Sharp MX M363N User Manual

							5-4
SCANNER/INTERNET FAX
Contents
☞ SENDING AN IMAGE IN USB MEMORY MODE (page 5-35)
USB Memory Scan
The scanned file is sent to and stored in a USB memory device connected to the machine.
To use the Internet fax function, the Internet fax expansion kit must be installed.
☞ SENDING A FAX IN INTERNET FAX MODE (page 5-41)
Internet fax transmission
The scanned file is sent as an Internet fax. Reception of Internet faxes is also possible.
The machine supports Direct SMTP, which lets you directly send Internet faxes within your 
company without using a mail server.
☞ SCANNING FROM A COMPUTER (PC Scan Mode) (page 5-119)
PC Scan
A TWAIN-compliant application on a computer connected to the same network as the 
machine is used to scan a document or image.
To use PC Scan, the scanner driver must be installed from the Software CD-ROM that 
accompanies the machine.
Operating systems that can be used are Windows 98/Me/2000/XP/Server 2003/Vista/
Server 2008.
The application integration module is required to use the metadata transmission function.
☞ METADATA DELIVERY (page 5-124)
Metadata delivery
The application integration module can be combined with the network scanner function to append a metadata* file to a 
scanned image file. (This is called metadata delivery.)
Information entered using the touch panel or automatically generated by the machine can be sent to a directory on an 
FTP server or an application on a computer as a metadata file in XML format.
* Metadata is information about a file, how it is to be processed, and its relation to other objects.
USB memory mode
Internet fax mode
PC scan mode
Data entry mode
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							5-5
SCANNER/INTERNET FAX
Contents
PREPARATIONS FOR USE AS A NETWORK 
SCANNER
MAKE SURE THE MAIN POWER SWITCH IS IN THE 
ON POSITION
The main power is on when the main power indicator on the right side of the operation panel is lit.
If the main power indicator is not lit, the main power is off. Switch the main power switch to the on position and press 
the [POWER] key ( ) on the operation panel.
If the Internet fax function will be used, and in particular if reception or timer transmission will take place at night, always 
keep the main power switch in the on position.
CHECKING THE DATE AND TIME
Verify that the correct date and time are set in the machine.
The date and time are set in the system settings of the machine. When the [SYSTEM SETTINGS] key is pressed, the 
system settings menu screen appears on the touch panel. Select [Default Settings], [Clock], and [Clock Adjust], and set 
the year, month, day, hour, and minute.
STORING SENDER INFORMATION
Be sure to configure this information, as it is required for communication.
Before using Scan to E-mail
Store a default sender name in Sender Name and a reply e-mail address in Reply E-mail Address. These will be 
used when a sender is not selected.
Before using Internet fax
Store a sender name in Sender Name and a sender Internet fax address in Own Address.
When the [POWER SAVE] key ( ) indicator light is blinking, the machine is in auto power shut-off mode. If the [POWER 
SAVE] key ( ) is pressed when the indicator is blinking, the indicator will turn off and the machine will return to the ready 
state after a brief interval.
LOGOUT
Main power indicator
[POWER SAVE] key/indicatorMain power switch
On position
If Disabling of Clock Adjustment has been enabled in the system settings (administrator), the date and time cannot be set.
System Settings (Administrator): Default Sender Set
This is used to store the sender name and e-mail address that is used when a sender is not selected.
System Settings (Administrator): Sender Data Registration
Use this setting to program the sender name and sender address.
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							5-6
SCANNER/INTERNET FAX
Contents
SETTINGS REQUIRED IN THE WEB PAGES
To use scan mode and Internet fax mode, the basic network scanner settings, server settings such SMTP and DNS 
server settings, and sender addresses must be configured in the Web pages.
Server settings
To configure server settings, click [Network Settings] and then [Services Settings] in the Web page menu. 
(Administrator rights are required.)
Basic network scanner settings
To configure network scanner settings, click [Application Settings] and then [Network Scanner Settings] in the Web 
page menu. (Administrator rights are required.)
Internet fax settings
To configure the network scanner settings, click [Application Settings] and then [Internet Fax Settings] in the Web 
page menu. (Administrator rights are required.)
STORING DESTINATION ADDRESSES FOR EACH 
SCAN MODE IN THE ADDRESS BOOK
To use Scan to FTP or Scan to Desktop, the destination must be stored in the address book. For Scan to E-mail, 
Internet Fax, and Scan to Network Folder, the destination can be directly entered or looked up in a global address book 
at the time of transmission, however, the procedure is simpler when the destination is stored in the address book. Store 
each type of destination as explained below.
