Applications
Introduction
The Sharp Multifunction Interface software enables you to connect your
fax device directly to your PC. With the Sharp Multifunction Interface
software, you can send and receive faxes right at your desk, find stored
files instantly, and turn your PC into an electronic filing cabinet. This is
accomplished by using the standard applications and fax drivers that
come with the Sharp Multifunction Interface system. The fax drivers can
be used within any Windows application that supports printing.
Each section of this chapter is devoted to a major function that you can
perform. The specific applications required to perform the functions are
fully described in this chapter.
Filing Documents
This section consists of two chapters that describe how to use the
ScanFile
applications. The
multifunction device to convert your PC into an electronic file cabinet for
images. It also allows you to use your Sharp multifunction device to
capture scanned images to be used by
The second chapter explains how your system enables you to convert
any document that can be printed to an .ALA (image) file format.
Finding Documents
This section consists of a single chapter devoted to the
tion. The
documents and saved faxes. Documents can be located by any one, or
combination, of the following criteria: document name or portion of the
name; the date the document was last modified; and/or any word or
phrase contained in the description when you saved the file or fax. Once
the documents have been located, they can be easily viewed, printed or
faxed.
This section also describes how you can locate any file by the file name,
any portion of the name, the last modification date, or from keywords
entered when you saved the file. Once the file has been located, it can
be automatically viewed from within the application associated with the
file.
application and how to create .ALA (Image) Files from Windows
ScanFile
Finder
enables you to quickly locate your scanned paper
function allows you to use your Sharp
Non-.Ala
applications.
Finder
applica-
Applications 3 - 1
Viewing Documents
This section consists of four chapters. The first chapter describes how
to use the
files and faxes. It is also used to import Non-.ALA files created by other
applications, and export .ALA files so they can be used by other
applications. .ALA and imported files can be faxed, printed and appended
to other .ALA files.
Viewer
application. The
Viewer
is used to view and edit image
OCR
The second chapter describes how to use the
Character Recognition
that can convert your fax or scanned image into editable text.
enables you to OCR any portion of a scanned image file regardless
of length. The OCR'd results can be saved to the Windows Clipboard,
an .ALA file description field or in the most popular word processing
or spreadsheet file formats.
feature.
OCR
is sophisticated technology
TextBridge Optical
Viewer
Markup Tools & Sticky Notes
The third chapter of
Markup Tools & Sticky Notes
up faxes and image files with your comments directly on your screen.
You can add electronic "sticky notes" to your image and highlight
selected areas to draw attention to them. You can print or fax the
marked-up file and your document will contain the markings you have
made.
Viewing Documents
. This application enables you to mark
describes the capabilities of
Forms Fill-In
Chapter four of
capability. The
that has been saved on your system as an .ALA file. With
in,
you may type directly on your displayed image.
allows you to create your own standard form or scan in an existing
form, eliminating the need for typewriter! The typed information is
maintained as a black, transparent, borderless text block. The size
of the text block is automatically sized to the entered text.
Viewing Documents
Forms Fill-in
option enables you to fill in a blank form
describes the
Forms Fill-in
Forms Fill-
Forms Fill-in
Address Book
This section describes how to use the
Address Book
distribution lists that you use when sending faxes. It can also be a
personal database to maintain additional information, such as phone
numbers and notes about each entry. Voice phone numbers may be
is your personal information database of fax numbers and
Applications 3 - 2
Address Book
application. The
automatically dialed from your
Address Book
, using the
Autodial
feature.
Faxing Documents
This section is divided into three chapters. The first chapter describes
how you can use your system to send faxes from any Windows
application as easily as you can print from that application. It also
describes how to setup and access the
Sharp Fax.
Outbox
The second chapter describes how to use your
Outbox
transmitted. It also maintains a comprehensive activity log of all
faxes that you send.
enables you to monitor the status of your own faxes being
Fax Outbox
. The
Stapler
The third chapter describes how to use the
temporarily "staple" together multiple .ALA files. The stapled files
can then be faxed, printed or saved as an .ALA file.
