Operating Instructions General Settings Guide Getting Started Combined Function Operations Document Server User Tools (System Settings) Troubleshooting Remarks Entering Text Security Specifications For safe and correct use of this machine, please be sure to read the Safety Information in this manual before you use it.
RICOH COMPANY, LTD. 15-5, Minami Aoyama 1-chome, Minato-ku, Tokyo 107-8544, Japan Phone: +81-3-3479-3111 U.S.A. RICOH CORPORATION 5 Dedrick Place West Caldwell, New Jersey 07006 Phone: +1-973-882-2000 The Netherlands RICOH EUROPE B.V. Groenelaan 3, 1186 AA, Amstelveen Phone: +31-(0)20-5474111 United Kingdom RICOH UK LTD.
Introduction This manual describes detailed instructions on the operation and notes about the use of this machine. To get maximum versatility from this machine all operators are requested to read this manual carefully and follow the instructions. Please keep this manual in a handy place near the machine. Important Contents of this manual are subject to change without prior notice.
M010.eps Declaration of Conformity “The Product complies with the requirements of the EMC Directive 89/336/EEC and its amending directives and the Low Voltage Directive 73/23/EEC and its amending directives.” In accordance with IEC 60417, this machine uses the following symbols for the main power switch: a means POWER ON. c means STAND BY.
Manuals for This Machine The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual. Note r Manuals provided are specific to machine type. r Adobe Acrobat Reader is necessary to view the manuals as a PDF file.
v Manuals for DeskTopBinder V2 Lite DeskTopBinder V2 Lite is a utility included on the CD-ROM labeled "Scanner Driver & Document Management Utilities". • DeskTopBinder V2 Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTopBinder V2 Lite in detail. This guide can be displayed from the [Setup] dialog box when DeskTopBinder V2 Lite is installed.
What You Can Do with This Machine The following introduces the functions of this machine, and the relevant manuals containing detailed information about them. Products marked with * are optional. For details about optional products, see p.18 “Options”, or contact your local dealer. Copier, Facsimile, Printer, and Scanner Functions This machine provides copier, facsimile*, printer*, and scanner* functions. • You can make copies of originals. With a finisher*, you can sort and staple copies.
Paperless Fax Transmission and Reception Fax Transmission and Reception Through the Internet Reception xxx@xxx.com xxx@xxx.com • You can store received fax messages on the machine's hard disk, instead of printing them onto paper. You can use DeskTopBinder V2 Professional*/Lite or a Web browser to check, print, delete, retrieve, or download documents using your computer (Storing received documents). See Facsimile Reference .
• With SccanRouter V2 Professional*/Lite, you can save scan files in specified destinations on network computers (Using the network delivery scanner function). See Scanner Reference. • You can send scan files directly to folders (Sending scan file by Scan to Folder). See Scanner Reference.
TABLE OF CONTENTS Manuals for This Machine ......................................................................................i What You Can Do with This Machine..................................................................iii Copier, Facsimile, Printer, and Scanner Functions................................................... iii Utilizing Stored Documents....................................................................................... iii Paperless Fax Transmission and Reception...............
3. Document Server Relationship between the Document Server and Other Functions.................33 Document Server Display ........................................................................................34 Using the Document Server................................................................................35 Storing Data .............................................................................................................35 Changing Stored Document's File Name, User Name, or Password.....
Registering Destinations to a Group .................................................................95 Registering a New Group.........................................................................................95 Registering Destinations to a Group ........................................................................96 Removing a Destination from a Group.....................................................................96 Displaying Destinations Registered in Groups...............................
Maintaining Your Machine ................................................................................ 143 Cleaning the Exposure Glass.................................................................................143 Cleaning the Exposure Glass Cover ......................................................................143 Cleaning the Auto Document Feeder.....................................................................143 Changing the Photoconductor Unit (PCU) .....................................
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Notice Notice To Wireless LAN Interface (optional) Users Notice to Users in EEA Countries This product complies with the essential requirements and provisions of Directive 1999/5/EC of the European Parliament and of the Council of 9 March 1999 on radio equipment and telecommunications terminal equipment and the mutual recognition of their conformity. The CE Declaration of Conformity is available on the Internet at URL: http://www.ricoh.co.jp/fax/ce_doc/.
Copyrights and Trademarks Trademarks Microsoft®, Windows® and Windows NT® are registered trademarks of Microsoft Corporation in the United States and/or other countries. Acrobat® is a registered trademark of Adobe Systems Incorporated. Bluetooth™ is a trademark of the Bluetooth SIG, Inc. (Special Interest Group) and is used by RICOH Company Limited under license. Copyright ©2001 Bluetooth SIG, Inc. The Bluetooth Trademarks are owned by Bluetooth SIG, Inc.
• The product manufacturer provides warranty and support to the software of the product including the expat, and the product manufacturer makes the initial developer and copyright holder of the expat, free from these obligations. • Information relating to the expat is available at: http://expat.sourceforge.net/ Copyright (c) 1998, 1999, 2000 Thai Open Source Software Centre, Ltd. and Clark Cooper.
