Sharp AR M620N User Manual

							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] ( ) 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.
[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.
[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.
[FILE NAME/USER NAME] display
This shows the file name and user name of the file
to be transmitted.
[ ] 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.
[MODE SWITCH] key
Use this key to select the transmission mode (Scan
to E-mail/FTP, fax, or Internet fax).
[CANCEL] key
Touch this key to return to the operation selection
screen.
[ADDRESS BOOK] key
Touch this key to display the destinations stored in
the directory.[ADDRESS REVIEW] key
Touch this key to display the destinations.
[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.

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.
[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.
10
CANCEL
ADDRESS BOOK
ADDRESS REVIEW
SPECIAL MODES
MODE SWITCHFAXRESOLUTION
Basic specificationsYamada Taro
STANDARD
SUB ADDRESS
SEND
[Example of FAX mode]
1
2
3
4
5
6
7
8
9
10
Downloaded From ManualsPrinter.com Manuals 
						

							CALLING UP AND USING A FILE
7-18
[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.[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.
1112
NOTE
See the Operation manual (for facsimile) and Operation manual (for network scanner) for detailed explanations
of , , , , , , , , , ,and .
1234567891112
JOB SETTINGS / PROPERTY CHANGE 
Basic specificationsYamada TaroA4
CANCELOK
SHARING
CONFIDENTIAL
PROTECT
PASSWORD
PROPERTY
CHANGE
DETAIL
SHARING
CONFIDENTIAL
PROTECT
PASSWORD
OKNCEL
Downloaded From ManualsPrinter.com Manuals 
						

							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
aroA4
Downloaded From ManualsPrinter.com Manuals 
						

							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_20031021_153050
SIZE:8 x11
DATE:2003/10/10 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_20031021_153050CALL
COPY
2/2
CALL
INTERNET-FAXX JOB
Downloaded From ManualsPrinter.com Manuals 
						

							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) The steps from here to page 7-25 can only be performed if the machine has the printer function.
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)
Downloaded From ManualsPrinter.com Manuals 
						

							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
Downloaded From ManualsPrinter.com Manuals 
						

							CUSTOM SETTINGS
7-23
7

 Editing and deleting a user name
To edit or delete a user name, follow steps 1 and 2 on page 7-21 and then follow these steps:
1Touch the [AMEND/DELETE USER NAME]
key.
2Touch the [USER NAME] key that you wish
to edit or delete.
A password entry screen will appear.
3Enter the 5-digit password with the
numeric keys.
After entering the password, the following screen
will appear.

To edit a user name, perform steps 4 and 5.

To delete a user name, perform steps 6 and 7.
[Editing]
4Touch the key of each item that you wish
to edit (edit as explained in steps 1 to 9 in
Programming a user name on page 7-
22).
When you have finished
editing the items,
REGISTRATION IS
COMPLETED. will
appear highlighted next
to NO..
5When you have finished editing the
desired items, touch the [EXIT] key.
To edit another user
name, repeat steps 2 to
4.
To exit, touch the [EXIT]
key in the screen of step
2.
[Deleting]
6Touch the [DELETE] key.
7Touch the [YES] key.
You will return to the
screen of step 2. To
delete another user
name, repeat steps 2, 3,
5 and 6.
To exit, touch the [EXIT]
key in the screen of step
2.
OK
AMEND/DELETE USER NAME
AMEND/DELETE CUSTOM FOLDER
USER NAME / AMEND/DELETESELECT USER NAME TO AMEND/DELETE.
Suzuki
Ono
Hasegawa
Sasaki
EXIT
UVWXYZOPQRSTJKLMNEFGHIABCDALL USERS
Yamada
Nakata
1/1
ENTER PASSWORD VIA THE 10-KEY PAD.
CANCEL
BCDEFGHIJKLMNOPQRSTUVWXYZ
USER NAME / AMEND/DELETENo.001
USER NAMEINITIALYamadaYamada
MAIN FOLDER
PASSWORD
STORED TO:
SELECT THE DEFAULT FOLDER THE FILE WITH THIS USER NAME IS STORED.
DELETEEXIT
NOTE
When a user name is changed, the change is not
updated to any previously saved data (files or
folders). Data after editing is assigned a new NO..
USER NAME / AMEND/DELETENo.001REGISTRATION IS COMPLETED.
USER NAMEINITYamada
MAIN FOLDER
PASSWORD
STORED TO:
SELECT THE DEFAULT FOLDER THE FILE WITH 
ITIALYamada
THIS USER N ME IS STORE
DELETEEXIT
ITIALYamada
H THIS USER N ME IS STORE
DELETEEXIT
DELETE THE USER NAME?
Yamada
NOYES
Downloaded From ManualsPrinter.com Manuals 
						

