Sharp Mx 4100n Owners Manual

							6-21
DOCUMENT FILING
Contents Special modes screen for Scan to HDD
When the [Special Modes] key is touched, the following screen appears. For more information on each setting, see 
SPECIAL MODES (page 5-71) in 5. SCANNER / INTERNET FAX.
(1) [Erase] key
The erase function is used to erase shadow lines on 
images produced when scanning thick originals or books 
on the document glass.
(2) [Dual Page Scan] key
The left and right sides of an original can be scanned as 
two separate pages. This function is useful when you 
wish to successively scan each page of a book or other 
bound document.
(3) [Card Shot] key
This function lets you store the front and reverse sides of 
a card as a single file.
(4) [Job Build] key
This function lets you separate a many-page original into 
sets, scan each set using the automatic document 
feeder, and store all pages as a single file. Use this 
function when there are more original pages than can be 
placed at once in the auto document feeder.
(5) [Original Count] key
When using the automatic document feeder to scan an 
original, you can check whether or not the correct 
number of pages were scanned before storing the 
document.(6) [Mixed Size Original] key
This feature lets you scan originals of different sizes at 
the same time; for example, 8-1/2 x 14 (B4) size 
originals mixed together with 11 x 17 (A3) size 
originals. When scanning the originals, the machine 
automatically detects the size of each original.
Originals of mixed widths and sizes can be scanned 
(11 x 17 and 8-1/2 x 14, 11 x 17 and 8-1/2 x 13, 
11 x 17 and 5-1/2 x 8-1/2 (A3 and B4, A3 and B5, A4 
and B4, A4 and B5, B4 and A4R, B4 and A5, B5 and 
A4R, B5 and A5)).
(7) [Slow Scan Mode] key
Use this function when you wish to scan thin originals 
using the automatic document feeder. This function helps 
prevent thin originals from misfeeding.
Scan to HDD/Special ModesOK
Dual Page
Scan
Mixed SizeOriginalSlow Scan
ModeJob
Build
Original
Count
EraseCard Shot
(6)(5) (4)(7)
(2)(1)(3)
Special Modes 
						

							6-22
DOCUMENT FILING
Contents Checking the image before storing it (Preview)
If you touch the [Preview] key and then start Scan to HDD, the screen below appears.
Before the scanned data is stored, you can check a preview of the scanned image in this screen and return to the Scan 
to HDD settings screen to change settings
(1) Preview image
This shows an image of the selected file.
If the image is cut off, use the scroll bars at the right and 
bottom of the screen to scroll the image. Touch a bar and 
slide it to scroll. (You can also touch the   keys to 
scroll.)
(2) Change page keys
When there are multiple pages, use these keys to 
change pages.
  keys:  Go to the first or the last page.
  keys:  Go to the previous page or the next 
page.
 Page number display:This shows the total number of
pages and the current page number.
You can touch the current page
number key and enter a number with
the numeric keys to go to that page
number.(3) Display Rotation key
This rotates the image right or left by 90 degrees. The 
rotation applies to all pages in the file, not just the 
displayed page.
(4) [Start Storing] key
This starts Scan to HDD.
(5) Display zoom key
Use this to set the zoom ratio of the displayed image. 
Changes from the left in the order Full Page, Twice,
4 Times, 8 Times. The setting applies to all pages in 
the file, not just the displayed page.
(6) [Function Rev.] key
Use this to check special mode settings and original 
settings.
(7) [Reset] key
Use this key if you need to change settings after 
checking an image or settings. You will return to the 
setting screen.
Only the original settings can be changed after the 
preview image is viewed.
Preview
Display Rotation
Color
Start Storing
Reset
Function Rev.
00010010
(2)(4)(1)(3)(5)(6)(7)
 A preview image is an image for display on the touch panel. Differs from the actual storage result.
 Depending on the size of the image, part of the image may be clipped off in the preview screen on the touch panel. 
						

