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Embedding Text Information in Scanned Files

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1. What You Can Do with This Machine Embedding Text Information in Scanned Files You can extract text information from a scanned document and embed it in the file without using a computer. If you scan a document using this function, embedded text can be searched by using the text search function or copied to another document. CUL003 • To use this function, the optional OCR unit is required. • You can select a file type from [PDF], [High Compression PDF], or [PDF/A]. • This function can optically recognize characters in various languages and up to approximately 40,000 characters a page. • See "Embedding Text Information in Scanned Data", Scan . 24

Section	Page
<User Guide>	1
Guide to the Names and Functions of the Machine's Control Panel	2
Quick Reference Copy Guide	4
Quick Reference Fax Guide	6
Quick Reference Scanner Guide	8
TABLE OF CONTENTS	11
How to Read the Manuals	16
Symbols Used in the Manuals	16
Model-Specific Information	17
Names of Major Features	18
1. What You Can Do with This Machine	19
Reducing my Costs	19
Converting Documents to Electronic Formats Easily	20
Registering Destinations	21
Operating the Machine More Effectively	22
Customizing the [Home] Screen	23
Making Copies Using Various Functions	24
Printing Data Using Various Functions	26
Utilizing Stored Document	27
Sending and Receiving Faxes without Paper	28
Sending and Receiving Faxes via the Internet	30
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed	32
Using the Facsimile and the Scanner in a Network Environment	33
Embedding Text Information in Scanned Files	34
Preventing Information Leakage (Security Functions)	35
Centrally Controlling Scan Conditions and Distribution	36
Monitoring and Setting the Machine Using a Computer	37
Preventing Unauthorized Copying	38
2. Getting Started	39
Guide to Names and Functions of Components	39
Guide to Functions of the Machine's Options	43
Guide to Functions of the Machine's External Options	43
External options for Type 1 and 2 (mainly Europe and Asia)	43
External options for Type 1 and 2 (mainly North America)	45
External options for Type 3 and 4 (mainly Europe and Asia)	47
External options for Type 3 and 4 (mainly North America)	49
External options for Type 5 (mainly Europe and Asia)	51
External options for Type 5 (mainly North America)	53
Changing the Display Language	55
How to Use the [Home] Screen	56
Adding Icons to the [Home] Screen	57
Adding icons to the [Home] screen using Web Image Monitor	58
Adding icons to the [Home] screen using the User Tools	58
Registering Functions in a Program	61
Example of Programs	63
Turning On/Off the Power	67
Turning On the Main Power	67
Turning Off the Main Power	67
When the Authentication Screen Is Displayed	68
User Code Authentication Using the Control Panel	68
Logging In Using the Control Panel	68
Logging Out Using the Control Panel	69
Placing Originals	70
Placing Originals on the Exposure Glass	70
Placing Originals in the Auto Document Feeder	70
3. Copy	73
Basic Procedure	73
Auto Reduce / Enlarge	75
Duplex Copying	77
Specifying the Original and Copy Orientation	79
Combined Copying	81
One-Sided Combine	82
Two-Sided Combine	83
Copying onto Custom Size Paper from the Bypass Tray	86
Copying onto Envelopes	87
Copying onto Envelopes from the Bypass Tray	87
Copying onto Envelopes from the Paper Tray	88
Sort	89
Changing the Number of Sets	90
Storing Data in the Document Server	92
4. Fax	93
Basic Procedure for Transmissions (Memory Transmission)	93
Sending Originals Using the Exposure Glass (Memory Transmission)	95
Registering a Fax Destination	96
Deleting a Fax Destination	97
Transmitting while Checking Connection to Destination (Immediate Transmission)	99
Sending Originals Using the Exposure Glass (Immediate Transmission)	100
Canceling a Transmission	101
Canceling a Transmission Before the Original Is Scanned	101
Canceling a Transmission While the Original Is Being Scanned	101
Canceling a Transmission After the Original Is Scanned	102
Storing a Document	103
Sending Stored Documents	104
Printing the Journal Manually	106
5. Print	107
Quick Install	107
Displaying the Printer Driver Properties	108
Standard Printing	109
When Using the PCL 6 Printer Driver	109
Printing on Both Sides of Sheets	110
When Using the PCL 6 Printer Driver	110
