Sharp Ar-m 351 Manual

							7-13
7 CALLING UP AND USING A FILE
Searching for and calling up a saved file
When calling up a file, you can enter the file name, folder name, or user name to quickly search for the file.
To search for a file, touch the [SEARCH] key in the main screen of document filing mode or in a screen that shows
folders or files in a folder. A data search screen will appear.

 Procedure for searching for a file
1Touch the [SEARCH] key in the main
screen of document filing mode or in a
screen that shows folders or files in a
folder.
If you touch the
[SEARCH] key in the
screen that shows the
folders in the custom
folder or a screen that
shows the files in a
folder, the [SEARCH
WITHIN CURRENT FOLDER] checkbox will
appear. Select this checkbox to search for a file
only in the selected folder.
2In the data search screen, select whether
you will search by [USER NAME] or [FILE
OR FOLDER NAME].
To search by user name, follow steps 3 to 6.
To search by file name or folder name,
perform step 8.
To stop searching, touch the [CANCEL]key.
[Searching by user name]
3Touch the [USER NAME] key.
4Touch the one-touch key of the user name
that you wish to use to search for the file.
If you wish to directly enter the user name,
touch the [DIRECT ENTRY] key.
The selected user name is highlighted.
If you select the wrong user name, touch the
key of the correct name.
If you touch the [DIRECT ENTRY] key, a
character entry screen will appear. Enter the
user name.
See page 7-26 for the procedure for entering
characters.
5Touch the [OK] key.
You will return to the
screen of step 2 and the
selected user name will
appear.
6Touch the [SEARCH START] key.
TUSSEARCH
FILE FOLDER
FILE RETRIEVE
CANCEL
USER NAME
SEARCH
FILE OR FOLDER NAME
SEARCH START
CANCEL
USER NAME
SEARCH
FILE OR FOLDER NAME
SEARCH START
SEARCH SELECT USER NAME.
Suzuki
Ono
Hasegawa
Sasaki
CANCEL
DIRECT ENTRY
UVWXYZOPQRSTJKLMNEFGHIABCDALL USERS
OK
Yamada
Nakata
CANCEL
DIRECT ENTRY
OK
CANCELSEARCH START
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							CALLING UP AND USING A FILE
7-14
7The results of the user name search
appear. Touch the desired file name or
folder name.
See page 7-5 for a list of the document filing
icons.
When a file name is touched, the operation
selection screen appears. 
(To perform an
operation using the file, go to step 5 on
page 7-16.)
When a folder name is touched, all files in the
folder are displayed. Touch the desired file.
(To perform an operation using the file, go
to step 5 on page 7-16.)
To change the order of file display, touch the
[FILE OR FOLDER NAME] key, [USER
NAME] key, or [DATE] key.
If you touch a file name or folder name that
has a password, a password entry screen will
appear. Enter the 5-digit password with the
numeric keys.
[Searching by file or folder name]
8Touch the [FILE OR FOLDER NAME] key.
A character entry screen
appears. Enter the file
name or folder name to
be used for the search.
See page 7-26 to enter
characters. 
9Touch the [SEARCH START] key.
10The results of the file or folder name
search appear. Touch the desired file
name or folder name.
See page 7-5 for a list of the document filing
icons.
When a file name is touched, the operation
selection screen appears. 
(To perform an
operation using the file, go to step 5 on
page 7-16.)
When a folder name is touched, all files in the
folder are displayed. Touch the desired file.
(To perform an operation using the file, go
to step 5 on page 7-16.)
To change the order of file display, touch the
[FILE OR FOLDER NAME] key, [USER
NAME] key, or [DATE] key.
If you touch a file name or folder name that
has a password, a password entry screen will
appear. Enter the 5-digit password with the
numeric keys.
SEARCH
FILE OR FOLDER NAMEUSER NAME
Suzuki
Tanaka
Kondou
Product SpecA
Product B
Product 2
2004/10/20
2004/10/20
2004/10/20
SEARCH AGAINCANCEL
DATE
USER NAME
FILE OR FOLDER NAME
CANCELSEARCH START
SEARCH
FILE OR FOLDER NAMEUSER NAME
SEARCH AGAINCANCEL
DATE
Yamada
Sato
Akata
Product specifications
Products
Product_info
2003/12/30
2003/12/30
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							CALLING UP AND USING A FILE
7-15
7
Calling up and using a saved file
A file saved with the document filing function can be called up and printed or manipulated as needed.
The following operations can be performed:
 [Print] : Print the file (page 7-16).
 [Send] : Transmit the saved file (page 7-17). The file can be transmitted by Scan to E-mail, Scan to FTP, fax, or
Internet fax. (All of these methods require installation of the appropriate options.) (Page 1-11)
 [Property change] : Change the attribute of the saved file (page 7-18).
 [Move] : Move the file (page 7-19)
 [Delete] : Delete the file (page 7-19)
 [Detail] : Show details on the saved file (page 7-19).

