Network Fax Operator’s Guide
Version 2.2.1
Your guide to using the Network Fax option with
your e-STUDIO Electronic Document Processing System
Table of Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Supplemental References . . . . . . . . . . . . . . . . . . . . . . . . . . vii
1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Functional Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Installing the Network Fax Kit. . . . . . . . . . . . . . . . . . . . . . . . 6
Installing the GL-Fax Driver . . . . . . . . . . . . . . . . . . . . . . . . . 6
Uninstalling the Driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
What are Fax Properties? . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Setting Fax Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Setting up Mailboxes for Incoming Fax Routing. . . . . . . . . . 22
GL-1010 Network Fax Operator’s Guide i
4 Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Summary Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using the Network Fax Function . . . . . . . . . . . . . . . . . . . . 36
Managing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5 GL-FAX Address Book Viewer . . . . . . . . . . . . . . . . . . . . . . . . 55
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Running the GL-Fax Address Book. . . . . . . . . . . . . . . . . . . 56
Navigating the Address Book . . . . . . . . . . . . . . . . . . . . . . . 57
Managing Your Private Address Book . . . . . . . . . . . . . . . . . 58
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
ii GL-1010 Network Fax Operator’s Guide
Preface
The Network Fax Operator’s Guide provides detailed instructions for
installing, setting up, and using the Optional Network Fax Feature. With
this option installed, you can perform the following functions:
Fax electronic documents from your workstation.
Use the GL Fax Driver installed on your workstation to manage faxes,
select recipients, and send electronic documents from your desktop.
Use the GL Fax Address Book installed on your workstation to
manage recipient information.
This Preface introduces fax functionality and defines the scope and
audience of this guide.
Introduction
Optional Network Fax Feature
Congratulations on purchasing TOSHIBA’s Optional Network Fax Feature
for the e-STUDIO Electronic Document Processing System. Both products
incorporate the latest in state-of-the-art digital and computer technology.
When the Fax and Address Book software is installed, the digital copier
becomes an all-inclusive network printer with remote LAN and fax
capability. The e-STUDIO Electronic Document Processing System and
GL-1010 Network Fax Operator’s Guide iii
GL-Fax Address Book software distinguishes it from other network faxing
or addressing solutions, providing easy-to-use, fully comprehensive
solutions. Workgroups will enjoy exploiting the almost limitless
capabilities of the digital copier.
Intended Audience
Who Should Read This Guide?
This guide is intended for people using the GL-Fax and Address Book
optional features. It provides detailed instructions on configuring and
using the GL-Fax software and Address Book Editor.
This guide is not intended for digital copier service technicians or
operators. For information on using and maintaining the TOSHIBA digital
copier, refer to the Toshiba Operator’s Guide for Copying Functions or
contact your Toshiba authorized dealer for support.
Scope
This guide assumes that you are familiar with the software applications
you are using to create your documents for printing. Document setup or
application-specific printing functions are not covered in this manual.
iv GL-1010 Network Fax Operator’s Guide
Styles and Conventions
This guide employes several typographic styles to visually convey
information. The following table lists the styles and illustrates their use.
Styles and Conventions Used In This Guide
STYLE USAGE DESCRIPTION EXAMPLE
BOLD, SANS
SERIF FONT, ALL
CAPS
SANS SERIF FONT,
ALL CAPS
All hard keys on the copier
control panel.
All soft keys and function
tabs on the copier LCD touch
screen.
Bold, sans serif
font, initial caps
Names of buttons, controls,
tabs, and menu options
(items).
Courier Screen messages and text
you type in a field or at the
command line.
<Brackets
enclosing
variable text>
Italic, blue,
underlined
Variable text that is to be
replaced with specific text
applicable to your network.
Cross-reference to additional
information.
Press START.
Press ADMIN.
Double-click Properties and click Services.
From the Start menu, choose Programs >
TOSHIBA GL-Client Software >
TopAccessDocMon
.
Type the following command: setup.exe
Enter GL<device name>, where device
name is the Microsoft Computer Name
assigned to the controller.
See, Scanning on page 25 for the steps
required to scan images.
Light blue and
underlined
Indicates text that is linked on
a web page. This text is not
Click the Install Software link at the
bottom of the page.
linked in the documentation.
GL-1010 Network Fax Operator’s Guide v
Manual Organization
Chapter 1, Overview on page 1 summarizes the features and
functionality of the Optional Network Fax Feature.
Chapter 2, Installation on page 5 summarizes procedures for installing
software required to enable the fax printing and online address books on
the digital copier to selecting recipients and setting fax properties.
Chapter 3, Setup on page 15 defines what are fax properties and how
they and where they are defined.
Chapter 4, Faxing on page 35 summarizes the steps required to utilize
the GL Fax Driver from printing to the fax driver to selecting fax
recipients.
Chapter 5, GL-FAX Address Book Viewer on page 55 summarizes how to
use the GL-Address Book, from adding contacts and groups to importing
and exporting address book database information.
vi GL-1010 Network Fax Operator’s Guide
Supplemental References
In addition to the information in this guide, the following reference
materials are available to assist you in using and optimizing your
controller:
Toshiba Operator ’s Guide for Copying Functions
This manual describes the digital copier functions: how to make copies,
maintain the copier, and troubleshoot mechanical and copying problems.
Quick Start Guide
The purpose of this guide is to introduce the controllers, summarize
installation and operational procedures, and describe system
requirements and specifications. A printed copy of this manual ships with
the controller.
Administrator’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM. It is intended for the network administrator and contains
detailed information for installing, configuring, and troubleshooting the
controller.
Operator’s Guide
This guide provides detailed instructions for installing and using the
printer drivers and the job monitoring utility, TopAccessDocMon, to print
to the Electronic Document Processing System. It also describes how to
use the web-based application TopAccess to monitor and manage print
jobs. You can find the .pdf version of this guide on the e-STUDIO Client
CD-ROM.
TopAccessComposer Operator ’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM and on the e-STUDIO Client CD-ROM. It contains information on
storing, managing, editing, and printing documents using the web-based
tool, TopAccessComposer.
Scan Operator’s Guide
You can find a .PDF version of this guide in the e-STUDIO Client CD-ROM.
It provides information on enabling network scanning functionality via
the controller and includes procedures for configuring scan functionality
GL-1010 Network Fax Operator’s Guide vii
using the web-based utility, TopAccess. The guide also provides
instructions for local scanning and remote management of scan jobs.
Application-Specific Online Help
All of the Electronic Document Processing System software and drivers
come with application-specific online help. Click Help or choose the
Contents and Index options from the Help menu. For web-based help in
TopAccess, click the Help link.
viii GL-1010 Network Fax Operator’s Guide
1 Overview
TOSHIBA’s Network Fax Option for the digital copier with the e-STUDIO
Electronic Data Processing System simplifies and facilitates your office
facsimile needs by enabling you to fax digital documents directly from
your desktop.
GL-1010 Network Fax Operator’s Guide 1
Functional Highlights
The network GL Fax Driver software enables you to fax documents
electronically from your computer to one or more recipients or contact
groups. You can define a variety of fax job properties, from the send list to
fax resolution. The GL-Fax driver is complimented by the GL-Fax address
book viewer. This combination of applications lets you manage a selection
of fax recipients and access the TOSHIBA Address Book.
So ft wa re C om po n en ts
Note: Faxing hard copy documents must be performed as a walk-up
function at the copier control panel.
Fax Driver
The GL-Fax driver lets you setup send lists and send electronic
documents from your PC to one or more contacts or groups. You print to
the fax driver in much the same way as you would print to a normal
printer, which makes using the GL-Fax driver quick and easy. You can
select the fax properties, which are the attributes that define sender and
recipient information, such as dialing options, sender information, fax
resolution, and page layout.
Other features include:
An easy-to-use fax scheduler that allows you to setup a date and time
to transmit your fax
A complete set of fax transmission options that give you complete
control over the transmission and appearance of your fax.
A comprehensive set of cover page options which may include sender
and recipient information and a detailed message. Sender and
recipient information is maintained online, allowing you to add all or
part of this data to your cover pages whenever you need
Address Book Viewer
With the GL-Fax Address Book Viewer you can add or modify fax recipient
names and fax numbers to the TOSHIBA Address Book.
This utility allows you to:
Manage recipients of the fax
Select and view fax recipients from the address book
2 GL-1010 Network Fax Operator’s Guide
Select and view recipient fax numbers and other contact information
Import or export address book data to and from other address book
programs
GL-1010 Network Fax Operator’s Guide 3
4 GL-1010 Network Fax Operator’s Guide
2 Installation
This chapter includes procedures for installing the software that enables
fax printing and online address book functions for the digital copier.
