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Ricoh M 320F Users Guide - Page 155

Preparation for Registering Scan Destinations (Scan to E-mail), Configuring SMTP and DNS Settings

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Preparation for Registering Scan Destinations (Scan to E-mail) Preparation for Registering Scan Destinations (Scan to E-mail) This section explains the preparations and procedures to send scanned documents as a file attached to an e-mail. After following the procedures below, you can send scanned documents to the specified e-mail address. Configure SMTP server and DNS settings. Register the destination e-mail address in the Address Book. Send scanned files by e-mail. Configuring SMTP and DNS Settings To send files via e-mail, SMTP and DNS settings must be configured properly. For details about SMTP server information, contact the network administrator of your Internet service provider. Configure SMTP and DNS information using Web Image Monitor. 1. Start the web browser and access the machine by entering its IP address. The top page of Web Image Monitor appears. 2. Click [Network Settings]. 3. Click the [DNS] tab. 4. Register information as necessary. For details, see page 358 "Configuring the Network Settings". 5. Enter the administrator password. 6. Click [OK]. 7. Click the [SMTP] tab. 8. Register information as necessary. For details, see page 358 "Configuring the Network Settings". 9. Enter the administrator password. 10. Click [OK]. 11. Close the web browser. 153

Section	Page
M 320/320FB/320F User's Guide	1
TABLE OF CONTENTS	3
How to Find Information about Operations and Troubleshooting	14
Operating Manual (Printed)	14
Operating Manual (Digital Format)	14
How to Read This Manual	15
Introduction	15
Symbols Used in This Manual	15
Model-Specific Information	15
Disclaimer	16
Notes	16
Note to Administrator	17
Password	17
User restriction	18
List of Option	18
About IP Address	18
Supplied Items	19
1. Guide to the Machine	21
Guide to Components	21
Exterior	21
Interior	23
Control Panel (When Using the Touch Panel Model)	24
Control Panel (When Using the Four-line LCD Panel Model)	26
Installing Option	29
Attaching Paper Feed Unit	29
Installing the Wireless LAN option	30
How to Use the [Home] Screen (When Using the Touch Panel Model)	33
Displaying the [Home] Screen (When Using the Touch Panel Model)	33
How to Use the [Home] Screen (When Using the Touch Panel Model)	33
Customizing the [Home] Screen (When Using the Touch Panel Model)	36
How to Customize the [Home] Screen (When Using the Touch Panel Model)	36
Adding to the [Home] Screen Shortcuts to Favorite Items (When Using the Touch Panel Model)	36
Changing the Order of Icons on the [Home] Screen (When Using the Touch Panel Model)	37
Deleting an Icon on the [Home] Screen (When Using the Touch Panel Model)	37
Registering Frequently Used Functions (When Using the Touch Panel Model)	38
Registering Functions in a Favorite Item (When Using the Touch Panel Model)	38
Example of favorite items (when using the touch panel model)	39
Recalling a Favorite Item (When Using the Touch Panel Model)	39
Deleting a Favorite Item (When Using the Touch Panel Model)	40
Displaying Frequently Used Modes Preferentially (When Using the Touch Panel Model)	41
Changing Operation Modes (When Using the Four-line LCD Panel Model)	42
Multi-access	43
About Operation Tools	47
Assigning a Setting to the Shortcut Key (When Using the Four-line LCD Panel Model)	49
Assigning a Setting Using the Control Panel (When Using the Four-line LCD Panel Model)	49
Assigning a Setting Using Web Image Monitor (When Using the Four-line LCD Panel Model)	49
Accessing the Function Assigned to the Shortcut Key (When Using the Four-line LCD Panel Model)	50
Entering Characters (When Using the Touch Panel Model)	51