C All advertising materials mentioning features or use of this software must display the following acknowledgment: This product includes software developed by The NetBSD Foundation, Inc. and its contributors. D Neither the name of The NetBSD Foundation nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission. THIS SOFTWARE IS PROVIDED BY THE NETBSD FOUNDATION, INC.
The following notices are required to satisfy the license terms of the software that we have mentioned in this document: • This product includes software developed by the University of California, Berkeley and its contributors. • This product includes software developed by Jonathan R. Stone for the NetBSD Project. • This product includes software developed by the NetBSD Foundation, Inc. and its contributors. • This product includes software developed by Manuel Bouyer.
SASL CMU libsasl Tim Martin Rob Earhart Rob Siemborski Copyright (c) 2001 Carnegie Mellon University. All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: A Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer.
License is also granted to make and use derivative works provided that such works are identified as "derived from the RSA Data Security, Inc. MD4 MessageDigest Algorithm" in all material mentioning or referencing the derived work. RSA Data Security, Inc. makes no representations concerning either the merchantability of this software or the suitability of this software for any particular purpose. It is provided "as is" without express or implied warranty of any kind.
How to Read This Manual Symbols The following set of symbols is used in this manual. R WARNING: This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the instructions under this symbol. Be sure to read the instructions, all of which are described in the Safety Information section.
Safety Information When using this machine, the following safety precautions should always be followed. Safety During Operation In this manual, the following important symbols are used: R WARNING: Indicates a potentially hazardous situation which, if instructions are not followed, could result in death or serious injury. R CAUTION: Indicates a potentially hazardous situation which, if instructions are not followed, may result in minor or moderate injury or damage to property.
R CAUTION: • Protect the machine from dampness or wet weather, such as rain and snow. • Unplug the power cord from the wall outlet before you move the machine. While moving the machine, you should take care that the power cord will not be damaged under the machine. • When you disconnect the power plug from the wall outlet, always pull the plug (not the cable). • Do not allow paper clips, staples, or other small metallic objects to fall inside the machine.
Positions of RWARNING and RCAUTION labels This machine has labels for RWARNING and RCAUTION at the positions shown below. For safety, please follow the instructions and handle the machine as indicated.
ENERGY STAR Program As an ENERGY STAR Partner, we have determined that this machine model meets the ENERGY STAR Guidelines for energy efficiency. The ENERGY STAR Guidelines intend to establish an international energy-saving system for developing and introducing energy-efficient office equipment to deal with environmental issues, such as global warming. When a product meets the ENERGY STAR Guidelines for energy efficiency, the Partner shall place the ENERGY STAR logo onto the machine model.
v Duplex Priority The ENERGY STAR Program recommends the duplex function. By conserving paper resources this function is less of a burden to the environment. For applicable machines, duplex function (one-sided originals→ two-sided copies) can be selected preferentially when the operation switch or the main power switch is turned on, the {Energy Saver} key is pressed, or the machine resets automatically.
Machine Types This machine comes in two models which vary in copy speed. To ascertain which model you have, see the inside front cover.
1. Getting Started Guide to Components 1. Exposure glass cover (optional) or 5. Main power indicator Auto Document Feeder (ADF) (optional) Lights when the main power switch is turned on, and goes off when the switch is turned off. See p.18 “External Options”. (The illustration shows the ADF.) 2. Exposure glass 6. On indicator Place originals face down here for copying. Lights when the operation switch is turned on, and goes off when the switch is turned off. 3. Internal tray 7.
Getting Started 1 9. Internal tray 2 (1 bin tray) (option- 11. Front cover al) Open to access the inside of the machine. The indicator lights when paper is delivered to internal tray 2 (1 bin tray). If internal tray 2 has not been installed, the indicator does not light. See p.18 “External Options”. 12. Paper tray (upper: Tray 1, lower: Tray 2) 10. Duplex unit (unit for two-sided copies) Allows you to print on both sides of a piece paper in copier and printer function. 1.
Guide to Components 1 1. Ventilation holes Prevent overheating. Do not obstruct the ventilation holes by placing objects near them or leaning things against them. If the machine overheats, a fault might occur.
Getting Started Options External Options 1 1. 1000-sheet finisher 7. Bridge unit Sorts, stacks, and staples copies. *1: Finisher upper tray *2: Finisher shift tray Relays copies to the finisher. 2. Exposure glass cover Lower over originals for copying. 3. Auto Document Feeder Place stacks of originals here. They will feed in automatically. 4. Internal tray 2 (1 bin tray) If you select this as the output tray, copied paper will be delivered here face down. 5.
Options Internal Options A B C D E F G H Fax unit Allows you to use the facsimile function. Printer/Scanner unit Allows you to use the printer and scanner functions. User account enhance unit Allows you to increase memory for storing user codes. File format converter Allows you to download documents stored using the copier and printer functions from the Document Server. See p.44 “Downloading Stored Documents”. IEEE 1394 interface board Allows you to connect to an IEEE 1394 cable. IEEE 802.
