Toshiba 3040C, 306SE, 4540C, 6540C, 5540C User Manual 2

...

MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS / MULTIFUNCTIONAL DIGITAL SYSTEMS

Scanning Guide

Preface

Thank you for purchasing TOSHIBA Multifunctional Digital Systems or Multifunctional Digital Color Systems. This manual provides instructions on how to use the equipment for scanning and Internet faxing. Read this manual before using your Multifunctional Digital Systems or Multifunctional Digital Color Systems. Keep this manual within easy reach, and use it to configure an environment that makes the best use of the e-STUDIO’s functions.

The model below provides the scan function as an option. In some models, however, it has been preinstalled.

y e-STUDIO456 Series y e-STUDIO856 Series

 How to read this manual

 Symbols in this manual

In this manual, some important items are marked with the symbols shown below. Be sure to read these items before using this equipment.

Indicates a potentially hazardous situation which, if not avoided, could result in death, serious injury, or serious damage, or fire in the equipment or surrounding objects.

Indicates a potentially hazardous situation which, if not avoided, may result in minor or moderate injury, partial damage to the equipment or surrounding objects, or loss of data.

Indicates information to which you should pay attention when operating the equipment.

Other than the above, this manual also marks information that may be useful for the operation of this equipment with the following signs:

Describes handy information that is useful to know when operating the equipment.

Pages describing items related to what you are currently doing. See these pages as required.

 Model and series names in this manual

In this manual, each model name is replaced with a series name as shown below.

Model name Series name in this manual

e-STUDIO5540C/6540C/6550C e-STUDIO6550C Series

e-STUDIO2040C/2540C/3040C/3540C/4540C e-STUDIO4540C Series

e-STUDIO206L/256/306/356/456, e-STUDIO256SE/306SE/356SE/456SE

e-STUDIO556/656/756/856, e-STUDIO556SE/656SE/756SE/856SE

e-STUDIO2050C/2550C e-STUDIO2550C Series

e-STUDIO2051C/2551C e-STUDIO2551C Series

e-STUDIO456 Series

e-STUDIO856 Series

 Options

For the available options, refer to “Options” in the Quick Start Guide for your equipment.

 Explanation for control panel and touch panel

y Illustrations for the control panel and the touch panel shown in this manual are those of the e-STUDIO4540C Series.

The shape and location of some buttons on the control panel and the dimension of the touch panel of the other models differ depending on the model, however, the names and functions of the buttons and parts are the same.

y The details on the touch panel menus may differ depending on the operating environment such as whether options are

installed.

y The illustration screens used in this manual are for paper in the A/B format. If you use paper in the LT format, the

display or the order of buttons in the illustrations may differ from that of your equipment.

Preface 1

 Trademarks

y The official name of Windows XP is Microsoft Windows XP Operating System. y The official name of Windows Vista is Microsoft Windows Vista Operating System. y The official name of Windows 7 is Microsoft Windows 7 Operating System. y The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System. y The official name of Windows Server 2008 is Microsoft Windows Server 2008 Operating System. y Microsoft, Windows, Windows NT, and the brand names and product names of other Microsoft products are

trademarks of Microsoft Corporation in the US and other countries.

y Apple, AppleTalk, Macintosh, Mac, Mac OS, Safari, and TrueType are trademarks of Apple Inc. in the US and other

countries.

y Adobe, Acrobat, Reader, and PostScript are either registered trademarks or trademarks of Adobe Systems

Incorporated in the United States and/or other countries.

y Mozilla, Firefox and the Firefox logo are trademarks or registered trademarks of Mozilla Foundation in the U.S. and

other countries.

y IBM, AT and AIX are trademarks of International Business Machines Corporation. y NOVELL, NetWare, and NDS are trademarks of Novell, Inc. y TopAccess is a trademark of Toshiba Tec Corporation. y Other company and product names given in this manual or displayed in this software may be the trademarks of their

respective companies.

