Sharp Mx 4100n Owners Manual

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SYSTEM SETTINGS
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Use this setting to enter the Internet fax address, fax 
number of the machine and the name of the user.
Sender Data Registration
Use this to store the sender name for fax and Internet 
fax, the sender number for fax, and the sender address 
for Internet fax.
The stored sender name and fax sender number or 
Internet sender address will be printed at the top of the 
received fax.
Sender Name
Enter the sender name. A maximum of 20 characters 
can be entered for the sender name.
Sender Fax Number
This is used to set the sender fax number.
To insert a pause between digits of the number, touch 
the [-] key.
To insert a space between digits of the number, touch 
the [Space] key.
I-Fax Own Address
Enter a default sender address (maximum of 56 
characters).
Registration of Own Name Select 
Store sender names used in Own Name Select  in the 
special modes. Up to 18 sender names can be stored.
Add New
Store a sender name. A maximum of 20 characters can 
be stored.
After entering a sender name, touch the [Store] key. The 
lowest unused registration number from 01 to 18 will be 
automatically assigned to the sender name. This number 
cannot be changed.
Sender Name List
This shows a list of the stored sender names.
A sender name can be selected to delete it.
Own Name and Destination Set 
						

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Scan Settings
Settings related to scanning can be configured.
Default Sender Set
The information stored here is used if you do not specify 
[Reply-To] in the send settings when performing Scan to 
E-mail.
Sender Name
Enter a default sender name (maximum of 20 
characters).
Reply E-mail Address
Enter a default reply address (maximum of 64 
characters).
Default Color Mode Settings
Select a default color mode setting for both color and 
black & white in scan mode.
Black & White
Mono 2, Grayscale
Color Mode
Auto (Mono 2, Grayscale*), Full Color
* When scanning a black and white original with the color 
mode set to [Auto].
Disable Change of B/W Setting in Auto Mode
This prohibits black & white settings from the base 
screen when the color mode is set to Auto.
Initial File Format Setting
This is used to set the default file format for Scan to 
E-mail and USB memory mode when the e-mail address 
is entered manually by touching the [Address Entry] key.
File Format
PDF, TIFF, JPEG
*1, 
Compact PDF
*2,4, Compact PDF (Ultra Fine)*2,4, 
Encrypt PDF, Encry./Compact PDF
*3,4, 
Encrypt/Compact PDF (Ultra Fine)
*3,4, XPS
*1 When [Black & White] is selected, the format is [TIFF].
*2 When [Black & White] is selected, the format is [PDF].
*3 When [Black & White] is selected, the format is [Encrypt 
PDF].
*4 When the enhanced compression kit is installed.
Black & White
Compression Mode: None, MH(G3), MMR(G4)
Color/Grayscale
Compression Ratio:  Low, Medium, High
Specified Pages per File
When multiple pages are scanned, this is used to 
generate a separate file for each scanned page (or 
specified number of pages).
When this setting is enabled, the number of pages per 
file can be specified.
Number of Pages
Any number of pages can be specified as the number of 
pages per file. This setting can be specified when 
[Specified Pages per File] is enabled.
Compression Mode at Broadcasting
This is used to set the compression mode for 
broadcasting using Scan to E-mail or Internet fax. The 
compression mode set here is used for all destinations 
regardless of their individual compression mode settings.
Black & White
MH(G3), MMR(G4)
Color/Grayscale
Low, Medium, High
Other Settings
If only the sender name is stored, it will not be used as 
sender information.
When [JPEG] is selected for the file type, [Specified 
Pages per File] cannot be selected. 
						

