Sharp Mx 4100n Owners Manual

							5-21
SCANNER/INTERNET FAX
Contents
USING A SEARCH NUMBER TO RETRIEVE 
A DESTINATION
A destination stored in the address book can be retrieved using the   key. This can be done in the base screen of any 
of the modes or in the address book screen.
1
Touch the   key.
2
Enter the 3-digit search number of the 
address with the numeric keys.
When the 3-digit search number is entered, the stored address 
is retrieved and specified as a destination.
 The search number is programmed when the destination is stored in the address book.
 If you do not know the search number, print the one-touch address list using Sending Address List in the system 
settings.
 When entering search numbers such as 001 and 011, 0 can be omitted. For example to enter 001, enter 1 
and touch the   key or the [Next Address] key.
If an incorrect search number is entered...
Press the [CLEAR] key ( ) to clear the number and enter the correct number.
8½x11AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Color Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
Text
200X200dpi
PDF
Auto/GrayscaleMono2
PDF
Preview 
						

							5-22
SCANNER/INTERNET FAX
Contents
ENTERING AN ADDRESS MANUALLY
Scan to E-mail, Internet fax, Network Folder and data entry mode addresses can be manually entered.
1
Display the address input screen.
(1) Touch the [Address Book] key in the base 
screen.
Before touching the [Address Entry] key in the base 
screen, touch the tab of the mode that you wish to use.
(2) Touch the [Address Entry] key.
2
Enter the destination address.
(1) Touch the key of the desired delivery 
method.
 Touch the [E-mail] key to open the delivery method 
selection screen. Normally the [To] key is touched.
 Touch the [Network Folder] key to open the network 
folder entry screen. To specify a network folder, see 
SPECIFYING A NETWORK FOLDER (page 5-23).
 If you touched the [Address Entry] key in the base 
screen in step 1, the delivery methods that can be 
selected vary depending on the mode being used.
(2) Enter the destination address in the text 
entry screen that appears.
Enter the destination address and touch the [OK] key.
For the procedure for entering text, see ENTERING 
TEXT (page 1-79) in 1. BEFORE USING THE 
MACHINE.
 If you wish the destination to be a Cc destination, touch the [Cc] key.
 The [Bcc] key only appears when Bcc has been enabled using Bcc Setting in the system settings (administrator). 
If you wish the destination to be a Bcc destination, touch the [Bcc] key.
 When Internet fax mode is selected, the base screen appears after the destination address is entered. However, if 
I-Fax Reception Report On/Off Setting is enabled in the system settings (administrator), the reception report 
request screen will appear. If you wish to receive a report, touch the [Yes] key. If not, touch the [No] key. (When 
Direct SMTP is used, transmission confirmation is not performed.)
System Settings (Administrator): I-Fax Reception Report On/Off Setting
This setting is used to request a reception report when an Internet fax is sent. When the destination is specified by directly 
entering the address, a message will appear asking you if you wish to receive a report. (When Direct SMTP is used, 
transmission confirmation is not performed.)
System Settings (Administrator): Bcc Setting
This setting enables or disables Bcc delivery. When enabled, the [Bcc] key appears in the address book screen and the 
delivery type selection screen.
12
51510
Global
Address Search
Address Entry
Address Review
Condition
SettingsToCc
III III
GGG GGG
EEE EEE
CCC CCC
AAA AAA
JJJ JJJ
HHH HHH
FFF FFF
DDD DDD
BBB BBB
ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc.Sort Address
Preview
(2)
E-mail
Select the destination type.
Internet Fax
Network Folder
Direct SMTP 
						

							5-23
SCANNER/INTERNET FAX
Contents
SPECIFYING A NETWORK FOLDER
A network folder on a server or computer connected to the same network as the machine can be directly specified. 
Select [Network Folder] in step 2 on the previous page and follow the steps below.
1
Touch the [Browse] key.
 To directly enter a folder, touch the [Folder Path] key. A 
text entry screen will appear.
 If a user name and password are required, check with 
the administrator of the server and enter the user name 
and password.
For the procedure for entering text, see ENTERING TEXT (page 1-79) in 1. BEFORE USING THE MACHINE.
CancelOK
Browse
Folder Path
User Name
Password
Network Folder 
						