Getting Started Control Panel This illustration shows the control panel of the machine with options fully installed. 1 1. Screen contrast knob 3. {User Tools/Counter} key Adjusts display panel brightness. • User Tools Press to change the default and conditions to meet your requirements. See p.50 “Accessing User Tools (System Settings)”. • Counter Press to check or print the counter value. See p.146 “Counter”. 2. Indicators Show errors and machine status. • d: Add Staple indicator. See p.
Control Panel 9. {Interrupt} key (copier/scanner mode) Press to make interrupt copies during copying or scanning. See “Interrupt Copy”, Copy Reference. 10. Main power indicator and On indicator The main power indicator goes on when you turn on the main power switch. The On indicator lights when the power is on. Important r Do not turn off the main power switch while the power indicator is lit or blinking. Doing so may damage the hard disk. 11.
Getting Started Display Panel The display panel shows machine status, error messages, and function menus. 1 Important r A force or impact of more than 30 N (about 3 kgf) will damage the display panel. Note r The following display is of a machine with the optional 2 Tray finisher and LCT installed. The copying screen is displayed as default after power on. The function items displayed serve as selector keys. You can select or specify an item by lightly pressing them.
Turning On the Power Turning On the Power This machine has two power switches. v Operation switch (right side of the control panel) Press to activate the machine. When the machine has finished warming up, you can make copies. v Main power switch (left side of the machine) Turning off this switch makes the main power indicator on the right side of the control panel go off. When this is done, machine power is completely off.
Getting Started Turning On the Power A Press the operation switch. 1 The On indicator goes on. Note r Even if you press the operation switch, the indicator does not go out, but blinks in the following cases: • When the exposure glass cover or ADF is open. • During communication with external equipment. • When the hard disk is active. Turning Off the Main Power Note r If the power does not come on when the operation switch is pressed, check the main power switch is on. If it is off, turn it on.
Turning On the Power -When the fax unit (optional) is installed When the main power switch is turned off while using the fax function, waiting fax and print jobs may be canceled, and incoming fax documents not received. If you have to turn off this switch for some reason, keep the following points in mind: Important r Make sure 100% is shown as available memory on the display before turning off the main power switch or unplugging the power cord.
Getting Started • When the "Add Toner" message appears • When toner is being replenished • When the User Tools/Counter/Inquiry screen is displayed • When fixed warm-up is in progress • When the facsimile, printer, or other functions are active • When operations were suspended during printing • When the On-hook dialing function is in use • When a recipient is being registered in the address list or group dial list • When the Data In indicator is on or blinking • When the sample print or locked print screen
2. Combined Function Operations Changing Modes Note r You cannot switch modes in any of the following situations: • When scanning in a fax message for transmission • During immediate transmission • When accessing User Tools • During interrupt copying • During On hook dialing for fax transmission • While scanning an original r The copying screen is displayed as default after power on. You can change this default setting. See p.51 “Function Priority”.
Combined Function Operations -System Reset The machine returns automatically to its initial condition when the job is finished, after a certain period of time has elapsed. This function is called "System Reset". Note r You can change the System Reset time. See p.58 “System Auto Reset Timer”.
Multi-Access Multi-Access You can carry out another job using a different function while the current job is being performed. Performing multiple functions simultaneously like this is called "Multi-accessing". This allows you to handle jobs efficiently, regardless of how the machine is being used. For example: • While making copies, you can scan documents to store in the Document Server. • While printing documents stored in the Document Server, the machine can receive print data.
Combined Function Operations -Function compatibility DeskTopBinder V2 Professional/Lite Web Document Server Printing from Document Server Printing from Document Server Sending a Fax from Document Server Printing *2 *4 *4 Scanning using the Network TWAIN Scanner Scanning Using the control panel Print Document Server Scanner Stapling Data Reception Printing Printing Received Data Memory Reception Immediate Transmission Reception Transmission Memory Transmission Using the control pane
Scanner Using the control panel Copying Using the control panel Scanning an Original for Memory Transmission Using the control panel Scanning using the Network TWAIN Scanner Scanning Using the control panel Scanning a Document to Store in Document Server Printing from Document Server × × × × × | × | | | | | × × × × × × | → m Printing Sending a Fax from Document Server 2 Printing from Document Server Print Printing Received Data *7 Stapling Memory Reception *3 Printing Immediate T
Web Document Server *1 *2 *3 *4 *5 *6 *7 DeskTopBinder V2 Professional/Lite Web Document Server Sending a Fax from Document Server Printing Printing from Document Server Scanning a Document to Store in Document Server Scanning Scanning using the Network TWAIN Scanner Using the control panel Stapling Printing Using the control panel Document Server Scanner Print Reception Printing Received Data Memory Reception Immediate Transmission Memory Transmission Scanning an Original for Memory T
3. Document Server Relationship between the Document Server and Other Functions The following table describes the relationship between the Document Server and other functions.
Document Server Document Server Display v Document Server Main Display 3 1. Operating status and messages. 2. The title of the currently selected 4. The operation keys. 5. The functions under which the screen. documents were stored. 3. The numbers of originals, copies, and printed pages. The icons below show the functions active when the documents were stored in the Document Server.