TOSHIBA recommends that you read these instructions in their entirety
before beginning the installation process.
GL-1010 Network Fax Operator’s Guide 5
Installing the Network Fax Kit
Before you can begin using the TOSHIBA optional Network Fax Feature
for the e-STUDIO system, you must install the software using the e-
STUDIO Fax Client CD-ROM provided. Use the InstallShield client software
setup process. This section describes several ways to add the fax driver to
a user’s workstation.
Note: You must have a facsimile board installed in the e-STUDIO
digital copier before you install the fax software. This information is
provided as an overview only. For additional information refer to the
Administrator’s Guide.
Installing the GL-Fax Driver
You can either install the software on each workstation from the supplied
CD-ROM, or upload the software to the controller and use the TopAccess
application to install the software on the workstations.
The recommended installation location is: C:\Program
Files\TOSHIBA\TOSHIBA e-STUDIO GL-Fax and Address Book.
Installing From the CD-ROM
1 Insert the e-STUDIO Fax Client CD-ROM into the CD-ROM drive.
2 If AutoRun is enabled, the setup program begins automatically.
If not, choose Run from the Start menu and then locate the setup.exe
file on the CD.
3 Click OK to launch the setup program.
6 GL-1010 Network Fax Operator’s Guide
The installation wizard leads you through the process of installing the
fax driver and address book.
InstallShield Setup Window
4 Follow the setup wizard as it leads you through the installation steps.
You are prompted to supply the following information:
Enter a destination directory or accept the default location, which
is C:\Program Files\GL-1010\Toshiba e-STUDIO GL-Fax &
Address Book.
Select the TOSHIBA e-STUDIO28-45 GL-Fax and TOSHIBA e-STUDIO28-45
GL-Address Book
.
e-STUDIO Fax Client CD-ROM InstallShield Window
GL-1010 Network Fax Operator’s Guide 7
Enter the network path to the printer or the queue name as
\\<device name>\dssc.
Note: The dssc internal queue is the only queue that supports fax.
The Select Port Dialog Box
Select a program group to which the tools icons will be added, or
accept the default folder, TOSHIBA e-STUDIO GL Client.
InstallShield Wizard -- Select Program Folder Page
When the setup program finishes copying the necessary files to
your computer, you are prompted to view the ReadMe file.
Deselect the checkbox if you want, and then click Finish to exit the
Setup Wizard. If you select a new file location, the directory name
must conform to the DOS 8.3 naming convention of an
eight-character file name and a three-character file extension.
8 GL-1010 Network Fax Operator’s Guide
5 Reboot the workstation.
6 Verify the installation by selecting the TOSHIBA GL Address Book from the
TOSHIBA e-STUDIO GL Client program group. If the GL-Address
Book Editor does not open, repeat Steps 1-5.
Adding Printers
The following procedure varies for Windows 9x, Windows Me,
Windows NT, Windows 2000, and Windows XP. The screen shots in the
procedure below illustrate the Windows 2000 options, but differences
from Windows 9x, Windows Me, Windows NT, and Windows XP options
are noted.
1 From the Windows Start menu, choose Settings > Printers.
2 From the Printers window, double-click Add Printer to launch the Add
Printer Wizard.
3 Click Next.
4 Depending on the operating system, select the following option:
Windows 9x/NT/Me/2000/XP: Local Printer
Add Printer Wizard -- Select Printer Type
GL-1010 Network Fax Operator’s Guide 9
5 Click Next. The Select Printer Port dialog box opens.
Add Printer Wizard -- Select Printer Port
6 If the port already exists, scroll down the list of ports and select the
\\<device name>\dssc port.
If the port does not exist, select Create New Port, then select Local Port
and click OK.
Enter \\<device name>\dssc in the Port Name dialog box and click
Next.
Add Printer Wizard -- Select Printer by Manufacturer and Type
7 Click Next.
8 Click Have Disk.
9 Place the e-STUDIO Fax Client CD-ROM in the CD-ROM drive and
select the CD-ROM drive in the dialog box.
10 GL-1010 Network Fax Operator’s Guide
10 Double-click the correct folder for your operating system:
Fax 2K-XP for Windows 2000 and Windows XP
Fax 9x-Me for Windows 9x or Windows Me
Fax NT for Windows NT
11 Double-click the correct language folder.
12 Select the OEMSETUP.INF file and click Open.
13 Click OK.
14 Select the driver from those displayed.
Add Printer Wizard -- Select the Fax Driver
15 Click Next.
Note: The fax driver is not Windows certified. If you receive a message
stating that the Digital Signature was not found, click Yes to install
the driver.
16 Follow the Add Printer Wizard as prompted until you are notified that
the fax driver has been installed successfully.
Note: If the Add Printer Wizard detects previously installed software,
you are prompted to either keep or replace the existing driver. If the
controller software has been updated recently, TOSHIBA recommends
that you replace the driver. Otherwise keep the existing driver.
GL-1010 Network Fax Operator’s Guide 11
The new fax driver now appears in the Windows Printer folder.
Windows Printers Window with Fax Driver Highlighted
Installing from TopAccess
If the system administrator has uploaded the software to the controller,
users can install the software on their workstations by downloading it
from the controller through TopAccess.
1 Open TopAccess from your workstation.
12 GL-1010 Network Fax Operator’s Guide
2 Click the Install Software link at the bottom of the page.
TopAccess -- Install Client Software Page
3 Click the Fax Driver link.
4 Check the boxes for the software components that you want to install.
5 Click Install.
Uninstalling the Driver
If you want to remove the client software from your local workstation, you
can do so.
1 If open, close the GL-Fax Driver or GL-Fax Address Book
applications.
2 Insert the e-STUDIO Fax Client CD-ROM into the CR-ROM drive. If
AutoRun is enabled, the InstallShield Setup Wizard runs
automatically.
Otherwise, choose Run from the Start menu and then locate the
setup.exe file on the CD-ROM.
GL-1010 Network Fax Operator’s Guide 13
3 Click OK to launch the setup program.
Uninstall Wizard
4 Select Remove to uninstall all previously installed e-STUDIO
components from the client workstation.
5 Follow the instructions in the setup wizard as files are removed from
your system.
6 Click Finish to exit the setup program.
You may need to reboot your system before all components, such as the
program items from the Windows Start menu, are completely removed.
14 GL-1010 Network Fax Operator’s Guide
3 Setup
Before you use the fax capability of the system, you should set up several
options including:
Sender Information
Your Address Book
Mailboxes for incoming fax routing
This chapter explains how to customize your fax capability for your
specific needs.
GL-1010 Network Fax Operator’s Guide 15
What are Fax Properties?
Fax properties are the attributes users can set to define sender and
recipient information, final fax appearance, and time for processing fax
jobs. For example, you may select Send Fax Now or Send Fax Later which
determines when the fax will be transmitted. You might also select fax
properties such as resolution and page orientation. You can select
individual contacts and groups to be added to the send TO list. The names
listed in the send TO list define whom the fax will be sent to. The fax driver
includes many user-configurable properties, which are intuitively
organized on property pages.
Printer Versus Document Print Properties
Fax properties come in two varieties: fax sticky and document sticky. That
is, some properties are specific to the fax device (fax sticky, are associated
with the fax device itself), while others pertain only to the document being
printed (document sticky, are associated only with that particular
document). Examples of document print properties include orientation
and input source.
There are two ways to set properties: through the Windows Printers folder
or within the application you are printing from. Generally, you can set fax
attributes and, in Windows NT/2000 and Windows XP environments,
document attributes via the Printers folder. You can use Document
Defaults (Windows NT 4.0) and Printing Preferences (Windows 2000 and
XP) via the Printers folder to set the document attributes and printer
attributes. By contrast, those properties set within an application are
document sticky only; when you close the application, the print
properties you set are lost.
Furthermore, some applications allow you to specify attributes that are
mirrored by the driver. For example, most applications allow you to define
the page orientation from a Page Setup or similar dialog box. Whenever
this is the case, the application settings defined for the document take
precedence over the driver settings. So, to continue with the above
example, if the page setup indicates a portrait orientation, and you select
the landscape property within the driver, the document is printed in
portrait mode.