							CUSTOM SETTINGS
7-24

 Creating a custom folder
Up to 500 custom folders can be created. When no further folders can be created, delete unneeded folders (page
7-25) and then create a new folder. A password can be omitted when creating a folder. To create a custom folder,
follow steps 1 and 2 on page 7-21, touch the [CUSTOM FOLDER REGISTRATION] key in step 3, and then follow
the steps below.
1Touch the [FOLDER 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
folder name (maximum of 28 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.
3If you wish to set a password for the new
folder, touch the [PASSWORD] key.
A password can be
omitted.
If you are omitting a
password, go to step 6.
4Set a password for the folder (enter a 5-
digit password with the numeric keys).
This will be the password
for the folder name
entered in step 1.
5Touch the [OK] key.
6Touch the [USER NAME] key.
You will select a user
name that will be
associated with the
folder name you are
programming.
Selection of a user name
cannot be omitted.
7The programmed user names appear.
Touch the desired user name. If you do not
wish to use any of the user names that
appear, touch the [ADD NEW] key to
program a new user name.
When you touch a user name, a password entry
screen appears.
If you touched the [ADD NEW] key, program a
user name as explained on page 7-22. The folder
name programmed in step 1 will be selected as the
folder for the user.
8Enter the 5-digit password of the selected
user name with the numeric keys.
CUSTOM FOLDER REGISTRATIONNo.001
FOLDER NAME
INITIAL
USER NAME
CUSTOM FOLDER REGISTRATIONNo.001
FOLDER NAME
INITIAL
USER NAME
USER FOLDER 1
P
CUSTOM FOLDER REGISTRATIONNo.001
FOLDER NAME
INITIAL
USER NAME
USER FOLDER 1
PASSWORD
CANCEL
ENTER PASSWORD VIA THE 10-KEY PAD.
CANCEL
ENTER PASSWORD VIA THE 10-KEY PAD.
CANCEL
EXIT
OK
10-KEY PAD.
No.001
FOLDER NAMEUSER FOLDER 1
INITIALUSER1
USER NAME
PAS
CUSTOM FOLDER REGISTRATIONSELECT USER NAME.OK
ALL FOLDERSABCDEFGHIJKLMNOPQRSTUVWXYZ
ADD NEW
1/1 Suzuki Sasaki
 Nakata
 Yamada
 Hasegawa
 Ono
ENTER PASSWORD VIA THE 10-KEY PAD.
CANCEL
BCDEFGHIJKLMNOPQRSTUVWXYZ
Downloaded From ManualsPrinter.com Manuals 
						

							CUSTOM SETTINGS
7-25
7
9Touch the [OK] key.10To exit, touch the [EXIT] key. To create
another folder, 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 folder
screen will appear.
Repeat steps 1 to 10 to
create a new folder.

 Editing/deleting a custom folder
To edit a previously created folder (change the folder name, initial, password, or user name), or to delete a folder,
follow steps 1 and 2 on page 7-21 and then follow the steps below.
1Touch the [AMEND/DELETE CUSTOM
FOLDER] key.
2Touch the [FOLDER NAME] key that you
wish to edit or delete.
If a password has been set for the folder, a
password entry screen will appear. Enter the
correct 5-digit password with the numeric keys.
3Edit or delete the folder.

To edit the folder, perform steps 4 and 5.

