Sharp Mx 4100n Owners Manual
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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]...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-655.png "Page 656
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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]...")
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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...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-656.png "Page 657
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DOCUMENT FILING
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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...")
![Page 658
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DOCUMENT FILING
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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...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-657.png "Page 658
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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...")
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DOCUMENT FILING
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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...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-658.png "Page 659
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DOCUMENT FILING
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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...")
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DOCUMENT FILING
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MOVING A STORED FILE
Use this procedure to change the location of a file (move a file to a different folder).
After selecting the desired file, follow the steps below.
☞SELECTING A FILE (page 6-29)
1
Touch the [Move] key.
2
Touch the [Move to:] key.
A file cannot be moved to the Quick File Folder. With this procedure, the original name is changed and the file is
moved to the specified folder. (Unlike the Save As command on a computer, the file is not copied to the...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-660.png "Page 661
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DOCUMENT FILING
Contents
MOVING A STORED FILE
Use this procedure to change the location of a file (move a file to a different folder).
After selecting the desired file, follow the steps below.
☞SELECTING A FILE (page 6-29)
1
Touch the [Move] key.
2
Touch the [Move to:] key.
A file cannot be moved to the Quick File Folder. With this procedure, the original name is changed and the file is
moved to the specified folder. (Unlike the Save As command on a computer, the file is not copied to the...")
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DOCUMENT FILING
Contents
4
Touch the [Move] key.
A file whose property is Protect cannot be moved. To move a protected file, change its property to Sharing or
Confidential.
User 2
Move
Job Settings / MoveCancel
file-01Name 1F. Color
File Name
Move to:
Select the folder the file is moved to.
file-01
8½x11](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-661.png "Page 662
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DOCUMENT FILING
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4
Touch the [Move] key.
A file whose property is Protect cannot be moved. To move a protected file, change its property to Sharing or
Confidential.
User 2
Move
Job Settings / MoveCancel
file-01Name 1F. Color
File Name
Move to:
Select the folder the file is moved to.
file-01
8½x11")
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DOCUMENT FILING
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DELETING A STORED FILE
Stored files that are no longer needed can be deleted.
Select the file that you wish to delete and touch the [Delete] key.
☞SELECTING A FILE (page 6-29)
1
Touch the [Delete] key.
2
Check the file and then touch the [Yes]
key.
A file whose property is Protect cannot be deleted. To delete a protected file, change its property to Sharing or
Confidential.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-662.png "Page 663
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DOCUMENT FILING
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DELETING A STORED FILE
Stored files that are no longer needed can be deleted.
Select the file that you wish to delete and touch the [Delete] key.
☞SELECTING A FILE (page 6-29)
1
Touch the [Delete] key.
2
Check the file and then touch the [Yes]
key.
A file whose property is Protect cannot be deleted. To delete a protected file, change its property to Sharing or
Confidential.
Job SettingsCancel
file-01Name 18½x11F. Color
PrintSendImage CheckProperty
Change
MoveDeleteDetail...")
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CHECKING AN IMAGE OF A STORED FILE
You can check an image of a file stored using document filing.
Select the desired file and touch the [Image Check] key.
☞SELECTING A FILE (page 6-29)
Depending on the size of the image, part of the image may be clipped off in the image check screen on the touch panel.
1
Touch the [Image Check] key.
2
Check the image of the file.
For information on each of the items, see IMAGE CHECK
SCREEN (page 6-45).
Job SettingsCancel
file-01Name...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-663.png "Page 664
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CHECKING AN IMAGE OF A STORED FILE
You can check an image of a file stored using document filing.
Select the desired file and touch the [Image Check] key.
☞SELECTING A FILE (page 6-29)
Depending on the size of the image, part of the image may be clipped off in the image check screen on the touch panel.
1
Touch the [Image Check] key.
2
Check the image of the file.
For information on each of the items, see IMAGE CHECK
SCREEN (page 6-45).
Job SettingsCancel
file-01Name...")
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RETRIEVING AND USING A FILE FROM THE
JOB STATUS SCREEN
Files stored using File and Quick File appear as keys in the job status complete screen.
This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another
destination.