16 GL-1010 Network Fax Operator’s Guide
Setting Fax Properties
Accessing Fax Properties
The GL Fax Driver utility allows you to set up and configure fax
properties, such as sender and recipient information and cover sheet
details. Specifically, you can perform the following functions:
Select fax recipients from the address book
Add new contacts to the address book
Set the fax resolution
Delayed fax
Update recipient information
Customize cover sheets
To access the fax properties, users select the Properties button from the
Print dialog box. For further instructions, refer to (Sending Faxes chapter)
Send Properties
The Send Properties page enables you to select fax recipients, contacts
and groups, from the address book.
The address book list control allows users to navigate through the
address book hierarchy, and access the properties of a selected item.
The Send page is divided into two panes. The left pane contains the
Groups. The right pane displays the members of the selected group or if
the Toshiba e-STUDIO GL Address Book is selected, all of the members of
the entire address book. Selecting a group in the left pane displays all the
members of the selected group in the right pane.
To list box contains the list of recipients. When you select a contact
The
and click the Add button, the contact moves to the To recipients list.
Selecting a group in the left pane without selecting any individual
member of the group in the right, then clicking the Add button, adds the
selected group and all of its members to the To list.
Using the Send page users can define the fax transmission schedule,
resolution and page layout, department code, and setup fax scheduling.
GL-1010 Network Fax Operator’s Guide 17
For further information, refer to Faxing
Address book list
on page 35.
To list
Selected address book data
Resolution options
Paper size
Delayed fax
Address Book List: contains a listing of all the contacts and groups
in the address book. Selecting a contact or member in the list
displays the contact or members of the group in the right pane.
Selected Address Book Data: contains the people and groups
selected from the address book.
Resolution Options: select the resolution at which the fax
transmission will be sent.
Paper Size: Select the paper size of the original document.
Department code
Orientation
Edit button
Fax Driver Properties -- Send Tab
Delayed Fax: allows users to Send Fax Now or Send Fax Later.
To: contains the list of the selected fax recipients.
Department Code: Maximum 5-digit department code to identify
sending department.
Orientation: identifies the orientation of the original document.
Edit: lets you set the scheduled date and time.
Paper Size Conversions
For document size, A4, B4, A3, LT, LG Computer, LD, and Folio, are
acceptable original sizes. The size of the originals that can be sent is
determined by (negotiation?) annotation with the destination fax. Once
the fax communication is negotiated, the size of the original is converted
18 GL-1010 Network Fax Operator’s Guide
on the FAX board. If the client user uses a document size other than one
of the above sizes, it is converted according to the following table:
Original Document Scale To Action
A5 A4 Rotate 90
B5 B4 Rotate 90
Statement Letter Rotate 90
Smaller A5 or Statement A4 Add white lines
Larger then A3 A3 Reduce to A3
Larger then Ledger Ledger Reduce to Ledger
Contact Properties
The Contact Properties dialog box opens whenever a user double-clicks a
contact in the Contact List (right pane) of the Send Properties page. The
Contact Properties dialog allows users to enter all the contact information
for a fax recipient such as a Prefix, First Name, Last Name, Display,
Suffix, Company, Department, Fax Number, E-mail Address, Use Sub
Address and Password (check box), Sub Address, Password, and Notes.
GL-1010 Network Fax Operator’s Guide 19
For further information, refer to GL-FAX Address Book Viewer
page 55.
on
Fax Driver Properties -- Contact Properties Dialog Box
Cover Sheet Properties
The Cover Sheet property page lets users send a cover sheet with a fax
transmission. The cover sheet is merged with the recipients in the To list
in the Send page to create a final fax cover sheet. Users can select what to
20 GL-1010 Network Fax Operator’s Guide
include on the cover sheet such as sender or recipient information. For
further information, refer to Faxing Chapter.
Cover sheet
Subject line
Message
Sender information
Recipient information
Reference number
Fax Driver Properties -- Cover Sheet Tab
Cover Sheet: adds a cover sheet and sends it as the first page of the
fax transmission.
Subject: enter a subject line which will be included on the cover
sheet.
Message: add a message which will be included on the cover sheet.
Sender Information: check to include the sender information on the
cover sheet.
Recipient Information: check to include the recipient information
on the cover sheet. Click the checkboxes for the types of recipient
information to add to the cover sheet as well.
Name
Company
Department Name
Fax Number
Reference Number: click to enable the reference number text box
and to include the reference number on the cover sheet. If you want
to include a reference number, enter the number in the text box.
GL-1010 Network Fax Operator’s Guide 21
Sender Properties
The Sender Information page allows users the ability to enter the sender’s
personal information to be displayed on outbound faxes. For further
information, refer to Faxing Chapter.
Note: This information is only displayed on the cover page if Sender
Information
The sender information entered here
appears on the fax cover sheet.
is selected on the Cover Sheet page.
Fax Driver Properties -- Send Tab
Setting up Mailboxes for Incoming Fax Routing
In TopAccess, you can set up mailboxes for incoming fax routing.
TopAccess allows you to specify a mailbox number, owner, comment,
notification options, and e-mail address.
A user can assign a password to each mailbox if needed. This password is
for the protection of the mailbox, but does not apply to a fax job's senderspecified password. This means that even if the sender-specified
password of a fax job does not match the mailbox password, the job is not
rejected and is treated as a normal inbound fax job. Mailboxes with a
password are shown with a lock icon.
By default, the system has two predefined mailboxes.
- : For jobs without a sub address, shown as - (Undefined)
? : For jobs with an unknown or undefined sub address, shown as ?
(Unregistered)
These system mailboxes cannot be deleted but their properties, except the
mailbox number, can be edited. Using these special mailboxes, users can
22 GL-1010 Network Fax Operator’s Guide
process any fax jobs routed to the controller without having to create any
other mailboxes.
Creating a New Mailbox
To set up a mailbox for incoming fax routing:
1 Click the Fax tab.
2 Click the Mail Boxes submenu.
Fax Tab -- Mail Boxes Page
GL-1010 Network Fax Operator’s Guide 23
3 Click
New. The New Mailbox page opens.
New Mail Box Page
4 Enter the box number (required) in the Box Number text box.
Note: If the mailbox number created exists also in the copier fax, the
incoming fax is not routed to the controller.
5 If desired, enter the Owner and Comment in the respective text boxes.
6 If you want to password protect this mailbox, click the
this template
Confirm Password fields.
7 If you checked the
a password into the
checkbox. Checking this box enables the New Password and
Password protect this template checkbox in Step 6, type
New Password text box.
Password protect
8 If you checked the Password protect this template checkbox in Step 6, type
the same password into the
Confirm Password text box.
9 Select any notification options and enter an e-mail address.
24 GL-1010 Network Fax Operator’s Guide
10 Click New Agent. The New Agent dialog box opens.
The New Agents Dialog Box
11 Enter an Agent Name in the text box.
12 Select a transfer agent from the Select an Agent pull-down list.
Depending on the agent you select, the remainder of the fields will
vary.
TWAIN:
Nothing more to configure
File:
Location - The location is pre-configured by the administrator.
Depending on the configuration, you may have to enter the name
of the network folder of your choice or choose from a predetermined folder on the network or the folder in the controller
Path - The path is also pre-configured by the administrator.
Depending on the configuration, you may have to enter the name
of the network folder of your choice or choose from a predetermined folder on the network or the folder in the controller
File Name - Type in the filename you want for the incoming fax
GL-1010 Network Fax Operator’s Guide 25
File Format - Select the file format from SinglePage TIFF (G4),
MultiPage TIFF (G4), or PDF
File Agent Settings
E-mail
From (Your Name) - Enter your name
Return E-mail Address - Enter an e-mail address or e-mail
addresses separated by commas
To - Enter an e-mail address or addresses separated by commas
or click the To link to select from the address book
Subject - Enter a subject
26 GL-1010 Network Fax Operator’s Guide
Body Text - Enter the message you want to send or No Message
E-mail Agent Settings - Top of Screen
Attachment File Format - Select the file format from MultiPage
TIFF (G4)
or PDF
Message Fragmentation - Select the desired fragmentation
E-mail Agent Settings - Bottom of Screen
iFax
From (Your Name) - Enter your name
Return E-mail Address - Enter an e-mail address or e-mail
addresses separated by commas
GL-1010 Network Fax Operator’s Guide 27
To - Enter an e-mail address or addresses separated by commas
or click the To link to select from the address book
Subject - Select the predefined Subject or enter one of your own
Body Text - Enter the message you want to send or No Message
iFax Agent Settings - Top of Screen
Attachment File Format - The format used is TIFF-S
Message Fragmentation - Select the desired fragmentation
iFax Agent Settings - Bottom of Screen
TopAccessComposer
TopAccessComposer Folder - Enter the folder name where the
routed fax is to be deposited. The folder may or may not exist.