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SYSTEM SETTINGS
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Maximum Size of E-mail 
Attachments (E-mail)
To prevent the transmission of excessively large image 
files by Scan to E-mail, a file size limit can be set from 
1 MB to 10 MB in increments of 1 MB. If the total size of 
the image files created by scanning the original exceeds 
the limit, the image files are discarded.
If you do not wish to set a limit, select [Unlimited].
Maximum Size of Data Attachments 
(FTP/Desktop/Network Folder)
A limit can be set for the size of files that can be sent by 
Scan to FTP, Scan to Desktop, and Scan to Network 
Folder. Limits that can be selected are 50 MB, 150 MB, 
and 300 MB. If the total size of the image files created by 
scanning the original exceeds the limit, the image files 
are discarded.
If you do not wish to set a limit, select [Unlimited].
Bcc Setting
Enable Bcc
Enable this setting if you wish to use Bcc delivery. When 
the setting is enabled, the [Bcc] key will appear in the 
image send address book screen.
Display Bcc Address on the Job Status Screen
This displays Bcc addresses on the job status screen 
and address list tab.
Disable Scan Function
This is used to disable PC scan and USB memory scan.
When these modes are disabled, they are grayed out 
when the mode is changed in the base screen.
Pre-Setting Mail Signature
A signature can be automatically appended to the end of 
the body text of e-mail. This is convenient when it is a 
corporate policy to append a specific signature at the 
end of e-mail.
The mail signature to be appended is configured in the 
Web pages. This setting simply enables or disables the 
signature.
A default address can be stored that makes it possible to 
transmit by simply pressing the [COLOR START] key or 
the [BLACK & WHITE START] key without specifying an 
address.
This setting is linked to Maximum Size of E-mail 
Attachments (page 7-83) in the Internet Fax Send 
Settings.
When a broadcast transmission is performed that 
includes both e-mail and Internet fax destinations, the 
limit set in Maximum Size of E-mail Attachments 
(E-mail) (page 7-81) is given priority.
This setting is linked to Pre-Setting Mail Signature 
(page 7-83) in the Internet Fax Initial Settings. 
Default Address Setting
 When this setting is enabled, the base screen 
changes to scan mode.
 Only a single default address can be set for Scan to 
E-mail, Scan to FTP, Scan to Desktop, and Scan to 
Network Folder. 
						

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I-Fax Settings
These settings are used to configure the default settings 
for Internet fax.
Auto Wake Up Print
When the [POWER] key ( ) is off (but the main 
power switch is on) and an Internet fax is received, this 
function activates the machine and prints the fax.
When this function is disabled, received Internet faxes 
are not printed until the [POWER] key ( ) is switched 
on.
Compression Setting
This is used to set the default compression mode for 
Internet fax transmission.
The settings are shown below.

 MMR (G4)
Speaker Volume Setting
This is used to adjust the volume of fax receive signals 
and communication error signals heard through the 
speaker.
A fax receive signal sounds after the machine checks 
the mail server and retrieves received faxes. A 
communication error signal sounds when a delivery 
failed e-mail is received from the destination Internet fax 
machine.
Original Print on Transaction 
Report
When a transaction report is printed, this is used to print 
part of the first page of the transmitted original on the 
transaction report. Select one of the settings below.
 Print Out All Report
 Print Out Error Report Only
 No Printed Report
This setting will not be effective if Transaction Report 
Print Select Setting below is set to No Printed Report.
Transaction Report Print Select 
Setting
This is used to select whether or not a transaction report 
will be printed, and if printed, the condition for being 
printed. Select a setting for each of the following 
operations:
Single Sending
 Print Out All Report
 Print Out Error Report Only
 No Printed Report
Broadcasting
 Print Out All Report
 Print Out Error Report Only
 No Printed Report
Receiving
 Print Out All Report
 Print Out Error Report Only
 No Printed Report
When a transaction report is printed, you can have part 
of the first page of the transmitted original printed on the 
transaction report. For more information, see Original 
Print on Transaction Report.
These settings can be configured when the Internet fax expansion kit is installed.
I-Fax Default Settings 
						