To delete the folder, perform steps 6 and 7.

To exit, touch the [EXIT] key.
[Editing]
4Touch the key of each item that you wish
to edit (edit as explained in steps 1 to 10 of
Creating a custom folder on page 7-24).
After editing the items and returning to the screen of
step 3, REGISTRATION IS COMPLETED. will be
highlighted to the right of No..
To stop using a password, touch the
[PASSWORD] key and then touch the [OK] key
without entering anything for the password. [-] will
appear and the password will be cancelled.
5When you have finished editing the items,
touch the [EXIT] key.
To edit another folder, repeat steps 2 to 5.
[Deleting]
6Touch the [DELETE] key.
7Touch the [YES] key.
You will return to the
screen of step 2.
To delete another folder,
repeat steps 2, 6, and 7.
To exit, touch the [EXIT]
key in the screen of step
2.
OK
JKLMNOPQRSTUVWXYZ
ADD NEW
1/1
SWORD
EXITNEXT
When deleting a folder...
A folder that contains files cannot be deleted. Either move the files to a different folder or delete them before deleting the folder.
:  [MOVE] (see page 7-19) : [DELETE] (see page 7-19)
AMEND/DELETE USER NAME
AMEND/DELETE CUSTOM FOLDER
CUSTOM FOLDER 1
CUSTOM FOLDER 3
CUSTOM FOLDER 5
CUSTOM FOLDER 7
ALL FOLDERS
CUSTOM FOLDER / AMEND/DELETESELECT CUSTOM FOLDER TO AMEND/DELETE.
CUSTOM FOLDER 6
CUSTOM FOLDER 8
CUSTOM FOLDER 4
CUSTOM FOLDER 2
ABCDEFGHIJKLMNOPQRSTUVWXYZ
EXIT
1/2
CUSTOM FOLDER / AMEND/DELETENo.001
FOLDER NAMEUSER FOLDER 1
INITIALUSER1*****
YamadaUSER NAME
EXITDELETE
PASSWORD
No.001
FOLDER NAMEUSER FOLDER 1
INITIALUSER1
YamadaUSER NAME
EXITDELETE
PASSWORD
REGISTRATION IS COMPLETED.CUSTOM FOLDER / AMEND/DELETE
 – – – – –
EXIT
ORD
DELETE
DELETE THE FOLDER?
USER FOLDER 1
NOYES
Downloaded From ManualsPrinter.com Manuals 
						

							7-26
ENTERING CHARACTERS
To enter or edit characters in setting screens such as auto dial key programming screens, follow the steps below.
Characters that can be entered are alphabetical characters, special characters, numbers, and symbols.

 Entering alphabetical characters
(Example: Sharp äÄ)
1Touch the [S] key.
To switch between upper case and lower case,
touch the [ABC   abc] key. When ABC is
highlighted, upper case letters are entered.
2Touch the [ABC   abc] key.
3Touch the [h] key, [a] key, [r] key, and [p]
key.
If you make a mistake, touch the   key to move
the cursor ( ) back one space and then enter the
correct character. You can also press the [AB/ab
 12#$%] key during entry to enter a number or
symbol.
4Touch the [SPACE] key.
The cursor ( ) moves forward and a space is
entered.
5Touch the [  ÃÄÂ/ãäâ] key.
6Touch the [ä] key.
To switch between upper case and lower case,
touch the [ÃÄÂ  ãäâ] key. When ãäâ is
highlighted, lower case letters are entered.
7Touch the [ÃÄÂ  ãäâ] key.
8Touch the [Ä] key.
You can press the [ABC/abc] key during entry to
return to alphabetical character entry. You can
also enter numbers and symbols.
9When finished, touch the [OK] key.
You will exit the character entry screen and return
to the programming screen. If you touch the
[CANCEL] key, you will return to the programming
screen without storing the entered characters.
Characters cannot be 
entered beyond the    mark.
S
Shar
Sharp
Sharp
Sharp
Sharp ä
Sharp ä
Sharp äÄ
Downloaded From ManualsPrinter.com Manuals