Konica Minolta bizhub 43 User Manual

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10 -  Scanning and sending documents
Scanning and 
sending 
documents
You machine allows you to scan and send paper 
documents in a single operation.
The scan and send function includes several Scan to 
actions, depending on the media used:
 
You can also configure numerous settings to scan and 
send documents according to your needs.
Scan to USB Key
The Scan to USB Key function allows you to scan a 
document and save it on a USB key connected to the 
machine.
For the detailed procedure, and for information about 
compatibility and recommendations for using USB 
peripherals, see the section Using a USB memory key 
[57].
Scan to Mail
The Scan to Mail function allows you to scan a document 
and send it as an attachment to an email address, in 
JPEG, PDF or Secure PDF format.
To scan a document and send it as an attachment to an 
email address:
Cancelling an operation
1Insert the document to scan (see section Inserting 
original documents [18]).
2Press the SCAN key.
3Select SCAN TO MAIL.
4Enter the email address of the recipient using the 
virtual keyboard or select the recipient as follows:
 
5To add other recipients, press   and specify the 
second recipient (see previous step). Repeat the 
operation for each recipient to add (maximum 10 
contacts or lists of contacts)..
FunctionDescription
Scan to USB 
KeyScan a document and save it on a 
USB key connected to the 
machine.
Scan to MailSend an email with the scanned 
document as an attachment.
Scan to FileSave a scanned document in a 
file and place it directly:
ƒon an FTP server (Scan to 
FTP) ;
ƒin a shared directory on a com-
puter connected to the local 
network (Scan to SMB).
Scan to PCScan a document and save it 
directly on a computer via the 
document manager associated 
with the Companion Suite Pro 
software.
Scan to 
ArchiveScan a document and save it 
directly in the fax server archiving 
system.
Note
You may cancel an operation at any time by 
pressing .
To select a recipi-
ent...then...
from the address 
bookIn the data field Address 
book, press   then:
ƒSelect the contact or list of 
contacts required from the 
address book entries. Use 
the up and down arrows to 
view all entries in the ad-
dress book.
OR
ƒEnter the first few letters of 
the name of your corre-
spondent using the virtual 
keyboard, and add letters 
until the full name of the re-
quired correspondent is 
displayed.
OR
ƒEnter the figures of short 
number of your corre-
spondent using the virtual 
keyboard or the keypad un-
til the full name of the re-
quired correspondent is 
displayed.
from the 10 last 
recipients saved.Press .
Select the required recipient. 
Use the up and down arrows 
to view all recipients in the 
memory.
Note
You can delete the last recipient entered by 
pressing the   key. Repeat this until the 
first recipient entered if you want to delete 
all.
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10 -  Scanning and sending documents
6Press OTHER PARAMETERS to access the pa-
rameters you want to change
7To copy the email to other recipients, press CC 
RECIPIENT. Specify the recipient(s) on copy, and 
press OTHER PARAMETERS to confirm.
8Press SUBJECT. Enter the subject of the email us-
ing the virtual keyboard (80 characters maximum). 
In the event of an error, use the   key to delete 
a character. Press OK to confirm.
9To customize the name of the attachment, press 
FILE NAME. Enter the file name using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
10To customize the format of the attachment, press 
DOCUMENT FORMAT. Select the format from the 
available options and press OK to confirm.
 
11If you have selected SECURED PDF format, press 
PASSWORD. Enter the password using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
12To change the resolution, press QUALITY. Select 
the resolution the best suited to your document 
from the options available and press OK to confirm.
 