Types of 2 Sided Printing	110
Combining Multiple Pages into Single Page	111
When Using the PCL 6 Printer Driver	111
Types of Combine Printing	111
Printing on Envelopes	113
Configuring Envelope Settings Using the Control Panel	113
Printing on Envelopes Using the Printer Driver	113
When using the PCL 6 printer driver	113
Saving and Printing Using the Document Server	115
Storing Documents in Document Server	115
Managing Documents Stored in Document Server	116
6. Scan	117
Basic Procedure When Using Scan to Folder	117
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	118
Step 1: Confirming the user name and computer name	118
Step 2: Creating a shared folder on a computer running Microsoft Windows	119
Step 3: Specifying access privileges for the created shared folder	120
Registering an SMB Folder	120
Locating the SMB folder manually	122
Locating the SMB folder using Browse Network	122
Deleting an SMB Registered Folder	123
Entering the Path to the Destination Manually	124
Basic Procedure for Sending Scan Files by E-mail	125
Registering an E-mail Destination	126
Deleting an E-mail Destination	128
Entering an E-mail Address Manually	128
Basic Procedure for Storing Scan Files	129
Checking a Stored File Selected from the List	130
Specifying the File Type	131
Specifying Scan Settings	132
7. Document Server	133
Storing Data	133
Printing Stored Documents	135
8. Web Image Monitor	137
Displaying Top Page	137
9. Adding Paper and Toner	139
Precautions for Loading Paper	139
Loading Paper into Paper Trays	140
Loading Paper into the Bypass Tray	142
Printing from the Bypass Tray Using the Printer Function	143
Specifying regular sizes using the control panel	144
Specifying a custom size paper using the control panel	145
Specifying thick paper, thin paper, or OHP transparencies for paper type using the control panel	145
Loading Paper into Tray 3 (LCT)	148
Loading Paper into the Large Capacity Tray (LCT)	150
Loading Orientation-fixed Paper or Two-sided Paper	151
Recommended Paper Sizes and Types	154
Thick Paper	164
Envelopes	165
Adding Toner	169
Sending Faxes or Scanned Documents When Toner Has Run Out	171
Disposing of Used Toner	171
10. Troubleshooting	173
When a Status Icon Is Displayed	173
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing	175
When the Machine Makes a Beeping Sound	177
When You Have Problems Operating the Machine	178
When Multiple Functions Cannot Be Executed Simultaneously	183
Messages Displayed When Using the Copy/Document Server Function	184
Messages Displayed When Using the Facsimile Function	188
When There Is a Problem Specifying the Network Settings	189
When the Remote Fax Function Cannot Be Used	195
Messages Displayed When Using the Printer Function	198
Messages Displayed on the Control Panel When Using the Printer Function	198
When using direct print from a memory storage device	200
Messages Printed on the Error Logs or Reports When Using the Printer Function	201
When print jobs are canceled	201
When there is a problem with the print settings	202
When documents cannot be stored in the Document Server	204
When there is not enough free hard disk space	206
When there is not enough memory	206
When there is a problem with a parameter	207
When the user lacks privileges to perform an operation	207
When a user cannot be registered	208
When other errors occur	208
Messages Displayed When Using the Scanner Function	211
Messages Displayed on the Control Panel When Using the Scanner Function	211
When documents cannot be scanned properly	213
When documents cannot be scanned because the memory is full	215
When data transmission fails	216
When data cannot be sent because a currently used file is selected	217
When data cannot be sent because there are too many documents or pages	218
When the WSD scanner function cannot be used	219
When documents cannot be stored on a memory storage device	220
Messages Displayed on the Client Computer	221
When there is a problem connecting to the scanner	224
When Other Messages Appear	227
When There Is a Problem Scanning or Storing Originals	228
When the Home Screen Cannot Be Edited	229
When the Address Book Is Updated	230
When Data Cannot Be Sent Due to a Problem with the Destination	231
When the Machine Cannot Be Operated Due to a Problem with the User Certificate	231
When Problems Occur While Logging In	233
When the User Lacks Privileges to Perform an Operation	233
When the LDAP Server Cannot Be Used	233