Sharp Mx 3501 N Manual

							5
USES OF DOCUMENT FILING
Several examples of how document filing can be used are provided below.
Quickly using a file
Example:  You prepared handouts consisting of numerous pages for a meeting, however, another handout is 
needed for a newly added participant.
As shown in the example, storing a job with the document filing function frees you of the need to rescan the original and 
select settings, saving considerable time.
Convenient for managing frequently used documents
Example: Managing a large number of business forms
Application forms, report forms, and other business forms can be stored on the hard drive for easy retrieval, letting you 
print the number of copies you need when you need them.
The handout was not saved using document filingThe handout was saved using document filing
Time required for selecting settings + Time required for 
scanning the original + Time required for printing the copies
Not likely to be completed in time for the meeting...Time required to call up the stored job + Time required to print 
the copies
Printing is accomplished quickly and the handout is ready in 
time for the meeting!
As indicated above, to obtain another set of output, the 
settings must be selected all over again. If you dont remember 
the settings, much effort may be expended to get the same 
output result as the previous time.The job can be called up and printed using the same settings 
quickly and easily.
All the numerous original pages must be 
scanned again.
Settings for job build, the ratio, and the 
color mode must all be selected again.
The scanned original pages are stored on 
the hard drive. The file can be called up at 
any time.
The settings selected at the time of copying 
are also stored.
No need to redo the settings.
Paid holiday forms?
Daily report forms?
Business trip forms
?
Main FolderFile NameUser NameDatePaid holiday formDaily report formsBusiness trip formsAll FilesFilter by JobBatch Print
Name 1
SearchCustom FolderBack
Name 1Name 1
11108/01/200508/01/200508/01/2005
Not using document filing
It takes time to find the form you need.Using document filing
The desired form can be selected from the document filing 
list with ease, and document management is efficient. 
						

							6
BEFORE USING DOCUMENT FILING
Before using File, it is convenient to create user names and Custom Folders. If user authorization is used, it is 
convenient to create My Folder.
The user name, Custom Folders, and My Folder are created in the system settings.
Folders
Three types of folders are used to store files using document filing.
Quick File Folder
A document saved using the [Quick File] key is stored in this folder. A user name and file name are automatically assigned to the job.
Main Folder
Documents scanned using the [File] key are stored in this folder.
When you store a job in the Main Folder, you can specify a previously stored user name and assign a file name.
A password can also be set when saving a file ([Confidential] save).
Custom Folder
Folders with custom names can be created inside this folder.
When a Custom Folder is specified before touching the [File] key, the document is scanned into that folder.
Like the Main Folder, a Custom Folder allows you to specify a previously stored user name and assign a file name when 
storing a job.
Passwords can be set for Custom Folders and for files saved in Custom Folders.
User NameThe user name is configured in User Registration in the system settings (administrator).
Custom Folder
Custom Folders are created in Document Filing Control in the system settings.
A password can be established when a Custom Folder is created.
A password can be established for a Custom Folder. When this is done, a password entry screen will 
appear whenever the Custom Folder is selected or the Custom Folder is deleted or amended. This is 
convenient for saving sensitive information.
My Folder
My Folder is configured in User Registration in the system settings (administrator). When user 
authentication is enabled and a file is saved using the File function, the Custom Folder specified as My 
Folder is automatically selected.
System Settings (Administrator): User Registration
This is used to store a user name and specify a folder as My Folder.
System Settings: Document Filing Control
This is used to create Custom Folders for document filing. A password can be established when a Custom Folder is created.
A maximum of 500 Custom Folders can be created on the hard drive.
Quick File
FolderMain Folder
Custom Folder Configuration of folders on the hard drive 
						

