Toshiba GL-1010 User Manual

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