{4}}}} key, and then

press the {{{{#}}}} key.

Note

❒ If a protection code has been

set for the shared folder, a screen for entering the protection code appears.

To select more destination fold-

repeat step BBBB.

ers,

Page 44

Sending Scan Files by Scan to Folder

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

Manual entry of a path for the destination folder of the client computer on the same network

A Press [Enter Destination]. B Press [SMB].

E Press [OK]. F If entering a user name to log

on is required, press [Manual In- put] on the right side of the user

name field.

The soft keyboard appears.

G Enter the user name.

Reference

For details about the maximum number of characters that can be entered, see p.113 “Scan to Folder”.

H Press [OK]. I If entering a password to log

on is required, press [Manual In- put] for [Password].

The soft keyboard appears.

J Enter the password. K Press [OK].

C Press [Manual Input] on the right

side of the path field.

The soft keyboard appears.

D Enter the path for the folder.

Note

❒ For details about the maxi-

mum number of characters that can be entered, see p.113 “Scan to Folder”.

❒ The following is an example

of a path where the folder name is “user” and the computer name is “ desk01”: \\desk01\user

❒ An IP address can also be en-

tered if you use one of the following operating systems : Windows 98/Me/XP/2000 or Windows NT 4.0.

❒ Computer and shared folder

names consisting of more than 12 characters cannot be displayed.

L Press [Connection Test].

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

Note

❒ The connection test may take

time.

❒ You may not be able to press

[Connection Test] right after pressing [Cancel] during a connection test.

Page 45

Sending Scan Files by Scan to Folder

❒ Though the connection test

was successful, the machine may fail to transfer the file if writing authority is lacking or if there is not enough free space on the hard disk.

M Check the connection test re-

sult, and then press [Exit].

N Press [OK]. O To enter more destinations, re-

peat steps AAAA to NNNN.

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

❒ To change the path for the

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

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

Specifying a folder in the FTP server

A Press [Enter Destination]. B Press [FTP].

C Press [Manual Input] on the right

side of the server name field.

The soft keyboard appears.

D Enter a server name.

Note

❒ For details about the maxi-

mum number of characters that can be entered, see p.113 “Scan to Folder”.

❒ An IP address also can be en-

tered.

E Press [OK]. F Press [Manual Input] on the right

side of the path field.

The soft keyboard appears.

G Enter the path for the folder.

Note

❒ For details about the maxi-

mum number of characters that can be entered, see p.113 “Scan to Folder”.

❒ The following is an example

of a path where the folder name is “user” and the sub- folder name is “lib”: user\lib

H Press [OK].

A confirmation message for changing the protocol appears.

I If entering a user name to log

on is required, press [Manual In- put] on the right side of the user name field.

The soft keyboard appears.

J Enter the user name.

Page 46

Sending Scan Files by Scan to Folder

Reference

For details about the maximum number of characters that can be entered, see p.113 “Scan to Folder”.

K Press [OK]. L If entering a password to log

on is required, press [Manual In- put] for [Password].

The soft keyboard appears.

M Enter the password. N Press [OK]. O To change the port number

which is set in [System Settings], press [Change] on the right side of the port number field. Enter a port number using the number keys, and then press the {{{{#}}}}key.

P Press [Connection Test].

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

❒ To change the path for the

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

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

Searching for a destination folder in client computers on the network

A Press [Enter Destination].

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

Note

❒ The connection test may take

time.

❒ You may not be able to press

[Connection Test] right after pressing [Cancel] during a connection test.

Q Check the connection test re-

sult, and then press [Exit].

R Press [OK]. S To enter more destinations, re-

peat steps AAAA to RRRR.

B Press [SMB].

C Press [Browse Network] on the

right side of the path field.

The list of client computers on the same network appears.

Page 47

Sending Scan Files by Scan to Folder

Note

❒ Computer and shared folder

names consisting of more than 12 characters cannot be displayed.

❒ If the client computer you

want to select is not displayed, press [Up One Level] to select another workgroup, and then search for the client computer.

❒ The maximum number of cli-

ent computers and shared folders that can be displayed is 100.

D Select the client computer that

has the destination folder.

❒ If authentication is required

for the selected folder, a logon screen appears. Enter the user name and password.

F Press [OK]. G Press [OK].

Searching for a destination folder in the destination list

A Press [].

B Press [Search by Dest. Name].

Note

❒ If authentication is required

for the selected computer, a log-on screen appears. Enter the user name and password.

The list of folders on the selected computer appears.

E Select the destination folder.

Note

❒ When the selected folder has

sub-folders, the sub-folders list appears.

The soft keyboard appears.

Note

❒ To search by path, press

[Search by Folder Name].

C Enter part of the destination

folder name.

Note

❒ Enter the first character or

characters of the destination name.

❒ It is necessary to differentiate

between uppercase and lowercase letters.

Page 48

Sending Scan Files by Scan to Folder

❒ It is also possible to perform

a combined search using

[Search by Dest. Name] and [Search by Folder Name].

D Press [OK]. E Select a destination folder.

F Press [Exit].

Checking selected destinations

A Use the destination field at the

top of the screen to check which destinations are selected.

Note

❒ Press [UUUUPrev.] or [TTTTNext] to

scroll through the list. Destinations are displayed in the order they were selected.

Specify the file name if necessary.

HHHH

A Press [Attached File]. B Press [File Name].

The soft keyboard appears.

C Enter a file name.

Note

❒

A scan file is given a 21-digit (excluding the extension) file name which combines the time and date the original was scanned with a 4-digit page number. (Example : When one page is scanned in TIFF at

15.10 seconds, 3.30 p.m., 31 December, 2020, the file name is 202012311530150100001.tif)

D Press [OK].

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

Select the file type if necessary.

GGGG

A Press [Attached File]. B Press [File Type]. C Select the file type.

D Press [OK] twice.

E Press [OK].

Place originals.

IIII

Reference

The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Note

❒ For details about the maximum

size of the scan file that can be sent, see p.113 “Scan to Folder”.

❒ To interrupt scanning, press the

{{{{Clear/Stop}}}} key or press [Stop] on the display panel.

Page 49

Sending Scan Files by Scan to Folder

❒ When scanning multiple pages

into a single file, place the next original. For details, see p.77 “Scanning Multiple Pages into a Single File”.

Simultaneous Storage and Sending by Scan to Folder

You can use the Scan to Folder function and the storage function together.

The scan file is sent by Scan to Folder and at the same time is stored.

Note

❒ This section explains mainly the

procedure for simultaneous storage and sending by Scan to Folder. For details, see p.34 “Procedure for Sending by Scan to Folder”.

❒ The file stored when simultane-

ously storing a file and sending it by Scan to Folder cannot be resent from the Scan to Folder screen. To resend the file, select the file in the [Select Stored File] screen and send it. See p.50 “Sending Stored Files by E-mail or Scan to Folder, or Delivering”.

Make settings for the original, such

AAAA

as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

BBBB

Note

❒ There are two ways to specify

scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

Select the destination.

CCCC

Specify the sender, subject, and

DDDD

message when sending e-mail is performed at the same time.

Press [Store File].

EEEE

Make sure that [Send & Store] is se-

FFFF

lected.

Specify file information if neces-

GGGG

sary.

Reference

For details about specifying file information, see p.45 “Specify- ing file information”.

Press [OK].

HHHH

Place originals.

IIII

Note

❒ The procedure for placing origi-

nals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Page 50

Sending Scan Files by Scan to Folder

Checking the Scan to Folder Results

The sending results can be checked.

Note

❒ For details about the maximum

number of sending operations that can be checked, see p.102 “Print & Delete Scanner Journal”.

❖❖❖❖ Items that can be checked

• Date / Time The date and time sending was requested or the date and time “Error” or “Cancelled” is confirmed is displayed.

• Destination The sending function (e-mail, Scan to Folder, or delivery function) used is displayed with an icon. When multiple destinations were selected, the destinations are displayed individually.