13To scan the document in colour, press COLOUR. 
Select the required option from the list. Press OK to 
confirm.
14To change the contrast, press CONTRAST. Select 
the most suitable contrast for your document from 
the available options. Press OK to confirm.
15If you use the autofeed scanner and your document 
is double-sided, press DUPLEX to activate / deac-
tivate double-sided scanning of the document. Se-
lect the required option from the list. Press OK to 
confirm.
16To specify the number of pages in the document 
before sending, press NUMBER OF PAGES. Enter 
the number of pages using the virtual keyboard or 
the number pad. Press OK to confirm.
17To activate / deactivate the Multiple Scan option, 
press MULTIPLE SCAN. Select the option YES to 
activate or NO to deactivate it (see Using the 
Multiple Scan option correctly [18]). Press OK to 
confirm.
18Press   to send the document.
User rights
The document is scanned and the email message is 
saved. Depending on the machine configuration, the 
email is sent via the local network or during the next 
planned internet connection.
To force the internet connection and send / receive 
emails, press MENU then select INTERNET>MAIL / 
PHONE.
You can monitor document emissions via the emission 
queue (see the section Monitoring document emissions 
[67]).
Note
You can view the recipient(s) entered by 
pressing OTHER PARAMETERS.
FormatDescription
IMAGEThe file is sent in format:
ƒTIFF (black and white docu-
ment)
ƒJPEG (colour document)
PDFThe file is sent in PDF format 
(black and white or colour 
document).
SECURED 
PDFThe file is sent in PDF format 
(black and white or colour), 
protected by a password which 
you can define.
Note
Note the password entered, strictly respec-
ting the characters, upper and lower case 
letters. You will need to send it to the recipi-
ent(s). On opening the document, the pass-
word will be requested.
ResolutionDescription
LIGHTLow resolution.
TEXTResolution suitable for documents 
containing text.
TEXT AND 
IMAGEResolution suitable for documents 
containing text and colour 
images.
PHOTOResolution suitable for documents 
containing colour images, 
photographs.
Note
If you are using the flatbed scanner, you can 
scan more than one page. Place the next 
page on the scanner, select NEXT. Select 
SEND when all pages have been scanned.
Note
Access to functions depends on your user 
rights. To know which rights you have, con-
sult your machine administrator.
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10 -  Scanning and sending documents
Scan to FTP
The Scan to FTP function allows you to scan a document 
in JPEG, PDF or Secure PDF format and place it on an 
FTP server, for archiving for example.
To connect to the FTP server, you need to know the FTP 
user name and the password.
When sending files, the machine connects to the FTP 
server using the defined connection settings.
To scan a document and place it on an FTP server:
Cancelling an operation
1Insert the document to scan (see section Inserting 
original documents [18]).
2Press the SCAN key.
3Select SCAN TO FTP.
4Enter the address of the FTP server using the vir-
tual keyboard or select it as follows:
 
5Press OTHER PARAMETERS to access the pa-
rameters you want to change
6Press NETWORK USER. Enter the FTP user 
name (80 characters maximum). In the event of an 
error, use the   key to delete a character. Press 
OK to confirm.
7Press NETWORK PASSWD. Enter the FTP pass-
word. Press OK to confirm.
8To specify a destination directory on the FTP serv-
er, press NETWORK PATH. Enter the file destina-
tion directory (for example: server name/John), and 
press OK to confirm.
>When no directory is entered, the files are stored 
directly in the root directory of the FTP server.
9To customize the name of the attachment, press 
FILE NAME. Enter the file name using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
10To customize the format of the attachment, press 
DOCUMENT FORMAT. Select the format from the 
available options and press OK to confirm.
 
11If you have selected SECURED PDF format, press 
PASSWORD. Enter the password using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
Note
You may cancel an operation at any time by 
pressing .
To select an FTP 
address...then...
defined in an 
address book 
contactIn the data field Address 
book, press   then:
ƒSelect the contact or list of 
contacts required from the 
address book entries. Use 
the up and down arrows to 
view all entries in the ad-
dress book.
OR
ƒEnter the first few letters of 
the name of your corre-
spondent using the virtual 
keyboard, and add letters 
until the full name of the re-
quired correspondent is 
displayed.
OR
ƒEnter the figures of short 
number of your corre-
spondent using the virtual 
keyboard or the keypad un-
til the full name of the re-
quired correspondent is 
displayed.
Note
Emission to several recipients is not possi-
ble with this function.
Note
If you have selected the FTP address from 
the address book, the settings  NETWORK 
USER, NETWORK PASSWD and 
NETWORK PATH are automatically com-
pleted with the existing information.
FormatDescription
IMAGEThe file is sent in format:
ƒTIFF (black and white docu-
ment)
ƒJPEG (colour document)
PDFThe file is sent in PDF format 
(black and white or colour 
document).
SECURED 
PDFThe file is sent in PDF format 
(black and white or colour), 
protected by a password which 
you can define.
Note
Note the password entered, strictly respec-
ting the characters, upper and lower case 
letters. You will need to send it to the recipi-
ent(s). On opening the document, the pass-
word will be requested.
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10 -  Scanning and sending documents
12To change the resolution, press QUALITY. Select 
the resolution the best suited to your document 
from the options available and press OK to confirm.
 