 General procedure for using a saved file
1Press the [DOCUMENT FILING] key on the
operation panel.
2Touch the [FILE FOLDER] key or the
[QUICK FILE FOLDER] key depending on
where the file is saved.
Touch the [FILE FOLDER] key if the file is
saved in the main folder or the custom folder.
Touch the [QUICK FILE FOLDER] key if the
file is saved in the Quick File folder.
If you touched the [FILE FOLDER] key, the
files in the main folder or the folders in the
custom folder appear. If you open the wrong
folder, touch the [MAIN FOLDER] key or the
[CUSTOM FOLDER] key and open the
correct folder.
If the desired file is saved in the main folder,
go to step 4. If the desired file is saved in a
custom folder, go to step 3.
If you touched the [QUICK FILE FOLDER]
key, the files in the Quick File folder appear.
Go to step 4.
3Touch the key of the folder that contains
the desired file.
If there are more custom folder keys than can
appear in one screen, touch the   or   keys
to change screens.
If a password is set for the selected folder, a
password entry screen will appear. Enter the 5-
digit password with the numeric keys.
4Touch the desired file key.
FILE FOLDER
QUICK FILE
FOLDER
FILE RETRIEVE
 
UVWXYZOPQRSTJKLMNEFGHIABCD
CUSTOM FOLDER
CUSTOM FOLDER 1
CUSTOM FOLDER 3
CUSTOM FOLDER 5
CUSTOM FOLDER 7
CUSTOM FOLDER 2
CUSTOM FOLDER 4
CUSTOM FOLDER 6
CUSTOM FOLDER 8
ALL FOLDERS
MAIN FOLDERSEARCHBACK
1/1
 MAIN FOLDERSEARCHCUSTOM FOLDERBACK
FILE NAME
Basic specificationsYamada2003/10/20
2003/10/20
2003/10/20
Sato
Akata
presentaion_0903
Product_info
COPY
USER NAMEDATE1
1
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							CALLING UP AND USING A FILE
7-16
5Touch the key of the operation that you
wish to perform. (1) [PRINT] key (see below)
 (2) [SEND] key (see page 7-17)
 (3) [PROPERTY CHANGE] key (see page 7-18)
 (4) [MOVE] key (see page 7-19)
 (5) [DELETE] key (see page 7-19)
 (6) [DETAIL] key (see page 7-19)
The setting screen of the selected operation
appears. See the indicated page.