							
7
Approximate number of pages and files that can be stored by document 
filing
Combined total number of page s and number of files that can be stored in custom folders 
and in the Main Folder
Number of pages and number of files that  can be stored in the Quick File Folder
* The indicated numbers are guidelines for the number of pages  that can be stored when all pages are full color, and when all pages 
are black and white.
The memory area used by the Quick File Folder is also us ed by the electronic sort function of copy mode. If many 
unneeded files accumula te in the Quick File Folder, elec tronic sorting will be affected when a large  number of originals 
are sorted. Be sure to delete unneeded files.
The original types above are examples to make the explanatio n easier to understand. The actual number of pages that 
can be stored will  vary depending on the content s of the original images.
ModelsExamples of original typesNumber of pages*Number of files
MX-3501N
MX-4501N
Full color original
(Text and photo)
Size: 
8-1/2 x 11 (A4)
Max. 1200
Max. 3000
Black and white 
original
(Text)
Size: 
8-1/2 x 11 (A4)
Max. 4200
Models other than 
the above
Full color original
(Text and photo)
Size: 
8-1/2 x 11 (A4)
Max. 400
Max. 1000
Black and white 
original
(Text)
Size: 
8-1/2 x 11 (A4)
Max. 1400
ModelsExamples of original typesNumber of pages*Number of files
All models
Full color original
(Text and photo)
Size: 
8-1/2 x 11 (A4)
Max. 400
Max. 1000
Black and white 
original
(Text)
Size: 
8-1/2 x 11 (A4)
Max. 1400 
						

							
8
Files
When a file is saved using File, the following information can be appended.
Saving a file with this in formation allows you to dist inguish it from other files.
User Name: Use this to specify the owner of the file. The user name must first be stored in User registration in the 
system settings (administrator).
File Name: A file name can be entered.
Folder: Select which folder th e file will be saved in.
Confidential: A password from 5 to 8 digits can be established to prevent others from using the file.
IMPORTANT POINTS WHEN USING DOCUMENT FILING
Note the following when  using document filing:
• Documents saved with [Quick File] are Sharing 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 used by others.
 When saving a file with File, if you wish to prevent others from using the file, specify Confidential to enable the use 
of a password. When a file is saved as a Confidential file, take care not to disclose the password to others.
 Even when a file is saved with the [Confidential] property,  the property can be changed afterward to [Sharing]. For this 
reason, do not save sensitive documents or documents that you do not want to be reused by others.
 Except in cases provided fo r by law, SHARP Corporation bears no responsi bility for any damages that result from the 
leaking of sensitive information due to manipulation by a thir d party of any data saved using the Quick File function or 
File function, or incorrect operation of  the Quick File function or filing function by the operator that saves the data.
The above information cannot be specified when a file is saved with Quick File.
System Settings (Administrator): User Registration
This is used to store user names.
Meeting minutes  folderUser Name: 
User 1
File Name:  Meeting handout
Password:  12345678 
						

							9
USING DOCUMENT FILING IN EACH MODE
In copy, fax, or image send mode, the original can be saved as an image file on the hard drive at the same time it is copied or 
transmitted. In scan to HDD mode, the original can be stored as a file on the hard drive without being copied or transmitted.
Copy mode
The original is saved as an image file at the same time it 
is copied.
(1) Press the [COPY] key.
(2) Touch the [Quick File] key or the [File] key.
Image send mode
Example: Base screen of scan mode
The original is saved as an image file at the same time it 
is scanned.
(1) Press the [IMAGE SEND] key.
(2) Touch the [Mode Switch] key.
This allows you to select fax mode, scan mode, and 
Internet fax mode.
(3) Touch the [Quick File] key or the [File] key.
Scan to HDD mode
The scanned original is saved as an image file. Neither printing 
nor transmission are performed when Scan to HDD is used.
(1) Press the [DOCUMENT FILING] key.
(2) Touch the [Scan to HDD] key.
[File] key and [Quick File] key
If the [File] key and the [Quick File] key do not appear in the base screens of each mode, the screen display has been changed 
using Customize Key Setting in the system settings (administrator). In this case, follow these steps to perform document filing:
 Touch the [Job Detail Settings] key or [Image Settings] key and then touch the [Special Modes] key in the screen that 
appears. The [Quick File] key and the [File] key will appear in the special modes menu.
 If the [Special Modes] key appears in the screen, touch the key to display the [Quick File] key and the [File] key.
Using document filing in print mode
To use document filing in print mode, select document filing in the printer driver. For more information on using document 
filing in print mode, see CONVENIENT PRINTER FUNCTIONS in the Printer Guide.
Using document filing in PC-Fax/PC-I-Fax mode
To use document filing in PC-Fax or PC-I-Fax mode, select document filing settings in the PC-Fax driver. For more 
information, see Help in the PC-Fax driver.
Ready to scan for copy.
2-Sided CopyOriginal0
Output
Special ModesFileQuick File
Full ColorColor Mode
2.3.4.
1.8 x11R
 8 x11
11x17
8 x11AutoExposure100%Copy Ratio
Job Detail
Settings
1 
/
 2
 8 x111 
/
 2
8 x141 
/
 2 1 
/
 21 
/
 2
DOCUMENT
FILING
IMAGE SEND
COPY
Plain
(1)(2)
Quick FileFileSpecial ModesAddress Entry
ResendScan 8 x111 
/
 2 AutoSendAddress BookScanMode SwitchImage
Settings
Send Settings
Ready to send.
(2)
(3)
DOCUMENT
FILING
IMAGE SEND
COPY
(1)
File
Folder
Quick File 
Folder
External Data
Access
Scan to HDD
HDD StatusSearch
File RetrieveFile StoreDOCUMENT
FILING
IMAGE SEND
COPY
(1)(2) 
						

