Toshiba 230-280, 3511-4511, 350-450 User Manual

MULTIFUNCTIONAL DIGITAL SYSTEMS

Network Fax Guide

SOFTWARE LICENSE AGREEMENT

INSTALLING OR OTHERWISE USING THIS SOFTWARE PRODUCT CONSTITUTES YOUR
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2 Network Fax Guide — SOFTWARE LICENSE AGREEMENT

USE THE SOFTWARE, EVEN IF TTEC OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSI­BILITY OF SUCH DAMAGES, NOR FOR THIRD PARTY CLAIMS.

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and Computer Software Clause set forth in 252.227-7013, or 52.227-19 (c) (2) of the DOD FAR, as appro­priate. Contractor/Manufacturer is TOSHIBA TEC Corporation, 2-4-1, Shibakoen, Minato-ku, Tokyo,
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TOSHIBA TEC Corporation, 2-4-1, Shibakoen, Minato-ku, Tokyo, 105-8524, Japan.

Network Fax Guide — SOFTWARE LICENSE AGREEMENT 3

TRADEMARKS AND COPYRIGHT

Trademarks

• The official name of Windows 98 is Microsoft Windows 98 Operating System.

• The official name of Windows Me is Microsoft Windows Me Operating System.

• The official name of Windows 2000 is Microsoft Windows 2000 Operating System.

• The official name of Windows XP is Microsoft Windows XP Operating System.

• The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System.

• Microsoft, Windows, Windows NT, and the brand names and product names of other Microsoft prod-

ucts are trademarks of Microsoft Corporation in the US and other countries.

• Apple, AppleTalk, Macintosh, Mac, TrueType, and LaserWriter are trademarks of Apple Computer Inc.

in the US and other countries.

• Postscript is a trademark of Adobe Systems Incorporated.

• Netscape is a trademark of Netscape Communications Corporation.

• IBM, AT and AIX are trademarks of International Business Machines Corporation.

• NOVELL, NetWare, and NDS are trademarks of Novell, Inc.

• Other company names and product names in this manual are the trademarks of their respective compa-

nies.

Copyright

© 2003 TOSHIBA TEC CORPORATION All rights reserved

Under the copyright laws, this manual cannot be reproduced in any form without prior written permission of
TTEC. No patent liability is assumed, however, with respect to the use of the information contained herein.

4 Network Fax Guide — TRADEMARKS AND COPYRIGHT

Preface

Thank you for purchasing e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280
Series Multifunctional Digital Systems. This Network Fax Guide explains instructions on how
to use the N/W-Fax driver and Address Book Viewer. Read this guide before operating the net­work fax features for the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series
from client computers. Keep this guide within easy reach, and use it to configure an environ­ment that makes best of the e-STUDIO’s functions.

About This Guide

The Network Fax Guide provides detailed instructions for installing, setting up and using
optional Network Fax Feature for the e-STUDIO4511 Series, e-STUDIO450 Series, or
e-STUDIO280 Series. With this option installed, you can perform the following functions:

• Fax electronic documents from your workstation.

• Use the N/W-Fax driver installed on your workstation to manage faxes: select recipients and

send electronic documents from your desktop.

• Use the Address Book Viewer installed on your workstation to manage recipient informa-

tion.

Conventions

• The term “this equipment” in this manual refers to the e-STUDIO4511 Series,

e-STUDIO450 Series, or e-STUDIO280 Series.

• The term “e-Filing” in this manual is an abbreviation of “electronic filing”.

About Other Manuals

Other guides are included in the User Documentation CD-ROM provided with this system:

Printing Guide—explains how to install user software for the printer functions, including how
to set up and manage print jobs from Microsoft Windows, Apple Mac OS, and UNIX computers.

Network Operator’s Guide—explains how to set up and manage network functions using the
TopAccess user functions — such as network job management and template registration — from
client computers via a network.

Network Administrator’s Guide—explains the basic configuration and administration of the
equipment in supported platform and network environments. It also includes guidelines for set­ting up network servers to provide various network services.

e-Filing Guide—explains how to operate the e-Filing features by using the TWAIN driver, File
Downloader and e-Filing web utility.

