Sharp AR-C260,AR-C260M Network Scanner Operations

OPERATION MANUAL

(for network scanner)

DIGITAL FULL COLOUR COPIER/PRINTER (AR-C260)
DIGITAL FULL COLOUR MULTIFUNCTIONAL

SYSTEM (AR-C260M)

MODEL

AR-C260
AR-C260M

TABLE OF CONTENTS

■■■■ Warranty

While every effort has been made to make this operation manual as accurate and helpful as possible, SHARP
Corporation makes no warranty of any kind with regard to its content. All information included herein is subject
to change without notice. SHARP is not responsible for any loss or damages, direct or indirect, arising from or
related to the use of this operation manual.

■■■■ Trademark information

●Sharpdesk is a trademark of Sharp Corporation.

●Microsoft, Windows, Windows NT, and Internet Explorer are trademarks of Microsoft Corporation in the U.S.A.

and other countries.

●All other company names and product names appearing in this manual are the trademarks of their respective
owners.

TABLE OF CONTENTS

TABLE OF CONTENTS

1

INTRODUCTION

The optional Network Scanner Expansion Kit (AR-NS2) enables the machine to be used as a network scanner. This
manual explains only the network scanner functions of the product. For detailed information on the software in the
CD-ROM that accompanied the AR-NS2, please view the user's guide (PDF format) that is included on the CD-ROM.
For information on loading paper, replacing toner cartridges, clearing paper misfeeds, handling peripheral units, and
other copier-related information, please refer to your "Operation manual (for general information and copier
operation)".
To enable the network scanner function of this machine, a product key (password) must be entered using a key
operator program. This is only required once. Use the "Product Key Entry for Network Scanner Expansion Kit"
program to enter the product key. If you do not know your product key, please ask your dealer. (For information on
using key operator programs, refer to "Operation manual (for general information and copier operation)".)

NOTES

● Before using the network scanner feature, several settings must be established from the Web page. These
settings are explained from page 3

on. The settings must be established by the network administrator. Such

settings must be effected by the system administrator who has the special network related backgrounds.

● The explanations in this manual assume that the person who will install the product and the users of the product
have a working knowledge of Microsoft Windows.

● The explanations of screens and procedures in this manual are for Windows 98. The screens may vary
depending on your Windows version and settings.

● For information on the operating system, please refer to your operating system manual or the online Help
function.

● This manual assumes that several options have been installed.

TABLE OF CONTENTS

2

TABLE OF CONTENTS

Page

INTRODUCTION................................................................. 1

ABOUT THE NETWORK SCANNER FUNCTION ..............3

SETTINGS AND PROGRAMMING REQUIRED FOR THE

NETWORK SCANNER FEATURE......................................4

● ACCESSING WEB PAGES ...........................................4

● ABOUT THE WEB PAGE ..............................................4

● BASIC SETTINGS FOR NETWORK SCANNING ......... 5

● SETTING UP DESTINATION INFORMATION..............7

●

STORING SENDER INFORMATION (Scan to E-mail)

........12

● STORING A CUSTOM DIRECTORY ..........................13

● PROTECTING INFORMATION PROGRAMMED IN

THE WEB PAGE ("Passwords")..................................13

CONDITION SETTING SCREEN OF SCANNER MODE

...... 14

SENDING AN IMAGE ....................................................... 16

● BASIC TRANSMISSION METHOD.............................16

●

TRANSMISSION METHODS FOR SCAN TO E-MAIL
(MANUAL ENTRY)

.........................................................18

● SCANNING AND TRANSMITTING A TWO-SIDED

ORIGINAL (when a reversing automatic document

feeder is installed) .......................................................19

SCANNING SETTINGS (ORIGINAL SIZE, EXPOSURE,

RESOLUTION, AND FILE FORMAT) ............................... 20

● MANUALLY SETTING THE SCANNING SIZE............20

● SELECTING THE EXPOSURE ...................................21

● SELECTING THE RESOLUTION................................22

● SELECTING THE FILE FORMAT ............................... 23

Page

CANCELLING AN E-MAIL/FTP TRANSMISSION.............24

STORING, EDITING, AND DELETING FROM THE TOUCH
PANEL

................................................................................25

