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Embedding Text Information in Scanned Files

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Embedding Text Information in Scanned Files 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 . 25

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
Connecting Two Machines for Copying	28
Sending and Receiving Faxes without Paper	29
Sending and Receiving Faxes via the Internet	31
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed	33
Using the Facsimile and the Scanner in a Network Environment	34
Embedding Text Information in Scanned Files	35
Preventing Information Leakage (Security Functions)	36
Centrally Controlling Scan Conditions and Distribution	37
Monitoring and Setting the Machine Using a Computer	38
Preventing Unauthorized Copying	39
2. Getting Started	41
Guide to Names and Functions of Components	41
Guide to Functions of the Machine's Options	45
Guide to Functions of the Machine's External Options	45
Changing the Display Language	47
How to Use the [Home] Screen	48
Adding Icons to the [Home] Screen	49
Adding icons to the [Home] screen using Web Image Monitor	50
Adding icons to the [Home] screen using the User Tools	50
Registering Functions in a Program	53
Example of Programs	55
Turning On/Off the Power	59
Turning On the Main Power	59
Turning Off the Main Power	59
When the Authentication Screen Is Displayed	61
User Code Authentication Using the Control Panel	61
Logging In Using the Control Panel	61
Logging Out Using the Control Panel	62
Placing Originals	63
Placing Originals on the Exposure Glass	63
Placing Originals in the Auto Document Feeder	63
3. Copy	65
Basic Procedure	65
Auto Reduce / Enlarge	67
Duplex Copying	69
Specifying the Original and Copy Orientation	71
Combined Copying	73
One-Sided Combine	74
Two-Sided Combine	75
Copying onto Custom Size Paper from the Bypass Tray	78
Copying onto Envelopes	79
Copying onto Envelopes from the Bypass Tray	79
Copying onto Envelopes from the Paper Tray	80
Sort	81
Changing the Number of Sets	82
Storing Data in the Document Server	84
4. Fax	85
Basic Procedure for Transmissions (Memory Transmission)	85
Sending Originals Using the Exposure Glass (Memory Transmission)	87
Registering a Fax Destination	88
Deleting a Fax Destination	89
Transmitting while Checking Connection to Destination (Immediate Transmission)	91
Sending Originals Using the Exposure Glass (Immediate Transmission)	92
Canceling a Transmission	93
Canceling a Transmission Before the Original Is Scanned	93
Canceling a Transmission While the Original Is Being Scanned	93
Canceling a Transmission After the Original Is Scanned	94
Storing a Document	95
Sending Stored Documents	96
Printing the Journal Manually	98
5. Print	99
Quick Install	99
Displaying the Printer Driver Properties	100
Standard Printing	101
When Using the PCL 6 Printer Driver	101
Printing on Both Sides of Sheets	102
When Using the PCL 6 Printer Driver	102
Types of 2 Sided Printing	102
Combining Multiple Pages into Single Page	103
When Using the PCL 6 Printer Driver	103
Types of Combine Printing	103
Printing on Envelopes	105
Configuring Envelope Settings Using the Control Panel	105
Printing on Envelopes Using the Printer Driver	105
When using the PCL 6 printer driver	105
Saving and Printing Using the Document Server	107
Storing Documents in Document Server	107
Managing Documents Stored in Document Server	108
6. Scan	109
Basic Procedure When Using Scan to Folder	109
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	110
Step 1: Confirming the user name and computer name	110
Step 2: Creating a shared folder on a computer running Microsoft Windows	111
Step 3: Specifying access privileges for the created shared folder	112
Registering an SMB Folder	112
Locating the SMB folder manually	114
Locating the SMB folder using Browse Network	114
Deleting an SMB Registered Folder	115
Entering the Path to the Destination Manually	116
Basic Procedure for Sending Scan Files by E-mail	117
Registering an E-mail Destination	118
Deleting an E-mail Destination	120
Entering an E-mail Address Manually	120
Basic Procedure for Storing Scan Files	121
Checking a Stored File Selected from the List	122
Specifying the File Type	123
Specifying Scan Settings	124
7. Document Server	125
Storing Data	125
Printing Stored Documents	127
8. Web Image Monitor	129
Displaying Top Page	129
9. Adding Paper and Toner	131
Precautions for Loading Paper	131
Fanning the Paper	131
Loading Paper into Tray 1	134
Loading Paper into the A3/11 × 17 Tray Unit	136
Loading Paper into Trays 2 and 3	137
Loading Tab Stock into Trays 2 and 3	138
Loading Paper into the Bypass Tray	139
Loading Tab Stock into the Bypass Tray	140
Printing from the Bypass Tray Using the Printer Function	140
Specifying regular sizes using the control panel	141
Specifying a custom size paper using the control panel	142
Specifying thick paper, thin paper, or OHP transparencies for paper type using the control panel	142
Loading Paper into the Large Capacity Tray	145
Loading Paper into the Wide Large Capacity Tray	147
Loading Paper into the Interposer	149
Loading Paper into the Twin Interposer	151
Loading Orientation-fixed Paper or Two-sided Paper	153
Recommended Paper Sizes and Types	156
Thick Paper	169
Envelopes	169
Adding Toner	174
Sending Faxes or Scanned Documents When Toner Has Run Out	176
Disposing of Used Toner	176
10. Troubleshooting	179
When a Status Icon Is Displayed	179
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing	181
When the Machine Makes a Beeping Sound	183
When You Have Problems Operating the Machine	184
When Multiple Functions Cannot Be Executed Simultaneously	189
Messages Displayed When Using the Copy/Document Server Function	191
When Using the Connect Copy Function	194
Messages Displayed When Using the Facsimile Function	196
When There Is a Problem Specifying the Network Settings	197
When the Remote Fax Function Cannot Be Used	203
Messages Displayed When Using the Printer Function	206
Messages Displayed on the Control Panel When Using the Printer Function	206
When using direct print from a memory storage device	208
Messages Printed on the Error Logs or Reports When Using the Printer Function	209
When print jobs are canceled	209
When there is a problem with the print settings	211
When documents cannot be stored in the Document Server	213
When there is not enough free hard disk space	214
When there is not enough memory	215
When there is a problem with a parameter	215
When the user lacks privileges to perform an operation	215
When a user cannot be registered	216
When other errors occur	216
Messages Displayed When Using the Scanner Function	220
Messages Displayed on the Control Panel When Using the Scanner Function	220
When documents cannot be scanned properly	222
When documents cannot be scanned because the memory is full	224
When data transmission fails	225
When data cannot be sent because a currently used file is selected	226
When data cannot be sent because there are too many documents or pages	227
When the WSD scanner function cannot be used	228
When documents cannot be stored on a memory storage device	229
Messages Displayed on the Client Computer	230
When there is a problem connecting to the scanner	233
When Other Messages Appear	236
When There Is a Problem Scanning or Storing Originals	237
When the Home Screen Cannot Be Edited	238
When the Address Book Is Updated	238
When Data Cannot Be Sent Due to a Problem with the Destination	239
When the Machine Cannot Be Operated Due to a Problem with the User Certificate	240
When Problems Occur While Logging In	241
When the User Lacks Privileges to Perform an Operation	242
When the LDAP Server Cannot Be Used	242