Network Fax Guide — Preface 5

Table of Contents

SOFTWARE LICENSE AGREEMENT ........................................................... 2

TRADEMARKS AND COPYRIGHT................................................................ 4

Preface ...........................................................................................................5

About This Guide ....................................................................................................5

Conventions ......................................................................................................5

About Other Manuals..............................................................................................5

Table of Contents ........................................................................................... 6

1. Overview ...........................................................................................................9

Features and Functions................................................................................10

Functional Highlights ............................................................................................10

Software Components ..........................................................................................10

N/W-Fax Driver ...............................................................................................10

Address Book Viewer......................................................................................10

2. Installing Client Software ..............................................................................11

Installing Network Fax Software ................................................................... 12

Overview...............................................................................................................12

Before Installing Client Software .....................................................................12

When Address Book Viewer Has Been Installed ......................................12

Installing the N/W-Fax Driver and Address Book Viewer .....................................12

Installing from Client2 CD-ROM......................................................................13

Using the Discovery Functions to Specify the SMB Port...........................17

Installing from TopAccess...............................................................................22

Uninstalling the N/W-Fax Driver and Address Book Viewer .................................23

When Installed Using the Installer...................................................................24

When Installed Using Add Printer Wizard .......................................................28

3. Faxing from Client Computers......................................................................31

Faxing from Applications ..............................................................................32

How to Fax using the N/W-Fax Driver ..................................................................32

Preparing Documents for Faxing ....................................................................32

Faxing from Windows Applications .................................................................32

Setting up the N/W-Fax Options...........................................................................34

Setting up the Send Properties .......................................................................35

Specifying Recipients ................................................................................36

Setting up the Cover Sheet Properties............................................................42

Setting up the Sender Information Properties .................................................43

Displaying the Version Information .................................................................43

Sending with Extended Fax Functionality .............................................................43

Saving a Fax as File........................................................................................43

Delayed Transmission.....................................................................................44

Sending with a Cover Sheet............................................................................45

Managing Faxes ........................................................................................... 47

Managing Fax Jobs using TopAccessDocMon.....................................................47

Managing Fax Jobs using TopAccess ..................................................................48

4. Managing Address Book ...............................................................................51

Running Address Book Viewer.....................................................................52

Running the Address Book Viewer .......................................................................52

Access Using Program Group.........................................................................52

Access Using Print Properties.........................................................................52

Selecting Contacts for N/W-Fax................................................................53

6 Network Fax Guide — Table of Contents

About Address Book Viewer Interface..................................................................54

Using Commands .................................................................................................55

Menu Bar.........................................................................................................55

Toolbar............................................................................................................57

Context-Sensitive Menus ................................................................................58

Context-Sensitive Menu on Browse Pane (Left Pane) ..............................58

Context-Sensitive Menu on Contents Pane (Right Pane) .........................58

Managing Address Book .............................................................................. 60

About the Address Books .....................................................................................60

Managing the Private Address Book...............................................................60

Managing the Public Address Book ................................................................61

Configuring the Connection by Local Discovery........................................61

Configuring the Connection by Manual Selection .....................................64

Downloading the Public Address Book .....................................................66

Configuring the MAPI Address Book...............................................................66

Managing the Microsoft Outlook Address Book ..............................................67

Managing the LDAP Address Book.................................................................67

Registering the LDAP Directory Services..................................................67

Adding Contacts from LDAP Servers ........................................................69

Importing and Exporting the Address Book.....................................................73

Managing Contacts and Groups ...........................................................................75

Managing Contacts .........................................................................................76

Adding Contacts Manually.........................................................................76

Copying Contacts from an Address Book .................................................79

Displaying or Modifying Contacts Properties.............................................80

Removing Contacts ...................................................................................83

Managing Groups............................................................................................84

Creating Groups ........................................................................................84

Modifying Groups Properties .....................................................................85

Removing Groups .....................................................................................86

Searching Contacts.........................................................................................87

Converting the Address Book Data ......................................................................92

5. Appendix.........................................................................................................99

Cover Sheet Samples................................................................................. 100

Standard Cover Page .........................................................................................100

Business Cover Page .........................................................................................101

Professional Cover Page ....................................................................................102

6. INDEX ............................................................................................................103

Network Fax Guide — Table of Contents 7

8 Network Fax Guide — Table of Contents

1. OVERVIEW

Network Fax Guide — 1. Overview 9

Features and Functions

This equipment provides the network fax feature, which simplifies and facilitates your office
facsimile needs that enables you to send fax or Internet fax digital documents directly from your
desktop.