Types of transmission in scanner mode
 Scan to FTP: Click [Address Book] in the Web page menu and then click the [Add] button. Select [FTP] in 
[Address Type] and store an address.
 Scan to Network Folder: Click [Address Book] in the Web page menu and then click the [Add] button. Select [Network 
Folder] in [Address Type] and store an address.
 Scan to E-mail: Click [Address Book] in the Web page menu and then click the [Add] button. Select [E-mail] 
in [Address Type] and store an address. Addresses can also be stored in the system 
settings.
 Scan to Desktop: See STORING A DESTINATION FOR SCAN TO DESKTOP (page 5-7). Scan to Desktop 
destinations can also be stored in the Web pages. Click [Address Book] in the Web page 
menu and then click the [Add] button. Select [Desktop] in [Address Type] and store an 
address.
Transmission in Internet fax mode:
Click [Address Book] in the Web page menu and then click the [Add] button. Select [Internet 
Fax] or [Direct SMTP] for the [Address Type], and store the address. Addresses can also be 
stored in the system settings.
A total of 999 addresses can be stored. Among these, a combined maximum of 200 Scan to Network Folder, Scan to FTP, 
and Scan to Desktop addresses can be stored.
System Settings: Address Book (page 7-16)
This is used to store destination addresses for Scan to E-mail and Internet fax.
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							5-7
SCANNER/INTERNET FAX
Contents
STORING A DESTINATION FOR SCAN TO DESKTOP
To store your computer in the machine as a destination for Scan to Desktop, Network Scanner Tool must be installed 
from the Sharpdesk/Network Scanner Utilities CD-ROM that accompanies the machine. To scan an image to your 
computer, Network Scanner Tool must be running on your computer.
INSTALLING NETWORK SCANNER TOOL
To install Network Scanner Tool, see the Sharpdesk Installation Guide that accompanies the machine. When a 
standard installation is performed, Network Scanner Tool is installed with Sharpdesk.
When you restart your computer after installing Network Scanner Tool, the Setup Wizard will start automatically. Follow 
this wizard to set up Network Scanner Tool. This will store your computer in the machine as a destination for Scan to 
Desktop. The stored destination will be displayed as a one-touch key in the address book screen.
The following window appears while Network Scanner Tool is being set up. The item selected in My Profiles (C) will be 
the name of the one-touch key.
The profile name is determined by the combination of the text entered in Prefix (A) and the profile*.
The one-touch key is assigned to an index tab in the address book screen based on the text entered in Initial (B).
* This defines how an image sent to your computer is processed. For more information, see profile explanation (D).
ADDING DESTINATIONS
For the number of computers that can be stored in the machine as destinations of Scan to Desktop, see the number of 
licences indicated in the Sharpdesk Installation Guide. To store more destinations, a licence kit is required. Store Scan 
to Desktop destinations by installing Network Scanner Tool on each computer.
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Address Review
Condition
Settings
File
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Address Review
Send Settings
Address Entry
Address Book
ToCc
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
Text
200X200dpi
Preview
Sort Address
(B)
(A)
(B)
(C)
(D)
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							5-8
SCANNER/INTERNET FAX
Contents
BEFORE SENDING TO A DIRECT SMTP ADDRESS
The machine supports Direct SMTP, which lets you directly send Internet faxes within your company without using a 
mail server. For the procedure for storing a Direct SMTP address in the address book, see STORING DESTINATION 
ADDRESSES FOR EACH SCAN MODE IN THE ADDRESS BOOK (page 5-6). Stored Direct SMTP addresses are 
included in the address book for Internet fax mode. 
If the destination is busy
If the destination is busy, the machine will wait briefly and then automatically resend.
When a communication error occurs
If a communication error occurs or the other fax machine does not answer the call within a preset period of time, 
transmission will be re-attempted automatically after a preset interval. 
To cancel transmission...
Cancel the transmission from the job status screen.
☞STOPPING A SCAN JOB BEING TRANSMITTED OR WAITING TO BE TRANSMITTED (page 5-107)
System Settings (Administrator): Recall in Case of Line Busy
This is used to set the number of recall attempts and the interval between attempts when the connection cannot be 
established because the line is busy.
To cancel transmission...
Cancel the transmission from the job status screen.
☞STOPPING A SCAN JOB BEING TRANSMITTED OR WAITING TO BE TRANSMITTED (page 5-107)
System Settings (Administrator): Recall in Case of Communication Error
This is used to set the number of recall attempts and the interval between attempts when a transmission fails due to an error.