2 Preface

Preface....................................................................................................................................... 1

Chapter 1 OVERVIEW

Scan Features ........................................................................................................................... 6

Scan functions....................................................................................................................... 6

Scan speed ......................................................................................................................... 10

Templates............................................................................................................................ 10

Internet Fax Features ............................................................................................................. 11

Chapter 2 BASIC OPERATION

Viewing Touch Panel for Scan Menu.................................................................................... 14

Default Settings ...................................................................................................................... 16

Scan to e-Filing....................................................................................................................... 17

Scan to File ............................................................................................................................. 18

Scan to E-mail......................................................................................................................... 26

Scan to USB ............................................................................................................................ 33

Web Service (WS) Scan ......................................................................................................... 38

Using Saved Scan Data.......................................................................................................... 40

Using scan data saved as e-Filing documents .................................................................... 40

Using scan data saved as files ............................................................................................ 40

Viewing the Scan Job Status and Log.................................................................................. 42

Viewing the scan job status ................................................................................................. 42

Viewing the scan job log...................................................................................................... 43

Chapter 3 USEFUL FUNCTIONS

Changing Scan Settings ........................................................................................................ 46

Specifying color mode ......................................................................................................... 46

Specifying resolution ...........................................................................................................47

Selecting original mode ....................................................................................................... 47

Changing orientation ........................................................................................................... 49

Scanning 2-sided originals .................................................................................................. 50

Specifying original size ........................................................................................................51

Changing compression ratio................................................................................................ 52

Removing blank pages ........................................................................................................ 52

Erasing black frames around images .................................................................................. 53

Adjusting exposure ..............................................................................................................54

Adjusting contrast ................................................................................................................ 54

Adjusting background density.............................................................................................. 54

Adjusting sharpness ............................................................................................................ 55

Adjusting color balance ....................................................................................................... 55

Previewing Scans ................................................................................................................... 56

Specifying E-mail Addresses ................................................................................................ 58

Scanning With Dual Functions (Dual Agents) ..................................................................... 72

Encrypting PDF Files ............................................................................................................. 75

CONTENTS 3

Chapter 4 USING TEMPLATES

Registering Scan Templates ................................................................................................. 78

Using Scan Templates ........................................................................................................... 84

Chapter 5 OTHER SCANNING METHODS

Scanning Images Using the TOSHIBA e-STUDIO Remote Scan Driver ............................ 96

Scanning Images Using the TOSHIBA e-STUDIO WIA Driver ............................................ 97

Chapter 6 INTERNET FAX

Precautions for Internet Fax Transmissions ..................................................................... 100

Viewing Touch Panel for Fax Menu .................................................................................... 101

Sending Internet Faxes ........................................................................................................ 103

Sending Internet faxes ...................................................................................................... 103

Saving sent data as a file (Internet fax and file) ................................................................ 106

Setting advanced functions ............................................................................................... 111

Receiving Internet Faxes ..................................................................................................... 115

Available file formats ......................................................................................................... 115

Receiving Internet faxes .................................................................................................... 115

Viewing the Internet Fax Job Status and Log.................................................................... 116

Viewing the Internet fax job status..................................................................................... 116

Viewing the send log for Internet fax jobs.......................................................................... 117

Viewing the receive log for Internet fax jobs...................................................................... 118

Saving contact information to the address book................................................................ 118

INDEX ................................................................................................................................................................... 119

4 CONTENTS

1.OVERVIEW

This chapter provides an overview of the scan and Internet Fax features.

Scan Features........................................................................................................................... 6

Scan functions........................................................................................................................................................6

Scan speed ..........................................................................................................................................................10

Templates .............................................................................................................................................................10

Internet Fax Features............................................................................................................. 11

1 OVERVIEW

e-Filing

Scan Features

With the equipment, originals placed in the Reversing Automatic Document Feeder or on the original glass can easily be scanned as image data. The image data can then be stored in the e-Filing boxes and/or the shared folder of the equipment and/or sent to e-mail addresses.

 Scan functions

This equipment supports 5 scan functions; “Scan to e-Filing”, “Scan to File”, “Scan to E-mail”, “Scan to USB” and “Web Service Scan”.

y The e-STUDIO456 Series and the e-STUDIO856 Series provide the scanning function as an option. However, this

optional scanning function is already installed in some models.

y These functions below are available only when the hard disk is installed in the equipment.

- Scan to e-Filing

- Scan to File (MFP LOCAL)

- Specifying more than one network folder (REMOTE 1 / REMOTE 2)

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

- Saving sent data as a file in the shared folder of the equipment by Internet fax (Internet Fax and File)

 Scan to e-Filing

Scan to e-Filing allows you to store your scans as e-Filing documents in the equipment. The stored e-Filing documents can be managed by creating boxes and folders. With the e-Filing Web utility, you can print the e-Filing documents or merge them to create a new document. With the TWAIN Driver / File Downloader, you can retrieve this data and load it to your computer.

y This function is available only when the hard disk is installed in the equipment. y The maximum capacity in e-Filing differs depending on your model or operating environment. The total available

space in e-Filing and the shared folder can be checked on the [Device] tab in TopAccess.

y Delete documents stored in e-Filing when they are no longer needed. y The e-Filing boxes can be accessed from a client computer running Windows OS.

