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Ricoh Aficio SP 4410SF User Guide - Page 114

Sending an e-mail using the address book, Customizing e-mail settings

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3 Press , and then enter the shortcut number using the keypad. To enter additional recipients, press Next address, and then enter the address or shortcut number you want to add. 4 Touch E-mail It. Sending an e-mail using the address book 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, then adjust the paper guides. 3 On the home screen, touch E-mail. 4 Touch Search Address Book. 5 Enter the name or part of the name you are searching for, and then touch Search. 6 Touch the name that you want to add to the To box. To enter additional recipients, press Next address, and then enter the address or shortcut number you want to add; or search the address book. 7 Touch E-mail It. Customizing e-mail settings Adding e-mail subject and message information 1 Load an original document faceup, short edge first into the ADF or facedown on the scanner glass. Note: Do not load postcards, photos, small items, transparencies, photo paper, or thin media (such as magazine clippings) into the ADF. Place these items on the scanner glass. 2 If you are loading a document into the ADF, then adjust the paper guides. 3 On the home screen, touch E-mail. 4 Type an e-mail address. 5 Touch Options. 6 Touch Subject. 7 Type the e-mail subject. 8 Touch Done. 9 Touch Message. 10 Type an e-mail message. 11 Touch Done. 12 Touch E-mail It. E-mailing 114

Section	Page
Contents	2
Safety information	14
Learning about the printer	16
Thank you for choosing this printer!	16
Finding information about the printer	16
Printer configurations	17
Selecting a location for the printer	18
Basic functions of the scanner	19
Understanding the ADF and scanner glass	20
Understanding the printer control panel	21
Understanding the home screen	22
Using the touch-screen buttons	23
Additional printer setup	27
Installing internal options	27
Available internal options	27
Accessing the system board to install internal options	28
Installing a memory card	30
Installing a flash memory or firmware card	32
Installing an Internal Solutions Port	34
Installing a printer hard disk	41
Installing a fax card	45
Installing hardware options	48
Installing a 250- or 550-sheet drawer	48
Attaching cables	49
Verifying printer setup	50
Printing a menu settings page	50
Printing a network setup page	51
Setting up the printer software	51
Installing printer software	51
Updating available options in the printer driver	51
Setting up wireless printing	53
Follow these steps to set up your printer	53
Information you will need to set up the printer on a wireless network	53
Installing the printer on a wireless network (Windows)	54
Installing the printer on a wireless network (Macintosh)	57
Installing the printer on a wired network	60
Changing port settings after installing a new network Internal Solutions Port	63
Setting up serial printing	65
Minimizing your printer's environmental impact	67
Saving paper and toner	67
Using recycled paper	67
Conserving supplies	67
Saving energy	68
Using Eco-Mode	68
Adjusting Power Saver	69
Adjusting the brightness of the display	69
Setting the standard exit bin light	70
Reducing printer noise	71
Loading paper and specialty media	72
Setting the Paper Size and Paper Type	72
Configuring Universal paper settings	72
Avoiding jams	73
Loading trays	73
Using the multipurpose feeder	77
Linking and unlinking trays	82
Linking trays	82
Unlinking trays	82
Assigning a custom paper type name	82
Changing a Custom Type <x> name	83
Paper and specialty media guidelines	84
Paper guidelines	84
Paper characteristics	84
Unacceptable paper	85
Selecting paper	85
Using recycled paper and other office papers	85
Selecting preprinted forms and letterhead	86
Storing paper	86
Supported paper sizes, types, and weights	87
Paper sizes supported by the printer	87
Paper types and weights supported by the printer	88
Paper capacities	89
Printing	90
Printing a document	90
Printing on both sides of the paper (duplexing)	90
Printing on specialty media	91
Tips on using letterhead	91
Tips on using transparencies	91
Tips on using envelopes	91
Tips on using labels	92
Tips on using card stock	92
Printing confidential and other held jobs	93