13To scan the document in colour, press COLOUR. 
Select the required option from the list. Press OK to 
confirm.
14To change the contrast, press CONTRAST. Select 
the most suitable contrast for your document from 
the available options. Press OK to confirm.
15If you use the autofeed scanner and your document 
is double-sided, press DUPLEX to activate / deac-
tivate double-sided scanning of the document. Se-
lect the required option from the list. Press OK to 
confirm.
16To specify the number of pages in the document 
before sending, press NUMBER OF PAGES. Enter 
the number of pages using the virtual keyboard or 
the number pad. Press OK to confirm.
17To activate / deactivate the Multiple Scan option, 
press MULTIPLE SCAN. Select the option YES to 
activate or NO to deactivate it (see Using the 
Multiple Scan option correctly [18]). Press OK to 
confirm.
18Press   to send the document.
User rights
The document is scanned and saved. It will be placed on 
the FTP server at the next connection to the local 
network.
You can monitor document emissions via the emission 
queue (see the section Monitoring document emissions 
[67]).
Scan to SMB
The Scan to SMB function allows you to scan a 
document in JPEG, PDF or Secure PDF format and place 
it directly in a shared directory on a computer connected 
to the local network, on your PC for example.
To connect to the destination PC, you must know the 
name of the PC, the full path to the destination directory 
(shared address), the SMB user and its password.
The SMB address is in the following format:
• \\PCJohn\SharedFolder[\JohnFiles] where PCJohn 
means the name of the destination PC
• \\.2.279.85\SharedFolder\JohnFiles] where 
134.2.279.85 is the IP address of the destination PC
When sending files, the machine connects to the 
destination PC using the defined connection settings.
To scan a document and place it in a shared directory on 
a PC via the local network:
Cancelling an operation
1Insert the document to scan (see section Inserting 
original documents [18]).
2Press the SCAN key.
3Select SCAN TO SMB.
4Enter the SMB address using the virtual keyboard 
or select it as follows:
 
ResolutionDescription
LIGHTLow resolution.
TEXTResolution suitable for documents 
containing text.
TEXT AND 
IMAGEResolution suitable for documents 
containing text and colour 
images.
PHOTOResolution suitable for documents 
containing colour images, 
photographs.
Note
If you are using the flatbed scanner, you can 
scan more than one page. Place the next 
page on the scanner, select NEXT. Select 
SEND when all pages have been scanned.
Note
Access to functions depends on your user 
rights. To know which rights you have, con-
sult your machine administrator.
Note
You may cancel an operation at any time by 
pressing .
To select an SMB 
address...then...
defined in an 
address book 
contactIn the data field Address 
book, press   then:
ƒSelect the contact or list of 
contacts required from the 
address book entries. Use 
the up and down arrows to 
view all entries in the ad-
dress book.
OR
ƒEnter the first few letters of 
the name of your corre-
spondent using the virtual 
keyboard, and add letters 
until the full name of the re-
quired correspondent is 
displayed.
OR
ƒEnter the figures of short 
number of your corre-
spondent using the virtual 
keyboard or the keypad un-
til the full name of the re-
quired correspondent is 
displayed.
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10 -  Scanning and sending documents
5Press OTHER PARAMETERS to access the pa-
rameters you want to change
6Press NETWORK USER. Enter the SMB user 
name (80 characters maximum). In the event of an 
error, use the   key to delete a character. Press 
OK to confirm.
7Press NETWORK PASSWD. Enter the SMB pass-
word. Press OK to confirm.
8To specify a destination directory in the shared di-
rectory on the destination PC, press NETWORK 
PATH. Enter the file destination directory and 
press OK to confirm.
>When no directory is entered, the files are stored 
directly in the root directory of the shared directory 
on the destination PC.
9To customize the name of the attachment, press 
FILE NAME. Enter the file name using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
10To customize the format of the attachment, press 
DOCUMENT FORMAT. Select the format from the 
available options and press OK to confirm.
 