Character Entry Display	51
Available Characters	52
Entering Text	52
Entering Characters (When Using the Four-line LCD Panel Model)	54
Using Application for Smart Devices	55
Connecting a Smart Device to the Machine Using NFC	57
Writing the Machine's Information to NFC with a Smart Device	57
Using the Application on a Smart Device by Using NFC	58
2. Paper Specifications and Adding Paper	59
Workflow for Loading Paper and Configuring Paper Sizes and Types	59
Loading Paper	60
Loading Paper into Tray1 and 2	60
Extending Tray 1 to load paper	63
Loading Paper into Bypass Tray	64
Loading Envelopes	65
Specifying Paper Type and Paper Size Using the Control Panel	68
Specifying the Paper Type	68
Specifying the Standard Paper Size	70
Specifying a Custom Paper Size	71
Specifying Paper Type and Paper Size Using Smart Organizing Monitor	73
Specifying a Custom Paper Size	74
Specifying Paper Type and Paper Size Using Web Image Monitor	75
Specifying a Custom Paper Size	75
Specifying Paper Type and Paper Size Using the Printer Driver	76
When Using Windows	76
When Using macOS	77
Supported Paper	79
Specifications of Paper Types	82
Plain Paper	82
Thick Paper 1	83
Thick Paper 2	83
Thin Paper	84
Recycled Paper	84
Color Paper	85
Preprinted Paper	85
Prepunched Paper	86
Letterhead	86
Bond Paper	87
Cardstock	87
Label Paper	87
Envelope	88
Non-Recommended Paper Types	89
Paper Storage	90
Print Area	90
Placing Originals	94
Placing Originals on the Exposure Glass	94
Placing Originals in the Auto Document Feeder	94
About Originals	95
Recommended size of originals	95
Types of originals not supported by the Auto Document Feeder	96
Unscannable image area	96
3. Printing Documents	99
What You Can Do with the Printer Function	99
Configuring Option Settings for the Printer	100
Conditions for Bidirectional Communication	100
If Bidirectional Communication is Disabled	100
When using Windows	100
When using macOS	101
Displaying the Printing Preferences Dialog Box	102
Displaying the Printing Preferences Dialog Box from the [Start] Menu	102
Displaying the Printing Preferences Dialog Box in an Application	102
Displaying the printing preferences dialog box in an application when using Windows	102
Displaying the printing preferences dialog box in an application when using macOS	103
Basic Operation of Printing	104
When Using Windows	104
When Using macOS	105
If a Paper Mismatch Occurs	106
Continuing printing using mismatched paper	106
Canceling a Print Job	107
Canceling a print job before printing has started	107
Canceling a print job while printing	108
Printing Confidential Documents	109
Storing a Locked Print file	109
Printing a Locked Print file	110
Deleting a Locked Print file	111
Using Various Print Functions	114
Print Quality Functions	114
Print Output Functions	115
4. Copying Originals	117
What You Can Do with the Copier Function	117
Copier Mode Screen	118
Basic Operation of Copying	120
Canceling a Copy	122
Making Enlarged or Reduced Copies	124
Specifying Reduce/Enlarge	125
Copying Single-Sided Originals with 2-Sided and Combined Printing	127
Specifying Combined and 2-sided Copies	130
Copying 2-Sided Originals with 2-Sided and Combined Printing	132
Duplex Copying Using the ADF	133
Duplex Copying Manually Using the Exposure Glass	135
Copying an ID Card	137
Specifying Scan Settings for Copying	141
Adjusting Image Density	141
Selecting the Document Type According to Original	142
5. Scanning Originals	145
What You Can Do with the Scanner Function	145
Scanner Mode Screen	147
Preparation for Registering Scan Destinations (Scan to Folder)	149
Printing the Check Sheet	149
Checking the User Name and Computer Name	150
Checking the user name and computer name when running Microsoft Windows	150
Checking the user name and computer name when running macOS	151
Creating a Shared Folder on a Computer	152