28 GL-1010 Network Fax Operator’s Guide
Folder names consist of ASCII characters except for the following:
/ \ : * ? " <> | & = # ' % ; . [ ] { } and space. The maximum size of
a folder name is 64 characters.
Folder Type - Select Public, Private, or Department from the pull-
down list
Folder Path - The path name is shown in this text box and
cannot be changed
Login Name - Enter your TopAccessComposer login name
Password - Enter your TopAccessComposer password
Confirm Password - Enter your TopAccessComposer password
again
Document Name - Type the document name that you want. The
document name is automatically determined for you at the time
of reception by what you enter in this field
TopAccessComposer Agent Settings
FTP Server
FTP Server - Enter the name or IP address of the FTP server
where you want to send the fax
FTP Server Port - Enter the FTP server port number
User Name - Enter the user name for the account that has access
to the FTP server
Password - Enter the password for the account that has access to
the FTP server
GL-1010 Network Fax Operator’s Guide 29
Retry when FTP transfer fails - Check this box to enable transfer
retries. Checking this box enables the Retry Count and Retry Interval
fields
Retry Count - Select the number of retries from the pull-down list
Retry Interval - Select the number of minutes between retries
from the pull-down list
FTP Server Agent Settings - Top of Screen
File Path - Enter the file path to the directory where you want the
fax sent
File Name - Enter the file name for the fax
File Format - Select the file format from SinglePage TIFF (G4),
MultiPage TIFF (G4), or PDF
30 GL-1010 Network Fax Operator’s Guide
Overwrite existing file of the same name - Check this box if you
want the fax file to overwrite and replace earlier faxes or other
documents with the same name.
FTP Server Agent Settings - Bottom of Screen
13 Click OK to add the agent to the mailbox or Cancel to return to the New
Mailbox page without adding the agent.
14 To add another agent, click New Agent again. To edit an existing agent,
select the agent from the list and click Edit Agent. To remove an agent
from the list, select the agent and click Delete Agent.
15 When you have finished adding agents, click OK to create the mailbox
or Cancel to return to the Mail Boxes page without adding a mailbox.
It is possible to override the controller mailbox by editing or creating a
mailbox from the copier front panel that has the same number. In this
case, the copier mailbox takes control over the fax job with the defined
sub address and the mailbox in the controller is ignored.
Editing an Existing Mailbox
To edit a mailbox for incoming fax routing:
1 Click the
2 Click the
Fax tab.
Mail Boxes submenu.
GL-1010 Network Fax Operator’s Guide 31
3 Click
Edit. The Edit Mailbox page opens.
Edit Mail Box Page
4 Change the box number (required) in the Box Number text box.
Note: If the mailbox number created exists also in the copier fax, the
incoming fax is not routed to the controller.
5 If desired, enter or change the Owner and Comment in the respective
text boxes.
6 If you want to password protect this mailbox, click the Password protect
this template
Confirm Password fields. To disable password protection, click the check
checkbox. Checking this box enables the New Password and
box again to clear it.
7 If you checked the
a password into the
8 If you checked the
Password protect this template checkbox in Step 6, type
New Password text box.
Password protect this template checkbox in Step 6, type
the same password into the Confirm Password text box.
9 Select any notification options and enter an e-mail address.
32 GL-1010 Network Fax Operator’s Guide
10 Add or edit the agent(s) using the New Agent, Edit Agent, and Delete
Agent buttons. See Creating a New Mailbox on page 23 for details of
setting the agent settings.
11 When you have finished editing the mailbox, click OK to enable your
changes or Cancel to return to the Mail Boxes page without changing
the mailbox.
GL-1010 Network Fax Operator’s Guide 33
34 GL-1010 Network Fax Operator’s Guide
4 Faxing
This chapter includes step-by-step procedures for printing to the fax
driver, selecting recipients, optionally including cover sheets, and sending
a fax from within an application. It also outlines several methods of
retrieving routed fax documents.
Overview
You can use the GL-Fax Driver to electronically fax documents from your
computer to one or more recipients.In addition, you can select fax
properties, fax schedule options, include fax cover sheets, and edit sender
information.
Summary Steps
The following outline summarizes the steps for sending a fax from your
desktop:
Print to the fax driver.
Add recipients’ names and fax numbers.
Select a default cover page (optional).
Send the fax.
Note: Faxing hard-copy documents must be performed as a walk-up
function from the digital copier control panel.
GL-1010 Network Fax Operator’s Guide 35
Using the Network Fax Function
Preparing Documents for Faxing
To see how objects such as headers, footers, or graphics, will be
positioned on a fax page, switch to the page layout view of your
application. If the software application you are using provides a Print
Preview
Faxing from Windows Applications
In most Windows applications, you can print an open document to the
network-connected digital copier.
1 Choose Print from the File menu.
2 From the list of printers, select the digital copier that has the fax
3 Click Properties.
option, you can use it to view your fax before sending it.
Note: Refer to the application printed documentation and online Help
for details of the menu path and print options.
option installed.
Depending on the application you are using, you may have to access
printer properties from a Setup or Options button instead. Consult your
user documentation if you are unsure.
Properties button
Print Dialog Box (Microsoft Word)
The GL-Fax Driver main dialog box opens, with the Send tab
displayed.
36 GL-1010 Network Fax Operator’s Guide
4 Set the desired fax properties from the GL-Fax Driver dialog box tabs.
Use the Properties button to access the dialog boxes to set up your fax.
Fax Driver Properties -- Send Tab
Each property sheet contains settings that control the way your fax is
printed, when it will be sent, who will receive the fax, and cover sheet
options. The following sections summarize the options included on
each tab.
Selecting Recipients
You must specify at least one recipient in order to fax a document.
1 Choose
2 Click
Print from the File menu.
Properties.
GL-1010 Network Fax Operator’s Guide 37
3 From the Send page, select the
Address Book from the drop-down
menu. You can select the TOSHIBA Address Book, the Copier Address Book,
the MAPI Address Book, or the MS Outlook Express Address Book.
To access the Copier Address Book, the TCP/IP network protocol
must be installed and enabled on both the controller and the
workstation.
Only the TOSHIBA Address Book is editable, all other address books
are opened in read-only mode.
Address book list
Contact list
Fax Driver Properties -- Send Page
Note: To select a MAPI address book, one must exist on your local
workstation. You cannot access a MAPI address book over the
network.
4 Select the fax recipients from the
Select the TOSHIBA Private Address Book to display all members of the
address book in the
Select a group from the Address Book List (left pane), to display all
Contact List.
Contact List (right pane).
members of a group in the Contact List (right pane).
Select a group from the Address Book List (left pane) without
selecting an individual member in the
Contact List (right pane, to
add all members of a group to the Send To List.
Select a person from the Contact List, to include that individual in
the Send To List.
Note: You can select multiple recipients from the list. You can also
select multiple groups as recipients. If a group is selected as a
recipient, all members of the group are added to the recipient list.
38 GL-1010 Network Fax Operator’s Guide
5 Click Add. The recipients are added to the Send To list.
6 Continue setting up the fax by setting the fax properties as desired.
When finished, click OK.
Adding a New Recipient
You can add a recipient who is not currently listed in the address book.
1 From the Send page, click New... . The New Contact dialog box opens.
New Contact Dialog Box
2 Complete the fax recipient’s contact information.
3 Optionally, check the Add to Address Book check box to add the recipient
to the address book.
GL-1010 Network Fax Operator’s Guide 39
4 Click
Fax Driver Properties: Send Tab with Send To List Entry
OK to add the recipient to the To list.
Removing Recipients
If you inadvertently added one or more fax recipients to the Send To list,
you can remove them.
1 From the Send page, select the recipient whom you want to remove
from the Send To list.
2 Click Remove.
That person is removed from the fax transmission.
40 GL-1010 Network Fax Operator’s Guide
Setting Fax Resolution, Page Size, and Orientation
You can set various fax properties when you prepare a fax to be sent.
1 From the Send tab, set the fax properties as desired.
Resolution
Paper Size
Department Code
Orientation
Fax Driver Properties: Send Tab
Resolution: Choose from: Standard 200X100 dpi, Fine 200X200 dpi, Super Fine
200X400 dpi
, or Ultra Fine 400X400 dpi.
Paper Size: This is the paper size of the original document. Choose from:
Letter, A4, Legal, Statement, Ledger, Folio, A3, A5, B4, B5, or Computer.