							10
BASE SCREEN OF DOCUMENT FILING 
MODE
When the [DOCUMENT FILING] key is pressed on the operation panel, the following screen appears. This screen is 
used to call up and use image files saved during copying or scanning.
(1) [HDD Status] key
Touch this key to check how much of the machines hard 
drive is being used.
The amount of disk space used is shown in increments of 
1%.
(2) [Search] key
Touch this key to search for a file stored in a folder.
You can search using the user name, file name, or folder 
name.
☞SEARCHING FOR A STORED FILE (page 42)
(3) [Scan to HDD] key
Touch this key to select Scan to HDD. Neither printing 
nor transmission are performed.
The file will be stored in the Main Folder or a custom 
folder.
☞STORING A DOCUMENT ONLY (Scan to HDD) 
(page 17)(4) [External Data Access] key
This can be selected when an FTP server is stored or a 
USB memory device is connected to the machine. The 
same screen appears if the [DOCUMENT FILING] key is 
pressed twice.
☞DIRECTLY PRINTING FROM THE MACHINE in 
the Printer Guide
(5) [Quick File Folder] key
Touch this key to call up a file from the Quick File Folder. 
When this key is touched, the file selection screen for the 
Quick File Folder appears.
☞SAVING A FILE WITH Quick File (page 11)
(6) [File Folder] key
Touch this key to call up a file from the Main Folder or a 
Custom Folder. When this key is touched, the file 
selection screen of the Main Folder or one of the Custom 
Folders appears.
When user authentication is used and My Folder is 
configured, the file selection screen of My Folder will 
appear.
☞SAVING A FILE WITH File (page 13)
File
Folder
Quick File 
Folder
External Data
Access
HDD StatusSearch
File Retrieve
Scan to HDD
File Store
(1)(2)
(4)(5) (6)(3)
DOCUMENT
FILING
IMAGE SEND
COPY
HDD Status
Main Folder 50%Custom Folder 25%
0255075100%
0255075100%
Free Space:25%
Free Space:70%Quick File Folder 30%
OK 
						

							11
This chapter explains how to save an original as a image file using the Quick File, File, and Scan to HDD functions of 
document filing mode.
SAVING A FILE WITH Quick File
When copying, printing or transmitting a document in copy mode, print mode, or image send 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. 
As an example, the procedure for storing a document in the Quick File Folder while copying is explained below.
2
SAVING FILES WITH DOCUMENT 
FILING
1
Place the original.
Place the original face up in the document feeder tray, or face 
down on the document glass.
2
Touch the [Quick File] key.
3
Touch the [OK] key.
The [Quick File] key is highlighted and you return to the base 
screen of copy mode.
To cancel Quick File...
Touch the [Quick File] key in the screen of step 2 so that it is not highlighted after you touch the [OK] key.
1
1
Ready to scan for copy.
2-Sided CopyOriginal
0
Output
Special Modes
File
Quick File
Full ColorColor Mode
2.3.4.
1.
 8 x11
Job Detail
Settings
1 
/
 2
 8 x111 
/
 2
8 x111 
/
 28 x11R1 
/
 28 x141 
/
 211x17
AutoExposure
100%Copy Ratio
Plain
Scanned data is automatically stored
in the quick file folder. Do not store 
confidential data to the folder.
OK 
						

