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Ricoh Aficio SP 3400SF User Guide - Page 116

Printing Confidential Documents, Storing a Locked Print file - printer setup

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Using the Printer Function Printing Confidential Documents If you use the Locked Print function, you can password protect your print job. This means that your job is printed only after you enter the password using the machine's control panel. This function prevents unauthorized users seeing sensitive documents at the printer. Important ❒ This function is only available when printing from a computer running a 3 Windows operating system using the PCL6 printer driver. Storing a Locked Print file This section describes how to store a Locked Print file in the machine using the printer driver. A Open the file you want to print on your computer. B Open the printer driver's properties. C Click the [Setup] tab, and then select [Locked Print]. The [Password:] and [User ID:] text boxes become available. The [User ID:] text box contains the login user name of your computer account or the user ID that you used for the previous Locked Print job. D Type the password (containing 4 to 8 digits) and user ID (containing up to 9 alphanumeric characters), and then click [OK]. The user ID will be used to identify your Locked Print file on the machine's control panel. E Execute a print command. The print job is stored in the machine as a Locked Print file. You can print the file by entering the password using the control panel. Note ❒ The Locked Print file is automatically erased from the machine's memory when it is printed out, or when the machine's power is turned off. ❒ The machine can store a maximum of 5 jobs or 5 MB of Locked Print data at a time. ❒ Even if the machine cannot store any more Locked Print files, the machine holds a new Locked Print file for the period of time specified in [Locked Print] under [Machine Settings] before canceling the job. Within this time, you can print or delete the new Locked Print file. You can also print or delete an existing Locked Print file so that the new Locked Print file can be stored in the machine. ❒ When a Locked Print job is canceled, the machine automatically records the cancellation in a log. You can use this log to identify which Locked Print jobs have been canceled. 106

