Sharp Mx 4100n Owners Manual

							
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DOCUMENT FILING
Contents
This chapter explains how to save an original as an 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 (excluding USB 
memory scan mode), Quick File can be selected to save an image of the document to the Quick File folder.
The image can retrieved 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.
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.
You will return to the base screen of copy mode and the [Quick 
File] key will be highlighted.
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
Auto
8½x11
PlainAuto
8½x11
2.3.4.
1.8 x11R8 x1411x17
8 x111  /
 2
1  /
 2
1 
/
 28 x11Plain
Color ModeSpecial Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
Full Color
ExposureAuto
Copy Ratio
1  /
 2
100%Preview
OK
Scanned data is automatically stored
in the quick file folder. Do not store
confidential data to the folder. 
						

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DOCUMENT FILING
Contents
4
Select copy settings and then press the [COLOR START] key or the [BLACK & 
WHITE START] key.
 Copying begins and 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 message The scanned data is stored in the quick file folder. appears 
for 6 seconds (default setting) after the [START] key is pressed.
The 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 same [START] key that you pressed 
initially.
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_04042010_112030AM)
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 so that it is no longer highlighted.
System Settings (Administrator): Delete All Quick Files
With the exception of protected files, all files in the quick file folder can be deleted at once.
Settings can be configured to delete all files by key operation and to have all files automatically deleted when the power is 
turned on. 
						

							
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DOCUMENT FILING
Contents
SAVING A FILE WITH File
When copying, printing or transmitting a document in copy mode, print mode, or image send mode (excluding USB 
memory scan 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 retrieved 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
Select the File settings.
(1) Select file information settings.
To select the user name, file name, folder, and 
confidential setting, see FILE INFORMATION (page 
6-15). • Specifying a user name : (page 6-15)
 Assigning a file name : (page 6-16)
 Specifying the folder : (page 6-16)
 Storing a file as a confidential file : (page 6-17)
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.
(2) Touch the [OK] key.
You will return to the base screen of copy mode and the 
[File] key will be highlighted.
1 1
Auto
8½x11
PlainAuto
8½x11
2.3.4.
1.8 x11R8 x1411x17
8 x111  /
 2
1  /
 2
1 
/
 28 x11Plain
Color ModeSpecial Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
Full Color
ExposureAuto
Copy Ratio
1  /
 2
100%Preview
File InformationOKCancel
Confidential
User Name User Unknown
Copy_04042010_112030AM
Main Folder
File Name
Stored to
Password
(1)(2) 
						

							6-14
DOCUMENT FILING
Contents
4
Select copy settings and then press the [COLOR START] key or the [BLACK & 
WHITE START] key.
 Copying begins and the scanned document image is saved to the hard drive.
The selected copy settings are also saved.
 For the procedure for placing the original, see step 4 of SAVING A FILE WITH Quick File (page 6-11).
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_04042010_112030AM)
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. 
						

							
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DOCUMENT FILING
Contents
FILE INFORMATION
This section explains the settings that are configured in step 3 of SAVING A FILE WITH File (page 6-13). Specifying 
a user name, file name, folder, and confidential setting makes it easier to manage and search for a file. In addition, when 
confidential is selected and a password  is established, other people will not be able to view the file without permission.
Specifying a user name
1
Touch the [User Name] key.
When user authentication is used,  the user name that was used 
for login is automatically selected. In this case, this step is not 
needed.
The user name must be previously stored in U ser List in the system settings (administrator).
2
Touch the desired user name in the list 
of user names that is displayed.
(1) Select the user name.
There are two ways to select the user name:
(A) Touch the key of the user name.
The touched user name is highlighted.
If you accidentally select  the wrong user name, touch 
the key of the correct name.
(B) Touch the   key. An area for entering the  Registration No. [----] 
appears in the message display. Enter the 
Registration No. set during user registration. This 
will allow you to select the user name.
(2) Touch the [OK] key.
The user name that you touched is selected and you 
return to the screen of step 1. The selected user name 
appears.
File InformationOKCancel
Confidential
User Name User Unknown
Copy_04042010_112030AM
Main Folder
File Name
Stored to
Password
User NameOKCancel
61812
ABC
User
Name 3
Name 1
Name 5
Name 7
Name 9
Name 11
Name 2
Name 4
Name 6
Name 8
Name 10
Name 12
12
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(2)(B) 
						

							
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DOCUMENT FILING
Contents
Assigning a file name
A file name can be assigned to the file.
Specifying the folder
Touch the [File Name] key.
A text entry screen will appear. Enter the file name and touch 
the [OK] key.
A maximum of 30 characters can be entered.
1
Touch the [Sto
red to:] key.
If a user name with a My Folder setting is selected, M y Folder of that user will automatically be selected.
2
Select the folder in which you want to 
store the file.
(1) Touch the key of the folder where you want 
to store the file.
If a password has been set for the folder, a password 
entry screen appears. Enter the password of the touched 
folder with the numeric keys (5 to 8 digits) and touch the 
[OK] key.
(2) Touch the [OK] key.
File InformationOKCancel
Confidential
User Name User Unknown
Copy_04042010_112030AM
Main Folder
File Name
Stored to
Password
File InformationOKCancel
Confidential
User Name Name 1
file-01
Main Folder
File Name
Stored to
Password
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
OKStored to:
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
(1)(2) 
						