11If you have selected SECURED PDF format, press 
PASSWORD. Enter the password using the virtual 
keyboard (maximum 20 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.12To change the resolution, press QUALITY. Select 
the resolution the best suited to your document 
from the options available and press OK to confirm.
 
13To scan the document in colour, press COLOUR. 
Select the required option from the list. Press OK to 
confirm.
14To change the contrast, press CONTRAST. Select 
the most suitable contrast for your document from 
the available options. Press OK to confirm.
15If you use the autofeed scanner and your document 
is double-sided, press DUPLEX to activate / deac-
tivate double-sided scanning of the document. Se-
lect the required option from the list. Press OK to 
confirm.
16To specify the number of pages in the document 
before sending, press NUMBER OF PAGES. Enter 
the number of pages using the virtual keyboard or 
the number pad. Press OK to confirm.
17To activate / deactivate the Multiple Scan option, 
press MULTIPLE SCAN. Select the option YES to 
activate or NO to deactivate it (see Using the 
Multiple Scan option correctly [18]). Press OK to 
confirm.
18Press   to send the document.
Note
Emission to several recipients is not possi-
ble with this function.
Note
If you have selected the SMB address from 
the address book, the settings NETWORK 
USER, NETWORK PASSWD and 
NETWORK PATH are automatically com-
pleted with the existing information.
FormatDescription
IMAGEThe file is sent in format:
ƒTIFF (black and white docu-
ment)
ƒJPEG (colour document)
PDFThe file is sent in PDF format 
(black and white or colour 
document).
SECURED 
PDFThe file is sent in PDF format 
(black and white or colour), 
protected by a password which 
you can define.
Note
Note the password entered, strictly respec-
ting the characters, upper and lower case 
letters. You will need to send it to the recipi-
ent(s). On opening the document, the pass-
word will be requested.
ResolutionDescription
LIGHTLow resolution.
TEXTResolution suitable for documents 
containing text.
TEXT AND 
IMAGEResolution suitable for documents 
containing text and colour 
images.
PHOTOResolution suitable for documents 
containing colour images, 
photographs.
Note
If you are using the flatbed scanner, you can 
scan more than one page. Place the next 
page on the scanner, select NEXT. Select 
SEND when all pages have been scanned.
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10 -  Scanning and sending documents
User rights
The document is scanned and saved. It will be placed in 
the shared directory on the destination PC during the next 
connection to the local network.
You can monitor document emissions via the emission 
queue (see the section Monitoring document emissions 
[67]).
Scan to PC
The Scan to PC function allows you to scan a document 
and save it directly to a computer via the document 
manager in the KONICA MINOLTA bizhub 43 software.
For more information on installing and configuring the 
KONICA MINOLTA bizhub 43 software, see the section 
PC Functions [74].
To scan a document and open it directly on a computer 
registered on the machine:
Cancelling an operation
1Insert the document to scan (see section Inserting 
original documents [18]).
2Press the SCAN key.
3Select SCAN TO PC.
4If more than one computer is registered on the ma-
chine, a list of available computers is displayed on 
the screen. Select the required computer and press 
OK to confirm.
5Press   to send the document.
User rights
The document is scanned and saved on the selected 
computer, with the scan settings defined in the peripheral 
manager associated with the KONICA MINOLTA bizhub 
43 software.
Scan to Archive
The Scan to Archive function allows you to scan a 
document and send it on your fax server for archiving.
To use this function, the fax server function must be 
activated and configured on the machine (see 
Configuring the fax server (optional) [30]).
To scan a document and archive it directly on your fax server:
Cancelling an operation
1Insert the document to scan (see section Inserting 
original documents [18]).
2Press the SCAN key.
3Select SCAN TO ARCHIVE.
4To modify the user name, press USER. Enter the 
required name using the virtual keyboard (80 char-
acters maximum, the default name is PUBLIC). 
Press OK to confirm.
5To change the resolution, press QUALITY. Select 
the resolution the best suited to your document 
from the options available and press OK to confirm.
 