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							5-9
SCANNER/INTERNET FAX
Contents
BASE SCREEN
Scan mode, USB memory mode, Internet fax mode, and PC scan mode are used by selecting operations and settings in 
the base screens of those modes. To display the base screen of a mode, touch the [IMAGE SEND] key in the touch 
panel and then touch the tab of the mode that you wish to use.
(1) Mode select keys
Use these keys to switch between copy, image send, and 
document filing modes.
To use scan mode, USB memory mode, Internet fax 
mode, PC scan mode, or data entry mode, touch the 
[IMAGE SEND] key.
(2) Various messages are displayed here.
The icon of the selected mode appears on the left.
(3) Send mode tabs
Touch one of these tabs to change the image send mode.
Tabs of modes that cannot be used because the 
corresponding options are not installed do not appear.
If the [USB Mem. Scan] and [PC Scan] tabs do not 
appear, touch the   tab to move the screen.
If the [Scan], [Internet Fax], [Fax], and [Data Entry] tabs 
do not appear, touch the   tab move the 
screen.
The [Data Entry] tab appears when the application 
integration module is installed. For information on 
metadata delivery using the [Data Entry] tab, see 
METADATA DELIVERY (page 5-124).(4) [Address Book] key
Touch this key to use a one-touch key or a group key. When 
the key is touched, the address book screen appears.
☞RETRIEVING A DESTINATION FROM THE 
ADDRESS BOOK (page 5-18)
(5) [Address Entry] key
Touch this key to manually enter an destination address 
instead of using a one-touch key.
☞ENTERING AN ADDRESS MANUALLY (page 5-22)
(6) [Send Settings] key
Touch this key to select or enter the subject, file name, 
sender name, or body text, which has been previously 
stored in the Web page.
Scan modes:
☞CHANGING THE SUBJECT, FILE NAME, 
REPLY-TO, AND BODY TEXT (page 5-32)
Internet fax mode:
☞CHANGING THE SUBJECT, FILE NAME, AND 
BODY TEXT (page 5-44)
AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Resend
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
Ready to send.
IMAGE SENDDOCUMENT
FILING COPY
Preview
PDF
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(1)
(2)
(3)
(7)
(8) (4)
(5)
(6)
(9)
(11) (10)
(12)(13)
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Auto
USB Mem. ScanFaxScanPC Scan
Special Modes
Colour Mode
File Format
Resolution
ExposureFile Name
OriginalScan:
Internet Fax
Send:
200X200dpi
Ready to send.
IMAGE SENDDOCUMENT
FILING COPY
Stored to
Preview
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(1)
(2)
(3)
(15)
(8)
(14)
(13) (10)
I-Fax Manual
Reception
TIFF-F
AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Resend
Special Modes
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X100dpi
Ready to send.
IMAGE SENDDOCUMENT
FILING COPY
Preview
(1)
(2)
(3)
(7)
(8)
(4)
(5)
(6)
(9)
(17) (16)
(13) (10)(12)
Base screen of scan mode
Base screen of USB memory mode Base screen of Internet fax mode
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							5-10
SCANNER/INTERNET FAX
Contents
(7) Customized keys
The keys that appear here can be changed to show 
settings or functions that you prefer.
☞Customizing displayed keys (page 5-11)
(8) [Preview] key
Touch to check the image that will be sent in the touch 
panel before transmission.
☞CHECKING THE IMAGE TO BE TRANSMITTED 
(Preview) (page 5-69)
(9) [Resend] key/[Next Address] key
The destinations of the most recent 8 transmissions by Scan 
to E-mail, fax and/or Internet fax are stored. Touch this key 
to select one of these destinations. After a destination is 
selected, this key changes to the [Next Address] key.
☞USING THE RESEND FUNCTION (page 5-27)
☞RETRIEVING A DESTINATION (page 5-19)
(10) Image settings
Image settings (original size, exposure, resolution, file 
format, and colour mode) can be selected.
☞IMAGE SETTINGS (page 5-53)
(11)  key
This key appears when a special mode or 2-sided scanning is 
selected. Touch the key to display the selected special modes.
☞Checking what special modes are selected (page 5-11)
(12)  key
Touch this key to specify a destination using a search number*.
* 4-digit number assigned to a destination when it is stored.
☞USING A SEARCH NUMBER TO RETRIEVE A 
DESTINATION (page 5-21)(13) [Special Modes] key
Touch this key to use a special mode.
☞SPECIAL MODES (page 5-71)
(14) [Stored to] key
Touch to select the folder in USB memory where a file will 
be stored.
