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Basic Operation for Sending Scan Files by E-mail

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1. Sending Scan Files by E-mail Basic Operation for Sending Scan Files by E-mail This section describes the basic operation for sending scan files by e-mail. 1 1. Make sure that no previous settings remain. If a previous setting remains, press the [Clear Modes] key. 2. If the network delivery scanner screen or Scan to Folder screen appears, switch to the Email screen. For details, see "Switching to the E-mail Screen". 3. Place originals. 4. If necessary, press [Scan Settings] to specify scanner settings such as resolution and scan size. For details, see "Various Scan Settings". 5. If necessary, specify the scanning density. For details, see "Adjusting Image Density". 6. If necessary, press [Original Feed Type] to specify settings such as original orientation. For details, see "Setting of Original Feed Type". 7. If necessary, press [Send File Type / Name] to specify settings such as file format and file name. For details, see "Specifying the File Type and File Name". 24

Section	Page
About This Machine	1
Manuals for This Machine	3
Manuals List	5
What You Can Do with This Machine	6
Using This Machine as a Copier	6
Using This Machine as a Printer	7
Utilizing Stored Documents	7
Paperless Fax Transmission and Reception	8
Fax Transmission and Reception Over the Internet	9
Using the Facsimile and the Scanner in a Network Environment	10
Administrating the Machine/Protecting Documents (Security Functions)	11
Monitoring the Machine Via Computer	11
Preventing an Unauthorized Copy	12
TABLE OF CONTENTS	13
Notice	16
Important	16
Note to Users	16
Note to users in the United States of America	16
Note to users in Canada	17
Remarque concernant les utilisateurs au Canada	17
Regulatory Information	17
Note to users in the state of California	17
How to Read This Manual	18
Symbols	18
Names of Major Options	18
Safety Information	19
Safety During Operation	19
Safety Precautions to be Followed	19
Environments where the machine can be used	19
Handling power cords and power plugs	19
Handling the main machine	20
Handling the machine's interior	21
Handling the machine's supplies	21
For people using a pacemaker	22
Positions of WARNING and CAUTION labels	23
ENERGY STAR Program	24
1. Getting Started	25
Guide to Components	25
Options	27
External options	27
Internal options	28
Control Panel	31
Display Panel	34
Simplified Display	34
When the Authentication Screen is Displayed	36
User Code Authentication (Using the Control Panel)	36
User Code Authentication (Using a Printer Driver)	37
Login (Using the Control Panel)	37
Logout (Using the Control Panel)	38
Login (Using a Printer Driver)	39
Login (Using Web Image Monitor)	39
Logout (Using Web Image Monitor)	39
Changing Modes	40
System Reset	41
Turning On/Off the Power	42
Turning On the Main Power	42
Turning On the Power	43
Turning Off the Power	43
Turning Off the Main Power	44
Saving Energy	45
2. Entering Text	47
Entering Text	47
Available Characters	47
Keys	47
How to Enter Text	48
Entering letters	48
Deleting characters	48
Adding user text	49
3. Operating Instructions	51
Installing Operating Instructions	51
PDF Manuals	52
How to Use the Operating Instructions	53
Opening from the Icon	53
Opening from the [Start] Menu	53
Opening from the CD-ROM	54
4. Appendix	55
Dos and Don'ts	55
Software and Utilities Included on the CD-ROM	57
Viewing the Contents of the CD-ROM	57
Printer Drivers for This Machine	57
TWAIN Driver	59
LAN-Fax Driver	59
DeskTopBinder Lite	60
SmartDeviceMonitor for Admin	61
DeskTopBinder-SmartDeviceMonitor for Client	62
Specifications for the Main Unit	64
Document Server	68
Duplex Unit	69
Bypass Tray	69
Specifications for Exposure Glass Cover (Optional)	70
Specifications for Auto Document Feeder (Optional)	71
Specifications for 500-Sheet Finisher (Optional)	72
Specifications for 1000-Sheet Finisher (Optional)	74
Finisher Upper Tray	74
Finisher Shift Tray	74
Specifications for Booklet Finisher (Optional)	76
Finisher Upper Tray	76
Finisher Shift Tray	76
Finisher Booklet Tray	77
Specifications for Punch Kit (Booklet Finisher) (Optional)	78
Specifications for Shift Sort Tray (Optional)	79
Specifications for Bridge Unit (Optional)	80