Stapler
application to
Receiving Faxes
Faxes that are received are listed in your
a single chapter that describes how to use your
and view all faxes that have been received. The
record in the
Activity Log
of all faxes that have been distributed to you.
Inbox.
This section consists of
Inbox
application to print
Inbox
also maintains a
Applications 3 - 3
Saving Paper Documents to a File
Introduction
The
ScanFile
standard file produced by this function is a multi-page compressed image
file with an ".ALA" extension. The
enter a text description of the document that can be up to 127 characters
in length. This text description can later be used to instantly locate the
document using the
name of the document or the directory in which it is filed.
Functions
function enables you to get paper into a computer file. The
ScanFile
Finder
application, even if you can't remember the
Gets your paper documents into multi-page, compressed
image files.
Operates in the background, permitting the personal computer
to be used for other tasks, while scanning is in progress.
Multi-page documents are saved as a single DOS file to permit
easy attachment to other Windows applications such as
Electronic Mail.
Adds a description to each document that can be full-text
searched by the
Finder
application.
function also enables you to
Batch scans multiple documents and saves them as individual
files based on a separator sheet or equal number of pages.
Scans double-sided originals and saves them in the proper
order.
Saving a Paper Document as an .ALA File
Ensure that your Sharp MFP device is powered on and ready to scan.
Double click on the
program group.
The
ScanFile
In the
ScanFile
to locate the file.
Enter the name of the document to be scanned.
ScanFile
window will appear.
window, select the drive and directory where you want
icon in the Sharp Multifunction Interface
Filing Documents 4 - 1
Enter a document description that will help you find the document
later.
Change any other settings in the
Place your document into the automatic feeder of the Sharp MFP
device.
Click on the SCAN button. You can minimize the
tion to an icon (by clicking your mouse on the small down triangle
button in the upper right hand corner of the
on to another task. The Sharp MFP device will continue to scan
information into the selected file until the automatic document feeder
is empty. This task is accomplished completely in the background,
so you can work in another application.
ScanFile
window.
ScanFile
ScanFile
applica-
window) and go
The ScanFile Window
All functions needed to save a multi-page paper document as an .ALA
file are shown in the
options is a function of the device used.)
ScanFile
Window.
(Note: The availability of these
Filing Documents 4 - 2
Saving a Single Document as a File
Naming the File
Select the drive where the document is to be stored from the
drop down list.
Drives
Scroll through the
symbol) where you want to store the document.
Directories
box to select the directory (file folder
(Please note that
when changing drives, you will be looking at the last directory used.
If you wish to get to the root directory, scroll to the top of the directory
list and click on the topmost file folder symbol.)
Enter the name of the file in the
to add a file extension.
extension.
ScanFile
File Name
will automatically add the .ALA
box. It is not necessary
Enter a Document Description
In the
Description
when searching for the document. You may use up to 127 characters
to describe the file.
edit field, enter text which is suitable for you to use
Set the Intensity
Select the
Intensity
Intensity
group.
To automatically compensate for the original's background,
select
Automatic
ment is especially useful if the background of your document is
shaded or colored or if you will later be OCRing the document.
To adjust the intensity of a copy with a light background, you can
compensate by selecting
you want to use to scan your image from the
in the
Intensity
Dark
group. The
.
Automatic
adjust-
Optimize for the Image Type
ScanFile
image according to the type of original you are scanning. Make your
selection in the
includes a feature which enables you to optimize your
Optimize for
control box.
Line Art
Select
materials.
Line art
for text, graphics and black and white printed
Filing Documents 4 - 3
Photographs
Select
improve the results of copied photographic and colored originals,
ScanFile
having shades of gray. This option will improve the reproduction
quality of photographs, but will reduce the legibility of text.
Photographs
uses a halftone cell to give your image the appearance of
for photographic and colored materials. To
Note: Do not use the Photographs if you will be resizing or faxing
(unless the 200 dpi resolution is selected) your file.
Set the Paper Feed Option
Your Sharp Multifunction device enables you to scan all documents
using the automatic paper feed feature. The fax device will automatically scan all pages placed in the automatic document feeder.
