Sharp FO-IS125N User Manual

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MODEL

FO-IS125N

FACSIMILE

OPERATION MANUAL

U.S.A.

WARNING - FCC Regulations state that any unauthorized changes or modifications to this equipment not

ABOUT THE TELEPHONE CONSUMER PROTECTION ACT OF 1991

Declaration of Conformity

expressly approved by the manufacturer could void the user’s authority to operate this equipment.

Note: 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 or more of the following measures:

- Reorient or relocate the receiving antenna.

- Increase the separation between the equipment and the 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.

"The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or other electronic device to send any message via a telephone facsimile machine unless such message clearly contains in a margin at the top or bottom of each transmitted page or on the first page of the transmission the following information:

(1) The date and time of transmission. (2) Identification of either the business, business entity or individual sending the message. (3) Telephone number of either the sending machine, business, business entity or individual. In order to program this information into your facsimile machine, please refer to the appropriate

instructions in the operation manual."

SHARP FACSIMILE, FO-IS125N This device complies with Part 15 of the FCC rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

Responsible Party: SHARP ELECTRONICS CORPORATION Sharp Plaza, Mahwah, New Jersey 07430-1163 TEL: 800-237-4277

As an ENERGY STAR that this product meets the ENERGY STAR

energy efficiency.

partner, SHARP has determined

guidelines for

This product contains a CR Coin Lithium Battery which contains Perchlorate Material

- special handling may apply, California residents, See www.dtsc.ca.gov/hazardouswaste/perchlorate/

Canada

This product meets the applicable Industry Canada technical specifications

The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed five.

Table of Contents

Table of Contents 1

Introduction 4

Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

A Look at the Operation Panel 9

1. Installation 13

Unpacking Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Basic Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Installing the Toner Cartridge and Drum Cartridge. . . . . . . . . . . . . . 18

Loading Printing Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Entering Your Name and Fax Number . . . . . . . . . . . . . . . . . . . . . . .24

Setting the Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Setting the Reception Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Volume Adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

2. Network Scanning 29

Setting up Network Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Storing E-mail Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Scan to E-mail Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Network Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Scan to Folder / FTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

3. Sending Faxes 52

Transmittable Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Loading the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Adjusting the Resolution and Contrast . . . . . . . . . . . . . . . . . . . . . . .55

Sending a Fax by Normal (Manual) Dialing . . . . . . . . . . . . . . . . . . . 57

Sending a Fax by Automatic Dialing. . . . . . . . . . . . . . . . . . . . . . . . .60

4. Receiving Faxes 68

Using AUTO Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Using MANUAL Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Reception to Memory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Table of Contents

5. Security Functions (Administrator) 71

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Administrator Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

User Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Secure Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Authorized Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Call Restriction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Send Hold Function (Fax Only). . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

6. Printing 102

Installing the Printer Driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Printing a Document From an Application . . . . . . . . . . . . . . . . . . . 104

Selecting Print Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

7. Making Copies 109

8. Special Functions 111

Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Distinctive Ring (Requires Service) . . . . . . . . . . . . . . . . . . . . . . . . 115

Blocking Unwanted Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Duplex Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Receiving Faxes to E-mail/Folder . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Searching for an Address in a Global Address Book . . . . . . . . . . . 123

Polling (Requesting a Fax) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Timer Transmission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133

9. Option Settings 136

10. Checking Stored Information 141

Transaction Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143

11. Maintenance 144

Cleaning the Scanning Glass and Rollers . . . . . . . . . . . . . . . . . . .144

Cleaning the Paper Feed Roller . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Replacing the Toner Cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Replacing the Drum Cartridge . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Table of Contents

12. Troubleshooting 154

Problems and Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Messages and Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Clearing Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163

FCC Regulatory Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Index 173

Introduction

Specifications

Print specifications

Toner cartridge yield*

(continuous printing, 5% page coverage, letter paper)

Drum cartridge yield*

(continuous printing, 5% page coverage, letter paper)

Paper tray capacity Letter: Approx. 250 sheets (20-lb. copier paper at room

Printer type Laser

Print resolution

Effective printing width 8.2" (208 mm) max.

PC print speed**

*The yields may vary depending on coverage and operating conditions.

**Measured based on letter-size continuous printing (3rd through 14th page), excluding warm-up time.

Initial starter cartridge (included with machine): Approx. 1500 pages Replacement cartridge (FO-25ND): Approx. 3000 pages

Initial starter cartridge (included with machine): 20,000 pages (average) Replacement cartridge (FO-25DR): 20,000 pages (average)

temperature; maximum stack height should not be higher than the line on the tray) Legal: 100 sheets Recommended paper weight: 20-lb. Copy Bond

× 600 dpi (dots per inch)

600

(pages per minute) max.

12 ppm

Fax specifications

Memory capacity* Approximately 600 average pages

Modem speed 33,600 bps with auto fallback to lower speeds.

Transmission time* Approx. 3 seconds

Compatibility ITU-T (CCITT) Super G3, G3 mode

Compression scheme MR, MH, MMR

Applicable telephone line Public switched telephone network

Reception modes AUTO, MANUAL

Scanning Resolution Horizontal: 203 lines/inch (8 lines/mm)

Ver tic al:

Standard: 98 lines/inch (3.85 lines/mm) Fine /Halftone: 196 lines/inch (7.7 lines/mm) Super fine: 391 lines/inch (15.4 lines/mm)

Halftone (grayscale) 64 levels

Contrast control Automatic/Dark selectable

*Based on Sharp Standard Chart at standard resolution, excluding time for protocol signals (i.e., ITU-T phase C time only).

Network and general specifications

Automatic document feeder

Letter/A4: 30 sheets max. (20-lb. paper) Legal: 5 sheets max.

Input document size Automatic feeding:

Width: 5.8" to 8.5" (148 to 216 mm) Length (30 sheets): 5.5" to 11" (140 to 279 mm) Length (5 sheets): 5.5" to 14" (140 to 356 mm)

Manual feeding:

Width: 2.75" to 8.5" (70 to 216 mm) Length: 5.5" to 14" (140 to 356 mm)

Effective scanning width 8.2" (208 mm) max.

Storable transmission destinations

Rapid Keys: 36 Speed Dial numbers: 114

Telephone function Yes (cannot be used if power fails)

Copy function Single/Multi/Sort (up to 99 copies per page)

Network interface 10 Base-T, 100 Base-TX

Network frame type IEEE802.2/IEEE802.3 Ethernet II

Network protocol TCP/IP

Scan to E-mail Ye s

Scan to Network Folder Ye s

Global Address Search Yes (requires LDAP server)

User authentication Ye s

File formats TIFF (G4), PDF (G4)

Supported operating

Windows® 2000, XP, Server 2003, Vista

systems (printer driver)

Display LCD display, 20 digits x 2 lines

Power requirements 120 V AC, 60 Hz

Power consumption Standby: 8.2 W when not connected to a network

8.6 W when connected to a network

Maximum: 690 W

Operating temperature 50 - 86°F (10 - 30°C)

Humidity 20 - 85% RH

Dimensions

(without attachments)

Width: 16.8" (426 mm) Depth: 16.1" (410 mm) Height: 8.2" (208 mm)

Weight

Approx. 15.6 lbs. (7.1 kg)

(with attachments)

As a part of our policy of continuous improvement, SHARP reserves the right to make design and specification changes for product improvement without prior notice. The performance specification figures indicated are nominal values of production units. There may be some deviations from these values in individual units.

Important: This machine is not designed for use on a line which has call waiting, call forwarding, or certain other special services offered by your telephone company (errors may occur during transmission and reception of faxes). This machine is not compatible with digital telephone systems.

Important safety information

Do not disassemble this machine or attempt any procedures not described in this manual. Refer all servicing to qualified service personnel.

Do not install or use the machine near water, or when you are wet. For example, do not use the machine near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet basement, or near a swimming pool. Do not spill any liquids on the machine.

Unplug the machine from the power outlet and telephone jack and consult a qualified service representative if any of the following situations occur:

- Liquid has been spilled into the machine or the machine has been exposed to rain or water.

- The machine produces odors, smoke, or unusual noises.

- The power cord is frayed or damaged.

- The machine has been dropped or the housing damaged.

Do not allow anything to rest on the power cord, and do not install the machine where people may walk on the power cord.

This machine must only be connected to a 120 V, 60 Hz, grounded (3-prong) outlet. Connecting it to any other kind of outlet will damage the machine and invalidate the warranty.

Never insert objects of any kind into slots or openings on the machine. This could create a risk of fire or electric shock. If an object falls into the machine that you cannot remove, unplug the machine and consult a qualified service representative.

Do not place this machine on an unstable cart, stand or table. The machine could be seriously damaged if it falls.

Never install telephone wiring during a lightning storm.

Never install telephone jacks in wet locations unless the jack is specifically designed for wet locations.

Never touch bare telephone wires or terminals unless the telephone line has been disconnected at the network interface.

Use caution when installing or modifying telephone lines.

Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of electric shock from lightning.

Do not use a telephone to report a gas leak in the vicinity of the leak.

The power outlet must be installed near the equipment and must be easily accessible.

Trademark information

• Microsoft, Windows and Internet Explorer are trademarks of Microsoft

Corporation in the U.S.A. and other countries.

• Acrobat and Adobe are trademarks of Adobe Systems Incorporated.

• Datalight is a registered trademark of Datalight, Inc.

• OpenLDAP is a registered trademark of the OpenLDAP Foundation.

• This product includes software developed by Computing Services at

• All other company names and product names appearing in this manual are

the trademarks of their respective owners.

is a trademark of Datalight, Inc.

A Look at the Operation Panel

SPEAKER

HOLD

SPEED DIAL

REDIAL

GLOBAL ADDRESS

SYMBOL

RESOLUTION

INFO

Note: Affix the Rapid Key labels as shown above.

SPEAKER key

Press to listen to the line and fax tones through the speaker when faxing (p. 57). Note: This is not a speakerphone. It cannot be used for speaking.

HOLD key

Press to put a phone call on hold (p. 70).

FUNCTION

RECEPTION

RELEASE

1310

SPEED DIAL key

Press to select a fax, e-mail, or network folder destination stored in a 3-digit Speed Dial number (pp. 37, 64).

REDIAL key

Press to automatically redial the last number dialed (p. 66). This can also be used to enter a pause when storing a fax number for automatic dialing (p. 61).

SCAN TO E-MAIL key

Press to send a document to an e-mail recipient (p. 42).

SCAN TO FOLDER key

Press to send a document to a folder on a computer on the same network as the machine, or to an FTP server (p. 50).