Holding jobs in the printer	93
Printing confidential and other held jobs from Windows	94
Printing confidential and other held jobs from a Macintosh computer	94
Printing from a flash drive	95
Printing information pages	96
Printing a font sample list	96
Printing a directory list	96
Printing the print quality test pages	96
Canceling a print job	97
Canceling a print job from the printer control panel	97
Canceling a print job from the computer	97
Copying	99
Making copies	99
Making a quick copy	99
Copying using the ADF	99
Copying using the scanner glass	100
Copying photos	100
Copying on specialty media	100
Making transparencies	100
Copying to letterhead	101
Customizing copy settings	101
Copying from one size to another	101
Making copies using paper from a selected tray	101
Copying on both sides of the paper (duplexing)	102
Reducing or enlarging copies	102
Adjusting copy quality	102
Collating copies	103
Placing separator sheets between copies	103
Copying multiple pages onto a single sheet	104
Creating a custom job (job build)	104
Pausing the current print job to make copies	105
Placing information on copies	105
Placing the date and time at the top of each page	105
Placing an overlay message on each page	106
Canceling a copy job	106
Canceling a copy job while the document is in the ADF	106
Canceling a copy job while copying pages using the scanner glass	106
Canceling a copy job while the pages are being printed	107
Understanding the copy screens and options	107
Copy from	107
Copy to	107
Scale	107
Darkness	107
Content	108
Sides (Duplex)	108
Collate	108
Options	108
Improving copy quality	109
E-mailing	111
Getting ready to e-mail	111
Enabling the e-mail function	111
Setting up the e-mail function	112
Configuring the e-mail settings	112
Creating an e-mail shortcut	112
Creating an e-mail shortcut using the Embedded Web Server	112
Creating an e-mail shortcut using the touch screen	113
E-mailing a document	113
Sending an e-mail using the touch screen	113
Sending an e-mail using a shortcut number	113
Sending an e-mail using the address book	114
Customizing e-mail settings	114
Adding e-mail subject and message information	114
Changing the output file type	115
Canceling an e-mail	115
Understanding e-mail options	115
Original Size	115
Sides (Duplex)	115
Orientation	116
Binding	116
E-mail Subject	116
E-mail File Name	116
E-mail Message	116
Resolution	116
Send As	116
Content	116
Advanced Options	117
Faxing	118
Getting the printer ready to fax	118
Setting up the printer to fax	118
Choosing a fax connection	118
Connecting to an analog telephone line	119
Connecting to a DSL service	120
Connecting to a PBX or ISDN system	120
Connecting to a distinctive ring service	121
Connecting the printer and a telephone or answering machine to the same telephone line	121
Connecting to an adapter for your country or region	123
Connecting to a computer with a modem	128
Enabling the fax function	129
Using the Embedded Web Server for fax setup	130
Setting the date and time	130
Turning daylight saving time on or off	131
Sending a fax	131
Sending a fax using the printer control panel	131
Getting ready to send a fax using the computer	131
Installing a PostScript driver	132
Sending a fax using the computer	133
Creating shortcuts	134
Creating a fax destination shortcut using the Embedded Web Server	134
Creating a fax destination shortcut using the touch screen	134
Using shortcuts and the address book	135
Using fax shortcuts	135
Using the address book	135
Customizing fax settings	136
Changing the fax resolution	136
Making a fax lighter or darker	136
Sending a fax at a scheduled time	136
Printing an incoming fax on both sides of the paper (duplexing)	137
Viewing a fax log	137
Blocking junk faxes	137
Canceling an outgoing fax	138
Canceling a fax while the original documents are still scanning	138
Canceling a fax after the original documents have been scanned to memory	138
Understanding fax options	138
Original Size	138
Content	138
Sides (Duplex)	139
Resolution	139
Darkness	139
Advanced Options	139
Improving fax quality	140
Holding and forwarding faxes	140
Holding faxes	140
Forwarding a fax	141
Scanning to an FTP address	142
Scanning to an FTP address	142
Scanning to an FTP address using the keypad	142
Scanning to an FTP address using a shortcut number	142
Scanning to an FTP address using the address book	143