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SYSTEM SETTINGS
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Activity Report Print Select Setting
This is used to have the Image Sending Activity Report 
stored in the machines memory automatically print at 
specified times.
The Image Sending Activity Report can be set to 
automatically print each time the number of transactions 
reaches 201, and it can also be set to automatically print 
at a specified time (once a day only). (The settings can 
be simultaneously enabled.)
Body Text Print Select Setting
Image files attached to Internet faxes are normally 
printed. This setting can be enabled to also have the 
e-mail body text (subject and message) printed.
This setting also applies to printing of the body text of 
e-mail messages without file attachments.
Pre-Setting Mail Signature
A signature can be automatically appended to the end of 
the body text of e-mail. This is convenient when it is a 
corporate policy to append a certain signature at the end 
of e-mail.
The mail signature to be appended is configured in the 
Web pages. This setting simply enables or disables the 
signature.I-Fax Send Settings are described below.
I-Fax Reception Report On/Off 
Setting
This setting is used to request a reception report when 
an Internet fax is sent.
The reception report is returned to the sender address 
stored in Own Name and Destination Set (page 7-79).
I-Fax Reception Report Request 
Timeout Setting
The duration of time that the machine will wait for a 
reception report from the destination machine can be set 
by any number from 1 hour to 240 hours in increments of 
1 minute.
Number of Resend Times at 
Reception Error
The number of resend attempts when an error message 
is received from an I-Fax recipient can be set to any 
number from 0 to 15.
Maximum Size of E-mail 
Attachments
To prevent the transmission of excessively large image 
files by Internet fax, a file size limit can be set from 1 MB 
to 10 MB in increments of 1 MB. If the total size of the 
image files created by scanning the original exceeds the 
limit, the image files are discarded.
If you do not wish to set a limit, select [Unlimited].
 If you only enable the [Print Daily at Designated 
Time] setting   and the number of recorded 
transactions exceeds 201 before the specified time, 
each new transaction will delete the oldest 
transaction (the oldest transaction will not be 
printed).
 The Image Sending Activity Report can also be 
printed manually. See List Print (Administrator) 
(page 7-89) in the system settings (administrator).
A maximum of 5 pages of body text can be printed.
This setting is linked to Pre-Setting Mail Signature 
(page 7-81) in the Scan Settings.
I-Fax Send Settings
This setting is only effective when I-Fax Reception 
Report On/Off Setting is enabled.
This setting is only effective when I-Fax Reception 
Report On/Off Setting is enabled.
 This setting is linked to Maximum Size of E-mail 
Attachments (E-mail) (page 7-81) in the Scan 
Settings.
 This setting does not apply to the limit for direct 
SMTP transmission. 
						

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SYSTEM SETTINGS
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Rotation Sending Setting
When transmitting an image that is one of the following 
sizes, this function rotates the image counterclockwise 
90 degrees. (The setting can be configured separately 
for each size.)
8-1/2 x 11, 5-1/2 x 8-1/2R, A4, B5R, A5R, 16K
Printing Page Number at Receiver
When the transmitted image is printed by the receiving 
machine, the page number can be added to the top of 
each printed page.
Recall in Case of Line Busy
(This setting is only effective for Direct SMTP 
transmission.)
This program is used to set the number of recall 
attempts and the interval between recall attempts when 
a transmission is not successful due to the line being 
busy or other reason.
Number of Times to Recall When Line is Busy
This setting specifies whether or not recalling is 
performed when the line is busy. When recalling is 
performed, you can set the number of recall attempts. 
Any number from 0 to 15 can be selected.
Interval to Wait Between Recall Attempts (min.) 
When Line is Busy
The interval between recall attempts can be set. Any 
number of minutes from 1 to 15 can be selected.
Recall in Case of Communication Error
(This setting is only effective for Direct SMTP 
transmission.)
This determines how many times your machine will 
automatically re-attempt the call if a fax transmission 
fails due to a communication error.
Number of Times to Recall in Case of Error
Specify how many times the machine will re-attempt the 
call when a communication error occurs.
Any number from 0 to 15 can be selected.
Interval to Wait Between Recall Attempts (min.) in 
Case of Error
The interval between recall attempts can be set. Any 
number of minutes from 1 to 15 can be selected.I-Fax Receive Settings are described below.
Auto Receive Reduce Setting
When a fax is received that includes printed information 
such as the senders name and address, the received image 
is slightly larger than the standard size. This setting is used 
to automatically reduce the image to fit the standard size.
Duplex Reception Setting
This is used to select whether or not received faxes are 
printed on both sides of the paper.
When this setting is enabled and a fax consisting of 2 or 
more pages is received (the pages must be the same 
size), the pages are printed on both sides of the paper.
Set Address for Data Forwarding
When the machine is unable to print a received fax, the 
fax can be forwarded to another machine. This setting is 
used to configure the address of the other machine.
Forwarding to
Enter the forwarding address (maximum of 64 characters).
Direct SMTP
Select this to enable forwarding when direct SMTP is 
used.
Add Hostname or IP Address Too
Select this to separately enter a host name or IP address.
Hostname or IP Address
When Add Hostname or IP Address Too  is enabled, use 
this setting to enter the host name or IP address 
(maximum of 64 characters).
8-1/2 x 11R and A4R size images are not rotated.
I-Fax Receive Settings
 If Auto Receive Reduce is disabled, the edges of 
the image outside the standard size will be cut off. 
However, the image will be clearer because it will 
be printed at the same size as the original.
 Standard sizes are sizes such as 8-1/2 x 11 and 
8-1/2 x 5-1/2 (A4 and B5).
Multiple forwarding addresses cannot be stored. 
						

