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Ricoh Pro 8120s User Guide - Page 27

Preventing Information Leakage (Security Functions), See Embedding Text Information in Scanned Data

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What You Can Do with This Machine CWW107 • To use this function, the 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 . Preventing Information Leakage (Security Functions) CWW108 • You can protect documents from unauthorized access and stop them from being copied without permission. • You can control the use of the machine, as well as prevent machine settings from being changed without authorization. • By setting passwords, you can prevent unauthorized access via the network. • You can erase or encrypt the data on the hard disk to minimize the risk of information leakage. 19

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 Scanner Guide	6
TABLE OF CONTENTS	9
How to Read the Manuals	14
Symbols Used in the Manuals	14
Model-Specific Information	15
Names of Major Features	16
1. Easy Search	17
Searching by What You Want to Do	17
Reducing my Costs	17
Converting Documents to Electronic Formats Easily	18
Registering Destinations	19
Operating the Machine More Effectively	19
What You Can Do with This Machine	21
Customizing the [Home] Screen	21
Making Copies Using Various Functions	22
Printing Data Using Various Functions	23
Utilizing Stored Document	24
Connecting Two Machines for Copying	25
Using the Scanner in a Network Environment	26
Embedding Text Information in Scanned Files	26
Preventing Information Leakage (Security Functions)	27
Centrally Controlling Scan Conditions and Distribution	28
Monitoring and Setting the Machine Using a Computer	28
Preventing Unauthorized Copying	29
2. Getting Started	31
Guide to Names and Functions of Components	31
Guide to Functions of the Attention Light	34
Guide to Functions of the Machine's Options	37
Guide to Functions of the Machine's External Options	37
Changing the Display Language	39
How to Use the [Home] Screen	40
Adding Icons to the [Home] Screen	41
Adding icons to the [Home] screen using Web Image Monitor	42
Adding icons to the [Home] screen using the User Tools	42
Registering Frequently Used Functions	45
Registering Functions in a Program	45
Example of programs	47
Turning On/Off the Power	51
Turning On the Main Power	51
Turning Off the Main Power	51
Logging In the Machine	53
When the Authentication Screen is Displayed	53
User Code Authentication Using the Control Panel	53
Logging In Using the Control Panel	53
Logging Out Using the Control Panel	54
Placing Originals	55
Placing Originals on the Exposure Glass	55
Placing Originals in the Auto Document Feeder	55
3. Copy	57
Basic Procedure	57
Auto Reduce / Enlarge	59
Duplex Copying	61
Specifying the Original and Copy Orientation	63
Combined Copying	65
One-Sided Combine	66
Two-Sided Combine	67
Copying onto Custom Size Paper from the Multi Bypass Tray (Tray 7)	70
Copying onto Envelopes	71
Copying onto Envelopes from the Multi Bypass Tray (Tray 7)	71
Copying onto Envelopes from the Wide Large Capacity Tray	72
Sort	73
Changing the Number of Sets	73
Storing Data in the Document Server	75
4. Print	77
Quick Install	77
Displaying the Printer Driver Properties	78
Standard Printing	79
When Using the PCL 6 Printer Driver	79
Printing on Both Sides of Sheets	80
When Using the PCL 6 Printer Driver	80
Types of 2 sided Printing	80
Combining Multiple Pages into Single Page	81
When Using the PCL 6 Printer Driver	81
Types of Combine Printing	81
Printing on Envelopes	83
Configuring Envelope Settings Using the Control Panel	83
Printing on Envelopes Using the Printer Driver	83
When using the PCL 6 printer driver	83
Saving and Printing Using the Document Server	85
Storing Documents in Document Server	85
Managing Documents Stored in Document Server	86
5. Scan	87
Basic Procedure When Using Scan to Folder	87
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	88
Step 1: Confirming the user name and computer name	88
Step 2: Creating a shared folder on a computer running Microsoft Windows	89
Step 3: Specifying access privileges for the created shared folder	90
Registering an SMB Folder	90
Locating the SMB folder manually	92
Locating the SMB folder using Browse Network	93
Deleting an SMB Registered Folder	93
Entering the Path to the Destination Manually	94
Basic Procedure for Sending Scan Files by E-mail	95
Registering an E-mail Destination	96
Deleting an E-mail Destination	97
Entering an E-mail Address Manually	98
Basic Procedure for Storing Scan Files	99
Checking a Stored File Selected from the List	100
Specifying the File Type	101
Specifying Scan Settings	102
6. Document Server	103
Storing Data	103
Printing Stored Documents	105
7. Web Image Monitor	107
Displaying Top Page	107
8. Adding Paper and Toner	109
Loading Paper	109
Precautions for Loading Paper	109
Fanning the paper	109
Loading Paper into Tray 1	111
Loading Paper into Trays 2 and 3	112
Loading Paper into the Multi Bypass Tray (Tray 7)	113
Loading tab stock into the multi bypass tray (Tray 7)	116
Loading Paper into the Large Capacity Tray	116
Loading Paper into the Wide Large Capacity Tray	117
Loading Paper into the Interposer	119
Loading Cover Sheets into the Interposer of the Perfect Binder	120
Loading Orientation-fixed Paper or Two-sided Paper	122
Recommended Paper	126
Recommended Paper Sizes and Types	126
Thick paper	142
Envelopes	143
Paper Storage	145
Registering a Custom Paper	146
Selecting the Paper's Name from the Paper Library	146
Registering a Paper Whose Paper Name is Not Displayed in the Paper Library	147
Selecting the paper's type from the paper library	147
Manually specifying a paper's type and weight	149
Registering a New Custom Paper by Modifying an Existing Paper	150
Adding Toner	153
Sending Scanned Documents When Toner Has Run Out	155
Disposing of Used Toner	156
Menu Items and Functions	157
9. Troubleshooting	161
When a Status Icon Is Displayed	161
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing	163
When the Machine Makes a Beeping Sound	165
When You Have Problems Operating the Machine	166
When Multiple Functions Cannot Be Executed Simultaneously	173
Messages Displayed When Using the Copy/Document Server Function	174
When Using the Connect Copy Function	178
Messages Displayed When Using the Printer Function	181
Messages Displayed on the Control Panel When Using the Printer Function	181
When using direct print from a memory storage device	185
Messages Printed on the Error Logs or Reports When Using the Printer Function	185
When print jobs are canceled	186
When there is a problem with the print settings	188
When documents cannot be stored in the Document Server	191
When there is not enough free hard disk space	192
When there is not enough memory	193
When there is a problem with a parameter	193
When the user lacks privileges to perform an operation	193
When a user cannot be registered	194
When other errors occur	194
Messages Displayed When Using the Scanner Function	198
Messages Displayed on the Control Panel When Using the Scanner Function	198
When documents cannot be scanned properly	200
When documents cannot be scanned because the memory is full	203
When data transmission fails	204
When data cannot be sent because a currently used file is selected	205
When data cannot be sent because there are too many documents or pages	205
When the WSD scanner function cannot be used	206
When documents cannot be stored on a memory storage device	207
Messages Displayed on the Client Computer	208
When there is a problem connecting to the scanner	212
When Other Messages Appear	215
When There Is a Problem Scanning or Storing Originals	217
When the Home Screen Cannot Be Edited	217
When the Address Book Is Updated	218
When Data Cannot Be Sent Due to a Problem with the Destination	219
When the Machine Cannot Be Operated Due to a Problem with the User Certificate	220
When Problems Occur While Logging In	221
When the User Lacks Privileges to Perform an Operation	222
When the LDAP Server Cannot Be Used	222