Kyocera TASKalfa 250ci User Manual

							Basic Operation 
OPERATION GUIDE3-39
3
Press any of [E-mail], [Folder], [FAX], [i-FAX] or [Group]. The destinations registered by that type are displayed.
Choosing by One Touch Key
Select the destination using the One Touch Keys.
In the basic screen for sending, press the One Touch 
Keys where the destination is registered.
NOTE: If the One Touch Keys for the desired 
destination is hidden on the touch panel, press [ ] or 
[ ] to scroll and view next or previous One Touch 
Keys.
This procedure assumes that One Touch Keys have 
already been registered.
Refer to  Adding a Destination on One Touch Key on 
page 8-77  for more information on adding One Touch 
keys.
Choosing by Speed Dial
Access the destination by s pecifying the 4-digit (0001 to 
1000) One Touch Key number (speed dial).
In the basic screen for sending, press the  Quick No. 
Search key or [No.] and use th e numeric keys to enter 
the  One Touch  key number in the numeric entry 
screen.
NOTE: if you entered the speed dial in 1 to 3-digit, 
press [OK].
Sending to Different Types of  Destinations (Multi Sending)
You can specify destinations that combine e-mail address es, folders (SMB or FTP) and fax numbers (optional). 
This is referred to as  Multi Sending. This is useful for sending to different  types of destination (e-mail addresses, 
folders, etc.) in a single operation.
No. of broadcast items E-mail : Up to 100
Folders (SMP, FTP) : Total of 10 SMB and FTP
FAX : Up to 500
i-FAX : Up to 100
Also, depending on the settings, you can send and print at the same time.
Procedures are the same as used in specifying the destinat ions of respective types. Continue to enter E-mail 
address or folder path so  that they appear in the destination list. Press the  Start key to launch transmission to 
all destinations at one time.
Status 10/10/2008    10:10
Original/Sending
Data Format
Quick Setup
Destination Color/
Image QualityAdvanced
Setup
Destination
Detail
ABCD [email protected] Address
Book
Folder Path
Entry E-mail
Addr Entry
No.
 1/100
AAA BBBCCC DDD Auto
FFF GGGHHH IIIJJJ
0004
0003 0005
0001 0002
0006 0007 0008 00090010
1/1
i-FAX
Addr Entry FAX No.
Entry
WSD Scan
Place original.
Ready to send.Destination
TUVW
10.200.188.120
Group1 Group1
EEE
Direct
Delete Recall
On Hook ChainDetail/Edit To:
Status
10/10/2008    10:10
Original/Sending
Data Format
Quick Setup
Destination Color/
Image QualityAdvanced
Setup
Destination
Detail
ABCD [email protected] Address
Book
Folder Path
Entry E-mail
Addr Entry
No.
 1/100
AAA BBBCCC DDD Auto
FFF GGGHHH IIIJJJ
0004
0003 0005
0001 0002
0006 0007 0008 00090010
1/1
i-FAX
Addr Entry FAX No.
Entry
WSD Scan
Place original.
Ready to send.Destination
TUVW
10.200.188.120
Group1 Group1
EEE
Direct
Delete Recall
On Hook ChainDetail/Edit To:
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							Basic Operation 
3-40OPERATION GUIDE
Using Document Box
What is Document Box?
Document Box is an area in the hard disk in which you can save documents for later retrieval or sharing among 
multiple users.
Document Box contains four types of componen t boxes which provide the following functions.
Custom Box...page 6-2
Custom Box is a component box which you can create withi n the Document Box and store data for later retrieval. 
You can create or delete a Custom Box, and manipulate data in various ways as described below:
• Creating a box...page 6-2
• Storing Documents in a Custom Box...page 6-4
• Printing a Document in a Custom Box...page 6-5
• Sending a Document from a Custom Box...page 6-6
• Moving/ Copying /Joining Documents in a Custom Box...page 6-8
• Deleting Documents in a Custom Box...page 6-11
Job Box
Job Box holds temporary or permanent print data for us e with job options including Private Print, Stored Job, 
Quick Copy, Proof and Hold, Repeat copy and Form Overlay which will be discussed later.