• Sender

• File Name

The file name is displayed only when a file is stored at the same time and when a stored file is sent.

Check the displayed records.

BBBB

Note

❒ Depending on the security set-

tings, certain records may not be displayed.

❒ One screen shows the records

for five sending operations. Press [UUUUPrev.] or [ TTTTNext] to scroll through the screen.

❒ When the status of a file is

“Waiting...”, the sending can be canceled by selecting that file, and then pressing [Cancel].

❒ Press [Print] to print the whole

journal.

Press [Exit].

CCCC

The Scan to Folder screen appears.

• Status One of the following status is displayed: “Done”, “ Sending...”, “Waiting...”, “Error”, or “Cancelled”.

Press [Scanned Files Status] on the

AAAA

Scan to Folder screen.

Page 51

4. Storing Files

Scan files can be stored in the hard disk of the machine using the Document Server function, and the stored file can be used later. Using DeskTopBinder, stored files can be viewed or retrieved with a client computer.

Important

❒ A password can be set for every stored file.There is a risk that stored files

without a password can be accessed by someone using DeskTopBinder on the same LAN. We recommend you consider security measures such as setting passwords to protect against unauthorized access.

❒ Scan file stored in the machine may be lost if some kind of failure occurs. We

advise against using the hard disk to store important files. The supplier shall not be responsible for any damage that may result from the loss of files. For long-term storage of files, we recommend the use of DeskTopBinder. For details, contact your local dealer.

Note

❒ When a delivery server is added to the network, stored files can be delivered.

You can store scan files and simultaneously deliver them with the network delivery scanner function, send it by e-mail, or send it by Scan to Folder. See p.50 “Sending Stored Files by E-mail or Scan to Folder, or Delivering”.

Storing Files

This section explains how to store files and how to specify file information for stored files.

Note

❒ For details about the maximum number of files that can be stored, see p.114

“Store”.

❒ The stored files are deleted automatically after a certain number of days have

passed. For information about making settings and changing settings, see General Settings Guide.

❒ Files cannot be printed from the control panel after being stored using the

scanner function. Print scan files after a client computer receives them. See p.51 “Viewing a list of stored files using DeskTopBinder” or p.52 “Viewing a list of stored files using Web Image Monitor”.

Page 52

Storing Files

Storage Procedure

Make the settings for storing scan

EEEE

files.

You can scan and store files.

Press the {{{{Scanner}}}} key.

AAAA

Note

❒ The illustration is an example.

The actual appearance may be different.

Make sure that no previous set-

BBBB

tings remain.

Note

❒ If a previous setting remains,

press the {{{{Clear Modes}}}} key.

Make settings for the original, such

CCCC

as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

DDDD

A Press [Store File].

B Press [Store Only].

ZZZ606S

Note

❒ To store and deliver scan

files, press [Send & Store]. See p.28 “Simultaneous Storage and Sending by E-mail”, p.41 “Simultaneous Storage and Sending by Scan to Folder”, or p.65 “Simultaneous Storage and Delivery”.

❒ [Store Only] cannot be pressed

if a destination or sender is selected.

Reference

There are two ways to specify scan settings, as described below:

• Configure each setting for

scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For

details, see p.80 “Programs”.

C Press [OK].

Specify file information.

FFFF

Specify a user name, file name, and password for the file.

Reference

For details about specifying file information, see p.45 “Specify- ing file information”.

Place originals.

GGGG

Page 53

Storing Files

Reference

The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Note

❒ To interrupt scanning, press the

{{{{Clear/Stop}}}} key or press [Stop] on the display panel.

❒ When placing multiple origi-

nals one-by-one, place the next original. For details, see p.77 “Scanning Multiple Pages into a Single File”.

Specifying file information

You can specify a user name, file name, and password for a stored scan file.

The File Information screen appears.

Specify file information.

BBBB

Specifying a user name

A Press [User Name]. B Select the user name.

According to the settings made, you can search for files by user name or file name and you can prevent unauthorized persons from accessing the files.

Reference

For details about the maximum number of characters that can be entered, see p.114 “Store”.

Press [Store File].

AAAA

Note

❒ The user names shown here

are names that were registered on the [Administrator Tools] tab in [System Settings]. To specify a name not shown here, press [Non-programmed Name], and then enter the user name.

C Press [OK].

Page 54

Storing Files

Specifying a file name

Scan files are automatically named SCAN0001, SCAN0002, etc. If necessary, you can change the file name.

A Press [File Name].

The soft keyboard appears.

B Enter the file name.

Reference

For information about how to enter characters, see Gener- al Settings Guide.

C Press [OK].

Specifying a password

When a password is specified, only a person who knows the password can view the file.

Important

❒ Do not forget the password.

If you forget it, consult the system administrator of the machine.

Press [OK] to return to the previ-

CCCC

ous screen.

A Press [Password]. B

Enter a four to eight digit number using the number keys.

C Press the {{{{#}}}} key.

Note

❒

To change the password, press [Change], and then enter a new one.

D Enter the same number as you

entered in step BBBB for confirmation.

E Press the {{{{#}}}} key.

F Press [OK].

Page 55

Displaying the List of Stored Files

From the list of stored files, you can delete stored files or change file information. To show the list of stored files, perform the following steps:

Note

❒ You can also display the list of

stored files from a client computer using DeskTopBinder and Web Image Monitor. For details, see p.51 “Checking Stored Files from a Client Computer”.

Press the {{{{Scanner}}}} key.

AAAA

Note

❒ The illustration is an example.

The actual appearance may be different.

Display the list of stored files.

BBBB

A Press [Select Stored File].

B Press [Manage / Delete File].

ZZZ606S

Page 56

Storing Files

Viewing the List

The list of stored files has the following elements.

Note

❒ Depending on the security settings, certain files may not be displayed.

❖❖❖❖ When using the network delivery scanner, e-mail, or Scan to Folder function

❖❖❖❖ When displaying information of a selected stored file

1. Keys for searching for files

Press to switch to the screens for searching for a file by user name or file name, or to the screen for displaying all files.

2. Keys to switch to the information

display

Press to switch between the stored file list and the detailed information of the selected file.

3. Keys for sorting files

Press to sort the files using the selected item. Select the same item once more for a reverse sort. However, the files cannot be sorted in reverse delivery order.

Keys for changing file information

Use for deleting the selected file or changing the user name, file name, or password.

Page 57

5. List of stored files

Displays the list of stored files.

Displaying the List of Stored Files

Searching for Files

Note

❒ The files that are stored by func-

tions other than the scanner can be displayed by pressing the [ ment Server] key.

❒ If the file is not displayed, press

[UUUUPrev.] or [TTTTNext] to scroll through the list.

❒ For files which are password pro-

tected, a key symbol( ) is shown to the left of the user name.

[Manage / Delete File]

Press to perform operations such as deleting stored files or changing file information.

[Send]

Press to send or deliver stored files. For details, see p.50 “Sending Stored Files by E-mail or Scan to Folder, or Delivering”.

Information for a selected stored file

Press [Detail] to display the information for a file after selecting the file from the file list.

Docu-

You can search for files from the stored files using the user name or file name.

Searching by user name

On the screen with the list of stored

AAAA

files, press [Search by User Name].

Select the user name to be used

BBBB

for the search.

Note

❒ The user names shown here are

names that were registered on the [Administrator Tools] tab in [System Settings]. To change a user name not shown here, press [Non-programmed Name], and then enter the user name.

Press [OK].

CCCC

The search starts, and files whose user name starts with the entered string appear.

Page 58

Storing Files

Searching by file name

On the screen with the list of stored

AAAA

files, press [Search by File Name].

The soft keyboard appears.

Enter the file name.

BBBB

Note

❒ It is necessary to differentiate

between uppercase and lowercase letters.

Reference

For information about how to enter characters, see General Set- tings Guide.

Press [OK].

CCCC

The search starts, and files whose name starts with the entered string appear.

Sending Stored Files by E-mail or Scan to Folder, or Delivering

Files stored can be sent by e-mail or Scan to Folder, or delivered to the delivery server.

