Ricoh Type W3600 User Manual
Operating Instructions
Scanner Reference
Sending Scan Files by E-mail
1
Sending Scan Files to Folders
2
Storing Files Using the Scanner Function
3
Delivering Scan Files
4
Scanning Originals with the Network TWAIN Scanner
5
Various Scan Settings
6
Appendix
7
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the
Safety Information in "About This Machine" before using the machine.
Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Important
Contents of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.
Two kinds of size notation are employed in this manual. With this machine refer to the inch version.
Some illustrations in this manual might be slightly different from the machine.
Certain options might not be available in some countries. For details, please contact your local dealer.
Trademarks
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, PostScript®, and Acrobat® are trademarks of Adobe Systems Incorporated.
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is a registered trademark of Intel Corporation.
•NetWare® is a registered trademark of Novell, inc.
•Microsoft
®
, Windows®, and Windows NT® are registered trademarks of Microsoft Corporation.
• Other product names used herein are for identification purposes only and might be trademarks of
their respective companies. We disclaim any and all rights to those marks.
• The product name of Windows 95 is Microsoft
• The product name of Windows 98 is Microsoft
®
Windows® 95.
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Windows® 98.
• The product name of Windows Me is Microsoft® Windows® Millennium Edition (Windows Me).
• The product names of Windows 2000 are as follows:
Microsoft
Microsoft
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Windows® 2000 Professional
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Windows® 2000 Server
Microsoft® Windows® 2000 Advanced Server
• The product names of Windows XP are as follows:
Microsoft® Windows® XP Home Edition
Microsoft® Windows® XP Professional
• The product names of Windows Server 2003 are as follows:
Microsoft® Windows Server® 2003 Standard Edition
Microsoft® Windows Server® 2003 Enterprise Edition
Microsoft
• The product names of Windows NT 4.0 are as follows:
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Windows Server® 2003 Web Edition
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Windows NT® Workstation 4.0
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Windows NT® Server 4.0
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
Important
❒ Media differ according to manual.
❒ The printed and electronic versions of a manual have the same contents.
❒ Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.
❒ Depending on which country you are in, there may also be html manuals. To
view these manuals, a Web browser must be installed.
❒ For details about the functions of RW-3600, refer to the manuals for this op-
tion.
❖ About This Machine
Be sure to read the Safety Information in this manual before using the machine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine,
how to enter text, and how to install the CD-ROMs provided.
❖ General Settings Guide
Explaining User Tools settings, and Address Book procedures such as registering e-mail addresses, and user codes. Also refer to this manual for explanations on how to connect the machine.
❖ Troubleshooting
Provides a guide to solving common problems, and explains how to replace
paper, toner, staples, and other consumables.
❖ Security Reference
This manual is for administrators of the machine. It explains security functions that the administrators can use to protect data from being tampered
with, or prevent the machine from unauthorized use.
Also refer to this manual for the procedures for registering administrators, as
well as setting user and administrator authentication.
❖ Copy/ Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to
this manual for explanations on how to place originals.
❖ Printer Reference
Explains Printer functions and operations.
❖ Scanner Reference
Explains Scanner functions and operations.
i
❖ Network Guide
Explains how to configure and operate the machine in a network environment, and use the software provided.
❖ Other manuals
• PostScript3 Supplement
•UNIX Supplement
• Manuals for DeskTopBinder Lite
• DeskTopBinder Lite Setup Guide
• DeskTopBinder Introduction Guide
•Auto Document Link Guide
Note
❒ Manuals provided are specific to machine types.
❒ Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.
❒ For "UNIX Supplement", please visit our Web site or consult an authorized
dealer.
❒ "PostScript3 Supplement" and "UNIX Supplement" include descriptions of
functions and settings that might not be available on this machine.