							6-23
DOCUMENT FILING
Contents
PERFORMING Scan to HDD
1
Place the original.
Place the original face up in the document feeder tray, or face 
down on the document glass.
2
Switch to document filing mode and 
select Scan to HDD settings.
(1) Touch the [DOCUMENT FILING] key.
(2) Touch the [Scan to HDD] tab.
If you do not wish to select settings, go to the next step.
(3) Select the original size, exposure, 
resolution, compression ratio, color mode, 
and special modes.
See Scan to HDD SCREEN (page 6-18).
(4) Touch the [File Information] key.
The settings are the same as for File. See FILE 
INFORMATION (page 6-15).
If the original is 2-sided, be sure to touch the [Original] key and then touch the [2-Sided Booklet] key or the [2-Sided 
Tablet] key as appropriate for the original.
3
Press the [COLOR START] key or the [BLACK & WHITE START] key .
Scanning begins.
For the procedure for placing the original, see step 4 of SAVING A FILE WITH Quick File (page 6-11).
When Preview is enabled, the preview screen appears.
☞ Checking the image before storing it (Preview) (page 6-22)
A beep will sound to indicate that Scan to HDD is completed.
To cancel scanning...
Press the [STOP] key ( ).
When Scan to HDD is performed 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: HDD_04042010_112030AM)
Stored to: Main Folder
When user authentication is used, the user name that was used for login is automatically selected.
1
1
File RetrieveScan to HDDHDD StatusEx Data AccessFile
InformationOriginal
Exposure
Resolution
Comp. Ratio
Color Mode
Special Modes
Scan:
200X200dpi
Medium
AutoStore:Auto
Auto
AutoMono2
8½x11
Ready to scan to HDD.
Press [Start] to scan original.
IMAGE SENDDOCUMENT
FILING COPY
(3)(1)(2)(4)
Preview 
						

							6-24
DOCUMENT FILING
Contents
This section explains how to retrieve a file stored by document filing and print or transmit the file.
SEQUENCE FOR USING A STORED FILE
This section explains the basic procedure for retrieving and using a stored file. The screens and procedures differ 
depending on whether or not user authentication is enabled.
See the sequence that applies to your situation.
For information on user authentication procedures, see USER AUTHENTICATION (page 1-17) in 1. BEFORE USING 
THE MACHINE. For information on enabling user authentication and storing user names, see User Control (page 
7-45) in 7. SYSTEM SETTINGS.
USING STORED FILES
Files stored by document filing can also be retrieved and used from the Web pages. Click [Document Operation] and then 
[Document Filing] in the Web page menu, and select the folder that contains the file you wish to use.
You can also show a preview of a stored file in the web pages.
Change the mode.
Switch to document filing mode.
☞BASE SCREEN OF DOCUMENT FILING MODE (page 
6-10)
File RetrieveScan to HDDHDD StatusEx Data Access
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
Quick File Folder
SearchFolder Select
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
IMAGE SENDDOCUMENT
FILING COPY 
						

							6-25
DOCUMENT FILING
Contents
Select the file that you wish to retrieve.
 Select the folder in the folder selection screen.
When the folder is selected, the files in the folder will 
appear. Select the file that you wish to retrieve.
 Thumbnail images of the stored files can be displayed for 
file selection.
☞FILE SELECTION SCREEN (page 6-27)
☞SELECTING A FILE (page 6-29)
 The search function can be used to retrieve a file.
☞SEARCHING FOR A STORED FILE (page 6-47)
Select the operation.
Select the desired operation and configure settings.
☞JOB SETTINGS SCREEN (page 6-30)
☞PRINTING A STORED FILE (page 6-31)
☞SENDING A STORED FILE (page 6-37)
☞PROPERTIES OF STORED FILES (page 6-39)
☞MOVING A STORED FILE (page 6-41)
☞DELETING A STORED FILE (page 6-43)
☞CHECKING AN IMAGE OF A STORED FILE (page 6-44)
Main Folder
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03.tiffName 304/04/2010
file-04Name 404/04/2010
file-05.tiffName 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSearch
Multi-File Print
File RetrieveScan to HDDHDD StatusEx Data Access
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail
Select the job. 
						