Creating shortcuts	143
Creating an FTP shortcut using the Embedded Web Server	143
Creating an FTP shortcut using the touch screen	144
Understanding FTP options	144
Original Size	144
Sides (Duplex)	144
Orientation	144
Binding	144
Resolution	144
Send As	145
Content	145
Advanced Options	145
Improving FTP quality	146
Scanning to a computer or flash drive	147
Scanning to a computer	147
Understanding scan profile options	148
Quick Setup	148
Format Type	148
Compression	148
Default Content	148
Color	149
Original Size	149
Orientation	149
Duplex	149
JPEG Quality	149
Darkness	149
Resolution	149
Advanced Imaging	149
Scanning to a flash drive	150
Improving scan quality	150
Understanding printer menus	151
Menus list	151
Paper menu	152
Default Source menu	152
Paper Size/Type menu	152
Configure MP menu	155
Substitute Size menu	155
Paper Texture menu	156
Paper Weight menu	157
Paper Loading menu	157
Custom Types menu	159
Custom Names menu	159
Custom Scan Sizes menu	159
Universal Setup menu	160
Reports menu	161
Network/Ports menu	162
Active NIC menu	162
Standard Network or Network <x> menus	162
SMTP Setup menu	164
Network Reports menu	165
Network Card menu	165
TCP/IP menu	166
IPv6 menu	167
Wireless menu	168
AppleTalk menu	168
NetWare menu	169
LexLink menu	169
Standard USB menu	170
Parallel <x> menu	171
Serial <x> menu	173
Security menu	176
Miscellaneous menu	176
Confidential Print menu	176
Disk Wiping menu	177
Security Audit Log menu	178
Set Date/Time menu	179
Settings menu	180
General Settings menu	180
Copy Settings menu	186
Fax Settings menu	192
E-mail Settings menu	201
FTP Settings menu	206
Flash Drive menu	209
Print Settings	214
Help menu	225
Maintaining the printer	226
Cleaning the exterior of the printer	226
Cleaning the scanner glass	226
Cleaning the ADF separator rollers	227
Adjusting scanner registration	228
Storing supplies	229
Checking the status of supplies	230
Checking the status of supplies from the printer control panel	230
Checking the status of supplies from a network computer	230
Ordering supplies	231
Ordering toner cartridges	231
Ordering a photoconductor kit	231
Ordering ADF replacement parts	231
Moving the printer to another location	231
Shipping the printer	232
Administrative support	233
Using the Embedded Web Server	233
Checking the device status	233
Setting up e-mail alerts	233
Viewing reports	234
Restoring the factory default settings	234
Clearing jams	235
Clearing jams	235
Understanding jam messages and locations	235
200 and 201 paper jams	236
202 paper jam	238
231 paper jam	239
233 paper jam	241
234 paper jam	241
235 paper jam	242
240–249 paper jams	242
250 paper jam	243
251 paper jam	244
290–294 paper jams	245
Troubleshooting	249
Solving basic printer problems	249
Printer control panel display is blank or displays only diamonds	249
Indicator light blinks red	249
Check the display for error messages	249
Make sure the fax function is set up properly	249
Understanding printer messages	249
Answering	249
Change <src> to <x>	250
Check tray <x> connection	250
Close front door	250
Close door or insert cartridge	250
Connect <x>bps	250
Disk corrupted	251
Disk Full - Scan Job Canceled	251
Fax failed	251
Fax memory full	251
Fax partition inoperative. Contact system administrator.	251
Fax server 'To Format' not set up. Contact system administrator.	251
Fax Station Name not set up	251
Fax Station Number not set up	252
Insert Tray <x>	252
Install Tray <x>	252
Invalid PIN	252
Load <src> with <x>	252
Load manual feeder with <x>	253
Memory full, cannot print faxes	253
Network/Network <x>	253
No analog phone line connected to modem, fax is disabled.	253
No answer	253
No dial tone	253
Paper Change: Load Tray<x> <paper type>	253
Queued for sending	253
Remove originals from the scanner ADF	254
Remove packaging material, check <x>	254
Remove paper from standard output bin	254
Replace <x> if restarting job.	254
Restore Held Jobs?	254
Scan Document Too Long	254
Scanner ADF Cover Open	254
Securely clearing disk space	254
Serial <x>	255
Set clock	255
SMTP server not set up. Contact system administrator.	255
Some held jobs were not restored	255
System busy, preparing resources for job.	255
System busy, preparing resources for job. Deleting held job(s).	255
Unsupported disk	255
Unsupported USB device, please remove	255
Unsupported USB hub, please remove	255
USB/USB <x>	255