❒ The following software products are referred to using general names:
Product name General name
DeskTopBinder Lite and DeskTopBinder Professional
ScanRouter EX Professional
EX Enterprise
*
Optional
*
*
*
and ScanRouter
DeskTopBinder
the ScanRouter delivery software
ii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
Notice ......................................................................................................................1
How to Read This Manual ..................................................................................... 2
Symbols ..................................................................................................................... 2
About the Scanner Functions............................................................................... 3
Display Panel..........................................................................................................4
Simplified Display.......................................................................................................5
Confirmation Displays ................................................................................................6
How to Start Scanning.........................................................................................10
Scanner Features.................................................................................................11
1. Sending Scan Files by E-mail
Before Sending Scan Files by E-mail.................................................................13
Outline of Sending Scan Files by E-mail..................................................................13
Preparation for Sending by E-mail ...........................................................................14
Registering E-mail Addresses in the Address Book................................................. 14
E-mail Screen........................................................................................................... 15
Basic Operation for Sending Scan Files by E-mail...........................................16
Switching to the E-mail Screen .......................................................................... 19
Specifying E-mail Destinations .......................................................................... 20
Selecting the Destination from the Machine’s Address Book...................................20
Entering an E-mail Address Manually ......................................................................24
Selecting Destinations by Searching an LDAP Server............................................. 25
Registering a Directly-Entered Destination in the Address Book.............................28
Specifying the E-mail Sender .............................................................................29
Selecting a Sender from the List ..............................................................................29
Using a Registration Number to Specify a Sender Name ........................................ 30
Selecting the Sender by Searching the Machine’s Address Book ...........................31
Specifying the E-mail Subject.............................................................................33
Specifying the E-mail Message ..........................................................................34
Selecting a Message from the List ...........................................................................34
Manual Entry of a Message .....................................................................................35
Simultaneous Storage and Sending by E-mail ................................................. 36
Sending the URL by E-mail .................................................................................37
2. Sending Scan Files to Folders
Before Sending Files by Scan to Folder............................................................ 39
Outline of Sending Scan Files by Scan to Folder.....................................................39
Preparation for Sending by Scan to Folder ..............................................................42
Registering Destination Folders in the Address Book..............................................43
Scan to Folder Screen .............................................................................................44
Basic Operations When Using Scan to Folder..................................................45
Switching to the Scan to Folder Screen ............................................................ 47
iii
Specifying Scan to Folder Destinations ............................................................ 48
Selecting the Destination from the Machine’s Address Book...................................48
Sending Files to a Shared Network Folder ..............................................................52
Sending Files to an FTP Server ...............................................................................55
Sending Files to NetWare Server.............................................................................57
Registering the Path to the Selected Destination in the Address Book ...................61
Simultaneous Storage and Sending by Scan to Folder ................................... 62
3. Storing Files Using the Scanner Function
Before Storing Files.............................................................................................63
Outline of File Storage under the Scanner Function ................................................63
Basic Operation for Storing Scan Files ............................................................. 65
Specifying File Information for a Stored File ....................................................67
Specifying a User Name ..........................................................................................67
Specifying a File Name ............................................................................................68
Specifying a Password.............................................................................................69
Displaying the List of Stored Files.....................................................................70
List of Stored Files ...................................................................................................70
Searching the List of Stored Files ............................................................................71
Checking Stored Files .........................................................................................73
Checking a Stored File Selected from the List .........................................................73
Checking Stored Files from a Client Computer........................................................75
Sending a Stored File ..........................................................................................76
Sending Stored Files................................................................................................76
Managing Stored Files.........................................................................................78
Deleting a Stored File...............................................................................................78
Changing Data for a Stored File...............................................................................79
4. Delivering Scan Files
Before Delivering Files ........................................................................................83
Outline of Scan File Delivery....................................................................................83
Preparing to Deliver a File........................................................................................84
Installing DeskTopBinder Lite from the Supplied CD-ROM ..................................... 85
Network Delivery Scanner Screen ...........................................................................86
