Ricoh Aficio MP2000SP 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.
You can also use Web Image Monitor to register names in the Address Book. For
details about Web Image Monitor, see the Web Image Monitor Help.
For details on how to access Web Image Monitor, see Using Web Image Monitor.
Important
❒Address Book data is stored in memory. It can be lost if there is some kind of
memory 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:
❖Name
You can register the name of the user. This is the basic information required
for managing user of the machine.
To register a fax number or e-mail address in the address book, you must first
register your user name and destination.
❖Authentication Information
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.
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❖Protection
You can set protection codes to stop senders name from being used or folders
from being accessed without authorization.
❖Fax Settings
You can register fax numbers, line, fax header and select label insertion. When us-
ing IP-Fax, you can register the IP-Fax destination and select the protocol.
❖E-mail Settings
You can register e-mail destinations in the Address Book.
❖Folder Information
You can register the protocol, path name and server name.
SMB
FTP
NCP
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							Address Book
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❖Register Group to
You can put registered e-mail and folder destinations into a group for easier
management.
Note
❒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 operating instructions, see SmartDeviceMonitor for Admin Help.
Reference
p.248 “SMTP Authentication”
p.188 “Registering Folders”
p.252 “LDAP authentication”
Managing names in the Address Book
By registering a name beforehand, you can specify e-mail and folder destina-
tions simply by selecting the Quick Dial keys.
Reference
p.138 “Registering Names”
Sending fax by Quick Dial
Register a fax number in the Address Book so you can specify a destination sim-
ply by selecting it from destination search or selecting the Quick Dial keys 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.
Registered IP-Fax numbers can be used and printed as sender’s IP-Fax numbers.
Reference
p.159 “Fax Destination”
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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 it from destination search or selecting the Quick
Dial keys when sending a document by Internet fax.
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.
Reference
p.180 “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 it from destination search or selecting the
Quick Dial keys 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.188 “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.242 “Registering a Protection Code”
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							Address Book
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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
 Facsimile
Scanner
Printer
Reference
p.143 “Authentication Information (MFP)”
p.263 “Using Web Image Monitor”
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7Registering 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 150 names.
Registering Names
This section describes how to register names.
ASelect [System Settings] using {U} or {T}, and then press the {OK} key.
BSelect [Administrator Tools] using {U} or {T}, and then press the {OK} key.
CSelect [Address Book Management] using {U} or {T}, and then press the {OK}
key.
DSelect [Program/Change] using {U} or {T}, and then press the {OK} key.
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EEnter the registration number you want to program using the number keys
or the Quick Dial keys, and then press the {OK} key.
When you register a new Reg. No., currently available numbers are automat-
ically displayed.
You can automatically specify registration numbers 001-032 by pressing the
Quick Dial keys.
FEnter the name and then press the {OK} key.
For the user name, up to 20 characters are usable.
GPress the {OK} key.
HPress the {User Tools/Counter} key.
Reference
Entering Text, About This Machine
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Changing a Registered Name
This section describes how to change a name.
ASelect [System Settings] using {U} or {T}, and then press the {OK} key.
BSelect [Administrator Tools] using {U} or {T}, and then press the {OK} key.
CSelect [Address Book Management] using {U} or {T}, and then press the {OK}
key.
DSelect [Program/Change] using {U} or {T}, and then press the {OK} key.
EEnter the registration number you want to change using the number keys
or the Quick Dial keys, and then press the {OK} key.
If you do not wish to change the registration number, proceed to the next step.
You can automatically specify registration numbers 001-032 by pressing the
Quick Dial keys.
Press [Search] to search by name, destination list, registration number, user
code, fax number, or folder destination.
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FEnter the new name, and then press the {OK} key.
GTo change a registration number, press [Reg. No.]. Using the number keys or
a Quick Dial key, enter a new number, and then press the {OK} key.
HPress the {OK} key.
IPress the {User Tools/Counter} key.
Reference
Entering Text, About This Machine
Deleting a Registered Name
This section describes how to delete a name.
ASelect [System Settings] using {U} or {T}, and then press the {OK} key.
BSelect [Administrator Tools] using {U} or {T}, and then press the {OK} key.
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CSelect [Address Book Management] using {U} or {T}, and then press the {OK}
key.
DSelect [Delete] using {U} or {T}, and then press the {OK} key.
EEnter the registration number you want to delete using the number keys or
the Quick Dial keys, and then press the {OK} key.
You can automatically specify registration numbers 001-032 by pressing the
Quick Dial keys.
Press [Search] to search by name, destination list, registration number, user
code, fax number, or folder destination.
FPress [Yes].
GPress the {User Tools/Counter} key.
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