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Dell C7765DN Dell Color Multifunction Printer User's Guide - Page 490

E-mail Overview, E-mail, Store & Send Link, Internet Fax Service, Print E-mail

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18 E-mail Environment Settings E-mail Overview The machine can send and receive e-mails. The following services and features are available using e-mail: • E-mail • Store & Send Link • Internet Fax Service • Print E-mail • E-mail Notification (Consumable Status) • Job Completion Notice E-mail Scanned documents can be converted into electronic form and transmitted via e-mail. Store & Send Link The machine can convert a document scanned by a user authenticated by the machine into electronic form, store it in the hard disk, and send a URL that indicates the location of the document. Internet Fax Service Unlike the normal fax transmissions via telephone lines, faxed data is transmitted via a corporate intranet or the Internet as an e-mail attachment. The message body of e-mail is processed according to the settings in [Incoming Internet Fax Print Options] of Dell Printer Configuration Web Tool. Print E-mail You can send and transfer e-mails with files attached from computers. File formats that can be attached to the e-mails are TIFF, PDF, JPEG (JFIF), and XPS. The message body of e-mail is processed according to the settings in [Incoming E-mail Print Options] of Dell Printer Configuration Web Tool. Note • XPS stands for XML Paper Specification. E-mail Notification (Consumable Status) The machine can notify the status information such as consumable status, parts status, and paper tray status that is set in [E-mail Notification for Machine Status] of Dell Printer Configuration Web Tool to a specified recipient. By receiving the statuses of consumables periodically or when they need to be replaced soon, you can properly determine when to replace the toner and drum cartridges. It is recommended that you register the address of the system administrator or a shared address as the recipient of the e-mail. Job Completion Notice The following methods can be used to notify the completion of the jobs. Register the address of the network administrator or a shared address as necessary. • Notify the Completion of Jobs by E-mail When a computer submitted a print job or a Direct Fax job to the machine, its completion can be notified by e-mail. For more information, refer to the help of the print driver. 490

