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Ricoh Aficio SP 5200S Fax Guide - Page 325

Copying the machine's Address Book to a computer, For details

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Sending Fax Documents from Computers • To use this function, you must first download SmartDeviceMonitor for Admin from the manufacturer's Web site and install it on your computer. Contact your local dealer for information on downloading SmartDeviceMonitor for Admin. • When destinations registered in groups by this machine are inserted into Address Book, each person's destination is determined according to the following order of priority (check before inserting and changing the order of priority, if necessary): IP-Fax destination Fax number Email address • Depending on the machine type, you may not be able to use the machine when it is updating the Address Book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user codes. • For details, see "SmartDeviceMonitor for Admin" Help. Copying the machine's Address Book to a computer 1. Launch SmartDeviceMonitor for Admin. 6 The machine is automatically detected and its model and IP address appear in the network list. If nothing appears in the list, select [Search/Monitoring Settings] in the [Searched Device List] menu, then select the [Specify Address] check box and enter the machine's IP address in the [From] and [To] boxes, and then click [Add] and [OK]. Then check the machine's IP address. To do this, on the machine's control panel, press the [User Tools/Counter] key, then press [System Settings], [Interface Settings], and then [Machine IPv4 Address]. If the machine's IP address still does not appear in the list, check the settings of any security applications that are installed, as these settings might be disabling display of the IP address. 2. Select the model of your machine, click [Tools], and then click [Address Management Tool]. 3. In the [Enter Authentication Information] dialog box, specify the user name and password, and then click [OK]. Enter the factory-set user name "admin", and leave the password blank. The "Address Management Tool - Receiving Information" message appears briefly, and then the machine's Address Book appears. 4. In the [Address Management Tool] dialog box, click [File], and then click [Export Data]. If the "The password information cannot be reused in any device." message appears, click [OK]. 5. Select where to store the file, and then click [Save]. The following three files will be stored: • "Machinemodel_addr.csv" 323