 [Print]
A saved file can be printed.
The screen below appears when the [PRINT] key is selected in the operation selection screen. To begin printing,
touch the [PRINT] (7) key. Printing settings can be selected in this screen before printing. The settings that were
in effect when the file was saved appear initially. The settings can be changed as needed.
(1) [PAPER SELECT] key
Use this key to set the paper size.
(2) [OUTPUT] key
Use this key to select sort, group or staple sort
functions, and to select the output tray.
(3) [2-SIDED] key
When performing two-sided printing, use this key
to select the orientation of the image on the back
side of the paper. To have the front and back
images oriented in the same direction, touch the [2-
SIDED BOOKLET] key. To have the front and back
images oriented opposite to each other, touch the
[2-SIDED TABLET] key. Note that the size and
orientation of the saved image may cause these
keys to have the opposite effect. If neither key is
selected, one-sided printing will take place.
To perform two-sided printing, the optional duplex
module is necessary.(4) [TANDEM PRINT] key
If the conditions for tandem printing are met (page
5-9), touch this key to enable tandem printing. See
page 5-9 for more information.
When printing a file that was saved in copy mode,
this key changes to the [SPECIAL MODES] key.
The [SPECIAL MODES] include [PRINT MENU]
and [TANDEM PRINT]. For information on the print
menu, see page 5-29.
(5) [NUMBER OF PRINTS] setting key
Use this key to set the number of copies.
(6) [PRINT AND DELETE THE DATA] key
Touch this key to print a file and then have it
automatically deleted.
(7) [PRINT AND SAVE THE DATA] key
Touch this key to print a file. The file will not be
automatically deleted after printing.
(1) (2) (3)
(4) (5) (6)
SELECT THE JOB.
PRINT
MOVE
SEND
DELETE
PROPERTY
CHANGE
DETAIL
JOB SETTINGS
Basic specificationsYamada Taro
CANCEL
A4
NOTES
When print settings are changed with this procedure, only the value for the number of copies is overwritten.
The printing speed will be slower for image files saved using certain resolution settings. (See page 7-28.)
PRINT AND DELETE THE DATA
PRINT AND SAVE THE DATA
NUMBER OF PRINTS
CANCEL
1(1~999)
PAPER SELECT
TANDEM PRINT
2-SIDED
OUTPUT
AUTO
JOB SETTINGS / PRINT
Basic specificationsYamada TaroA4
SPECIAL MODES
2-SIDED
(1)(2)
(4) (5) (6) (7)(3)
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							CALLING UP AND USING A FILE
7-17
7

 [Send]
A saved file can be transmitted by Scan to E-mail, Scan to FTP, fax, or Internet fax.
These transmission methods require installation of the appropriate options.
The following screen appears when the [SEND] key is touched. Select the destination and other settings required
for transmission and then touch the [SEND] (10) key to transmit the file. Transmission settings include the
resolution and transmission functions such as a timer setting. Change or select these settings as needed.
(1) [RESOLUTION] key
Use this key to set the resolution.
The resolution is set when performing Scan to E-
mail/FTP and the resolution is set when performing
a fax or Internet fax transmission.
(2) [FILE FORMAT] key 
[FILE FORMAT] key is displayed in E-mail/FTP
mode. Touch this key to set the file format of scan
images that you transmit.
(3) [FILE NAME/USER NAME] display
This shows the file name and user name of the file
to be transmitted.
(4) [ ] key (Speed dial key)
Use this key to specify a destination by entering the
3-digit number that is assigned to an e-mail
address or fax number when it is stored in a one-
touch key or group key.
(5) [MODE SWITCH] key
Use this key to select the transmission mode (Scan
to E-mail/FTP, fax, or Internet fax).
(6) [CANCEL] key
Touch this key to return to the operation selection
screen.
(7) [ADDRESS BOOK] key
Touch this key to display the destinations stored in
the directory.(8) [ADDRESS REVIEW] key
Touch this key to display the destinations.
(9) [SPECIAL MODES] key
Touch this key to display the special function
menu. The functions that can be selected vary
depending on the transmission mode:
Scan to E-mail/FTP
TIMER : The transmission time can be specified.
FAX
TIMER : The transmission time can be specified.
FAX OWN ADDRESS SENDING: Your senders
information can be included on the fax pages
printed out by the receiving machine.
TRANSACTION REPORT: A transaction report
can be printed based on the specified conditions
after a transaction ends.
Internet FAX
TIMER : The transmission time can be specified.
I-FAX OWN ADDRESS SEND: Your senders
information can be included on the Internet fax
pages printed out by the receiving machine.
TRANSACTION REPORT: A transaction report
can be printed based on the specified conditions
after a transaction ends.
(10)[SEND] key
Touch this key after selecting transmission settings
to begin transmission. (The [START] key can also
be pressed to begin transmission.)
NOTE
Jobs that use the following special functions cannot be transmitted when called up. (The [SEND] key is greyed out
in the operation selection screen.)
Pamphlet copying, covers/insert, card shot, Multi shot.
Jobs that use the following functions can be transmitted with certain restrictions when called up:
Card shot:Can be transmitted if saved by scan save or image send.
Multi shot (2in1):Can be transmitted if saved as 2in1 using a portrait original.
CANCEL
ADDRESS BOOK
ADDRESS REVIEW
SPECIAL MODES
MODE SWITCHE-MAIL/FTPRESOLUTION
Basic specificationsYamada Taro
200x200dpi
FILE FORMATPDF NONEADDRESS ENTRY
SEND SETTINGS
SEND
READY TO SEND
(1)
(2)
(3)(4) (5) (6)
(7)
(8)
(9)
(10)
(11) (12)
[Example of E-MAIL/FTP mode]
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							CALLING UP AND USING A FILE
7-18
(11)[SEND SETTINGS] key
[SEND SETTINGS] key is displayed in E-mail/FTP
mode and Internet FAX mode.
Touch this key to set the subject and file name. In
E-mail/FTP mode, sender name can also be set.(12)[SUB ADDRESS] key or [ADDRESS ENTRY] key
Touch this key to directly enter the destination
for a Scan to E-mail/FTP or Internet fax
transmission, .
Touch this key to enter the sub-address and
passcode for an F-code fax transmission.