A Look at the Operation Panel

Display

This displays messages and prompts to help you operate the machine.

GLOBAL ADDRESS key

Press to search for a destination in a global address book on an LDAP server (p. 126).

LINE IN USE light

This lights up when the machine is using the phone line to send or receive a fax.

SECURE key

Press to set up and use the security functions of the machine (p. 71).

RECEPTION key

Press to select the reception mode (AUTO or MANUAL) for receiving faxes. The selected mode will appear in the display (p. 27).

FUNCTION key

Press this key followed by the arrow keys to select special functions and settings.

COPY/HELP key

When a document is in the feeder, press to make a copy (p. 109). At any other time, press to print the Help List.

STOP key

Press to cancel an operation before it is completed.

Number keys

Use these keys to dial fax numbers, and enter numbers when storing transmission destinations.

Rapid Keys / letter keys

A fax number, e-mail address, or network folder can be stored in each of these keys for one-touch selection (attach the Rapid Key labels). When entering text, the keys are used as letter keys.

BROADCAST key

Press to send to multiple fax or e-mail destinations (p. 111).

INFO key

Press to check various types of machine information.

DUPLEX key

Use to scan two-sided documents for transmission and copying (p. 119).

A Look at the Operation Panel

RESOLUTION key

When a document is in the feeder, press to adjust the scanning resolution for transmission (p. 55).

RELEASE key

When a fax has been received to memory instead of being printed out because the Secure Fax function has been activated, press this key to enter the Secure code and print out the fax (p. 84).

START key

Press after dialing to send a fax (p. 57).

Arrow keys

Use to scroll through and select settings, and to search for stored destinations.

A Look at the Operation Panel

Letter keys

162 3 54

DEL

B'CAST

INFO

DUPLE X

DEL key

Press to delete the character marked by the cursor (the cursor can be moved

by pressing or ). When the cursor is to the right of a line of text, press to backspace and clear characters. To delete all entered characters,

hold down until all characters are cleared.

Caps Lock key

Press to enter upper case letters. Press again to return to lower case letter entry.

SHIFT key

Hold down while pressing a letter key to temporarily change case.

Letter keys

Use to enter letters.

@key, .com key

Press to conveniently enter “@” and “.com” when entering an e-mail address.

SYMBOL key

Hold down while pressing a letter key to enter the symbol that appears on the right side of the key.

1. Installation

Unpacking Checklist

Handset

Document exit tray

CD-ROM

Handset cord

Telephone line cord

Setup Guide

Points to keep in mind when setting up

Paper tray

Toner cartridge

Quick Reference Guide

Drum cartridge

Received document tray

Rapid Key labels

Warranty Sheet

1. Installation

Document feeder tray

♦ Do not place the machine in direct sunlight.

♦ Do not place the machine near heaters or air conditioners.

♦ Keep dust away from the machine.

♦ Keep the area around the machine clear.

About condensation

If the machine is moved from a cold to a warm place, condensation may form on the scanning glass, preventing proper document scanning. To remove the condensation, turn on the power and wait approximately two hours before using the machine.

Basic Setup

Connecting the handset

Attaching the trays

Attach the paper tray.

Attach the document feeder tray and the received document tray.

Insert the trays at an angle and rotate back

Basic Setup

Attach the document exit tray.

After inserting the tray, flip out the extension

Connecting the power cord

Plug the power cord into a 120 V, 60 Hz, grounded AC (3-prong) outlet.

♦ Do not plug the power cord into any other kind of outlet. This will damage

the machine and is not covered under the warranty.

1. Installation

Comments:

♦ The machine does not have a power on/off switch. The power is turned on

and off by simply plugging in or unplugging the power cord.

♦ Whenever you unplug the power cord, wait at least 5 seconds before

plugging it back in.

♦ If your area experiences a high incidence of lightning or power surges, it is

recommended that you install surge protectors for the power and telephone lines. Surge protectors can be purchased from your dealer or at most telephone specialty stores.

Basic Setup

Connecting the telephone line cord

Insert one end of the line cord into the socket on the back of the machine marked TEL. LINE. Insert the other end into a wall telephone socket.

The machine is initially set for tone dialing. If you are on a pulse dial line, change the “DIAL MODE” setting (pp. 136 and 137).

Important:

♦ The facsimile function of this machine is not designed for use on a line

which has call waiting, call forwarding, or certain other special services offered by your telephone company. If you attempt to use the facsimile function in conjunction with any of these services, you may experience errors during transmission and reception of facsimile messages.

♦ The facsimile function of this machine is not compatible with digital

telephone systems.

Affixing the Rapid Key labels

Affix each strip of Rapid Key labels above each row of letter keys as shown in the panel illustration on page 9.

Basic Setup

Connecting the machine to your network

To use the Scan to E-mail and Scan to Folder functions, and to use the machine as a printer, you must connect the machine to an Ethernet network. In addition, to use Scan to E-mail, the network must have an Internet connection. A typical setup is shown below.

The machine is connected using an Ethernet cable (not included). Please purchase a 10Base-T/100Base-TX straight-through (regular) cable.

Connect one end of the cable to the LAN port on the machine. Connect the other end to a LAN port on your switch or hub.

Router

LAN cable

LAN ports

Switch/Hub

LAN cable

1. Installation

Internet

♦ If you are uncertain which port to connect the cable to, see the manual for

the router, switch or hub.

♦ The connections can be made with all devices powered on.

To communicate on your network, the machine must have an IP address. To set the machine’s IP address and configure other network settings, see page 29.

Installing the Toner Cartridge and Drum Cartridge

The laser printer in the machine uses a toner cartridge and a drum cartridge.

♦ The starter toner cartridge included with the machine can print

approximately 1500 letter-size pages at 5% page coverage.

♦ When replacing the toner cartridge, use a SHARP FO-25ND toner

cartridge. One cartridge can print about 3000 letter-size pages at 5% coverage.

♦ The drum cartridge (both starter and replacement) can print approximately

20,000 letter-size pages. When replacing the drum cartridge, use a SHARP FO-25DR drum cartridge.

Follow the steps below to install the toner cartridge and the drum cartridge.

Note: The quality of the toner cartridge is guaranteed for 18 months after the date of manufacture indicated on the package. The quality of the drum cartridge is guaranteed for 24 months after the date of manufacture indicated on the package.

1 Open the top cover of the machine.

• Caution!

The fusing unit inside the print compartment becomes very hot during operation. Do not touch the inside of the print compartment after the machine has been in operation.

Installing the Toner Cartridge and Drum Cartridge

2 Press the release (➊) and open the

front cover (

➋).

3 Open the side cover.

4 Remove the new drum cartridge from its packaging.

1. Installation

Installing the Toner Cartridge and Drum Cartridge

5 Insert the drum cartridge into the print

compartment, sliding it along the guides.

• Do not touch or allow other objects to contact the drum (the green cylinder).

This may damage the drum. If fingerprints, dust, or other contaminants get on the drum, wipe it gently with a clean cloth.

• Exposure to light for more than several minutes will damage the drum. Be

sure to insert the drum cartridge promptly into the machine.

Grasp this handle to push the cartridge in

• If you find it necessary to leave the cartridge out of the machine for more

than several minutes, wrap the cartridge in black paper.

6 Remove the new toner cartridge from

its packaging. Shake the cartridge side to side four or five times to distribute the toner evenly within the cartridge.

Installing the Toner Cartridge and Drum Cartridge

7 Grasp the cartridge handle and insert

the toner cartridge into the print compartment, sliding it along the guides.

• Make sure the cartridge “clicks” into

place.

• Do not touch the roller in the toner

cartridge.

8 Close the side cover (➊), the front

➋), and the top cover (➌).

cover (

• When closing the side cover, press on

the dots to make sure the cover is completely closed. Otherwise, light may enter the print compartment and damage the drum.

Grasp this handle to insert the cartridge

1. Installation

• The display will show:

[TONER EXCHANGED?

1 = NEW, 2 = OLD]

[

] /

9 If you installed a new toner cartridge, press to select NEW (this will

reset the toner counter to zero).

• If you temporarily removed and then replaced an old toner cartridge for

maintenance or other reason, press to continue using the previous

toner count. (Note: Be sure to press or the machine will not alert you when the toner cartridge is out of toner.)

Installing the Toner Cartridge and Drum Cartridge

10 Press .

START

11 If you installed a new drum cartridge, reset the drum counter as

explained below.

Resetting the drum counter

Each time you install a new drum cartridge, follow the steps below to reset the drum counter to zero.

1 Press and then until [LIFE] appears in the display.

INFO

2 Press , then until [CLEAR DRUM COUNTER] appears.

3 Press .

START

Manually resetting the toner counter

When a new toner cartridge is installed, the toner counter is reset in Step 9 on the previous page. The procedure below is normally not necessary; however, it can be used in the event that you need to reset the toner counter manually.

1 Press and then until [LIFE] appears in the display.

INFO

2 Press , then until [CLEAR TONER COUNTER] appears.

3 Press .

START

Loading Printing Paper

You can load letter or legal size paper in the paper tray.

Maximum number of sheets

(20-lb. copy bond paper at room temperature)

Letter size: Approx. 250 sheets

Legal size: 100 sheets

Caution!

Do not use the blank side of paper that has already been printed on.

1 Fan the paper, and then tap the edges

against a flat surface to even the stack.

2 Pull the paper plate forward ➊. Squeeze the paper guide and

adjust it to the width of the paper into the tray, print side up

➌.

➋. Insert the stack of paper

1. Installation

The maximum stack height should not be higher than the line on the paper guide

3 Push the paper plate back.

• If you loaded legal size paper (or you

changed the paper size), change the paper size setting as explained on pages 136 and 140.

Entering Your Name and Fax Number

Enter your name and fax number.

♦ Your entered name and fax number will be printed automatically at the top

of all fax pages you send. (This is required by FCC regulations.)

1 Press , then until [ENTRY MODE] appears in the display.

FUNCTION

2 Press .

Display: [OWN NUMBER SET]

3 Press . [ENTER FAX #]

4 Enter your fax number by pressing the number keys (max. 20 digits).

• To insert a space between digits, press .

• To clear a mistake, press .

5 Press .

START

DEL

6 Enter your name using the letter keys (max. 24 characters).

Example: SHARP

Caps Lock

• To clear a mistake, press

DEL

• For information on using the letter keys, see page 12.

7 Press . [DATE&TIME SET]

8 Press to exit.

START

STOP

Setting the Date and Time

Set the date and time as explained below.

♦ The date and time will be printed automatically at the top of all fax pages

you send (this is required by FCC regulations). The date and time also appear in the display.