6To scan the document in colour, press COLOUR. 
Select the required option from the list. Press OK to 
confirm.
7To change the contrast, press CONTRAST. Select 
the most suitable contrast for your document from 
the available options. Press OK to confirm.
8If you use the autofeed scanner and your document 
is double-sided, press DUPLEX to activate / deac-
tivate double-sided scanning of the document. Se-
lect the required option from the list. Press OK to 
confirm.
9To specify the number of pages in the document 
before sending, press NUMBER OF PAGES. Enter 
the number of pages using the virtual keyboard or 
the number pad. Press OK to confirm.
10To activate / deactivate the Multiple Scan option, 
press MULTIPLE SCAN. Select the option YES to 
activate or NO to deactivate it (see Using the 
Multiple Scan option correctly [18]). Press OK to 
confirm.
11Press   to send the document.
User rights
Note
Access to functions depends on your user 
rights. To know which rights you have, con-
sult your machine administrator.
Note
You may cancel an operation at any time by 
pressing .
Note
Access to functions depends on your user 
rights. To know which rights you have, con-
sult your machine administrator.
Note
You may cancel an operation at any time by 
pressing .
ResolutionDescription
LIGHTLow resolution.
TEXTResolution suitable for documents 
containing text.
TEXT AND 
IMAGEResolution suitable for documents 
containing text and colour 
images.
PHOTOResolution suitable for documents 
containing colour images, 
photographs.
Note
Access to functions depends on your user 
rights. To know which rights you have, con-
sult your machine administrator.
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10 -  Scanning and sending documents
The document is scanned and saved. It will be sent to the 
fax server for archiving during the next connection to the 
local network.
You can monitor document emissions via the emission 
queue (see the section Monitoring document emissions 
[67]).
Stopping an emission in progress 
It is possible to stop an emission in progress whatever the 
emission type, but it will differ depending on whether the 
emission is to one or several recipients.
• For an emission to one recipient, the document is de-
leted.
• For an emission to several recipients, only the recipi-
ent for the document in progress when the emission is 
stopped is deleted from the emission queue.
To stop an emission in progress :
1Press .
>A message asking you to confirm the cancellation 
is displayed on the screen.
2Press OK to confirm cancelling the emission in 
progress.
For several recipients, you can delete the other recipients 
from the emission queue (see Deleting a document 
awaiting emission [68]).
If the machine is configured to print out an emission report 
(see the section Emission report [37]), it will be printed 
out, indicating that the communication was stopped at the 
request of the user.
Receiving emails
Emails are automatically received via the local network or 
at each internet connection, if this is configured on the 
machine.
The machine systematically prints out emails received.
Some email and attachment formats cannot be 
processed by the machine. They will be printed out with 
an indication of the elements that could not be processed. 
You will still be able to consult them directly on your email 
client.
The machine can process the following formats:
 
The settings for customizing printing of received emails 
are described in the section Print settings for received 
faxes [28].
Monitoring document emissions
The emission queue contains requests:
• currently being sent,
• awaiting emission (preceded by other requests or 
awaiting a new emission attempt),
• deferred,
• rejected (stopped or maximum number of attempts 
reached).
Accessing the emission queue
1Press MENU.
2Press SEND QUEUE.
To enable you to identify emissions, the emission queue 
allocates a type to the various Scan to emission modes:
 