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Receiving Date & Time Print
Enable this setting to have the date and time of 
reception printed.
Select [Inside the Received Image] or [Outside the 
Received Image] for the position where the date and 
time is printed.
When [Inside the Received Image] is selected, the date 
and time of reception is printed on the received image.
When [Outside the Received Image] is selected, the 
received image is reduced and the date and time of 
reception is printed in the blank area that results.
A3 RX Reduce
When an A3 size fax is received, this function reduces 
the fax to ledger (11 x 17) size.
POP3 Communication Timeout Setting
The duration of time the machine waits until stopping 
reception when a response is not received from the mail 
server (POP3 server) can be set from 30 to 300 seconds 
in increments of 30 seconds.
Reception Check Interval Setting
This is used to specify the interval at which the machine 
automatically checks the mail server (POP3 server) for 
received Internet faxes. The interval can be set from 0 
minutes to 8 hours in increments of 1 minute.
When 0 hours 0 minutes is specified, the machine does 
not automatically check the mail server for received 
Internet faxes.
I-Fax Output Setting
This sets the output tray for received Internet faxes.
The items that appear will vary depending the machine 
configuration.This setting is used to allow or refuse reception from 
specified addresses/domains.
[Outside the Received Image] cannot be selected for 
the reception date and time print setting when Auto 
Receive Reduce Setting (page 7-84) is not enabled.
When this setting is enabled, ledger (11 x 17) size 
faxes are also reduced.
The machine also checks the mail server (POP3 
server) for received Internet faxes when the main 
power is switched on. (Except when 0 hours 0 minutes 
is specified.)
Allow/Reject Mail or Domain 
Name Setting
ItemDescription
Reject 
ReceptionReception from the stored 
address/domain is not allowed.
Allow 
ReceptionReception from the stored 
address/domain is allowed.
All Invalid
Reception from any address and domain 
is allowed, regardless of whether or not 
any addresses or domains have been 
stored.
Add New
Use this to add a new address or domain 
(maximum of 50) from which reception is 
to be rejected or allowed.
Enter the address/domain (maximum of 
64 characters) and touch the [Store] key.
If the first character of the entry is not 
@, the entry is identified as an address. 
If the first character is @, the entry is 
identified as a domain. ([email protected] 
is treated as an address, and 
@xx.xxx.com is treated as a domain.) 
Storing an address specifies only that 
address. Storing a domain specifies all 
addresses that include that domain.
Registered 
address or 
domain listThis shows a list of the stored addresses 
and domains. An address or domain can 
be selected in this screen to delete it from 
the list.
When there are no stored anti junk mail addresses or 
domains, only the [Add New] key can be selected. 
						

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SYSTEM SETTINGS
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Document Filing Settings
Document filing settings are described below. Touch the [Document Filing Settings] key to configure the settings.
Other Settings
Default Mode Settings
This is used to specify which mode, Sharing or 
Confidential, is used as the default mode when storing a 
file.
When [Confidential Mode] is selected, the [Confidential] 
checkbox in the information screen for filing will be 
selected .
Sort Method Setting
This setting is used to select the order of display of files 
stored in the Main Folder, Custom Folder, and Quick File 
Folder. Select one of the following settings:
 File Name
 User Name

