Sharp Mx 4100n Owners Manual

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This chapter provides detailed explanations of the procedures for using the document filing function. The document filing 
function allows you to save the document data of a copy or fax job, or the data of a print job, as a file on the machines 
hard drive. The file can be called up as needed.
This chapter assumes that you are already familiar with copy mode, scanner mode, and the other modes of the 
machine.
For information on procedures of copy, scanner and other modes that remain the same when...

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DOCUMENT FILING
Contents
This section provides information that you should know before using the document filing function, including an overview 
of document filing, the features and functions of document filing, and points to keep in mind when using document filing.
OVERVIEW
The document filing function allows you to save the document image of a copy or image send job, or the data of a print 
job, as a file on the machines hard drive.
The stored file can be retrieved and printed or transmitted as...

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DOCUMENT FILING
Contents
USES OF DOCUMENT FILING
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...

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DOCUMENT FILING
Contents
BEFORE USING DOCUMENT FILING
This section provides information that you should know before using the document filing function.
Folders
Three types of folders are used to store files by document filing.
Quick File Folder
Documents scanned using the [Quick File] key are stored in this folder. A user name and file name are automatically 
assigned to each job.
Main Folder
Documents scanned using the [File] key are stored in this folder.
When you store a job in the Main folder,...

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DOCUMENT FILING
Contents Approximate number of pages and files that can be stored by document 
filing
Combined total number of pages and total 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 & white.
Copying in sort mode uses the same memory area as the...

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DOCUMENT FILING
Contents Automatic deletion of files
You can have document filing data in specified folders automatically deleted at regular intervals by specifying the folders 
and the time. Periodic deletion of files stored in the machine helps to prevent the leaking of sensitive information and 
frees space on the hard drive.
Every day, every week, or every month can be selected for the deletion cycle, and a time can be set for each selection.
For example, you can set file deletion to take place...

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DOCUMENT FILING
Contents Files
When a file is saved using File, the following information can be appended.
Saving a file with this information allows you to distinguish it from other files.
User name:Use this to specify the owner of the file. The user name must first be stored in User List in the system 
settings.
File Name:A file name can be entered.
Folder:Select which folder the file will be saved in.
Confidential:A password (5 to 8 digits) can be established to prevent others from using the...

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DOCUMENT FILING
Contents
USING DOCUMENT FILING IN EACH MODE
In copy or image send mode, the original can be saved as a file on the hard drive at the same time it is copied or 
transmitted. In addition, Scan to HDD can be used to save the scanned data  of an original to the hard drive without 
copying or transmitting the data.
Copy mode
The original is saved as an image f ile at the same time it is copied.
Image Send mode
Example: Base screen of scan mode
The original is saved as an image file at the...

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DOCUMENT FILING
Contents 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) Touch the [DOCUMENT FILING] key.
(2) Touch the [Scan to HDD] tab.
[File] key and [Quick File] key
The File key and/or Quick File key will not appear in the base screen of copy mode or image send mode if one or both of 
the keys has been changed to a different function using Customize Key Setting in the Web page menu. In this case,...

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DOCUMENT FILING
Contents
BASE SCREEN OF DOCUMENT FILING 
MODE
Touch the [DOCUMENT FILING] key in the touch panel to open the base screen of document filing mode.
Files stored on the hard drive in the machine can be retrieved from this screen.
When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear.
If the user that logged in does not have My Folder configured, the folder selection screen will appear.
☞FOLDER SELECTION SCREEN (page 6-26) 
☞FILE...