Section	Page
Operating Instructions <Facsimile Reference>	1
TABLE OF CONTENTS	3
Manuals for This Machine	12
Notice	15
Important	15
How to Read This Manual	16
Symbols	16
Machine Types	16
Names of Major Functions	17
Notes	17
List of Options	17
Laws and Regulations	18
Legal Prohibition	18
Model-Specific Information	19
Reading the Display	20
Reading the Display Panel and Using Keys	20
Simplified Display	23
About Data Security for Copying	25
1. Transmission	27
Transmission Modes	27
Selecting Type of Transmission	28
Memory Transmission	30
Sending originals using the exposure glass (Memory Transmission)	33
Parallel Memory Transmission	33
Automatic Redial	34
Dual Access	34
Broadcasting sequence	35
Immediate Transmission	36
Sending originals using the exposure glass (Immediate Transmission)	37
Displaying Confirmation of Transmission	38
IP-Fax Functions	40
Terminology	42
Notes on Using IP-Fax	42
Functions Not Available for IP-Fax Transmission	43
E-Mail Functions and Folder Transmission	44
Internet Fax Transmission	45
Notes on Using Internet Fax	46
Functions Not Available by Internet Fax Transmission	47
Functions Not Available by Internet Fax Reception	48
T.37 Full Mode	48
E-mail Encryption	49
E-mail Transmission	51
Functions Not Available for E-mail Transmission	52
E-mail Encryption	52
Folder Transmission	55
Functions Not Available for Folder Transmission	55
Placing Originals	57
Setting the Original Orientation	59
Scanning Two-Sided Originals	60
Acceptable Original Sizes	63
Paper Size and Scanned Area	63
When placing an original on the exposure glass	64
When placing an original into the Auto Document Feeder	64
Checking the Content of a Scanned Original (Preview Before Transmission)	65
Detecting Blank Sheet	67
Scan Settings	68
Original Type	68
JBIG Transmission	70
Resolution	70
Scan Size	72
Regular	72
Area	73
Density (Contrast)	75
Mixing Scan Settings for a Multiple Page Original	77
Selecting the File Format	78
Specifying a Destination	80
Sending over a Fax Line (Fax Destinations)	80
Entering a pause	81
Entering a tone	82
Sending by IP-Fax (IP-Fax Destinations)	83
When using a gatekeeper server or SIP server	86
Setting a port number	87
Sending by Internet Fax (Internet Fax Destinations)	88
Bypassing the SMTP server	91
Sending an E-mail (E-mail Destinations)	94
Bypassing the SMTP server	98
Sending to Folder Destinations (Folder Destinations)	100
Using the Address Book to Specify Destinations	103
Switching the type of title in the Address Book	104
Specifying Group Destinations	104
International TX Mode	106
Selecting Destinations from Recent Destinations	106
Preventing Transmission to the Wrong Destination	107
Re-entering a fax number to confirm destination	107
Displaying the destination prior to transmission	109
Registering Destinations in the Address Book	111
Registering a Fax Destination	111
Changing a Fax Destination	114
Deleting a Fax Destination	116
Registering Destinations to the Address Book from [Prg. Dest.]	117
Registering Entered Destinations to the Address Book	118
Searching for a Destination in the Address Book	120
Search by Destination Name	120
Search by Fax Number/IP-Fax Destination	123
Search by Internet Fax Destination	125
Search by E-mail Destination	127
Search by Folder Destination	129
Search Using Advanced Search	132
Search by Registration Number	135
On Hook Dial	138
Manual Dial	140
Sender Settings	142
Advanced Features	145
Setting SUB Codes for Transmission	145
Setting a password	148
Setting SEP Codes for Reception	148
Entering a password	151
SEP Code RX Reserve Report	151
SEP Code RX Result Report	152
Canceling a Transmission	153
Before the Original Is Scanned	153
While the Original Is Being Scanned	153
While the Original Is Being Transmitted	154
Before the Transmission Is Started	156
Confirming a Transmission	160
Checking the Storage Result (Memory Storage Report)	162
Changing the Default Functions of the Fax's Initial Display	163
2. Other Transmission Features	165
Sending at a Specific Time (Send Later) (mainly Europe and Asia)	165
Sending at a Specific Time (Send Later) (mainly North America)	168
Requesting a Reception Notice	170
Setting an Internet Fax/E-mail Destination as a BCC	172
Confirming Transmission Results by E-mail	174
Entering the Subject	176
Specifying Auto-Generated Subjects for E-mail	178
Entering the Text	179
Transmission Options	181
Standard Message Stamp	181
Label Insertion	182
Closed Network	184
SUB Code Transmission	185
SEP Code Reception	186
Fax Header Print (mainly Europe and Asia)	188
Fax Header Print (mainly North America)	189
3. Reception	193
Types of Reception	193
Immediate Reception	193
Memory Reception	194
Substitute Reception	194
Receiving documents unconditionally	195
Receiving documents according to parameter-specified settings	196
Reception Modes	198
Manual Reception	198
Auto Reception	198
Receiving E-mail	199
Receiving Internet Fax Documents	200
Auto e-mail reception	200
Manual e-mail reception	201
Received images	201
Mail to Print	203
Reception Functions	205
Routing Received Documents	205
Routing received documents with SUB Code	205
Transferring Received Documents	206
SUB Code Transfer Report	207
Forwarding Received Documents	207
SMTP Reception of E-mail	209
Routing e-mail received via SMTP	210
JBIG Reception	212
Auto Fax Reception Power-Up	212
Printing Options	213
Print Completion Beep	213
Checkered Mark	213
Centre Mark	213
Reception Time	214
Two-Sided Printing	214
180-degree rotation printing	216
Multi-Copy Reception	216
Image Rotation	217
Combine Two Originals	217
Page Separation and Length Reduction	218
TSI Print (Transmitting Subscriber Identification Print)	219
If There Is No Paper of the Correct Size	219
Setting priority trays	220
Just size printing	220
Having incoming documents printed on paper from the bypass tray	221
Where Incoming Documents Are Delivered - Output Tray	223
Specifying Tray for Lines	223
Tray Shift	223
4. Changing/Confirming Communication Information	225
Changing the Settings of Files in Memory	225
Deleting a Destination from a Broadcast	225
Adding a Destination	227
Changing the Transmission Time (mainly Europe and Asia)	230