Creating a shared folder on a computer running Microsoft Windows	152
Creating a shared folder on a computer running macOS	153
Specifying Access Privileges for the Created Shared Folder	154
Preparation for Registering Scan Destinations (Scan to E-mail)	155
Configuring SMTP and DNS Settings	155
Preparation for Registering Scan Destinations (Scan to FTP)	157
Checking the FTP Server Address	157
Registering Scan Destinations	158
Modifying Scan Destinations	164
Deleting Scan Destinations	164
Basic Procedures for Sending Scan Files	166
Specifying the Scan Destination Using [Resend] (When Using the Touch Panel Model)	170
Basic Procedures for Saving Scan Files on a USB Flash Memory Device	171
Scanning from Smart Organizing Monitor	176
Scanner Settings You Can Configure for Smart Organizing Monitor	177
Basic Operation for TWAIN Scanning	180
Using TWAIN scanner	180
TWAIN scanning	180
Settings you can configure in the TWAIN dialog box	181
Basic Operation for WIA Scanning	183
Basic Operation for ICA Scanning	184
Installing the ICA Driver	184
Using ICA Scanner	184
ICA Scanning	184
Settings you can configure in the ICA dialog box	185
About SANE Scanning	187
Specifying Scan Settings for Scanning	188
Specifying the Scanning Size According to the Size of the Original	188
Adjusting Image Density	190
Specifying Resolution	191
6. Sending and Receiving a Fax	193
What You Can Do with the Fax Function	193
Fax Setting Workflows	194
Fax Mode Screen	195
Registering Fax Destinations	197
Registering Fax Destinations Using the Control Panel	197
Modifying or deleting fax destinations	198
Registering Fax Destinations Using Web Image Monitor	199
Modifying fax destinations	200
Preventing Transmission to the Wrong Destination	201
Re-entering a fax number to confirm destination	201
Sending a Fax	203
Selecting Transmission Mode	203
Internet Fax Transmission	204
Basic Operation for Sending a Fax	205
Canceling a Transmission	207
Canceling a transmission before the original is scanned	207
Canceling a transmission while the original is being scanned	208
Canceling a transmission after the original is scanned (while a transmission is in progress)	208
Canceling a transmission after the original is scanned (before a transmission starts)	209
Specifying the Fax Destination	210
Specifying the destination using Quick Dial	210
Specifying the destination using Speed Dial	211
Specifying the destination using the broadcast function	211
Specifying the destination using the redial function	212
Useful Sending Functions	213
Sending a fax using On Hook Dial	213
Sending a fax after a conversation	215
Specifying Scan Settings for Faxing	216
Adjusting image density	216
Specifying the resolution	216
Using the Fax Function from a Computer (LAN-Fax)	218
Basic Operation for Sending Faxes from a Computer	218
Canceling a fax	219
Configuring Transmission Settings	220
Configuring the LAN-Fax Address Book	220
Opening the LAN-Fax address book	220
Registering destinations	221
Modifying destinations	221
Registering groups	221
Modifying groups	222
Deleting individual destinations or groups	222
Exporting/Importing LAN-Fax Address Book data	222
Editing a Fax Cover Sheet	223
Receiving a Fax	224
Selecting Reception Mode	224
Receiving a fax in FAX/TEL Manual mode	226
Receiving a fax in Fax Only mode	227
Receiving a fax in FAX/TEL Auto mode	227
Receiving a fax in FAX/TAD mode	228
Receiving an Internet Fax	228
Receiving a fax using the control panel	229
Receiving a fax using Web Image Monitor	229
Forwarding or Storing Faxes in Memory	230
Forwarding settings	231
Specifying the forwarding destination using Web Image Monitor	232
Configuring the storing conditions	232
Printing out faxes stored in memory	233
Receiving or Rejecting Faxes from Special Senders	234
Registering the special senders	234
Limiting the incoming faxes	235