♦ To have the clock automatically move forward and backward at the

beginning and end of daylight-saving time, turn on the “DAY LIGHT SAVING” setting (pp. 136 and 139). Do this before you set the date and time.

1 Press , then until [ENTRY MODE] appears.

2 Press , then until [DATE & TIME SET] appears.

3 Press .

4 Enter a two-digit number for the month (“01” for January, “02” for

FUNCTION

• The currently set date appears (example): [DATE 08-15-2007]

February, “12” for December, etc.).

Example: January [DATE 01-15-2007]

1. Installation

• To correct a mistake, press to move the cursor back to the mistake

and enter the correct number.

5 Enter a two-digit number for the day (“01” to “31”).

Example: the 5th [DATE 01-05-2007]

Setting the Date and Time

6 Enter the year (four digits).

Example: 2007

• The currently set time appears (example): [TIME 12:19 PM]

7 Enter a two-digit number for the hour (“01” to “12”) and a two-digit

number for the minute (“00” to “59”).

Example: 9:25 [TIME 09:25 PM]

8 Press to select A.M. or to select P.M.

9 Press to start the clock.

[ANTI JUNK #]

10 Press to exit.

START

STOP

Setting the Reception Mode

The machine has two modes for receiving incoming faxes:

AUTO mode: Select this mode when you only want to receive faxes on the line connected to the machine. The machine will automatically answer all calls on 4 rings and begin fax reception.

MANUAL mode: Select this mode when you want to receive both phone calls and faxes on the line connected to the fax machine. All calls, including faxes, must be answered by picking up the fax machine's handset or an extension phone connected to the same line.

To set the reception mode, press until the desired mode appears in the display (“AUTO” or “MANU”).

For more information on receiving faxes, see Chapter 4.

RECEPTION

Volume Adjustment

You can adjust the volume of the speaker, handset, and ringer using the up and down arrow keys.

1. Installation

Speaker volume

1 Press .

SPEAKER

2 Press or to select HIGH, MIDDLE, or LOW.

• To turn off the speaker, press again.

SPEAKER

Volume Adjustment

Handset

1 When talking through the handset, press or to select HIGH,

MIDDLE, or LOW.

• Note: The volume reverts to MIDDLE each time you replace the handset.

Ringer

1 Press or to select HIGH, MIDDLE, LOW or OFF.

(Make sure has not been pressed, the handset is not lifted, and a

document is not loaded in the feeder.)

• The ringer will ring once at the selected level.

SPEAKER

2 If you selected “OFF OK ?” to turn off the ringer, press .

START

Setting up Network Scanning

2. Network Scanning

Setting up Network Scanning

Introduction

The network scanning feature lets you scan a document and directly send the image file to an e-mail recipient (Scan to E-mail), or to a folder on a computer on your network (Scan to Folder).

♦ The scanned file can be in TIFF or PDF format.

♦ Scan to E-mail saves you the trouble of scanning a document into a

computer and sending the scanned file using an e-mail program. The scanned document is automatically sent as an attachment to an e-mail message.

To use network scanning, the machine must be connected to an Ethernet network as explained on page 17.

IP address

The machine requires an IP address to in order to communicate on your network and the Internet.

Scanning

2. Network

If your network is set up to automatically assign IP addresses, you do not need to do anything; the machine will automatically receive an IP address when it is connected.

If your network requires that a static (permanent) IP address be assigned to the machine, see Network Settings on page 46 to enter the IP address and related information.

Setting up Network Scanning

Checking your IP address and the connection

To check the machine’s IP address and verify that the machine is able to communicate on the network, follow these steps.

1 Press , then until [NETWORK INFORMATION] appears.

INFO

2 Press .

• If the machine has automatically received an IP address and is able to

communicate, [IP ADDRESS/DHCP: ON] will appear on the top line of the display, followed by the IP address on the bottom line. To show the

machine’s host name, press .

• If a static IP address has been entered in the machine and the machine is

able to communicate, [IP ADDRESS/DHCP: OFF] will appear on the top line of the display, followed by the IP address on the bottom line. To show

the machine’s host name, press .

• If the machine was unable to receive an IP address automatically, or if the

router locked up after the machine received an IP address, [IP ADDRESS/DHCP: FAIL] / [192.168. 1 .201] will appear. “192.168. 1 .201“ is an IP address that is assigned to the machine for diagnostic purposes when connection fails (it cannot be used for regular communication).

• If [NOW CONNECTING / CHECK LATER] appears, press to exit.

This message will appear if a cable is not connected or the machine has not yet established communication on the network. Make sure a cable is correctly connected, wait briefly, and then repeat the procedure again.

STOP

Setting up Network Scanning

If the machine is unable to communicate...

♦ Check the Ethernet cable. Are the connections secure? Are you using

straight-through (not crossover) cable for 10Base-T/100Base-TX?

♦ There may be a problem in the router or other device to which the machine

is connected. Try removing and then restoring the power to the router (see the manual for the router).

♦ If [IP ADDRESS/DHCP: FAIL] appears, remove and then reinsert the

Ethernet cable plug, and then check the IP address again. If the same message appears, check the device that acts as the DHCP server on your network (try removing and restoring the power). If your router is your DHCP server, make sure that DHCP is enabled in the router settings. If your network does not have a DHCP server, set a static IP address as explained on page 46.

♦ If a static IP address has been set, make sure that the network settings

(page 46) are correct .

Scanning

2. Network

Setting up Network Scanning

E-mail settings

Before the Scan to E-mail function can be used, you must configure the e-mail settings.

The e-mail settings specify your outgoing (SMTP) mail server, as well as your sender name, sender address, and other information that appears in the email to which scanned image files are attached.

♦ The e-mail settings are configured in the machine’s Web page. The

machine’s Web page can be accessed from any computer on the same network as the machine.

Accessing the machine’s Web page

To access the Web page, you will need to know the machine’s host name or IP address (usually it is most convenient to use the host name).

To check the machine’s host name or IP address, follow the procedure in Checking your IP address and the connection (page 30), or print the Network Settings List (page 141).

Type in the host name or IP address of the machine in the address bar of your computer’s Web browser. The machine’s Web page will appear.

♦ For the Web browser, it is recommended that you use Internet Explorer 6.0

or higher.

Note: If the Web page is used while the machine is in operation, machine operation may become unstable.

If password protection has been enabled for the Web page...

If your administrator has enabled password protection for the Web page, you will need to enter the user name and password to open the Web page. Regular users enter “user” in User Name and the user password in Password. (If you do not know the user password, ask your administrator.) The administrator enters “admin” in User Name and the administrator password in Password.

To open the Web page, enter the IP address or host name of the machine in your browser’s address bar.

Setting up Network Scanning

Scanning

2. Network

Click E-mail Setup to open the e-mail settings.

Configuring the e-mail settings in the Web page

Select E-mail Setup in the menu frame of the Web page to open the E-mail Setup screen.

Under SMTP Setup, enter the host name or IP address of your SMTP server in SMTP Server.

Setting up Network Scanning

For the Port Number, “25” is normally entered.

Under Authentication Option, select No Authentication if your SMTP server does not require authentication.

If your SMTP server requires SMTP authentication, select SMTP Authentication and enter your User Name and Password.

If your mail service requires POP before SMTP authentication, select POP

before SMTP and enter the host name or IP address of your POP server in POP Server. Enter the Port Number, your User Name, and Password.

Under E-mail Settings, enter the Sender Name that you wish to have appear on e-mail sent from the machine, and the sender E-mail Address.

Note: The E-mail Address must be entered. This must be a valid e-mail address. Responses to e-mail sent from the machine and any undelivered mail reports will be sent to this address. It is normally convenient to use the email address of the administrator of the machine or other person in charge of machine communication.

Enter an E-mail Subject and E-mail Message, and select the File Format used for the scanned image.

♦ The Sender Name, E-mail Subject, E-mail Message, and File Format

that you enter in this screen are default settings. These settings will be used if the sender does not specify this information at the time of transmission.

♦ For further information on the settings in this screen, click Help in the menu

frame.

Setting up Network Scanning

Using the machine’s operation panel to configure e-mail settings

The machine’s operation panel can also be used to configure several of the email settings.

The settings that can be configured on the machine’s operation panel are shown in the table on the next page. Follow the steps below to display the email settings, and then configure each setting as explained in the table.

1 Press , then until [E-MAIL SETTING] appears.

FUNCTION

2 Press , then repeatedly until the setting that you wish to

configure appears.

3 Press . (Note: This step is not necessary for the “FILE FORMAT”

setting.)

4 Enter the required information for the setting as explained in the table

on the next page.

5 After configuring the setting, the next e-mail setting will appear in the

display. You can configure the next setting, or press to exit.

STOP

Scanning

2. Network

Setting up Network Scanning

E-mail settings on the machine’s operation panel

The e-mail settings that can be configured on the machine’s operation panel are shown below. Enter the required information for each setting as explained in the table (this is done in step 4 of the procedure on the previous page).

♦ The sender address is required (if not entered in the Web page). The other

settings are optional.

♦ Use the letter keys to enter text. For information on using the letter keys,

see page 12.

♦ The e-mail subject, e-mail message, and file format that are entered below

are default settings. They will be used if you do not specify these items at the time of transmission.

Setting Description

SENDER NAME

SENDER ADDRESS

Enter the sender name that will appear in the e-mail message

(max. of 50 characters). When finished, press .

START

Enter your sender e-mail address (max. of 128 characters). When

finished, press . (Note: Be sure to enter a valid e-mail

START

address. Return e-mail and undelivered mail reports will be sent to this address. In addition, some SMTP servers reject outgoing email if a valid sender e-mail address is not entered.)

E-MAIL SUBJECT

E-MAIL MESSAGE

Enter a default subject (max. of 128 characters). When finished,

START

press .

Enter a default message (max. of 256 characters). When finished,

START

press .

FILE FORMAT This sets the default format for scanned files sent by directly

entering an e-mail address, or by broadcasting. Press for

TIFF or for PDF.

Initial setting: TIFF

Storing E-mail Addresses

You can store e-mail addresses in Rapid Keys and Speed Dial numbers.

♦ An e-mail address stored in a Rapid Key is selected by simply pressing that

key. A total of 36 Rapid Keys are available. (Note: Attach the Rapid Key labels as shown on page 9.)

♦ An e-mail address stored in a Speed Dial number is selected by pressing

SPEED DIAL

and entering the 3-digit Speed Dial number. A total of 114 Speed

Dial numbers are available.

