Sharp Mx 4100n Owners Manual

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DOCUMENT FILING
Contents
PRINTING A STORED FILE
A file stored using document filing can be retrieved and printed when needed. The settings used when the file was 
stored are also stored, and thus the file can be printed again using those settings. The file can also be modified before 
printing by changing the print settings.
After selecting the desired file, follow the steps below.
☞SELECTING A FILE (page 6-29)
1
Touch the [Print] key.
2
Touch the [Print and Delete the Data] key 
or the [Print and Save the Data] key.
If the [Print and Delete the Data] key is touched, the files will be 
automatically deleted after printing.
If the [Print and Save the Data] key is touched, the files will be 
saved after printing.
Output settings, 2-sided printing, special modes, the number of 
copies, and other settings can be selected. For more 
information, see PRINT SETTINGS SCREEN (page 6-32).
 A file saved in black and white or grayscale cannot be printed in color.
 When a long size document is stored from Scan to HDD or scan mode, the file cannot be printed. A file stored from scan 
mode that included fax mode or Internet fax mode destinations in a broadcast transmission can be printed.
 If print settings are changed when a stored file is printed, the only changed setting that can be stored is the number of 
copies.
 The printing speed may be somewhat slow depending on the resolution and exposure mode settings of the stored file.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail
Select the job.
Output
2-Sided
Special Modes
Paper SelectAuto
file-01Name 18½x11F. Color
Job Settings / PrintCancel
B/W Print
Number of Prints
1(1  999)Print and Delete the Data
Print and Save the Data 
						

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DOCUMENT FILING
Contents
PRINT SETTINGS SCREEN
(1) [Paper Select] key
Use this key to set the paper size.
(2) [Output] key
Use this key to select Sort, Group or Staple Sort, and to 
select the output tray.
(3) [2-Sided] key
Use this key to select the orientation of the image on the 
reverse side of the paper for 2-sided printing. To have the 
front and back images oriented in the same direction, 
touch the [2-Sided Booklet] key. To have the front and 
back images oriented opposite to each other, touch the 
[2-Sided Tablet] key. Note that the size and orientation of 
the saved image may cause these keys to have the 
opposite effect. If neither of these keys is selected 
(neither is highlighted), 1-sided printing will take place.
(4) [Special Modes] key
Touch this key to select Margin Shift, Pamphlet Style, 
2in1 / 4in1, Tandem Print, or Stamp.
This key does not appear if the file was saved from print 
mode.(5)  key
Use these keys to set the number of copies. The number 
of copies can also be selected by directly touching the 
numeric display and changing the number with the 
numeric keys.
(6) [Print and Delete the Data] key
Printing begins when this key is touched. When printing 
is finished, the file will be automatically deleted.
(7) [Print and Save the Data] key
Printing begins when this key is touched. The file will not 
be deleted after printing.
(8) [B/W Print] checkbox
Select this checkbox if the file was saved in color and you 
wish to print it in black & white.
When the file is saved in black & white, this checkbox 
does not appear.
Output
2-Sided
Special Modes
Paper SelectAuto
file-01Name 18½x11F. Color
Job Settings / PrintCancel
B/W Print
Number of Prints
1(1  999)Print and Delete the Data
Print and Save the Data
(5)
(8)
(6)
(7)
(1)
(2)
(3)
(4) 
						

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DOCUMENT FILING
Contents
MULTI-FILE PRINTING
Multiple files in a folder can be selected for printing.
1
Touch the [Multi-File Print] key.
To select files of a particular job type, touch the [Switch 
Display] key, select the job type from the screen that appears, 
and touch the [OK] key.
Touch the [Switch Display] key to show only files of a selected 
job type.
2
Select the keys of the files that you wish 
to print.
Touch the keys of the files that you wish to print. Touched file 
keys will be highlighted to indicate that they have been 
selected.
To cancel the selection of a file, touch the highlighted file key so 
that it is no longer highlighted.
To select all displayed file keys except those of confidential 
files, touch the [Select All] key.
The [Batch Print] key can be used to print all files of a particular 
user in a folder or all files that have the same password in a 
folder. For more information, see Batch printing (page 6-35).
 Multi-file printing of confidential files is not possible.
 A file in the currently selected folder cannot be selected simultaneously with a file in a different folder. 
 If the job type is changed with the [Switch Display] key or the screen is changed with the [Back] key while a file is 
selected, the selection of the file will be canceled.
 When the [Select All] key is touched, it will change into the [Cancel All] key. To cancel the selection of all files that 
was made with the [Select All] key, touch the [Cancel All] key.
 If all files are selected without using the [Select All] key, the key will not change into the [Cancel All] key. If selection 
of all files is canceled without using the [Cancel All] key, the key will remain the [Cancel All] key.
3
Touch the [OK] key
The selected file is entered and the screen changes to the print 
screen.
Main Folder
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03Name 304/04/2010
file-04Name 404/04/2010
file-05Name 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSearch
Multi-File Print
Multi-File Print
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03Name 304/04/2010
file-04Name 404/04/2010
file-05Name 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSelect AllOK
Batch Print
Multi-File Print
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03Name 304/04/2010
file-04Name 404/04/2010
file-05Name 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSelect AllOK
Batch Print 
						

