Ricoh Aficio MP 7000SP User Manual

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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...

Registering Addresses and Users for Facsimile/Scanner Functions
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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.
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Address Book
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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.
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Registering Addresses and Users for Facsimile/Scanner Functions
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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...

Address Book
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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...

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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”
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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...

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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],...

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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...

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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.
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