E-mail addresses can be stored using the machine’s Web page or the operation panel.

Using the Web page to store e-mail addresses

Open the machine’s Web page as explained on page 32.

To view a list of the Rapid Keys and Speed Dial numbers already in use, click Destination Management in the menu frame. The screen below will appear.

Scanning

2. Network

Storing E-mail Addresses

To store a new e-mail address, click E-mail under Destination Management in the menu frame. The screen below will appear.

Enter the name of the destination in Destination Name and select the Rapid Key or Speed Dial number that you wish to use from the list. Type in the E- mail Address of the destination and select the File Format of the scanned image. (The file format selected here is a default format that will be used if a file format is not specified at the time of transmission.)

When finished, click Submit.

Editing or deleting a destination in the Web page

To edit or delete a previously stored destination, select the destination in the

Destinations List and then click Edit or Delete.

Storing E-mail Addresses

Using the operation panel to store e-mail addresses

Follow the steps below to store an e-mail address using the machine’s operation panel.

1 Press then .

FUNCTION

2 To store a number in a Rapid Key, press the desired Rapid Key.

To store a number in a Speed Dial number, press and enter the desired Speed Dial number (the number must be 3 digits: enter “001” for

Speed Dial 1, “010” for Speed Dial 10, etc.). Display: [SELECT DEST. TYPE]

• If you prefer to have the machine suggest an available Rapid Key / Speed

Dial number at the end of the procedure, press .

SPEED DIAL

3 Press to select “E-MAIL”.

Display: [E-MAIL # MODE]

4 Enter the e-mail address with the letter and number keys (max. of 128

characters).

• To clear a mistake, press .

• For information on using the letter keys, see page 12.

DEL

Scanning

2. Network

5 Press .

START

6 Enter the name of the destination (max. 20 characters).

7 Press .

Display: [FILE FORMAT]

START

Storing E-mail Addresses

8 Select the default file format that will be used for scanned images if the

user does not specify a format at the time of transmission. Press

to select TIFF, or to select PDF.

9 If you selected a Rapid Key or Speed Dial number in Step 2, the display

will briefly show [STORED], and then [NEW NUMBER]. Go to Step 10. If you did not select a Rapid Key or Speed Dial number in Step 2, the display will show the next available Rapid Key or Speed Dial number. If

that number is acceptable, press and go to Step 10. If not, press

the desired Rapid Key, or press and enter the desired 3-digit Speed Dial number, and go to Step 10.

START

SPEED DIAL

10 Return to Step 2 to store another e-mail address, or press to

exit.

STOP

Editing and clearing stored destinations

To make changes to a previously stored destination, or clear a destination, follow these steps:

1 Press then .

FUNCTION

2 Select the destination that you wish to edit or delete using one of the

methods below:

• Rapid Key: If the destination is stored in a Rapid Key, press the Rapid Key.

• Speed Dial: If the destination is stored in a Speed Dial number, press

SPEED DIAL

(enter “001” for Speed Dial 1, “010” for Speed Dial 10, etc.).

and enter the 3-digit Speed Dial number with the number keys

Storing E-mail Addresses

• Search: Press or until the destination appears in the display

and press .

Display: [1=EDIT, 2=CLEAR]

3 Press for “EDIT” or for “CLEAR”.

Scanning

2. Network

• If you pressed for “CLEAR”, press and go to Step 9.

START

4 If you selected “EDIT”, make the desired changes to the e-mail address.

• Press or to move the cursor to the character(s) you wish to

change, and then press the appropriate letter or number key. The new character will replace the old character. You can also press to

backspace and clear characters.

DEL

• If you do not wish to change the address, go directly to Step 5.

5 Press .

START

6 Make the desired changes to the name.

• If you do not wish to change the name, go directly to Step 7.

7 Press .

Display: [FILE FORMAT]

START

8 Select the default file format that will be used for scanned images if the

user does not specify a format at the time of transmission. Press

to select TIFF, or to select PDF.

9 Return to Step 2 to edit or clear another destination, or press .

STOP

Scan to E-mail Transmission

Follow the steps below to send a scanned document or image to an e-mail recipient.

♦ The document will be sent as a file attachment to an e-mail message.

♦ You can specify the recipient by directly entering an e-mail address, or by

selecting an address that has been stored as explained in the previous section.

1 Adjust the document guides to the

width of your document.

2 Insert the document face down in the

document feeder. The top edge of the document should enter the feeder first.

• SEND READY will appear in the

display.

• Up to 30 letter-size sheets (5 legal-size

sheets) can be placed in the feeder at once.

• For more information on loading the document, see page 53.

• If desired, press to set the resolution and contrast (see p. 55).

(The default resolution for Scan to E-mail is FINE.)

RESOLUTION

Scan to E-mail Transmission

3 Enter the destination e-mail address using one of the following

methods:

• Press , and enter the address with the letter and number

keys (p. 12). When finished, press .

SCAN TO E-MAIL

START

• If the address has been stored in a Rapid Key, press the Rapid Key.

• If the address has been stored in a Speed Dial number, press and

SPEED DIAL

enter the Speed Dial number.

• To search for a stored address, press (this eliminates

stored fax numbers from the search), press or until the name or

address appears, and press .

Note: If [CHECK E-MAIL SETTING] appears, your SMTP server or sender address has not been entered in the e-mail settings (p. 32).

START

SCAN TO E-MAIL

4 If you need to select or change any of the e-mail options, press and

go to Step 5 below. (Note that settings selected here are temporary. To make permanent changes, see p. 32.) If you do not wish to change the e-mail options, go directly to Step 7.

5 Press or until the desired option appears, and press

Scanning

2. Network

( is not necessary for the FILE FORMAT setting). Change the option

as explained below (use the letter keys to enter text and to delete text; p. 12).

DEL

• E-MAIL SUBJECT: Enter a subject (max. 128 characters). When finished,

START

press .

• E-MAIL MESSAGE: Enter a message (max. 256 characters). When

finished, press .

START

Scan to E-mail Transmission

• FILE FORMAT: Select the format of the scanned image file. Press for

TIFF or for PDF. (Make sure the recipient has an image viewer that can show images in the selected format.)

• FILE NAME: To use an automatically generated file name for the scanned

file, press (AUTO). To assign a custom name, press (CUSTOM), enter the desired name with the letter keys (max. 40 characters), and press

START

6 When you have finished configuring the e-mail options, press or

until the display shows [PRESS START TO SCAN].

7 Press to begin transmission.

Note: The recipient may have security settings in their e-mail program or virus protection software that prevent the file attachment from being received or opened. In this case, ask the recipient to try changing the settings.

START

Scan to E-mail Transmission

Error messages

If transmission is not successful because the machine is unable to connect to your mail server, one of the following error messages will appear.

[CONNECTION ERROR] This appears when communication does not take place correctly on your local network, usually due to a problem with the cable connections. Make sure that the cable ends are securely inserted in the LAN ports. Make sure that the correct cable is being used and that the cable is good. Make sure that your router or hub is powered on.

[SERVER ERROR] This appears when the machine cannot connect to your mail server or there is no response from the mail server. Make sure the SMTP server setting is correct (p. 32). If you have configured “POP before SMTP” settings in the Web page, make sure these settings are correct.

[SERVER NOT FOUND] / [SMTP] This appears when an incorrect host name is entered for your SMTP server. Check the SMTP server setting (p. 32).

[SERVER NOT FOUND] / [DHCP] This appears when the machine is unable to automatically obtain an IP address. Restart your router or other device that acts as your DHCP server.

Scanning

2. Network

[CABLE DISCONNECTED] This may appear below any of the above messages. Check the same items as in [CONNECTION ERROR] above.

If an undelivered mail report is sent to inform you that your e-mail message was not successfully delivered, the report will be sent to the sender address entered in the e-mail settings (page 32).

Network Settings

If your network requires that you assign a static (permanent) IP address to the machine, follow the steps below to disable DHCP (automatic IP address assigment) and configure the network settings.

♦ Consult your network administrator for the information that must be

entered. After DHCP is disabled, the settings that must be configured appear in the following order (these settings only appear when DHCP is set to NO): IP ADDRESS SUBNET MASK DEFAULT GATEWAY DNS (PRIMARY) DNS (SECONDARY)

1 Press , then until [NETWORK SETTING] appears.

FUNCTION

2 Press .

[DHCP] will appear.

3 Press for NO (the machine will not obtain an IP address

automatically).

• [IP ADDRESS] will appear.

(If you wish to configure a different setting, press or .)

4 Press .

5 Press the number keys to enter the required number.

• Three digits must be entered in each segment of the number (the segments

are separated by periods). If a segment does not have 3 digits, enter zeros as needed. Example: IP address = 192.168.1.2 You must enter: 192.168.001.002

Network Settings

• If you make a mistake, press to move the cursor to the mistake and

enter the correct number.

6 When finished entering the number, press .

START

7 The next setting will appear in the display. Repeat Steps 4 through 6 to

configure the next setting, or press to exit.

Initializing the network settings

If you need to return the network settings to their initial state, follow the steps below.

♦ Initializing the settings enables DHCP and clears the IP address and

related settings.

1 Press , then until [NETWORK SETTING] appears.

FUNCTION

STOP

2 Press , then until [INITIALIZE SETTINGS] appears.

3 Press .

Display: [INITIALIZE SETTINGS] / [IF OK, PRESS START]

START

Scanning

2. Network

4 Press .

START

Scan to Folder / FTP

You can also scan and send a document directly to a folder on a computer on your network, or to an FTP server.

To use this feature, you must first store the destination in a Rapid Key or Speed Dial number. Follow the appropriate procedure below to store a Scan to Folder destination or FTP destination.

♦ Scan to Folder and FTP destinations can only be stored using the

machine’s Web page. A maximum of 12 Scan to Folder destinations and 12 Scan to FTP destinations can be stored.

Storing a Scan to Folder destination

To store a Scan to Folder destination, open the machine’s Web page as explained on page 32.

Click Network Folder under Destination Management in the menu frame. The screen below will appear.

Enter the name of the destination in Destination Name and select the Rapid Key or Speed Dial number that you wish to use from the list.

Scan to Folder / FTP

Type in the Folder Path (the name or IP address of the computer on which the folder is located, followed by the path to the folder). For example, to specify the “NetworkScanDocs” folder in the “Product Planning” folder on “ComputerA”, type in the following:

\\ComputerA\Product Planning\NetworkScanDocs

Note: The folder must be set as a folder that is shared on the network in the folder properties.

Enter the User Name and Password required to access the computer. If your network environment requires that you enter the domain name with the user name, enter the User Name in the format DomainName\UserName.