Changing the Transmission Time (mainly North America)	232
Changing the SMTP Server Setting	234
Printing a File from Memory	238
Printing a List of Files in Memory (Print TX File List)	240
Resending a File	242
Checking the Transmission Result (Transmission File Status)	244
Confirming on Display	244
Confirming by Report	245
Confirming by E-mail	246
Confirming by Report and E-mail	247
Communication Result Report (Memory Transmission)	247
Immediate TX Result Report (Immediate Transmission)	248
Communication Failure Report	248
Checking the Reception Result (Reception File Status)	250
Confirming on Display	250
Confirming by Report	251
Journal	251
Print Journal	252
Printing the Journal	252
All	252
Print per File No.	253
Print per User	255
Journal (mainly Europe and Asia)	256
Journal (mainly North America)	259
Transmitting Journal by E-mail	262
Journal by e-mail	263
Confirming/Printing/Deleting Received and Stored Documents	264
Confirming Received and Stored Documents	265
Printing Received and Stored Documents	266
Deleting Received and Stored Documents	267
Printing a File Received with Memory Lock	269
Personal Boxes	272
Personal Boxes	272
Printing Personal Box Documents	273
Confidential File Report	275
Information Boxes	276
Information Boxes	276
Storing Documents in Information Boxes	277
Printing Information Box Documents	279
Deleting Information Box Documents	280
5. Storing a Document	283
Sending a Stored File	283
Storing a Document	284
Programming a user name	286
Setting a file name	287
Setting a password	287
Sending Stored Documents	288
Specifying documents from [File List]	291
Specifying documents by [User Name]	291
Specifying documents by [File Name]	292
Displaying a preview	293
Printing Stored Documents	293
Changing Stored Document Information	295
Changing a user name	297
Changing the file name	297
Changing the password	298
Deleting a Stored Document	299
6. Fax via Computer	301
Sending Fax Documents from Computers	301
Before Use	302
Using the Software	302
LAN-Fax Driver	302
Address Book	303
LAN-Fax Cover Sheet Editor	303
Auto Run program	303
Installing Individual Applications	304
Using the Standard TCP/IP Port	304
Using the SmartDeviceMonitor for Client port	305
Installing the LAN-Fax Driver for USB Connection	307
Setting LAN-Fax Driver Properties	307
Setting print properties	308
Making settings for the machine's configuration	308
Basic Transmission	309
Specifying a destination using a destination list	310
Specifying a destination using Address Book	311
Entering a destination directly	312
Specifying Options	313
To send a fax document at a specific time	313
To print a sender stamp	313
To attach a cover sheet	314
To specify two-sided printing	314
To display preview	314
Saving as files	315
To store the fax document on the Document Server	315
Checking Transmission Using LAN-Fax Driver	316
Confirming Transmission Results by E-mail	316
LAN-Fax Result Report	317
Printing and Saving	317
Editing Address Book	318
Registering new destinations	318
Editing registered destinations	319
Deleting registered destinations	320
Registering new groups	320
Editing registered groups	321
Deleting registered groups	322
Editing Fax Cover Sheets	322
Creating a cover sheet	323
Attaching a created cover sheet	323
Managing Facsimile Functions Using SmartDeviceMonitor for Admin	324
Using the Machine's Address Book as the LAN-Fax Destination List	324
Copying the machine's Address Book to a computer	325
Using the Address Book stored in the computer for LAN-Fax	326
LAN-Fax Operation Messages	326
Viewing Fax Information Using a Web Browser	328
Viewing, Printing, and Deleting Received Fax Documents Using Web Image Monitor	328
Viewing received fax documents using a Web browser	328
Printing fax information using a Web browser	329
Deleting fax information using a Web browser	330
Programming Destination Information from Web Browser	330
To edit machine properties already programmed	331
To add new receiver	331
Delivering Files Received by Fax	333
7. Facsimile Features	335
Accessing User Tools	335
Changing Default Settings	335
Quitting User Tools	336
General Settings	337
Scan Settings	340
Send Settings	341
Reception Settings	344
Initial Settings	349
Memory File Transfer	355
Selecting a Line Port or Protocol	356
Setting a SUB Code	356
Setting a Password	356
Forwarding	357
Programming an End Receiver	358
Quitting the Forwarding Function	360
Forwarding Mark	360
Reception File Setting	362
Specifying Fax Auto Deletion or Reception Stop in the Event of Storage Failure	363
Reception Report e-mail	364
Stored Reception File User Setting	365
SMTP Reception File Delivery Settings	367
Program / Change / Delete Scan Size	370
Programming/Changing a Scan Size	370
Deleting a Scan Size	371
Registering Fax Information	373
Registering Fax Information	374
Registering a Fax Header	374
Registering an Own Name	375
Registering an Own Fax Number	375
Changing Fax Information	375
Deleting Fax Information	376
Parameter Settings	377
User Parameter List	377
Changing the User Parameters	386
Special Senders to Treat Differently	387
Authorized Reception	388
Reception File Print Quantity	388
Forwarding	389
Print 2 Sided	389
Memory Lock	389
Paper Tray	390
Programming/Changing Special Senders	390
Authorized Reception per Sender	392
Reception File Print Qty per Sender	392
Forwarding per Sender	393
Print 2 Sided per Sender	395
Memory Lock per Sender	396
Paper Tray per Sender	396
Programming Initial Set Up of a Special Sender	396
Deleting a Special Sender	399
Box Settings	400
Programming/Changing Personal Boxes	400
Deleting Personal Boxes	404
Programming/Changing Information Boxes	405
Deleting Information Boxes	407
Programming/Changing Transfer Boxes	408
Deleting Transfer Boxes	413
Printing the Box List	413
8. Appendix	415
Checking the Memory Status	415
Registering Frequently Used Settings	416
Registering and Changing Keystroke Programs	416
Changing a program name	418
Deleting a Program	419
Using a Program	420
Optional Equipment	422
Expansion Memory	422
Specifications	423
Specifications Required for the Internet Fax Destination Machines	427
Maximum Values	429
Trademarks	432

