Sharp AR M620N User Manual

							6-1
CHAPTER 6
MACHINE MAINTENANCE
(FOR COPYING)
This chapter explains procedures for cleaning the machine, and
troubleshooting.
Page
USER MAINTENANCE ........................................................................... 6-2

Cleaning the document glass and the automatic document feeder .......6-2
TROUBLESHOOTING ............................................................................ 6-3
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							6-2
USER MAINTENANCE
To ensure good service from this product over a long period of time, it is recommended that the following
maintenance procedures be performed on a regular basis.
Cleaning the document glass and the automatic document
feeder
If the document glass, document cover or automatic document scanning unit have dirty spots, these spots will form
lines in scanned images. These will show up as defects when the images are printed. Always keep these parts clean.
Wipe with a clean, soft cloth. If necessary, moisten the
cloth with water or a small amount of neutral detergent.
When finished, wipe dry with a clean cloth.If black or white stripes
appear on printed
images of originals that
were fed through the
automatic document
feeder, wipe the long
narrow glasses in the
scanning unit (  and   in the illustration).
CAUTION
Do not use flammable spray to clean the machine. If gas from the spray comes in contact with hot electrical
components or the fusing unit inside the machine, fire or electrical shock may result.
NOTE
When cleaning, do not use thinner, benzene, or similar volatile cleaning agents.
Example of dirty print image
Black stripes
Original feed directionWhite stripes
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							6-3
6 TROUBLESHOOTING
Check the following troubleshooting list before requesting service as many problems can be fixed by the user. If you
are unable to solve the problem by checking the list, turn off the main power switch and the power switch, and unplug
the power cord.
Problems related to the copy function are described below. For problems related to general use of the machine, see
page 2-26.
Problem Check Solution
Machine does not
operate.Is the [START] key indicator off? This  indicates  that  the  machine  is  warming
up (warming up lasts no more than 120
seconds after the power switch is turned on).
Copying is not possible during this time.
Wait until the [START] key light illuminates.
Copies are too dark
or too light.Is the original image too dark or too light? Select  an  appropriate  exposure  mode  for
the original being copied and adjust the copy
exposure. (See page 4-14.)
Is the exposure mode set to AUTO? The  exposure  level  for  AUTO  can  be
adjusted using the Exposure adjustment
key operator program. Contact your key
operator. (See page 14 of the key operators
guide.)
An appropriate exposure mode for the
original has not been selected.Change the exposure mode to AUTO or
manually select an appropriate resolution
setting. (See page 4-14.)
Text is not clear on a
copy.An appropriate exposure mode for the
original has not been selected.Change the exposure mode to TEXT. (See
page 4-14.)
Smudges appear on
copies.Document glass or document cover dirty? Clean regularly. (See page 6-2.)
Black lines appear on copies when the
automatic document feeding function is
used.Clean the original scanning area. (See page
6-2.)
Original smudged or blotchy? Use a clean original.
Image cannot be
rotated.Is the auto paper select or auto image
function selected?Rotation copy functions only if the machine
is either in the auto paper select mode or in
the auto image mode. (See page 4-15.)
Part of original
image is not copied.Is the original positioned correctly? Set the original properly. (See page 4-3.)
Is the copy ratio proper for the original and
paper sizes?Use the auto image function to select the
appropriate copy ratio based on the original
and copy sizes. (See page 4-15.)
Blank copies Is the original placed correctly? When  using  the  document  glass,  place  the
original face down. 
When using the automatic document feeder,
place original face up. (See page 4-3.)
Order of copies
incorrectIs the order of originals correct? When  using  the  document  glass,  place  the
originals from the first page one sheet at a
time.
When using the automatic document feeder,
place the originals with the first page up.
Job cancellation
neededIs a message requesting cancellation of job
displayed?Press the [CA] key to cancel the current job.
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							7-1
CHAPTER 7
DOCUMENT FILING 
FUNCTION
Page
OVERVIEW............................................................................................. 7-2