Select the File Format of the scanned image. (The file format selected here is a default format that will be used if a file format is not specified at the time of transmission.)

When finished, click Submit.

Storing an FTP destination

To store an FTP destination, open the machine’s Web page as explained on page 32.

Scanning

2. Network

Scan to Folder / FTP

Click FTP under Destination Management in the menu frame. The screen below will appear.

Enter a name for the destination in Destination Name and select the Rapid Key or Speed Dial number that you wish to use from the list.

Type in the Hostname or IP Address of the FTP server and the Directory where the file will be stored on the FTP server.

Make sure Anonymous is selected if you will connect to the FTP server as an anonymous user; otherwise, deselect Anonymous and enter the User Name and Password required to access the server.

Select the File Format of the scanned image. (The file format selected here is a default format that will be used if a file format is not specified at the time of transmission.)

When finished, click Submit.

Scan to Folder/FTP Transmission

Follow the steps below to send a scanned document to a network folder or FTP server.

♦ The document will be sent as an image file. The file format can be selected

in Steps 4 and 5 below.

1 Insert the document face down in the

document feeder. The top edge of the document should enter the feeder first.

• SEND READY will appear in the

display.

• Up to 30 letter-size sheets (5 legal-size

sheets) can be placed in the feeder at once.

• For more information on loading the document, see page 53.

• If desired, press to set the resolution and contrast (see p. 55).

RESOLUTION

Scan to Folder / FTP

2 Select the destination using one of the following methods:

• If the destination has been stored in a Rapid Key, press the Rapid Key.

• If the destination has been stored in a Speed Dial number, press

SPEED DIAL

and enter the Speed Dial number.

• To search for the destination, press , press or

until the name or address appears, and press .

SCAN TO FOLDER

START

3 If you need to specify either of the file options, press and go to

Step 4 below. (Note that settings selected here are temporary. To make permanent changes, change the settings in the Web page as explained on pages 49 and 50.) If you do not wish to change the file options, go directly to Step 6.

4 Press or until the desired option appears, and then make a

selection for the option as explained below.

• FILE FORMAT: Select the format of the scanned image file. Press for

TIFF or for PDF.

• FILE NAME: To use an automatically generated file name for the scanned

file, press (AUTO). To assign a custom name, press (CUSTOM), enter the desired name with the letter keys (max. 40 characters), and press

START

Scanning

2. Network

5 When you have finished configuring the file options, press or

until the display shows [PRESS START TO SCAN].

6 Press to begin transmission.

START

Transmittable Documents

3. Sending Faxes

Transmittable Documents

Minimum document size and weight

Minimum size

2.8"

(70 mm)

5.5"

(140 mm)

Minimum weight

14 lbs.

(52 g/m²)

Maximum document size and weight

The maximum size and weight of documents that you can load in the document feeder depend on how many sheets you load.

Loading up to 30 sheets at once:

Size: Letter (8.5” x 11”, 216 x 279 mm)

Weight: 20 lbs. (80 g/m

Loading up to 5 sheets at once:

Size: Legal (8.5” x 14”, 216 x 356 mm)

Weight: 20 lbs. (80 g/m

Loading 1 sheet at a time (manual feeding): Size: 8.5” x 14” (216 x 356 mm)

Weight: 42 lbs. (157 g/m2)

)

Letters or graphics on the edges of a document will not be scanned. (The maximum scanning width is 8.2” (208 mm), and the top and bottom 0.16” (4 mm) of the document cannot be scanned.)

0.16"(4 mm)

8.2"(208 mm)

0.16"(4 mm)

Letters in the shaded area will not be scanned.

Loading the Document

Other restrictions

♦ The scanner cannot recognize yellow, greenish yellow, or light blue ink.

♦ Ink, glue, and correcting fluid on documents must be dry before they pass

through the document feeder.

♦ All clips, staples, and pins must be removed from documents before loading

in the feeder. If these are not removed, they may damage the machine.

♦ Documents which are patched, taped, torn, smaller than the minimum size,

carbon backed, easily smudged, or have a slick coated surface should be photocopied, and the copy loaded in the feeder.

Loading the Document

Up to 30 letter-size sheets, or 5 legal-size sheets, can be placed in the feeder at once. The sheets will automatically feed into the machine starting from the bottom sheet.

♦ If you need to send or copy more than the maximum number of sheets,

place the additional sheets gently and carefully in the feeder just before the last sheet is scanned. Do not try to force the sheets in, as this may cause double-feeding or jamming.

Faxes

3. Sending

♦ For large or thick sheets that must be loaded one at a time, insert each

sheet into the feeder as the previous sheet is being scanned. Insert gently to prevent double-feeding.

1 Adjust the document guides to the

width of your document.

Loading the Document

2 Insert the document face down in the

document feeder. The top edge of the document should enter the feeder first.

• SEND READY will appear in the

display.

Note: When inserting a large number of pages in the feeder, slant the front end of the stack so that the bottom pages enter first.

3 Adjust the resolution and/or contrast settings as explained on page 55,

then dial the receiving machine as explained on page 57.

Adjusting the Resolution and Contrast

If desired, you can adjust the resolution and contrast before sending a document.

♦ The default resolution setting for faxing is STANDARD. The default contrast

setting is AUTO.

♦ Adjust the settings each time you do not want to use the default settings.

Note: The resolution and contrast settings are only effective for sending a document. They are not effective for receiving a document.

Resolution settings

STANDARD Use STANDARD for ordinary documents. This

setting gives you the fastest and most economical transmission.

FINE Use FINE for documents containing small letters

or fine drawings.

SUPER FINE Use SUPER FINE for documents containing

very small letters or very fine drawings.

Faxes

3. Sending

HALF TONE Use HALF TONE for photographs and

illustrations. The original will be reproduced in 64 shades of gray.

Contrast settings

AUTO Use AUTO for normal documents.

DARK Use DARK for faint documents.

Adjusting the Resolution and Contrast

1 Load the document(s).

• The resolution/contrast cannot be

adjusted unless the document is loaded.

2 Press one or more times until the desired resolution and

RESOLUTION

contrast settings appear in the display.

• The first time you move through the list of resolution settings, the contrast

setting AUTO will appear next to each resolution setting. The second time you move through the list, the contrast setting DARK will appear.

Note: In order to transmit in SUPER FINE resolution, the receiving fax machine must also have that resolution. If it doesn’t, your machine will automatically step down to the next best available setting.

If you prefer to use FINE for the default resolution setting, change the “FINE PRIORITY” setting (p. 136).

Sending a Fax by Normal (Manual) Dialing

With Normal Dialing, you pick up the handset (or press ) and dial by pressing the number keys.

SPEAKER

♦ If a person answers, you can talk with them through the handset before

sending the fax. (If you pressed , you must pick up the handset to talk.)

SPEAKER

♦ Normal Dialing allows you to listen to the line and make sure the other fax

machine is responding.

1 Load the document(s).

• If desired, press to set the

resolution and/or contrast.

2 Pick up the handset or press . Listen for the dial tone.

RESOLUTION

SPEAKER

3 Dial the number of the receiving machine by pressing the number keys.

Faxes

3. Sending

4 Wait for the connection. Depending on the setting of the receiving

machine, you will either hear a fax tone or the other person will answer.

• If the other party answers, ask them to press their Start key (if you pressed

SPEAKER

, pick up the handset to speak with them). The receiving machine will

issue a fax tone.

Sending a Fax by Normal (Manual) Dialing

5 When you hear the fax tone, press . Replace the handset.

START

• If the transmission is completed successfully, the machine will beep once.

• If an error occurs, the machine will beep three times and print a Transaction

Report to inform you of the problem (see page 143).

Page counter for Normal (manual) Dialing

When automatic dialing is used, a slash and the total number of pages is automatically added to each page number on transmitted fax pages (for example, "P. 1/5", "P.2/5", etc.). This allows the recipient to check for missing pages.

If you wish to use this feature with Normal Dialing, you must set the total number of pages manually. Follow the steps below.

1 Load the document(s).

2 Press , then until [PAGE COUNTER] appears in the display.

FUNCTION

3 Press .

Display: [ENTER # (01 - 99)]

4 Enter the total number of pages (“01” to “99”) with the numeric keys.

Example: 5 pages

5 If desired, press to set the resolution and/or contrast.

RESOLUTION

Sending a Fax by Normal (Manual) Dialing

6 Follow Steps 2 to 5 of the Normal Dialing procedure to send the fax.

• To cancel a batch number entry, remove the document from the feeder or

press .

• If the number of pages actually transmitted is not the same as the batch

number entered, an alarm will sound and [PAGE COUNT ERROR] will appear in the display. “PAGE E.” will also appear in the NOTE column of the Transaction Report if printed.

STOP

Faxes

3. Sending

Sending a Fax by Automatic Dialing

You can store your most frequently dialed fax and phone numbers in Rapid Keys and Speed Dial numbers.

♦ A number stored in a Rapid Key is dialed by simply pressing the Rapid Key.

A total of 36 Rapid Keys are available. (Note: Attach the Rapid Key labels as shown on page 9.)

♦ A number stored in a Speed Dial number is dialed by pressing , the

3-digit Speed Dial number, and then . A total of 114 Speed Dial numbers are available.

START

Storing fax and phone numbers

Follow the steps below to store a fax or phone number using the machine’s operation panel.

♦ Fax/phone numbers can also be stored using the machine’s Web page.

Open the Web page as explained on page 32, and click Fax under Destination Management in the menu frame to open the Fax Destination Control screen.

1 Press then .

FUNCTION

2 To store a number in a Rapid Key, press the desired Rapid Key.

To store a number in a Speed Dial number, press and enter the desired Speed Dial number (the number must be 3 digits: enter “001” for

Speed Dial 1, “010” for Speed Dial 10, etc.). Display: [SELECT DEST. TYPE]

SPEED DIAL

• If you prefer to have the machine suggest an available Rapid Key / Speed

Dial number at the end of the procedure, press .

Sending a Fax by Automatic Dialing

3 Press to select “FAX”.

Display: [FAX # MODE]

4 Enter the fax or phone number by pressing the number keys (maximum

of 32 digits). (Note: A space cannot be entered.)

• To clear a mistake, press .

DEL

• If a pause is required between any of the digits to access a special service

or an outside line, press . The pause appears as a hyphen (two seconds per pause). Several pauses can be entered in a row.

5 Press .

START

REDIAL

6 Enter the name of the destination (max. 20 characters).

• For information on using the letter keys, see page 12.

