Ricoh Aficio MP2500LN User Manual

							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.
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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 SmartDeviceMonitor for Admin Help.
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.206 “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.218 “Fax Destination”
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.231 “E-mail Destination”
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							Address Book
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7
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.235 “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.262 “Registering 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
Reference
p.209 “Authentication Information”
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							Registering Addresses and Users for Facsimile/Scanner Functions
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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 ca also use it as a folder destination.
You can register up to 2000 names.
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].
HPress the key for the classification you want to use under Select Title.
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							Registering Names
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IPress [OK] twice.
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
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].
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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, user code, fax number, folder
name, 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
{q} key.
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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							Authentication Information
209
7 Authentication Information
Following describes the procedure for authenticating a user code.
Important
❒The functions associated with each user code are the same. If you change or
delete user codes, management data and limits associated with that code be-
come invalid.
Register user codes to limit users to the following functions and check their use
of each function:
Copier
Document Server
Facsimile
Scanner
Printer
Note
❒You can register up to 500 user codes.
❒The number of copies made of documents stored in the Document Server us-
ing the facsimile function is counted for each user code. This allows you to
check each users usage.
❒The number of copies scanned using the scanner function is counted for each
user code. This allows you to check each users usage.
❒To automatically register the printer driver user code, select [Printer: PC Con-
trol] 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.
❒For details about setting user codes for the printer driver, see Printer Driver
Help.
Reference
p.80 “User Authentication Management”
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Registering a User Code
This section describes how to register a user code.
APress [System Settings].
BPress [Administrator Tools].
CPress [Address Book Management].
DCheck that [Program/Change] is selected.
EPress the name whose code is to be registered, or enter the registered
number using the number key.
You can search by the registered name, user code, fax number, folder name,
e-mail address, or IP-Fax destination.
FPress [Auth. Info].
GEnter the user code using the number keys, and then press {q} key.
If you make a mistake, press [Clear] or the {Clear/Stop} key.
HPress [TNext] twice.
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							Authentication Information
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ISelect the functions to be used with the user code from Available Func-
tions.
JPress [OK].
KPress [Exit].
LPress the {User Tools/Counter} key.
Note
❒You can enter a one-to eightdigit user code.
❒To register the name, see Registering Names”.
Reference
p.206 “Registering Names”
Changing a User Code
This section describes how to change a user code.
Important
❒Even if you change a user code, the counter value will not be cleared.
APress [System Settings].
BPress [Administrator Tools].
CPress [Address Book Management].
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DCheck that [Program/Change] is selected.
ESelect the user whose user code you want to change.
Press the name key, or enter the registered number using the number keys.
You can search by the registered name, user code, fax number, folder name,
e-mail address, or IP-Fax destination.
FPress [Auth. Info].
GPress [Change], and then enter the new user code using the number keys
HPress {q} key.
ITo change the available functions, press [Auth. Info] and then press [TNext]
twice.
JPress the key to select the functions to enable them.
Press the key to highlight it, and then the function is enabled. To cancel a se-
lection, press the highlighted key.
KPress [OK].
LPress [Exit].
MPress the {User Tools/Counter} key.
Note
❒To change the name, key display and title, see “Changing a Registered
Name”.
Reference
p.207 “Changing a Registered Name”
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