Using the Document Server Using the Document Server Storing Data v File name Stored documents are automatically named "COPY0001", "COPY0002". You can change assigned file names. r If you do not want stored data to be automatically deleted, select [No] in Auto Delete File before storing a document. If you select [Yes] later, data stored after will be automatically deleted. A Press the {Document Server} key.
Document Server D Place originals either on the exposure glass or in the ADF. Reference For information about types of originals and how to place them, see Copy Reference. To register or change the user name A Press [Scan Original]. The Scan Original display appears. B Press [User Name]. E Make any required settings. 3 Reference For details, see Copy Reference. F Press the {Start} key. The document is stored in the Document Server. Note r To stop scanning, press the {Clear/Stop} key.
Using the Document Server When using an unregistered user name in the Address Book A To enter an unregistered user name, press [Non-programmed Name]. B Enter a new user name, and then press [OK]. Reference p.147 “Entering Text” When no user name has been registered in the Address Book A Enter a new user name, and then press [OK]. D Enter a new file name, and then press [OK]. Note r Up to 20 characters can be entered as a file name.
Document Server Changing Stored Document's File Name, User Name, or Password A Press the {Document Server} key. B Select the document with the user Selecting a Document A Press the {Document Server} key. B Select a document you want to print. name, file name, or password you want to change. 3 Note r If a password is already set for the document, enter that password, and then press [OK]. C Press [File Management]. D Press [Change File Name], [Change User Name], or [Change Password].
Using the Document Server C To print multiple documents, repeat step B in the order you want to print. Note r You can select up to 30 documents. r If the sizes or resolution of selected documents are not the same, it may not be possible to print them. r If you want to change the printing order, cancel the selection, and select documents again, this time in the order you want. r If you press the {Clear Modes} key, selection of all documents will be canceled.
Document Server Reference p.147 “Entering Text”. Note r To display all files stored in the Document Server, press [File List]. To search by user name A Press the {Document Server} key. B Press [Search by User Name]. 3 Note r To display all files stored in the Document Server, press [File List]. Printing Stored Documents Note r You can print stored documents from a network computer using a Web browser. For details about how to start the Web browser, see Network Guide. A Select a document.
Using the Document Server r Print setting items are listed below. For details about print results of each setting, see Copy Reference. v Binding format • Two-sided Copy Top to Top • Two-sided Copy Top to Bottom • Booklet • Magazine v Cover handling • Cover/Slip sheet • Edit/Stamp r r r r r r v Finish • Sort • Stack • Staple • Punch (optional) If you print more than one set using the Sort function, you can check the print result by printing out only the first set. See p.42 “Sample copy”.
Document Server 3 Sample copy Printing first page If you print multiple sets using the Sort function, you can check the print order or print settings are correct by printing only the first set using the {Sample Copy} key. You can print the first page of the document selected in the Select Files to Print display to check its content. If more than one document is selected, the first page of each is printed. Limitation r This function can only be used when the Sort function is selected.
Using the Document Server Deleting Stored Documents Important r You can store up to 3,000 documents in the Document Server. No more documents can be stored when the total is 3,000. You should delete unnecessary documents to increase available memory. Note r You can delete all the stored documents at once with User Tools. See p.65 “Delete All Files”. r You can delete stored documents from a network computer using the Web browser. For details about how to start the Web browser, see Network Guide.
Document Server Downloading Stored Documents Note r File format converter is required when downloading documents stored in copier or printer mode. A Start a Web browser. B Enter “http:// (IP address of this 3 machine) /” in the [Address] box. The top page appears on the Web browser. C Click [Document Server]. The [Document Server File List] appears. Note r To switch the display format, click [Details], [Thumbnails] or [Icons] from the [Display method] list.
Settings for the Document Server Settings for the Document Server v Copier/Document Server Features (See "General Features 4/4", Copy Reference.
Document Server 3 46
4. User Tools (System Settings) User Tools Menu (System Settings) Reference For details about Interface Settings and File Transfer, see “User Tools Menu (System Settings)”, Network Guide. For details about parallel interface, see “System Settings (Parallel Connection)”, Printer Reference 2. v General Features (See p.51 “General Features”.
User Tools (System Settings) v Tray Paper Settings (See p.55 “Tray Paper Settings”.
User Tools Menu (System Settings) v Key Operator Tools (See p.59 “Key Operator Tools”.
User Tools (System Settings) Accessing User Tools (System Settings) This section is for key operators in charge of this machine. User Tools allow you to change or set defaults. Note r Operations for system settings differ from normal operations. Always quit User Tools when you have finished. See p.50 “Quitting User Tools”. 4 r Any changes you make with User Tools remain in effect even if the main power switch or operation switch is turned off, or the {Energy Saver} or {Clear Modes} key is pressed.
Settings You Can Change with User Tools Settings You Can Change with User Tools Reference To access User Tools, see p.50 “Accessing User Tools (System Settings)”. General Features v Panel Tone The beeper (key tone) sounds when a key is pressed. Note r Default: ON 4 v Warm Up Notice (copier/Document Server) You can have the beeper sound when the machine becomes ready to copy after leaving Energy Saver mode, or when the power is turned on.