Section	Page
Table of Contents	3
1 Before Using the Machine	17
Preface	18
Types of Manuals	19
Using This Guide	20
Organization of This Guide	20
Conventions	22
Technical Support	24
Dell™ Technical Support Policy	24
Warranty and Return Policy	24
Contacting Dell	24
About License	25
RSA BSAFE	25
Heimdal	25
JPEG Code	25
Libcurl	26
FreeBSD	26
OpenLDAP	27
DES	29
AES	29
TIFF (libtiff)	29
ICC Profile (Little cms)	29
XML Paper Specification (XPS)	29
Cyrus SASL	29
Legal Notice	31
2 Product Overview	33
Machine Components	34
Power Source	41
Switching the Main Power On	41
Switching the Power On	41
Switching the Power Off	42
Switching the Main Power Off	43
Circuit Breaker	44
Power Saver Mode	46
Wakeup Motion Sensor	47
Entering the Power Saver Mode	47
Exiting the Power Saver Mode	47
Control Panel	49
Screens and Buttons Displayed	52
About the [Home] Screen	53
Entering Text	57
Installing the Tray Attachment on the Finisher-B1	58
3 Copy	59
Copying Procedure	60
Step 1 Loading Documents	60
Step 2 Selecting Features	62
Step 3 Entering a Quantity	63
Step 4 Starting the Copy Job	64
Step 5 Confirming the Copy Job in Job Status	65
Operations during Copying	66
Stopping the Copy Job	66
Changing the Number of Copies	67
Interrupting the Copy Job	68
Simple Copy	69
Paper Supply (Selecting the Paper for Copying)	69
Reduce / Enlarge (Making Enlarged/Reduced Copies)	70
2 Sided Copying (Making 2 Sided Copies)	71
Auto / Color / Black & White (Selecting the Color for Copying)	72
Lighten/Darken (Adjusting the Copy Density)	72
2 Pages per Side (Copying Two Pages onto One Sheet)	73
1 Staple	73
Copy	74
Reduce / Enlarge (Making Enlarged/Reduced Copies)	74
Paper Supply (Selecting the Paper for Copying)	77
Output Color (Selecting the Color for Copying)	81
2 Sided Copying (Making 2 Sided Copies)	85
Copy Output (Specifying Finishing Options)	85
Pages per Side (Copying Multiple Pages onto One Sheet)	85
Lighten/Darken (Adjusting the Copy Density)	86
Image Quality	87
Original Type (Selecting the Document Type)	87
Image Options (Adjusting Copy Density/Sharpness/Saturation of Images)	89
Image Enhancement (Erasing the Background Color of Documents/Adjusting Contrast)	90
Color Effects (Selecting an Image Quality)	91
Color Balance (Adjusting Color Balance)	92
Color Shift (Adjusting the Color Tone)	93
Layout Adjustment	94
2 Sided Copying (Making 2 Sided Copies)	95
Book Copying (Copying Facing Pages onto Separate Sheets)	96
2 Sided Book Copying (Making 2 Sided Copies of Facing Pages)	98
Original Size (Specifying the Scan Size for the Document)	99
Mixed Size Originals (Scanning Different Size Documents Simultaneously)	100
Edge Erase (Erasing Edges and Margin Shadows of the Document)	101
Image Shift (Adjusting the Image Position)	103
Invert Image (Making Reversed Copies of Images)	105
Original Orientation (Specifying the Orientation of Loaded Documents)	106
Image Rotation (Changing the Orientation of Images)	107
Output Format	109
2 Sided Copying (Making 2 Sided Copies)	109
Booklet Creation (Creating a Booklet)	110
Covers (Attaching Covers to Copies)	113
Pages per Side (Copying Multiple Pages onto One Sheet)	114
Poster (Making Enlarged Copies Spread over Multiple Sheets)	115
Repeat Image (Making Multiple Copies on One Sheet)	117
Annotations (Adding a Comment/a Date/Page Numbers to Copies)	118
Watermark (Printing Control Numbers on the Background of Copies)	124
Folding (Outputting Bi-Folded Paper)	126
Preset Repeat Image (Making Multiple Copies on a Single Sheet)	127
Transparency Options (Inserting Blank Sheets between Transparencies)	128
Copy Output (Specifying Finishing Options)	129
ID Card Copy (Copying Both Sides of an ID Card)	133
Job Assembly	135
Build Job (Processing Documents Scanned with Different Settings as One Job)	135
Sample Job (Checking the Finished Output of the Copy)	139
Combine Original Sets (Adding Originals)	140
Delete Outside / Delete Inside (Deleting Outside or Inside of the Selected Area)	142
Stored Programming (Calling a Stored Program for Build Job)	143
4 Fax	145
Fax Procedure	146
Step 1 Loading Documents	146
Step 2 Selecting Features	148
Step 3 Specifying Destinations	149
Step 4 Starting the Fax Job	150
Step 5 Confirming the Fax Job in Job Status	152
Operations during Faxing	153
Stopping the Fax Job	153
Changing the Scan Settings	154
5 Scan	157
Scanning Procedure	158
Step 1 Loading Documents	158
Step 2 Selecting the Features	160
Step 3 Starting the Scan Job	162
Step 4 Confirming the Scan Job in Job Status	164
Step 5 Saving the Scanned Data	164
Operations during Scanning	165
Stopping the Scan Job	165
Previewing the Scanned Images during a Scan Job	166
Changing Scan Settings	167
6 Job Flow Sheets	169
Job Flow Procedure	170
Step 1 Opening the [Job Flow Sheets] Screen	170
Step 2 Selecting a Job Flow Sheet	170
Step 3 Confirming/Changing the Job Flow Sheet	171
Step 4 Starting the Job Flow Sheet	171
Selecting/Changing a Job Flow Sheet	172
7 Stored Programming	175
Stored Programming Overview	176
Registering/Deleting/Renaming Stored Programs	177
Registering Stored Programs	178
Notes and Restrictions on Registering Stored Programs	179
Registering Stored Programs for Build Job	180
Deleting Stored Programs	180
Entering/Changing a Stored Program Name	181
Assigning/Changing Icons for Stored Programs	182
Calling a Stored Program	183
Calling a Stored Program for Build Job	184
8 Web Applications	185
Web Applications Overview	186
Accessing Web Applications	187
Accessing Using Buttons Registered on the [Home] Screen	188
9 Media Print (Text and Photos)	189
Overview of Media Print	190
Supported Media and File Formats	191
Notes and Restrictions on Media Print	191