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DOCUMENT FILING
Contents
4
Printing a selected file.
The number of selected files appears in the number of selected 
files display.
If you wish to use the number of copies that was stored with the 
file, go to step (3).
(1) Touch the [Apply the Number from Stored 
Setting of Each Job] checkbox so that it is 
not selected ( ).
(2) Set the number of copies with the   
keys.
You can also directly touch the numeric display and 
change the number with the numeric keys.
(3) Touch the [Print and Delete the Data] key or 
the [Print and Save the Data] key.
If the [Print and Delete the Data] key is touched, the files 
will be automatically deleted after printing.
If the [Print and Save the Data] key is touched, the files 
will be saved after printing.
Number of Selected Files: 5
Job Settings / PrintCancel
Apply the Number from Stored Setting of
Each Job.
1(1  999)
Number of Prints
Print and Delete the Data
Print and Save the Data
(1)(2)(3) 
						

							6-35
DOCUMENT FILING
Contents Batch printing
All files in a folder that have the same user name and password can be printed at once. When the [Multi-File Print] key is 
touched, it changes into the [Batch Print] key.
1
Touch the [Batch Print] key.
2
Touch the [User Name] key.
When user authentication is used, the user name that was used 
for login is automatically selected.
3
Select the user name.
There are four 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 [Default User] key.
The user name can be selected from the factory stored 
users.
(C) 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.
(D) Touch the [Direct Entry] key.
A text entry screen appears. Directly enter the user name. 
After selecting the user name, touch the [OK] key.
When [Selection of [All Users] is not allowed.] checkbox and [Selection of [User Unknown] is not allowed.] checkbox 
are disabled in the system settings (administrator), the [All Users] key and [User Unknown] key can be selected.
The [All Users] key can be touched to select all files in the folder (the files of all users).
The [User Unknown] key can be touched to select all files in the folder that do not have a user name.
Multi-File Print
File Name
file-01Name 104/04/2010
file-02Name 204/04/2010
file-03Name 304/04/2010
file-04Name 404/04/2010
file-05Name 504/04/2010
User Name Date
All FilesSwitch Display
1
2
BackSelect AllOK
Batch Print
User 1/All Files
Batch PrintCancel
Delete the
DataPrint and Delete the Data
Print and Save the DataChange PRT.No.
User Name 
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
12Default User
Direct Entry
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(B)
(D)(C) 
						

							6-36
DOCUMENT FILING
Contents
4
If a password has been established, 
touch the [Password] key.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key. Only files that have the same password will 
be selected.
If you do not wish to enter a password, go to the next step.
5
To set the number of copies, touch the 
[Change PRT.No.] key.
If you wish to use the number of copies stored with each file, go 
to step 6.
(1) Touch the [Apply the Number from Stored 
Setting of Each Job] checkbox so that it is 
not selected ( ).
(2) Set the number of copies with the   
keys.
You can also directly touch the numeric display and 
change the number with the numeric keys.
(3) Touch the [OK] key.
6
Touch the [Print and Delete the Data] key 
or the [Print and Save the Data] key.
If the [Print and Delete the Data] key is touched, the files will be 
automatically deleted after printing.
If the [Print and Save the Data] key is touched, the files will be 
saved after printing.
If there are no files that match the search conditions, you will 
return to the file list screen.
All files that match the current search conditions can be deleted by touching the [Delete the Data] key.
User 1/All Files
Batch PrintCancel
Delete the
DataPrint and Delete the Data
Print and Save the DataChange PRT.No.
User Name 
Password
Name 1
User 1/All Files
Batch PrintCancel
Delete the
DataPrint and Delete the Data
Print and Save the DataChange PRT.No.
User Name 
Password
Name 1
Change Print Number
Batch PrintCancel
OKCancel
Apply the Number from Stored Setting of
Each Job.
1(1  999)
(1)(3)(2)
User 1/All Files
Batch PrintCancel
Delete the
DataPrint and Delete the Data
Print and Save the DataChange PRT.No.
User Name 
Password
Name 1 
						

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DOCUMENT FILING
Contents
SENDING A STORED FILE
A file stored by document filing can be retrieved and transmitted whenever needed. The settings used when the file was 
stored are also stored, and thus the file can be transmitted using those settings. If needed, you can also change the 
transmission settings to modify the retrieved file.
After selecting the desired file, follow the steps below.
☞SELECTING A FILE (page 6-29)
1
Touch the [Send] key.
2
Select transmission settings.
For information on the settings, see SEND SETTINGS 
SCREEN (page 6-38).
3
Press the [COLOR START] key or the [BLACK & WHITE START] key.
If you are sending a fax or an Internet fax, only the [BLACK & WHITE START] key can be used.
 A file saved in black and white or grayscale cannot be transmitted in color.
 A stored print job cannot be transmitted.
 These transmission methods require installation of the corresponding options.
 If any of the following special modes were included in the saved file, the file cannot be transmitted.
Pamphlet Copy, Covers/Inserts, Photo Repeat, Multi-Page Enlargement, Multi Shot for copying.