User Tools (System Settings) r When the optional internal tray 2, 1000-sheet finisher, 2 Tray finisher or booklet finisher is installed on the machine, you can specify an output tray for documents delivery. For details about how to specify an output tray for each function, see the following sections: • p.53 “Output: Copier (copier)” • p.53 “Output: Document Server (Document Server)” • p.53 “Output: Facsimile (facsimile)” • p.
Settings You Can Change with User Tools v Output: Copier (copier) You can specify a tray to which documents are delivered. 4 1. Finisher Upper Tray 2. Finisher Shift Tray 3. Finisher Shift Tray 1 4. Finisher Shift Tray 2 5. Finisher Upper Tray 6. Finisher Shift Tray 7. Internal Tray 1 8. Internal Tray 2 Note r Default: Internal Tray 1 v Output: Document Server (Document Server) You can specify a tray to which documents are delivered.
User Tools (System Settings) v Output: Printer (printer) You can specify a tray to which documents are delivered. Note r Default: Internal Tray 1 r The output trays set on the printer driver have priority over the output tray specified above. r For details about output trays, see p.53 “Output: Copier (copier)”. v Prepare Stapling When the booklet finisher is installed, perform a stapling test (five to seven times) after replacing staples for saddle stitching, or removing jammed staples.
Settings You Can Change with User Tools Tray Paper Settings v Paper Tray Priority: Copier (copier/Document Server) You can specify the tray to supply paper for output. Note r Default: Tray 1 v Paper Tray Priority: Facsimile (facsimile) You can specify the tray to supply paper for output. Note r Default: Tray 1 4 v Paper Tray Priority: Printer (printer) You can specify the tray to supply paper for output.
User Tools (System Settings) Reference p.126 “Changing the Paper Size” v Paper Type: Bypass tray Sets the display so you can see what type of paper is loaded in the bypass tray. • The paper types you can set for the bypass tray are as follows: • recycled paper, special paper, colour paper, letterhead, label paper, prepunched paper, bond paper, cardstock, thick paper, OHP Note r Default: No display v Paper Type: Tray 1–4 Sets the display so you can see what type of paper is loaded in each paper tray.
Settings You Can Change with User Tools v Paper Type: LCT Sets the display so you can see what type of paper is loaded in the LCT. • The paper types you can set are as follows: • recycled paper, special paper, colour paper, letterhead, preprinted paper, prepunched paper, bond paper, cardstock Note r Default: • Paper Type: No Display • Copying Method in Duplex: 2 Sided Copy • Apply Auto Paper Select: Yes r A appears next to the LCT if [No] is selected in Auto Paper Select.
User Tools (System Settings) Reference "Slip Sheets", Copy Reference Timer Settings v Auto Off Timer After a specified period has passed, following job completion, the machine automatically turns off, in order to conserve energy. This function is called "Auto Off". The machine status after the Auto Off operation is referred to as "Off mode", or "Sleep mode". For the Auto Off Timer, specify the time to elapse before Auto Off.
Settings You Can Change with User Tools v Facsimile Auto Reset Timer (facsimile) Specifies the time to elapse before the facsimile mode resets. Note r Default: 30 seconds r The time can be set from 30 to 999 seconds, using the number keys. v Scanner Auto Reset Timer (scanner) Specifies the time to elapse before the scanner function resets. Note r If [OFF] is selected, the machine will not automatically switch to the user code entry screen.
User Tools (System Settings) v Key Counter Management Use the key counter to specify whether users are restricted or not. Note r Default: Copier/OFF, Document Server/OFF, Facsimile/OFF, Scanner/OFF, Printer/OFF v External Charge Unit Management Use the external charge unit to manage usage charges. Note r Default: Copier/OFF, Document Server/OFF, Facsimile/OFF, Scanner/OFF, Printer/OFF v Key Operator Code Specifies whether or not to use passwords (max.
Settings You Can Change with User Tools v Display/Print Counter Allows you to view and print the number of prints. • Display/Print Counter Displays the number of prints for each function (Total, Copier, Facsimile, Printer, A3/DLT, Duplex, and Staple). • Print Counter List Prints out a list of the number of prints made under each function. • To print the counter list: A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools]. D Press [Display/Print Counter].
User Tools (System Settings) v Print Address Book: Destination List You can print the destination list registered in the Address Book. • Print in Title 1 Order Prints the Address Book in Title 1 order. • Print in Title 2 Order Prints the Address Book in Title 2 order. • Print in Title 3 Order Prints the Address Book in Title 3 order. • Print Group Dial List Prints the group Address Book. A Select the print format. B To print the list on two-sided pages, select [Print on 2 Sides]. C Press the {Start} key.
Settings You Can Change with User Tools v Address Book: Program/Change/Delete Group You can register multiple users in a group. This allows you to easily control registered users in each group. For details about operations, see p.95 “Registering Destinations to a Group”. • [Program/Change] This registers new groups, or changes the group name, key display, title selection, registration number or protection code. You can also protect folders. • [Delete] Deletes a group.