Inserting USB Memory Device	193
Media Print - Text	196
Selecting Files	196
[Select From List] Screen	197
Media Print - Photos	198
Selecting Files	198
[Select From List] Screen	199
Selecting the Printing Options	200
Media Print - Photos	200
Media Print - Text	201
Index Print	202
10 Job Status	203
Job Status Overview	204
Checking Current/Pending Jobs	205
Checking Completed Jobs	207
Printing and Deleting Stored Jobs	208
Secure Print	208
Sample Set	210
Delayed Print	212
Charge Print	213
Private Charge Print	216
Public Folder	218
Undelivered Faxes	219
Printing Pending Jobs	221
Handling Error Terminations	222
11 Computer Operations	223
Features Overview	224
12 Paper and Other Media	225
Paper Types	226
Loadable Quantity and Weight	226
Supported Paper	226
Loading Paper	237
Loading Paper in Trays 1 to 4	237
Loading Paper in Tray 5 (Bypass Tray)	238
Loading Paper in Tray 6 (HCF B1)	239
Changing the Paper Size	241
Changing the Paper Size for Trays 1 to 4	241
Changing the Paper Size for Tray 6 (HCF B1) (optional)	242
Changing the Paper Settings	244
13 Maintenance	247
Replacing Consumables	248
Replacing Toner Cartridges	248
Replacing Waste Toner Container R5	250
Replacing Drum Cartridges R1, R2, R3, or R4	253
Replacing Staple Cartridge (for Finisher-B1)	256
Replacing Booklet Staple Cartridge (for Booklet Maker Unit for Finisher-B1)	258
Emptying the Hole Punch Waste Container (for Finisher-B1)	259
Cleaning the Machine	260
Cleaning the Exterior	260
Cleaning the Interior (LED Printheads)	260
Cleaning the Touch Screen	262
Cleaning Document Cover and Document Glass	262
Cleaning Film and Constant Velocity Transport Glass	263
Cleaning Document Feeder Rollers	263
Executing Calibration	265
Printing a Report/List	269
Deleting a Private Charge Print Job with an Invalid User ID	270
Setting Restore Tool	271
14 Machine Status	273
Overview of Machine Status	274
Machine Information	275
General Information	275
Paper Tray Status	276
Print Reports	276
Automatically Printed Reports/Lists	284
Overwrite Hard Disk	285
Print Mode	286
Fax Receiving Mode	288
Faults	289
Supplies	290
Billing Information	291
Billing Information	291
User Account Billing Information	292
15 Tools	295
System Settings Procedure	296
Step 1 Entering System Administration Mode	296
Step 2 Entering the System Administrator User ID and Passcode	296
Step 3 Selecting [Tools]	297
Step 4 Selecting a Tab on the [Tools] Screen	297
Step 5 Setting a Feature	299
Step 6 Exiting System Administration Mode	299
Tools Menu List	300
Common Service Settings	314
Machine Clock/Timers	314
Power Saver Settings	317
Audio Tones	317
Screen/Button Settings	319
Paper Tray Settings	321
Image Quality Adjustment	326
Reports	327
Maintenance	329
Watermark	330
Force Annotation	332
Print Universal Unique ID	333
Notify Job Completion by E-mail	333
Plug-in Settings	334
Other Settings	334
Copy Service Settings	348
Copy Tab - Features Allocation	348
Preset Buttons	349
Copy Defaults	349
Copy Control	354
Original Size Defaults	356
Reduce/Enlarge Presets	357
Custom Colors	357
Annotations - Create Comments	357
Connectivity & Network Setup	358
Port Settings	358
Protocol Settings	363
Machine's E-mail Address/Host Name	366
Proxy Server Settings	367
Outgoing/Incoming E-mail Settings	368
Remote Authentication/Directory Service	369
Security Settings	374
Other Settings	379
Print Service Settings	380
Allocate Memory	380
Delete Form	382
Other Settings	382
Scan Service Settings	387
Screen Defaults	387
Scan Defaults	388
Scan to PC Defaults	390
Original Size Defaults	391
Output Size Defaults	391
Reduce/Enlarge Presets	391
Other Settings	392
Fax Service Settings	394
Screen Defaults	394
Fax Defaults	395
Fax Control	396
Fax Received Options	401
Reduce/Enlarge Presets	401
Original Size Defaults	402
Local Terminal Information	402
Internet Fax Control	403
E-mail/Internet Fax Service Settings	406
E-mail Control	406
Address Book Settings	409
Folder Service Settings	410
Job Flow Service Settings	411
Media Print Service Settings	412
Stored File Settings	413
Web Applications Service Setup	415
Server Certificate Verification Settings	415
Server Setup	417
Other Settings	418
Web Browser Setup	419
Setup	421
Create Folder	421
Stored Programming	423
Create Job Flow Sheet	423
Create Job Flow Sheet Keyword	431
Add Address Book Entry	431
Create Fax Group Recipients	439
Add Fax Comment	440
Paper Tray Attributes	440
Accounting	441
Create/View User Accounts	441
View Accounts	444
Reset User Accounts	444
System Administrator's Meter (Copy Jobs)	445
Accounting Type	445
Accounting Login Screen Settings	446
Fax Billing Data	447
Accounting/Billing Device Settings	448
Authentication/Security Settings	450
System Administrator Settings	450
Authentication	451
Allow User to Disable Active Settings	459
Job Status Default	459
Overwrite Hard Disk	460
16 Dell Printer Configuration Web Tool Settings	463
Installation of Dell Printer Configuration Web Tool	464
Preparations	464
Configuration on the Machine	465
Starting Dell Printer Configuration Web Tool	466
Configuring Machine Settings Using Dell Printer Configuration Web Tool	467
17 Printer Environment Settings	471
Print Overview	472
Installation When Using USB Port	475
Step 1 Preparations	475
Step 2 Configuration on the Machine	475
Step 3 Configuration on the Computer	476
Dell Printer Configuration Web Tool Setting Items	476
Installation When Using TCP/IP (LPD/Port 9100)	477
Step 1 Preparations	477
Step 2 Configuration on the Machine	477
Step 3 Configuration on the Computer	478
Dell Printer Configuration Web Tool Setting Items	478
Installation When Using NetWare	480
Step 1 Preparations	480
Step 2 Configuration on the Machine	480