							
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DOCUMENT FILING
Contents
Storing a file as a confidential file
A password can be set for the file to prevent others from vi
ewing it. Set a password (5 to 8 digits) with the numeric keys.
1
Enable the confidential property.
(1) Select the [Confidential] checkbox so that a 
checkmark  appears.
Confidential mode is enabled and a password can be 
entered.
(2) Touch the [Password] key.
2
Enter a password (5 to 8 digits) with the 
numeric keys and touch the [OK] key.
As each digit is entered, - changes to  .
File InformationOKCancel
Confidential
User Name 
Password
Name 1
file-01
User 1
File Name
Stored to
(1) (2)
Password
Enter password via the 10-Key pad.
OKCancel 
						

							
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DOCUMENT FILING
Contents
SAVING A DOCUMENT FILE ONLY (Scan to 
HDD)
Scan to HDD is used to store a scanned document in the Main folder or a custom folder. Neither printing nor 
transmission are performed.
Scan to HDD SCREEN
The following screen appears when the [Scan to HDD] tab is touched in document filing m ode. Touch the keys below to 
select Scan to HDD settings.
The current setting of each key appears to the right of the key.
(1) [File Information] key
Information can be appended to a file stored by Scan to 
HDD. The settings are configur ed in the same way as file 
information for File.
☞FILE INFORMATION  (page 6-15)
(2) [Special Modes] key Use this key to select special modes for Scan to HDD.
☞Special modes screen for Scan to HDD  (page 6-21)
(3) [Preview] key Touch to check the image to be stored before performing 
Scan to HDD.
☞Checking the image before storing it (Preview)  (page 
6-22)
(4) [Original] key
Touch this key to set the scanning size, storing size and 
orientation of the original, and select 2-sided scanning settings.
☞[Original] key  (page 6-19)
(5) [Exposure] key Touch this key to select the exposure for scanning.
(6) [Resolution] key Use this to select the resolution that will be used when 
the file is transmitted.
When Long Size is specified, only resolution settings of 
300 X 300 dpi and under can be selected. (7) [Comp. Ratio] key
Use this to select the color compression ratio that will be 
used when the file is stored in color.
(8) [Color Mode] key Use this key to select the color mode when storing a 
document.
☞[Color Mode] key  (page 6-20)
(9)  key This key appears when a special mode or 2-sided 
scanning is selected. Touch the key to display the 
selected special modes.
File RetrieveScan to HDDHDD StatusEx Data AccessFile
InformationOriginal
Exposure
Resolution
Comp. Ratio
Color Mode
Special Modes
Scan:
200X200dpi
Medium
AutoStore:Auto
Auto
AutoMono2
Ready to scan to HDD.
Press [Start] to scan original.
8½x11
IMAGE SEND DOCUMENT
FILING
COPY
Preview
(2)
(4)
(5)
(6)
(7)
(
8 )
(9)
(1)
(3) 
						

							6-19
DOCUMENT FILING
Contents [Original] key
When the [Original] key is touched, the following screen appears. This screen is used to change the original size and 
select scanning settings for 2-sided originals.
(1) Touch the [Scan Size] key.
If the original is a non-standard size that cannot be detected by auto original size detection, touch the [Scan Size] key and specify the original size.
(2) Touch the [Store Size] key.
If you wish to store the file at a different size than the original size, touch the [Store Size] key and change the store size.
(3) 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.
If the original is a 2-sided original, touch the [2-Sided Booklet] key or the [2-Sided Tablet] key as appropriate for the original type.
(4) Touch the [OK] key.
The settings are stored and you return to the Scan to HDD screen.
[Exposure] key
To adjust the exposure, touch the [Exposure] key.
Select an appropriate exposure mode for the original and touch the   or   key to adjust the exposure level. 
When finished, touch the [OK] key.
(1) Select the appropriate original type for the original to be scanned.
(2) Select [Auto] or [Manual].
If you selected [Manual], touch the   or   key to adjust the exposure. (For a darker image, touch the   key. For a 
lighter image, touch the   key.)
When the exposure is set to [Auto], the   keys cannot be used.
(A): Moirè Reduction
To reduce the moirè effect when scanning printed matter, touch the [Moirè Reduction] checkbox so that a checkmark   appears.
(3) Touch the [OK] key.
The settings are stored and you return to the Scan to HDD screen.
Scan to HDD/OriginalOK
Scan SizeStore Size100%
2-Sided
Booklet2-Sided
Tablet
Auto    8½x11Auto
Image Orientation
(3)
(1)(2)(4)
Original
Scan to HDD/Exposure OK
Manual
135
Text/
Prtd.Photo
Photo
Text/Photo
Map
Text
Printed
Photo
Moiré
Reduction
Auto
Original Image Type
(1)(A)(2)
(3)
Exposure 
						

							6-20
DOCUMENT FILING
Contents [Color Mode] key
Touch the [Color Mode] key to open the color mode setting screen for Scan to HDD.
The following settings can be selected for the scanning color when the [COLOR START] key or the [BLACK & WHITE 
START] key is pressed.
When you have finished selecting the mode, touch the [OK] key.
Start keyModeScanning method
[COLOR START] key
Full Color
The original is scanned in full color. This mode is best for full color originals 
such as catalogues.
Even when the original is black and white, it is scanned as a full color 
original.
AutoThe machine detects whether the original is color or black and white and 
automatically selects full color or black and white (grayscale) scanning.
2 Color
Only the red areas of the original are changed to the selected color; 
colors other than red are scanned in black.
Red, green, blue, cyan, magenta, or yellow can be selected.
[BLACK & WHITE 
START] keyMono 2Colors in the original are scanned as black or white. This mode is best for 
text-only originals.
GrayscaleThe colors in the original are scanned in black and white as shades of gray 
(grayscale).
Scan to HDD/Color Mode OK
Full Color
2 Color
Auto
Mono2Grayscale
Color Mode
B/W Mode
Color Mode