Section	Page
SP 3400SF/SP 3410SF <User Guide>	1
TABLE OF CONTENTS	3
1. Guide to the Machine	11
Introduction	11
Trademarks	11
Disclaimer	12
Manuals for This Machine	13
Machine Types	14
How to Read This Manual	15
Symbols	15
Notes	15
Using Manuals	16
Installing Manuals on Your Computer	16
Opening Manuals	17
Opening from the desktop icon	17
Opening from the [Start] menu	17
Opening from the CD-ROM	17
Removing Manuals from Your Computer	18
Feature Highlights	19
Using the Machine as a Printer	19
Connecting via USB	19
Connecting via a network	20
Printing confidential documents	20
Using the Machine as a Copier	21
Making enlarged or reduced copies	21
Copying multiple pages onto a single sheet of paper	22
Copying both sides of an ID card onto one side of paper	22
Making 2-sided copies automatically	23
Sorting the output paper	24
Using the Machine as a Scanner	24
Scanning from a computer	25
Sending scanned files via e-mail	26
Sending scanned files to an FTP server	26
Sending scanned files to a computer's shared folder	27
Sending scanned files to a USB flash disk	28
Using the Machine as a Fax Machine	28
Using as a fax machine	28
Using the machine with an external telephone	29
Sending faxes from a computer (LAN-Fax)	30
Guide to Components	31
Exterior: Front View	31
Exterior: Rear View	32
Interior	33
Control Panel	34
2. Getting Started	37
Installing the Machine	37
Where to Put the Machine	37
Unpacking	40
Turning the Power on	45
Initial Setup	47
Changing Operation Modes	48
Saving Energy	49
Multi-Access	50
Connecting the Machine	52
Connecting with USB Cable	52
Connecting with Network Cable	52
Reading the LED lamps	54
Connecting to a Telephone Line	54
Configuring the Machine	56
Configuring the IP Address Settings	56
Setting the machine to receive an IP address automatically	56
Assigning the machine's IP address manually	57
Configuring Telephone Network Settings	60
Selecting the telephone line type	60
Selecting the telephone network connection type	61
Setting the outside line access number	62
Sharing the Printer on a Network	63
Installing the Optional Paper Feed Unit	64
Installing the Paper Feed Unit TK1080 (Tray 2)	64
Paper and Other Media	66
Supported Paper for Each Tray	66
Specifications of Paper Types	68
Unsupported Types of Paper	72
Paper Storage Precautions	73
Printable Area	73
Loading Paper	75
Loading Paper in Tray 1	75
Loading Legal size paper	79
Loading Paper in Tray 2	84
Loading Paper in the Bypass Tray	87
Loading envelopes	89
Specifying Paper Type and Paper Size	91
Specifying the paper type	91
Specifying the standard paper size	92
Specifying a custom paper size	93
Placing Originals	94
About Originals	94
Recommended size of originals	94
Types of originals not supported by the Auto Document Feeder	94
Unscannable image area	95
Placing Originals	96
Placing originals on the exposure glass	96
Placing originals in the Auto Document Feeder	97
Entering Characters	98
Value Input Mode	98
Fax Number Input Mode	98
Text Input Mode	100
Restricting Machine Functions According to User	101
Enabling the User Restriction Settings	101
Modifying user entries	103
Deleting user entries	104
When a Message Requesting a User ID Appears	105
3. Using the Printer Function	107
Configuring Option and Paper Settings	107
Windows	108
Mac OS X 10.3	108
Mac OS X 10.4	109
Mac OS X 10.5	109
Accessing the Printer Properties	110
Accessing the Printer Properties from the [Printers and Faxes] Window	110
Accessing the Printer Properties from an Application	111
Windows	111
Mac OS X	111
Basic Operation in Printer Mode	112
If a Paper Mismatch Occurs	112
Continuing printing using mismatched paper	113
Resetting the print job	113
Canceling a Print Job	114
Canceling a print job before printing has started	114
Canceling a print job while printing	115
Printing Confidential Documents	116
Storing a Locked Print file	116
Printing a Locked Print file	117
Deleting a Locked Print file	118
Checking which Locked Print File Jobs Have Been Canceled	119
Manual Duplex	122
Using Various Print Functions	123
Print Quality Functions	123
Print Output Functions	123
4. Using the Copier Function	125
The Screen in Copier Mode	125
Basic Operation in Copier Mode	126
Canceling a Copy	128
Making Enlarged or Reduced Copies	129
Combining Multiple Pages	131
Copying Two or Four Pages onto One Sheet	131
Copying Both Sides of an ID Card onto One Side of Paper	134
Making 2-sided Copies	136
Making 2-sided Copies Automatically (Type 2 model)	136
Making 2-sided Copies Manually (Type 1 model)	138
Specifying Scan Settings	140
Adjusting Image Density	140
Selecting the Document Type According to Original	141
5. Using the Scanner Function	143
The Screen in Scanner Mode	143
Registering Scan Destinations	144
Modifying Scan Destinations	149
Deleting Scan Destinations	150
Scanning Using the Control Panel	151
Basic Operation for Scan to E-mail/FTP/Folder	151
Specifying the scan destination	153
Basic Operation for Scan to USB	155
Specifying the Scan Settings	157
Specifying the scanning size according to the size of the original	158
Adjusting image density	159
Specifying resolution	160
Scanning from a Computer	161
Basic Operation for TWAIN Scanning	161
Scanning from a computer (Windows)	162
Scanning from a computer (Mac OS X)	163
Settings you can configure in the TWAIN dialog box	164
6. Using the Fax Function	167
The Screen in Fax Mode	167
Setting the Date and Time	168
Registering Fax Destinations	170
Registering Fax Destinations Using the Control Panel	170
Modifying fax destinations	172
Deleting fax destinations	173
Registering Fax Destinations Using Web Image Monitor	174
Modifying fax destinations	175
Deleting fax destinations	176
Sending a Fax	177
Selecting Transmission Mode	177
Basic Operation for Sending a Fax	178
Canceling a fax	180