Scan to e-Filing

Windows computer

e-Filing

Managing e-Filing documents using a Web browser

Retrieving e-Filing documents as images using the TWAIN Driver or File Downloader

To learn more about Scan to e-Filing, see the following section:  P.17 “Scan to e-Filing”

To learn more about e-Filing, refer to the e-Filing Guide.

6 Scan Features

1.OVERVIEW

Network Folder

Shared Folder

 Scan to File

Scan to File allows you to store scans as PDF, XPS, TIFF or JPEG files in the shared folder in the equipment or in a network folder. From these folders, you can copy the saved data and use it on your computer. If you choose to store your scans in the network folder, the type of operating system, such as Windows or Macintosh, does not matter; you can save the data in any network folder accessible by FTP, SMB, NetWare IPX, NetWare IP, or FTPS.

y Delete documents stored in the shared folder when they are no longer needed. y The maximum capacity in the shared folder differs depending on your model or operating environment. The total

available space in the shared folder and e-Filing can be checked on the [Device] tab in TopAccess.

y These functions below are available only when the hard disk is installed in the equipment.

- Scan to File (MFP LOCAL)

- Specifying more than one network folder (REMOTE 1 / REMOTE 2)

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

Copying files from the

Scan to File

Network Folder

network folder

Client computer

1 OVERVIEW

Shared Folder

To learn more about Scan to File, see the following section:  P.18 “Scan to File”

You can also use the Copy & File function in which the copied data can be stored in the shared folder. For details, refer to the Copying Guide.

Copying files from the shared folder in the equipment

Windows computer or Macintosh computer

Scan Features 7

1 OVERVIEW

Internet

USB Media

 Scan to E-mail

Scan to E-mail allows you to send your scans to specified e-mail addresses. The scanned image is converted to a PDF, XPS, TIFF, or JPEG file and sent as an e-mail attachment.

These functions below are available only when the hard disk is installed in the equipment.

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

Scan to E-mail

Send e-mail to the Internet via SMTP server

SMTP server

To learn more about Scan to E-mail, see the following section:

 P.26 “Scan to E-mail”

 Scan to USB

Scan to USB allows you to save scanned images as PDF, XPS, TIFF, or JPEG files in a USB storage device.

y These functions below are available only when the hard disk is installed in the equipment.

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

y When a USB storage device is used for the model below, attach the front USB cable to the equipment and connect

the USB storage device to the USB port.

- e-STUDIO2550C Series

Scan to USB

USB Media

8 Scan Features

To learn more about Scan to USB, see the following section:  P.33 “Scan to USB”

1.OVERVIEW

 Web Service (WS) Scan

Web Service (WS) Scan uses the functions of Windows Vista / Windows 7 / Windows Server 2008 to scan images from a client computer through the network. The images scanned on the equipment can be loaded to your client computer and viewed via an application supporting the Windows Imaging Acquisition (WIA) Scan Driver.

This function below is available only when the hard disk is installed in the equipment.

- Saving scans as XPS files

1 OVERVIEW

Originals

Perform scanning from the control panel or through remote operation using a WIA-compliant application.

Load a scanned image into the WIA-compliant application.

To learn more about WS Scan, see the following section:  P.38 “Web Service (WS) Scan”

Windows Windows 7 Windows Server 2008

Install the driver in advance.

Vista

Scan Features 9

1 OVERVIEW

 Scan speed

The scan speed depends on the selected color mode and resolution settings. The approximate scan speed (for printing A4/LT) under each condition is listed in the table below.