Administrator Authority Setting
For files and user folders that have a password, this 
setting allows the administrator password to be entered 
instead of the password when accessing the file or 
folder.
The administrator can also change the password.
Delete All Quick Files
This function deletes all files except protected files from 
the Quick File Folder.
Delete Now
Touch this key to start deletion of all files immediately.
Delete Quick Files at Power Up
This is used to automatically delete all files in the Quick 
File Folder (with the exception of protected files) when 
the [POWER] key ( ) is turned on.
Default Color Mode Settings
This sets the default settings for black & white and color 
when Scan to HDD is used.
The settings are shown below.
Color
Auto, Full Color, 2 Color
Black & White
Mono 2, Grayscale
Default Exposure Settings
Default exposure settings for document filing can be 
configured. Select [Auto] or [Manual]. If you select 
[Manual], set the exposure to one of 5 levels.
Default Original Type
Select the original type beforehand to enable scanning 
at a resolution suitable for the original. 
The settings are shown below.
 Text/Printed Photo
 Text/Photo

 Photo
 Printed Photo


Moiré Reduction
This reduces the moiré effect (line pattern) that occurs 
when printed matter is scanned.
Initial Resolution Settings
One of the following resolutions can be selected for the 
default resolution for transmission.
 100X100 dpi
 200X200 dpi
 300X300 dpi
 400X400 dpi
 600X600 dpi
When the exposure is set to [Auto], a default 
original type cannot be selected. 
						

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SYSTEM SETTINGS
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Color Data Compression Ratio 
Setting
[Low], [Medium], or [High] can be selected for the default 
compression ratio for transmission of a stored color file.
Scan Complete Sound Setting
This setting adjusts the volume of the beep that sounds 
when scanning ends. The beep can also be turned off.
Default Output Tray
(When the exit tray unit is installed.)
This setting is used to select the default output tray for 
printing a file stored by Scan to HDD.
The items that appear will vary depending the machine 
configuration.
Disable Stamp for Reprinting
When a stored file is retrieved and printed, this setting 
prohibits the selection of a Stamp setting in the special 
modes. If a stamp setting is already selected, it will not 
be possible to change the stamp setting.
This function can be used to prevent inconsistencies in 
the printed information, such as that of the original date 
in the file and the date the file is retrieved and printed.
Batch Print Settings
When printing files by batch printing, this setting is used 
to prohibit the selection of the [All Users] key and the 
[User Unknown] key in the user selection screen.
Erase Width Adjustment
This is used to set the default erase width for erase 
function. Specify a value from 0 (0 mm) to 1 (20 mm) in 
increments of 1/8 (1 mm) for both edge erase and 
center erase.
Card Shot Settings
This is used to set the default original size for the card 
shot function.
Both the X (horizontal) and Y (vertical) dimensions of the 
original can be set from 1 (25 mm) to 8-1/2 (210 mm) in 
increments of 1/8 (1 mm).
Fit to Page
Enable this setting to have the [Fit to Page] key always 
appear in the card shot screen. 
						

							
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Document Output Options
The use of a stored file can be allowed or prohibited by operation type and by the mode from which the file was stored.
Automatic Deletion of File Settings
Time and folder settings can be configured to have files in  specified folders (stored by do cument filing) automatically 
deleted at a specified time. Up to 3 settings can be stored to be automatically deleted.
The procedure for using this function is as follows:
(1) Select one of [Setting 1] to [Setting 3].
(2) Set the time and date of automatic deletion.
(3) Select the desired folder.
(4) Specify whether or not protected files and confidential files are to be deleted.
(5) Enable the stored settings.
Delete Now
When this is executed with a folder sele cted, all files in the folder will be immediately deleted regardless of the date and 
time setting.
The items that appear will vary depending on the functions that have been added to the machine.
ItemDescription
PrintFor each mode, select whether or not  printing of stored files is allowed.
Scan SendFor each mode, select whether or not scan send of stored files is allowed.
Internet Fax Send
(Incl. PC-I-Fax)For each mode, select whether or not I-Fa x transmission of stored files is allowed.
Fax Send (Incl. PC-Fax)For each mode, select whether or not fax transmission of stored files is allowed.
ItemDescription
ScheduleSelect the automatic deletion cycle.
• Every Day: Auto deletion every day at the specified time.
 Every Week: Auto deletion at the specified time on the specified day of the week.
 Every Month: Auto deletion at the specif ied time on the specified day of the month.
FoldersTo select the folder separately, select [Folder Se lect] and select the desired folder. To select all 
folders, including the folder currently being cr eated, select [All Folders (Including folders 
registered hereafter)].
Delete Protected FileEnable this setting to include protected files in the deletion.
Delete Confidential FileEnable this setting to include confidential files in the deletion.