Note

❒ This section explains how to select

files you want to send or deliver. For details about sending by email, see p.19 “Procedure for Sending E-mail”. For details about sending by Scan to Folder, see p.34 “Procedure for Sending by Scan to Folder”. For details about delivering stored files, see p.60 “Deliver- ing Scan Files”.

❒ When stored files are sent or deliv-

ered, scan settings cannot be changed. The files are sent or delivered with the scan settings specified when they were stored.

Press [Select Stored File] to display

AAAA

the list of stored files.

Reference

p.47 “Displaying the List of Stored Files”

Select a file.

BBBB

Note

❒ When you select a password

protected file, the Password entry screen appears. After you have entered the correct password and pressed [OK], the file will be selected.

Page 59

Displaying the List of Stored Files

To select multiple files, repeat

CCCC

step

❒ For details about the maximum

❒ If you select multiple files, the

❒ If you press [Display Selection],

Press [OK].

DDDD

The e-mail, Scan to Folder, or network delivery scanner screen appears.

BBBB

Note

number of files that can be selected at once, see p.114 “Store”.

files will be sent or delivered in the order they were selected.

the selected files will be shown in the order of delivery.

❒ The illustration used in the follow-

ing explanation is an example. The items that actually appear on the screen may differ, depending on the model in use and the environment.

Viewing a list of stored files using DeskTopBinder

Stored files are shown below using DeskTopBinder.

Switch the destination list if nec-

EEEE

essary.

Specify a destination.

FFFF

Specify the sender, subject, and

GGGG

message if necessary. Press the {{{{Start}}}} key.

HHHH

Checking Stored Files from a Client Computer

You can view the list of stored files from a client computer using DeskTopBinder and Web Image Monitor.

Note

❒ You can also view the files stored

under the copy, Document Server, and printer functions.

Note

❒ The illustration is an example. The

items that actually appear may be different.

❒ You can also transfer the stored

files to the client computer.

Reference

For details about installing DeskTopBinder, see p.11 “DeskTopBinder”. For details about the functions of DeskTopBinder, such as transferring files to a client computer, see the manuals related to DeskTopBinder manuals. See p.i “Manu- als for This Machine”.

Page 60

Storing Files

Viewing a list of stored files using Web Image Monitor

The stored files are displayed and can be checked also in Web Image Monitor.

Note

❒ When you enter http:// (machine

IP address)/ in the address bar of the Web browser on a client computer, Top Page of Web Image Monitor is displayed.

❒ You can also download the stored

files.

Reference

For details about displaying or downloading stored files using Web Image Monitor, see General Settings Guide.

For details about making settings for using Web Image Monitor, see Network Guide.

For details about functions for managing stored files using Web Image Monitor, click [Help] on the upper-right corner of the displayed screen.

Page 61

Managing Stored Files

Deleting Files

You can delete files that are no longer needed.

Limitation

❒ Files waiting for delivery cannot

be deleted.

Reference

Using Web Image Monitor from a client computer, you can also delete the stored files. See General Set- tings Guide.

Display the list of stored files.

AAAA

Managing Stored Files

❒ When you select a password

protected file, the Password entry screen appears. Enter the correct password, and then press [OK]. When multiple files are selected, the password entry screen appears each time a password protected file is selected.

Press [Delete File].

DDDD

Reference

p.47 “Displaying the List of Stored Files”

Press [Manage / Delete File].

BBBB

The [Manage / Delete File] screen appears.

Select the file you want to delete.

CCCC

Note

❒ For details about the maximum

number of files that can be selected at once, see p.114 “Store”.

A confirmation message about deleting the file appears.

Press [Delete].

EEEE

Press [Exit].

FFFF

Changing File Information

The information for stored files (user name, file name, and password) can be changed.

Limitation

❒ Information for files waiting for

delivery cannot be changed.

Reference

Using Web Image Monitor from a client computer, you can change the information of files stored. See General Settings Guide.

Display the list of stored files.

AAAA

Reference

p.47 “Displaying the List of Stored Files”

Page 62

Storing Files

Press [Manage / Delete File].

BBBB

Select the file for which you want

CCCC

to change the file information.

Note

❒ When you select a password

protected file, the password entry screen appears. Enter the correct password, and then press [OK].

Change the file information.

DDDD

Note

❒ The user names shown here

are names that were registered on the [Administrator Tools] tab in [System Settings]. To change a user name not shown here, press [Non-pro- grammed Name], and then en- ter the user name.

C Press [OK].

Changing the file name

Changing the user name

A Press [Change User Name].

B Select the new user name.

A Press [Change File Name].

B Enter the new file name.

Reference

For information about how to enter characters, see Gener- al Settings Guide.

C Press [OK].

Page 63

Changing the password

A Press [Change Password].

B Enter a new four to eight digit

number as the password using the number keys.

Managing Stored Files

Make sure that the file informa-

EEEE

tion was changed as necessary, and press [Exit].

C Press the {{{{#}}}} key.

Note

❒

To change the password, press [Change], and then enter a new one.

D Enter the same number as you

entered in step BBBB for confirmation.

E Press the {{{{#}}}} key. F Press [OK].

Important

❒ Do not forget the password.

If you forget it, consult the system administrator of the machine.

Page 64

Storing Files

Page 65

5. Delivering Scan Files

Scan files can be sent to a specified destination using the network delivery scanner function. This chapter explains the preparation for delivering files, various display screens, delivery procedures, and how to check the delivery results when this function is used.

Important

❒ A delivery server in which the ScanRouter delivery software is installed is

necessary to use the network delivery scanner function. Information about delivery destinations and senders must be registered first in the delivery server. Also, connected devices should be configured in [Set I/O Device] of the ScanRouter delivery software. For details, see the ScanRouter delivery software Help.

Page 66

Delivering Scan Files

Preparation for Delivering

To use the machine as a network delivery scanner, the preparation described below is required.

Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN.

To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE

802.11b interface unit is required.

See

Network Guide

To deliver scan files, the following [System Settings] settings must be specified correctly. (Certain other settings must also be specified.)

• IP address

• subnet mask

Also, [On] must be selected for [Delivery Option] under [File Trans- fer]. For details about making settings and other settings, see

Network Guide

Make settings for the network delivery scanner function, such as Destination List Settings.

See p.95 “Initial Scanner Setup”.

Install the ScanRouter delivery software required for using the network delivery scanner functions on the delivery server.

See p.11 “DeskTopBinder”.

After installing the software, make the required settings for server maintenance and delivery service.

For details, see the ScanRouter delivery software manuals.

Set the destination, sender information, and connected devices in the ScanRouter delivery software.

On the client computers, install the software required for viewing or retrieving files by connecting to the delivery server, such as DeskTopBinder.

See p.11 “DeskTopBinder”.

Page 67

Preparation for Delivering

Network Delivery Scanner Screen

The network delivery scanner screen is as shown.

Network delivery scanner icon

Indicates that the network delivery scanner screen is displayed.

2. Destination field

The selected destination is shown here. If multiple destinations are selected, the destinations are displayed in the order they were selected by pressing [UUUUPrev.

[TTTTNext

Note

❒ To check the selected destinations,

press the {{{{Check Modes}}}} key.

[Registration No.]

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

[Manual Input]

When sending e-mail via the delivery server, press [Manual Input], and then enter the destination using the soft keyboard that is displayed. For information about sending e-mail via the delivery server, see the ScanRouter delivery software manuals.

()

] or

[Attach Sender's Name] [Return Re-

ceipt] [Attach Subject]

Specify the sender, subject, and message of the document to be delivered. In addition, specify whether or not to check whether the file has been opened at the destination.

Press to switch between the destination list of the delivery server and the destination list of this machine, or to perform a search such as a user name search.

Switch Destination List/Search

[]

7. Destination list

Displays the destinations registered in the delivery server or this machine.

Note

❒ When the entire list does not fit on one

screen, press [UUUU] or [TTTT] to scroll through the list.