30 Invalid refill, change toner cartridge	256
31 Replace defective cartridge	256
32 Cartridge part number unsupported by device	256
34 Short paper	256
35 Insufficient memory to support Resource Save feature	256
37 Insufficient memory to collate job	256
37 Insufficient memory, some Held Jobs were deleted	256
37 Insufficient memory, some held jobs will not be restored	257
38 Memory full	257
39 Complex page, some data may not have printed	257
50 PPDS font error	257
51 Defective flash detected	257
52 Not enough free space in flash memory for resources	257
53 Unformatted flash detected	258
54 Network <x> software error	258
54 Serial option <x> error	258
54 Standard network software error	258
55 Unsupported option in slot <x>	258
56 Parallel port <x> disabled	259
56 Serial port <x> disabled	259
56 Standard parallel port disabled	259
56 Standard USB port disabled	259
56 USB port <x> disabled	259
57 Configuration change, held jobs were not restored	260
58 Too many trays attached	260
58 Too many flash options installed	260
59 Incompatible tray <x>	260
61 Remove defective disk	260
62 Disk full	261
63 Unformatted disk	261
80 Routine maintenance needed	261
84 Replace PC Kit	261
84 PC Kit life warning	261
88 Cartridge low	261
88.yy Cartridge nearly low	261
88.yy Replace cartridge	261
200–282.yy paper jam	262
290-295.yy scanner jam	262
293 Replace all originals if restarting job.	262
293.02 Flatbed Cover Open	262
294 ADF Jam	262
840.01 Scanner Disabled	263
841-846 Scanner Service Error	263
900–999 Service <message>	263
1565 Emulation error, load emulation option	263
Solving printing problems	263
Multiple-language PDFs do not print	263
Error message about reading USB drive appears	264
Jobs do not print	264
Confidential and other held jobs do not print	265
Job takes longer than expected to print	265
Job prints from the wrong tray or on the wrong paper	266
Incorrect characters print	266
Tray linking does not work	266
Large jobs do not collate	266
Unexpected page breaks occur	267
Solving copy problems	267
Copier does not respond	267
Scanner unit does not close	267
Poor copy quality	268
Partial document or photo copies	269
Solving scanner problems	270
Checking an unresponsive scanner	270
Scan was not successful	270
Scanning takes too long or freezes the computer	270
Poor scanned image quality	270
Partial document or photo scans	271
Cannot scan from a computer	271
Solving fax problems	272
Caller ID is not shown	272
Cannot send or receive a fax	272
Can send but not receive faxes	274
Can receive but not send faxes	274
Received fax has poor print quality	275
Solving option problems	275
Option does not operate correctly or quits after it is installed	275
Drawers	276
Flash memory card	276
Hard disk with adapter	276
Internal Solutions Port	277
Memory card	277
Solving paper feed problems	277
Paper frequently jams	277
Paper trays	278
Paper jam message remains after jam is cleared	278
Page that jammed does not reprint after you clear the jam	278
Solving print quality problems	279
Isolating print quality problems	279
Blank pages	279
Characters have jagged or uneven edges	280
Clipped images	280
Ghost images	280
Gray background	281
Incorrect margins	281
Paper curl	282
Print irregularities	282
Skewed print	283
Solid black or white streaks	283
Print is too light	284
Print is too dark	285
Streaked vertical lines	286
Toner fog or background shading appears on the page	287
Toner rubs off	287
Toner specks	288
Transparency print quality is poor	288
Embedded Web Server does not open	288
Check the network connections	288
Check the network settings	289
Contacting Customer Support	289
Notices	290
Product information	290
Edition notice	290
UNITED STATES GOVERNMENT RIGHTS	290
Federal Communications Commission (FCC) compliance information statement	290
Noise emission levels	291
Temperature information	291
Mercury notice	291
Static sensitivity notice	291
Laser notice	292
Laser advisory label	292
Power consumption	292
Product power consumption	292
Power Saver	293
Off mode	293
Total energy usage	293
European Community (EC) directives conformity	293
Regulatory notices for telecommunication terminal equipment	294
Notice to users of the US telephone network: FCC requirements	294
Notice to users of the Canadian telephone network	295
Notice to users of the New Zealand telephone network	296
Notice to Users in the European Union	297