7 Press .

START

8 If you selected a Rapid Key or Speed Dial number in Step 2, the display

will briefly show [STORED], and then [NEW NUMBER]. Go to Step 9. If you did not select a Rapid Key or Speed Dial number in Step 2, the display will show the next available Rapid Key or Speed Dial number. If

that number is acceptable, press and go to Step 9. If not, press the

desired Rapid Key, or press and enter the desired 3-digit Speed Dial number, and go to Step 9.

START

SPEED DIAL

Faxes

3. Sending

9 Return to Step 2 to store another number, or press to exit.

STOP

Sending a Fax by Automatic Dialing

Editing and clearing auto-dial numbers

To make changes to a previously stored auto-dial number, or clear a number, follow these steps:

1 Press then .

FUNCTION

2 Select the number that you wish to edit or delete using one of the

methods below:

• Rapid Key: If the number is stored in a Rapid Key, press the Rapid Key.

• Speed Dial: If the number is stored in a Speed Dial number, press

and enter the 3-digit Speed Dial number with the number keys (enter “001” for Speed Dial 1, “010” for Speed Dial 10, etc.).

• Search: Press or until the name or number of the destination

appears in the display and press .

Display: [1=EDIT, 2=CLEAR]

3 Press for “EDIT” or for “CLEAR”.

• If you selected “CLEAR”, go to Step 7.

4 If you selected “EDIT”, make the desired changes to the number.

SPEED DIAL

• Press or to move the cursor to the digit or digits you wish to

change, and then enter the new digit. The new digit will replace the old digit. You can also press to backspace and clear digits.

DEL

• If you do not wish to change the number, go directly to Step 5.

5 Press .

START

Sending a Fax by Automatic Dialing

6 Make the desired changes to the name.

• Press or to move the cursor to the letter or letters you wish to

change, and then press the appropriate letter key. The new letter will replace the old letter. You can also press to backspace and clear

letters.

• If you do not wish to change the name, go directly to Step 7.

DEL

7 Press .

8 Return to Step 2 to edit or clear another number, or press to

exit.

START

STOP

Faxes

3. Sending

Sending a Fax by Automatic Dialing

Using an auto-dial number to send a fax

1 Load the document(s).

• If desired, press to set the

resolution and/or contrast.

RESOLUTION

2 Select the fax number using one of the methods below:

• Rapid Key Dialing: If the number is stored in a Rapid Key, press the Rapid

Key.

• Speed Dialing: If the number is stored in a Speed Dial number, press

SPEED DIAL

number must be 3 digits: enter “001” for Speed Dial 1, “010” for Speed Dial 10, etc.). Make sure the correct destination appears in the display (if not,

press ), and then press .

and enter the Speed Dial number with the number keys (the

STOP

START

• Search Dialing: Press or until the name or number of the other

party appears in the display, and press .

START

3 Scanning, dialing, and transmission will take place automatically.

• To cancel transmission, press .

STOP

• If the transmission is completed successfully, the machine will beep once.

• If an error occurs, the machine will beep three times and print a Transaction

Report to inform you of the problem (see page 143).

Sending a Fax by Automatic Dialing

Making a voice call with an auto-dial number

Rapid Key Dialing: Lift the handset and press the Rapid Key.

Speed Dialing: Lift the handset, press , and enter the Speed Dial

number with the number keys (the number must be 3 digits: enter “001” for Speed Dial 1, “010” for Speed Dial 10, etc.).

Search Dialing: Press or until the name or number of the other party appears, and lift the handset.

(You can also lift the handset first, search for the number, and then press

START

SPEED DIAL

Sending a fax by Direct Keypad Dialing

Use this method to dial a full fax number without using the handset.

1 Load the document(s).

• If desired, press to set the

resolution and/or contrast.

RESOLUTION

2 Enter the number of the receiving machine with the number keys.

Faxes

3. Sending

• If a pause is required between any of the digits to access a special service

or an outside line, press . The pause appears as a hyphen (two seconds per pause). Several pauses can be entered in a row.

3 Check the display. If the number shown is correct, press .

• If the number is not correct, press to clear the incorrect digits,

and then re-enter the correct digit(s).

REDIAL

START

STOP

Sending a Fax by Automatic Dialing

Using the REDIAL key

To redial the last number dialed on the machine, press . The speaker will

be automatically activated. To fax a document, press when you hear the fax tone after the other machine answers.

REDIAL

START

Automatic redialing

If you use auto dialing (including Direct Keypad Dialing) to send a fax and the line is busy, the machine will automatically make three redial attempts at intervals of five minutes.

During this time, [RECALLING] will appear in the display, followed by the attempt number. You will not be able to dial any other locations while the message appears.

♦ To clear the message and stop automatic redialing, press . If

there are multiple fax numbers being automatically redialed, only the number that was attempted first will appear in the display. To cancel automatic redialing of a different number, see Checking and canceling stored fax jobs on page 67.

Under certain conditions, automatic redialing may stop before three redialing attempts are made.

STOP

Sending a Fax by Automatic Dialing

Checking and canceling stored fax jobs

If you use automatic dialing (including Direct Keypad Dialing) to send a fax while the machine is busy with another job, the fax job will be stored in the machine’s memory and performed after all previously stored jobs are finished.

To check what fax jobs are waiting in memory to be performed, or to cancel a job, follow the steps below.

♦ Timer transmission jobs can also be checked and canceled using this

procedure.

1 Press .

INFO

2 Make sure that [TX JOBS] appears in the display and press .

3 Press or to scroll through the stored fax jobs.

• The top line of the display shows the memory number assigned to the job

and the time the job was stored. The bottom line alternately shows the destination and the status of the job.

• [NO DATA] will appear if no jobs are currently stored in memory.

4 To cancel a job, display the job and press .

[IF CLEAR, PRESS START] will appear. Press again to clear the job.

5 Press to exit.

STOP

START

Faxes

3. Sending

Using AUTO Mode

4. Receiving Faxes

Using AUTO Mode

To select AUTO mode, press (with no document in the feeder) until [AUTO ] appears in the display.

In AUTO mode, the machine automatically answers all calls on 4 rings and receives incoming faxes.

RECEPTION

♦ If you pick up the handset before the machine answers, you can talk to the

other party and receive a fax as explained in Using MANUAL Mode below.

To change the number of rings on which the machine answers calls, change the “NUMBER OF RINGS” setting (pp. 136 and 137).

The machine automatically reduces received faxes as needed to fit the paper. If you prefer to have all faxes printed at full size, change the “RECEIVE RATIO” setting (pp. 136 and 140).

Important:

Do not let more than 100 sheets collect in the received document tray. Too many sheets in the tray will cause paper jams.

Using MANUAL Mode

To select MANUAL mode, press (with no document in the feeder) until [MANU] appears in the display.

In MANUAL mode, you must answer all calls (even faxes) by picking up the machine’s handset or an extension phone connected to the same line.

RECEPTION

Answering on the machine’s handset

Important: If a document is loaded in the machine’s feeder, remove it before performing the steps below.

1 When the machine rings, pick up the handset.

2 If you hear a soft fax tone, wait until the display shows [RECEIVING] and

then replace the handset.

♦ If [RECEIVING] does not appear (or if you have set the Fax Signal Receive

setting to NO (pp. 136, 138)), press to begin reception.

START

3 If the other party first speaks with you and then wants to send a fax,

press after speaking. (Press before the sender presses their Start key.)

START

Faxes

4. Receiving

• When [RECEIVING] appears in the display, hang up.

Answering on an extension phone connected to the same line

1 Answer the extension phone when it rings.

Reception to Memory

2 If you hear a soft fax tone (this is sent by the sending machine), wait

until you hear pronounced, high-pitched fax tones (this is the response from your machine), then hang up.

3 If the machine doesn't respond, or if the other party first talks to you and

then wants to send a fax, set the phone down (do not hang up), walk

over to the machine, lift the machine’s handset, and press .

START

• The above step is necessary if you have set the “FAX SIGNAL RX” setting

to NO (pp. 136, 138).

Putting a call on hold

To put the other party on hold during a phone call, press . When this is done, they cannot hear you. You can put the handset back in the cradle

without breaking the connection. When you are ready to speak with the other party again, pick up the handset. If you did not put the handset back in the

cradle, press again to resume conversation.

HOLD

Reception to Memory

Incoming faxes will be received to memory when printing is not possible, such as when the machine runs out of paper, the print cartridge needs replacement, or the paper jams.

When you have received a fax in memory, [FAX RX IN MEMORY] will appear in the display, alternating with a message that indicates the problem.

When you resolve the problem, the stored faxes will automatically print out.

♦ If you received faxes to memory because the machine ran out of paper, be

sure to add paper that is the same size as the paper previously used, or the fax print-out size will not match the size of the printing paper.

Introduction

5. Security Functions (Administrator)

Introduction

The security functions help you control the use of the machine and ensure that sensitive documents are kept confidential.

The security functions are described below. Any combination of these functions can be used.

Note: Only the administrator of the machine can set up and activate the security functions. To access the functions, the administrator code must be entered. To set the administrator code, see page 72.

♦ User Authentication: This function restricts use of the machine to

authenticated users. To use the machine, a user must first log in by entering his or her user number or login name and password.

♦ Secure Fax: This function ensures that received faxes are only picked up

by authorized recipients. When Secure Fax is activated, all received faxes are held in memory without being printed out. To print out the received faxes, the preset Secure code must be entered.

♦ Authorized Transmission: This function requires that a supervisor

approve faxes and Scan to E-mail transmissions before transmission takes place. Each time a user performs a fax or Scan to E-mail transmission, the machine automatically sends an e-mail notification with the scanned image as an attachment to a specified supervisor. The supervisor checks the transmission and decides whether it should be approved or denied, and then returns the e-mail to the machine. The transmission will only take place if the returned e-mail indicates that the transmission has been approved.

Functions

5. Security

♦ Call Restriction: To ensure that a fax or Scan to E-mail transmission is not

accidentally sent to the wrong destination, this function will only allow the transmission if the fax number or e-mail address that the user enters is one of the numbers/addresses that the administrator has previously approved for use in the machine settings.

♦ Send Hold (fax only): To ensure that a fax is not accidentally sent to the

wrong fax number when automatic dialing is used, this function displays the entered fax number and prompts you to confirm that it is correct. After you

check the number, press to begin dialing and transmission.

START

Administrator Code

The security functions can only be set up and changed by the administrator of the machine. To access the security functions, the administrator must enter the administrator code.