This equipment also includes an Address Book database, where you can store frequently used
fax numbers or Internet Fax destinations and other important recipient information, such as com­pany name, telephone number and postal address.

NOTE:

• The fax transmission using the N/W-Fax driver is available only when optional Fax

unit is installed.

For e-STUDIO450 Series and e-STUDIO280 Series:

• The fax transmission using the N/W-Fax driver is available only when the Printer Kit or

Printer/Scanner Kit is installed in addition to optional Fax unit.

• The Internet Fax transmission using the N/W-Fax driver is available only when the Printer

Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.

Functional Highlights

The highly intuitive, network N/W-Fax driver software enables you to select the fax printer
driver to electronically faxes from your computer to one or more recipients. You can easily
define fax job properties from the send list to fax resolutions. The N/W-Fax driver is compli­mented with the Address Book Viewer. The combination of applications enables you to easily
manage a selection of fax recipients and access the Address Book.

Software Components

N/W-Fax Driver

The N/W-Fax driver enables you to set up send lists and send electronic documents from your
PC to one or more destinations. You print to the fax much the same way you would choose to
print to a designated printer that makes using the N/W-Fax driver quick and simple. You can
select the fax properties. Fax properties are the attributes you can set to define sender and recip­ient information for processing fax jobs such as dialing options, sender information, fax resolu­tion and page layout.

Other features include an easy to use fax scheduler that allows you to set up a date and time to
transmit your fax. Cover page options are also provided. You can include a customized cover
page with your fax transmission that can include sender and recipient fax information and a
detailed message. You can easily maintain sender and contact information that can be printed on
the cover pages.

NOTE:

• Faxing hard-copy documents must be performed as a walk-up function from the

Touch Panel Display.

Address Book Viewer

With the Address Book Viewer you can effortlessly add or modify fax recipient names, fax num­bers, and Internet Fax address (e-mail address) to the Address Book. This utility allows you to
manage recipients of the fax, select and display fax recipients from the Address Book, as well as
recipient fax numbers and other contact information.

Additionally, Address Book Viewer allows you import or export address book data to or from
other address book programs compatible to this equipment.

10 Network Fax Guide — Features and Functions

2. INSTALLING CLIENT SOFTWARE

Network Fax Guide — 2. Installing Client Software 11

Installing Network Fax Software

This chapter includes procedures for installing software required to enable the fax printing and
online address books for this equipment. It is recommended that you read these instructions in
their entirety before beginning the installation process.

Overview

Before you can begin utilizing the network fax feature for this equipment, you must install the
software using the Client2 CD-ROM provided. You will use the InstallShield client software
setup process.This section describes several ways to add N/W-Fax driver to user’s workstations.
Prior to installing the N/W-Fax driver and Address Book Viewer, the administrator must install
specific hardware and configure the fax options. Only authorized users can modify the device.

System Requirements

The TWAIN driver and File Downloader are available for following environments:

 Display Resolution

• 1024 x 768 dots or more

 Display Color

• High Color (16bit) or higher is recommended

 CPU

• Pentium 133 MHz minimum (Pentium 266 MHz or faster recommended)

 Memory

• 64MB for Windows 98

• 96MB for Windows Me and Windows NT 4.0

• 128MB for Windows 2000/XP/Server 2003

 OS

• Windows 98 (Windows 98 Second Edition Recommended)

• Windows Me

• Windows NT 4.0 Service Pack 6a

• Windows 2000 Service Pack 3

• Windows XP Service Pack 1

• Windows Server 2003

Before Installing Client Software

Before installing the client software, confirm the followings to perform an appropriate installa­tion.