☞SPECIFY THE FOLDER IN WHICH THE FILE WILL 
BE STORED (page 5-39)
(15) [File Name] key
Touch this key to enter a file name when storing a file to 
USB memory.
☞ENTERING A FILE NAME (page 5-40)
(16)  /   /   key
When Hold Setting for Received Data Print or 
Received Data Image Check Setting is enabled in the 
system settings (administrator), this will appear when an 
Internet fax is received.
 : Only Hold Setting for Received Data Print is enabled
 : Only Received Data Image Check Setting is enabled
 : Both settings are enabled
☞ PRINTING A PASSWORD-PROTECTED FAX 
(Hold Setting For Received Data Print) (page 5-112)
☞ CHECKING THE IMAGE BEFORE PRINTING 
(page 5-113)
(17) [I-Fax Manual Reception] key
Touch this key to receive an Internet fax manually.
☞MANUALLY RECEIVING INTERNET FAXES (page 
5-111)
When sending an image, you can retrieve and use a stored transmission destination from the address book screen. The 
address book screen is shared by scan mode, Internet fax mode, fax mode and data entry mode.
Touch the [Address Book] key in the base screen to switch to the address book screen. Touch the [Condition Settings] 
key in the address book screen to switch to the base screen.
 This chapter uses the base screen of scan mode as an example when operations common to all modes are explained.

The procedures in this chapter assume that the base screen of scan mode appears when the [IMAGE SEND] key is touched. 
System Settings (Administrator): Default Display Settings
One of the following screens can be selected for the initial screen that appears when the [IMAGE SEND] key is touched.
 Base screen of each mode (scan, Internet fax, fax, or data entry mode)
 Address book screen
Auto ReceptionFax Memory:100%
AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
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Address Search
Address Entry
Preview
Address Review
Condition
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							5-11
SCANNER/INTERNET FAX
Contents Customizing displayed keys
Special mode keys and other keys can be displayed in the base screen. Set these keys to functions that you frequently 
use to access the functions with a single touch. The customized keys are configured using Customize Key Setting in 
the Web pages. The following keys appear by factory default:
[Address Review] key
Touch this key to display a list of the destinations that have been selected in the address book. This is the same key 
as the [Address Review] key in the address book screen.
[File] key, [Quick File] key
Touch either of these keys to use the File function or Quick File function of document filing mode.
In USB memory mode...
Customized keys do not initially appear, however, up to three keys can be added.
Example: When Dual Page Scan, Job Build, and Mixed Size Original are assigned to the customized keys
Checking what special modes are selected
The   key appears in the base screen when a special mode or 2-sided scanning is selected.
The   key can be touched to display the selected special modes. To close the screen, touch the [OK] key.
 Displaying a program key in the base screen will enable you to retrieve the program by simply touching the key.
☞STORING SCAN OPERATIONS (Programs) (page 5-73)
 The functions that can be selected for the customized keys vary depending on the mode.
System Settings (Administrator): Customize Key Setting
Registration is performed in [System Settings] - [Operation Settings] - Customize Key Setting in the Web page menu.
The special mode settings cannot be changed from the review screen. To change a setting, touch the [OK] key to close the 
review screen and then touch the [Special Modes] key and select the setting that you wish to change.
AutoAuto
Auto
Job Build
Mixed Size  
Original
Dual Page  
Scan
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
Preview
PDF
Mono2These three keys can be changed 
as desired.
Timer
Erase
Mixed Size
OriginalOn
Day of the Week:Monday
Time:21:30
Edge:10mm
Centre:10mm
Function ReviewOK
11
AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
Preview
PDF
Mono2
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							5-12
SCANNER/INTERNET FAX
Contents
ADDRESS BOOK SCREEN
This screen is used to select transmission destinations.
(1) This shows the selected destination.
(2) Number of displayed items selector key
Touch this key to change the number of destinations 
(one-touch keys) displayed in the address book screen. 
Select 5, 10, or 15 keys.
(3) [Condition Settings] key
Touch this key to select transmission settings. When the 
key is touched, the base screen appears.
☞BASE SCREEN (page 5-9)
(4) [Address Review] key
Touch this key to view a list of the selected destinations. 
Destination selections can be changed.
☞CHECKING AND DELETING THE SELECTED 
DESTINATIONS (page 5-20)
(5) [Address Entry] key
Touch this key to manually enter a destination address 
instead of using a one-touch key.