● STORING ONE-TOUCH KEYS (only addresses for

Scan to E-mail) ............................................................25

● EDITING AND DELETING ONE-TOUCH KEYS .........27

● PROGRAMMING A GROUP KEY ...............................28

● EDITING AND DELETING GROUP KEYS ..................29

● STORING SENDER INFORMATION ..........................30

●

EDITING AND DELETING SENDER INFORMATION

.....30

● STORING A GROUP INDEX .......................................31

● PRINTING PROGRAMMED INFORMATION ..............31

TROUBLESHOOTING.......................................................32

● IF YOUR E-MAIL IS RETURNED ................................33

● IF A TRANSMISSION ERROR OCCURS ...................33

● CHECKING THE IP ADDRESS ...................................34

●

IMPORTANT POINTS WHEN USING SCAN TO E-MAIL

....35

KEY OPERATOR PROGRAMS ........................................36

● KEY OPERATOR PROGRAM LIST ............................36

● USING THE KEY OPERATOR PROGRAMS ..............36

● SETTING PROGRAMS ...............................................37

SPECIFICATIONS.............................................................39

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3

ABOUT THE NETWORK SCANNER FUNCTION

The AR-NS2 Network Scanner Expansion Kit adds network scanner functionality to your machine. A machine with
the network scanner functionality can scan a paper document, photograph, or other printed information into a data
file, and send the file to a file server or personal computer over a corporate network (intranet) or the Internet.
You can select from the following three transmission methods, depending on where you wish to send the scanned
image data.

1. The scanned information can be sent to a
memory storage device on a network (a
designated directory on an FTP server).
(Hereafter referred to as "Scan to FTP" in this
manual.)
When sending scanned information to an FTP
server, an e-mail message can also be sent to
a preset e-mail address to inform the recipient
of the location of the scanned image data.
(Hereafter referred to as "Scan to FTP
(Hyperlink)" in this manual.)

2. The scanned information can be sent to one's
own personal desktop. (Hereafter referred to
as "Scan to Desktop" in this manual.)

* Before Scan to Desktop can be performed, the

"Network Scanner Tool" software in the CD­ROM that accompanied the Network Scanner
Expansion Kit (AR-NS2) must be installed.
(Refer to "Storing destinations for Scan to

Desktop" (page 9).)

3. The scanned information can be sent to an e­mail recipient. (Hereafter referred to as "Scan

to E-mail" in this manual.)

* There are limitations to the use of Scan to E-

mail. A limit has been set in the "Maximum
size of e-mail attachments" of the key
operator program for the maximum amount
of data that can be sent using Scan to E-mail
(page 38

)

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4

SETTINGS AND PROGRAMMING REQUIRED
FOR THE NETWORK SCANNER FEATURE

To use the Network Scanner feature, settings for the E-mail server, DNS server, and destination addresses must be
established.
To establish the settings, use a computer that is connected to the same network as the machine to access the
machine's Web page. The Web page can be displayed with your Web browser (Internet Explorer 4.0 or later, or
Netscape Navigator 4.0 or later).

ACCESSING WEB PAGES

Use the following procedure to access the Web pages.

1

Open the Web browser on your computer.

Supported browsers:

Netscape Navigator 4.0 or later
Internet Explorer 4.0 or later

2

In the "Address" field of your Web browser,
enter the IP address of the machine as a
URL.

Input the IP address
previously specified in
this product.
If you do not know the IP
address, see page 34

.

When the connection is completed, the following
Web page will appear in your Web browser.

ABOUT THE WEB PAGE

When you access the Web page in the machine, the following page will appear in your browser.
A menu frame appears on the left side of the page. When you click an item in the menu, a screen appears in the right
frame that allows you to establish settings for that item.
For overviews of each of the menu items, refer to chapter 3 of "Operation manual (for printer)".
For detailed explanations of the procedures for establishing settings, click "Help" in the menu frame.

Web Page

To use the network scanner function, you must configure basic network scanner settings (pages 5

- 6), store

transmission destinations (pages 7

- 11), and program your sender's name (page 12).

Menu frame

Click the menu items displayed
here to configure the
corresponding settings.

Edit and delete stored
transmission destinations.

Store various types of
transmission destinations.

Configure basic settings for the
network scanner function.

Some transmission methods
require that the E-mail server
and DNS server settings be
configured.

Store the sender's name and E­mail address for Scan to E-mail.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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5

BASIC SETTINGS FOR NETWORK SCANNING

Click "Network Scanning" in the menu frame, and then establish the required settings. These settings should only be
established by the network administrator. After entering the settings, be sure to click "Submit" to store them. For
detailed information on setting procedures, refer to "Help".