							12
4
Select copy settings and then press the 
[COLOR START] key ( ) or the 
[BLACK & WHITE START] key ( ).
 When copying begins, the scanned document image is 
saved to the hard drive.
The selected copy settings are also saved.
 To prevent accidental saving of the document, The scanned 
data is stored in the quick file folder. appears as a message 
for 6 seconds after the [START] key is pressed.
The 6-second message display time can be changed using 
Message Time Setting in the system settings 
(administrator).
 If you inserted the original pages in the document feeder 
tray, all pages are scanned.
 If you placed the original on the document glass, scan each 
page one page at a time.
When scanning of one page finishes, replace it with the next 
page and press the [START] key.
Repeat until all pages have been scanned and then press 
the [Read-End] key.
To cancel scanning...
Press the [STOP] key ( ).
 When a file is stored using Quick File, the following user name and file name are automatically assigned to the file.
User Name: User Unknown
File Name: Mode_Month-Day-Year_Hour-Minute-Second
(Example: Copy_08012005_134050PM)
Stored to: Quick File Folder
 When user authentication is used, the user name that was used for login is automatically selected.
 Only the file name and location of a file stored in the Quick File Folder can be changed.
To cancel Quick File...
Touch the [Quick File] key in the screen of step 2.
or 
						

							13
SAVING A FILE WITH File
When copying, printing, or transmitting a document in copy mode, print mode, or image send mode, File can be 
selected to save an image of the document to the Main Folder or a previously created Custom 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. 
As an example, the procedure for using File while copying is explained below.
1
Place the original.
Place the original face up in the document feeder tray, or face 
down on the document glass.
2
Touch the [File] key.
3
Configure the file information settings.
To select the user name, file name, folder, and confidential 
setting, see FILE INFORMATION (page 15).
Specifying a user name: page 15
Assigning a file name: page 15
Specifying a folder: page 16
Storing a file as a confidential file: page 16
After configuring the above settings, you will return to this 
screen. Go to the next step.
If you do not wish to assign a user name or other information to 
the file, go to the next step.
4
Touch the [OK] key.
The [File] key is highlighted and you return to the base screen 
of copy mode.
1 1
Ready to scan for copy.
2-Sided CopyOriginal
0
Output
Special Modes
File
Quick File
Full ColorColor Mode
2.3.4.
1.
 8 x11
Job Detail
Settings
1 
/
 2
 8 x111 
/
 2
8 x111 
/
 28 x11R1 
/
 28 x141 
/
 211x17
AutoExposure
100%Copy Ratio
Plain
File Information
User Name
PasswordConfidential
File Name
Stored to:
User Unknown
Copy_08012005_134050PM
Main Folder
OKCancel
File Information
User Name
PasswordConfidential
File Name
Stored to:
User Unknown
Copy_08012005_134050PM
Main Folder
OKCancel 
						

							14
5
Select copy settings and then press the 
[COLOR START] key ( ) or the 
[BLACK & WHITE START] key ( ).
 When copying begins, the scanned document image is 
saved to the hard drive.
The selected copy settings are also saved.
 If you inserted the original pages in the document feeder 
tray, all pages are scanned.
 If you placed the original on the document glass, scan each 
page one page at a time.
When scanning of one page finishes, replace it with the next 
page and press the [START] key.
Repeat until all pages have been scanned and then press 
the [Read-End] key.
To cancel scanning...
Press the [STOP] key ( ).
When a file is stored using File without appending file information, the following user name and file name are automatically 
assigned to the file.
User Name: User Unknown
File Name: Mode_Month-Day-Year_Hour-Minute-Second
(Example: Copy_08012005_134050PM)
Stored to: Main Folder
When user authentication is used, the user name that was used for login is automatically selected.
To cancel the File operation...
Touch the [Cancel] key in the screen of step 3.
or