 [Property change]
Select this operation to change the attribute of a saved file. Three attributes are available: [SHARING],
[PROTECT], and [ CONFIDENTIAL].
The following screen appears when the [PROPERTY CHANGE] key is selected in the operation selection
screen. Note the restrictions below on changing the attribute.
[Restrictions on changing the attribute]
A file that is set to [SHARING] can be
changed to [PROTECT] or [CONFIDENTIAL].
However, a [SHARING] file that is saved in
the Quick File folder can only be changed to
[PROTECT].
A file that is set to [PROTECT] can be
changed to [SHARING] or [CONFIDENTIAL].
However, a [PROTECT] file that is saved in
the Quick File folder can only be changed to
[SHARING].
A file that is saved in the Quick File folder
cannot be changed to [CONFIDENTIAL].
1Touch the [PROPERTY CHANGE] key in
the operation selection screen.
2Touch the key of the desired attribute.
If you are changing a
[SHARING] or
[PROTECT] file to
[CONFIDENTIAL],
touch the [PASSWORD]
key and enter the
password.
3Touch the [OK] key.
NOTE
See the Operation manual (for facsimile) and Operation manual (for network scanner) for detailed explanations
of (1), (2), (3), (4), (5), (6), (7), (8), (9), (11), and (12).
JOB SETTINGS / PROPERTY CHANGE 
Basic specificationsYamada TaroA4
CANCELOK
SHARING
CONFIDENTIAL
PROTECT
PASSWORD
PROPERTY
CHANGE
DETAIL
SHARING
CONFIDENTIAL
PROTECT
PASSWORD
OKNCEL
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							CALLING UP AND USING A FILE
7-19
7

 [Move]
This operation is used to move a file to a different
folder.
The following screen appears when the  [MOVE]
key is selected.
Only [SHARING] and [CONFIDENTIAL] files can
be moved. A [PROTECT] file can be moved by first
using [PROPERTY CHANGE] to change the
attribute to [SHARING] or [CONFIDENTIAL].
1Touch the [MOVE TO:] key and select the
folder to which you wish to move the file.
Select the main folder or a folder in the
custom folder. A file cannot be moved to the
Quick File folder.
The file name can be changed when moving a
file. To change the name, touch the [FILE
NAME] key and enter the desired file name.
See page 7-26 for the procedure for entering
characters.
2Touch the [OK] key.
3Touch the [MOVE] key.
4Touch the [CANCEL] key.
You will return to the
operation selection
screen.