Network Scanning Setup screen

■■■■

Enable scanner delivery methods ("Enable Scanner Delivery to:")

Select the scanner delivery methods that you want to use. In the "Enable Scanner Delivery to:" field, click the
checkbox next to each method that you want to use so that a checkmark appears in the checkbox.
"Scan to E-mail" and "Scan to FTP & Scan to Desktop" are both initially selected.

■■■■

Select the method for assigning a file name to a scanned image ("File Naming")

Select the method for assigning a file name to a scanned image. In "File Naming", click the items that you wish
to use in the file name. "Destination Name" and "Date & Time" are initially selected. If you are going to send
images to the same recipient more than once, we recommend that you also select "Session Page Counter" or
"Unique Identifier" to prevent sending multiple files with the same name, which would result in each successive
file overwriting the previous file.

■■■■

Selecting an e-mail subject ("E-mail Subject": only used for Scan to E-mail)

This setting is not necessary if you will not be using Scan to E-mail. The setting is used to enter the subject that
appears in the recipient's e-mail program when you perform Scan to E-mail.
Enter a subject when using Scan to E-mail within 80 characters. Only one subject can be entered. If nothing is
entered, "Scanned image from <Device Name>" will appear.

* The name that appears in <Device Name> is the name stored in "Name" in the screen that appears when

you click "Status & Alert E-mail" in the menu frame. If a name has not been stored, the product name will
appear.

Click here.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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6

■■■■ E-mail Server and DNS Server Settings

Scan to E-mail and Scan to FTP (Hyperlink) use SMTP to transmit e-mail, therefore your e-mail server
settings must be configured.

When configuring your e-mail server settings, your DNS server settings will also be necessary if you entered a
host name in the "Hostname or IP Address" box when storing destinations for Scan to FTP or Scan to Desktop.
To configure your e-mail server and DNS server settings, click "E-mail & DNS Setup" in the Network Scanning
Setup screen (see "Network Scanning Setup screen

" on page 5), or click "E-mail & DNS" in the menu frame.

When you have completed all of the entries, click "Submit". The entries will be stored.

E-mail Setup

*

If you are entering a host name, be sure to enter the IP address of your DNS server in the DNS settings below.

DNS Setup

Item Description

Primary E-mail Server Enter an IP address for the primary e-mail server or a host name*. (If you will be

using Scan to E-mail, be sure to enter this information.)

Secondary E-mail Server Enter an IP address for the secondary e-mail server or a host name. No need to

enter if secondary e-mail server is not set up.

E-mail Timeout [seconds] Enter a time out period, from 0-60 seconds, that the system will wait for as it

attempts to connect to the primary server. The default is 20 seconds. If no
connection is made, the system will then look for the secondary server if it has
been set up. If not, the system will stop attempting to connect.

System Administrator Enter an e-mail address to which the machine returns an unsuccessful delivery

message when the distribution has failed. Only 1 e-mail address can be entered.
The entered e-mail address is also used as sender e-mail address.

Time Zone Select the time zone of the place to use this Network Scanning System. A specific

time zone is set after the selection.

Item Description

Primary DNS Server Enter the IP address of your primary DNS server here if required.
Secondary DNS Server Enter the IP address of your secondary DNS server here if required.
DNS Timeout[seconds] Enter a time out period, from 0-60 seconds, that the system will wait for as it

attempts to connect to the primary server. The default is 20 seconds. If no
connection is made, the system will then look for the secondary server if it has
been set up. If not, the system will stop attempting to connect.

Domain Name Enter the Domain Name of the DNS Server to be used to search for host names

within 64 characters.

Click here.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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7

SETTING UP DESTINATION INFORMATION

To store the name and address of a destination in an one-touch key, click "Destination Management" or one of the
transmission methods in the Web page menu frame. "Destination Management" can also be used to edit or clear
stored destinations. (Refer to page 11

.)
A total of 500 destinations can be stored, including E-mail, FTP, Desktop, and Group destinations. Among these, a
combined total of 100 Scan to FTP and Desktop destinations can be stored.
The stored destinations appear as one-touch keys in the touch panel of the machine when you send an image,
allowing you to select the destination.

E-mail: See below
FTP: Refer to page 8

.