Basic Operation for Delivering Files..................................................................87
Switching to the Network Delivery Scanner Screen.........................................90
Specifying Delivery Destinations .......................................................................91
Selecting Destinations Registered in the Delivery Server’s Address Book ..............91
Specifying the Sender .........................................................................................95
Selecting a Sender from the Sender List .................................................................95
Selecting the Sender by Entering the Registration Number.....................................96
Selecting a Sender by Searching the Delivery Server’s Destination List ................. 97
Specifying the Subject of the E-mail to Be Transmitted via the Delivery Server ....99
Simultaneous Storage and Delivery.................................................................100
iv
5. Scanning Originals with the Network TWAIN Scanner
Before Using the Network TWAIN Scanner ..................................................... 101
Outline of the Network TWAIN Scanner................................................................. 102
Preparing to Use the Network TWAIN Scanner ..................................................... 103
Installing the TWAIN Driver from the Supplied CD-ROM.......................................104
Basic Network TWAIN Scanner Operation ...................................................... 105
6. Various Scan Settings
Specifying Scan Settings ..................................................................................107
Scan Settings .....................................................................................................108
Scan Type ..............................................................................................................108
Resolution ..............................................................................................................108
Scan Size ...............................................................................................................108
Edit .........................................................................................................................109
Scanning Custom Size Originals......................................................................110
Scanning the Entire Area of a Custom Size Original .............................................110
Scanning Part of an Original ..................................................................................115
How to Set Originals to Scan Them by Custom Size.............................................117
Waiting for Additional Originals .......................................................................119
Adjusting Image Density ...................................................................................120
Setting Original Orientation..............................................................................121
Scanning Multiple Pages into a Single File..................................................... 123
When a Time Limit Is Specified for Additional Originals ........................................123
When a Time Limit Is Not Specified for Additional Originals..................................125
Setting File Type and File Name.......................................................................126
Setting File Type ....................................................................................................126
Setting File Name...................................................................................................127
Security Settings to PDF Files ...............................................................................130
Programs ............................................................................................................134
Registering Frequently Used Setting .....................................................................134
Recalling a Registered Content .............................................................................135
Changing a Registered Program............................................................................136
Deleting a Program ................................................................................................137
Changing the Registered Program Name ..............................................................137
Registering Initial Values for Initial Display ............................................................ 138
Scan Settings When Using as a Twain Scanner............................................. 139
Setting Original Orientation When Using as a TWAIN Scanner.............................139
7. Appendix
Relationship between Resolution and Scan Size ........................................... 141
When Using the E-mail, Scan to Folder, Storing, or Network Delivery Function ... 142
When Using as a TWAIN Scanner.........................................................................144
Software Supplied on CD-ROM ........................................................................145
Auto-Run Program .................................................................................................145
TWAIN Driver ......................................................................................................... 145
DeskTopBinder Lite................................................................................................146
v
Values of Various Set Items for Transmission/Storage/Delivery Function....148
Transmission Function ........................................................................................... 148
Storage Function....................................................................................................150
Network Delivery Function ..................................................................................... 151
Specifications.....................................................................................................152
INDEX....................................................................................................... 153
vi
Notice
❖ Declaration of Conformity
Product Name: Printer/Scanner Controller + Copy Machine
Model Number: Scanner Option Type W3600
Responsible party: Ricoh Americas Corporation
Address: 5 Dedrick Place, West Caldwell, NJ 07006
Telephone number: 973-882-2000
This device complies with Part 15 of the FCC Rules.
Operation is subject to the following two conditions:
A This device may not cause harmful interference, and
B this device must accept any interference received,
including interference that may cause undesired operation.
❖ Note to users in the United States of America
This equipment has been tested and found to comply with the limits for a
Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against harmful interference in a
residential installation. This equipment generates, uses and can radiate radio
frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular
installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one more of the
following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from that to
which the receiver is connected.
• Consult the dealer or an experienced radio /TV technician for help.
❖ Caution:
Changes or modifications not expressly approved by the party responsible
for compliance could void the user's authority to operate the equipment.
❖ Note to users in Canada
This Class B digital apparatus complies with Canadian ICES-003.
❖ Remarque concernant les utilisateurs au Canada
❖ Avertissement:
Cet appareil numérique de la classe B est conforme à la norme NMB-003
du Canada.
1
How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates important safety notes.