Step 3 Configuration on the Computer	481
Dell Printer Configuration Web Tool Setting Items	482
Installation When Using Microsoft Network (SMB)	483
Step 1 Preparations	483
Step 2 Configuration on the Machine	483
Step 3 Configuration on the Computer	484
Dell Printer Configuration Web Tool Setting Items	484
Installation When Using Internet Printing Protocol (IPP)	485
Step 1 Preparations	485
Step 2 Configuration on the Machine	485
Step 3 Configuration on the Computer	486
Dell Printer Configuration Web Tool Setting Items	486
Installation When Using EtherTalk	487
Step 1 Preparations	487
Step 2 Configuration on the Machine	487
Step 3 Configuration on the Computer	488
Dell Printer Configuration Web Tool Setting Items	488
18 E-mail Environment Settings	489
E-mail Overview	490
Preparations	491
Installation Procedures	493
Step 1 Enabling Port and Setting up TCP/IP	493
Step 2 Configuring E-mail Environment	494
Dell Printer Configuration Web Tool Setting Items	496
19 Scanner Environment Settings	497
Scan Service Overview	498
Configuration of Store to Folder	500
Step 1 Enabling Port and Setting up TCP/IP	500
Step 2 Registering a Folder	501
Step 3 Configuring on the Computer	501
Configuration of Scan to PC	502
Step 1 Preparations	502
Step 2 Enabling Port and Setting up TCP/IP	503
Step 3 Configuration on the Computer	504
Configuration of Store to USB	505
Step 1 Available USB Memory Devices	505
Step 2 Dell Printer Configuration Web Tool Setting Items	505
Configuration of Job Flow Sheets	506
Step 1 Enabling Ports and Setting up TCP/IP	506
Step 2 Configuring the SNMP Port	507
Step 3 Configuration on the Computer	507
Configuration of Store & Send Link	508
Step 1 Configuring E-mail	508
Step 2 Enabling Authentication	508
Step 3 Other Settings	508
Step 4 Dell Printer Configuration Web Tool Setting Items	509
Configuration of Store to WSD	510
Step 1 Preparations	510
Step 2 Enabling Port	510
Step 3 Confirmation on the Computer	511
20 Using the Internet Fax Service	513
Internet Fax Overview	514
Preparations	514
System Requirements for the Machine	514
E-Mail Environment	514
Installation Procedures	516
Step 1 Enabling Port and Setting up TCP/IP	516
Step 2 Configuring E-mail Environment	517
Step 3 Testing the Internet Fax	518
21 Encryption and Digital Signature Settings	519
Encryption and Digital Signature Overview	520
Types of Certificate	520
Encryption Features for Communication	520
Encryption and Digital-Signature Features for Scan Files	521
Configuration of HTTP Communications Encryption	522
Installation Overview	522
Step1 Configuration on the Machine	522
Step2 Configuration on the Computer	523
Configuration of Encryption using IPSec	524
Installation Overview	524
Step1 Import and Configuration of a Certificate	524
Step2 Configuration on the Machine (Configuration of IPSec)	525
Step3 Configuration on the Computer	526
Configuration of E-mail Encryption/Digital Signature	527
Installation Overview	527
Step1 Configuration on the Machine	527
Step2 Configuration on Sender and Recipient	529
Configuration of PDF/XPS Signature	531
Installation Overview	531
Step1 Configuration on the Machine	531
Step2 Configuration on the Computer	532
22 Authentication and Accounting Features	533
Overview of Authentication and Accounting Feature	534
Overview of Authentication Feature	534
Overview of Accounting Feature	535
Authentication	536
User Types Managed by Authentication Feature	536
User Roles and Authorization Groups	536
Types of Authentication	538
Types of Account Administration	539
Authentication and Accounting Relationship	540
Services Controlled by Authentication	541
Overview	541
Services Restricted by User ID Authentication	541
Services Restricted by the Combined Use of Smart Card Authentication and User ID Authentication	543
Authentication for Job Flow Sheets and Folders	546
Overview	546
When the Authentication Feature is Disabled	548
When the Authentication Feature is Enabled	551
Jobs Manageable by Account Administration	554
Configuration for Authentication	557
Installation Overview	557
Enabling Authentication	557
Changing the Default Authorization Group Settings	559
Creating an Authorization Group	560
Configuration for Account Administration	561
Step 1 Selecting an Accounting Type	561
Step 2 Registering User Information	561
User Authentication Operations	563
Authenticating Login Users	563
Changing Passcode	564
23 Problem Solving	565
Troubleshooting	566
Machine Trouble	567
Image Quality Trouble	571
Trouble during Copying	577
Unable to Copy	577
The Copy Result is Not What was Expected	578
Trouble during Printing	581
Unable to Print	581
The Print Result is Not What was Expected	582
Trouble during Faxing	584
Sending Problems	584
Receiving Problems	586
Trouble during Scanning	588
Unable to Scan with the Machine	588
Unable to Import Scanned Documents to the Computer	589
Unable to Send a Scanned Document over the Network (FTP/SMB)	590
Unable to Send E-mail	591
The Image is not What was Expected	591
Network-related Problems	593
When using SMB	593
When using NetWare	595
When using TCP/IP	599
When using EtherTalk	600
Dell Printer Configuration Web Tool Problems	601
E-mail Features Problems	602
Internet/Intranet Connection Problems	603
IPv4 and IPv6 Connection Problems	604
Media Print - Text Trouble	607
Media Print - Photos Trouble	608
Status Code	609
Other Errors	680
Paper Jams	681
Paper Jams in Upper Left Cover A	681
Paper Jams in Bottom Left Cover C	683
Paper Jams in Top Left Cover D	683
Paper Jams in Trays 1 to 4	684
Paper Jams in Tray 5 (Bypass Tray)	685
Paper Jams in Tray 6 (HCF B1)	685
Paper Jams in Duplex Module B	687
Paper Jams in Finisher-B1	688
Document Jams	690