Desktop: Refer to page 9

.

Group: Refer to page 10

.

For detailed information on setting up, editing, and deleting destinations, refer to "Help".

■■■■ Storing destinations for Scan to E-mail

Click "E-mail" in the menu frame of the Web page to store destinations. Use this screen to enter the e-mail
addresses of destinations for Scan to E-mail.
When you have completed all of the entries, click "Submit". The entries will be stored.

Scan to E-mail destinations can also be stored, edited, and cleared from the touch panel of the machine. (pages 25 - 27)
To perform Scan to E-mail, the e-mail server settings must first be established. (Refer to page 6.)

Item Description

Full Name (Required) Enter the full name of the destination (up to 36 characters).
Initial (Optional) Enter the initial character of the stored destination name. This initial is used to

place the destination in the ABC index of the machine's address directory screen.
(page 15

)

Custom Directory for Scan Drop down list:

Select one custom directory for this destination.

Check box for Frequently-Used:

The destination is set as Frequently-Used when checked on.
E-mail Address (Required) Enter one address as an e-mail destination (up to 64 characters).
Display Name (Optional) Enter a key name (no more than 18 characters) for the destination. The key name

will appear in the machine's touch panel. If you don't enter a key name, the initial

18 characters of the "Full Name" will be stored as the key name.
File Format for Color

Select the file format and compression mode for transmission of images scanned in

colour. "PDF Middle compression" is initially selected. The selections are as follows:

PDF High compression/PDF Middle compression/PDF Low compression/

JPEG High compression/JPEG Middle compression/JPEG Low compression
File Format for B/W Select the file format and compression mode for transmission of images scanned

in black and white.

"PDF G4" is initially selected. The selections are as follows:

PDF uncompressed/PDF G3/PDF G4/TIFF uncompressed/TIFF G3/TIFF G4

Click here.

Click here.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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8

■■■■

Storing destinations for Scan to FTP

Click "FTP" in the menu frame of the Web page to store destinations.
Configure the settings for the destination FTP server for Scan to FTP in this screen.
When you have completed all of the entries, click "Submit". The entries will be stored.

*1

If you entered a host name in "Hostname or IP Address", you will need to enter the DNS server settings. (Refer to page 6.)

*2

To perform Scan to FTP (Hyperlink), you must also enter the settings under "E-mail Setup" for the e-mail server.

Item Description

Full Name (Required) Enter the full name of the destination (up to 36 characters).
Initial (Optional) Enter the initial character of the stored destination name. This initial is used to

place the destination in the ABC index of the machine's address directory screen.

(page 15

)

Custom Directory Drop down list:

Select one custom directory for this destination.

Check box for Frequently-Used:

The destination is set as Frequently-Used when checked on.
Hostname or IP Address
(Required)*1

Enter the IP address of the FTP file server or the host name (maximum of 255

characters).
Display Name (Optional) Enter a key name (within 18 characters) for the destination. The key name will

appear in the machine's touch panel. If you don't enter a key name, the initial 18

characters of the "Full Name" will be stored as the key name.
File Format for Color

Select the file format and compression mode for transmission of images scanned in

colour. "PDF Middle compression" is initially selected. The selections are as follows:

PDF High compression/PDF Middle compression/PDF Low compression/

JPEG High compression/JPEG Middle compression/JPEG Low compression
File Format for B/W Select the file format and compression mode for transmission of images scanned

in black and white.

"TIFF G4" is initially selected. The selections are as follows:

PDF uncompressed/PDF G3/PDF G4/TIFF uncompressed/TIFF G3/TIFF G4
FTP User Name (Optional) Character field for the FTP user name within 50 characters.
Password (Optional) Character field for the FTP password within 50 characters.
Directory (Optional) Character field to specify a directory on the FTP server within 200 characters.
Enable Hyperlink to FTP server to
be e-mailed (Checkbox)*2

When you send a scanned file to an FTP server, you can have a transmission

notification automatically sent to the file recipient by e-mail. To have transmission

notifications sent, select the checkbox. The FTP server name will appear in the

transmission notification as a hyperlink.
E-mail Destination Select the recipient that you wish to notify of the file transmission to the FTP

server. To select a recipient here, the recipient's e-mail address must have been

previously stored. (page 7

)

Click here.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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9

If you select the "Enable Hyperlink to FTP server to be e-mailed" checkbox and select a previously stored
recipient (page 7

) from "E-mail Destination", you are able to have an e-mail sent to the recipient informing them
of the file format and location of the scanned image data. A hyperlink to the file server to which the scanned image
data was sent appears in the e-mail, and the recipient can click the hyperlink to go directly to the location where
the image data is stored.