							5-24
SCANNER/INTERNET FAX
Contents
2
Access the network folder.
(1) Touch the key of the workgroup that you 
wish to access.
(2) Touch the key of the server or computer 
that you wish to access.
If a screen appears prompting you to enter a user name 
and password, check with your server administrator and 
enter the appropriate user name and password.
(3) Touch the key of the network folder.
(4) Touch the [OK] key.
You will return to the screen of step 1. Touch the [OK] key 
again to enter the folder.
 You can touch the [Search] key and enter a keyword to search for a workgroup, server, or network folder. For the 
procedure for entering text, see ENTERING TEXT (page 1-79) in 1. BEFORE USING THE MACHINE.
 Up to 100 workgroups, 100 servers, and 100 network folders can be displayed.
 To move up one level, touch the   key.
 The [Cancel] key can be pressed to return to the screen of step 1.
 To change the sorting order of the displayed keys, touch the key that shows   or   in each screen. The order 
switches between ascending order and descending order each time you touch the key.
 To go to a particular page, touch the   key that shows the current page number and enter the desired page 
number.
16
SearchSelect workgroup.
Workgroup Name
Workgroup
Work 1
Work 3
Work 4
Work 6
Work 2
Work 5
CancelOK
1
(1)
Work 1
1
16
SearchSelect server.
Server Name
Server
Server 1
Server 3
Server 4
Server 6
Server 2
Server 5
CancelOK
(2)
\\Server 1
3
SearchSelect network folder.
Network Folder Name
Network Folder
User 1
User 3
User 4
User 6
User 2
User 5
CancelOK
1
(3)(4)
1 
						

							5-25
SCANNER/INTERNET FAX
Contents
RETRIEVING A DESTINATION FROM A 
GLOBAL ADDRESS BOOK
When an LDAP server is configured in the Web pages, you can look up an address in a global address book and 
retrieve the address for Scan to E-mail or Internet fax transmission (excluding Direct SMTP addresses).
1
Open the global address search screen.
(1) Touch the [Address Book] key in the base 
screen.
(2) Touch the [Global Address Search] key.
2
Search for the destination.
If only one LDAP server has been stored, (1) and (2) are not 
necessary. Go directly to (3). If an authentication screen for the 
LDAP server appears, enter your user name and password.
(1) Touch the key of the LDAP server that you 
wish to use.
If an authentication screen for the LDAP server appears, 
enter your user name and password.
(2) Touch the [OK] key.
(3) Search for the destination in the search 
screen.
Enter search characters for the destination and touch the 
[Search] key. The search results will appear after a brief 
interval.
For the procedure for entering text, see ENTERING 
TEXT (page 1-79) in 1. BEFORE USING THE 
MACHINE.
How to search
Enter the search characters (maximum of 64 characters). The system will look for names starting with the entered 
letters.
An asterisk   can be used as follows:
XXX : Names beginning with XXX.
XXX: Names that end with XXX.
XXX : Names that include XXX.
AA XX: Names that start with AA and end with XX.
12
51510
Global
Address Search
Address Entry
Address Review
Condition
SettingsToCc
III III
GGG GGG
EEE EEE
CCC CCC
AAA AAA
JJJ JJJ
HHH HHH
FFF FFF
DDD DDD
BBB BBB
ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc.Sort Address
(2)
Preview
Server ChangeCancelOK
Server 2
Server 1
Server 3
Server 4
Server 5
Server 6
Server 7
(1)(2) 
						

							5-26
SCANNER/INTERNET FAX
Contents Storing a destination from a global address book in the machines 
address book
A destination address obtained from a global address book can be stored as a destination (one-touch key) in the 
address book of the machine.
Touch the [Detail] key in the search results screen of the global address book (the screen of step 3 above) to display 
information on the selected destination. Touch the [Register] key in the detailed information screen and then touch the 
item to be used (the [E-mail] key or the [Internet Fax] key). The following screens will appear.
E-mail address registration screen Internet fax address registration screen
The information stored in the global address book is automatically entered. (The settings can be changed if needed. For 
detailed information on each item, see Address Control (page 7-16) in 7. SYSTEM SETTINGS.) However, configure 
the items below manually. To complete the storing procedure, touch the [Exit] key.
 [Initial] key: Touch this key to enter the initials that determine where the destination will appear in the alphabetical 
index and the order of one-touch key display. Enter up to 10 characters for the initials.
 [Index] key: Touch this key to select the custom index in which the address will appear. You can also select whether 
or not the destination will be included on the [Freq.] tab of the address book.
 [File Format] key: Set the format for Scan to E-mail. Default format settings have already been configured; however, 
selecting format settings when you store a destination saves you the trouble of selecting the 
settings each time you transmit to that destination.
 [Compression] key: Touch this key to set the compression mode when sending an Internet fax.
 [I-Fax Report] key: Touch this key to request a reception report when sending an Internet fax.
3
Select the destination.
(1) Touch the key of the desired destination.
If no names are found that match the search characters, a 
message will appear. Touch the [OK] key to close the 
message and touch the [Search Again] key to search 
again.
(2) Touch the [To] key.
This enters the selected destination.
If you wish to enter another destination, repeat (1) and (2) 
of this step.
 If 30 or more matches are found, a message will appear in the screen. Touch the [OK] key to close the message. Up 
to 300 matches can appear. If no names are found that match the search letters, touch the [Search Again] key to 
search again using more search letters.
To check the information stored in a destination...
Touch the key of the destination and then touch the [Detail] key. The information stored for the selected destination 
will appear. Check the information and then touch the [OK] key to return to the search results screen.
If a screen for selecting the item to be used appears...
If the selected destination includes a fax number, telephone number, or other contact information in addition to the 
e-mail address or Internet fax address, you will need to select which item you wish to use. Touch the [E-mail] key or 
the [Internet Fax] key to retrieve the address for Scan to E-mail or Internet fax transmission.
12
XXX EEE
XXX FFF
XXX DDD
XXX CCC
XXX BBB
XXX [email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Address Book
Search Again
Address Review
Condition
SettingsToCc
DetailXXX
(2)(1)
E-mailInternet FaxFax
Direct Address / IndividualExit
Search Number
Name
InitialIndex
Address
Key Name
File Format
001
AAA AAA
[email protected]
AAA AAA
Color/Grayscale:PDF/Medium:PDF/MMR(G4)B/W
AUser 1
E-mailInternet FaxFax
Direct Address / IndividualExit
Search Number
Name
Initial
Address
Key Name
Compression
I-Fax Report
001
AAA AAA
AUser 1
[email protected]
AAA AAA
MH (G3)
Off
Index 
						