Specifications for Internal Tray 2 (1 bin tray) (Optional)	81
Specifications for Large Capacity Tray (LCT) (Optional)	82
Specifications for Paper Tray Unit (Optional)	83
Specifications for IEEE 1284 Interface Board (Optional)	84
Specifications for Wireless LAN Board (Optional)	85
Specifications for Bluetooth Interface Unit (Optional)	86
Specifications for Gigabit Ethernet (Optional)	87
Recommended Paper Sizes and Types	88
Unusable Paper	95
Paper Storage	96
INDEX	97
Troubleshooting	103
Manuals for This Machine	105
TABLE OF CONTENTS	107
How to Read This Manual	110
Symbols	110
Names of Major Options	110
1. When the Machine Does Not Operate As Wanted	111
Indicators	111
Panel Tone	112
Checking Machine Status and Settings	113
When an Indicator to the Right of a Function Key Is Lit	116
When You Have Problems Operating the Machine	118
When a Job Is Not Performed	122
2. Troubleshooting When Using the Copy/Document Server Function	125
Messages Displayed When Using the Copy/Document Server Function	125
When You Cannot Make Clear Copies	128
When You Cannot Make Copies As Wanted	131
When Memory Is Full	136
3. Troubleshooting When Using the Facsimile Function	139
Adjusting the Volume	139
Messages Displayed When Using the Facsimile Function	141
When You Cannot Send or Receive Fax Messages As Wanted	150
When Memory Is Full	155
If an Error Report Is Printed	156
Turning Off the Main Power / In the Event of Power Failure	157
When an Error Occurs Using Internet Fax	158
Error Mail Notification	158
Error Report (E-mail)	158
Server-Generated Error E-mail	158
4. Troubleshooting When Using the Printer Function	159
Messages Displayed When Installing the Printer Driver	159
Windows 2000	159
Windows XP Professional or Windows Server 2003/2003 R2	159
Windows XP Home Edition	160
Windows Vista	160
If USB Connection Fails	162
Messages Displayed When Using the Printer Function	163
Status Messages	163
Messages Displayed on the Control Panel When Using the Printer Function	163
Messages Printed on the Error Logs or Reports	165
Checking the Error Log	171
When You Cannot Print	173
When the Data In Indicator Does Not Light Up or Flash	175
When the machine is connected to the computer using the interface cable	175
Network connection	176
Other Printing Problems	177
5. Troubleshooting When Using the Scanner Function	185
When Scanning Is Not Done As Expected	185
When You Cannot Send Scanned Files	187
When Stored Files Cannot Be Accessed	187
When You Cannot Browse the Network to Send a Scan File	187
When the TWAIN Driver Cannot Be Started	187
When Stored Files Cannot Be Edited	188
When the Network Delivery Function Cannot Be Used	188
When S/MIME Cannot Be Used	188
Operations Are Not Possible When Messages Are Displayed	189
Messages Displayed When Using the Scanner Function	190
Messages Displayed on the Control Panel When Using the Scanner Function	190
Messages Displayed on the Client Computer	196
6. Adding Paper, Toner and Staples	201
Loading Paper	201
Loading Paper into the Paper Trays	201
Setting special paper in paper tray 2	202
Loading Paper into the Large Capacity Tray	203
Orientation-Fixed Paper or Two-Sided Paper	204
Changing the Paper Size	206
Changing the Paper Size in the Paper Trays	206
Changing to a Size That Is Not Automatically Detected	208
Adding Toner	211
Removing Toner	212
Inserting Toner	212
Sending Faxes or Scanned Documents When Toner Has Run Out	213
Used Toner	214
Adding Staples	215
500-sheet Finisher	215
1000-sheet Finisher	216
Booklet Finisher	216
Replacing the Stamp Cartridge	218
7. Clearing Misfeeds	221
Removing Jammed Paper	221
Locating Jammed Paper	221
Removing Jammed Paper	223
When A is displayed	223
When B is displayed	223
When C is displayed	224
When D is displayed	224
When P is displayed	225
When R is displayed in the case of 500-sheet finisher	225
When R1 - R5 is displayed in the case of 1000-sheet finisher	226
When R1 - R3 is displayed in the case of booklet finisher	227
When R4 - R6 is displayed in the case of booklet finisher	228
When R7 - R11 is displayed in the case of booklet finisher	228
When Y is displayed	229
When Z is displayed	229
Removing Jammed Staples	230
500-sheet Finisher	230
1000-sheet Finisher	231
Booklet Finisher	231
Removing Punch Waste	233
Booklet Finisher	233
8. Remarks	235
Where to Put Your Machine	235