Ignoring these notes could result in serious injury or death. Be sure to read these
notes. They can be found in the "Safety Information" section of About This Machine.
Indicates important safety notes.
Ignoring these notes could result in moderate or minor injury, or damage to the
machine or to property. Be sure to read these notes. They can be found in the
"Safety Information" section of About This Machine.
Indicates points to pay attention to when using the machine, and explanations
of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure
to read these explanations.
Indicates supplementary explanations of the machine’s functions, and instructions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys that appear on the machine’s display panel.
{ }
Indicates the names of keys on the machine’s control panel.
2
About the Scanner Functions
This section describes functions you can use in the scanner mode.
For details about each function, see respective chapters.
❖ Sending scanned files
There are several methods you can use to send captured data as files to computers.
• Sending scan files by e-mail
For details, see chapter 1 "Sending Scan Files by E-mail".
• Sending scan files to a shared folder
For details, see chapter 2 "Sending Scan Files to Folders".
• Sending scan files to an FTP server
For details, see chapter 2 "Sending Scan Files to Folders".
• Sending scan files to a NetWare server
For details, see chapter 2 "Sending Scan Files to Folders".
• Delivering scan files using the delivery server
For details, see chapter 4 "Delivering Scan Files".
❖ Scanning originals using the TWAIN driver
Use the TWAIN driver to specify the machine where originals will be scanned
from a client computer. For details, see chapter 5 "Scanning Originals with the
Network TWAIN Scanner".
❖ Storing files
You can store scan files on the machine's hard disk. Stored files can be sent
later. For details, see chapter 3 "Storing Files Using the Scanner Function".
Reference
p.13 “Sending Scan Files by E-mail”
p.39 “Sending Scan Files to Folders”
p.83 “Delivering Scan Files”
p.101 “Scanning Originals with the Network TWAIN Scanner”
p.63 “Storing Files Using the Scanner Function”
3
Display Panel
This section explains the simplified display and three confirmation screens:
Check Modes, Preview, and Transmission File Status.
You can find explanations about the E-mail screen, Scan to Folder screen, list of
stored files screen, or network delivery scanner screen in this manual. For details, see "E-mail Screen", "Scan to Folder Screen", "List of Stored Files", and "Network Delivery Scanner Screen".
Reference
p.15 “E-mail Screen”
p.44 “Scan to Folder Screen”
p.70 “List of Stored Files”
p.86 “Network Delivery Scanner Screen”
4
Simplified Display
This section explains how to switch to the simplified display.
When you press the {Simplified Display} key, the screen changes from the initial
display to the simplified display.
Letters and keys are displayed at a larger size, making operations easier.
ATG014S
❖ Example of Simplified Display
ATG015S
1. [Key Color]
Press to increase screen contrast.
This is available only for the simplified
display.
Note
❒ To return to the initial screen, press the {Simplified Display} key again.
❒ Certain keys do not appear on the simplified display.
5
Confirmation Displays
This section explains three confirmation displays: Check Modes, Preview and
Transmission File Status.
Check Modes
This section explains items that are displayed and how to display the Check
Modes screen.
Use the Check Modes screen to check scanning and transmission settings.
Pressing [Check Modes] switches the screen from the initial scanner screen to the
Check Modes screen.
❖ Check Modes
1. Original
Displays Scan Settings, Original Orientation, and other scanning settings.
2. Transmission function icon
Displays the icon of the transmission
function in use.
3. Sender and Destination
Displays the sender and transmission or
delivery destinations.
ATG016S
4. Send
Displays transmission settings such as
Sender and Subject.
5. [Expand Group Dest.]
Press to display the members of the
group, when a group is specified as the
destination.
6
Preview
Use the Preview screen to check that originals have been scanned correctly.
This section explains about the Preview screen that can be used before sending
files by e-mail or Scan to Folder, or delivering files.
Before you start scanning, press [Preview]. If you scan originals while [Preview] is
selected, the Preview screen appears. You can start or cancel sending the files after checking the preview and the scan settings used for scanning.
❖ Preview
ATG017S
1. [Zoom Out] and [Zoom In]
Press to reduce or enlarge the displayed
preview.