Specifying the Fax Destination	181
Specifying the destination using the One Touch buttons	181
Specifying the destination using Speed Dial	182
Specifying the destination using the broadcast function	185
Specifying the destination using the redial function	186
Useful Sending Functions	187
Specifying the Scan Settings	189
Adjusting image density	189
Specifying the resolution	190
Using the Fax Function from a Computer (LAN-Fax)	191
Configuring the LAN-Fax Address Book	191
Opening the LAN-Fax Address Book	191
Registering destinations	192
Modifying destinations	194
Registering groups	194
Modifying groups	195
Deleting individual destinations or groups	196
Exporting/Importing LAN-Fax Address Book data	196
Basic Operation for Sending Faxes from a Computer	198
Canceling a fax	199
Configuring Transmission Settings	200
Settings you can configure in the LAN-Fax driver's properties	201
Receiving a Fax	202
Selecting Reception Mode	202
Receiving a Fax in Manual Mode	204
Receiving a Fax in Fax Only Mode	204
Receiving a Fax in FAX/TEL Mode	205
Receiving a Fax in FAX/TAD Mode	206
7. Configuring the Machine Using the Control Panel	207
Basic Operation Using the Menu Screen	207
Menu Chart	209
Copy Settings	212
Changing Copy Settings	212
Copy Setting Parameters	213
Scanner Settings	217
Changing Scanner Settings	217
Scanner Setting Parameters	218
Fax Transmission Settings	220
Changing Fax Transmission Settings	220
Fax Transmission Setting Parameters	221
Fax System Settings	223
Changing Fax System Settings	223
Fax System Setting Parameters	224
Fax Directory Settings	227
Registering Fax Destinations in Fax Quick Dial/Speed Dial	227
Fax Directory Parameters	227
Machine Settings	228
Changing Machine Settings	228
Machine Setting Parameters	229
Network Settings	235
Changing Network Settings	235
Network Setting Parameters	236
Reports Print	238
Printing the Configuration Page	238
Types of Report	238
Reading the Configuration Page	239
Reading the Activity Report	240
Reading the Memory List	241
Reading the Scan Transmission Log	242
Administrator Settings	243
Changing Administrator Settings	243
Administrator Setting Parameters	244
PDL Settings	248
Changing PDL Settings	248
PDL Setting Parameters	249
8. Configuring the Machine Using Web Image Monitor	253
Using Web Image Monitor	253
Displaying the Main Page	255
Changing the Interface Language	255
Checking the System Information	256
Checking the Status Information	256
Checking the Counter Information	257
Checking the Machine Information	258
Configuring the Machine Settings	259
Configuring the Speaker Volume	259
Configuring the Paper Settings	260
Specifying the Size of Paper for Printing Copies	261
Specifying the Tray for Printing Faxes	262
Specifying the Tray Priority for the Printer Function	263
Configuring Toner Saver Mode	263
Registering Destinations	264
Restricting Machine Functions According to User	265
Configuring the Network Settings	266
Checking the Network Status	266
Configuring the Network Application Settings	267
Configuring the DNS Settings	268
Configuring the Alert Message Settings	269
Configuring the SNMP Settings	270
Configuring the SMTP Settings	271
Printing Reports	273
Configuring the Administrator Settings	274
Configuring the Password	274
Restoring the Default Settings	274
Backing Up the Machine's Settings	275
Restoring the Machine's Settings from a Backup File	276
Configuring the Date and Time Settings	277
Configuring the Power Saver Mode Settings	278
9. Troubleshooting	279
Overview	279
Common Problems	280
Paper Feed Problems	281
Removing Printing Jams	282
Removing inner/lower/upper jam	283
Removing bypass tray jam	285
Removing outer/duplex jam	288
Removing Scanning Jams	293
Print Quality Problems	297
Checking the Condition of the Machine	297
Printer Problems	298
Changing the Printer Driver Settings	299
Print Positions Do Not Match Display Positions	299
Adjusting Printing Position	300
Copier Problems	303
Scanner Problems	305
Fax Problems	306
Error and Status Messages on the Screen	309
Replacing the Print Cartridge	317
10. Maintenance	323
Cleaning	323
Cautions to Take When Cleaning	323
Cleaning the Friction Pad and Paper Feed Roller	324
Cleaning the Exposure Glass	326
Cleaning the Auto Document Feeder	326
Moving the Machine	327
Moving over a Short Distance	327
Moving over a Long Distance	328
Disposal	329
Where to Inquire	330
Consumables	331
Print Cartridges	331
11. Appendix	333
Specifications of the Machine	333
General Function Specifications	333
Printer Function Specifications	335
Copier Function Specifications	335
Scanner Function Specifications	336
Fax Function Specifications	337
Specifications of Options	338
Paper Feed Unit TK1080	338
Electromagnetic Interference	339
Information about Installed Software	340
expat	340
JPEG LIBRARY	340
INDEX	341
Driver Installation Guide	347
Installing Drivers and Software	347
USB Quick Install	347
Network Quick Install	347
Standalone Install (PCL /DDST Printer Drivers, Network TWAIN Driver)	347
PageManager	347
PCL/DDST Printer Driver	350
Network TWAIN Driver	351
Windows 2000	351
Windows XP, Windows Server 2003	352
Windows Vista	353
Installing the drivers	354
Setting up the machine when using a USB connection	354
Setting up the machine when using a network connection	355
Troubleshooting	356
If the CD-ROM Does Not Launch Automatically	356
Checking your computer	356
Launching the CD-ROM from the CD-ROM directory	356
If Software Cannot Be Installed	356
Checking your computer environment	356
Checking Installed Software	357
Printer driver	357
TWAIN driver	357
User Guide	357
If Connection Cannot Be Made via USB	358
If Connection Cannot Be Made via Network	359
Software on the CD-ROM	360
PCL 5c/6 printer driver, DDST printer driver	360
PostScript 3 printer driver	360
TWAIN driver	360