User Tools (System Settings) E Press the user (destination) key you want to move. F Note r You can select a user using the number keys. Press the user (destination) key that is in the place you want to move to. 4 The user (destination) moves to the selected place, and the other users' keys will shift also. Note r You can select a user using the number keys. v Address Book: Edit Title You can edit the title to easily find a user. A Press the {User Tools/Counter} key. B Press [System Settings].
Settings You Can Change with User Tools F G Enter the new name, and then press [OK]. Press [Exit]. v Address Book: Select Title Specifies the title to select a user. Note r Default: Title 1 v Auto Delete File Specifies whether documents stored in the Document Server are to be deleted or not after a specified period of time elapses. Note r Default: Yes After 3 day(s) 4 r If you select [Yes], documents stored subsequently are deleted after the specified period.
User Tools (System Settings) v AOF (Always ON) Specify whether or not to use Auto Off. Note r Default: ON v Program/Change LDAP Server Programming an LDAP server allows you to look up e-mail destinations from the LDAP server Address Book directly. This function is available when you send scan files by e-mail in scanner mode. You can program and change the identification name, server name, search base, port no., authentication, user name, password, and search options.
Address Book Address Book Registering user information, such as fax number and e-mail address, in the Address Book allows you to manage them together. Important r Address Book data is stored on the hard disk. It can be lost if there is some kind of hard disk failure. The manufacturer shall not be responsible for any damage resulting from data loss. Note r Using [Address Management Tool] in SmartNetMonitor for Admin, you can backup Address Book data.
User Tools (System Settings) 5. Fax Dest. Reference p.68 “When using the fax function” 6. E-mail Reference p.68 “When using the fax function” 4 p.69 “When using the scanner function” p.69 “Registering Sender Information” 7. Folder Reference p.69 “When using the scanner function” Registering Destination Information v Registering the destination name and key display • User Name Register the destination name and key display name. This is the basic information required for managing destinations.
Address Book v When using the scanner function • E-mail Register e-mail addresses in the Address Book. To send a scan file by e-mail, select the destination key as it appears on the initial scanner function display, so you can specify the e-mail address. Reference p.82 “E-mail Destination” • Folder Register the path name, user name, and password. To send files directly to shared folders, select the destination key as it appears on the initial scanner function display, so you can specify the folder.
User Tools (System Settings) User Code Register user codes to restrict the following functions to certain users, and check their use of each function: • Copier • Document Server • Facsimile • Scanner • Printer Note r The number of copies made of documents using the fax function stored in the Document Server is counted for each user code. This allows you to check each user's usage. 4 r The number of copies scanned in using the scanner function is counted for each user code.
User Code B Enter the user name or key display, and then press [OK]. Note r You can use the same user name as that assigned to the documents using the Document Server function. For this, the user code is not necessary. See p.33 “Document Server”. Reference p.147 “Entering Text” To select the title A Press the key for the classification you want to use under Select Title. Note r The keys you can select are as follows: • [Freq.]… Added to the page that is displayed first.
User Tools (System Settings) Changing a User Code Changing the user code Note r Even if you change a user code, the counter value will not be cleared. A Press [User Code]. B Press [Change], and then enter the new user code using the number keys. A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then press [TNext]. D Press [Address Book Management]. E Select the registered user code 4 you want to change.
User Code Deleting a User Code Important r This operation also deletes user codes registered to multiple functions. User control via the deleted user code is disabled. Note r If you press , you can search for a user by user name/index, user code, fax destination, or e-mail address. C Press [Yes] in the confirmation screen. A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then E Press [Exit]. F Press the {User Tools/Counter} key.
User Tools (System Settings) Printing the Number of Prints for Each User Code You can print out the number of prints made under each user code using [Print Counter], [Transmission Counter] or [Scanner Counter]. To print the number of prints made under each user code A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools]. D Press [Display/Clear/Print Counter per 4 User Code].
User Code Clearing the Number of Prints A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools]. D Press [Display/Clear/Print Counter per To clear the number of prints for all user codes A Press [Clear] under All User Codes. User Code]. E Select the user code to clear. To clear the number of prints made under a user code A Select the user code from the left side of the display.
User Tools (System Settings) Fax Destination Register a fax destination so you do not need to enter fax numbers each time, and can send documents scanned in using the fax function. • It is easy to select the fax destination if you register a “User (Destination) Name” and “Key Display” for the fax destination. • You can register fax destinations as a group. You can program the following items in a fax destination: 4 v Fax number Registers the destination's fax number.
Fax Destination Registering a Fax Destination A Press the {User Tools/Counter} key. Zcas100e.eps ZCAS100E B Press [System Settings]. B Enter the user (destination) name or key display, and then press [OK]. Note r You can use the user name when selecting a fax destination. r You can register the user code after the user name. For details, see p.70 “User Code”. Reference p.147 “Entering Text” 4 To select the title C Press [Key Operator Tools], and then press [TNext].