2. [←][→][↑][↓]
Press to shift the displayed area.
3. [Cancel Sending]
Press to close a preview and interrupt a
transmission.
5. Display File
Displays a file's name and size.
6. Display Page
Displays the number of the currently displayed page, total number of pages, page
size, and color mode.
7. [Switch]
Press to change the page of the selected
file that is displayed.
4. [Send]
Press to close a preview and continue a
transmission.
Note
❒ The preview function is not available when scanning originals that are larger
than 18 × 24 inch or A2.
❒ Preview is not available if a file is scanned using [Store Only].
❒ You can view a stored file using the Preview screen displayed from the list of
stored files. For details about viewing a stored file, see "Checking a Stored File
Selected from the List".
❒ Preview might not be displayed if scanning failed or the image file is corrupt-
ed. If this is the case, scan the original again.
8. Display Position
Displays the position of an image when
enlarged.
Reference
p.73 “Checking a Stored File Selected from the List”
7
Transmission File Status
This section explains items that are displayed and how to display the Transmission File Status screen.
Use the Transmission File Status screen to check e-mail transmission, Scan to
Folder, and delivery results.
Press [Scanned Files Status] to display the Transmission File Status screen.
Up to 9 transmission or delivery results are displayed at the same time. Press [U]
or [T] to switch between results.
❖ Transmission File Status
1. Date/Time
Displays the time and date transmission
was specified by this machine or the time
and date when Completed, Error, or Cancelled was confirmed.
2. Transmission function icon
Displays the icon of the transmission
function used.
3. Destination
Displays the transmission destination.
If you have selected multiple destinations,
the first selected destination is displayed.
Other destinations appear as “+ X” (X in-
dicates the number of destinations.) when
sending files by e-mail or delivering them.
8
ATG018S
4. Sender
Displays the sender name.
5. File Name
Displays the stored file name of files that
are simultaneously sent and stored, or of
stored files that are sent.
6. Status
Displays one of the following transmission statuses: Completed, Trnsmtg.,
Waiting..., Error, or Cancelled.
7. [Stop TX]
To cancel transmission, select a file whose
status is Waiting..., and then press [Stop TX].
8. [Print List]
Press to print transmission results.
Note
❒ You cannot check scanner function transmission results by pressing [Job List]
at the bottom of the screen. To check transmission results, press [Scanned Files
Status], and then display the Transmission File Status screen.
❒ Depending on security settings, some transmission results might not be dis-
played.
9
How to Start Scanning
Use one of the following two methods to start scanning:
• Place originals
• Press the {Start} key
The default settings allow you to start scanning, storing, and delivering files by
simply placing originals (without pressing the {Start} key). When you place
originals, the {Start} key is unlit.
However, you must press the {Start} key in the following cases:
• To start printing the scanner journal
• Right after making additional scanning settings you had missed (for example,
if you forgot to specify a destination)
Note
❒ You can change the settings for starting scanning by pressing the {Start} key.
10
Scanner Features
This section explains Scanner Features settings.
To display the Scanner Features screen, press the {User Tools / Counter} key. For
detailed setting method, see General Settings Guide.
❖ General Settings
Items Description
Switch Title Sets index to use when the list of destinations of this
machine is displayed.
Update Delivery Server Destination List
Search Destination Specify the default search destination list from the ma-
TWAIN Standby Time Select the machine's response if a client computer tries
Destination List Display Priority 1 Select the default destination list from the machine's
Destination List Display Priority 2 Select whether to prioritize the e-mail destination list
Print & Delete Scanner Journal Specify the machine's response of the maximum
Print Scanner Journal Allows you to print the scanner journal. The scanner
Delete Scanner Journal Allows you to delete the scanner journal without
Allows you to update the delivery server's destination
list by pressing [Update Delivery Server Destination List].
