Sharp Mx 4100n Owners Manual

							6-51
DOCUMENT FILING
Contents
4
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 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) 
						

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DOCUMENT FILING
Contents
5
Start searching.
(1) Touch the [Search within Current Folder] 
checkbox so that it is selected  .
To search only files that are in the current folder, select 
the [Search within Current Folder] checkbox  .
Use this method to search for a file in a confidential folder.
(2) 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.
Start Search
Password
file-01
Name 1
Search within Current Folder
SearchCancel
User Name 
File or Folder Name
(2)(1)
Search
File or Folder Name
file-01Name 104/04/2010
User Name Date
11
Search AgainCancel 
						

							
7-1
This chapter explains the system settings, which are used to configure a variety of parameters to suit the aims and 
needs of your workplace. The current selections that have been made for the settings can be viewed or printed out.
To quickly check where a setting is loca ted in the system settings menu, see SYSTEM SETTINGS MENU in the Quick 
Start Guide,  Accessing the System Settings (General)  (page 7-5), or Accessing the System Settings (Administrator)  
(page 7-26).
For the system settings for the fax function, see  System Settings for Fax (General) List (page 7-98) and System 
Settings for Fax (Administrator) List  (page 7-104).
SYSTEM SETTINGS
System Settings  . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-3
Common Operation Methods . . . . . . . . . . . . . . . . .  7-4
SYSTEM SETTINGS (GENERAL)
Accessing the System Settings (General)  . . . . . .  7-5
System Settings (General) List  . . . . . . . . . . . . . . .  7-6
Total Count  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
• Job Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
 Device Count  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
Default Settings . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-11  Clock Adjust . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-11
 Keyboard Select . . . . . . . . . . . . . . . . . . . . . . . .  7-12
List Print (User) . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-12
Paper Tray Settings  . . . . . . . . . . . . . . . . . . . . . . .  7-13  Tray Settings  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-13
 Paper Type Registration . . . . . . . . . . . . . . . . . .  7-15
 Auto Tray Switching . . . . . . . . . . . . . . . . . . . . .  7-15
 Custom Size Registration (Bypass)  . . . . . . . . .  7-15
Address Control  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-16  Address Book . . . . . . . . . . . . . . . . . . . . . . . . . .  7-16
 Custom Index . . . . . . . . . . . . . . . . . . . . . . . . . .  7-18
 Program  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-19
Fax Data Receive/Forward . . . . . . . . . . . . . . . . . .  7-20  I-Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-20
Printer Condition Settings  . . . . . . . . . . . . . . . . . .  7-21  Printer Default Settings. . . . . . . . . . . . . . . . . . .  7-21
 PCL Settings. . . . . . . . . . . . . . . . . . . . . . . . . . .  7-22
 PostScript Setting . . . . . . . . . . . . . . . . . . . . . . .  7-23
Document Filing Control  . . . . . . . . . . . . . . . . . . .  7-24
USB-Device Check  . . . . . . . . . . . . . . . . . . . . . . . .  7-25
User Control  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-25  Modify User Information . . . . . . . . . . . . . . . . . .  7-25
SYSTEM SETTINGS (ADMINISTRATOR)
Accessing the System Settings (Administrator). . .  7-26
 When User Authentication is not Enabled  . . . .  7-26
 When User Authentication is Enabled  . . . . . . .  7-27
System Settings (Administrator) List  . . . . . . . . .  7-29
User Control  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-45  User Authentication Setting  . . . . . . . . . . . . . . .  7-45
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-46
 User List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-49
 Page Limit Group List . . . . . . . . . . . . . . . . . . . .  7-51
 Authority Group List  . . . . . . . . . . . . . . . . . . . . .  7-52
 Favorite Operation Group List  . . . . . . . . . . . . .  7-55
 User Count . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-57
Energy Save . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-59
Operation Settings  . . . . . . . . . . . . . . . . . . . . . . . .  7-60  Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-60
 MFP Display Pattern Setting  . . . . . . . . . . . . . .  7-62
 Customize Key Setting . . . . . . . . . . . . . . . . . . .  7-62
 Home Screen Settings . . . . . . . . . . . . . . . . . . .  7-62
 Preview Setting. . . . . . . . . . . . . . . . . . . . . . . . .  7-63
 Remote Operation Settings  . . . . . . . . . . . . . . .  7-63
 Soft Keyboard Template Setting . . . . . . . . . . . .  7-63
Device Control . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-64  Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-64
 Original Size Detector Setting  . . . . . . . . . . . . .  7-66
 Disabling of Devices . . . . . . . . . . . . . . . . . . . . .  7-67
 Fusing Control Settings  . . . . . . . . . . . . . . . . . .  7-67
Copy Function Settings  . . . . . . . . . . . . . . . . . . . .  7-68  Initial Status Settings  . . . . . . . . . . . . . . . . . . . .  7-68
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-69
 Color Adjustments  . . . . . . . . . . . . . . . . . . . . . .  7-71
CHAPTER 7
SYSTEM SETTINGS 
						