							6-26
DOCUMENT FILING
Contents
FOLDER AND FILE SELECTION SCREENS
To use a file stored by document filing, the folder and file must be selected. The folder selection screen and file selection 
screen are explained below.
FOLDER SELECTION SCREEN
Two different screens appear depending on whether or not user authentication is enabled on the machine.
When user authentication is not enabled When user authentication is enabled
(1) [Main Folder] key
Touch this key to retrieve a file from the Main folder. The 
files in the Main folder will appear.
(2) Custom folder keys
The custom folders that have been created using 
Document Filing Control (page 7-24) in system settings 
are displayed. Touch a key to display the files in that 
folder.
If a password has been set for a custom folder, a 
password entry screen will appear when the folder is 
touched. The password must be entered.
(3) [Quick File Folder] key
Touch this key to retrieve a file from the Quick File folder. 
The files in the Quick File folder will appear.
☞SAVING A FILE WITH Quick File (page 6-11)(4) Index tabs
All folders appear on the [All Folders] tab.
Touch a tab to display the custom folders whose initials 
(set in Document Filing Control in the system settings) 
match the letters on the tab.
(5) [My Folder] key
This key appears when user authentication is enabled. 
Touch the key to display the file selection screen of My 
Folder. When user authentication is enabled but My 
Folder is not configured, this key will be grayed out to 
prevent selection.
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
Quick File Folder
SearchFolder Select
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
(2)(1)(3)
(4)
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
Quick File Folder
SearchMy FolderFolder Select
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
(2)(1)(3)(5)
(4) 
						

							6-27
DOCUMENT FILING
Contents
FILE SELECTION SCREEN
The file selection screen of the Quick File folder, Main folder, and custom folders is explained below.
The file selection screen can be displayed in List screen format or Thumbnail screen format. (To select the format, 
see (5) [Switch Display] key below.)
This chapter assumes that the List screen format is selected.
(1) File keys
The stored files are displayed. An icon showing which mode 
the file was stored from, the file name, the user name, and 
the date the file was stored appear in each file key.
When a file is touched, the job setting screen appears.
Job icons
Thumbnail screen
The first page of thumbnail images of the stored files appears.
(2) [File Name] key, [User Name] key, [Date] key
Use these keys to change the order of display of the file 
keys. When one of the keys is touched,   or   
appears in the key.
 When   appears in the [File Name] key or [User 
Name] key, the files appear by file name or user name 
in ascending order.
When   appears in the [Date] key, the files appear in 
order from the oldest date.
 When   appears in the [File Name] key or [User 
Name] key, the files appear by file name or user name 
in descending order.
When   appears in the [Date] key, the files appear in 
order from the most recent date.(3) [Back] key
Touch this key to return to the base screen of document 
filing mode.
☞FOLDER SELECTION SCREEN (page 6-26)
(4) Page key
When multiple pages exist, use this key to enter the 
number of a page that you want to display. When the key 
is touched, a page number entry screen appears. Enter 
the desired page number (3 digits) with the numeric keys. 
For example, to display page 3, enter 003.
(5) [Switch Display] key
The displayed file keys can be changed by job type and can 
be displayed as thumbnail images. The currently selected 
job type appears to the right of the [Switch Display] key. [All 
Files] is initially selected. When the [Switch Display] key is 
touched, the following screen appears.
If you wish to display only the file keys of a specific job 
type, select the job type from the job type display at the 
top of the screen. 
To display thumbnail images of the files, touch the 
[Thumbnail] key. To change from the thumbnail screen to 
the list screen, touch the [List] key. When finished, touch 
the [OK] key.
Main Folder
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03.tiffName 304/04/2010
file-04Name 404/04/2010
file-05.tiffName 504/04/2010
User Name Date
All Files
1
2
BackSearch
Multi-File PrintSwitch Display
File RetrieveScan to HDDHDD StatusEx Data Access
SearchSort Order
Display Items
aaa.tiff
eee.tifffff.tiffggg.tiffhhh.tiff
bbb.tiffcccddd
Main FolderBack
File RetrieveScan to HDDHDD StatusEx Data Access
1
2
All FilesMulti-File PrintSwitch Display
(2)(3)(4)(1)
(6)
(5)
Date
8
(3)(4)(1)
(6)
(7)(5)
[List screen] [Thumbnail screen]
Copy
Internet fax 
transmission
Direct SMTP 
transmission
Print
Fax 
transmissionScan to 
E-mailScan to 
HDD
Scan to 
FTPScan to 
DesktopScan to 
Network 
Folder
PC-Fax 
transmissionPC-I-Fax 
transmission
The confidential icon ( ) will appear instead of a 
thumbnail image for files stored as confidential files.
Filter by Job
Display Style
OK
ListThumbnail
All FilesScanScan to HDD
CopyInternet Fax
FaxPrinter
Switch Display 
						

							6-28
DOCUMENT FILING
Contents
(6) [Multi-File Print] key
Touch this to select multiple files in a folder for printing.
☞MULTI-FILE PRINTING (page 6-33)
(7) Sort Order / Display Items
This can be used in the thumbnail screen.
The order of display of the file thumbnails can be 
changed in Sort Order. 
Select Date  , Date  , File Name  , File Name 
, User Name  , or User Name  .
The number of displayed file thumbnails can be changed 
in Display Items. 
Select 2 thumbnails or 8 thumbnails. 
						