The administrator code has been set to “00000000” at the factory. It is

strongly recommended that the administrator of the machine change the administrator code to a code that only he or she knows. To change

the administrator code, follow the steps below.

1 Hold down until [ADMIN CODE SETUP] / [PRESS

START KEY] appears in the display.

2 Press .

Display: [ENTER OLD CODE]

START

SECURE

3 Enter the current administrator code.

• If you are setting the code for the first time, enter 00000000.

• To clear a mistake, press .

4 Press .

START

DEL

5 Enter the new code that you wish to use (any number from 5 to 8 digits).

6 Press . The code will be printed out.

• Take care not to lose the print-out or forget the code. In the event that you

START

forget the code and have kept no record, contact your dealer.

• If [USE ANOTHER CODE] appears, the code you entered is already being

used for one of the other security functions. Enter a different code.

Administrator Code

Password protection for the Web page

To require that users enter a password in order to access the machine’s Web page, open the Web page (see page 32) and click Passwords in the menu frame. The Password Setup screen will appear.

Enter a password for regular users under User Password, and enter an administrator password under Admin Password.

♦ The default administrator password is “Sharp”. It is strongly

recommended that the administrator of the machine change the administrator password to a password that only he or she knows.

Note: The administrator password for the Web page is separate from the admininstrator code for the security functions described on page 72.

If you only wish to prevent users from accessing the settings under Device

Setup in menu frame of the Web page, select “Enable password protection of pages under Device Setup”. In this case, users can access all settings

other than the Device Setup settings without entering a password (it is not necessary to set a password under User Password as explained above). To access the Device Setup settings, the administrator password must be entered.

If you wish to require that users enter the user password in order to access the Web page, select “Enable password protection of this Website“. In this case as well, only the administrator can access the Device Setup settings.

If you select “Disable Password”, anyone can freely access the Web page, including the settings under Device Setup.

In Old Admin Password at the bottom of the screen, enter the old administrator password. If you are setting passwords for the first time, enter the default administrator password “Sharp”.

When finished, click Submit to save your settings.

Functions

5. Security

User Authentication

This function restricts use of the machine to authenticated users. When the function is activated, all users must log in by entering a login name and password, or a user number, in order to use the machine.

To set up this function, the administrator must:

1. Select the login method. You can select login by login name and password,

or login by user number.

2. Store login names and passwords, or user numbers, depending on the

3. Activate the user authentication function.

The above tasks can be performed in the machine’s Web page, or using the machine’s operation panel. The procedures for both methods are described on the following pages.

User authentication by LDAP server

If your network has an LDAP server and you wish to use the LDAP server for user authentication, use the Web page to configure settings.

1. Open the Web page as explained on page 32.

2. Select LDAP under Network Settings in the menu frame and configure

your LDAP server information (see page 123).

3. In the Web page, follow the procedures on the following pages to set the

login method to Login Name and Password, store users (select Network Authentication when you store each user), and activate user authentication.

User Authentication

Setting up user authentication in the Web page

Open the machine’s Web page as explained on page 32.

Click User Control under Device Setup in the menu frame. The screen below will appear.

Under Default Settings, set User Authentication to Enable.

Select Authenticate a user by Login Name and Password or Authenticate a user by User Number only.

To add a new user, click Add. The following screen will appear (the screen shown is the screen that appears when the authentication method is set to

Functions

5. Security

User Authentication

Enter the user information as appropriate.

♦ The E-mail Address is required if the user will be using the Authorized

Transmission function (page 88).

If the authentication method is Login Name and Password and you will be using an LDAP server for authentication, select Network Authentication. Otherwise select Login locally.

In Authority, select the operations that you wish to permit the user to perform (menu is used to permit the user to configure the settings that are accessed

by pressing ).

When finished, click Submit.

FUNCTION

User Authentication

Using the operation panel to select the login method

To use the machine’s operation panel to specify whether users must log in by entering a user number, or by entering a login name and password, follow the steps below.

♦ The login method cannot be changed if users have been stored for the

currently selected method. To change the login method, first delete all users and then change the method.

1 Press , then until [USER CONTROL] appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press , then until [AUTH. METHOD] appears.

3 Press to select authentication by login name and password, or

to select authentication by user number only.

• If [FIRST DELETE ALL USERS FOR OTHER METHOD] appears, users

have been stored for the previously selected method. You must first delete these users using the procedure on page 79.

4 Press to exit.

STOP

Functions

5. Security

User Authentication

Using the operation panel to store users

Follow the steps below to store users using the machine’s operation panel.

♦ When the operation panel is used to store a user, the operations that the

user is permitted to use are fixed at copying, faxing, and scanning. If you wish to permit the user to configure the FUNCTION key settings, store or edit the user using the Web page.

1 Press , then until [USER CONTROL] appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press , then until [USER REGISTRATION] appears.

3 Press twice.

4 Enter the name of the user (maximum of 20 characters).

• This name is only used for user management; it is not used to log in.

5 Press .

START

6 If user number has been selected as the authentication method, press

the number keys to enter the user number that you wish to assign to the user (any number from 5 to 8 digits not already in use).

If login name and password has been selected as the authentication method, enter the login name that the user will use to log in (maximum

of 32 characters). Press and enter the password that the user will use (maximum of 30 characters).

START

User Authentication

7 Press .

8 Return to Step 4 to store another user, or press to exit.

START

STOP

Using the operation panel to edit and delete users

Follow the steps below to edit or delete a previously stored user.

1 Press , then until [USER CONTROL] appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press , then until [USER REGISTRATION] appears.

3 Press .

Functions

5. Security

4 Press or until the user that you wish to edit or delete appears,

and press .

• If you wish to delete all stored users, press and go to Step 9.

DEL

5 Press for “EDIT” or for “CLEAR”.

• If you selected “CLEAR”, go to Step 9.

User Authentication

6 If you selected “EDIT”, make the desired changes to the name of the

user.

• Press or to move the cursor to the letter or letters you wish to

change, and then press the appropriate letter key. The new letter will replace the old letter. You can also press to backspace and clear

letters.

• If you do not wish to change the name, go directly to Step 7.

DEL

7 Press .

START

8 If the authentication method is user number, make the desired changes

to the user number.

If the authentication method is user name and password, make the desired changes to the user’s login name (maximum of 32 characters).

Press and make the desired changes to the password.

• Press or to move the cursor to the digit/character you wish to

9 Press .

10 Return to Step 4 to edit or clear another user, or press to exit.

START

change, and then enter the new digit/character. The new digit/character will replace the old digit. You can also press to backspace and clear

digits/characters.

START

DEL

STOP

User Authentication

Using the operation panel to activate the user authentication function

Follow the steps below to activate the user authentication function at the operation panel.

1 Press , then until [USER CONTROL] appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press .

Display: [USER AUTHENTICATION]

3 Press (ON) to activate user authentication, or (OFF) to

deactivate user authentication.

4 Press to exit.

STOP

Functions

5. Security

User Authentication

Procedure for login by user number

To log in and use the machine when the authentication method is user number, follow the steps below.

1 Press any key on the operation panel of the machine.

Display: [ENTER YOUR USER NO.]

2 Enter your user number with the number keys.

3 Press .

START

• The display will briefly show [LOGGED IN]. You can now use the machine.

4 When you have finished using the machine, press to log out.

• If you do not use the machine for more than 3 minutes, you will be

automatically logged out.

Procedure for login by login name and password

To log in and use the machine when the authentication method is login name and password, follow the steps below.

♦ Your login name and password are case sensitive (they must be entered in

the same case as they were stored in the machine (or LDAP server) by the administrator).

1 Press any key on the operation panel of the machine.

Display: [ENTER LOGIN NAME]

User Authentication

2 If you are logging in locally to the machine, press or until your

login name appears in the display, or enter your login name with the letter keys. If you are logging in to an LDAP server, enter your login name with the letter keys (if the authentication type is “SIMPLE”, enter your “Display name”; if the authentication type is “DIGEST MD5”, enter your “User logon name”) (see pages 124 and 125) .

3 Press .

Display: [ENTER YOUR PASSWORD]

START

4 Enter your password.

5 Press .

• The display will briefly show [LOGGED IN]. You can now use the machine.

START

6 When you have finished using the machine, press to log out.

• If you do not use the machine for more than 3 minutes, you will be

automatically logged out.

If login fails 3 times in a row...

If you enter the wrong user number or wrong password 3 times in a row, the operation panel keys will lock for 3 minutes. If you need to release the lock immediately, open the machine’s Web page as explained on page 32, click User Control in the menu frame, and click the Release key lock button in the User Control screen. (If regular users are prohibited from accessing the items under Device Setup in the menu frame, you will need to ask your administrator to do this.)

Functions

5. Security

Secure Fax

To prevent others from viewing or taking your received faxes, use the Secure Fax function. When this function is activated, received faxes are held in memory without being printed. To print the faxes, a preset Secure code must be entered.

Setting the Secure code

The Secure code is used to print received faxes. Follow the steps below to set the Secure code.

♦ The Secure code can be any number from 5 to 8 digits in length.

1 Press , make sure that [SECURE FAX] appears, and

press .

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press until [SECURE CODE] / [1 = SET, 2 = CLEAR] appears.

3 Press to select “SET”.

4 Enter a Secure code (5 to 8 digits).

5 Press .

• The machine will print the Secure code for your records.

START

Activating Secure Fax

Follow the steps below to activate Secure Fax.

♦ Secure Fax cannot be activated unless a Secure code has been set.

Secure Fax

1 Press , make sure that [SECURE FAX] appears, and

press .

Display: [SECURE FAX] / [1 = ON, 2 = OFF]

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press to select “ON”.

3 Press to exit.

Printing received faxes

When the memory is holding one or more received faxes, [RECEIVED SECURE FAX] will appear in the display. Follow the steps below to print the

faxes.

1 Press .

Display: [SECURE DATA PRINT] / [ENTER SECURE #]

STOP

RELEASE

Functions

5. Security

2 Enter the Secure code.

3 Press .

• Printing will begin.

START

Secure Fax

Deactivating Secure Fax

To deactivate Secure Fax, follow the steps below.

♦ Secure Fax cannot be deactivated while received faxes are held in memory.

(while [RECEIVED SECURE FAX] ) appears in the display). First print the received faxes and then deactivate Secure Fax.

1 Press , make sure that [SECURE FAX] appears, and

press .

Display: [SECURE FAX] / [1 = ON, 2 = OFF]

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press to select “OFF”.

Display: [ENTER SECURE #]

3 Enter the Secure code.

4 Press .

5 Press to exit.

START

STOP

Clearing the Secure code

To clear the Secure code, follow the steps below.