Color Mode Resolution

Black 100 dpi

150 dpi

200 dpi

300 dpi

400 dpi 53 pages/minute 66 pages/minute 52 pages/minute 71 pages/minute

600 dpi 45 pages/minute 62 pages/minute 45 pages/minute 66 pages/minute

Gray Scale 100 dpi

150 dpi

200 dpi

300 dpi

400 dpi 53 pages/minute 66 pages/minute 52 pages/minute 48 pages/minute

600 dpi 45 pages/minute 53 pages/minute 45 pages/minute 23 pages/minute

Full Color/Auto Color 100 dpi

150 dpi 200 dpi 300 dpi

400 dpi 53 pages/minute 66 pages/minute 23 pages/minute 48 pages/minute

600 dpi 45 pages/minute 53 pages/minute 23 pages/minute 23 pages/minute

4540C Series 6550C Series 456 Series 856 Series

57 pages/minute 77 pages/minute 57 pages/minute 80 pages/minute

57 pages/minute 77 pages/minute 57 pages/minute 77 pages/minute

57 pages/minute 77 pages/minute 43 pages/minute 77 pages/minute

Scan Speed

Color Mode Resolution

Black 100 dpi

150 dpi

200 dpi

300 dpi

400 dpi 35 pages/minute 35 pages/minute

600 dpi 25 pages/minute 25 pages/minute

Gray Scale 100 dpi

150 dpi

200 dpi

300 dpi

400 dpi 35 pages/minute 35 pages/minute

600 dpi 25 pages/minute 25 pages/minute

Full Color/Auto Color 100 dpi

150 dpi 200 dpi 300 dpi

400 dpi 35 pages/minute 35 pages/minute

600 dpi 25 pages/minute 25 pages/minute

2550C Series 2551C Series

50 pages/minute 50 pages/minute

Scan Speed

The color mode and resolution settings can be changed on the SCAN SETTING screen. For details, see the following sections:

 P.46 “Specifying color mode”  P.47 “Specifying resolution”

 Temp lat es

Once you register a template, you can easily perform scan operations by recalling pre-set scan settings. With Meta Scan Enabler, you can attach meta data (XML files) to your scans and e-mail them and/or store them in the equipment’s shared folder. For instructions on how to register and use templates for scanning, see the following sections:  P.77 “USING TEMPLATES”

10 Scan Features

Internet Fax Features

Internet Fax allows a copy of a scanned document to be sent as an e-mail with an attached TIFF-FX (Profile S) file. Since an Internet line is used instead of a phone line, the communication costs can be dramatically reduced. With Internet Fax, an e-mail address is to be specified in place of a phone number to transmit a copy of a scanned document to the Internet Fax equipment or the client computers. When an Internet Fax is received, it is automatically output just like a traditional fax.

y Internet faxing requires the network settings configured by the network administrator. Consult your network

administrator for help.

y These functions below are available only when the hard disk is installed in the equipment.

- Previewing scans

- Saving sent data as a file in the shared folder of the equipment by Internet fax (Internet Fax and File)

With Internet Fax, you can perform various transmissions as illustrated below.

y Internet Fax Equipment to Internet Fax Equipment

The equipment can send a copy of a document to other Internet Fax equipment via Internet or Intranet. The copy of the document is sent as an e-mail.

1 OVERVIEW

Internet Intranet

Mail serverMail server

E-mail transmission

LAN

y Internet Fax Machine to/from Client Computers

The equipment can send a copy of a document as an e-mail to client computers via Internet or Intranet. The client computers can send an e-mail to the equipment as well.

Internet Intranet

Mail server Mail serverClient computer Client computer

E-mail transmission

LAN

For instructions on Internet faxing, see the following section:  P.99 “INTERNET FAX”

Internet Fax Features 11

1 OVERVIEW

y When the equipment sends a copy of a document using Internet Fax, the client computer receives the copy as

y The equipment can print out only text files and image files in TIFF format; from the client computer, you cannot

TIFF-FX (Profile S) images.

send files other than text or TIFF images to the equipment. For available formats, see the following section:  P.115 “Available file formats”

12 Internet Fax Features

2.BASIC OPERATION

This chapter describes the basic scanning operations.

Viewing Touch Panel for Scan Menu .................................................................................... 14

Default Settings......................................................................................................................16

Scan to e-Filing....................................................................................................................... 17

Scan to File .............................................................................................................................18

Scan to E-mail......................................................................................................................... 26

Scan to USB............................................................................................................................ 33

Web Service (WS) Scan ......................................................................................................... 38

Using Saved Scan Data ......................................................................................................... 40

Using scan data saved as e-Filing documents .....................................................................................................40

Using scan data saved as files.............................................................................................................................40

Viewing the Scan Job Status and Log..................................................................................42

Viewing the scan job status..................................................................................................................................42

Viewing the scan job log.......................................................................................................................................43

2 BASIC OPERATION

Viewing Touch Panel for Scan Menu

When you press the [SCAN] button on the control panel, the SCAN menu is displayed on the touch panel.

If the equipment is managed by the Department Management or User Management features, you need to enter a department code or the user information, such as the user name and password.

111213

1) Message Display Area

Operational instructions and the status of the equipment are displayed.

2) Function Buttons

Press one of these buttons when you select the scan function. Pressing one of these buttons displays the set-up screen specific to the selected scan function.

3) Destination Display Area

The scan jobs are displayed before their performance in the saving destinations or addresses.