To use this function, under [System Settings], set [Deliv-
ery Option] to [On].
chine's address book or the LDAP server. To search
through an LDAP server, under [System Settings], register the LDAP server, and then set [LDAP Search] to [On].
to use the TWAIN scanner while scanning is in
progress.
destination list or from the Destination List managed
by the delivery server.
or the folder destination list.
number of scanner journals is exceeded.
journal is then deleted.
printing it.
❖ Scan Settings
Items Description
Next Original Wait Setting When scanning multiple pages into a single file, you
can select [Continuous Wait], [Off], or [Set Wait Time] as
the standby mode for the additional originals. Even if
you select [Off] or [Set Wait Time], the machine operates
as if [Continuous Wait] is selected if you specify [Next
Original Wait] on the normal screen.
11
❖ Send Settings
Items Description
Compression (Black & White) Specify a compression method for files scanned.
Max. E-mail Size Select whether or not to limit the size of e-mail that has
attachments.
Divide & Send E-mail Select whether or not to divide files that exceed the
size specified in [Max. E-mail Size] and send them as
multiple e-mails.
Insert Additional E-mail Info Select whether or not to attach a standard message to
scan files sent by e-mail. If you select [On], you must
also select the language in which the message is sent.
No. of Digits for Single Page Files Set the number of digits in serial numbers used for sin-
gle-page file names.
Stored File E-mail Method Sets the default for whether to attach a file or send
URL Link when sending stored files by e-mail.
❖ Initial Settings
Items Description
Menu Protect Set the default access level for functions whose set-
tings can be changed by users other than the administrator.
12
1. Sending Scan Files by E-mail
You can attach scan files to e-mails and send them via connections such as LAN
and the Internet.
Before Sending Scan Files by E-mail
This section explains the necessary preparations and the procedure for sending
scan files by e-mail.
Outline of Sending Scan Files by E-mail
This section outlines the function for sending scan files by e-mail.
1. This machine
A scan file can be attached to an e-mail
and sent to a mail server.
2. SMTP server
You need to have an access to an e-mail
server that supports SMTP (Simple Mail
Transfer Protocol), to send scan files by email. However, it is not essential to have
an e-mail server inside the LAN where
this machine belongs. It transfers a received e-mail to a specified destination
through a LAN or the Internet.
ZZZ508S
3. Client computer
Use e-mail client software to receive email messages and scan file attachments
that are generated by this machine.
4. LDAP Server
Use this server for administering e-mail
accounts, searching the network, and authenticating the computers that access
the machine. Using the LDAP server, you
can search for destinations from the machine.
13
Sending Scan Files by E-mail
Preparation for Sending by E-mail
This section explains the preparation and settings for sending scan files by e-mail.
1
A Connect the machine to the network.
Connect the machine to the network using an Ethernet cable or wireless LAN
(IEEE 802.11b).
B Make the necessary network setting in [System Settings].
If you have connected the machine to the network using an Ethernet cable,
make the following settings. For details, see General Settings Guide.
• Specify the machine’s IPv4 address and subnet mask.
• Specify the IPv4 gateway address.
•In [Effective Protocol], enable [IPv4].
• Specify the SMTP server.
C If necessary, change settings in [Send Settings] under [Scanner Features].
Note
❒ This machine does not support SMTPS (SMTP over SSL).
❒ To connect the machine to the network using a wireless LAN (IEEE
802.11b), an extended wireless LAN board is required respectively. For details, see Network Guide.
❒ Items to set up in [System Settings] vary depending on the network environment.
For more information about network settings, see General Settings Guide.
❒ For more information about [Scanner Features], see General Settings Guide.
Registering E-mail Addresses in the Address Book
You can register frequently used e-mail addresses in the address book.
Register e-mail addresses in [Address Book Management] under [Administrator
Tools] from [System Settings]. Addresses can also be registered as groups.
Note
❒ For details about registering e-mail addresses in the address book, see Gener-
al Settings Guide.
❒ You can also register e-mail addresses in the address book using Web Image
Monitor or SmartDeviceMonitor for Admin. For details about how to install
these applications, see Network Guide. For details about registering addresses in the address book, see Help of respective applications.
❒ Depending on the machine type, you may not be able to use the machine
when it is updating the address book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user codes.