							7-2
SYSTEM SETTINGS
Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-72
Printer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-73
 Default Settings  . . . . . . . . . . . . . . . . . . . . . . . .  7-73
 Interface Settings . . . . . . . . . . . . . . . . . . . . . . .  7-74
 Auto Color Calibration  . . . . . . . . . . . . . . . . . . .  7-75
Image Send Settings . . . . . . . . . . . . . . . . . . . . . . .  7-76
 Operation Settings  . . . . . . . . . . . . . . . . . . . . . .  7-76
 Scan Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-80
 I-Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-82
Document Filing Settings . . . . . . . . . . . . . . . . . . .  7-86
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-86
 Document Output Options  . . . . . . . . . . . . . . . .  7-88
 Automatic Deletion of File Settings. . . . . . . . . .  7-88
List Print (Administrator)  . . . . . . . . . . . . . . . . . . .  7-89
Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-90
Enable/Disable Settings . . . . . . . . . . . . . . . . . . . .  7-91
Change Administrator Password  . . . . . . . . . . . .  7-94
Product Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-94
Data Backup  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-95
Storing/Calling of System Settings . . . . . . . . . . .  7-96
Sharp OSA Settings  . . . . . . . . . . . . . . . . . . . . . . .  7-97
SYSTEM SETTINGS FOR FAX
System Settings for Fax (General) List . . . . . . . .  7-98
Address Control  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-99
 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . .  7-99
 F-Code Memory Box  . . . . . . . . . . . . . . . . . . .  7-101
Fax Data Receive/Forward . . . . . . . . . . . . . . . . .  7-103
 Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-103
System Settings for Fax (Administrator) List . .  7-104
Image Send Settings . . . . . . . . . . . . . . . . . . . . . .  7-106
 Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-106 
						

							7-3
SYSTEM SETTINGS
Contents
System Settings
The system settings are used to configure a variety of parameters to suit the aims and needs of your workplace. The 
system settings are also used to display or print out the current settings and status of the machine. The system settings 
allow you to make the machine easier to use.
The system settings consist of settings that are used by general users, and settings that can only be configured by an 
administrator of the machine. These two groups of settings are distinguished in this manual as follows.
SYSTEM SETTINGS
System Settings (General)System Settings (Administrator) *Login Required
System settings that can be configured by general users 
(including the administrator). For example, the following 
settings can be configured:
 Date and time settings
 Paper tray settings (paper size and paper type)
 Storing destinations for the fax and scanner functions
 Settings related to the printer function
 Creating folders for document filing
 Displaying the number of pages printed, scanned, and 
faxed.
For more information, see SYSTEM SETTINGS (GENERAL) 
(page 7-5).System settings that can be configured by the administrator. 
To configure these settings, login as an administrator is 
required. For example, the following settings can be 
configured:
 Storing users of the machine
 Energy save settings
 Settings related to the operation panel
 Settings for peripheral devices installed on the machine.
 Settings related to the copy function
 Network connection settings
 Transmission/reception settings for faxes and scanned 
images
 Advanced settings for the document filing function
For more information, see SYSTEM SETTINGS 
(ADMINISTRATOR) (page 7-26).
Settings for general usersSettings for administrators
Administrator password
To maintain security, the administrator of the machine should promptly change the password after the machine is 
purchased. (For the factory default administrator password, see TO THE ADMINISTRATOR OF THE MACHINE in the 
Safety Guide.) To change the password, see Change Administrator Password (page 7-94).
*To ensure a high level of security, change the password at regular intervals.
 The above groupings of General and Administrator are used as a convenient means of clarifying the functions of the 
settings. These groupings do not appear in the touch panel.
 For fax settings, see SYSTEM SETTINGS FOR FAX (page 7-98).
Web pages
The system settings can also be configured from the Web pages. To configure the system settings from the Web pages, 
click [System Settings] in the Web page menu.
In addition to the system settings, network and security settings can also be configured in the Web pages. For information 
on the settings, see Help in the Web pages. 
						