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Using the Printer Function

106

Printing Confidential Documents

If you use the Locked Print function, you can password protect your print job.

This means that your job is printed only after you enter the password using the

machine's control panel.

This function prevents unauthorized users seeing sensitive documents at the printer.

Important

❒

This function is only available when printing from a computer running a

Windows operating system using the PCL6 printer driver.

Storing a Locked Print file

This section describes how to store a Locked Print file in the machine using the

printer driver.

Open the file you want to print on your computer.

Open the printer driver's properties.

Click the

[

Setup

]

tab, and then select

[

Locked Print

]

The

[

Password:

]

and

[

User ID:

]

text boxes become available.

The

[

User ID:

]

text box contains the login user name of your computer account

or the user ID that you used for the previous Locked Print job.

Type the password (containing 4 to 8 digits) and user ID (containing up to

9 alphanumeric characters), and then click

[

]

The user ID will be used to identify your Locked Print file on the machine's

control panel.

Execute a print command.

The print job is stored in the machine as a Locked Print file. You can print the

file by entering the password using the control panel.

Note

❒

The Locked Print file is automatically erased from the machine's memory

when it is printed out, or when the machine's power is turned off.

❒

The machine can store a maximum of 5 jobs or 5 MB of Locked Print data at a time.

❒

Even if the machine cannot store any more Locked Print files, the machine

holds a new Locked Print file for the period of time specified in

[

Locked

]

under

[

Machine Settings

]

before canceling the job. Within this time,

you can print or delete the new Locked Print file. You can also print or de-

lete an existing Locked Print file so that the new Locked Print file can be

stored in the machine.

❒

When a Locked Print job is canceled, the machine automatically records

the cancellation in a log. You can use this log to identify which Locked

Print jobs have been canceled.