14
Before Sending Scan Files by E-mail
E-mail Screen
This section explains the screen layout when sending scan files by e-mail.
The function items displayed serve as selector keys. You can select or specify an
item by pressing it.
When you select or specify an item on the display panel, it is highlighted like
[]. Keys that cannot be selected appear like [].
1
1. Destination field
The specified destination appears. If
more than one destination has been specified, press [U] or [T] to scroll through the
destinations.
2. E-mail / Folder
Press these tabs to switch between the Email screen and Scan to Folder screen.
Switch the screen also when sending the
same files by both e-mail and Scan to Folder.
3. E-mail icon
Indicates that the E-mail screen is displayed.
4. [Manual Entry]
To specify destinations not registered in
the address book, press this key, and then
enter the e-mail addresses using the soft
keyboard that appears.
ATG019S
5. [Reg. No.]
Press this key to specify the destination
using a 5-digit registration number.
6. Destination List
The list of destinations registered in the
machine appears. If all of the destinations
cannot be displayed, press [U] or [T] to
switch the screen.
Group destinations are denoted by this
symbol ( ).
7. [Text][Subject][Sender Name]
[Recept. Notice]
Enter the message and specify the subject, sender, and whether or not to use
Message Disposition Notification.
15
Sending Scan Files by E-mail
Basic Operation for Sending Scan Files by E-mail
1
This section describes the basic operation for sending scan files by e-mail.
A Make sure that no previous settings remain.
If a previous setting remains, press the {Clear Modes} key.
B If the network delivery scanner screen or Scan to Folder screen appears,
switch to the E-mail screen.
For details, see "Switching to the E-mail Screen".
C If necessary, press [Scan Settings] to specify scanner settings such as resolu-
tion and scan size.
For details, see "Various Scan Settings".
D If necessary, specify the scanning density.
For details, see "Adjusting Image Density".
E If necessary, press [Orig. Orientation] to specify original orientation.
For details, see "Setting Original Orientation".
F If necessary, press [Send File Type / Name] to specify settings such as file name
and file format.
For details, see "Setting File Type and File Name".
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Basic Operation for Sending Scan Files by E-mail
G Specify the destination.
You can specify multiple destinations.
For details, see "Specifying E-mail Destinations".
H If necessary, press [Text] to enter the e-mail message.
For details, see "Specifying the E-mail Message"
I If necessary, press [Subject] to specify the e-mail subject.
For details, see "Specifying the E-mail Subject".
J To specify the e-mail sender, press [Sender Name].
For details, see "Specifying the E-mail Sender".
K To use Message Disposition Notification, press [Recept. Notice].
If you select [Recept. Notice], the selected e-mail sender will receive e-mail notification when the e-mail recipient has opened the e-mail.
L Place originals.
M If scanning does not start automatically, press the {Start} key.
If you are scanning batches, place the next originals.
For details, see "Scanning Multiple Pages into a Single File".
Note
❒ If you have selected two or more destinations, the destinations can be
made to appear one by one by pressing [U] or [T] next to the destination
field.
❒ To cancel a selected destination, press [U] or [T] to display the destination
in the destination field, and then press the {Clear / Stop} key. You can cancel
a destination selected from the destination list by pressing the selected destination again.
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❒ In [System Settings], you can specify the administrator’s e-mail address as
the default sender name. This lets you send e-mail without entering anything for [Sender Name]. For details, see General Settings Guide.
❒ Depending on the security setting, the logged-on user may be specified as
[Sender Name].
❒ To use Message Disposition Notification, log on to the machine as a user
and specify the sender. Note, however, that the [Recept. Notice] notification
e-mail may not be transmitted if the e-mail software of the recipient does
not support Message Disposition Notification.
❒ If you press the {Check Modes} key before placing originals, the initial scan-
ner screen switches to the Check Modes screen. You can use the Check
Modes screen to check the settings such as destinations. For details, see
"Check Modes".