 [Delete]
This operation is used to delete the selected file.
Touch the [DELETE] key in the operation select
screen. A message asking you to confirm the
deletion will appear. Touch the [YES] key to delete
the file.
Only [SHARING] or [CONFIDENTIAL] files can be
deleted. (A [PROTECT] file can be deleted by first
using [PROPERTY CHANGE] to change the
attribute to [SHARING].)

 [Detail]
This operation is used to show detailed information
on the selected file.
Touch the [DETAIL] key to display the information.
The information appears on two screens. Touch
the   key or   key to move between the two
screens.
The file name can be changed in the information
screen. To change the name, touch the [FILE
NAME] key and enter the desired file name in the
character entry screen that appears. See page 7-
26 for the procedure for entering characters.
JOB SETTINGS / MOVE
SELECT THE FOLDER THE FILE IS MOVED TO.
FILE NAME
MOVE TO:
CANCEL
Basic specifications
Basic specifications
Yamada TaroA4
MOVE
A4
N FOLDEROK
OVED TO.
ations
amada Taro4
MOVE
CANCEL
aroA48 x111 
/
 2
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							CALLING UP AND USING A FILE
7-20

 Calling up and manipulating a file from the job status screen
Files saved using the FILE and QUICK FILE functions appear as keys in the finished job status screen.
You can view information on a file that appears in this screen and manipulate the file.
1Press the [JOB STATUS] key.
The job status screen
appears.
2Touch the [COMPLETE] key.
The finished job screen
appears.
3Touch the key of the desired file.
If there are more keys
than can appear in one
screen and the desired
file does not appear,
touch the   key or
 key to change
screens. 
The touched key is highlighted.
4To view information on the file, touch the
[DETAIL] key.
Use the     keys
to change screens.
When you are finished,
touch the [OK] key to
return to the screen of step
3.
5Touch the [CALL] key.
The operation selection
screen appears.
Select and perform the desired operation as
explained in Calling up and using a saved file
(page 7-15).
JOB QUEUE
DETAIL
1/8COMPLETE
JOBS COMPLETED
Suzuki7890123456 14:09 12/09 00
COPY             13:27 12/09 00
COPY             14:38 12/09 00
Tanaka7890123456 14:38 12/09 01
SET TIMENUM
DETAIL
CALL
INTERNET FAXX JOB
FILE NAME:
DETAIL OFCOPY
COPY_20041021_153050
SIZE:8 x11
DATE:2004/10/10 15:30
RESOLUTION:600x600dpi
PAGES:10
OK
CALL
1 
/
 21/2
FILE NAME
DETAIL OF
DATA SIZE: 21,987,543KB1-SIDED
OUTPUT:SPECIAL
MODES:
DOCUMENT
STYLE:
FILE FORMAT:
OK
COPY_20041021_153050CALL
COPY
2/2
CALL
INTERNET-FAXX JOB
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							7-21
7 CUSTOM SETTINGS
Creating, editing, and deleting user names and folders
This section explains how to create, edit, and delete user names and custom folders for saving files with the
document filing function. User names and custom folders are created and edited at the operation panel of the
machine or in the Web page.