4) Alert Message Display Area

Alert messages are displayed when the equipment needs a toner cartridge replacement, the waste toner box needs cleaning, etc. For details on these messages, refer to the Troubleshooting Guide.

5) Date and Time

6) [JOB STATUS]

Press this button when you want to monitor your copy, fax, scan, and/or print jobs or view the job logs.

 P.42 “Viewing the scan job status”  P.43 “Viewing the scan job log”

7) [SCAN]

Press this button to perform scanning.

14 Viewing Touch Panel for Scan Menu

2.BASIC OPERATION

8) [PREVIEW]

Press this button when you want to preview your scans.  P.56 “Previewing Scans”

[PREVIEW] is displayed only when any of the following models is used:

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO2550C Series (only when the hard disk is installed)

9) [SCAN SETTING]

Press this button to change scan settings applicable to “Scan to e-Filing”, “Scan to File”, “Scan to E-mail” and “Scan to USB”.  P.46 “Changing Scan Settings”

10) Scan Settings Display Area

The selected scan settings are displayed.

11) [?] (Help Button)

Press this button for descriptions on each function or button on the touch panel.

2 BASIC OPERATION

12) [TEMPLATE]

Press this button when you want to use a template.  P.77 “USING TEMPLATES”

13) [SETTINGS]

Press this button to display a list of the selected options for scan settings.

Viewing Touch Panel for Scan Menu 15

2 BASIC OPERATION

Default Settings

A default refers to a setting selected automatically when you turn on the equipment, when the equipment wakes up from Sleep Mode, or when the [FUNCTION CLEAR] button is pressed on the control panel. To scan your document, the default settings can be used as they are whereas pressing [SCAN SETTING] during the scan operation allows you to select the preferred settings for each scan job.  P.46 “Changing Scan Settings”

The available settings in the scan mode and their factory defaults are listed in the table below.

Settings Factory Defaults

Color Mode BLACK

Resolution 200 (dpi)

Original Mode TEXT

Rotation 0 (degrees)

Single/2-sided Scan SINGLE

Original Size AUTO

Compress MID

Omit Blank Page OFF

Outside Erase OFF

Range Adjustment ±0

Exposure AUTO

Contrast ±0

Background Adjustment ±0

Sharpness ±0

Saturation ±0

RGB Adjustment

Red (R) ±0

Green (G) ±0

Blue (B) ±0

y To display a list of the selected options for scan settings, press [SETTINGS].

 P.14 “Viewing Touch Panel for Scan Menu”

y The default settings can be changed using the [USER FUNCTIONS] button on the control panel. For details, refer

to the MFP Management Guide.

16 Default Settings

2 BASIC OPERATION

Scan to e-Filing

With this function, you can scan originals and store the scans in e-Filing boxes. You can scan 200 pages per job.

When saving your scans, you can specify a public box or one of the user boxes. The public box is a pre-defined box and is used to store documents that any users of the equipment may need to work with. A user box is one created by the user. If a password has been set for a user box, you need to enter the correct password to access it.

The stored data can be printed out any time from the touch panel. You can also manage the data using the e-Filing web utility. With the e-Filing web utility, you can create user boxes and folders, print documents, and even merge several documents to create a new one.

For instructions on how to store your scans with Scan to e-Filing, create user boxes, and print e-Filing documents, refer to the e-Filing Guide.

y This function is available only when the hard disk is installed in the equipment. y The maximum capacity in e-Filing differs depending on your model or operating environment. The total available

space in e-Filing and the shared folder can be checked on the [Device] tab in TopAccess.

y Before saving your scans in a user box, you need to set up the user box. y To prevent loss of data, we recommended that you back up the data saved in the equipment’s hard disk. You can

back up the data with the computer using File Downloader or e-Filing Backup/Restore Utility.

y Delete documents stored in e-Filing when they are no longer needed.

Scan to e-Filing 17

2 BASIC OPERATION

Scan to File

The Scan to File function sends and stores scans to a shared folder in the equipment’s hard disk or a specified network folder. The data stored in the shared folder can be accessed directly from the computer via a network. You can scan up to 1000 pages per job until the equipment's memory is full. For equipment with no hard disk installed, approx. 300 pages (Color or Auto color mode) or approx. 1500 pages (Black) can be scanned.

y These functions below are available only when the hard disk is installed in the equipment.