							7-4
SYSTEM SETTINGS
Contents
Common Operation Methods
This section explains special operation methods that are common to all system settings.
Be sure to read this section, as the information is omitted in the explanations of some of the individual settings.
Example: Address book screen
(1) Sort
Use this to select the method of displaying destinations 
and the index type.
Example: In the Address Book screen, the display can 
be switched between the following three methods:
 Alphabetical/User index
 Display by mode
 Ascending/Descending/Number order
(2) Index keys
Touch an index key to display the corresponding 
destinations. The index keys that appear vary depending 
on the Sort setting.
(3)   (Search number entry box)
To search for an address, touch   and enter a search 
number.
When a user is searched for, the icon changes to  .
(4) [Back] key
Returns you to the previous screen.
(5) Select box
Touch   to display a list of the items that can be 
selected. Touch an item in the list to select it.
(6) Text box (numerical)
Touch this box to enter a number. Numbers are entered 
with the numeric keys.
If you make a mistake, press the [CLEAR] key ( ) to 
clear the incorrect number.(7) Text box
Touch this box to open a text entry screen. When you 
have finished entering text in the screen, the text will 
appear in the text box. 
(8) Checkbox
This switches between   and   each time you touch 
it. To enable the corresponding setting, touch the 
checkbox so that a checkmark appears  . To disable 
the setting, clear the checkmark  .
Radio buttons ( ) are also used to select settings in 
this way. (However, radio buttons are used to select a 
single item out of several.)
(9) [Cancel] key
This cancels a setting and returns you to the previous 
screen.
(10) [OK] key
Touch this to store the current settings.
(11) Scroll bar
Use this to scroll the screen up and down.
Touch the bar and slide it up or down to move the screen.
You can also move the screen up and down with the 
 keys.
System SettingsAddress ControlCancelOK
Address Type:
Search Number:Address Name (Required):Initial (Optional):Key Name:Custom Index:
Register this Address to be added to the [Frequent Use] index.
E-mail
User 1
(1-999)
Address BookBack
Index Switch
Sort Address
Sorting Order
ABC
Search Number
AllAdd New
AAA AAA
CCC CCC
EEE EEE
GGG GGG
III III
BBB BBB
DDD DDD
FFF FFF
HHH HHH
JJJ JJJ
Freq.ABCDEFGHIJKLMNOPQRSTUVWXYZetc.
12
(1)
(2)
(3)(8)
(4)(5)
(6)
(7)
(11)
(10)(9) 
						

							7-5
SYSTEM SETTINGS
Contents
This section describes the system settings that can be configured by general users of the machine.
Accessing the System Settings (General)
Make sure that the machine is in the standby state and 
then press the [SYSTEM SETTINGS] key on the 
operation panel.
When the [SYSTEM SETTINGS] key is pressed, the 
following menu screen appears on the touch panel.
Touch the item in this screen that you wish to configure. 
For detailed explanations of each of the settings, see the 
following pages of this chapter.
SYSTEM SETTINGS (GENERAL)
LOGOUT HOME
IMAGE SEND
JOB STATUSPRINTREADYDATA
DATA
LINE SYSTEM
SETTINGS
System SettingsExitAdmin Password
Total CountDefault Settings
Address Control
USB-Device Check
List Print
(User)
Fax Data
Receive/ForwardPaper Tray
Settings
Printer Condition
SettingsDocument Filing
Control
 To quit the system settings, touch the [Exit] key in the top right corner of the screen.
 For the procedure to follow when user authentication is enabled, see USER AUTHENTICATION (page 1-17) in 
1. BEFORE USING THE MACHINE. 
						