— When Address Book Viewer Has Been Installed

If the Address Book Viewer has been installed from either the e-STUDIO4511 Series Client2
CD-ROM, e-STUDIO450 Series Client2 CD-ROM, or e-STUDIO280 Series Client2 CD-ROM,
you do not have to install it from the other one. In that case, please install only the N/W-Fax
driver.

If you want to install Address Book Viewer from the other CD-ROM, uninstall the Address
Book Viewer then install it. When you uninstall the Address Book Viewer, please click [No] at
the dialog box that displays the message to delete the settings for the Address Book Viewer so
that you can restore the settings after installing new one.

Installing the N/W-Fax Driver and Address Book Viewer

You can install the N/W-Fax driver and Address Book Viewer from the Client2 CD-ROM or
TopAccess.

12 Network Fax Guide — Installing Network Fax Software

This section describes about installing the N/W-Fax driver and Address Book Viewer in the
SMB environment. The N/W-Fax driver can be set up in the same connection as the printer
driver such as Parallel printing, USB printing, LPR printing, Peer-to-Peer printing, IPP printing,
and Novell printing. To set up the N/W-Fax driver in these connections, please refer to the
Printing Guide.

Installing from Client2 CD-ROM

This section describes how to install the fax client software for SMB environment which is
available for the local area network over TCP/IP.

NOTE:

PREPARATIONS:

REQUIREMENT:

• When the Network Interface Card is not installed, set up the N/W-Fax driver using

Parallel printing or USB printing. Also Address Book Viewer is not available unless
the Network Interface Card is installed. To set up the N/W-Fax driver in these con­nections, please refer to the Printing Guide.

• Before installing the printer driver for SMB environment, check with your system

administrator to make sure of the following:

- This equipment is connected to the network and turned on.

- The TCP/IP setting is correct on this equipment and your computer.

Installing the fax client software for SMB connection using the
installer

The procedure here describes an installation on Windows 2000. The procedure is the same when
other versions of Windows are used.

• You must log in Windows as a user who has the “Administrators” or “Power Users”

privilege when using the Windows NT 4.0, Windows 2000, Windows XP, or Win­dows Server 2003.

1. Insert the Client2 CD-ROM into the CD-ROM drive.

• The installer automatically starts and the Choose Setup Language

dialog box appears.

• When the installer does not automatically start, double-click
“Setup.exe” in the Client2 CD-ROM.

2. Select your language and click [OK].

• The InstallSheild Wizard dialog box appears.

Network Fax Guide — Installing Network Fax Software 13

3. Click [Next].

• The License Agreement screen is displayed.

4. Click [Yes].

• The Choose Destination Location screen is displayed.

5. Click [Next].

• If you want to change the location where the programs are installed,

click [Browse]. In the dialog box appears, select the folder and click
[OK].

• The Setup Type screen is displayed.

14 Network Fax Guide — Installing Network Fax Software

6. Check the software that you want to install.

TOSHIBA e-STUDIO N/W-Fax — check this to install the N/W-Fax driver.

TOSHIBA e-STUDIO AddressBookViewer — check this to install the Address

Book Viewer.

SUPPLEMENTS:

• In the components list, there are also “TOSHIBA e-STUDIO TWAIN Driver” and

“TOSHIBA e-STUDIO File Downloader”. You can install them together in the same
operation. For more information about the TWAIN driver and File Downloader,
please see the e-Filing Guide.

• If no changes are made, all four options will be installed.

7. Click [Next].

• The Select Port dialog box appears.

8. Click [Browse].

• The Browse for Printer dialog box appears.

SUPPLEMENT: • You can also automatically specify the network queue by searching the equipment

in the network.

 P.17 "Using the Discovery Functions to Specify the SMB Port"

Network Fax Guide — Installing Network Fax Software 15

9. Locate this equipment in your network, select the “print”

queue, and click [OK].

• Returns you to the Select Port dialog box.

10. Click [Next].

• The Select Program Folder screen is displayed.