❒ Group destinations are denoted by

this symbol ( ).

Page 68

Delivering Scan Files

Delivery Procedure

A scan file is delivered after scan settings and destinations are specified. If necessary, you can select a sender and a subject.

Press the {{{{Scanner}}}} key.

AAAA

ZZZ606S

Note

❒ The illustration is an example.

The actual appearance may be different.

Make sure that no previous set-

BBBB

tings remain.

Reference

There are two ways to specify scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

If the e-mail screen appears, switch

EEEE

to the network delivery scanner screen.

A Press []. B Press [Switch Destination List].

C Press [Delivery Server].

Note

❒ If a previous setting remains,

press the {{{{Clear Modes}}}} key.

Make settings for the original, such

CCCC

as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

DDDD

D Press [Exit].

The network delivery scanner screen appears.

Specify the destination.

FFFF

You can specify the destination in the following ways:

•

Select it from the destination list.

• Specify its registration number.

• Search for it.

•

Enter the e-mail address directly.

Page 69

Delivering Scan Files

Note

❒ The destination list is updated

automatically.

❒ Depending on the security set-

tings, certain destinations may not be displayed.

Selecting a destination from the list

A Select the destination.

The selected destination is highlighted and also is displayed in the destination field at the top of the screen.

Note

❒ If the target destination does

not appear, take one of the following steps:

• Display the destination by selecting its initial letter from the title.

• Display the destination by pressing [UUUU] or [TTTT].

❒ The destination titles are pro-

gramed in the delivery server.

Using a registration number to select a destination

A Press [Registration No.]. B Enter the five digit registration

number that has been assigned to a destination folder using the number keys.

If the entered number is less than five digits, press the {{{{#}}}} key after the last number.

Example: To enter 00009 Press the {{{{9}}}} key, and then

press the {{{{#}}}} key.

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

C To select more destinations, re-

peat step BBBB.

Searching for a destination

A Press [].

❒ To deselect a destination,

press the destination once more, or press [UUUUPrev.] or [TTTTNext] to display the desti- nation in the destination field, and then press the {{{{Clear/Stop}}}} key.

B To select more destinations, re-

peat step AAAA.

Page 70

Delivering Scan Files

B Press [Search Address Book].

C Press [Search by Dest. Name].

Note

❒ To search by comment, press

[Search by Comment].

The soft keyboard appears.

D Enter part of the destination

name.

Note

❒ Enter the first character or

characters of the destination name.

❒ It is necessary to differentiate

between uppercase and lowercase letters.

E Press [OK]. F Select a destination.

Manual entry of a destination

A Press [Manual Input].

The soft keyboard appears.

B Enter the destination.

Note

❒ Enter the e-mail address of

the destination when sending via the delivery server.

❒ For details about the maxi-

mum number of characters that can be entered, see p.114 “The network delivery scanner function”.

❒

Alphanumeric characters and periods can be entered. The symbols ( ) \ , ; : ” and spaces cannot be entered. For details, see p.114 “The network delivery scanner function”.

G Press [Exit].

C Press [OK].

Note

❒

To deselect a destination, press [UUUUPrev.] or [TTTTNext] to display the destination in the destination field, and then press the {{{{Clear/Stop}}}} key.

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

D To enter more destinations, re-

peat steps AAAA to CCCC.

Page 71

Delivering Scan Files

Checking selected destinations

A Use the destination field at the

top of the screen to check which destinations are selected.

Note

❒ Press [UUUUPrev.] or [TTTTNext] to

scroll through the list. Destinations are displayed in the order they were selected.

❒ To check the selected desti-

nations, press the {{{{Check Modes}}}} key.

Specify the sender (sender of the

GGGG

file) if necessary.

You can specify the sender in the following ways:

• Select it from the list.

B Select the sender.

The selected sender and its registration number appear.

C Press [OK].

Using a registration number to specify a sender name

A Press [Attach Sender's Name].

• Specify its registration number.

• Search for it.

Note

❒ When a sender has been speci-

fied, this information is added to the scan file. Select a sender from the senders registered in the delivery server.

❒ Depending on the security set-

tings, [Attach Sender's Name] may be selected as the user name when logging in.

Selecting a sender from the list

A Press [Attach Sender's Name].

B Enter the five digit registration

number that has been assigned to a destination folder using the number keys.

If the entered number is less than five digits, press the {{{{#}}}} key after the last number.

Example: To enter 00006 Press the {{{{6}}}} key, and then

press the {{{{#}}}} key.

C Press [OK].

Page 72

Delivering Scan Files

Searching for a sender

A Press [Attach Sender's Name].

B Press [].

C Press [User (Dest.) Name].

F Select a sender.

G Press [Exit]. H Press [OK].

Specify [Return Receipt] if neces-

HHHH

sary.

Note

❒ If you did not specify the sender

in Step be used even if you select it.

❒ E-mail notification that the file

has been opened at the destination is sent to the sender specified in [Attach Sender's Name]. To use [Return Receipt], it is necessary to make sett ings such as the e-mail address in advance in the ScanRouter delivery software.

, [Return Receipt] cannot

The soft keyboard appears.

D Enter part of the sender name.

Note

❒ Enter the first character or

characters of the sender name.

❒ It is necessary to differentiate

between uppercase and lowercase letters.

E Press [OK].

Specify a subject if necessary.

IIII

Note

❒ To specify a subject, you can se-

lect it from the list, enter it directly, or combine selecting and entering it.

❒ For details about the maximum

number of characters that can be entered, see p.114 “The network delivery scanner function”.

❒ When a subject has been speci-

fied, this information is added to the scan file.

❒ The subjects that can be selected

from the list must be registered in [System Settings] in advance. See Network Guide.

Page 73

Delivering Scan Files

The procedure to specify the subject name “[Urgent] New product appearance” is explained as an example here.

A Press [Attach Subject].

B Press the subject [Urgent].

C Press [Manual Input].

The soft keyboard appears.

D Enter the subject “New prod-

uct appearance”.

E Press [OK] twice.

Place originals.

JJJJ

Reference

The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Note

❒ To interrupt scanning, press the

{{{{Clear/Stop}}}} key or press [Stop] on the display panel.

❒ When scanning multiple pages

into a single file, place the next original. For details, see p.77 “Scanning Multiple Pages into a Single File”.

Simultaneous Storage and Delivery

You can use the network delivery scanner function and the storage function together.

The scan file is delivered and at the same time is stored.

Note

❒ This section explains mainly the

procedure for simultaneous delivery and storage. For details, see p.60 “Delivering Scan Files”.

Make settings for the original,

AAAA

such as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

Make the scan settings.

BBBB

Note

❒ There are two ways to specify

scan settings, as described below:

• Configure each setting for scanning. For details, see p.73 “Specifying Scan Settings”.

• Recall registered settings. For details, see p.80 “Programs”.

Select the destination.

CCCC

Specify the sender and a subject if

DDDD

necessary.

Page 74

Delivering Scan Files

Press [Store File].

EEEE

Make sure that [Send & Store] is se-

FFFF

lected.

Make settings for file informa-

GGGG

tion if necessary.

Reference

For details about specifying file information, see p.45 “Specify- ing file information”.

Press [OK].

HHHH

Place originals.

IIII

Note

❒ The procedure for placing origi-

nals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

Page 75

Checking the Status of Delivery

The sending results can be checked.

Note

❒ For details about the maximum

number of sending operations that can be checked, see p.102 “Print & Delete Scanner Journal”.

❖❖❖❖ Items that can be checked

• Date / Time The date and time the delivery was requested or the date and time “Error” or “Cancelled” was confirmed is displayed.

• Sender

• File Name

The file name is displayed only when a file is stored at the same time and when a stored file is sent.

Check the displayed records.

BBBB

Note

❒ Depending on the security set-

tings, certain records may not be displayed.

❒ One screen shows the records

for five delivery operations. Press [UUUUPrev.] or [ TTTTNext] to scroll through the screen.

❒ When the status of a file is

“Waiting...”, the delivery can be canceled by selecting that file, and then pressing [Cancel].