User Tools (System Settings) H Enter the fax number using the number keys, and then press [OK]. E Enter a password using the number keys, and then press [OK]. F Press [OK]. To set the International TX mode To select the line A Press [Select Line]. B Select the line, and then press [OK]. 4 To program the SUB Code A Press [Adv. Features], and then select [SUB Code]. B Press [Change] under TX SUB Code. C Enter a SUB Code using the number keys, and then press [OK].
Fax Destination D Select a standard message to print on the second line. To stamp a customized message, press [Custom Message]. Changing a Registered Fax Destination A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then E Enter a message, and then press [OK]. Reference p.147 “Entering Text” F Press [OK]. G Press [Change] under Line 3. H Select a standard message, and then press [OK]. I Press [OK]. I Press [OK].
User Tools (System Settings) To change the SUB Code A Press [Adv. Features]. B Press [Change] under TX SUB Code. C Enter the new SUB Code, and then press [OK]. D To change the password, press [Change] under Password (SID). E Enter the new password, and then press [OK]. F Press [OK]. 4 To change the SEP Code A Press [Adv. Features]. B Press [Change] under RX SEP Code. C Enter the new SEP Code, and then press [OK]. D To change the password, press [Change] under Password (PWD).
Fax Destination Deleting a Registered Fax Destination Note r If you delete a destination that is a specified delivery destination, messages to its registered Personal Box, for example, cannot be delivered. Be sure to check the settings in the fax function before deleting any destinations. A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then press [TNext]. To delete all user information A Press [Delete]. B Select a user you want to delete.
User Tools (System Settings) E-mail Destination Register e-mail destinations so you do not need to enter e-mail address every time, and can send scan files by e-mail, or send fax documents by Internet Fax. • It is easy to select the e-mail destination if you register “User (Destination) Name” and “Key Display” for the e-mail destination. • You can register e-mail destinations as a group. • You can use the e-mail address as the sender address when sending scan files in scanner mode.
E-mail Destination B Enter the user (destination) name or key display, and then press [OK]. H Press [Change] under E-mail Address. Note r You can use the user name when selecting an address to send an e-mail to. r You can register the user code after the user name. For details, see p.70 “User Code”. Reference p.147 “Entering Text” I Enter the e-mail address. Entering the e-mail address A Enter the e-mail address.
User Tools (System Settings) Changing a Registered E-mail Destination Deleting a Registered E-mail Destination A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then D Press [Address Book Management]. E Select the registered e-mail ad- D Press [Address Book Management]. press [TNext]. dress user you want to change.
Registering Folders Registering Folders By registering a shared folder, you can send scan files to it directly. There are two types of protocol you can use: • SMB For sending files to shared Windows folders • FTP For uploading files to an FTP sever Note r For details about protocols, server names, and folder levels, ask your network administrator. r You can stop unauthorized users accessing folders from the machine. See p.93 “Registering a Protection Code”. r You can only select either SMB or FTP.
User Tools (System Settings) F Set the user's information. Note r To register a folder to a registered user, proceed to step G. To register the user (destination) name and key display A Press [Change] under User (Destination) Name or Key Display. The user (destination) name or key display entry display appears. B Enter the user (destination) name or key display, and then press [OK]. 4 Note r You can use the user name as the folder name. r You can register the user code after the user name.
Registering Folders C Press [OK]. Note r If the format of the entered path is not correct, a message appears. Press [Exit], and then enter the path again. D Press [Change] under User Name. E Enter the user name, and then press [OK]. Note r This is a user name which is authorized to access the folder. F Press [Change] under Password. G Enter the user's password, and then press [OK]. Using Browse Network to locate the folder A Press [Browse Network].
User Tools (System Settings) Changing a registered SMB folder Changing items under SMB A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then A Press [Change] under Path. B Enter the new path where the folder is located, and then press [OK]. press [TNext]. D Press [Address Book Management]. E Select the user of the registered folder you want to change. Press the user (destination) key, or enter the registered number using the number keys.
Registering Folders Deleting a registered SMB folder Using FTP to Connect A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then Note r To register a shared folder configured in Windows, see p.85 “Using SMB to Connect”. D Press [Address Book Management]. To register an FTP folder press [TNext]. To delete only the registered folder A Select a user of the folder you want to delete.
User Tools (System Settings) F Set the user's information. Note r To register a folder to a registered user, proceed to step G. To register the user (destination) name and key display A Press [Change] under User (Destination) Name or Key Display. The user (destination) name or key display entry display appears. B Enter the user (destination) name or key display, and then press [OK]. 4 Note r You can use the user name as the folder name. r You can register the user code after the user name.
Registering Folders M Press [OK]. Note r To change the port number, press [Change] under Port No.. Enter the port number using the number keys, and then press [#]. You can enter 1 to 65535. N Press [Change] under User Name. O Enter the user name, and then Note r If you press , you can search for a user by user name/index, user code, fax destination, or email address. F Press [Folder]. G Select the items you want to change. press [OK].