Match case Limit results 1 per page

18 E-mail Environment Settings

490

E-mail Overview

The machine can send and receive e-mails.

The following services and features are available using e-mail:

• E-mail

•

Store & Send Link

•

Internet Fax Service

•

Print E-mail

•

E-mail Notification (Consumable Status)

•

Job Completion Notice

E-mail

Scanned documents can be converted into electronic form and transmitted via e-mail.

Store & Send Link

The machine can convert a document scanned by a user authenticated by the machine into

electronic form, store it in the hard disk, and send a URL that indicates the location of the

document.

Internet Fax Service

Unlike the normal fax transmissions via telephone lines, faxed data is transmitted via a

corporate intranet or the Internet as an e-mail attachment.

The message body of e-mail is processed according to the settings in [Incoming Internet Fax

Print Options] of Dell Printer Configuration Web Tool.

Print E-mail

You can send and transfer e-mails with files attached from computers. File formats that can

be attached to the e-mails are TIFF, PDF, JPEG (JFIF), and XPS.

The message body of e-mail is processed according to the settings in [Incoming E-mail Print

Options] of Dell Printer Configuration Web Tool.

Note

•

XPS stands for XML Paper Specification.

E-mail Notification (Consumable Status)

The machine can notify the status information such as consumable status, parts status, and

paper tray status that is set in [E-mail Notification for Machine Status] of Dell Printer

Configuration Web Tool to a specified recipient. By receiving the statuses of consumables

periodically or when they need to be replaced soon, you can properly determine when to

replace the toner and drum cartridges.

It is recommended that you register the address of the system administrator or a shared

address as the recipient of the e-mail.

Job Completion Notice

The following methods can be used to notify the completion of the jobs. Register the address

of the network administrator or a shared address as necessary.

•

Notify the Completion of Jobs by E-mail

When a computer submitted a print job or a Direct Fax job to the machine, its completion

can be notified by e-mail. For more information, refer to the help of the print driver.