☞ENTERING AN ADDRESS MANUALLY (page 5-22)
(6) [Global Address Search] key
When the use of an LDAP server has been enabled in 
the machines Web pages, a transmission address can 
be obtained from a global address book.
☞RETRIEVING A DESTINATION FROM A GLOBAL 
ADDRESS BOOK (page 5-25)
(7) [Sort Address] key
Touch to change the index tabs to custom indexes or to 
display one-touch keys by send mode.
☞CHANGING THE DISPLAY OF ONE-TOUCH KEYS 
IN THE ADDRESS BOOK SCREEN (page 5-13)
(8) [Preview] key
Touch to check the image that will be sent in the touch 
panel before transmission.
☞CHECKING THE IMAGE TO BE TRANSMITTED 
(Preview) (page 5-69)(9) [To] key
Touch this key to enter the selected destination 
(one-touch key).
☞RETRIEVING A DESTINATION (page 5-19)
(10) [Cc] key
When using Scan to E-mail, touch the [Cc] key when you 
wish to send a Carbon copy of the e-mail to an 
additional destination.
(11) [Bcc] key
When using Scan to E-mail, touch the [Bcc] key when 
you wish to send a Blind carbon copy of the e-mail to an 
additional destination.
When an address is specified as a Bcc recipient, other 
recipients will not know that the address is a recipient.
This key only appears when Bcc has been enabled using 
Bcc Setting in the system settings (administrator).
(12) One-touch key display
The destinations (one-touch keys) stored in each index 
are displayed. This chapter refers to keys in which 
destinations and groups are stored as one-touch keys.
☞RETRIEVING A DESTINATION (page 5-19)
(13) Index tabs
Touch this to change the displayed index tab.
☞Index display (page 5-14)
(14)  key
Touch this key to specify a destination using a search 
number
*.
* 4-digit number assigned to a one-touch key or group 
key when it is stored.
☞USING A SEARCH NUMBER TO RETRIEVE A 
DESTINATION (page 5-21)
Auto ReceptionFax Memory:100%
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Address Entry
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Address Review
Condition
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(14)
(3)
(2)
(4)
(5)
(6)
(8)
(7)(13) (12)
(9)
(1)
(10)(11)
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5-13
SCANNER/INTERNET FAX
Contents
CHANGING THE DISPLAY OF ONE-TOUCH KEYS IN 
THE ADDRESS BOOK SCREEN
You can show destinations of only a specific transmission mode in the address book screen, or change the displayed 
index tabs from the alphabetical tabs to the custom tabs . The procedure for selecting destinations does not change.
• Icons appear in the one-touch keys in the address book  to indicate which mode is used for transmission.
☞RETRIEVING A DESTINATION FROM THE ADDRESS BOOK  (page 5-18)
 For information on storing addresses in the address book, see  STORING DESTINATION ADDRESSES FOR EACH 
SCAN MODE IN THE ADDRESS BOOK  (page 5-6).
  For information on storing destinations for Scan to Desktop, see  STORING A DESTINATION FOR SCAN TO DESKTOP 
(page 5-7).
 System Settings:  Address Book (page 7-16)
This is used to store Scan to E-mail and Internet fax addresses in one-touch keys.
 System Settings (Admin istrator): The Number of Direct  Address Keys Displayed Setting
This is used to change the default setting for the numbe r of one-touch keys displayed in the address book screen.
 System Settings (Admin istrator): Bcc Setting
This setting enables or disables Bcc delivery. When e nabled, the [Bcc] key appears in the address book screen.
 System Settings (Adm inistrator): Default Display Settings
One of the following screens can be selected for the initia l screen that appears when the [IMAGE SEND] key is touched.
- Base screen of each mode (scan, Inte rnet fax, fax, or data entry mode)
- Address book screen
 System Settings (Admin istrator): Address Book Default Selection
The following settings are available for the method of  sorting the addresses that appear in the address book.
- Index type (alphabetical, custom)
- Address type (all, group, E-mail, FTP/Deskt op, Network Folder, Internet fax, fax)
1
Touch the [Sort Address] key.
2
Change the display mode.
(1) Touch the key of the mode or tab that you 
wish to display.
 To show only the one-touch keys of a particular send 
mode, touch the desired mode key under Address 
Type.
 To change the index tabs to the custom indexes, touch  the [User] key under Tab Switch.
(2) Touch the [OK] key.
Auto ReceptionFax Memory:100%
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Address Review
Condition SettingsToCc
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Sort AddressOK
Group
FTP/DesktopNetwork Folder
Fax
All
E-mail
ABC
User
Address TypeTab Switch
Internet Fax
(1)(2)
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