1
Press the [JOB STATUS] key.
2
Touch the job status selector key so that
[Complete] is highlighted.
3
Select the desired file in the completed
jobs.
(1) Touch the key of the desired file.
(2) Touch...](http://img.usermanuals.tech/thumb/68/104798/w64_mx-4100n-owners-manual-1525696621_d-665.png "Page 666
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RETRIEVING AND USING A FILE FROM THE
JOB STATUS SCREEN
Files stored using File and Quick File appear as keys in the job status complete screen.
This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another
destination.
1
Press the [JOB STATUS] key.
2
Touch the job status selector key so that
[Complete] is highlighted.
3
Select the desired file in the completed
jobs.
(1) Touch the key of the desired file.
(2) Touch...")
6-41 DOCUMENT FILING Contents MOVING A STORED FILE Use this procedure to change the location of a file (move a file to a different folder). After selecting the desired file, follow the steps below. ☞SELECTING A FILE (page 6-29) 1 Touch the [Move] key. 2 Touch the [Move to:] key. A file cannot be moved to the Quick File Folder. With this procedure, the original name is changed and the file is moved to the specified folder. (Unlike the Save As command on a computer, the file is not copied to the specified folder with the original file remaining in the original location.) To change the file name, touch the [File Name] key. 3 The above screen shows the custom folders as an example. Select the destination folder. (1) Touch the key of the folder to which you want to move the 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 [OK] key. Job SettingsCancel file-01Name 18½x11F. Color PrintSendImage CheckProperty Change MoveDeleteDetail Select the job. Job Settings / MoveCancel file-01Name 1F. Color File Name Move to: Select the folder the file is moved to. file-01 Move 8½x11 Main Folder OKJob Settings / Move 12 All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ User 1 User 3 User 5 User 7 User 9 User 2 User 4 User 6 User 8 User 10 (1)(2)
6-42 DOCUMENT FILING Contents 4 Touch the [Move] key. A file whose property is Protect cannot be moved. To move a protected file, change its property to Sharing or Confidential. User 2 Move Job Settings / MoveCancel file-01Name 1F. Color File Name Move to: Select the folder the file is moved to. file-01 8½x11
6-43 DOCUMENT FILING Contents DELETING A STORED FILE Stored files that are no longer needed can be deleted. Select the file that you wish to delete and touch the [Delete] key. ☞SELECTING A FILE (page 6-29) 1 Touch the [Delete] key. 2 Check the file and then touch the [Yes] key. A file whose property is Protect cannot be deleted. To delete a protected file, change its property to Sharing or Confidential. Job SettingsCancel file-01Name 18½x11F. Color PrintSendImage CheckProperty Change MoveDeleteDetail Select the job. YesNo Delete the file data? Name 1 file-01
6-44 DOCUMENT FILING Contents CHECKING AN IMAGE OF A STORED FILE You can check an image of a file stored using document filing. Select the desired file and touch the [Image Check] key. ☞SELECTING A FILE (page 6-29) Depending on the size of the image, part of the image may be clipped off in the image check screen on the touch panel. 1 Touch the [Image Check] key. 2 Check the image of the file. For information on each of the items, see IMAGE CHECK SCREEN (page 6-45). Job SettingsCancel file-01Name 18½x11F. Color PrintSendImage CheckProperty Change MoveDeleteDetail Select the job. Image CheckBack Display Rotation Detail file-01Name 1F. Color8½x11 /00100001
6-45 DOCUMENT FILING Contents IMAGE CHECK SCREEN This section explains the image check screen. (1) Information display This shows information on the displayed image. (2) 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.) (3) 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.(4) 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. (5) [Detail] key This shows the detailed information screen. ☞FILE SELECTION SCREEN (page 6-27) (6) 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. 00010010 file-01Name 1F. Color8½x11 Image Check Detail Back Display Rotation (3)(5)(1) (2)(4)(6) For a print file, only an image of the first page of the file is shown; the displayed page cannot be changed. A print file cannot be rotated. A preview image is an image for display on the touch panel. It will differ from the actual print result.