❒ Press [Print] to print the whole

journal.

Press [Exit].

CCCC

The network delivery scanner screen appears.

• Status One of the following status is displayed: “Done”, “ Sending...”, “Waiting...”, “Error”, or “Cancelled”.

Press [Scanned Files Status] on the

AAAA

network delivery scanner screen.

Page 76

Delivering Scan Files

Page 77

6. Using the Network TWAIN Scanner Function

This chapter explains the procedure for scanning originals with the network TWAIN scanner using DeskTopBinder. In addition, the preparation for using the network TWAIN scanner is explained.

Preparation for Using the Network TWAIN Scanner

To use the machine as a network TWAIN scanner, the preparation described below is required.

Connect the machine to the network with an Ethernet cable or IEEE 1394 cable, or use wireless LAN.

To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE

802.11b interface unit is required.

See

Network Guide

Check the network settings in [System Settings], and change if required.

See Network Guide.

On the client computers, install the software required for using the network TWAIN scanner functions, such as a TWAIN Driver and DeskTopBinder.

See p.10 “TWAIN Driver”.

Page 78

Using the Network TWAIN Scanner Function

Scanning Originals

This section explains how to scan originals using the network TWAIN scanner function.

Note

❒ When using the TWAIN scanner,

you can scan the original without entering a user code even if [Weekly

Timer Code] has been selected in [System Settings]. See "System Set-

tings", General Settings Guide.

Start DeskTopBinder, and then

AAAA

select the scanner driver.

A On the [Start] menu, point to

[Program], point to [DeskTop-

Binder V2], and then click [Desk- TopBinder V2].

B On the [Tools] menu, click

[Scanner Settings...].

If the scanner is already selected, no scanner settings are necessary. Check the settings in [File format for scanned image(s)] , and then proceed to step E.

C Click [Select Scanner Driver...]. D Select the name of the machine

you want to use in the list, and then click [Select].

E Click [OK].

Make the scan settings.

BBBB

A On the [File] menu, point to

[Add Document], and then click [Scan...].

After a short while, the dialog box of the TWAIN Driver that operates the scanner appears. This dialog box is called the scanner properties dialog box.

Note

❒ The name of the scanner cur-

rently being used is shown on the title bar of the dialog box. When multiple machines are connected, make sure that the indicated machine is the machine you want to use. If it is different, click [Select Scanner] to select the scanner again.

❒ If the machine you want to

use is not displayed in the list, make sure that the IP address is configured and that the machine is correctly connected to the network. If the machine is still not displayed in the list after confirming the above, consult your network administrator.

Make settings according to such factors as the type of original, type of scanning, and orientation of the original.

Note

❒ For details about the settings,

see the TWAIN Driver Help.

Click [Scan] in the scanner proper-

CCCC

ties dialog box.

Note

❒ Depending on the security set-

tings, a dialog box requesting your user name and password may appear when you press [Scan].

A message appears on machine's

DDDD

control panel. Specify the output tray of the original.

Page 79

Place originals.

EEEE

Reference

The procedure for placing originals is the same as that for placing originals for copying. For details about placing originals, see “Placing Originals”, Copy Reference.

If you have further originals, re-

FFFF

peat Step

After completing scanning, click

GGGG

[Cancel] on the computer display.

A message appears on the compu-

HHHH

ter display. Click [OK].

A message appears on the compu-

IIII

ter display. Click [Complete].

EEEE

Scanning Originals

Save the scan file in DeskTop-

JJJJ

Binder.

A On the [File] menu, click [Exit]. B Enter the file name, and then

click [OK].

The image is stored in DeskTopBinder, and DeskTopBinder Viewer closes.

----Editing and printing scan files

With DeskTopBinder, it is possible to edit and print scan files. For details about how to edit and print, see DeskTopBinder Help.

Page 80

Using the Network TWAIN Scanner Function

Page 81

7. Configuring/Registering Scan Settings

This section describes how to specify scan settings, the orientation of the original, and the output tray of the original. In addition, this section describes the programming function by which you can register frequently used settings.

Specifying Scan Settings

Press [Scan Settings].

AAAA

Select items such as resolution

BBBB

and original size, and then change their settings.

• Text (OCR) For standard originals containing mainly text. Text (OCR) is suitable for higher OCR accuracy.

• Drawing For originals containing mainly lines, such as technical drawings. This setting prevents smudges on the original appearing on the scanned image.

• Text / Photo For originals containing a mixture of text and photographs

• Photo For originals containing photographs and other pictures (two-value). Creates scanned images suitable for printing.

Specify the basic scan settings (scan type, resolution, image density, scan size, and edit) as follows:

❖❖❖❖ Scan Type

Originals are scanned according to the selected scan type. Select the scan type from the following:

• Text (Print) For standard originals containing mainly text. Printer printing is best scanned with Text (Print).

❖❖❖❖ Resolution

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

❖❖❖❖ Image Density

Select the image density in seven steps from iLighter (1) to Darkerj (7), or use Auto Image Density.

Page 82

Configuring/Registering Scan Settings

❖❖❖❖ Scan Size

Select the size of the original to be scanned. When [Auto Detect] is selected, the auto detect function of the machine is used to set the original size. If you select [Custom Size], you can specify the vertical and horizontal dimensions of the scanned area in millimeters. Alternatively, specify the horizontal dimension only, and then set the vertical dimension using

[Auto Detect].

Reference

For details about operations under [Custom Size], see p.99 “Selecting a custom size”.

When the size is specified, scanning is performed for that size, regardless of the actual size of the original. The following sizes can be selected: A0R, A1RS, A2RS, A3RS, A4RS,B1R, B2RS,B3RS,B4RS, 36 × 48 inchR, 34 × 44 inchR, 30 × 42 inchR, 24 × 36 inchRS, 22 × 34 inchRS, 18 × 24 inchRS, 17 × 22 inchRS, 12 × 18 inchRS, 11 × 17 inchRS,

/2 × 14 inchRS,

9 × 12 inchRS,

/2 × 11 inchRS

❖❖❖❖ Edit

Make editing settings.

• Erase Border Delete the borders of the scanned original according to the width specified. If you select [Same Width], you can specify, millimeters (inches), a uniform width for deleting all sides (top, bottom, left, and right). If you select [Diff. Width], you can specify, millimeters (inches), a different width for deleting each side. You can specify a value between 2 and 99 millimeters (0.1 and 3.9 inches).

Limitation

❒ If you set [Scan Size] to [Au-

to Detect], or select [Auto Detect] for the vertical

length in [Custom Size], [Erase Border] becomes un-

available (If [Erase Border] was selected beforehand, [Erase Border] is disabled).

• Positive / Negative If you select [Positive / Nega- tive], a black and white origi- nal will produce a negative scanned image.

Note

❒ If you select [Erase Border],

the deleted margin is made black.

• Mirror Image If you select [Mirror Image], the scanned image will be a mirror image of the original.

Press [OK].

CCCC

Page 83

Specifying the Orientation and Output Tray of the Original

To correctly orient a scanned image on the computer display, you must specify the orientation of the original. Also, specify the original's output tray.

For E-mail, Scan to Folder, and a Network Delivery Scanner

Select [Original Orientation] or [Origi-

AAAA

nal Exit].

Orientation selection

A Press the key for the same ori-

entation as the actual orientation of the original.

❒

Depending on the image size, originals with orientations other than may not be scanned. If this happens, an error message appears after scanning is started. ⇒ p.105 “Relationship between Resolution and original size”

Reference

For details about the orientation of the original and [Origi- nal Orientation] setting, see p.109 “Placing Originals”.

The default orientation setting can be changed in [Origi-

nal Orientation Priority] in [Scanner Features]. For details,

see p.98 “Scan Settings”.

Specifying the Output Tray for the Original

A Specify the output tray for the

original.

[] is suitable as the output tray for roll paper.