Lists/Reports Related to Fax	237
7. Configuring the Machine Using the Control Panel	239
Basic Operation	239
Menu Chart	241
Copier Features Settings (When Using the Touch Panel Model)	243
Scanner Features Settings (When Using the Touch Panel Model)	248
Fax Features Settings (When Using the Touch Panel Model)	251
Address Book Settings (When Using the Touch Panel Model)	260
System Settings (When Using the Touch Panel Model)	261
Printer Features Settings (When Using the Touch Panel Model)	267
Paper Settings (When Using the Touch Panel Model)	271
Administrator Tools Settings (When Using the Touch Panel Model)	276
Printing Lists/Reports (When Using the Touch Panel Model)	285
Printing the Configuration Page (When Using the Touch Panel Model)	285
Configuration Page	285
Types of Lists/Reports (When Using the Touch Panel Model)	286
Network Settings (When Using the Touch Panel Model)	288
@Remote (When Using the Touch Panel Model)	294
Copier Features Settings (When Using the Four-line LCD Panel Model)	295
Scan Settings (When Using the Four-line LCD Panel Model)	300
System Settings (When Using the Four-line LCD Panel Model)	302
Printer Features Settings (When Using the Four-line LCD Panel Model)	307
Tray Paper Settings (When Using the Four-line LCD Panel Model)	312
Administrator Tools Settings (When Using the Four-line LCD Panel Model)	318
Printing Lists/Reports (When Using the Four-line LCD Panel Model)	324
Printing the Configuration Page (When Using the Four-line LCD Panel Model)	324
Configuration Page	324
Types of Lists/Reports (When Using the Four-line LCD Panel Model)	325
Network Settings (When Using the Four-line LCD Panel Model)	327
Network Wizard (When Using the Four-line LCD Panel Model)	332
@Remote (When Using the Four-line LCD Panel Model)	333
8. Configuring the Machine Using Utilities	335
Available Setting Functions Using Web Image Monitor and Smart Organizing Monitor	335
Using Web Image Monitor	337
Displaying Top Page	338
Changing the Interface Language	339
Checking the System Information	340
Status Tab	340
Counter Tab	341
Machine Information Tab	342
Configuring the System Settings	343
Sound Volume Adjustment Tab	343
Tray Paper Settings Tab	343
Copier Tab	346
Fax Tab (Only When Using the Touch Panel Model)	346
Priority Tray Tab	349
Toner Management Tab	350
Interface Tab	350
Shortcut to Function Tab (Only When Using the Four-line LCD Panel Model)	351
Registering Destinations	352
Registering Fax Special Senders (Only When Using the Touch Panel Model)	353
Restricting Machine Functions According to User	354
Enabling the User Restriction Settings	354
Modifying user entries	356
Deleting user entries	356
When Machine Functions are Restricted	358
Configuring the Network Settings	360
Network Status Tab	360
IPv6 Configuration Tab	361
Network Application Tab	362
TLS Security Tab	363
DNS Tab	364
Auto E-mail Notification Tab	365
SNMPv1/v2 Tab	365
SNMPv3 Tab	367
SMTP Tab	369
POP3 Tab	370
Internet Fax Tab	371
Wireless Tab	372
Certificate Tab	373
Configuring the IPsec Settings	377
IPsec Global Settings Tab	377
IPsec Policy List Tab	377
Printing Lists/Reports	381
Configuring the Administrator Settings	382
Administrator Tab	382
Reset Settings Tab	383
Backup Setting Tab	383
Restore Setting Tab	384
Set Date/Time Tab	385
Energy Saver Mode Tab	386
PCL6 Mode	386
Using Smart Organizing Monitor	387
Displaying the Smart Organizing Monitor Dialog	387
Checking the Status Information	387
Configuring the Machine Settings	388
Tab settings	389
Printing the Configuration Page	390
Configuration Page	390
Types of Lists/Reports	391
9. Maintaining the Machine	393
Replacing the Print Cartridge	393
Cautions When Cleaning	397
Cleaning the Friction Pad and Paper Feed Roller	398
Cleaning the Exposure Glass	400
Cleaning the Auto Document Feeder	401
Moving and Transporting the Machine	402