							5-27
SCANNER/INTERNET FAX
Contents
USING THE RESEND FUNCTION
The destinations of the most recent 8 transmissions by Scan to E-mail, Internet fax (including Direct SMTP addresses) 
and/or fax are stored. One of these can be selected to resend to that destination.
1
Touch the [Resend] key.
2
Touch the key of the desired address.
The last 8 addresses used for transmission are displayed.
 When the [Resend] key is touched and a destination selected, the mode of the selected destination is automatically 
selected.
 The following types of addresses are not stored for resending.
- A one-touch key in which multiple destinations are stored (group key).
- Scan to FTP, Scan to Desktop, and Scan to Network Folder addresses.
- Broadcasting destinations
- Addresses used only for BCC delivery
- Destinations transmitted to using a program
System Settings (Administrator): Disable [Resend] on Fax/Image Send Mode
This prohibits use of the resend function. When this setting is enabled, the [Resend] key cannot be used in the base screen 
of image send mode.
Resend
Scan
Ready to send.
8½x11
USB Mem. ScanFaxInternet FaxPC Scan
File
Quick File
Address Review
Send Settings
Address Entry
Address BookAutoAuto
Auto
Special Modes
Color Mode
File Format
Resolution
Exposure
OriginalScan:Send:
Text
200X200dpi
PDF
Auto/GrayscaleMono2
PDF
Preview
ResendCancel
No.01
No.03
No.05
No.07
EEE
 EEE
CCC CCC
AAA AAA
GGG GGG
No.02
No.04
No.06
No.08
FFF FFF
DDD DDD
BBB BBB
HHH HHH 
						

							5-28
SCANNER/INTERNET FAX
Contents
SENDING AN IMAGE IN SCAN MODE
This section explains the basic procedure for transmission in scan mode (Scan to E-mail, Scan to FTP, Scan to 
Desktop, and Scan to Network Folder).
TRANSMITTING AN IMAGE
When a default address is configured in Default Address Setting in the system settings (administrator), the mode cannot be 
changed, the destination cannot be changed, and destinations cannot be added. If you wish to change the mode or 
destination, touch the [Cancel] key in the touch panel and then follow the procedure below.
1
Place the original.
Do not place any objects under the original size detector. 
Closing the automatic document feeder with an object 
underneath may damage the original size detector plate and 
prevent correct detection of the document size.
 When placing the originals, orient them as shown below.
* To place a large portrait-oriented original, place it as shown above in Landscape orientation and specify the 
placement orientation in step 3.
 Place 5-1/2 x 8-1/2 (A5) size originals in portrait (vertical) orientation ( ). If placed in landscape (horizontal) 
orientation ( ), an incorrect size will be detected. For a 5-1/2 x 8-1/2R (A5R) size original, enter the original size 
manually.
 Originals cannot be scanned in succession from both the automatic document feeder and the document glass and 
sent in a single transmission.
1 1
Original size 
detector
1
1
11
11
Document feeder tray
Place the original face up.
Portrait orientation*
Landscape orientation
Document glass
Place the original face down and align the 
corner with the tip of the arrow mark   in the 
top left corner of the document glass scale.Originals 
						