Limitation

❒ If you set [Scan Size] to [Auto

Detect], or set only the verti-

cal size to [Auto Detect] in [Custom Size], orientations

other than cannot be selected.

Note

❒ The default setting for the

output tray for the original can be registered in [System Settings]. For details, see

“System Settings”, General Settings Guide.

Page 84

Configuring/Registering Scan Settings

Press [OK].

BBBB

The current settings are displayed.

For a Network TWAIN Scanner

When using the network TWAIN scanner, make the setting using the TWAIN Driver.

Open the Scanner Properties dia-

AAAA

log box.

Reference

p.70 “Scanning Originals”

Change the settings in the [Original

DDDD

Size], [Specify output size], and [Qual- ity] groups.

Reference

For details about each setting, see the Help.

If you have specified the User

EEEE

Code Authentication, click [Au- thentication...], enter the User Code

and encryption key in the dialog box that appears, and then click

[OK].

Note

❒ Ask the administrator for the

User Code and encryption key.

Specify [Scan Mode:] according to

BBBB

the type of original and scanning.

• [Standard] is suitable for scan-

ning text-based standard originals.

• [Diazo type] is suitable for scan-

ning diazo copies.

From the [Rotate Image:] menu in

CCCC

the [Quality] group, select the angle of rotation.

To correctly orient the scanned image on the computer display, specify the angle of rotation according to the orientation of the original.

Reference

p.109 “Placing Originals”

Page 85

Scanning Multiple Pages into a Single File

You can scan multiple pages into a single file.

Select the standby mode for additional originals from the following:

• Wait a specified length of time for the next original (Time limit set)

• Wait indefinitely for the next original (No time limit set)

Note

❒ The machine will not switch to en-

ergy saver mode while waiting for additional originals.

❒ While the machine is waiting for

additional originals, you can change scan settings and the output tray for the original.

When a Time Limit Is Specified for Additional Originals

Reference

p.73 “Specifying Scan Settings”

p.75 “Specifying the Orientation and Output Tray of the Original”

Make sure [Next Original Wait] is not

BBBB

selected.

Make settings for sending by e-mail,

CCCC

Scan to Folder, storing, or delivering.

Reference

p.19 “Procedure for Sending Email”

p.34 “Procedure for Sending by Scan to Folder”

p.44 “Storage Procedure”

p.60 “Delivery Procedure”

Place the originals.

DDDD

In advance, specify the waiting time in seconds for placing the additional originals.

In [Scanner Features], [Next Original Wait

at Off], specify [Set Wait Time].

Reference

⇒ p.98 “Next Original Wait at Off”

Specify scan settings, the orienta-

AAAA

tion of the original, and the output tray for the original.

Reference

The procedure for placing the originals is the same as that for placing the originals for copying. For details about placing the originals, see “Placing Originals”, Copy Reference.

Note

❒ Originals are scanned in order.

Place them from the first page.

Scanning is started. When scanning is completed, the time remaining for receiving additional originals appears.

Page 86

Configuring/Registering Scan Settings

Note

❒

The selected destination appears while scanning the originals.

To scan additional originals, load

EEEE

them within the specified time.

Repeat this step until all originals are scanned.

Note

❒ If you change settings while the

machine is waiting for additional originals, the countdown stops. If you load an original, it is scanned, and the countdown for loading additional originals starts

When scanning of all originals

FFFF

and the countdown are completed, the machine automatically starts storing/sending the scanned data.

Select [Next Original Wait].

BBBB

Note

❒ In [Scanner Features], if you set

[Next Original Wait at Off] to [Con-

tinuous Wait], [Next Original Wait] does not appear. Proceed to Step operates as if [Next Original Wait] has been selected.

Make settings for sending by e-

CCCC

mail, or Scan to Folder, storing, or delivering.

. In this case, the machine

Note

❒ Alternately, you can press the

{{{{#}}}} key to start storing/sending the scanned data.

When a Time Limit Is Not Specified for Additional Originals

Specify scan settings, orientation

AAAA

and output tray for the original.

Reference

p.73 “Specifying Scan Settings”

p.75 “Specifying the Orientation and Output Tray of the Original”

Reference

p.19 “Procedure for Sending Email”

p.34 “Procedure for Sending by Scan to Folder”

p.44 “Storage Procedure”

p.60 “Delivery Procedure”

Place the originals.

DDDD

Scanning starts.

Reference

The procedure for placing the originals is the same as that for placing the originals for copying. For details about placing the originals, see “Placing Originals”, Copy Reference.

Page 87

Note

❒ Originals are scanned in or-

der.Place them from the first page.

Note

❒

The selected destination appears while scanning the originals.

To scan additional originals, load

EEEE

them.

Scanning Multiple Pages into a Single File

Repeat this step until all originals are scanned.

After all originals are scanned,

FFFF

press the {{{{#}}}} key.

Storing or sending starts.

Page 88

Configuring/Registering Scan Settings

Programs

You can register frequently used settings in the machine memory and recall them for future use.

Note

❒ You can register up to 10 programs

for the scanner mode.

❒ You can use the settings registered

in program No.10 as the initial mode by selecting [Program No.10] in [Change Initial Mode] of [Scanner Features].

❒

Programs are not deleted by turning the power off or by pressing the

{{{{Clear Modes}}}}

ed only when you delete them or overwrite them with another program.

❒ Settings that can be registered as a

program are scan settings, standby mode for additional originals, loading orientation of the original, output tray of the original, and file format.

key. They are delet-

Press [mmmm Register].

CCCC

Press the program number you

DDDD

want to register.

Note

❒ Program numbers with m al-

ready have settings in them.

Enter the program name with the

EEEE

soft keyboard that appears on the display panel.

Registering a Program

Make the settings you want to

AAAA

Press the {{{{Program}}}} key.

BBBB

AGH003S

Note

❒ You can enter up to 40 charac-

ters.

❒ If it is not necessary to enter the

program name, proceed to step

Press [OK].

FFFF

When the settings are successfully registered, m appears on the left side of the registered program number and the program name appears on the right side. The display returns to the initial display after a moment.

Page 89

Recalling a Program

Make sure the {{{{Scanner}}}} key is se-

AAAA

lected, and then press the {{{{Program}}}} key.

Press [BBBB Recall].

BBBB

Press the number of the program

GGGG

for which you changed settings or the number of a different program in which you want to register the changed settings.

Press [Register].

HHHH

Note

❒ When you want to overwrite a

program that is already registered, a confirmation message appears.

Enter a program name.

IIII

Press [OK].

JJJJ

Programs

Press the number of the program

CCCC

you want to recall.

The registered settings are displayed.

Note

❒ Programs are not registered in

numbers that appear without m.

Place the originals.

DDDD

Scanning of the original is started.

Changing a Registered Program

Make sure the {{{{Scanner}}}} key is se-

AAAA

lected, and then press the {{{{Program}}}} key.

Press [BBBB Recall].

BBBB

Note

❒ If you register a program in a

number that is already registered, the old program is overwritten.

Deleting a Program

Make sure the {{{{Scanner}}}} key is se-

AAAA

lected, and then press the {{{{Program}}}} key.

Press [Delete].

BBBB

Press the number of the program

CCCC

you want to change.

Change settings of the program.

DDDD

Press the {{{{Program}}}} key.

EEEE

Press [mmmm Register].

FFFF

Press the number of the program

CCCC

you want to delete.

Press [Yes].

DDDD

The program is deleted, and the display returns to the initial display after a moment.

Page 90

Configuring/Registering Scan Settings

Changing the Program Name

Make sure the {{{{Scanner}}}} key is se-

AAAA

lected, and then press the {{{{Program}}}} key.

Press [Change Name].

BBBB

Press the number of the program

CCCC

for which you want to change the name.

Enter a new program name.

DDDD

Note

❒ A program name can be entered

using up to 40 characters.

Press [OK].

EEEE

The new program name appears briefly, and then the display returns to the initial display.

Page 91

8. Troubleshooting

This section contains advice on what to do if you have problems scanning an original, or if the network delivery scanner or e-mail function does not work. Various messages that may appear on the control panel or client computer are listed, along with causes and solutions.