Machine Environment	235
Moving	235
Optimum environmental conditions	236
Environments to avoid	236
Access to the machine	237
Power Connection	237
Maintaining Your Machine	239
Cleaning the Exposure Glass	239
Cleaning the Exposure Glass Cover	239
Cleaning the Auto Document Feeder	240
INDEX	241
Copy/Document Server Reference	247
Manuals for This Machine	249
What You Can Do with This Machine	251
Reducing/Enlarging Originals by Specifying the Paper Size	251
Saving Paper	251
Copying onto Special Paper	253
Creating a Booklet or Magazine	253
Copying Originals Such as Books	255
Registering the Initial Display's Default Functions	256
TABLE OF CONTENTS	257
How to Read This Manual	261
Symbols	261
Functions Requiring Optional Configurations	262
Display	263
Simplified Display	264
1. Placing Originals	265
Originals	265
Sizes and Weights of Recommended Originals	265
Non-compatible originals for the ADF	265
Sizes Detectable with Auto Paper Select	266
Sizes difficult to detect	268
Missing Image Area	269
Placing Originals	270
Original Orientation	270
Left Original Beeper	272
Placing Originals on the Exposure Glass	272
Placing Originals in the ADF	273
Batch Mode	274
SADF Mode	275
Mixed Sizes Mode	276
Specifying Original Sizes	277
Regular sizes	277
Custom sizes	278
2. Basic Copying	281
Basic Procedure	281
Interrupt Copy	282
Job Preset	283
Copying from Tray 2	285
Using Tray 2 as the Bypass Tray	285
Copying onto regular size paper	286
Copying onto custom size paper	286
Copying onto special paper	288
Copying onto Envelopes	288
Copying from the Bypass Tray	291
Copying onto Regular Size Paper	294
Copying onto Custom Size Paper	294
Registering a custom size	295
Recalling the registered custom size	296
Copying onto Special Paper	296
Reducing or Enlarging Originals	298
Preset Reduce/Enlarge	298
Zoom	299
Specifying the ratio with [] and []	300
Entering the ratio with the number keys	301
Auto Reduce/Enlarge	301
Duplex/Combined Copying	304
Duplex	304
Originals and copy orientation	306
One-Sided Combine	307
Two-Sided Combine	311
Finishing	315
Sort	315
Sample Copy	318
Changing the number of sets	318
Stack	319
Staple	321
Punch	325
Storing Data in the Document Server	329
Managing Jobs	331
Job List Screen	331
Checking Jobs in the Job List	332
Changing the Order of Jobs	333
Holding Jobs	333
Deleting Jobs	334
Checking the Job History	335
Registering Frequently Used Functions	336
Registering Functions in a Program	336
Changing a Stored Program	337
Recalling a Stored Program	338
Deleting a Stored Program	338
Registering the Initial Display's Default Functions	340
3. Advanced Copying	343
Adjusting Copy Image Density	343
Auto Image Density	343
Manual Image Density	343
Combined Auto and Manual Image Density	344
Copy Quality	344
Sharp / Soft	345
Contrast	346
Background Density	346
Selecting the Original Type	347
Selecting Copy Paper	348
Auto Paper Select	349
Rotate Copy	349
Manual Paper Select	350
Advanced Reduce/Enlarge Copying	351
Size Magnification	351
Directional Magnification (%)	352
Specifying the ratio with [] and []	352
Entering the ratio with the number keys	353
Directional Size Magnification (inch)	354
Create Margin	356
Stamps	357
Background Numbering	357
Preset Stamp	358
Changing the stamp position, size and density	360
User Stamp	361
Changing the user stamp position	362
Registering the user stamp	363
Deleting the user stamp	364
Date Stamp	365
Changing the format of date	367
Changing the date stamp position	368
Page Numbering	368
Changing the stamp position	370
Specifying the first printing page and start number (“P1,P2...”, “-1-,-2-...”, “P.1,P.2... ”, “1,2... ”)	371
Specifying the first printing page and start number (“1/5,2/5...”)	372
Specifying the first printing page and start number (“1-1,1-2...”)	373
Advanced Copier Functions	374
Margin Adjustment	374
Erase Center / Border	375
Erase Border (same width)	377
Erase Border (different width)	377
Erase Center	378
Erase Center / Border (same width)	379
Erase Center / Border (different width)	380
Image Repeat	381
Double Copies	383
Centering	384
Positive/Negative	386
Mirror Image	386
Series Copies	387
Booklet/Magazine	389
Covers	394
Designate	396
Chapters	397
Slip Sheets	399
4. Document Server	401
Relationship between Document Server and Other Functions	401
Document Server Display	402