If any of the following special modes were included in the saved file, the file can be transmitted but the special modes will 
not be executed.
Margin Shift, Transparency Inserts, Book Copy, Tab Copy, Stamp, all Color Adjustments menu items, Centering
 Depending on the reduction or enlargement ratio used when storing a file, it may not be possible to send the stored file 
using a selected resolution setting. In this event, try changing the resolution.
However, when sending a stored file by Internet fax, transmission may not be possible even if the resolution is changed.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail
Select the job.
Address Book
Address Entry
Send SettingsResolution
File Format
Special Modes
file
-01
F. Color
200X200dpi
PDFPDF
Name 1 
						

							6-38
DOCUMENT FILING
Contents
SEND SETTINGS SCREEN
The keys that appear in the send settings are explained below. For more information on each of the settings, see BASE 
SCREEN OF FAX MODE (page 4-7) in 4. FACSIMILE and BASE SCREEN (page 5-9) in 5. SCANNER / 
INTERNET FAX.
Example of scan mode
(1) Send mode tabs
Touch the appropriate tab to select fax mode, scan 
mode, Internet fax mode, etc.
(2) [Address Book] key
Touch this key to display the destinations stored in the 
address book.
(3) [Address Entry] key or [Sub Address] key
Use this key to directly enter an address when sending a 
file in scan mode or Internet Fax mode.
In fax mode this appears as the Sub Address key. Use 
this key to enter a sub-address and password for F-code 
communication.
(4) [Send Settings] key
This key appears in scan mode and Internet fax mode. 
Touch the key to enter a subject and a file name when 
performing a transmission. In scan mode, a sender can 
also be specified.
(5)  key
The 3-digit search number that was assigned to a 
one-touch key or group key when the key was stored can 
be entered to specify a destination.
(6) [Next Address] key
This key appears when at least one address has been 
entered. Use this key when you are sending a file to 
multiple destinations.
(7) [Cancel] key
This returns you to the job settings screen.
(8) File name / User name display
This shows the icon of the file to be sent, the file name, 
the user name, and the color mode (color/black & white).(9) Any of these keys can be touched to change the 
corresponding settings of the file to be sent. The 
settings that can be selected vary by mode.
Scan mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[File Format] key
This lets you select the file type, compression ratio, 
and color mode.
[Special Modes] key
This displays the [Timer] key.
Internet fax mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[File Format] key
Use this to select the file type and compression ratio.
[Special Modes] key
This displays the [Timer] and [Transaction Report] 
keys.
Fax mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[Special Modes] key
This displays the [Timer], [Own Name Select], and 
[Transaction Report] keys.
Address Book
Address Entry
Send SettingsResolution
File Format
Special Modes
file-01
F. Color
200X200dpi
PDFPDF
Name 1
ScanInternet FaxFax
Ready to send.Cancel
(6)
(1)
(2)
(3)
(4)
(5)
(8)
(9)
(7) 
						

							6-39
DOCUMENT FILING
Contents
PROPERTIES OF STORED FILES
FILE PROPERTIES
A protect setting can be selected for files saved with the document filing function. This prevents a file from being moved, 
or automatically or manually deleted.
Three properties are available for saved files: [Sharing], [Protect], and [Confidential]. When saved with the [Sharing] 
property, a file is not protected. When saved with the [Protect] or [Confidential] property, a file is protected.
Files saved to the Quick File folder are all saved as [Sharing] files. When a file is saved to the Main folder or a custom 
folder, [Sharing] or [Confidential] can be selected.
CHANGING THE PROPERTY
After selecting the desired file, follow the steps below.
☞SELECTING A FILE (page 6-29)
SharingA [Sharing] file can be changed to [Protect] or [Confidential] using [Property Change] in the Job Settings.
ProtectProtect prevents a file from being moved or deleted. A password cannot be established. The   icon 
appears with the mode icon in the file key of a protected file.
ConfidentialTo protect a Confidential file, a password is set. (The password must be entered to retrieve the file.) The   
icon appears with the mode icon in the file key of a confidential file.
1
Touch the [Property Change] key.
2
Select the property.
(1) Touch the key of the desired property.
When the [Confidential] key is touched, the [Password] 
key can be touched.
Touch the [Password] key, enter a password (5 to 8 digits) 
with the numeric keys, and touch the [OK] key.
(2) Touch the [OK] key.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail
Select the job.
Job Settings / Property Change OKCancel
file-01Name 18½x11F. Color
ConfidentialSharing
ProtectPassword
(1)(2) 
						

							6-40
DOCUMENT FILING
Contents
Restrictions on changing the property
 A file that is set to Sharing can be changed to Protect or Confidential. However, a Sharing file that is saved in the 
Quick File folder can only be changed to Protect.
 A file that is set to Protect can be changed to Sharing or Confidential. However, a Protect file that is saved in the 
Quick File folder can only be changed to Sharing.
 A file that is saved in the Quick File folder cannot be changed to Confidential. If the file is moved to the Main folder or a 
custom folder, the property can be changed to Confidential.
 Two properties cannot be selected for a single file.