If Your Machine Does Not Operate As You Want

When Scanning Is Not Performed as Expected

Problems Causes and solutions

The scanned image is dirty.

The image is distorted or out of position.

The scanned image is upside down.

No image results from scanning.

The scanned image contains white spaces.

The exposure glass or reflector is dirty. Clean these parts. See

“Maintaining Your Machine”, General Settings Guide.

• The original was moved during scanning. Do not move the

original during scanning.

• The original has not been loaded square. Align the original with the side guides. See “Placing Originals”,

The original was placed upside down. Place the original in the correct orientation.

See "Placing Originals", Copy Reference.

The original was loaded back-to-front. Load the original with the side you want to scan facing up. See "Placing Originals", Copy Ref- erence.

If you scan originals using functions other than the network TWAIN scanner function, certain paper size and resolution settings may produce scanned images that are larger than the specified size because of margins being added to the sides. Scanning at a higher resolution may reduce the margins.

When the Delivery Function Does Not Work

Problems Causes and solutions

Copy Reference

The delivery scanner function screen is not displayed.

• If the network TWAIN scanner screen appears when the machine is switched to scanner mode, press [ network delivery scanner screen.

• If the display does not switch from network TWAIN scanner to network delivery scanner, the delivery scanner settings are not correct. See p.95 “Initial Scanner Setup”, and then make the appropriate settings.

] to switch to the

Exit

Page 92

Troubleshooting

When Stored Files Cannot Be Accessed

Problems Causes and solutions

The stored file is locked and is not accessible.

The file, which is password protected, is locked because the password was incorrectly entered ten times. Consult the network administrator.

Network Cannot Be Browsed When Sending a Scan File

Problems Causes and solutions

The network cannot be browsed when specifying the destination folder.

The following machine settings may not be correct:

• IP address

• subnet mask

Check the settings.

See "Connection and Setup", Network Guide.

The TWAIN Driver Cannot Be Started

Problems Causes and solutions

The Scanner Properties dialog box cannot be displayed.

Advanced encryption has been specified in the extended security setting. For details about the extended security setting, consult an administrator.

Stored Files Cannot Be Edited

Problems Causes and solutions

Stored files cannot be deleted. File names and passwords cannot be changed. Files cannot be redelivered.

Limits have been imposed using the available extended security function. Consult the user administrator.

The Network Delivery Function Cannot Be Used

Problems Causes and solutions

The network delivery function cannot be used.

The delivery software may be an old version or a security setting may be specified. Consult the machine administrator.

Page 93

If Your Machine Does Not Operate As You Want

Operations are not possible when messages appear

Problems Causes and solutions

Updating the des-

tination list...Please wait. Specified destination(s) or sender's name has been cleared.

pears, and operations are not possible.

” ap-

The destination list is being updated from the network using SmartDeviceMonitor for Admin. Depending on the number of destinations to be updated, there may be some delay before you can resume operation. Operations are not possible while this message is displayed.

Wait until the message disappears. Do not switch off the power while this message is displayed.

Page 94

Troubleshooting

When a Message Is Displayed

When an Error Message Appears on the Control Panel

Note

❒ If an error message that is not included in this section appears, turn off the

main power switch of the machine, and then turn it on again. If the message still appears, note the content of the message and the error number (if displayed), and contact your service representative. For information about how to turn off the main power switch, see General Settings Guide.

Message Causes and solutions

Authentication has failed.

Authentication with the destination has failed. Check settings. To check the current status, press [Scanned Files Status].

Cannot cancel sending certain file(s). To confirm the result, check [Scanned Files Status].

Cannot find the specified path. Please check the settings.

Cannot log in with the entered user name or password.

The entered login user name or login password is incorrect. Check the login user name and login password. The machine is unable to authenticate. Consult an administrator.

• Check that the user name and password are correct.

Note

❒ A password of 64 or more

characters may not be recognized.

• Check that the ID and password for the destination folder are correct.

Only files in waiting can be canceled. Files with a delivery status of successful or other result cannot be canceled.

Check whether the computer name and the folder name for the destination are correct.

Make settings correctly for the user name and password for authentication.

Cannot send scanned data. Exceeded max. number of files. Unable to capture files.

Captured file exceeded max. number of pages per file. Cannot send the scanned data.

For details about the maximum number of files that can be stored, see p.114 “Store”. Reduce the number of stored files for transmission or delete unnecessary stored files.

For details about the maximum number of pages per file that can be stored, see p.114 “Store”. Reduce the number of pages in the file, and then resend it.

Page 95

When a Message Is Displayed

Message Causes and solutions

Connection with LDAP server has failed. Check the server status.

Connection with the destination has failed. Check the status and connection. To check the current status, press [Scanned Files Status].

Entered protection code for destination is incorrect. Please re-enter.

Exceeded max. data capacity. Original Orientation to , then press the Start key again.

Exceeded max. E-mail size. Sending Email has been cancelled. Check [Max. E-mail Size] in Scanner Features.

A network error has occurred and connection has failed. Try the operation once more. If the message is still shown, the network may be crowded. Check the information of System Settings. See "User Tools (System Settings)", General Settings Guide.

• Check the network settings of the client computer.

• Check that components such as the LAN cable are connected properly.

• Check that the server settings are correct and the server is working properly.

Make sure the protection code is correct, and then enter it again. See "Registering a Protection Code", General Settings Guide.

• Reload the original in the orientation of .

• If you select an original loading orientation other than , the machine may not be able to scan the original with high resolution. seep.105 “Relationship between Resolution and original size”.

•

Increase the size of [

• Set [Divide & Send E-mail] to [Yes (per page)] or [Yes (per max. size)].

See p.101 “Send Settings”.

Max. E-mail Size

Exceeded max. file capacity. Delete the unnecessary stored files.

Exceeded max. No. of search results which can be displayed.

Max.: nnn

Note

❒ “nnn” in the message represents a changeable

number.

For details about the maximum number of files that can be stored, see p.114 “Store”. Reduce the number of stored files for transmission or delete unnecessary stored files.

Search again after changing the search conditions.

Page 96

Troubleshooting

Message Causes and solutions

Exceeded max. number of alphanumeric characters.

Exceeded max. number of alphanumeric characters for the path.

Exceeded max. number of files which can be sent at the same time. Reduce the number of the selected files.

Exceeded max. number of files which can be used in Document Server at the same time.

Exceeded max. number of pages per file. Do you want to store the scanned pages as 1 file?

Exceeded max. number of standby files. Try again after the current file is sent.

Make sure the maximum number of characters which can be entered, and then enter it again. See p.112 “Speci- fications for Transmission/Store/Delivery Functions”.

The maximum number of characters which can be entered for the path is

128. Check the number of character

you entered, and then enter the path again. See p.113 “Scan to Folder”.

The number of files exceeded the maximum number possible. Reduce the number of files and send them again.

Check the files stored by the other functions, and then delete unneeded files. See "Document Server", General Settings Guide.

Specify whether to use the data or not. Scan the pages that were not scanned and store them as a new file. See p.43 “Storing Files”.

There are 100 files waiting in the sending queue for e-mail, Scan to Folder, or delivery functions. Wait until files have been sent.

Exceeded max. page capacity per file. Press [Send] to send the scanned data, or press [Cancel] to delete.

Exceeded time limit for LDAP server search. Check the server status.

LDAP server authentication has failed. Check the settings.

Load paper of the following sizes. Required: A3S B4S A4S A4R

Because the number of pages has reached the maximum number that can be sent, the data up to this point is sent. Scan the remaining pages after transmission.

Make settings correctly for the user name and the password for LDAP server authentication.

Load paper of the sizes listed in the message.

Page 97

When a Message Is Displayed

Message Causes and solutions

Memory is full. Cannot scan. The scanned data will be deleted.

Memory is full. Do you want to store scanned file?

Memory is full. Press [Send] to send the current scanned data, or press [Cancel] to delete.