							5-29
SCANNER/INTERNET FAX
Contents
2
Specify the destination.
(1) Touch the [Address Book] key in the base 
screen.
(2) Touch the one-touch key of the desired 
destination.
The icon on the key indicates the type of destination 
stored in the key.
: Scan to E-mail
: Scan to FTP
: Scan to Network Folder
: Scan to Desktop
(3) Touch the [To] key.
The destination is specified.
(4) Touch the [Condition Settings] key.
 After a one-touch key is touched, if the screen is changed without touching the [To] key, the destination is 
automatically specified.
 When performing Scan to E-mail, you can also send Cc or Bcc copies to other destinations. Touch the desired 
destination and then touch the [Cc] key or the [Bcc] key.
 Multiple destinations can be specified. To specify multiple destinations, repeat steps (2) and (3). 
 You can also select multiple one-touch keys and then touch the [To] key (or the [Cc] or [Bcc] key) to specify all 
selected keys at once.
 In addition to specification by a one-touch key, a destination can also be specified by a search number. Destinations 
for Scan to E-mail and Scan to Network Folder can also be manually entered or looked up in a global address book. 
For more information, see ENTERING DESTINATIONS (page 5-18).
System Settings (Administrator): Bcc Setting
This setting enables or disables Bcc delivery. When enabled, the [Bcc] key appears in the address book screen.
3
Switch to scan mode and display the 
image settings screen.
(1) Touch the [Scan] tab.
(2) Touch the [Original] key.
The current settings for [Original], [Exposure], [Resolution], [File Format], and [Color Mode] are indicated at the right of 
each key. To change a setting, touch the appropriate key.
☞AUTOMATICALLY SCANNING BOTH SIDES OF AN ORIGINAL (2-Sided Original) (page 5-54), SPECIFYING 
THE ORIGINAL SCAN SIZE AND SEND SIZE (Enlarge/Reduce) (page 5-55), CHANGING THE EXPOSURE 
AND ORIGINAL IMAGE TYPE (page 5-61), CHANGING THE RESOLUTION (page 5-63), CHANGING THE FILE 
FORMAT (page 5-64), CHANGING THE COLOR MODE (page 5-68), SPECIAL MODES (page 5-71)
AAA AAA
ToCc
III III
GGG GGG
EEE EEE
CCC CCC
HHH HHH
FFF FFF
DDD DDD
BBB BBB12
51510
Global
Address Search
Address Entry
Address Review
Condition
Settings
JJJ JJJ
ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc.Sort Address
Preview
(3)(2) (4)
8½x11AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Color Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
Text
200X200dpi
PDF
Auto/GrayscaleMono2
PDF
(1)(2)
Preview 
						

							5-30
SCANNER/INTERNET FAX
Contents
4
Specify the orientation in which the 
original is placed.
To enable the original to be scanned in the correct orientation 
(the orientation of the top edge of the original that is shown at 
the top of the display), specify the orientation in which the 
original was placed in step 1.
(1) Touch the appropriate orientation key.
If the top edge of the original is up, touch the   key. If 
the top edge of the original is to the left, touch the   
key.
(2) Touch the [OK] key.
You will return to the screen of step 2.
The original orientation is initially set to  . If the original was placed with the top edge up, this step is not 
necessary.
5
Press the [COLOR START] key or the [BLACK & WHITE START] key.
Scanning begins.
 If the original is placed on the document glass, the [Read-End] key appears in the touch panel. If the original is only one 
page, go to step 7. To scan more pages, go to the next step.
 If the original was inserted in the document feeder tray, a beep will sound when scanning is completed and transmission 
will take place.
 To scan in full color, press the [COLOR START] key. To scan in black and white, press the [BLACK & WHITE 
START] key. If the color mode of the [COLOR START] key is set to [Auto], the color of the original will be detected 
automatically and scanning in full color, grayscale or Mono2 will take place.
 If Encrypt PDF is selected for the file format ([PDF] is selected in the format settings screen and the [Encry.] 
checkbox is set to  ), you will be prompted to enter a password when you press the [START] key.
Touch the [Entry] key to open the keyboard screen, enter a password (maximum of 32 characters), and touch the 
[OK] key. The recipient must use the password entered here to open the Encrypt PDF file.
To cancel Encrypt PDF, touch the [Cancel] key. The format settings screen will appear to let you change the file 
type. Select a new file type and press the [START] key to begin transmission.
6
If the original was placed on the document glass, replace it with the next original 
and press the [COLOR START] key or the [BLACK & WHITE START] key.
Repeat until all originals have been scanned.
Scan/OriginalOK
AutoAuto   8½x11Scan Size
2-Sided
Tablet2-Sided
Booklet
Send Size100%
Image Orientation
(2)(1)
EntryCancel
Please enter encrypt PDF
password.