Ricoh Aficio 3025 User Manual

							69
5.Registering Addresses and Users
for Facsimile/Scanner Functions
Address Book
Registering information such as the
names of users and their e-mail ad-
dresses in the Address Book allows
you to manage them easily.
Important
❒Address Book data is stored on the
hard disk. It can be lost if there is
some kind of hard disk failure. The
manufacturer shall not be respon-
sible for any damages resulting
data loss.
Note
❒You can also use a Web Image
Monitor to register names in the
Address Book. With the SmartDe-
viceMonitor for Admin, you can
register multiple names at the
same time.
❒Using [Address Management Tool] in
SmartDeviceMonitor for Admin,
you can backup Address Book da-
ta. We recommend backing up
data when using the Address
Book.
❒Printer option is required to use
SmartDeviceMonitor for Admin.
Reference
For details about using a Web Im-
age Monitor, see the Web Image
Monitor Help.
For details about SmartDevice-
Monitor for Admin and how to in-
stall it, see Printer Reference.
For operating instructions, see
SmartDeviceMonitor for Admin
Help.
You can register and manage the fol-
lowing items in the Address Book: 
❖Name
You can register the name of the
user and the key display. This is
the basic information required for
managing user of the machine.
❖Authentication Information
You can register user codes in or-
der to restrict particular functions
to certain users, and to check their
use of each function. You can also
register login user names and login
passwords to be used when send-
ing e-mail, sending to folders, or
accessing an LDAP server.
❖Fax Dest.
You can register fax numbers, line,
fax header and select label inser-
tion.
When using IP-Fax, you can regis-
ter the IP-Fax destination and se-
lect the protocol.
 Fax Destination
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5
IP-Fax Destination
❖E-mail
You can register e-mail destina-
tions in the Address Book.
❖Folder
You can register the protocol, path
name and server name.
SMB
FTP
NCP
❖Protection
You can set protection codes to
stop senders name from being
used or folders from being ac-
cessed without authorization.
❖Add to Group
You can put registered e-mail and
folder destinations into a group for
easier management.
Managing names in the Address Book
By registering a name and key dis-
play beforehand, you can specify e-
mail and folder destinations simply
by selecting the name key.
See p.72 “Registering Names”.
Sending fax by Quick Dial
Register a fax number in the Address
Book so you can specify it only by se-
lecting the fax destination, shown on
the fax initial display when sending a
fax. When label insertion is set to
“ON”, the receivers name and stand-
ard messages are printed on the fax
message when it is received at the
other end.
By registering IP-Fax destinations in
the Address Book, you can specify a
destination simply by selecting it
from the destinations that appear in
the initial fax display.
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							Address Book
71
5
Registered IP-Fax numbers can be
used and printed as sender’s IP-Fax
numbers.
See p.79 “Fax Destination”.
Sending e-mail by Quick Dial
By registering e-mail addresses in the
Address Book, you can specify e-mail
destinations simply by selecting them
from the fax initial display when
sending a document by internet fax.
You can also specify an e-mail ad-
dress by selecting the destination
shown on the initial scanner display
when sending a document using the
scanner function.
A registered e-mail address can be
used as the senders address, and the
senders address are automatically
entered in the “From” field of an e-
mail header.
See p.88 “E-mail Destination”.
Sending scanned files to a shared folder 
directly
After registering the path name, user
name and password, you can connect
to a shared folder simply by selecting
the destination shown on the initial
scanner display whenever sending
files using the scanner function to a
shared folder. 
To share the folder using Windows,
select the SMB protocol.
To register the folder to the FTP serv-
er, select the FTP protocol.
To register the folder to the NetWare
server, select the NCP protocol.
See p.91 “Registering Folders”.
Preventing unauthorized user access to 
shared folders from the machine
After registering a protection code,
you can specify the object of protec-
tion to prevent an e-mail destination
from being used without permission.
You can prevent unauthorized access
to registered folders. See p.107 “Reg-
istering a Protection Code”.
Managing users and machine usage
Register user codes to limit users to
the following functions and check
their use of each function:
Copier
Document Server
Facsimile
Scanner
Printer
See p.74 “Authentication Informa-
tion”.
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							Registering Addresses and Users for Facsimile/Scanner Functions
72
5Registering Names
The user name is useful for selecting a
destination when sending faxes or e-
mail. You can also use it as a folder
destination.
Registering a Name
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
EPress [New Program].
FPress [Change] on the right of the
Name.
The name entry display appears.
GEnter the name, and then press
[OK].
Note
❒The name can be used for docu-
ments in the Document Server.
For details about the Document
Server, see p.37 “Using the Doc-
ument Server”.
❒You can register up to 2000 pro-
grams and allocate them regis-
tration numbers between 00001
and 50000.
❒Registration numbers are ini-
tially assigned automatically,
but you can change them after-
ward. To change a registration
number, press [Change] to the
right of “Registration No.”, and
enter a new number using the
number keys.
Reference
p.149 “Entering Text”
HPress the key for the classification
you want to use under Select Ti-
tle.
Note
❒The keys you can select are as
follows:
[Freq.]… Added to the page
that is displayed first.
[AB], [CD], [EF], [GH], [IJK],
[LMN], [OPQ], [RST], [UVW],
[XYZ], [1] to [10]… Added to
the list of items in the select-
ed title.
❒You can select [Freq.] and one
more page for each title.
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5
ITo continue registering the name,
press [Continue to Program], and
then repeat the procedure from
step 
F.
JPress [OK].
KPress [Exit].
LPress the {User Tools/Counter} key.
Changing a Registered Name
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
ESelect the registered name you
want to change.
Press the name key, or enter the
registered number using the
number keys
Note
❒If you press  , you can search
by the registered name, user
code, fax number, folder name,
e-mail address, or IP-Fax desti-
nation.
To change the name or key 
display
APress [Change] on the right of
the name or key display.
BEnter the name or key display,
and then press [OK].
Reference
p.149 “Entering Text”
To change a registration number
APress [Change] to the right of
“Registration No.”
B
Enter a new registration number
using the number keys, and
then press [#].
To change the title
APress the key for the classifica-
tion you want to use from Se-
lect Title.
FPress [OK].
GPress [Exit].
HPress the {User Tools/Counter} key.
Deleting a Registered Name
If you delete a name, data associated
with that name, such as e-mail ad-
dresses, fax number, folder name,
and IP-Fax destination, is also delet-
ed.
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
EPress [Delete].
FSelect the name you want to de-
lete.
Press the key, or enter the regis-
tered number using the number
keys
GPress [Yes].
HPress [Exit].
IPress the {User Tools/Counter} key.
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							Registering Addresses and Users for Facsimile/Scanner Functions
74
5Authentication Information
Register user codes to limit users to
the following functions and check
their use of each function:
Copier
 Document Server
 Facsimile
Scanner
Printer
Note
❒T h e n u m b e r of  c op ie s  m a d e of  d oc -
uments stored in the Document
Server using the facsimile function
is counted for each user code. This
allows you to check each users us-
age.
❒The number of copies scanned us-
ing the scanner function is counted
for each user code. This allows you
to check each users usage.
❒To automatically register the print-
er driver user code, select [Printer:
PC Control] for the printer in User
Code Authentication. To use the
user code set in User Tools, set the
user codes registered in User Tools
for the printer driver. See p.74
“Authentication Information”.
Reference
For details about setting user codes
for the printer driver, see Printer
Reference or the printer driver
Help.
Important
❒The functions associated with each
user code are the same. If you
change or delete user codes, man-
agement data and limits associated
with that code become invalid.
Registering a New User Code
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
EPress the name whose code is to
be registered, or enter the regis-
tered number using the number
key.
Note
❒You can enter a one-to eight-
digit user doce.
❒To register the name, see p.72
“Registering Names”.
FPress [Auth. Info].
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							Authentication Information
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5
GEnter the user code using the
number keys, and then press [#].
Note
❒If you make a mistake, press
[Clear] or the {Clear/Stop} key,
and then enter the code again.
HPress [TNext] twice.
ISelect the functions to be used
with the user code from Available
Functions.
JPress [OK].
Note
❒To continue registering user
codes, repeat the procedure
from step 
E.
KPress [Exit].
LPress the {User Tools/Counter} key.
Changing a User Code
Note
❒Even if you change a user code, the
counter value will not be cleared. 
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
ESelect the user whose user code
you want to change.
Press the name key, or enter the
registered number using the
number keys
Note
❒If you press  , you can search
for a user by the registered
name, user code, fax number,
folder name, e-mail address, or
IP-Fax destination.
❒To change the name, key dis-
play and title, see p.73 “Chang-
ing a Registered Name”.
FPress [Auth. Info].
GPress [Change], and then enter the
new user code using the number
keys
HPress [#].
To change the available functions
APress [TNext] twice.
BPress the key to select the func-
tions to enable them.
Note
❒Press the key to highlight it,
and then the function is ena-
bled. To cancel a selection,
press the highlighted key.
IPress [OK].
JPress [Exit].
KPress the {User Tools/Counter} key.
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5
Deleting a User Code
Note
❒After clearing the user code, the
counter is automatically cleared.
❒To delete a name from the Address
Book entirely, see p.73 “Deleting a
Registered Name”.
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools], and then
press [TNext].
DPress [Address Book Management].
ESelect the name whose code is to
be deleted.
Press the name key, or enter the
registered number using the
number keys
FPress [Auth. Info].
GPress [Change] to delete the user
code, and then press [#].
HPress [OK].
IPress [Exit].
JPress the {User Tools/Counter} key.
Displaying the Counter for 
Each User Code
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools].
DPress [Display / Clear / Print Counter
per User].
ESelect [Print Counter], [Transmission
Counter] or [Scanner Counter].
Counters for individual function
usage under each user code ap-
pear.
Printing the Counter for Each 
User Code
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools].
DPress [Display / Clear / Print Counter
per User].
ESelect a user code from the left
side of the display.
Note
❒Press [Select All on the Page] to se-
lect all user codes on the page.
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							Authentication Information
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FPress [Print Counter List] under Per
User.
Note
❒Enter the user code, and then
press [#] if the user code is regis-
tered.
GSelect the function usage you
want to print from [Print Counter],
[Transmission Counter], and [Scanner
Counter].
HPress [Print].
To print the number of prints for all 
user codes
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools].
DPress [Display / Clear / Print Counter
per User].
EPress [Print Counter List] under All
Users.
Note
❒Enter the user code, and then
press [#] if the user code is regis-
tered.
FSelect the function usage you
want to print from [Print Counter],
[Transmission Counter], and [Scanner
Counter].
GPress [Print].
Clearing the Number of Prints
APress the {User Tools/Counter} key.
BPress [System Settings].
CPress [Administrator Tools].
DPress [Display / Clear / Print Counter
per User].
ESelect the user code to clear.
To clear the number of prints 
made under a user code
ASelect the user code from the
left side of the display.
Note
❒Press [Select All on the Page] to
select all user codes on the
page.
BPress [Clear] under Per User
Codes.
CSelect the function usage you
want to clear from [Print Coun-
ter], [Transmission Counter], and
[Scanner Counter].
DPress [OK].
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5
To clear the number of prints for 
all user codes
APress [Clear] under All Users.
BSelect the function usage you
want to clear from [Print Coun-
ter], [Transmission Counter], and
[Scanner Counter].
CPress [OK].
FPress [Exit].
GPress the {User Tools/Counter} key.
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