Disposal	403
Where to Inquire	403
10. Troubleshooting	405
Error and Status Messages on the Screen	405
Panel Indicator	421
Error and Status Messages Appear on Smart Organizing Monitor	422
Removing Paper Jams	424
Removing Printing Jams	425
Removing jammed paper from Tray 1	425
Removing jammed paper from the bypass tray	427
Removing jammed paper from the standard tray or duplex unit	429
Removing Scanning Jams	434
When You Cannot Print Test Page	436
Paper Feed Problems	437
Print Quality Problems	440
Checking the Condition of the Machine	440
Checking the Printer Driver Settings	441
Printer Problems	443
When You Cannot Print Properly	443
When You Cannot Print Clearly	446
When Paper Is Not Fed or Ejected Properly	448
Other Printing Problems	448
Copier Problems	449
When You Cannot Make Clear Copies	449
When You Cannot Make Copies as Wanted	450
Scanner Problems	451
When You Cannot Browse the Network to Send a Scan File	451
When Scanning Is Not Done As Expected	451
Fax Problems (When Using the Touch Panel Model)	452
When You Cannot Send or Receive Fax Messages As Wanted (When Using the Touch Panel Model)	452
Transmission (when using the touch panel model)	452
Reception (when using the touch panel model)	453
Printing (when using the touch panel model)	454
When an Error Is Notified via a Report or E-mail (When Using the Touch Panel Model)	455
When a report is printed from the machine (when using the touch panel model)	455
When an error notification E-mail is received (when using the touch panel model)	456
Error Code (When Using the Touch Panel Model)	457
Common Problems	463
11. Configuring Network Settings	467
Installing Smart Organizing Monitor When Using macOS	467
Connecting the Machine to a Wired Network	468
Configuring the IPv4 Setting	468
When using the touch panel model	468
When using the four-line LCD panel model	468
Configuring the IPv6 setting	469
When using the touch panel model	469
When using the four-line LCD panel model	469
Connecting the Machine to a Wireless Network	471
Using the Wi-Fi Setup Wizard	471
Using the WPS Button	473
Using a PIN Code	475
12. Appendix	479
Transmission Using IPsec	479
Encryption and Authentication by IPsec	479
Security Association	480
Encryption Key Exchange Settings Configuration Flow	481
Specifying Encryption Key Exchange Settings	482
Specifying IPsec Settings on the Computer	482
Enabling and Disabling IPsec Using the Control Panel	484
Notes about the Toner	486
Specifications of the Machine	487
General Function Specifications	487
Printer Function Specifications	489
Copier Function Specifications	490
Scanner Function Specifications	490
Fax Function Specifications (When Using the Touch Panel Model)	492
Fax transmission and reception	492
Internet Fax transmission and reception	493
Paper Feed Unit PB1130	494
Consumables	496
Print Cartridge	496
Information for This Machine	497
User Information on Electrical & Electronic Equipment (mainly Europe and Asia)	497
Users in the countries where this symbol shown in this section has been specified in national law on collection and treatment of E-waste	497
All Other Users	497
For Users in India	497
For Turkey only	498
Note for the Battery and/or Accumulator Symbol (For EU countries only)	498
Environmental Advice for Users (mainly Europe)	498
Users in the EU, Switzerland and Norway	498
Notice to NFC Users (mainly Europe)	499
NOTES TO USERS REGARDING FACSIMILE UNIT (NEW ZEALAND)	500
NOTICE TO USERS (NEW ZEALAND)	500
Notes to Users in the State of California (Notes to Users in USA)	500
Notes to Users in the United States of America	501
Part 15 of the FCC Rules	501
Part 68 of the FCC Rules regarding Facsimile Unit	502
Notes to Canadian Users regarding Facsimile Unit	503
Remarques à l'attention des utilisateurs canadiens	503
ENERGY STAR Program	504
Saving Energy	504
Trademarks	507