Sharp MX M283N User Manual

							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.
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)
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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 (4 digits) with the numeric keys. 
For example, to display page 3, enter 0003.
(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
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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.
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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
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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 display
This shows information on the currently selected file (job 
icon, file name, user name, store size, and colour 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 1
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
A4B/W
(2)(1)
(4)
(6)(5)(3)(7) (9)(8)
Job Settings / DetailOK
File Namefile-01Name 1
Folder:Main Folder
Size:A4
Date:04/04/2010 11:20
Data Size:40B
Document
Style:
Output:
Resolution:600X600dpi
Colour / B/W:
Pages:10
Special
Modes:
File Type:
B/W
Send Allowed Mode
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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).
 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 1A4B/W
PrintSendImage CheckProperty
Change
MoveDeleteDetail
Select the job.
Output
2-Sided
Special Modes
Paper SelectAuto
file-01Name 1A4B/W
Job Settings / PrintCancel
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.
Output
2-Sided
Special Modes
Paper SelectAuto
file-01Name 1A4B/W
Job Settings / PrintCancel
Number of Prints
1(1  999)Print and Delete the Data
Print and Save the Data
(5)
(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 cancelled.
 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 cancelled 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)
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							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
All Users
Name 5
Name 7
Name 9
Name 11
User Unknown
Name 4
Name 6
Name 8
Name 10
Name 12
12Default User
Direct Entry
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(B)
(D)(C)
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