Document filing function .................................................................. 7-2
TO USE THE DOCUMENT FILING FUNCTION..................................... 7-4

A look at the operation panel .......................................................... 7-4

Saving files ...................................................................................... 7-4

Main screen of document filing ....................................................... 7-5

Document filing icons ...................................................................... 7-5
SAVING A DOCUMENT IMAGE FILE .................................................... 7-6

Quick File ........................................................................................ 7-6

Filing................................................................................................ 7-7

Print jobs ......................................................................................... 7-9

Scan Save ....................................................................................... 7-10
CALLING UP AND USING A FILE .......................................................... 7-13

Searching for and calling up a saved file ........................................ 7-13

Calling up and using a saved file .................................................... 7-15
CUSTOM SETTINGS ............................................................................. 7-21

Creating, editing, and deleting user names and folders .................. 7-21
ENTERING CHARACTERS.................................................................... 7-26
TROUBLESHOOTING ............................................................................ 7-28
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							7-2
OVERVIEW
Document filing function
The document filing function allows you to save a document image in the machines hard disk as a data file. The
image can be called up and printed or transmitted as needed.
The scanned document image is saved when printing or transmitting a document in copy mode, printer mode, or
image send mode (QUICK FILE or FILE). A document can also be scanned and saved without being printed,
copied, or transmitted (scan save).
To allow you to search for the file and call it up, names (user name, file name, etc.) can be assigned to the file (except
when using Quick File).
Document filing functions that can be used vary depending on the configuration that you purchased.




 
Data flow
Model Configuration Functions that can be used in document filing mode
AR-M550U
Copier model
Only Quick File in copy mode
When the optional printer expansion kit is installed, the same
functions can be used as on the copier/printer models. AR-M620U
AR-M550N
Copier/printer
model
Images can be saved to the Quick File folder, the main folder, or
the custom folder.
When the optional facsimile expansion kit or network scanner
expansion kit is installed, images transmitted with those functions
can be saved. AR-M620N
File 1
File 2
QUICK FILE FOLDER
File 1
File 2
MAIN FOLDER CUSTOM FOLDER
Copier model only
A password 
can be set
Copier/printer model
A password 
can be set
A password 
can be set Folder 1
Folder 2
Folder 3File 1
File 2
Machine hard disk
Machine hard disk
Print
Save to machines 
hard diskHDD
and
Send(facsimile expansion kit 
or network scanner 
expansion kit required)
Printing in copy mode (Quick 
File saving, page 7-6)
Printing from a computer (printer 
data, page 7-9)
Transmission in fax/image send 
mode (filing, page 7-7)
Scanning a document only 
(scan save, page 7-10)
Data is saved by job
A user name and file name is 
specified for each saved jobA user name and file name can 
be specified for each file and 
the file saved to a folder with 
any desired name assigned.
Call up a saved 
file to reuse it.
A stored file can be moved to a different folder under certain conditions (page 7-19).
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							OVERVIEW
7-3
7

 Quick File folder
When [QUICK FILE FOLDER] is selected in the main screen of any of the modes, the file is saved in this folder.
Up to 1000 files can be saved in the Quick File folder. All files in the Quick File Folder can be deleted using a key
operator program. If you have a file that you do not want deleted, set the file attribute to [PROTECT] (up to 500 files
can be protected). (See [Property change] on page 7-18)
The following user and file names are automatically assigned (the names cannot be selected):
User name : User unknown
File name (example) : COPY_10012003_014050PM (job mode and month, day, year, hour, minute, second, AM/
PM of save). (In the example, the file was saved on 10/1/2003 at 13:40 and 50 sec in copy mode.) 
When saved, jobs are classified by mode. A saved job can be called up from the COMPLETE job status screen.

 Main folder*1
When saving a file, a previously stored user name (see [CUSTOM SETTINGS] on page 7-21) can be specified and
any file name can be assigned.
A password can also be set for a saved file ([CONFIDENTIAL] save). (See [Property change] on page 7-18.)
If a user name and file name are not selected, a name in the same format as Quick File is automatically assigned.