■■■■ Storing destinations for Scan to Desktop

Transmission destinations for Scan to Desktop cannot be stored unless the Network Scanner Tool has
been installed in your computer. (The Network Scanner Tool is on the CD-ROM that accompanied the
Network Scanner Expansion Kit (AR-NS2).)
Normally your computer is stored as a transmission destination for Scan to Desktop using the Network
Scanner Tool. When the Network Scanner Tool is installed to your computer, transmission destination
information is programmed during set-up (or after installation), and thus there is no need to program the
information a second time from the Web page.

Clicking "Desktop" in the menu frame will display the following Desktop Destination Control screen. System
administrators should use this screen in the following instance:

● When another machine with the network scanner function has been added to the same network, and you wish

to perform Scan to Desktop from the added machine to a destination programmed in the previously existing
machine.

Refer to "Editing and deleting programmed transmission destinations

" (page 11), and select the Scan to Desktop
destination information that you wish to transfer to the new machine. Enter the displayed information in the same
setting screen of the new machine. (When all information has been entered, click "Submit".) If there are additional
destinations that you want to transfer to the new machine, repeat this procedure for each destination.

Note that if there are any discrepancies between the newly programmed information and the information in the
host computer, transmission and reception may not be possible. For information on installing the Network
Scanner Tool and programming transmission destinations, see the manual for the AR-NS2.

* If you entered a host name in "Hostname or IP Address", you will need to enter the DNS server settings. (Refer

to page 6

.)

Click here.

*

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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10

■■■■

Storing Groups (Scan to E-mail)

If you are using Scan to E-mail, a scanned image can be sent to multiple destinations in a single operation. To
use this function, you must first store the destinations in a group. Click "Group" and then select the Scan to E­mail destinations that you wish to store in the group. Up to 300 destinations can be stored in one group. Only
destinations for E-mail can be stored in a group. Note that multiple destinations cannot be entered manually when
sending an image.
When you have completed all of the entries, click "Submit". The entries will be stored.

Item Description

Full Group Name (Required) Enter the full group name of the destination (up to 36 characters).
Initial (Optional) Enter the initial character of the stored destination name. This initial is used to

place the destination in the ABC index of the machine's address directory screen.
(page 15

)

Custom Directory Drop down list:

Select one custom directory for this destination.

Check box for Frequently-Used:

The destination is set as Frequently-Used when checked on.

Address(es) (Required) Select the address of the destination from the e-mail list box. Programmed e-mail

destinations appear in each of the destination lists. To select multiple destinations,
click each address while holding down the [Ctrl] key on the keyboard. If you need
to cancel an address that has been selected, click the address again while holding
down the [Ctrl] key. Up to 300 addresses can be programmed.

Display Name (Optional) Enter a key name (within 18 characters) for the destination. The key name will

appear in the machine's touch panel. If you don't enter a key name, the initial 18
characters of the "Full Group Name" will be stored as the key name.

Click here.

SETTINGS AND PROGRAMMING REQUIRED FOR THE NETWORK SCANNER FEATURE

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11

■■■■

Editing and deleting programmed transmission destinations

To edit or delete programmed destinations, click "Destination Management" in the menu frame of the Web page.

1

Click "Destination Management" in the
menu frame of the Web page.

2

In the Destinations List, click the button of
the destination that you want to edit or
delete.

3

To edit the selected destination, click
"Edit" under the Destinations List.

The programming
screen of the destination
selected in step 2
appears. Edit the
information in the same
way as you initially
stored it.

When finished, be sure to click "Submit" to save
your changes.

To delete the selected destination, click
"Delete" under the Destinations List.

A message appears
asking you to confirm
the deletion. Click "Yes"
to delete.

NOTE

If you attempt to edit or delete a programmed destination in the following situations, a warning message will appear
and editing/deletion will not be possible.

●

The destination is included in a group.
If the destination is being used for a current transmission, cancel the transmission or wait until it is completed and
then edit or delete the destination. If the destination is included in a group, delete the destination from the group
and then edit or delete the destination.