If your original document is double sided, you can automatically scan
one side and then the other, and have the file saved in the original
page order.
Saving Double-sided Documents
To save double-sided documents in their original page order, select
the
Double Sided
Load the document in the automatic feeder so that the first page of
the document is the first page scanned. When the scanning is
complete, you will be prompted to begin scanning the second side
of your document.
check box from the
Feed option
group.
Note: The double-sided option is disabled if the Append To File
or Multiple File options are selected.
Resolution
Select the desired resolution from the
x 200 dpi is equivalent to
400 x 400 dpi resolution results in a higher quality image, however
significantly increases the size of the image file.
Fine Mode
Resolution
fax quality and is recommended.
drop down list. 200
Set the Page Size
Select the page size that you want scanned from the
down list.
Legal
ScanFile
(8-1/2" by 14") or A4 (8.27" x 11.7") for .ALA files output.
displays a choice of
Standard
Filing Documents 4 - 4
Page size
(8-1/2" by 11") or
drop
Saving Multiple Documents as Separate Files
When saving multiple files, the system provides two methods to define
when a new file should be created. The first method is to insert a blank
separator sheet (the same size as the selected page size) between
pages where the new file is to begin. The second is to save all files with
an equal number of pages.
Establish the method for Automatically Naming Files
To specify how to automatically name multiple files:
If the
Append To File
(in the
Feed option
(in the
Save As
group) are selected, deselect them.
group) or
Double Sided
options
Select the
Select the FILE NAMING pushbutton. The
dialog box will appear. The following options allow you to choose
which method to use for automatically naming your files.
Multiple Files
option in the
Save As
group.
Automatic File Naming
Select
between pages to define when you want to start saving a new file.
This option is disabled if the
selected.
Select
number of pages.
Separator Sheet
if you are using a separator sheet
Equal Number of Pages
Automatic
if all files will have the same
intensity option is
Saving Documents as Separate Files
Multiple documents may be scanned at the same time and saved as
separate files.
In the
Feed option
the option.
In the
Save As
it, and select the
group, if the
group, if the
Multiple Files
Double Sided
Append To File
option.
option is selected, deselect
option is selected, deselect
To save scanned page(s) in the current drive or directory:
In the
Save As
Prefix
field. If the prefix has been previously used, the system will
start sequentially numbering the file with the next highest number.
group, enter the file prefix you want to use in the
File
Select the FILE NAMING pushbutton to initially specify, or change,
the method used to automatically name your files.
Filing Documents 4 - 5
To save scanned page(s) in a different drive or directory:
In the
Drives
box, select the drive where you want to save the file, and
in the
Directories
file.
list, select the directory where you want to store the
Enter the file prefix you want to use in the
has been previously used, the system will start sequentially numbering the file with the next highest number.
Select the FILE NAMING pushbutton to initially specify or change
the method used to automatically name your files.
Select the appropriate settings for your scanned images.
Load the pages to be scanned in the automatic document feeder and
select the SCAN pushbutton.
File Prefix
field. If the prefix
Enter a Document Description
In the
Description
when searching for the document. You may use up to 127 characters
to describe the file.
edit field, enter text which is suitable for you to use
Set the Intensity
You can have the
manually compensate for the background of the original being saved.
Select the
Intensity
Intensity
group.
To automatically compensate for the original's background,
select
Automatic
ment is especially useful if the background of your document is
shaded or colored or if you will later be OCRing the document.
Sharp Multifunction
you want to use to scan your image from the
in the
Intensity
device automatically or
group. The
Automatic
adjust-
To adjust the intensity of a copy with a light background, you can
compensate by selecting
Dark
.
Optimize for the Image Type
ScanFile
image according to the type of original you are scanning. Make your
selection in the
includes a feature which enables you to optimize your
Optimize for
control box.
Line Art
Filing Documents 4 - 6
Select
materials.
Line art
Photographs
Select
Photographs
for text, graphics and black and white printed
for photographic and colored materials.
Filing Documents 4 - 7
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