The emission queue allows you to:
• Force a request (on standby or rejected) to be sent
• Edit the recipient(s) for an emission request (on stand-
by)
• Edit the destination directory for an emission request
• Delete an emission request (on standby or rejected) 
• Print the document in an emission request
Forcing an emission request
To force sending or resend a document that is on standby 
or has been rejected:
1Press SEND.
>Documents sent by email or for archiving are 
identified by MAIL or NETWORK, documents 
sent to an FTP or SMB address are identified by 
FILE or NETWORK.
2Select the required emission request and press 
OK.
You emission request becomes the priority.
Note
To force the internet connection and send / 
receive emails, press MENU then select 
INTERNET>MAIL / PHONE.
ElementFormat processed
Message body TXT
AttachmentƒTXT
ƒTIFF
ƒJPEG
ƒPDF
The type...identifies emissions...
MAIL or 
NETWORKƒScan to Mail
ƒScan to Archive
FILE or 
NETWORKƒScan to FTP
ƒScan to SMB
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10 -  Scanning and sending documents
Editing an emission request
To edit an emission request from the emission queue:
1Press DISPLAY/EDIT.
>Documents sent by email or for archiving are 
identified by MAIL or NETWORK, documents 
sent to an FTP or SMB address are identified by 
FILE or NETWORK.
2Select the required emission request and press 
OK.
>The emission options for the selected request are 
displayed.
3Enter the required modifications and press OK to 
confirm.
Deleting a document awaiting emission
To delete an emission request from the emission queue 
and cancel the emission:
1Press DELETE.
>Documents sent by email or for archiving are 
identified by MAIL or NETWORK, documents 
sent to an FTP or SMB address are identified by 
FILE or NETWORK.
2Select the required emission request and press 
OK.
The selected emission request disappears from the 
emission queue.
Print out a document awaiting emission
To print out a document awaiting emission:
1Press PRINT.
2Select the required emission request and press 
OK.
Note
Deleting an emission request is irreversible.
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11 -  Address book
Address book
You may build up an address book by creating contacts 
and lists of contacts. You can create up to 500 contacts, 
which can be grouped in 32 contact lists.
For each contact or contact list, you can create, consult, 
edit or delete the content. You can also print out the 
address book.
If you have installed the PC kit, you can also manage your 
address book from your computer. For more information, 
consult the section PC functions [74].
Finally, you can save and, if necessary, restore the 
address book using the import and export functions.
Creating and managing contacts
Contact properties
Depending on the available contact details for your 
correspondents, you can create contacts for sending 
faxes, documents via email, to an FTP address or an 
SMB address.
A contact must contain the following information:
 
Creating a contact
To create a contact:Cancelling an operation
1Press the MENU key.
2Select ADDRESS BOOK > CONTACTS > 
CREATE.
3Press NAME.
4Enter your correspondents name using the virtual 
keyboard (maximum 16 characters). In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
5To customize the number associated with the con-
tact, press SPEED DIAL. Enter the desired number 
using the virtual keyboard or the number pad (from 
1 to 500). Press OK to confirm.
6To change the resolution, press QUALITY. Select 
the resolution the best suited to your document 
from the options available and press OK to confirm.
 