- Scan to File (MFP LOCAL)

- Specifying more than one network folder (REMOTE 1 / REMOTE 2)

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

y The maximum capacity in the shared folder differs depending on your model or operating environment. The total

available space in the shared folder and e-Filing can be checked on the [Device] tab in TopAccess.

y The shared folder in the equipment’s hard disk can contain a maximum of 2000 files. y The network administrator has to make settings for storing the scanned data to the client computers. For details,

refer to the TopAccess Guide.

y We recommend that you back up the data stored in the shared folder. y Delete documents stored in the shared folder when they are no longer needed.

Scanning to files

Place the original(s).

For help, refer to the Quick Start Guide.

On the control panel, press the [SCAN] button to

enter the SCAN menu.

18 Scan to File

2.BASIC OPERATION

Press [FILE].

y To store the scan in the equipment’s shared folder, proceed to step 4. y To store the scan in a network folder, proceed to step 5.

Storing data in a network folder requires the administrator to set the equipment configuration. For details, refer to the TopAccess Guide.

2 BASIC OPERATION

For the models below, press [PREVIEW] in this step and then select the scan function in order to preview your scans at the end of the operation.

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO2550C Series (only when the hard disk is installed) For instructions on how to do so, see the following section:  P.56 “Previewing Scans”

Make sure that [MFP LOCAL] is selected and highlighted.

Proceed to step 9.

If saving data in a network folder is enabled by the administrator, you can select 2 file destinations from [MFP LOCAL], [REMOTE 1] and [REMOTE 2]. If you select [MFP LOCAL], you can specify a network folder (REMOTE 1 or 2) as a remote destination. To set a network folder as a remote destination, proceed to step 5.

For equipment with no hard disk installed, only either [REMOTE 1] or [REMOTE 2] can be specified as a file destination. [MFP LOCAL] and more than one destination cannot be specified.

Scan to File 19

2 BASIC OPERATION

To store the scan in a network folder, press [REMOTE 1] or [REMOTE 2].

y If the selected remote destination (REMOTE 1 or 2) is configured by the administrator so that you can specify a

desired network folder, the screen for setting up the remote destination is displayed. Proceed to step 6.

y If the selected remote destination (REMOTE 1 or 2) is already defined by the administrator so that the scan is

saved in a specified network folder, pressing the button does not display the screen for specifying the file destination. In this case, you cannot change the file destination. Proceed to step 9. If you need to change the remote destination, ask your network administrator for help.

If saving data in a network folder is enabled by the administrator, you can select 2 file destinations from [MFP LOCAL], [REMOTE 1] and [REMOTE 2].

For equipment with no hard disk installed, only either [REMOTE 1] or [REMOTE 2] can be specified as a file destination. [MFP LOCAL] and more than one destination cannot be specified.

Select the desired file destination from the list.

1) Select the file destination.

2) Press [OK].

y If FTP, NetWare IPX, NetWare IP or FTPS is selected for the file destination, proceed to Step 9. y If SMB is selected for the file destination, proceed to Step 7. y If your desired file destination has not been registered in the equipment, press [DIRECT INPUT] and proceed to

Step 8.

20 Scan to File

2.BASIC OPERATION

If SMB is selected for the file destination, select the folder to be stored.

1) Select the folder to be stored.

2) Press [OK].

Proceed to Step 9.

Select a folder for the remote destination.

1) Select FTP, SMB, NetWare IPX, NetWare IP, or FTPS as a protocol to transfer the file.

2) Press [SERVER NAME], [NETWORK PATH], [LOGIN USER NAME], [PASSWORD] and/or [COMMAND PORT] and specify the file destination.

3) Finally, press [OK].

2 BASIC OPERATION

y [SERVER NAME] (FTP, NetWare IPX, NetWare IP, and FTPS only)

When you select [FTP]:

Enter the IP address of the FTP server. For example, to transfer the scanned data to “ftp://10.10.70.101/user01/ scan/,” enter “10.10.70.101” in this box.

When you select [NetWare IPX]:

Enter the name of the NetWare file server or the Tree/Context (when NDS is available).

When you select [NetWare IP]:

Enter the IP address of the NetWare file server.

When you select [FTPS]:

Enter the IP address of the FTP server. For example, to transfer the scanned data to “ftps://10.10.70.101/user01/ scan/,” enter “10.10.70.101” in this box.

y [NETWORK PATH]

When you select [FTP]:

Enter the path to a folder in the FTP server where you want to store the scanned data. For example, to transfer the scanned data to “ftp://10.10.70.101/user01/scan/,” enter “user01\scan” in this box.

When you select [SMB]:

Enter the network path to the folder where you want to store the scanned data.