 Custom folder*1
Up to 500 folders (named as desired) can be created in this folder. When saving a file in one of these folders, a
previously stored user name (see [CUSTOM SETTINGS] on page 7-21) can be specified and any file name can be
assigned.
A password can be set for a file saved in one of these folders.
*1 Machines without the printer function do not have the main folder or custom folders.

 Attributes of saved files
The protect setting can be selected for files saved with the document filing function. This prevents a file from being
moved or automatically or manually deleted.
Three attributes are available for saved files: [SHARING], [PROTECT], and [CONFIDENTIAL]. When saved with
the [SHARING] attribute, a file is not protected. When saved with the [PROTECT] or [CONFIDENTIAL] attribute, a
file is protected.
Files saved to the Quick File folder are all [SHARING]. When saving a file to the main folder or a custom folder,
[SHARING] or [CONFIDENTIAL] can be selected.

A [SHARING] file can be changed to a [PROTECT]
 or [CONFIDENTIAL] file using [Property change] (page 7-18).

A password is set for a [CONFIDENTIAL] file to protect it. (The password must be entered to call up the file.)

A password cannot be set for a [PROTECT] file, however, as long as the file is not changed to [SHARING] with
[PROPERTY CHANGE], the file will be protected.
If the machine does not have the printer function, only the [SHARING] and [PROTECT] file attributes are
available ([CONFIDENTIAL] is not available). In addition, files can only be saved to the  Quick File folder (the
main and custom folders are not available).  For this reason, a file cannot be moved to a different location.
CAUTION

Documents saved with [QUICK FILE] are shared files that can be called up by anyone and printed or transmitted. For this
reason, do not use Quick File for sensitive documents or documents that you do not want to be reused by others.

When saving a document with [FILE], set the attribute to [CONFIDENTIAL] and set a password to prevent others from
reusing the document.

Even when a file is saved with the [CONFIDENTIAL] attribute, the attribute can be changed afterward to [SHARING] using
[Property change] (page 7-18). For this reason, do not save sensitive documents or documents that you do not want to be
reused by others.

Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the
leaking of sensitive information due to 1) manipulation by a third party of any data saved using the Quick File function or
filing function, or 2) incorrect operation of the Quick File function or filing function by the operator that saves the data.
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							7-4
TO USE THE DOCUMENT FILING FUNCTION
A look at the operation panel
Touch panel (see the next page)
This displays messages and keys. Keys can be
touched to select and enter settings.
When a key is touched, a beep will sound and the
key will be highlighted to indicate that it is selected.
When a key cannot be selected in a screen, it will
be greyed out. If touched, a warning beep will
sound to alert you that it cannot be selected.
Mode select keys
Use this key to select the mode.
[DOCUMENT FILING] key
Touch this key to display the main screen of
document filing mode. If the machine does not
have the printer function, the files in the Quick File
folder will appear.Numeric keys
Use these keys to enter a password or a numeric
value for a setting.
[C] key (Clear key)
Use this key if you make a mistake when entering
a password or numeric setting.
This key is also used to cancel scanning of a
document.
[CA] key (Clear all key)
Use this key to cancel a setting procedure and
return to the main screen. The key is also used to
cancel a special function.
[CUSTOM SETTINGS] key
Use this key to store, edit or delete a user name or
custom folder.
Saving files
To save files to the main folder or custom folders, a user name must be previously stored. To create a folder in the
custom folder, the folder name must be stored. These settings are configured in the custom settings.
Follow the procedures explained in Programming a user name, Editing and deleting a user name, Creating a
custom folder, and Editing/deleting a custom folder on pages 7-22 to 7-25.
1
2
3
4
5
6
7
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							TO USE THE DOCUMENT FILING FUNCTION
7-5
7
Main screen of document filing
To display the main screen of document filing, press
the [DOCUMENT FILING] key when the touch panel
shows the copy mode screen, image send mode, or the
job status screen.
The main screen shows messages, keys, and items
that can be selected for document filing.
This screen does not appear on machines that do not
have the printer function (when 
the [DOCUMENT
FILING] key is pressed, 
the files in the Quick File folder
appear
).
Message display
Displays messages.
[HDD STATUS] key
Touch to check the use of the machines hard disk.
[SEARCH] key
Touch to search for a file by user name, file name,
or folder name.
[SCAN TO HDD] key
Touch to select scan save. Scan save is used to
save the image file of a scanned document in the
main folder or a custom folder without printing or
transmitting the document.
[FILE FOLDER] key
Touch to call up a file from the main folder or the
custom folder. 
When the key is touched, the files in
the main folder or the folders in the custom folder
appear.
[QUICK FILE FOLDER] key
Touch to call up a file from the Quick File folder.
When the key is touched, the files in the Quick File
folder appear.
If the machine does not have the printer function,
the following screen will appear:
Document filing icons
The following icons may appear added to a main icon
or alone.
HDD STATUSSEARCH
SCAN TO HDDFILE FOLDER
QUICK FILE
FOLDER
FILE RETRIEVEFILE STORE
1
2
3
4
5
6
QUICK FILE FOLDERSEARCH
USER NAMEFILE NAME
ALL FILES
DATE
2003/10/20
2003/10/20
2003/10/20User unknown20031020_091025
20031020_101330
20031020_152011
User unknown
User unknown
1
1
Main 
iconIcon of 
confidential 
file or folderIcon of 
protected 
fileMeaning
Folder
Copy job file
Print job file
(including direct
print jobs)
Fax transmission
job file
PC-FAX
transmission job
file
Internet  fax
transmission job
file
PC-FAX
transmission job
file
Scan save file
E-mail
transmission job
file
FTP
transmission job
file
Desktop
transmission job
file
IconMeaning
Confidential file or folder
Protected file
NOTE
When the file of a job that was saved using scan
save is printed in job settings, the icon of the job is
highlighted.
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							7-6
SAVING A DOCUMENT IMAGE FILE
Quick File
When printing or transmitting a document in copy mode, printer mode, or fax/image transmission mode,QUICK
FILE can be selected to save an image of the document to the Quick File folder.
The image can be called up at a later time, allowing you to print or transmit the document without having to locate
the original.
1Place the original in the document feeder
and select resolution and exposure
settings.
See steps 1 to 8 of
Making copies with the
automatic document
feeding function on
pages 4-7 to 4-8 and
ADJUSTING THE
EXPOSUREon page 4-
14.
2Touch the [QUICK FILE] key in the main
screen.
The [QUICK FILE] key
will be highlighted to
indicate that the function
is selected.
If the [FILE] key is
greyed out, only the
[QUICK FILE] key can
be selected.
When you touch the [QUICK FILE] key, a
message asking you to confirm the save will
appear. Touch the [OK] key in the message
screen and go to the next step.
If you wish to cancel the save, touch the [QUICK
FILE] key after touching the [OK] key so that the
[QUICK FILE] key is no longer highlighted.
3Press the [START] key on the operation
panel.
To prevent accidental
saving of the document,
the warning THE
SCANNED DATA IS
STORED IN THE
QUICK FILE FOLDER.
appears for 6 seconds
after the [START] key is pressed.
When copying begins, the image is saved.
4The saved image can be called up from the
Quick File folder or the job status screen.

To call the image up from the Quick File
folder, see Calling up and using a saved file
on page 7-15.

To call the job up from the finished job status
screen, see Calling up and manipulating a
file from the job status screen on  page 7-20.
5The following operations can be
performed on the image that was called up
in step 4.

Print the image (page 7-16)

Transmit the image (page 7-17)

Change the attribute (page 7-18)

Move the image (page 7-19)

Delete the image (page 7-19)

Check details on the image (page 7-19)
NOTE
As an example, the procedure for saving a document to the Quick File folder while copying using the automatic
document feeding function is explained below.
UTO
AUTO
AUTOA4
ORIGINAL
EXPOSURE
QUICK FILE
FILE
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