Acceptable page sizes for fax transmission are A4, B4, A3, Letter, Legal,
Computer, Ledger, and Folio. The page size that can be sent is determined by
negotiation with the destination fax unit. If the original document uses a
different page size, it is converted before transmission according to the
following table:
Original Paper Size Scale To Action
A5 A4 Rotate 90
B5
Statement Letter Rotate 90
Smaller A5 or Statement A4 Add white lines
Larger then A3 A3 Reduce to A3
Larger then Ledger
B4 Rotate 90
Ledger Reduce to Ledger
GL-1010 Network Fax Operator’s Guide 41
Department Code: A numeric code of up to five digits that identifies the
sending department.
Orientation: This is the orientation of the original document,
Landscape.
Portrait or
Preparing the Cover Sheet
You can choose to send a cover sheet with your fax transmission. The
cover sheet is merged with the recipient Send To list data to create a final
fax cover sheet. You can select what to include on the cover sheet such as
sender or recipient information.
Note: If you choose to include recipient information on the cover
sheet, and if there are more recipients than can be listed on a single
page, the fax driver generates as many cover sheets as required to
include all the recipients.
1 Choose Print from the File menu.
2 Click Properties.
3 In the GL-Fax Properties dialog box, click the Cover Sheet tab.
4 From the Cover Sheet drop-down list select the style of cover sheet:
Standard, Business, or Professional.
Cover Sheet Style
Fax Driver Properties: Cover Sheet Tab
5 Enter the subject title to be printed on the cover sheet in the
field. The maximum field length is 40 characters.
Subject
42 GL-1010 Network Fax Operator’s Guide
6 Enter the message to be printed on the cover sheet in the Message
field. The maximum field length is 500 characters.
Note: If you use ENTER to start a new line in the message area, it
counts as two characters.
7 Optionally, check the Sender Information check box to include your
information on the cover sheet. You must also complete the Sender
Information
tab to display this information. For instructions, refer to
Sender Properties on page 22.
8 Optionally, check the Recipient’s Information check box to include the
recipient information on the cover sheet. You can select any
combination of Name, Company, Department Name, or Fax Number by
checking the appropriate check boxes.
9 Optionally, check the Reference Number check box to include a fax
reference number on the cover sheet. Type the reference number in
the adjacent field.
Entering Sender Information
1 Choose Print from the File menu.
2 Click Properties.
Fax Driver Properties -- Sender Information Tab
3 On the Sender Information tab, enter the information to be included
on the cover sheet. The maximum field length is 500 characters.
4 Click
OK to save your settings.
GL-1010 Network Fax Operator’s Guide 43
Scheduling Faxes
It is very important that before any faxes are scheduled, the administrator
sets the date and time of the controller to synchronize the controller and
copier times and dates. This can be done using the TopAccess web-based
utility.
1 Choose Print from the File menu.
2 Click Properties.
3 In the GL-Fax Properties dialog, box click the Send tab.
Delayed fax
Edit button
Fax Driver Properties: Send Tab Indicating Send Now
4 From the Send tab, click the down-arrow and select the Send Fax Later
option in the
Delayed Fax frame. The software enables the Edit button.
Note: The scheduled date cannot be more than one month from the
current date. For example, if the current date is March 31st, then the
maximum date that can be selected for the scheduled fax is April
30th.
5 Click Edit... . The Scheduled Time dialog box opens.
44 GL-1010 Network Fax Operator’s Guide
6 Enter the scheduled date. You can click the Date arrow to display a
calendar which allows you to select a date.
Scheduled Time Dialog Box
7 Enter the start time for the fax transmission. You can use the up and
down arrows to assist you with setting the time in the proper format.
8 When you have finished, click OK to save your settings.
The scheduled date and time appear on the Send properties page in
the Delayed Fax area.
Send Fax
To send the fax, click OK. The fax job is sent to the Driver. You can
monitor the fax job using TopAccessDocMon or TopAccess. For further
information, refer to the online help for these applications.
GL-1010 Network Fax Operator’s Guide 45
Managing Faxes
Using TopAccessDocMon
You use TopAccessDocMon or TopAccess to view and manage current fax
jobs.
The TopAccessDocMon application Fax tab allows you to view and delete
fax jobs that are currently on the controller.
For information on installing and configuring TopAccessDocMon, refer to
the Operator’s Guide.
1 Right-click the TopAccessDocMon taskbar icon to access the taskbar
menu.
2 Select TOSHIBA GL-FAX.
TopAccessDocMon
3 Select TopAccessDocMon.
46 GL-1010 Network Fax Operator’s Guide
4 From the Device Status window, select the Fax tab.
TopAccessDocMon: Fax Tab
You can view the Document Name, Status, Owner, number of Pages, Size,
and the Submitted date and time.
For more details on using TopAccessDocMon, choose Contents and Index
from the application Help menu to open the online Help.
Deleting Fax Jobs
1 Right-click the TopAccessDocMon taskbar icon to access the taskbar
menu.
2 Select
TOSHIBA GL-FAX.
3 Select TopAccessDocMon.
4 Click the Fax tab from the Device Status window.
5 In the list box, click the job to delete. You can only delete jobs that
you submitted originally.
6 Click
7 From the drop-down menu, select
Document in the menu bar.
Cancel.
Retrieving Routed Fax Documents (TWAIN)
When routed fax data is saved on the controller, it can be retrieved
through a TWAIN-compliant software application. For example, the
GL-1010 Network Fax Operator’s Guide 47
Imaging for Windows application, a Windows 95/98/Me/2000 operating
system accessory, is used in the following steps to illustrate the process.
Some applications that support TWAIN formats may not work with the GL
TWAIN Driver. Refer to the specific application documentation or online
Help in that case.
1 Start the Imaging for Windows application.
2 Choose
Select Device from the File menu.
3 Select the GL TWAIN Driver from the Select Source window.
Select Source Window
4 Click OK.
This section describes how to use the GL TWAIN Driver to import routed
fax data. Refer to the TOSHIBA e-STUDIO TWAIN Driver online help for
further information.
Note: The TWAIN scanned data directory is: \\<Controller Name>-
\GL_TWAIN (The Controller Name is GL_XXXXXXXXXXXX at the time of
shipment, where XXXXXXXXXXXX is the MAC ADDRESS of the network
interface card connected to the controller.)
The Windows NT 4.0 Operating System does not include TWAIN
application software. You must obtain this software separately.
1 Start the application.
2 Select Scan New from the File menu.
48 GL-1010 Network Fax Operator’s Guide
3 Select the Domain and the controller machine name.
Domain: Name of a workgroup or a domain name that the
controller belongs to. (At shipment, the default is set to:
WORKGROUP).
Machine Name: Controller name (At shipment the default is set
to: \\GL_<XXXXXXXXXXXX>, where XXXXXXXXXXXX represents the
MAC ADDRESS of the controller)
Show Folders: Select a TWAIN folder from which you want to
import the data.
Folder Name: FAX-[SUBADDRESS] The sender specifies the
[SUBADDRESS] to route the fax to a specific mailbox.
Folder Password: Enter the password assigned to a protected
TWAIN folder.
Cancel: Cancel the folder selection.
About: Display the About GL TWAIN Driver dialog box.
TWAIN Folder Setting Dialog Box
4 If a password is required for the mailbox, the
Folder Password field is
enabled. Enter the 5-digit password in the text box.
Note: Refer to the TWAIN Driver online help for further information.
5 Click OK. The document list opens.
GL-1010 Network Fax Operator’s Guide 49
6 Select the document you want to retrieve from the document list. If
the document status is displayed as an asterisk (*), it is protected.
TWAIN Select Folder
Document Name: <Sender>-NNN where <Sender> is replaced
with the sender’s phone number or name if the sender exists in
the fax address book. Replacing a fax number with a sender
name in the address book is controlled by the fax setting. NNN is
an automatically assigned, sequential number.
Any characters that cannot be used for a file name are replaced
with the underscore character (_).
7 Click Acquire. The Acquire dialog box opens.
TWAIN Acquire Dialog Box
8 Click Yes to remove the file from the folder after retrieval or No to leave
the file to be acquired again at a later time. The scanned image
retrieval begins.
Note: Statuses shown in the list are:
Ready: The document is in a normal state and can be retrieved.
Processing: The document is being retrieved by the user.
* : The folder status is unknown. The document is protected.
If a selected document is assigned a password, a dialog box opens
prompting you to enter the password.
9 Enter the password.
10 To change the folder, click
Change Folder and select a new folder.
50 GL-1010 Network Fax Operator’s Guide
11 To display the latest documents in the folder, click Refresh.
12 To delete a document in the folder, select the document and then
click Delete.