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1
Sending Scan Files by E-mail
❒ If you press [Preview] and then start scanning while [Preview] is highlighted,
the Preview screen appears. You can use this screen to check how the originals are scanned and the scan setting used for scanning. After checking
the preview, you can specify whether to send the file or not. For details, see
"Preview".
❒ To cancel scanning, press the {Clear / Stop} key.
❒ You can also store a scan file and simultaneously send it by e-mail. For de-
tails, see "Simultaneous Storage and Sending by E-mail".
Reference
p.19 “Switching to the E-mail Screen”
p.107 “Various Scan Settings”
p.120 “Adjusting Image Density”
p.121 “Setting Original Orientation”
p.126 “Setting File Type and File Name”
p.20 “Specifying E-mail Destinations”
p.34 “Specifying the E-mail Message”
p.33 “Specifying the E-mail Subject”
p.29 “Specifying the E-mail Sender”
p.123 “Scanning Multiple Pages into a Single File”
p.6 “Check Modes”
p.7 “Preview”
p.36 “Simultaneous Storage and Sending by E-mail”
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Switching to the E-mail Screen
Switching to the E-mail Screen
This section explains how to switch the screen to the E-mail screen.
If the Scan to Folder screen is being displayed, press [E-mail] to switch to the Email screen.
If the network delivery scanner screen is being displayed, switch to the E-mail
screen as follows:
A Press [Delivery Dest.].
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The E-mail screen or Scan to Folder screen appears.
B If the Scan to Folder screen appears, press [E-mail].
The E-mail screen appears.
Note
❒ You cannot switch from the network delivery scanner screen while deliv-
ery destinations are being specified. To clear the specified destination, display the destination in the destination field of the network delivery
scanner screen, and then press the {Clear / Stop} key.
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1
Sending Scan Files by E-mail
Specifying E-mail Destinations
This section explains how to specify e-mail destinations.
You can specify e-mail destinations by any of the following methods:
• Select the destination from the machine’s address book
• Enter the e-mail address directly
• Search the LDAP server for the destination and select it
Before you select destinations, make sure you have selected [To]. If necessary,
press [Cc] or [Bcc], and then select destinations.
Selecting the Destination from the Machine’s Address Book
This section explains how to select the destination from the machine’s address book.
Important
❒ To use this function, you must register the destinations in [System Settings] in
advance. For details, see General Settings Guide.
You can use the following methods to select destinations registered in the machine’s address book:
• Select a destination from the list
• Select a destination by entering the registration number
• Select a destination by searching the machine’s address book
Selecting a destination from the list
Select the destination from the destination list.
A In the destination list, press the key including the destination name.
The key of the selected destination is highlighted, and the destination appears
in the destination field at the top of the screen.
If the target destination does not appear, take one of the following steps:
• Display the destination by selecting its initial letter from the title
• Display the destination by pressing [U] or [T]
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Specifying E-mail Destinations
Note
❒ Depending on the security setting, some destinations may not appear in
the destination list.
Selecting destinations by entering the registration numbers
Select the destination from the machine’s address book using its registration
number.
A Press [Reg. No.].
B Using the number keys, enter the five-digit registration number assigned
to the required destination.
If the entered number is less than five digits, press the {q} key after the last
number. Example: To enter 00003 Press the {3} key, and then press the {q}
key.
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C Press [OK].
By pressing [Change], you can change the selected destination.
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Sending Scan Files by E-mail
Searching the machine’s address book for the destination and selecting it
This section explains how to search the machine’s address book for the destination and select it.
A Press [Search Dest.].
B To search by destination name, press [Name].
To search by e-mail address, press [E-mail Address].
The soft keyboard appears.
You can also search by combining [Name] and [E-mail Address].
C Enter the beginning of the destination name.
To search by e-mail address, enter the beginning of the address.
D Press [OK].
E If necessary, press [Advanced Search], and then specify the detailed search
criteria.
By pressing [Advanced Search], you can search using criteria such as [Name], [E-
mail Address], and [Folder Name]. You can also search by combining the [Begin-
ning Word] or [End Word] criteria with the other criteria.
The illustrated screen is an example. The items that actually appear on the
screen may differ.
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