♦ Secure Fax must be deactivated (see page 86) before you can clear the

Secure code.

Secure Fax

1 Press , make sure that [SECURE FAX] appears, and

press .

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press until [SECURE CODE] / [1 = SET, 2 = CLEAR] appears.

3 Press to select “CLEAR”.

4 Enter the Secure code.

5 Press .

• The display will briefly show [SECURE # CLEAR] / [CLEARED].

• If the wrong code is entered, [WRONG SECURE #] will appear. Go back to

START

Step 4. (If the wrong code is entered 3 times in a row, you will return to the standby display.)

Functions

5. Security

6 Press to exit.

STOP

Authorized Transmission

The Authorized Transmission function requires that a supervisor approve faxes and Scan to E-mail transmissions before transmission can take place. Each time a user performs a fax or Scan to E-mail transmission, the machine automatically sends an e-mail notification (with the scanned image as an attachment) to a specified supervisor. The supervisor checks the transmission and decides whether it should be approved or denied, and then uses “Reply” to return the e-mail to the machine. The transmission will only take place if the returned e-mail indicates that the transmission has been approved.

♦ When this function is enabled, faxes cannot be sent by Normal Dialing

(page 57).

To set up this function, you must:

1. Establish an exclusive e-mail account for the machine and configure

settings for the account in the Web page. (Note: All e-mail received by the machine is automatically cleared. If an account that is shared by a person is used, e-mail sent to that person may be cleared before he or she can retrieve it.)

2. Store the name and e-mail address of the supervisor or other person who

will check the transmission.

3. Activate the function.

4. In addition, user authentication must be activated (see page 74), and the e-

mail address of each user that will use the function must be entered in the User Registration screen of User Control in the Web page as explained on page 76.

The procedures for performing tasks 1 to 3 above are explained on the following pages. Tasks 2 and 3 can either be performed using the Web page, or using the operation panel of the machine.

Authorized Transmission

E-mail account settings in the Web page

Open the machine’s Web page as explained on page 32.

Click E-mail Setup in the menu frame and enter the host name or IP address of your SMTP server. A sender address must also be entered. (These settings are the same as for Scan to E-mail transmission; page 33).

Next, click POP under Network Settings in the menu frame. The following screen will appear.

Enter the host name or IP address of the POP server that the machine will use to receive e-mail, the e-mail address assigned to the machine, the user name of the machine’s e-mail account, and the password.

Functions

5. Security

Authorized Transmission

Using the Web page to configure Authorized Transmission settings

To open the Authorized Transmission settings, click Authorized Transmission in the menu frame. The following screen will appear.

Set Authorized Transmission to Enable and select the type of operation that you wish to be authorized in Operation to be authorized.

In Notice to the sender, select when an e-mail is sent to the user to inform him or her of the supervisor’s decision and the status of the transmission.

In Automatic elimination of the image which hasn’t been authorized yet, you can select a time after which a transmission will be canceled if no response is received from the supervisor.

At the bottom of the screen, enter the e-mail addresses of supervisors that are authorized to check transmissions (up to three e-mail addresses can be entered; the user will select one of the supervisors at the time of transmission).

When finished, click submit.

Authorized Transmission

Using the operation panel to store supervisors

To store the name and e-mail address of the person who will check the transmission using the operation panel, follow the steps below. Up to three supervisors can be stored.

1 Press , then until [AUTH. TRANSMISSION]

appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press , then until [AUTHORIZED APPROVER] appears.

3 Press .

4 Press .

5 Enter the e-mail address of the supervisor with the letter (and number)

keys.

• For information on using the letter keys, see page 12.

6 Press .

START

Functions

5. Security

7 Enter the name of the supervisor with the letter keys.

Authorized Transmission

8 Press .

9 Return to Step 4 to store another supervisor, or press to exit.

START

STOP

Using the operation panel to edit and delete supervisors

Follow the steps below if you need to edit the information stored for a supervisor or delete a supervisor.

1 Press , then until [AUTH. TRANSMISSION]

appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press , then until [AUTHORIZED APPROVER] appears.

3 Press .

4 Press or until the supervisor that you wish to edit or delete

appears and press .

5 Press for “EDIT” or for “CLEAR”.

• If you selected “CLEAR”, go to Step 9.

Authorized Transmission

6 If you selected “EDIT”, make the desired changes to the e-mail address

of the supervisor.

• Press or to move the cursor to the letter or letters you wish to

change, and then press the appropriate letter key. The new letter will replace the old letter. You can also press to backspace and clear

letters.

• If you do not wish to change the e-mail address, go directly to Step 7.

DEL

7 Press .

START

8 Make the desired changes to the name of the supervisor.

• Press or to move the cursor to the character you wish to

change, and then enter the new character. The new character will replace the old character. You can also press to backspace and clear

characters.

• If you do not wish to change the name, go directly to Step 9.

9 Press .

START

10 Return to Step 4 to edit or clear another supervisor, or press to

exit.

DEL

STOP

Functions

5. Security

Authorized Transmission

Using the operation panel to activate Authorized Transmission

Follow the steps below to activate (or deactivate) the Authorized Transmission function using the operation panel.

♦ At least one supervisor must be stored before Authorized Transmission can

be activated.

1 Press , then until [AUTH. TRANSMISSION]

appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press .

Display: [ACTIVATE AUTH. TX]

3 Press (ON) to activate the function, or (OFF) to deactivate the

function.

• If [SETUP APPROVER] appears, you must first store a supervisor as

expained on page 89.

4 Press to exit.

STOP

Authorized Transmission

Using Authorized Transmission

Follow the steps below to perform a fax or Scan to E-mail transmission when Authorized Transmission is enabled.

♦ If a timer transmission is not approved by the supervisor until after the set

transmission time, transmission will begin as soon as approval is received.

1 Touch any key on the operation panel of the machine and log in.

2 Load the document in the feeder and perform all steps of the

transmission.

• When you finish the transmission procedure, if more than one supervisor

has been stored, the display will show the name of the first supervisor and

[SELECT CHECKER BY ]. To select a different supervisor, press

or . When the name of the desired supervisor appears, press .

START

3 The machine will send an e-mail to the supervisor (with the scanned

image as an attachment) notifying the supervisor of the transmission.

4 The supervisor checks the transmission information in the e-mail.

To approve the transmission, the supervisor simply uses “Reply” (or equivalent command) to send the e-mail back to the machine. The supervisor must not change any of the content of the e-mail.

To deny the transmission, the supervisor must enter “REJECT” in the subject line and send the e-mail back to the machine using “Reply” or equivalent command. The supervisor must not change any other content of the e-mail.

5 If the transmission is approved, the machine will begin transmission.

If the transmission is denied, the machine will cancel the transmission.

6 You will receive an e-mail notification of the status of the transmission

(this depends on the Authorized Transmission settings in the Web page).

Functions

5. Security

Call Restriction

To ensure that a fax or e-mail message is not accidentally sent to the wrong destination because of a mistake made while dialing the fax number or entering the e-mail address, the Call Restriction function

1) only allows a destination that has been stored in a Rapid Key or Speed Dial

number to be used for transmission (direct entry of full fax numbers and email addresses is not allowed) and,

2) checks whether or not the Rapid Key or Speed Dial number specified by

the user at the time of transmission has been permitted for use by the administrator. If the number or address has not been permitted for use, the fax or e-mail message will not be sent.

Note: When Call Restriction is activated, a voice number cannot be dialed unless it is stored in a Rapid Key or Speed Dial number and is permitted for use. For this reason, it is recommended that emergency numbers be stored in Rapid Keys or Speed Dial numbers.

To use this function, the administrator must specify the Rapid Keys and Speed Dial numbers that are permitted to be used, and then activate the function.

Permitting stored destinations to be used

Use this procedure to permit a previously stored Rapid Key or Speed Dial number to be used.

♦ This procedure can only be used to permit Rapid Keys or Speed Dial

numbers to be used. If you need to cancel the permission setting of a Rapid Key or Speed Dial number, edit the key or number as explained on page

99.

1 Press , then until [CALL RESTRICTION] appears.

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

Call Restriction

2 Press , then until [SET PERMITTED #] / [1=NEW, 2= SEARCH]

appears.

3 Press (SEARCH).

4 Press or until the desired destination appears (only

destinations that have not yet been permitted will appear).

• To check the fax number or e-mail address of a name that appears, press

5 Press .

START

6 Press (YES) to permit the destination to be used.

(To cancel, press (NO).)

7 Return to step 4 to permit another destination, or press to exit.

STOP

Functions

5. Security

Call Restriction

Activating Call Restriction

Follow the steps below to activate Call Restriction.

♦ To activate Call Restriction, at least one stored destination must be

permitted to be used.

1 Press , then until [CALL RESTRICTION] appears.

SECURE

• If the display shows [ENTER PASSWORD] after you press

SECURE

, enter the administrator code and press .

START

2 Press .

Display: [ACT. CALL RESTRICT]

3 Press (ON) to activate Call Restriction, or (OFF) to deactivate

Call Restriction.

4 Press to exit.

When Call Restriction is activated

When Call Restriction is activated, after the user specifies the destination by pressing a Rapid Key, entering a Speed Dial number, or searching, the machine will check whether or not the number is permitted to used.

♦ If the destination is permitted to be used, [APPROVED] will briefly appear

STOP

and the machine will perform the transmission.

♦ If the destination is not permitted to be used, [NOT APPROVED] will briefly

appear. Remove the document from the feeder and ask your administrator about the destination.

Note: The permission setting is associated with the stored fax number or email address itself; not with the Rapid Key or Speed Dial number in which the number or address is stored.

Sharp FO-IS125N User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Introduction

Specifications

A Look at the Operation Panel

1. Installation

Unpacking Checklist

Basic Setup

Installing the Toner Cartridge and Drum Cartridge

Loading Printing Paper

Entering Your Name and Fax Number

Setting the Date and Time

Setting the Reception Mode

Volume Adjustment

Setting up Network Scanning

2. Network Scanning

Storing E-mail Addresses

Scan to E-mail Transmission

Network Settings

Scan to Folder / FTP

Transmittable Documents

3. Sending Faxes

Loading the Document

Adjusting the Resolution and Contrast

Sending a Fax by Normal (Manual) Dialing

Sending a Fax by Automatic Dialing

Using AUTO Mode

4. Receiving Faxes

Using MANUAL Mode

Reception to Memory

Introduction

5. Security Functions (Administrator)

Administrator Code

User Authentication

Secure Fax

Authorized Transmission

Call Restriction