Four individual Job Boxes corresponding to these job options are already provided in the Document Box.
These Job Boxes cannot be cr eated or deleted by a user.
NOTE: You can set up the machine so that temporary documents in job boxes are automatically deleted. For 
details, refer to Automatic Delete Setting for Temporary Documents on page 6-17 .
Private Print/Stored  Job Box...page 6-12
In Private Printing, you can specify that a job is not prin ted until you release the job at the operation panel. When 
sending the job from the application software, spec ify a 4-digit access code in the printer driver.
The job is released for printing by entering the access  code on the operation panel, ensuring confidentiality of 
the print job.
The data will be deleted upon completion of print job  or after the main power switch is turned off.
In Hold Job, access codes are not mandatory, but can be se t on the printer driver if printing with PIN security is 
required. In this event,  you need to enter the access code to print the stored jobs. Print data  will be stored in the 
hard disk after printing. This will allow printing of  the same print data repeatedly.
Quick Copy/Proof and Hold Box...page 6-13
Quick Copy feature facilitat es additional prints of a document already printed.
Activating Quick Copy and printing a document using the printer driver allow the print data to be stored in the 
Quick Copy Job Box.
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							Basic Operation 
OPERATION GUIDE3-41
3
When additional copies are required, you can reprint the required number of copies from the operation panel.
By default, up to 32 documents can be stored.
When power is turned off, a ll stored jobs will be deleted.
NOTE: When you attempt to store documents in excess of the above  maximum, the oldest document data will 
be overwritten by the latest document data.
The Proof and Hold feature produces only a single proof  print of multiple-print job and holds printing of the 
remaining copies.
Printing a multiple-print job in  Proof and Hold using the printer driver allo ws only a single copy to be printed while 
maintaining the document data in the Job Box.
To continue to print the remaining copies, use the operation panel.
You can change the number of copies to print.
Repeat Copy Box...page 6-16
Repeat Copy feature stores the copied original document  data in the Job Box and allows to print additional 
copies later.
By default, up to 32 documents can be stored.
When power is turned off, the original data will be deleted.
NOTE: Repeat Copy function is not available when  the optional Data Security Kit is installed.
Form for Form Overlay Box...page 6-18
Image Overlay feature copies the original document overlaid with a form or image.
This Job Box is used to store the forms or images for overlaying.
Removable Memory Box
A USB memory inserted into the USB memory slot (A1) of  the machine is also recognizable as a Job Box. This 
allows printing of the PDF da ta stored in the USB memory.
You can print PDF data directly from the USB memory without a PC.
Image files scanned using this machine can also be saved to USB memory in t he PDF, TIFF, JPEG, XPS or 
high compression PDF format (Scan to USB).
Fax Box
Fax Box stores the fax data received. For details, refer to the  Operation Guide supplied with the fax kit.
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							Basic Operation 
3-42OPERATION GUIDE
Basic Operation for Document Box
This section explains basic operations for document boxes, using examples where tasks are carried out with 
custom boxes.
NOTE: In the following explanation, it is assumed that user login administration is enabled. For details on User 
Logon privileges, refer to User Privileges on page 3-47 .
The basic procedure for using docu ment boxes is explained below.
1Press the Document Box  key.
The default document box screen appears.
2Press [Custom Box], [Job Box] or [Removable 
Memory] to select the type of document box you 
want to work with.
In this example, press [Custom Box].
The box list screen appears. 
You can use this screen for tasks such as 
registering and editing boxes. For more information 
on using the box list, refer to  Custom Box List on 
page 3-43 .
NOTE: For more information on registering boxes, 
refer to  Creating a New Cust om Box on page 6-2.
You cannot access bo xes if you forget your password. 
In this event, access the machine using administrator 
privileges and overwrite your box password.
3Select the box containing the document you want 
to work with and press [Open].