11. Click [Next].

• If you want to change the program folder, rename the folder name in

the “Program Folders” field.

• The Starting Copying Files screen is displayed.

16 Network Fax Guide — Installing Network Fax Software

12. Click [Next].

• Starts copying files and the InstallShield Wizard Complete screen is

displayed when copying files are completed.

13. Select “Yes, I want to view the Read Me file.” and click [Fin-

ish].

• The installation is completed.

NOTE: • The Installer may ask you to restart your computer. If it does, select “Yes, I want to

restart my computer now.” and click [Finish] to restart your computer.

— Using the Discovery Functions to Specify the SMB Port

In the Select Port screen during the installation, you can also obtain the network queue name
automatically by searching the equipment.

There two ways to obtain the SMB printer port from the equipment:

 P.18 "Searching the equipment automatically"
 P.20 "Specifying the IP address manually"

Network Fax Guide — Installing Network Fax Software 17

Searching the equipment automatically

1. Click [Discovery].

• The TopAccessDocMon Local Discovery dialog box appears.

1. Click [Start Discovery].

• It starts searching the equipment in the network.

18 Network Fax Guide — Installing Network Fax Software

SUPPLEMENT: • It searches the equipment within the local subnet in your network. If the equipment

is located in the different subnet from your computer, or you want to specify the IP
address range to be searched, click [Advance]. The Discovery Settings dialog box
appears and you can specify the advanced settings for searching the equipment.

• Devices — You can specify the device models to be searched. This sets to search the

e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series, so you do
not have to change this options.

• Network - Enable IPX/SPX Search — Check on this to search printers which con-

nect to the IPX/SPX network. This is available only when the IPX/SPX protocol
and Novell Client are installed in your computer, and the computer is connected to
the NetWare server.

• Network - Enable TCP/IP Search — Check on this to search printers which con-

nect to the TCP/IP network. This is available only when the TCP/IP protocol is
installed in your computer. When this is enabled, select how it searches printers in
the TCP/IP network.

Search local subnet

Specify a range — Select this to search printers in specific range of IP addresses.

When this is selected, enter the IP addresses in “From” field and “To” field to spec­ify the range.

— Select this to search printers in local subnet.

2. Select the equipment that you want to connect and click [OK].

Network Fax Guide — Installing Network Fax Software 19

3. It automatically obtains the network queue in the “Network

path or queue name” field.

NOTE: • It automatically obtains the IP address of the equipment and the queue name speci-

fied by an administrator, in the “Network path or queue name” field in the General
submenu page of the Setup menu in the TopAccess administrator mode. If you can­not obtain the queue name, ask your administrator that the “Network path or queue
name” field is correctly specified.

4. Continue the installation from step 10 on page 16.

Specifying the IP address manually

1. Click [Discovery].

• The TopAccessDocMon Local Discovery dialog box appears.

20 Network Fax Guide — Installing Network Fax Software

2. Click [Manual Selection].

• The Manual Selection dialog box appears.

3. Enter each item to specify the printer address and click [OK].

IP Address — Enter the IP address of the printer.

IPX Address — Enter the IPX address of the printer. This is available only when

the IPX/SPX protocol and Novell Client are installed in your computer, and the
computer is connected to the NetWare server.

Name — Enter the printer name.

Location — Enter the location of the printer.

NOTE:

Network Fax Guide — Installing Network Fax Software 21

• You must enter “Name” and either “IP Address” or “IPX Address”.

4. Select the equipment that you want to connect and click [OK].

5. It automatically obtain the network queue in the “Network

path or queue name” field.

NOTE: • It automatically obtains the IP address of the equipment and the queue name speci-

fied by an administrator, in the “Network path or queue name” field in the General
submenu page of the Setup menu in the TopAccess administrator mode. If you can­not obtain the queue name, ask your administrator that the “Network path or queue
name” field is correctly specified.

6. Continue the installation from step 10 on page 16.

Installing from TopAccess

If the system administrator has uploaded the software to this equipment, you can use TopAccess
to install the software on your workstation.