Simplified Display	403
Preview Display	404
Using the Document Server	406
Storing Data	406
Specifying a User Name	408
Specifying a File Name	408
Specifying a Password	409
Changing the User Name of a Stored Document	410
Changing the File Name of a Stored Document	411
Changing the Password of a Stored Document	412
Checking the Details of a Stored Document	412
Searching for Stored Documents	413
Searching by file name	414
Searching by user name	414
Printing Stored Documents	415
Interrupting a print job	417
Changing the number of sets	417
Sample Print	418
Printing the first page	419
Printing a specified page	419
Printing a specified range	420
Deleting a Stored Document	421
Displaying Stored Documents with Web Image Monitor	422
Downloading Stored Documents with Web Image Monitor	422
5. Appendix	425
Function Compatibility	425
Supplementary Information	427
User Tools Menu (Copier / Document Server Features)	438
INDEX	443
Facsimile Reference	451
Manuals for This Machine	453
NOTICE	455
Important Safety Instructions	458
Caution	458
TABLE OF CONTENTS	459
How to Read This Manual	466
Symbols	466
Names of Major Functions	466
Reading the Display	467
Reading the Display Panel and Using Keys	467
Simplified Display	470
1. Transmission	471
Transmission Modes	471
Selecting Type of Transmission	472
Memory Transmission	474
Sending originals using the exposure glass (Memory Transmission)	476
Parallel Memory Transmission	477
Automatic Redial	477
Dual Access	478
Broadcasting sequence	478
Immediate Transmission	479
Sending originals using the exposure glass (Immediate Transmission)	480
Displaying Confirmation of Transmission	481
IP-Fax Functions	483
Terminology	485
Notes on Using IP-Fax	486
Functions Not Available for IP-Fax Transmission	486
Internet Fax Functions	487
Notes on Using Internet Fax	488
Functions Not Available by Internet Fax Transmission	489
Functions Not Available by Internet Fax Reception	490
T.37 Full Mode	490
E-mail Encryption	491
Sending to E-mail/Folder Destinations	493
Functions Not Available for E-mail Transmission	493
Functions Not Available for Folder Transmission	494
E-mail Encryption	494
Placing Originals	496
Setting the Original Orientation	498
Scanning Two-Sided Originals	499
Acceptable Original Sizes	502
Paper Size and Scanned Area	502
When placing an original on the exposure glass	502
When placing an original into the ADF	504
Types of Original whose Sizes are Difficult to Detect	505
Transmission with Image Rotation	506
Stamp	506
Checking the Content of a Scanned Original (Preview Before Transmission)	508
Scan Settings	511
Scan Type	511
JBIG Transmission	513
Resolution	513
Scan Size	515
Auto Detect	515
Regular	517
Area	518
Mixed Original Sizes	519
Density (Contrast)	521
Mixing Scan Settings for a Multiple Page Original	523
Changing the Line Port	525
Simultaneous Broadcast Using Multiple Line Ports	527
Specifying a Destination	529
Sending over a Fax Line	529
Entering a pause	530
Entering a tone	531
Re-entering a fax number to confirm destination	532
Sending by IP-Fax	533
Regarding IP-Fax destinations	536
Sending by Internet Fax	537
Bypassing the SMTP server	540
Sending an E-mail	543
Bypassing the SMTP server	546
Sending to Folder Destinations	548
Using the Address Book to Specify Destinations	551
Switching the type of title in the Address Book	552
Specifying Group Destinations	552
Selecting Destinations from Recent Destinations	553
Programming Destinations in the Address Book	555
Registering a Fax Destination	555
Changing a Fax Destination	557
Deleting a Fax Destination	559
Registering Entered Destinations to the Address Book	561
Searching for a Destination in the Address Book	562
Search by Destination Name	562
Search by Fax Number/IP-Fax Destination	565
Search by Internet Fax Destination	567
Search by E-mail Destination	569
Search by Folder Destination	571
Search Using Advanced Search	574
Search by Registration Number	576
On Hook Dial	579
Manual Dial	581
Sender Settings	583
Advanced Features	586
Setting SUB Codes for Transmission	586
Setting a password	589
Setting SEP Codes for Reception	589
Entering a password	592
SEP Code RX Reserve Report	592
SEP Code RX Result Report	593
Canceling a Transmission	594
Before the Original Is Scanned	594
While the Original Is Being Scanned	594
While the Original Is Being Transmitted	595