When you select [NetWare IPX] or [NetWare IP]:

Enter the path to a folder in the NetWare file server where you want to store the scanned data. For example, to transfer the scanned data to the “sys\scan” folder in the NetWare file server, enter “\sys\scan” in this box.

When you select [FTPS]:

Enter the path to a folder in the FTP server where you want to store the scanned data. For example, to transfer the scanned data to “ftps://10.10.70.101/user01/scan/,” enter “user01\scan” in this box.

Scan to File 21

2 BASIC OPERATION

y [LOGIN USER NAME]

When you select [FTP]:

Enter the log-in user name for the FTP server if required.

When you select [SMB]:

Enter the user name to access the network folder if required.

When you select [NetWare IPX] or [NetWare IP]:

Enter the log-in user name for the NetWare file server if required.

When you select [FTPS]:

Enter the log-in user name for the FTP server if required.

y [PASSWORD]

When you select [FTP]:

Enter the log-in password for the FTP server if required.

When you select [SMB]:

Enter the password for accessing the network folder if required.

When you select [NetWare IPX] or [NetWare IP]:

Enter the log-in password for the NetWare file server if required.

When you select [FTPS]:

Enter the log-in password for the FTP server if required.

y [COMMAND PORT] (FTP and FTPS only)

Enter the port number to be used for command execution. By default, a hyphen “-” is entered in this box, and the port number set by the administrator is used. Change the entry in this box only when you want to use another port number.

y Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys,

and then press [OK] to set the entry.

y To store files in [SMB], enter the network path, login user name and password then press, so that you

can select the folder.

Define the settings for the new file as required.

1) Press [FILE NAME] and change the file name.

2) Select an option for each of the FILE FORMAT, MULTI/SINGLE PAGE and/or SECURITY settings.

3) Finally, press [OK].

y [FILE NAME]

Pressing the button displays an on-screen keyboard. Change the file name using the keyboard and digital keys, and then press [OK] to set the entry. The file name can consist of a maximum of 128 characters.

22 Scan to File

To clear the settings, press [RESET].

y Pressing adds a meaningful number, such as date and time, to the file name. The number is assigned

according to the format selected for the Date Format setting, which is available for the administrator on TopAccess. For details, refer to the TopAccess Guide.

y The trailing characters in a file name (maximum 74) may be deleted depending on the type of letters used.

2.BASIC OPERATION

y FILE FORMAT

[PDF] — Press this button to store your scan as a PDF file. [TIFF] — Press this button to store your scan as a TIFF file. [XPS] — Press this button to store your scan as an XPS file. [SLIM PDF] — Press this button to store your scan as a slim PDF file. This option is suitable when minimizing the

file size is more important than the image quality. This option is available only when [FULL COLOR] or [GRAY SCALE] is selected for the color mode setting. [JPEG] — Press this button to store your scan as a JPEG file. This option is available only when [FULL COLOR] or [GRAY SCALE] is selected for the color mode setting.

2 BASIC OPERATION

y XPS files are supported only by the following models and operating systems:

Models:

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO456 Series

- e-STUDIO856 Series

- e-STUDIO2550C Series (only when the hard disk is installed)

Operating systems:

- Windows Vista

- Windows 7

- Windows Server 2008 SP1 or later versions

- Windows XP SP2 or later versions with .NET Framework 3.0 installed

- Windows Server 2003 SP1 or later versions with .NET Framework 3.0 installed

y If the forced encryption setting is enabled, PDF is the only available file format. To learn more about the

forced encryption setting, refer to the MFP Management Guide.

y MULTI/SINGLE PAGE

[MULTI] — Press this button to store your scan as a multiple page file. When you scan several pages, the

equipment stores all the pages as a single file. [SINGLE] — Press this button to store your scan as a single file for each page. When you scan several pages, the equipment stores each page as a separate file.

y SECURITY

When PDF is selected for the file format, you can decide whether or not to encrypt the PDF file. To encrypt the PDF file, press [ON]. For further instructions on how to encrypt PDF files, see the following section:  P.75 “Encrypting PDF Files”

Scan to File 23

2 BASIC OPERATION

Press [SCAN].

y To scan 2-sided documents or change settings such as Color Mode and Resolution, press [SCAN

y For the models below, press [PREVIEW] and then [SCAN] to preview your scans.

y For the models below, you can select and set [e-FILING], [E-MAIL] or [USB] as another scan function. (Dual

SETTING].  P.46 “Changing Scan Settings”

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO2550C Series (only when the hard disk is installed)

 P.56 “Previewing Scans”

Agents)

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO456 Series

- e-STUDIO856 Series

- e-STUDIO2550C Series (only when the hard disk is installed)

 P.72 “Scanning With Dual Functions (Dual Agents)”

24 Scan to File

2.BASIC OPERATION

If the screen below appears, place another original on the original glass and press

[SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button.

y The above screen is not displayed under the following conditions:

- You scan the original from the Reversing Automatic Document Feeder without pressing [CONTINUE] to

- A scan preview is displayed.

y To cancel the operation, press [JOB CANCEL]. y To change the scan settings, press [SCAN SETTING].