If a password is assigned to the selected document, the software
prompts you to enter the password.
When you are finished, click Close to close the GL TWAIN Driver
application and return to the application you are currently running.
During image retrieval, this button cancels retrieval of the current
document.
Note: Some software applications may not be able to retrieve multipage scanned images.
Retrieving Routed Fax Documents (File)
When routed fax data is saved in a controller or network shared folder,
you can retrieve it using an imaging software application. For example,
the Imaging for Windows application is used in the following steps to
illustrate the process.
1 Start the Imaging for Windows application.
2 From the File menu, select Open.
3 Browse for the shared folder in the controller or network. In the
controller, the folder is called GL_SHARE.
4 Select the file and click Open.
Routed Fax:
Folder Name: FAX-<SUBADDRESS> The sender specifies the
<SUBADDRESS> to route the fax to a specific mailbox.
Document Name: <Sender>-<NNN>.tif/PDF (MultiPage) or
<Sender>-<NNN>/PageNNNN.tif (SinglePage) where <Sender> is
replaced with the sender’s phone number or name if the sender
exists in the GL-Fax Address Book. Replacing a fax number with
a sender name in the address book is controlled by the fax
setting. <NNN> is an automatically assigned, sequential number.
The first document is created without the number, and the
second becomes DOCNAME-001.
You can specify the document name in the Routed Fax MailBox
through TopAccess.
Any characters that cannot be used for a file name are replaced
with the underscore character (_).
GL-1010 Network Fax Operator’s Guide 51
If the controller fails to transfer the fax document by e-mail or to store
it in the network file server, the document is stored on the controller
hard disk in the folder named FAXErr-<SUBADDRESS>.
Retrieving Routed Fax Documents (TopAccessComposer)
To learn how to retrieve a fax stored in TopAccessComposer, see the
TopAccessComposer Operator Guide.
Retrieving Routed Fax Documents (E-mail)
The documents are sent to the specified recipients as e-mail attachments.
The sender can add up to 400 recipients manually, from an address book
or from an LDAP server. The attachment format is multi-page PDF or
TIFF.
Retrieving Routed Fax Documents (iFax)
The documents are sent to the specified recipients as e-mail attachments.
The sender can add up to 400 recipients manually, from an address book
or from an LDAP server. The attachment format is TIFF-S (A4 or Letter
width, 200x200 or 200x100 dpi).
Using TopAccess
You can use the TopAccess application Fax page to display the fax jobs
that are currently on the controller. This page allows you to view and
delete fax jobs.
Viewing Fax Jobs
1 Start your web browser.
2 Enter the TopAccess URL (the controller name or IP address) and
press
Note: Avoid running multiple instances of TopAccess, because invalid
information may be displayed.
ENTER.
52 GL-1010 Network Fax Operator’s Guide
3 Select the Fax Jobs page.
TopAccess: Fax Jobs Page
4 Select the fax print queue to view: Current, Delayed, or All.
Deleting Fax Jobs
1 Start your web browser.
2 Enter the TopAccess URL (the controller name or IP address) and
press ENTER.
Note: Avoid running multiple instances of TopAccess, because invalid
information may be displayed.
3 Select the Fax Jobs page.
4 Select the fax print queue to view:
5 Check the check box next to the fax(es) that you want to delete.
6 Click Delete. The software prompts to confirm your deletion.
Current, Delayed, or All.
GL-1010 Network Fax Operator’s Guide 53
7 Click
Yes.
TopAccess: Fax Jobs Page
TopAccess deletes the fax from the queue.
54 GL-1010 Network Fax Operator’s Guide
5 GL-FAX Address Book Viewer
You can manage detailed information about the people you communicate
with by using the TOSHIBA GL-Fax Address Book. You can use the
information stored in the address book to specify fax recipients and
compose fax cover pages.
You can organize the members of the address book to best suit your
faxing needs. By creating groups containing several members, you can
send faxes to multiple recipients.
GL-1010 Network Fax Operator’s Guide 55
Overview
The GL-Fax Address Book utility allows you to manage the GL Fax
Address Book properties, address books, and address book entries.
Particularly, you can perform the following functions:
Create new contacts
Create address book groups
Modify contact information
Search the address book database
Import address book data
Export address book data
Running the GL-Fax Address Book
You can access the utility using one of two methods:
TOSHIBA program group
Print Properties window (limited accessibility)
Access Using Toshiba Program Group
From the program group, you can access the Address Book Editor to
create and edit your private address book on your workstation.
1 From the Start menu, choose Programs > TOSHIBA e-STUDIO GL Client >
TOSHIBA GL Address Book.
Access Using Print Properties
From the Print Properties window, you can make limited changes to
contact details in the Toshiba GL-Fax Address Book. For further
information, refer to Adding a New Recipient
Note: This method is only suggested if you are in the process of
sending a fax and you need to add a recipient who is not currently a
member of the Toshiba Address Book. Otherwise, use the program
group to access the Address Book Editor.
on page 39.
56 GL-1010 Network Fax Operator’s Guide
Navigating the Address Book
The GL-Fax Address Book Editor main window consists of two panes.
GL-Fax Address Book Main Window
The left-hand pane contains a tree structure for the Toshiba address
book. You can expand or collapse the tree to view or hide groups and
contact entries.
Selecting an entry in the left-hand pane of the address book window,
displays summary information about the entry in the right-hand pane.
GL-1010 Network Fax Operator’s Guide 57
The right-hand pane displays non-modifiable, text-only summary
information about the currently selected address book entry.
The Address Book
Managing Your Private Address Book
You can create contact and group entries and add them to the address
book. You can then access these entries from your desktop.
Adding Contact Entries
Use the New Contact function to create a new contact in the address book.
1 From the GL-Fax Address Book Editor main window, select the
GL-FAX Address Book
(left pane).
Toshiba
58 GL-1010 Network Fax Operator’s Guide
2 Click New Contact on the toolbar or select File > New Contact... from the
menu. The New Contact Properties window opens.
New Contact Properties
3 Select a Prefix from among these options: [Blank], Dr., Mr., Mrs., Miss, and
Ms.
4 Enter the First Name and Last Name in the respective fields.
5 Select a Suffix from among these options: [Blank], Jr., M.D., Sr., II, III, and
IV.
6 Select a name display format or type one of your own in the Display
field. The pre-defined options are:
First-Suffix
7 Type the
8 Type the required
, and Prefix Last, First-Suffix.
Company and Department Name for the recipient.
Fax Number for the recipient. Acceptable field entries
Prefix First Last-Suffix, Prefix Last
are: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, *, #, +, -, (space), and (comma).
9 Type the
10 Optionally, click the
the
Sub Address and Password fields, then enter a sub address or
E-mail Address for the recipient.
Use Sub Address and Password check box to enable
password. If you do not click the check box, the fields are unavailable.
If you enable the Sub Address and Password fields, you must enter either
a sub address, a password, or both.
Enter a fax sub address to route or forward a fax to a specific user or
fax inbox. The sub address may consist of numbers between 0 and 9,
GL-1010 Network Fax Operator’s Guide 59
pound signs (#), and asterisks (*). The maximum length for the
password is 20 characters.
11 Optionally, type any pertinent notes or description in the
Notes text
box.
12 Click OK to create the new entry. The new contact is added to the
address book.
Copying Contacts from an Address Book
You can copy members from other address books to your Fax Address
Book.
1 From the GL-Fax Address Book main window, select the Toshiba GL-Fax
Address Book
2 Click New Contact on the toolbar or select File > New Contact... from the
menu.
3 Click Select From Address Book to add a member from the another
address book to your Fax Address Book.
4 From the Address Books drop-down menu, select the address book to
copy the contact from. The options are: Copier Address Book, MAPI Address
Book
, and MS Outlook Express Address Book.
Note: To select a MAPI address book, one must exist on your local
workstation. You cannot access a MAPI address book over the
network.
(left pane).
5 Click the address book group to copy from in the left pane.
6 Click the contact to copy in the right pane.
7 Click
Select.
Modifying Contact Properties
Users can make changes to contact information through the Properties
dialog box. Invoke the Properties dialog box by double-clicking the
selected contact in the Address Book Editor window or by selecting the
contact, and then choosing the Properties menu item.
1 From the GL-Fax Address Book, select the
pane).
Toshiba GL Address Book (left
60 GL-1010 Network Fax Operator’s Guide
2 Click Properties on the toolbar or select File>Properties from the menu.
The Contact Properties dialog box opens.