 General procedure for creating, editing, and deleting user names and folders
Follow steps 1 to 3 below to create, edit, or delete a user name or custom folder. In step 3, select the key for the
specific operation that you wish to perform.
1Press the [CUSTOM SETTINGS] key.
2Touch the [DOCUMENT FILING
CONTROL] key.
3Touch the key of the operation that you
wish to perform.
Go to the page indicated below for the selected
operation.
(1)
[USER NAME REGISTRATION] key
Program a user name. (See the next page)
(2)
[AMEND/DELETE USER NAME] key
Edit or delete a user name. (See page 7-23)
(3)
[CUSTOM FOLDER REGISTRATION] key
Create a custom folder. (See page 7-24)
(4)
[AMEND/DELETE CUSTOM FOLDER] key
Edit or delete a custom folder. (See page 7-25)
NOTES
A previously stored name cannot be used when creating a new user name or custom folder. However, the same
password can be used more than once.
A password cannot be omitted when creating a user name.
DEFAULT
SETTINGS
SENDER CONTROL
KEY OPERATOR P
ADDRESS CONTROL
TOTAL COUNT
DOCUMENT FILING
CONTROL
CUSTOM SETTINGSDOCUMENT FILING CONTROL
USER NAME REGISTRATION
CUSTOM FOLDER REGISTRATION
AMEND/DELETE USER NAME
AMEND/DELETE CUSTOM FOLDER
OK
(1) (2)
(3) (4)
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							CUSTOM SETTINGS
7-22

 Programming a user name
To program a user name, follow steps 1 and 2 on page 7-21, touch the [USER NAME REGISTRATION] key in
step 3, and then follow these steps:
1Touch the [USER NAME] key.
The lowest number that
has not yet been
programmed appears
automatically in No..
Touch the number to
display a character entry
screen and enter a user
name (maximum of 16 characters). See page 7-26
for the procedure for entering characters.
2Touch the [INITIAL] key.
A character entry screen
appears. Enter up to 10
search characters. 
See
page 7-26 for the
procedure for entering
characters.
3Touch the [PASSWORD] key.
A password cannot be
omitted.
4Set a password for the user name (enter a
5-digit password with the numeric keys).
This will be the password
for the user name
entered in step 1.
As each digit is entered,

- changes to  . If
you make a mistake,
press the [C] key and
then enter the correct number.
5Touch the [OK] key.
6If you wish to specify a folder for the user
name, touch the [STORED TO:] key. If you
wish to use the main folder, go to step 8.
7The folders that have been created appear.
Touch the desired folder. If you wish to
create a new folder, or if no folders have
been created, touch the [ADD NEW] key.
If you touched the [ADD NEW] key, program a
name for the folder as explained on page 7-24.
The user name programmed in step 1 is selected
as the user name of the folder.
8Touch the [EXIT] key.
You will return to the
USER NAME
REGISTRATION
screen.
REGISTRATION IS
COMPLETED. will
appear highlighted next
to No..
9To exit, touch the [EXIT] key. To program
another user name, touch the [NEXT] key.
If you touched the [EXIT]
key, you will return to the
screen of step 3 on page
7-21. If you touched the
[NEXT] key, a new user
entry screen will appear.
Repeat steps 1 to 9 to
program a new user.
CUSTOM SETTINGSNo.001
USER NAME
PASSWORD
STORED TO:SELECT THE DEFAULT FOLDER THE F
INITIAL
NEXT
R THE FILE WITH THIS USER NAME IS STORED.
CUSTOM No.001
USER NAME
PASSWORD
STORED TO:
SELECT THE DEFAULT FOLDER THE FIL
Yamada
CANCEL
ENTER PASSWORD VIA THE 10-KEY PAD.
CANCEL
EXIT
OK
10-KEY PAD.
REGISTRATION IS COMPLETED.No.001
USER NAME
PASSWORD
STORED TO:
SELECT THE DEFAULT FOLDER THE FILE 
Yamada
MAIN FOLDER
STORED TO:
ALL FOLDERS
CUSTOM FOLDER 1
CUSTOM FOLDER 3
CUSTOM FOLDER 5
CUSTOM FOLDER 7
CUSTOM FOLDER 6
CUSTOM FOLDER 4
CUSTOM FOLDER 2
CUSTOM FOLDER 8
ABCDEFGHIJKLMNOPQRSUVWXY
MAIN FOLDERADD NEW
1/1
 – – – – –
EXIT
INITIAL
EXITNEXT
WITH THIS USER NAME IS STORED.
Yamada
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