6-46 DOCUMENT FILING Contents RETRIEVING AND USING A FILE FROM THE JOB STATUS SCREEN Files stored using File and Quick File appear as keys in the job status complete screen. This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another destination. 1 Press the [JOB STATUS] key. 2 Touch the job status selector key so that [Complete] is highlighted. 3 Select the desired file in the completed jobs. (1) Touch the key of the desired file. (2) Touch the [Call] key. The job settings screen appears. Select and perform the desired operation. ☞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) To view information on a file, select the file and then touch the [Detail] key. JOB STATUS Print JobScan toFax Job Computer01002/001Printing 0312345678002/000Waiting 0312345678002/000Waiting Copy002/000Waiting SpoolJob QueueComplete Job QueueSets / ProgressStatus 11 Detail Stop/Delete Priority 1 2 3 4 Internet Fax Print JobScan toFax Job Computer0211:00 04/04 001/001 OK 10:33 04/04 010/010 OK 10:31 04/04 013/013 OK 10:30 04/04 010/010 OK Computer03 Computer04 file-01 10:13 04/04 001/001 OKCopy 10:03 04/04 001/001 OKCopy 10:01 04/04 003/003 OKComputer05 10:00 04/04 010/010 OKCopy SpoolJob QueueComplete Jobs CompletedSet TimeStatusSets 11 Detail Call Internet Fax (2)(1)
6-47 DOCUMENT FILING Contents SEARCHING FOR A STORED FILE When there are many stored files, it may take time to find a file. The search function of document filing mode can be used to find a file quickly. This section explains how to search for a file or folder on the machines hard drive. Searching is possible even when you only know part of the file name or folder name. A folder can also be specified as a search range. Example: Only part of a file name is known: Meeting 1 Open the file search screen. (1) Touch the [DOCUMENT FILING] key. (2) Touch the [Search] key. 2 Touch the [User Name] key or the [File or Folder Name] key. If you know the user name, touch the [User Name] key and go to Using the user name to search in step 3. If you know the file name, touch the [File or Folder Name] key and go to Using the file name or folder name to search in step 3. When you search using Meeting...All folders and files that include Meeting will be listed.[Search results] Text 1 Report Regular meeting Regular meeting Meeting graphsMeeting graphs MainQuick File For individuals For meetingsFor meetings [Hard drive] 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) SearchCancelStart Search User Name File or Folder Name Password
6-48 DOCUMENT FILING Contents 3 Using the user name to search 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. Searching is possible even if you only enter the first several letters of the user name. After selecting the user name, touch the [OK] key. After the user name is selected, the [Password] key can be touched. To search for files of the selected user name that have a certain password, touch the [Password] key and enter the password. (It is not possible to search using a password only.) Using the file name or folder name to search Enter the file name or folder name in the text entry screen that appears and touch the [OK] key. 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)
6-49 DOCUMENT FILING Contents 4 Touch the [Start Search] key. The search results will appear in a screen similar to the following screen. A list of the files that match your search criteria will appear. Select the desired file from the list. The job settings screen will appear. To return to the base screen of document filing mode, touch the [Cancel] key. To return to the file search screen, touch the [Search Again] key. When you search using [File or Folder Name], custom folders that match the search characters will also appear in the list. When a folder key is touched, a list of the files in the folder appears. Touch the desired file in the list. You can also use the Web pages to search for a file. Click [Document Operations], [Document Filing], and then [Search] in the Web page menu. Start Search Password file-01 Name 1 SearchCancel User Name File or Folder Name Search File or Folder Name file-01Name 104/04/2010 User Name Date 11 Search AgainCancel
6-50 DOCUMENT FILING Contents Searching within a folder You can specify a folder to restrict the search range to that folder. To search within a specified folder, follow the steps below. 1 Open the folder that you wish to search. (1) Touch the [DOCUMENT FILING] key. (2) Touch the key of the folder that you wish to search. 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 [Search] key. 3 Touch the [User Name] key or the [File or Folder Name] key. If you know the user name, touch the [User Name] key and go to Using the user name to search in step 4. If you know the file name, touch the [File or Folder Name] key and go to Using the file name or folder name to search in step 4. 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 Search within Current Folder SearchCancelStart Search User Name File or Folder Name Password