The Contact Properties Dialog Box
3 Overwrite or add information as desired in the Properties dialog box.
4 Click OK to accept the changes and exit the Properties dialog box.
Click Cancel to exit without changing the contact properties.
Creating Groups
The Group Properties page allows you to create groups and define their
membership. A group can have a single member.
1 In the GL-Fax Address Book Editor main window, select the
Fax Address Book
from the Address Book list.
T oshiba GL-
GL-1010 Network Fax Operator’s Guide 61
2 Click
The New Group dialog box opens.
Group Name
Group Members
List
Add new
members
Properties
Group Name: A name for the group.
Group Members: Shows the total number of people in the group.
New Group on the toolbar or select File > New Group... from the menu.
Add members
from address book
Remove
New Group Window
List: The names of the people in the group.
Add Members from Address Book: Click this button to select
new members for the group from the address book.
Add New Members: Click this button to add members to the
group who are not currently listed in the address book.
Remove: Click this button to remove members from the group.
Properties: Click this button to view or edit the details about a
contact, such as their fax number.
3 Enter the name for the new group in the
Group Name field.
4 Click OK to save your settings.
Adding Contacts to Groups
1 In the GL-Fax Address Book Editor main window, select the group to
which you want to add members.
2 Click
3 Click
Properties on the toolbar, select File > Properties from the menu, or
double-click the group name. The Group properties dialog box opens.
Select Members... .
62 GL-1010 Network Fax Operator’s Guide
The Select Group Members dialog box opens.
Contact list
New Contact
Properties
The Select Group Members dialog box contains two panes:
Contact List: Lists the all of the contacts and associated
New Member List: Displays the contacts that you have selected
The Select Group Members dialog box contains four buttons:
Select ->: Click this button to move a contact from the contact
New Member list
Select Group Members Dialog Box
information that are currently available in the Toshiba GL-Fax
Address Book.
to be members of the group.
list to the new members list.
<- Remove: Click this button to move a contact from the new
members list to the contact list.
Properties: Click this button to view or edit the details about a
selected contact.
New Member list: Displays the contacts you select to add to the
group.
4 To add a member to the group, select the name from the Contact List
pane and then click Select ->. The contact’s details are copied to the
GL-1010 Network Fax Operator’s Guide 63
New Members List indicating the selected contact will be added to the
group.
Select Group Members Dialog Box
5 To remove members from the New Members List, select the contact in
the New Members List and click
<- Remove.
6 To view contact information and modify it if necessary, select the
contact, then click Properties... to open the properties window for that
person.
7 Make any changes, then click OK to return to the Select Group
Members dialog box.
8 To add a contact who is not listed in the GL-Fax Address Book, click
New Contact… . For further information, refer to Adding Contact
Entries on page 58.
64 GL-1010 Network Fax Operator’s Guide
9 When you have finished adding members to the group, click OK. To
return to the address book viewer without adding members to the
group, click Cancel.
New Group Dialog Box
10 Click OK to save the new settings.
Removing a Member from a Group
1 In the GL-Fax Address Book, select the group from which you want to
remove members.
2 Click Properties on the toolbar or select File > Properties from the menu.
The Group Properties window opens.
3 Select the contact in the Group Members list that you want to remove
from the group.
4 Click
Remove. The contact is removed from the group.
5 Click OK to save your changes.
Removing a Contact or Group from the Address Book
To delete an entry from the address book:
1 Right-click the folder or name in the Address Book window.
2 Click
3 Click
address book. Click
entry.
Delete. A message box opens, asking you to confirm the deletion.
Yes to permanently delete the contact or group entry from the
No to exit the message box without deleting the
GL-1010 Network Fax Operator’s Guide 65
Copying and Pasting
The Copy and Paste menu commands are a feature users can use when
working with contact information. For example, you may want to add a
contact to several groups. By using the Copy menu command you can
copy the contact and then
1 Select the contact in the Address Book Viewer that you want to copy.
Paste the information in other groups.
2 Click
3 Navigate to the address book or to a particular group to paste the
contact.
4 Click Paste on the toolbar or select Edit>Paste.
The contact is added to the address book or group you have selected.
You can now edit the contact properties as desired by clicking
Properties in the toolbar or selecting File>Properties from the menu.
Copy on the toolbar or select Edit>Copy.
Finding an Entry in the Address Book
To locate contacts quickly, you can search the address book database.
Type in a string of characters to be used in the search. The Address Book
Viewer displays all entries that contain the specified string. For example,
if you type Smit, the results list includes names like Smith, Smithers,
and Smithson. This is useful when you are unsure how a contact’s name
is listed in the address book.
You can also search on all or part of a fax number.
Note: The search function applies to individual contacts, not to
groups.
1 Click Edit > Find from the menu. The Find dialog box opens.
Find Dialog Box
66 GL-1010 Network Fax Operator’s Guide
2 Type the search characters in the Find Items Containing field.
3 Click Find Now.
Note: You can stop an active search by clicking Stop.
The results list displays the contact name, fax number, and group
name for entries that match your search criteria.
Search criteria
Matching search results
Find Dialog Box
4 To submit a new search query, click New Search. This clears the search
criteria and the results list. You can now enter a new search string.
5 To view or modify the information about a contact or group, highlight
the item in the results list, then click Properties to open the Contact
Properties dialog box for the item.
Sorting Address Book Entries
You can sort address book entries and search results to display the data
in the way that best suits your needs.
1 Select
2 Choose to sort by
desired.
Note: You can also click on a row header at the top of the address
book list or search results list to sort the column in ascending or
descending order.
View > Sort By from the menu.
Name or Fax Number in Ascending or Descending order as
Importing and Exporting Address Book Entries
The Import and Export features are provided with the GL Fax Address
Book application. You can import address book data in .csv file format to,
GL-1010 Network Fax Operator’s Guide 67
or export it from, the database. Additionally, you can transfer data to or
from a public or private address book.
Public address books usually reside on a network server and contain
information many network users may need to access.
Note: The time it takes to import a public address book depends on
the number of records in the file being imported.
The private address book resides on a user’s workstation.
Importing Entries
1 Select the Toshiba GL-Fax Address Book from the Address Book Viewer
window.
2 Click File > Import from the menu. The Choose a file to import dialog box
opens.
Choose a File to Import Dialog Box
3 Browse for the address book file you want to import.
4 Click OK to import the file.
An import status window opens. When the process is complete, the
imported address is displayed in the Address Book Viewer window. If
you experience trouble with the import process, check that the file
you are importing is in comma separated values (*.CSV) format.
If one or more records have been skipped during the import process,
this may be due to one of the following reasons:
The record already exists
The group name contains an invalid character
The display name is empty
The fax number is empty
The fax number is invalid. Fax numbers are restricted to the
following set of characters: 0-9, +, -, [space], *, #
68 GL-1010 Network Fax Operator’s Guide
Exporting Entries
1 Select the Toshiba GL-Fax Address Book from the Address Book Viewer
window.
2 Click File > Export from the menu. The Save exported file as dialog box
opens.
Save Exported File as Dialog Box
3 Browse for the location to which you are exporting the file.
4 Enter a file name for your exported address book file.
5 Click OK to begin exporting the file. The file is created in the location
indicated.
GL-1010 Network Fax Operator’s Guide 69
70 GL-1010 Network Fax Operator’s Guide
Glossary
Definitions of Common Terms
Term Definition
Cover sheet A feature where one or two pages (front or front/back) are printed with
the original document as a cover. The cover sheet is st apled with the
document (if stapling is requested).
Department folder A TopAccessComposer system folder. The administrator can store
and work with documents in the Department folder. Registered and
unregistered users can view and print documents in the Department
folder, but cannot edit them.
Device Refers to the controller connected to a network digital copier. Often,
the term device is used to refer to the entire controller/copier system.
Document Profile A pre-defined set of driver settings that allows users to auto-configure
their print job with a click of the mouse.
GL-1010 Network Fax Operator’s Guide 71
Definitions of Common Terms
Term Definition
Document Sticky The paradigm where actions and/or settings for a print job are
assigned for a specific document within a specific application. For
example, if a change is made to the printer settings, it only affects the
current document within the current application. See also, Printer
Sticky.
Driver See Printer Driver.
Duplex The process of printing on both sides of a sheet of paper. For duplex
printing, the copier must have an Automatic Duplex Unit (ADU)
installed. See also Simplex.
Electronic
Document
Processing System
Fax agent A set of properties for transferring fax jobs to a particular destination.
GL-1020
GL-1010
IP Internet Protocol. The IP part of the TCP/IP communications protocol.