7To scan the document in colour, press COLOUR. 
Select the required option in the list and press OK 
to confirm.
You can now enter the contact details, with at least one of 
the following:
• Fax number
and / or
•Network address, to select from the following possi-
bilities:
– email address
– FTP address
– SMB address
Associating a fax number
1Press FAX NUMBER.
2Enter your correspondents fax number using the 
virtual keyboard or the number pad (maximum 30 
characters). Press OK to confirm.
PropertyDescription
NameThe name is used to identify 
the correspondent.
The name must be unique.
Speed dialNumber associated with the 
contact, enabling rapid 
selection of the 
correspondent.
The number must be unique.
Contact detailsAt least one of the following 
contact details:
ƒFax number
and / or
ƒNetwork address, to select 
from the following possibili-
ties:
– email address
– FTP address
– SMB address
Note: a contact can only have 
one network address (email or 
FTP or SMB).
Note
You may cancel an operation at any time by 
pressing .
ResolutionDescription
LIGHTLow resolution.
TEXTResolution suitable for documents 
containing text.
TEXT AND 
IMAGEResolution suitable for documents 
containing text and colour 
images.
PHOTOResolution suitable for documents 
containing colour images, 
photographs.
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11 -  Address book3If you want to force a fax emission speed for the 
contact, press SPEED. Select the required emis-
sion speed from the available values (expressed in 
bits/second) in the list and press OK to confirm.
Associating an email address
1Press MAIL/FTP/SMB ADR.. Enter the email ad-
dress of your correspondent using the virtual key-
board. In the event of an error, use the   key to 
delete a character. Press OK to confirm.
2Press DOCUMENT FORMAT. Select the format 
for documents sent to the contact: PDF or IMAGE. 
Press OK to confirm.
Associating an FTP address
1Press MAIL/FTP/SMB ADR.. Enter the contacts 
FTP address (for example: 134.1.22.9) using the 
virtual keyboard or the number pad. In the event of 
an error, use the   key to delete a character. 
Press OK to confirm.
2Press NETWORK USER. Enter the FTP user 
name (for example: John). Press OK to confirm.
3Press NETWORK PASSWD. Enter the FTP pass-
word. Press OK to confirm.
4Press DOCUMENT FORMAT. Select the format 
for documents sent to the contact: PDF or IMAGE. 
Press OK to confirm.
Associating an SMB address
1Press MAIL/FTP/SMB ADR.. Enter the contacts 
SMB address (for example: \\PCJohn\SharedFold-
er[\JohnFiles] or \\134.2.279.85\SharedFold-
er[\JohnFiles]) using the virtual keyboard or the 
number pad. The length of the SMB address is lim-
ited to 80 characters. In the event of an error, use 
the   key to delete a character. Press OK to 
confirm.
2Press NETWORK USER. Enter the SMB user 
name (for example: John). Press OK to confirm.
3Press NETWORK PASSWD. Enter the SMB pass-
word. Press OK to confirm.4Press DOCUMENT FORMAT. Select the format 
for documents sent to the contact: PDF or IMAGE. 
Press OK
 to confirm.
Editing a contact
To edit a contact:Cancelling an operation
1Press the MENU key.
2Select ADDRESS BOOK > CONTACTS > EDIT.
3Select the contact to edit from the scroll down list. 
You can also enter the contacts name directly us-
ing the virtual keyboard. Press OK to confirm the 
selection.
>The contact properties appear on the screen.
4Change the required properties and confirm each 
modification by pressing OK.
5When the modifications are complete, press MENU 
to exit the address book.
Deleting a contact
To delete a contact from the address book:
1Press the MENU key.
2Select ADDRESS BOOK > CONTACTS > 
DELETE.
3Select the contact to deleted from the scroll down 
list. You can also enter the contacts name directly 
using the virtual keyboard. Press OK to confirm the 
selection.
>A confirmation message is displayed.
4Press OK to confirm the deletion.
>The contact is deleted from the address book. Press 
MENU to exit the address book.
Creating and managing contact lists
Properties of a contact list
You can create lists of contact for sending faxes and 
documents by email.
A list of contacts contains contacts that already exist in 
the address book.
A list of contacts has the following properties:
Note
If the machine is connected to a switch-
board (PABX), it may be necessary to insert 
an outgoing prefix followed by a tone pause. 
This operation is not necessary if the local 
prefix has already been programmed on the 
machine (see Local prefix [
26]).
To insert a pause after the dial tone, enter 
the symbol / (slash) using the virtual key-
board.
Note
For communications on a good quality tele-
phone line, with no echo, the maximum 
speed is recommended.
For communications on a bad quality line, it 
may be necessary to reduce the transmissi-
on speed.
Note
You may cancel an operation at any time by 
pressing .
Note
Deletion is irreversible.
When a contact is deleted from the address 
book, it is automatically deleted from any 
lists in which it is included.
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