The document list screen appears.
You can use this screen for tasks such as printing 
and sending documents. For more information on 
using the document list, refer to  Document List on 
page 3-44 .
NOTE: If a custom box is protected by a password, 
enter the correct password.
Custom Box.
No.Name
Owner
Used Area
Register/Edit
Box
 1/1
0001 SALES  Anonymous- - - -
Store File Detail Open
Custom Box Job Box Removable Memory
Status
2008/10/10    10:10
FAX Box
Custom Box.
No. NameOwnerUsed Area
Register/Edit
Box 1/1
Store File Detail Open
Custom Box Job Box Removable Memory FAX Box
Status 10/10/2008    10:10
000110%
Box
0002 20%
Box
0003 30%
User
User
User
1
2
3
Box
0001
0002
0003
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							Basic Operation 
OPERATION GUIDE3-43
3
Custom Box List
The box list shows the registered custom boxes. The custom boxes can be listed by box number or by box name. 
You can manipulate the list in a range of ways, as shown below.
Custom Box.
No. Name OwnerUsed Area
Register/Edit
Box 1/1
Store File Detail Open
Custom Box Job Box Removable Memory FAX Box
Status 10/10/2008    10:10
000110%
Box
0002 20%
Box
0003 30%
User
User
User
1
2
3
Box
0001
0002
0003
Listing the boxes by number in 
ascending/descending order. Listing the boxes by name in 
alphabetical order.
Registers new boxes and 
checks, modifies or 
deletes box information.
Opens the selected box.
Displays the details 
for the selected box.
Saves the document 
in the selected box.
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							Basic Operation 
3-44OPERATION GUIDE
Document List
The document list is a list of the documents stored in the custom box. Documents can be listed either by name 
or as thumbnails. The list can be used as shown below.
List
Thumbnail
NOTE: You can select multiple documents by pressing the respective document checkboxes. However, note 
that you cannot select multiple documents when you are sending documents.
1/1
0001  0404200710574501  10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
Selecting more than one 
document at a time.
Listing the documents by time of update 
in ascending/descending order.
Listing the documents by size in 
ascending/descending order.
Listing the documents by 
name in alphabetical order.
Previews the selected 
document. Highlighting a document to 
display its details with [Detail].
Selecting documents by 
checking checkboxes.
Custom Box
Detail
 1/1 040420075501
JoinMove/Copy Delete
Close
 040420075502
Send
Print Store File
SALES
Preview
Status 10/10/2008    10:10
Selecting more than one 
document at a time.
Highlighting a document 
to display its details with 
[Detail].Prints, sends, joins, moves, 
copies or deletes the 
selected documents.
Saves the document in 
the open box.
Selecting documents by 
checking checkboxes.
Switches between list display 
and thumbnail display.
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							Basic Operation 
OPERATION GUIDE3-45
3
Viewing/Editing Box Details
You can check and modify box information.
Use the procedure below.
1Press [Register/Edit Box] in the box list screen.
2Highlight the box whose details you wish to check 
or edit and press [Detail/Edit].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Check the box details.
To edit details, press [Change] of the detail you 
wish to edit. Edit the detail as desired and press 
[OK].
4If you have changed the details, press [Register] 
and then press [Yes] in the confirmation screen. 
If you did not change the details, press [No].
5Press [Close]. The display  returns to the default 
Document Box screen.
Document Box/Removable Memory - Register/Edit Box
No. Name Owner Used Area
0001 SALES  Anonymous - - - -
 1/1Add
Detail/Edit Delete Close
Status 10/10/2008    10:10
Status10/10/2008    10:10
Box:
Box No.:
Box Name:
Box Password:
Usage Restriction: Change
Change
Change
Change
0001
SALES
********
Auto File Deletion:Change
Cancel Register
Free Space:
Overwrite Setting:
Change
21
  day(s)
30
  MB
Permit
  GB
30
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							Basic Operation 
3-46OPERATION GUIDE
Previewing Documents/Checking Document Details
You can use this function to preview the documents stored in a document box or display the document details 
for checking. 