Because of insufficient hard disk space, the first page could not be scanned. Try one of the following measures:

• Wait for a while, and then retry the scan operation.

• Reduce the scan area or scanning resolution. See p.95 “Scan Settings”.

• Delete unneeded stored files. See p.53 “Deleting Files”.

Because there is not enough free hard disk space in the machine for storing in the Document Server, only some of the pages could be scanned. Specify whether to use the data or not.

Because there is not enough free hard disk space in the machine for delivering or sending by e-mail while storing in the Document Server, only some of the pages could be scanned. Specify whether to use the data or not.

Original is being scanned by another function.

Output buffer is full. Sending the data has been cancelled. Please try again later.

Selected file is currently in use. Cannot change file name.

Selected file is currently in use. Cannot change password.

Selected file is currently in use. Cannot change user name.

The machine is using another function such as copying. Retry scanning after the operation with the other function is completed.

Too many files are waiting to be delivered. Please try again after they have been delivered.

You cannot change the name of a file whose status is “Waiting...” or that is being edited with DeskTopBinder. Change the file name after canceling delivery or completing editing.

You cannot delete the password of a file whose status is “Waiting...” or that is being edited with DeskTopBinder. Delete the password after canceling delivery or completing editing.

You cannot change the user name for a file whose status is “Waiting...” or that is being edited with DeskTopBinder. Change the user name after canceling delivery or completing editing.

Page 98

Troubleshooting

Message Causes and solutions

Selected file is currently in use. Cannot delete it.

Selected files contain file(s) that the user does not have access privileges to. Please note that only the files with access privileges will be deleted.

Sender's name is not selected. Please specify sender's name.

Sending the data has failed. The data will be resent later.

Sending the data has failed. To confirm the result, check [Scanned Files Status].

You cannot delete a file whose status is “Waiting...” or that is being edited with DeskTopBinder. Delete the file after canceling delivery or completing editing.

You have tried to delete files without the authority to do so. The files can be deleted by the file administrator. To delete a file which you are not authorized to delete, contact the file administrator.

A sender's name should be specified before sending e-mail. Send e-mail after specifying the sender's name.

A network error has occurred and a file was not sent correctly. Wait until sending is retried automatically after the preset interval. If sending fails again, consult the network administrator.

While a file was being sent, a network error occurred and the file could not be sent correctly. Try the operation once more.

If the message is still shown, the network may be crowded. Consult the network administrator.

If multiple files were sent, use the Scanned Files Status screen to check for which file the problem occurred. See p.30 “Checking the E-mail Results”, p.42 “Checking the Scan to Folder Results”, or p.67 “Checking the Status of Delivery”.

The destination list has been updated. Specified destination(s) or sender's name has been cleared.

The E-mail address entered is not correct. Please re-enter.

The entered path is not correct. Please re-enter.

A specified destination or sender's name was cleared when the destination list in the delivery server was updated. Specify the destination or sender's name again.

Make sure the e-mail address is correct, and then enter it again.

Confirm the destination computer and the path, and then enter it again.

Page 99

When a Message Is Displayed

Message Causes and solutions

The specified group contains some invalid destination(s). Do you want to select only valid destination(s)?

Transmission has failed. Insufficient memory in the destination hard disk. To check the current status, press [Scanned Files Status].

Updating the destination list... Please wait. Specified destination(s) or sender's name has been cleared.

Updating the destination list has failed. Try again?

You do not have the privileges to use this function.

The specified group contains some destinations for sending by e-mail and some destinations for sending by Scan to Folder. To select destinations for sending by email, press [Se- lect] for the message displayed on the e-mail screen. To select destination for sending by Scan to Folder, press [Select] for the message displayed on the Scan to Folder screen.

Transmission has failed. There was not enough free space on the hard disk of the SMTP server, FTP server, or client computer at the destination. Allocate sufficient space.

If a destination or sender's name was already selected, re-select it after this message disappears.

Check whether the server is connected.

The machine has not been set to allow you to use the function. Consult an administrator.

No HDD is available for this function, or File Format Converter is not connected. Cannot use Scanner Function.

The required device for the scanner function cannot be identified correctly. Contact your service representative.

Page 100

Troubleshooting

When an Error Message Appears on the Client Computer

This section describes the main possible causes and solutions for error messages displayed on the client computer when the TWAIN Driver is used.

Note

❒ If an error message that is not included in this section appears, turn off the

Message Causes and solutions

[

Another user is already logged in.

[

Authentication at the device side may take some time.

Please wait.

[

Authentication succeeded. However, the access privileg-

es for scanner function has been denied.

[

Cannot find the scanner. Check the scanner main power

switch..

[

Entered value is out of range.

[

Reenter the size within the range of xxxx to xxxx.

[

Enter New Name.

[

Error has occurred on the scanner. Scanning will be cancelled.

]

] In the [

] Another user has logged on to the ma-

]

chine. Wait for that user to log off.

Contact the machine administrator or network administrator.

Ask the machine administrator about the access privilege to use the scanner function.

• Check whether the main power switch of the machine is turned off.

• Check whether the machine is connected to the network correctly.

Check and correct the setting in the scan setting dialog box.

Save/Delete

new name.

• If the message appears while operat-

]

ing the TWAIN driver:

• Make sure the scanner is not switched off.

• Make sure the cables are connected properly.

• Delete or change the access mask in the network setting.

• Update the version of Winsock.

•

If the message appears while scanning:

• Expand the RAM or virtual memory in the client computer.

• If you try to scan a long original at high resolution, an error may occur due to the prolonged processing time. If this happens, select [

pression (Black & White)

“Send Settings”.

] dialog box, enter the

] in [

Off

Com-

]. See p.101

Ricoh Type 480 User Manual

Introduction

Important

Trademarks

Manuals for This Machine

TABLE OF CONTENTS

How to Read This Manual

Symbols

Names of Major Options

1. Getting Started

Control Panel

Network Scanner

E-mail

Scan to Folder

Store

Network Delivery Scanner

Network TWAIN Scanner

Installing Software

Quick Install

TWAIN Driver

DeskTopBinder

User Authentication

User Code Authentication (Using the Control Panel)

Login (Using the Control Panel)

Log Off (Using the Control Panel)

Programming E-mail Addresses and Folders

Specifying How to Start Scanning

Sending Scan Files by E-mail

Preparation for Sending by E-mail

E-mail Screen

Sending Scan Files by E-mail

Procedure for Sending E-mail

Simultaneous Storage and Sending by E-mail

Checking the E-mail Results

3. Sending Scan Files by Scan to Folder

Preparation for Sending by Scan to Folder

Scan to Folder Screen

Sending Scan Files by Scan to Folder

Procedure for Sending by Scan to Folder

Simultaneous Storage and Sending by Scan to Folder

Checking the Scan to Folder Results

4. Storing Files

Storing Files

Storage Procedure

Specifying file information

Displaying the List of Stored Files

Viewing the List

Searching for Files

Searching by user name

Searching by file name

Sending Stored Files by E-mail or Scan to Folder, or Delivering

Viewing a list of stored files using DeskTopBinder

Checking Stored Files from a Client Computer

Viewing a list of stored files using Web Image Monitor

Managing Stored Files

Deleting Files

Changing File Information

5. Delivering Scan Files

Preparation for Delivering

Network Delivery Scanner Screen

Delivering Scan Files

Delivery Procedure

Simultaneous Storage and Delivery

Checking the Status of Delivery

6. Using the Network TWAIN Scanner Function

Preparation for Using the Network TWAIN Scanner

Scanning Originals

7. Configuring/Registering Scan Settings

Specifying Scan Settings

Specifying the Orientation and Output Tray of the Original

For E-mail, Scan to Folder, and a Network Delivery Scanner

For a Network TWAIN Scanner

Scanning Multiple Pages into a Single File

When a Time Limit Is Specified for Additional Originals

When a Time Limit Is Not Specified for Additional Originals

Programs

Registering a Program

Recalling a Program

Changing a Registered Program

Deleting a Program