Jobs log A file that contains a historical record of the jobs submitted to the
This system consists of either the TOSHIBA e-STUDIO28/35/45
digital copier connected to the GL-1010 controller or the TOSHIBA e-
STUDIO550/650/810 digital copier connected to the GL-1020
controller. These systems provide the convenience of walk-up
copying, scanning, and network printing from the same device.
The TOSHIBA controllers used to connect digital copiers to a network.
Also referred to as the device or printer.
IP implements the network layer (layer 3) of the protocol, which
contains a network address and is used to route a message to a
different network or subnetwork. IP accepts packets from the layer 4
transport protocol (TCP or UDP), adds its own header and delivers a
Datagram to the layer 2 data link protocol. It may also break the
packet into fragments to support the maximum transmission unit
(MTU) of the network.
controller . The information for each job includes the document name,
size, date and time stamp, and status. You can filter the Jobs Log to
list only the details for specific types of jobs.
LDAP Lightweight Directory Access Protocol. A network protocol for
extracting information from a hierarchical directory.
MAC Media Access Control. A sublayer of the layer 2 data link protocol. It
deals with network access and collision detection.
72 GL-1010 Network Fax Operator’s Guide
Definitions of Common Terms
Term Definition
MAC address The unique address assigned by the manufacturer of a network
interface card.
NDPS Novell Distributed Print Services. NDPS simplifies the process of
setting up, administering, and troubleshooting Novell printing by
migrating away from queue-based printing toward a more plug in and
print paradigm.
Orientation The direction in which a document is laid out on a page. Portrait
orientation produces a vertical page layout (i.e., the page height is
greater than the width). Landscape orientation produces a horizontal
page layout (i.e., the page width is greater than the height).
Printer driver Software installed on the client workstation that enables printing to a
device. The TOSHIBA printer drivers are on the e-STUDIO Client CD-
ROM. They permit printing to the controller.
Printer Sticky The paradigm where actions and/or settings are permanently saved
so that they are accessible later. For example, a change is made to
the printer settings for a single document and all applications are
aware of the change. See also, Document Sticky.
Print profile A set of user-defined properties that are saved locally so that complex
documents can be configured quickly and easily.
Properties User-definable attributes or settings. For example, print properties
include page orientation and duplex mode.
TCP/IP Transmission Control Protocol/Internet Protocol. The TCP part of
TCP/IP provides transport functions, which ensures that the total
amount of bytes sent is received correctly at the other end. The IP part
of TCP/IP provides the routing mechanism. TCP/IP is a protocol in
which the messages transmitted contain the address of a destination
network as well as a destination station.
TWAIN Technology Without An Interesting Name. The de facto standard
interface between software applications and image capturing devices.
URL Uniform Resource Locator. An address that allows you to access
information on the Internet, such as a web page, FTP or Gopher ,
Usenet, or database. URLs can take the following forms: http://
host.domain/page and mailto://username@host.domain.
GL-1010 Network Fax Operator’s Guide 73
Definitions of Common Terms
Term Definition
Walk-up functions Operations performed from the digital copier control panel. They
include standard copying functions, monitoring network print jobs, and
management functions.
74 GL-1010 Network Fax Operator’s Guide
Index
A
Acquiring fax software 6
Adding
contacts to groups 62
unlisted fax recipients 39
Address book
changing contact details 60
copying contacts 60
editing contacts 60
exporting entries 69
finding a contact 66
importing entries 68
private
setting up 58
transferring data 68
public, transferring data 68
removing
contact 65
contact group 65
sorting entries 67
viewer
accessing through print properties 56
accessing through program group 56
navigating 57
panes 57
utility 56
utility features 2
C
Changing, contact details 60
Contact properties 19
Contacts
adding to groups 62
changing details 60
copying from address book 60
creating 58
editing 60
exporting 69
finding in address book 66
importing 68
GL-1010 Network Fax Operator’s Guide 75
removing
address book 65
groups 65
sorting in address book 67
Copy menu 66
Copying, contacts 60
Cover sheet
defined 71
properties 20
Creating
contact 58
groups 61
mailbox 23
D
Deleting
fax jobs with TopAccessDocMon 47
faxes with TopAccess 53
Department
faxes, setting 41
folder, defined 71
Device
defined 71
GL-10x0, selecting 49
scanner, selecting 48
Document size 18
Document sticky 16
Documents, preparing for faxing 36
Driver
fax, features 2
fax, installing 6, 12
see also Printer driver
Duplex, defined 72
E
Editing
contacts 60
mailbox 31
Electronic document processing system,
defined 72
Exporting address book entries 69
F
Fax
agent
defined 72
see Agents, Send to iFax
driver features 2
Fax option
adding, unlisted recipient 39
deleting
fax jobs 47
faxes with TopAccess 53
features 2
including sender info on cover sheet 43
installing 6, 12
managing
faxes with TopAccess 52
faxes with TopAccessDocMon 46
monitoring faxes with TopAccess 52, 53
preparing documents 36
removing recipient from send list 40
retrieving
e-mail fax jobs 52
file fax jobs 51
iFax fax jobs 52
TopAccessComposer fax jobs 52
TWAIN fax jobs 47
scheduling faxes 44
selecting
info for cover sheet 42
recipients 37
sending faxes 45
setting
department 41
orientation 41
paper size 41
resolution 41
sender information 19
TWAIN, selecting a scanner 48
viewing fax jobs 46
Fax properties 16, 17
Fax sticky 16
Features
driver, fax 2
fax option 2
Finding a contact in address book 66
G
Group
adding contacts 62
creating 61
removing contacts 65
removing from address book 65
76 GL-1010 Network Fax Operator’s Guide
I
Importing address book entries 68
Including sender info on cover sheet 43
Installing
fax option 6, 12
fax software 6
from TopAccess 12
Internet Protocol
see IP
IP, defined 72
J
Jobs log, defined 72
Jobs, fax
deleting
TopAccess 53
TopAccessDocMon 47
managing 52
monitoring 52, 53
retrieving
e-mail 52
file 51
iFax 52
TopAccessComposer 52
TWAIN 47
selecting scanner 48
viewing 46
L
LDAP
defined 72
routing faxes 52
Lightweight Directory Access Protocol
see LDAP
M
MAC
address
defined 73
NIC 48
defined 72
Mailbox
creating 23
editing 31
Managing, faxes
TopAccess 52
TopAccessDocMon 46
Media Access Control
see MAC
Monitoring faxes through TopAccess 52,
53
N
Navigating the address book viewer 57
NDPS, defined 73
Network Fax Kit, installing 12
Novell Distributed Print Services
see NDPS
O
Options
address book viewer 2
fax, features 2
Orientation
defined 73
setting 41
P
Paper size conversions 18
Paper size, setting 41
Paste menu 66
Preparing, documents for faxing 36
Print profile, defined 73
Printer driver, defined 73
Private address book
setting up 58
transferring data 68
Properties
contact 19
cover sheet 20
defined 73
Fax 16
Send 17
Sender 22
Public address book, transferring
data 68
R
Recipients
adding an unlisted recipient 39
removing from send list 40
selecting 37
GL-1010 Network Fax Operator’s Guide 77
Removing
contact
address book 65
group 65
contact group from address book 65
recipient from send list 40
Resolution, setting 41
Retrieving fax jobs
e-mail 52
file 51
iFax 52
TopAccessComposer 52
TWAIN 47
S
Scheduling faxes 44
Selecting
cover sheet information 42
fax recipients 37
recipients 37
scanner 48
Send Properties 17
Sender information, setting up 19
Sender Properties 22
Sending faxes 45
Setting
address book, private 58
department 41
fax properties 17
orientation 41
paper size 41
resolution 41
sender information 19
Software, installing 6
Sorting contacts in address book 67
TWAIN
defined 73
directory name 48
installing the driver 6
retrieving documents 47
U
Uniform Resource Locator
see URL
URL
defined 73
opening TopAccess 52, 53
Utilities
address book viewer 2
accessing
print properties 56
program group 56
navigating 57
panes 57
GL-fax Address Book Viewer 56
V
Viewing
address book utility 56
print properties 56
program group 56
fax jobs with TopAccessDocMon 46
W
Walk-up functions, defined 74
T
TCP/IP, defined 73
Technology Without An Interesting Name
see TWAIN
TopAccessDocMon
deleting fax jobs 47
managing faxes 46
viewing fax jobs 46
Transmission Control Protocol/Internet
Protocol
see TCP/IP
78 GL-1010 Network Fax Operator’s Guide
Loading...