							6-29
DOCUMENT FILING
Contents
SELECTING A FILE
This section explains how to select a file to be used.
1
Select the folder that contains the file 
you wish to use.
(1) Touch the [DOCUMENT FILING] key.
The folder selection screen will appear. If a different tab 
appears, touch the [File Retrieve] tab.
When user authentication is enabled and My Folder is 
configured in User List in the system settings, the 
custom folder specified as My Folder opens. To display 
the folder selection screen, touch the [Back] key.
(2) Touch the key of the folder that contains the 
desired file.
If a password is set for the selected folder, a password 
entry screen will appear.
Enter the password with the numeric keys (5 to 8 digits) 
and touch the [OK] key.
2
Touch the key of the desired file.
If a password is set for the selected file, a password entry 
screen will appear.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key.
 Touch the [Switch Display] key to display the keys of a particular mode such as copy or scanner mode, or to display 
thumbnail images of the files.
The [Switch Display] key allows you to quickly find a file.
 You can touch the [File Name] key, the [User Name] key, or the [Date] key to change the order of display of the files.
 The [Multi-File Print] key can be touched to select multiple files in a folder for printing.
☞MULTI-FILE PRINTING (page 6-33)
File RetrieveScan to HDDHDD StatusEx Data Access
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
Quick File Folder
SearchFolder Select
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
IMAGE SENDDOCUMENT
FILING COPY
(1)(2)
Main Folder
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03.tiffName 304/04/2010
file-04Name 404/04/2010
file-05.tiffName 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSearch
Multi-File Print 
						

							
6-30
DOCUMENT FILING
Contents
JOB SETTINGS SCREEN
When a file key is touched, the following screen appears. Touch the key of the operation that you wish to perform and 
select settings.
(1) File displayThis shows information on the currently selected file (job 
icon, file name, user name,  store size, and color mode).
(2) [Cancel] key Touch this key to cancel the  operation and return to the 
file selection screen.
(3) [Print] key Touch this key to print the selected file.
☞PRINTING A STORED FILE  (page 6-31)
(4) [Move] key Use this procedure to change  the location of a file (move 
a file to a different folder).
☞MOVING A STORED FILE  (page 6-41)
(5) [Send] key This is used to send a stored  file by fax, Internet fax, scan 
send, or other method.
☞SENDING A STORED FILE  (page 6-37)
(6) [Delete] key Touch this key to delete a file that is no longer needed.
☞DELETING A STORED FILE  (page 6-43)
(7) [Property Change] key Use this key to change the property (Sharing, Protect, 
or Confidential) of a stored file.
☞PROPERTIES OF STORED FILES  (page 6-39)(8) [Image Check] key
An image of the stored file appears.
☞CHECKING AN IMAGE OF A STORED FILE  (page 
6-44)
(9) [Detail] key Touch this key to show detailed information on the 
selected file.
When this key is touched,  the following screen appears.
If you wish to change the file  name, touch the [File Name] 
key in this screen.
A text entry screen will appear. Enter the desired file 
name. 
The   key appears when a special mode is selected. 
Touch the   key to  display the special mode selection 
confirmation screen.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty Change
MoveDeleteDetail
Select the job.
Main Folder
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03.tiffName 304/04/2010
file-04Name 404/04/2010
file-05.tiffName 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSearch
Multi-File Print
File RetrieveScan to HDDHDD StatusEx Data Access
(2)(1)
(4)
(6)(5)(3)(7) (9)( 8 )
Job Settings / DetailOK
File Namefile-01Name 1
Folder:Main Folder
Size:8½x11
Date:04/04/2010 11:20 AM
Data Size:40B
Document
Style:
Output:
Resolution:600X600dpi
Color / B/W:Full Color
Pages:10
Special
Modes:
File Type: