Ricoh Aficio MP 6000SP User Manual

							201
7.Registering Addresses and Users
for Facsimile/Scanner Functions
This chapter describes how to register destinations and users in the Address
Book. For details on how to access System Settings, see “Accessing User Tools”.
Address Book
Registering information such as the names of users and their e-mail addresses 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 responsible for any
damages resulting data loss.
You can register and manage the following items in the Address Book:
❖Names
You can register the name of the user and the key display. This is the basic in-
formation required for managing user of the machine.
To register a fax number or e-mail address in the address book, you must reg-
ister information such as the user name and destination name in advance.
❖Auth. Info
You can register user codes in order 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 sending e-mail, sending to fold-
ers, or accessing an LDAP server.
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Addresses and Users for Facsimile/Scanner Functions
202
7
❖Protection
You can set protection codes to stop senders name from being used or folders
from being accessed without authorization.
❖Fax Dest.
You can register fax numbers, line, fax header and select label insertion.
When using IP-Fax, you can register the IP-Fax destination and select the pro-
tocol.
❖E-mail
You can register e-mail destinations in the Address Book.
Downloaded From ManualsPrinter.com Manuals 
						

							Address Book
203
7
❖Folder
You can register the protocol, path name and server name.
SMB
FTP
NCP
❖Add to Group
You can put registered e-mail and folder destinations into a group for easier
management.
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Addresses and Users for Facsimile/Scanner Functions
204
7
Note
❒You can also use a Web Image Monitor to register names in the Address Book.
With the SmartDeviceMonitor for Admin, you can register multiple names at
the same time.
❒Using [Address Management Tool] in SmartDeviceMonitor for Admin, you can
backup Address Book data. We recommend backing up data when using the
Address Book.
❒For details about using Web Image Monitor, see the Web Image Monitor
Help.
❒For operating instructions, see SmartDeviceMonitor for Admin Help.
Reference
p.3 “Accessing User Tools”
Managing names in the Address Book
By registering a name and key display beforehand, you can specify email and
folder destinations simply by selecting the name key.
Reference
p.207 “Registering Names”
Sending fax by Quick Dial
Register a fax number in the Address Book so you can specify it only by selecting
the fax destination, shown on the fax initial display when sending a fax. When
label insertion is set to “On”, the receivers name and standard 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 desti-
nation simply by selecting it from the destinations that appear in the initial fax
display. Registered IP-Fax numbers can be used and printed as sender’s IP-Fax
numbers.
Reference
p.220 “Fax Destination”
Downloaded From ManualsPrinter.com Manuals 
						

							Address Book
205
7
Sending e-mail by Quick Dial
By registering e-mail addresses in the Address Book, you can specify e-mail des-
tinations simply by selecting them from the fax initial display when sending a
document by Internet fax.
You can also specify an e-mail address 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 email header.
Reference
p.233 “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 server, select the FTP protocol.
To register the folder to the NetWare server, select the NCP protocol.
Reference
p.237 “Registering Folders”
Preventing unauthorized user access to shared folders from the 
machine
After registering a protection code, you can specify the object of protection to
prevent an e-mail destination from being used without permission.
You can prevent unauthorized access to registered folders.
Reference
p.265 “Registering a Protection Code”
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Addresses and Users for Facsimile/Scanner Functions
206
7
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
Reference
p.211 “Authentication Information”
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Names
207
7 Registering Names
Register user information including their 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.
You can register up to 2000 names.
Reference
p.3 “Accessing User Tools”
Registering Names
This section describes how to register names.
APress [System Settings].
BPress [Administrator Tools].
CPress [Address Book Management].
DCheck that [Program / Change] is selected.
EPress [New Program].
FPress [Change] on the right of the Name.
The name entry display appears.
GEnter the name, and then press [OK].
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Addresses and Users for Facsimile/Scanner Functions
208
7
HPress the key for the classification you want to use under “Select Title”.
IPress [OK].
JPress the {User Tools/Counter} key.
Note
❒The name can be used for documents in the Document Server. For details
about the Document Server, see “Using the Document Server”, Copy/
Document Server Reference.
❒The keys you can select are as follows:
[Frequent]: 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 selected title.
❒You can select [Frequent] and one more page for each title.
Reference
“Entering Text”, About This Machine
“Using the Document Server”, Copy/ Document Server Reference
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Names
209
7
Changing a Registered Name
This section describes how to change a name.
APress [System Settings].
BPress [Administrator Tools].
CPress [Address Book Management].
DCheck that [Program / Change] is selected.
ESelect the registered name you want to change.
Press the name key, or enter the registered number using the number keys.
FTo change the name or key display, press [Change] on the right of the name
or key display.
GEnter the name or key display, and then press [OK].
HTo change the title, press the key for the classification you want to use from
Select Title.
Note
❒You can search by the registered name, fax number, user code, folder
name, or e-mail address, or IP-Fax destination.
Reference
“Entering Text”, About This Machine
To change a registration number
APress [Change] to the right of “Registration No.”
BEnter a new registration number using the number keys, and then press the
{#} key.
Downloaded From ManualsPrinter.com Manuals 
						

							Registering Addresses and Users for Facsimile/Scanner Functions
210
7
Deleting a Registered Name
This section describes how to delete a name.
APress [System Settings].
BPress [Administrator Tools].
CPress [Address Book Management].
DPress [Delete].
ESelect the name you want to delete.
Press the name key, or enter the registered number using the number keys.
FPress [Yes].
GPress [Exit].
HPress the {User Tools/Counter} key.
Downloaded From ManualsPrinter.com Manuals