User Tools (System Settings) F Enter the new user name, and then press [OK]. This is a user name which is authorized to access the folder. G Press [Change] under Password. H Enter the new password, and then press [OK]. Note r To change the port number, press [Change] under Port N o .. En t er t h e n e w p o r t number using the number keys, and then press [#]. 4 H Press [Connection Test] to check the path is set correctly. I Press [Exit].
Registering a Protection Code Registering a Protection Code You can stop sender's names or folders being accessed by setting a protection code. You can use this function to protect the following: • Folders You can prevent unauthorized access to folders. • Sender's names (when sending emails) You can prevent misuse of sender's names. F Press [Protect Dest.]. To protect the sender name A Press [Protect] under Sender's Name. 4 Note r This function is not available when using Internet Fax to send e-mails.
User Tools (System Settings) Registering a Protection Code To a Group User A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then press [TNext]. D Press [Address Book: Program/Change/ Delete Group]. E Press the group key you want to 4 register a protection code to. F Press [Protect Dest.]. G Press [Protect] under Folder. H Press [Change] under Protection Code. I Enter a protection code using the number keys, and then press [#].
Registering Destinations to a Group Registering Destinations to a Group Register destinations to a group to easily control registered fax, e-mail and folders for each group. To group destinations, the groups must be registered beforehand. Note r You can register up to 500 groups. r When using Scan to Folder function, you cannot send scan files to a group with over 50 folders registered. r You can set a protection code to prevent unauthorized access to the folders registered in a group. For details, see p.
User Tools (System Settings) 4 Registering Destinations to a Group Removing a Destination from a Group You can register destinations to a group. When registering new destinations, you can also register groups at the same time. A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then D Press [Address Book Management].
Registering Destinations to a Group E Select the group where the data To change the title F Press [Programed Users]. A Press the title key under Select Title. you want to check is registered. All the user (destination) names appear. A Press [Change] under Registration No.. B Enter the new registration number using the number keys. C Press [#]. Press [OK]. Changing a Group Name A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then press [TNext].
User Tools (System Settings) Registering the Transfer Request This section describes how to register the Transfer Station and Receiving Station used in the fax function's Transfer Request. Note r Before you can use Transfer Request, you must program the Polling ID and set the Transfer Report. See “Programming a Polling ID”and “Transfer Report”, Facsimile Reference .
Registering the Transfer Request B Enter the Transfer Request name or key display, and then press [OK]. Reference p.147 “Entering Text” To select the title A To associate a Transfer Request name with a title, press the title key under Select Title. Note r The keys you can select are as follows: • [Freq.]… Added to the page that is displayed first. • [AB], [CD], [EF], [GH], [IJK], [LMN], [OPQ], [RST], [UVW], [XYZ], [1] to [10]… Added to the list of items in the selected title. r You can select [Freq.
User Tools (System Settings) M When you have specified all the To change the title N Press [Exit]. A Press the desired title key under Select Title. Changing a Registered Transfer Station/Receiving Station To change the Transfer Station Receiving Stations, press [OK]. A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then 4 press [TNext]. D Press [Address Book: Program/Change/ Delete Transfer Request].
Registering the Transfer Request Deleting a Registered Transfer Station/Receiving Station A Press the {User Tools/Counter} key. B Press [System Settings]. C Press [Key Operator Tools], and then press [TNext]. D Press [Address Book: Program/Change/ Delete Transfer Request]. E Press [Delete]. F Select a Transfer 4 Request you want to delete. Press the Transfer Request key, or enter the registered number using the number keys. G Press [Yes]. H Press [Exit].
User Tools (System Settings) Programming/Changing LDAP Server Programming an LDAP server allows you to look up e-mail destinations from the LDAP server Address Book directly. This function is available when you send scan files by e-mail using scanner function. Note r Select [ON] in the Use LDAP Server setting to use this function. See p.66 “Use LDAP Server”. 4 r This function supports LDAP Version 2 and 3. r To ensure successful searching, make sure the server name and port number are entered correctly.
Programming/Changing LDAP Server To enter a port number A Press [Change] under Port No.. B Enter the port number using the number keys, and then press [#]. To set authentication A Press [Next]. B Press [ON] or [High Security] under Authentication. r If you leave the user name and password blank, users will be prompted for the password every time they attempt to connect to the LDAP server. A Press [Next]. B Press [Change] under User Name. C Enter the user name, and then press [OK].
User Tools (System Settings) E Enter the attribute's display name, and then press [OK]. Note r For example, if you want to sort e-mail addresses by employees' number, enter “employeeNo” in the Attribute field, and “Employee No.” in the Key Display field. F Press [OK]. G Press [Exit]. H Press the {User Tools/Counter} key. 4 Changing an LDAP Server A Press the {User Tools/Counter} key. B Press [System Settings].
Programming/Changing LDAP Server To change the user name and password A Press [Next]. B Press [Change] under User Name. C Enter the new user name, and then press [OK]. D Press [Change] under Password. E Enter the new password, and then press [OK]. Note r The user name and password are of a user who is authorized to access the LDAP server. 4 r You can press [Connection Test] to check if the new settings work. To change search options A Press [Next] twice. B Press [Change] under Attribute.
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