22 Network Fax Guide — Installing Network Fax Software

Installing client software from TopAccess

1. In TopAccess, click the Install Software link at the bottom of

the screen.

• The Install Client Software page opens.

2. Click the “Install Client2” link to download the installer file.

3. Download the installer file on your desktop by following the

prompts.

4. Double-click the “InstallClient2.exe” file that you down-

loaded.

• The installer starts and the InstallShield Wizard dialog box appears.

5. Follow the installation procedure using the Client2 CD-ROM

described in following section.

 P.13 "Installing from Client2 CD-ROM"

Uninstalling the N/W-Fax Driver and Address Book Viewer

The following instructions describe how to uninstall the N/W-Fax driver and Address Book
Viewer. The uninstallation procedure is different how you installed the client software.

Network Fax Guide — Installing Network Fax Software 23

 P.24 "When Installed Using the Installer"
 P.28 "When Installed Using Add Printer Wizard"

When Installed Using the Installer

When the client software was installed using the Installer in the Client2 CD-ROM or down­loaded from TopAccess, you can delete all files using the Add/Remove Programs function.

You can uninstall all client software that have installed from the Client2 CD-ROM, or you can
uninstall only the N/W-Fax driver and Address Book Viewer.

 P.24 "Uninstalling the all Client2 Software"
 P.26 "Uninstalling only N/W-Fax Diver and Address Book Viewer"

Uninstalling the all Client2 Software

The following describes an installation on Windows 2000. The procedure is the same when
other versions of Windows are used.

1. Open “Control Panel” and double-click the “Add/Remove

Programs” icon.

• The Add/Remove Programs dialog box appears.

24 Network Fax Guide — Installing Network Fax Software

2. Select “TOSHIBA e-STUDIO4511 Series Client2”, “TOSHIBA

e-STUDIO450 Series Client2”, or “TOSHIBA e-STUDIO280
Series Client2” and click [Change/Remove].

• The InstallShield Wizard dialog box appears.

3. Select “Remove” and click [Next].

• The Confirm Uninstall dialog box appears.

4. Click [OK].

5. Click [Yes] to delete the setting files.

• Deleting files starts.

Network Fax Guide — Installing Network Fax Software 25

NOTE: • If you want to re-install the client software later, click [No] to remain the setting files.

You can restore the data and settings when you re-install the client software.

6. Select “Yes, I want to restart my computer now.” and click

[Finish] to restart your computer.

• Some files may be deleted after restarting the computer.

Uninstalling only N/W-Fax Diver and Address Book Viewer

The following describes an installation on Windows 2000. The procedure is the same when
other versions of Windows are used.

1. Open “Control Panel” and double-click the “Add/Remove

Programs” icon.

• The Add/Remove Programs dialog box appears.

26 Network Fax Guide — Installing Network Fax Software

2. Select “TOSHIBA e-STUDIO4511 Series Client2”, “TOSHIBA

e-STUDIO450 Series Client2”, or “TOSHIBA e-STUDIO280
Series Client2” and click [Change/Remove].

• The InstallShield Wizard dialog box appears.

3. Select “Modify” and click [Next].

4. Uncheck the components that you want to uninstall and click

[Next].

• Deleting files starts.

Network Fax Guide — Installing Network Fax Software 27

5. Select “Yes, I want to restart my computer now.” and click

[Finish] to restart your computer.

When Installed Using Add Printer Wizard

When only N/W-Fax driver is installed by Add Printer Wizard, you can uninstall them by delet­ing the printer icons in the Printers folder.

Deleting the N/W-Fax driver

1. Open “Printers” folder, select the printer icon that you want

to delete, and press the [Delete] key.

• When using Windows 98/Me or Windows NT 4.0, uninstallation has

finished.

• When using Windows 2000/XP/Server 2003, continue to the next
step.

2. Click the [File] menu and select [Server Properties].

• The Print Server Properties dialog box appears.

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3. Display the Drivers tab. Select the N/W-Fax driver and click

[Remove].

• The confirmation dialog box appears.

4. Click [OK].

• The N/W-Fax driver is completely deleted.

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30 Network Fax Guide — Installing Network Fax Software