 P.46 “Changing Scan Settings”

2 BASIC OPERATION

scan additional originals.

y When the equipment has scanned more than 1000 pages in a job, the “The number of originals exceeds the

limits. Will you save stored originals?” message appears. If you want to save the scans, press [YES]. If no hard disk is installed in the equipment, scanned originals cannot be saved in the equipment, however scanning can be performed until its memory is full. For the approximate number of pages which can be scanned, see the following section:

 P.18 “Scan to File”

y When the temporary workspace is full on the equipment’s hard disk, a message appears and the job is

canceled. The available workspace can be viewed on the TopAccess [Device] tab.

y If the number of jobs waiting to store scans in the equipment's hard disk exceeds 20, a message appears to

indicate that the equipment’s memory is full. In this case, wait a while until memory becomes available again or delete unnecessary jobs from [JOB STATUS].  P.42 “Viewing the scan job status”

Scan to File 25

2 BASIC OPERATION

Scan to E-mail

With this scan function, you can send your scans to a specified e-mail address as an attached file.

y The Scan to E-mail function requires the network administrator to set the equipment configuration. y These functions below are available only when the hard disk is installed in the equipment.

- Saving scans as XPS files

- Previewing scans

- Scanning With Dual Functions (Dual Agents)

Scanning to e-mail

Place the original(s).

For help, refer to the Quick Start Guide.

On the control panel, press the [SCAN] button to

enter the SCAN menu.

Press [E-MAIL].

y If the User Authentication for Scan to E-mail setting is enabled by the administrator on TopAccess, the

AUTHENTICATION screen is displayed. In this case, proceed to step 4.

y If the User Authentication for the Scan to E-mail setting is disabled by the administrator, proceed to step 5.

For the models below, press [PREVIEW] in this step and then select the scan function in order to preview your scans at the end of the operation.

- e-STUDIO4540C Series

- e-STUDIO6550C Series

- e-STUDIO2550C Series (only when the hard disk is installed) For instructions on how to do so, see the following section:  P.56 “Previewing Scans”

26 Scan to E-mail

2.BASIC OPERATION

On the AUTHENTICATION screen, complete the user authentication.

1) Press [USER NAME] and enter the user name.

2) Press [PASSWORD] and enter the password.

3) Finally, press [OK].

2 BASIC OPERATION

Press [TO].

Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys, and then press [OK] to set the entry.

The above screen is displayed only when the User Authentication for Scan to E-mail setting is enabled on TopAccess by the administrator. If this screen is displayed, you must enter your user name and password to log in to the SCAN TO E-MAIL screen. For the user name and password, ask your network administrator.

Scan to E-mail 27

2 BASIC OPERATION

Specify the e-mail address(es) that you want to send to.

1) Press [INPUT @].

2) Enter an e-mail address using the keyboard and digital keys, and then press [OK] to set the entry.

3) Finally, press [OK].

You can specify e-mail addresses in various ways. For details, see the following section:  P.58 “Specifying E-mail Addresses”

The entry in the FROM ADDRESS box (→ step 9) may already be set by the administrator on TopAccess. (Refer to the TopAccess Guide for descriptions of the E-mail Setting and/or the User Authentication for Scan to E-mail setting.) In this case, you can start sending your scans by specifying the e-mail address(es) and then pressing [SEND] or the [START] button.

Press [SUBJECT] and [BODY] and enter each item.

y To clear the settings, press [RESET]. y Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys,

and then press [OK] to set the entry. The maximum number of characters allowed for each box is as follows:

- [SUBJECT]: 128 characters

- [BODY]: 1000 characters

y To add another contact, press [CC] or [BCC] to add the E-mail address of the contact. y When the e-mail is sent, the date and time are automatically added to the subject. y The administrator can change the body text. For details, refer to the MFP Management Guide or the

TopAccess Guide.

y Pressing adds a meaningful number, such as date and time, to the subject. For details, refer to the

TopAccess Guide.

28 Scan to E-mail

+ 94 hidden pages