Match case Limit results 1 per page

•

To use this function, you must first download SmartDeviceMonitor for Admin from the

manufacturer's Web site and install it on your computer. Contact your local dealer for information

on downloading SmartDeviceMonitor for Admin.

•

When destinations registered in groups by this machine are inserted into Address Book, each

person's destination is determined according to the following order of priority (check before

inserting and changing the order of priority, if necessary): IP-Fax destination

Fax number

E-

mail address

•

Depending on the machine type, you may not be able to use the machine when it is updating the

Address Book using CSV files (retrieved using SmartDeviceMonitor for Admin) that contain user

codes.

•

For details, see “SmartDeviceMonitor for Admin” Help.

Copying the machine's Address Book to a computer

Launch SmartDeviceMonitor for Admin.

The machine is automatically detected and its model and IP address appear in the network list.

If nothing appears in the list, select [Search/Monitoring Settings] in the [Searched Device List]

menu, then select the [Specify Address] check box and enter the machine's IP address in the [From]

and [To] boxes, and then click [Add] and [OK]. Then check the machine's IP address. To do this, on

the machine's control panel, press the [User Tools/Counter] key, then press [System Settings],

[Interface Settings], and then [Machine IPv4 Address]. If the machine's IP address still does not

appear in the list, check the settings of any security applications that are installed, as these settings

might be disabling display of the IP address.

Select the model of your machine, click [Tools], and then click [Address Management

Tool].

In the [Enter Authentication Information] dialog box, specify the user name and

password, and then click [OK].

Enter the factory-set user name “admin”, and leave the password blank.

The “Address Management Tool - Receiving Information” message appears briefly, and then the

machine's Address Book appears.

In the [Address Management Tool] dialog box, click [File], and then click [Export Data].

If the "The password information cannot be reused in any device." message appears, click [OK].

Select where to store the file, and then click [Save].

The following three files will be stored:

• “Machinemodel_addr.csv”

Sending Fax Documents from Computers

323