							7-6
SYSTEM SETTINGS
Contents
System Settings (General) List
When the system settings are accessed with general rights, the following items appear. For items that can only be 
accessed with administrator rights, see System Settings (Administrator) List (page 7-29).
Total Count
Default Settings
List Print (User)
 Depending on the machine specifications and peripheral devices installed, it may not be possible to use some settings.
 For explanations of settings related to the fax function, see SYSTEM SETTINGS FOR FAX (page 7-98).
ItemFactory default settingPage
■Total Count7-10
●Job Count–7-10
●Device Count–7-10
ItemFactory default settingPage
■Default Settings7-11
●Clock Adjust
7-11
XClock Adjust
‹Specify Time Zone–
‹Date & Time Settings–
‹Synchronize with Internet Time ServerDisable
XDaylight Saving Time SettingDisable
XDate Format[MM/DD/YYYY], [/], [Last], [12-Hour]
●Keyboard SelectEnglish (US)7-12
ItemFactory default settingPage
■List Print (User)
7-12
●All Custom Setting List–
●Printer Test Page–
●Sending Address List–
●Document Filing Folder List– 
						

							7-7
SYSTEM SETTINGS
Contents
Paper Tray Settings
*1 When a stand/1 x 500 sheet paper drawer / stand/2 x 500 sheet paper drawer is installed.
*2 When a stand/2 x 500 sheet paper drawer is installed.
*3 When a large capacity tray is installed.
Address Control
Fax Data Receive/Forward
* When the Internet fax expansion kit is installed.
ItemFactory default settingPage
■Paper Tray Settings7-13
●Tray Settings
7-13
XTray 1
Plain, Auto-InchXTray 2
XTray 3*1
XTray 4*2
XTray 5*3Plain, 8-1/2 x 11
XBypassPlain, Auto-Inch
‹Select Similar Sizes for Auto Detection8-1/2 x 14
●Paper Type Registration–7-15
●Auto Tray SwitchingEnabled7-15
●Custom Size Registration (Bypass)Custom 1: X=17, Y=11
Custom 2: X=17, Y=11
Custom 3: X=17, Y=11
7-15
ItemFactory default settingPage
■Address Control7-16
●Address Book–7-16
●Custom IndexUser 17-18
●Program–7-19
ItemFactory default settingPage
■Fax Data Receive/Forward7-20
●I-Fax Settings*
7-20XReception Start–
XManual Reception Key in Initial ScreenEnabled
XForward Received Data– 
						

							7-8
SYSTEM SETTINGS
Contents
Printer Condition Settings
* When the PS3 expansion kit is installed.
ItemFactory default settingPage
■Printer Condition Settings7-21
●Printer Default Settings
7-21
XCopies1
XOrientationPortrait
XDefault Paper Size8-1/2 x 11
XDefault Output TrayVaries depending on the machine 
configuration
XDefault Paper TypePlain Paper
XInitial Resolution Setting600dpi (High Quality)
XDisable Blank Page PrintDisabled
XLine Thickness5
X2-Sided Print1-Sided
XColor ModeAuto
XN-Up Print1-Up
XFit To PageEnabled
XOutputVaries depending on the machine 
configuration
‹Print per UnitEnabled
XQuick FileDisabled
●PCL Settings
7-22
XPCL Symbol Set SettingPC-8
XPCL Font SettingInternal Font, 0: Courier
XPCL Line Feed Code0.CR=CR; LF=LF; FF=FF
XWide A4Disabled
●PostScript Setting*
7-23XPrint PS ErrorsDisabled
XBinary ProcessingDisabled