Use the procedure below.
1Select (highlight) a document to preview and then 
press [Preview] or [Detail].
2Preview the document or check the document 
details. 
The operations available in the preview screen are 
shown below.
3When you have finished previewing documents or 
checking document details, press [Close].
Close
Preview:
No.
1/6
2007040410574501
Status
10/10/2008    10:10
Size :
Resol.
:
:
Color
When you have zoomed in, you can use 
these keys to move the displayed area.
In multiple-page documents, 
you can change pages by 
entering the desired page 
number.
In multiple-page documents, 
you can use these buttons to 
change pages.
Zoom in.
Zoom out.
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							Basic Operation 
OPERATION GUIDE3-47
3
User Privileges
When user login administration is enabled, accessibility to the Document Box componen ts will vary depending 
on the given user privilege.
Accessibilities vary depending on  user privilege as follows:
Restricting the Accessibility to a Box
The accessibility to a Custom Bo x differs depending on the level of privileges as follows:
Administrator:  An administrator can  gain access and manipulate all boxes.
User:  A user can gain access and manipulate his/her own boxes and the shared boxes. Access level
Accessibility Administrator User
Oper-
ation Creating a box
Yes No
Changing box owner Yes No
Deleting a box Others Yes No
Owner Yes Yes
Box 
infor-
mation Changing box 
number
Others
Yes No
Owner Yes No
Renaming a box Others Yes No
Owner Yes Yes
Changing the 
password to a box Others
No No
Owner Yes Yes
Overwriting the 
password to a box Others
Yes No
Owner Yes No
Adjusting the box 
capacity Others
Yes No
Owner Yes No
Changing the owner Others Yes No
Owner Yes No
Changing the 
permisson Others
Yes No
Owner Yes Yes
Changing the 
period of using a 
box Others
Yes No
Owner Yes Yes
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							Basic Operation 
3-48OPERATION GUIDE
Password Entry Requirement
When user login administration is enabled, requirement of a password differs depending on the level of 
privileges as follows:
Administrator: The 
administrator is not required to enter a password to gain access 
to any box.
User:  The user is required to enter a password to gain access to a box 
which is protected by a password. The user is not required to enter a 
password to gain access to his/her own boxes.
Creating new Custom Boxes when u ser login administration is enabled
If you create a new Custom Box when user login 
administration is enabled, the screen appears and you 
can change the owner and permission settings. Only 
administrators and machine  administrators can create 
new Custom Boxes.
Changing the owner:  Press [Change] of  Owner and 
select the new owner for the 
box from the displayed list. 
Then press [OK].
Changing the permission:Press [Change] of  Permission and select either 
[Private] or [Shared]. Then 
press [OK].
NOTE: For information on spec ifying other settings, 
refer to Creating a New Cust om Box on page 6-2.
Working With User Privileges When User Login Administration is Enabled When user login administration is enabled, the owner of 
a box with user privileges set can change the following 
box information: the box name, the box password, the 
permission, the auto file deletion and the overwrite 
setting.
NOTE: It is assumed that a custom Document Box has already been created and registered.
For information on creating/registering Document Boxes, refer to  Creating a New Custom Box on page 6-2.
Status 10/10/2008    10:10
Register
Change
Box: **
Box No.: Change
Change
Change
Change Change
Change
Owner:
Box Name:
Box Password: Permission:
Usage Restriction: Auto File Deletion:
Free Space: 0001
DCBA9876
SALES
********** Private
Cancel Change
Overwrite Setting:
Permit
21 GB
GB
30 day(s)
30
Status 10/10/2008    10:10
Box:
Box No.:
Box Name:
Box Password:
Usage Restriction: Change
0001
SALES
 ********
Auto File Deletion:Change
Cancel Register
Owner:
Permission:
Change
DCBA9876
Change
Free Space: Overwrite Setting:
Change
Private
21   day(s)
30
  MB
Permit
  GB
30
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