Sharp MX M363N User Manual

							5-24
SCANNER/INTERNET FAX
Contents
2
Access the network folder.
(1) Touch the key of the workgroup that you 
wish to access.
(2) Touch the key of the server or computer 
that you wish to access.
If a screen appears prompting you to enter a user name 
and password, check with your server administrator and 
enter the appropriate user name and password.
(3) Touch the key of the network folder.
(4) Touch the [OK] key.
You will return to the screen of step 1. Touch the [OK] key 
again to enter the folder.
 You can touch the [Search] key and enter a keyword to search for a workgroup, server, or network folder. For the 
procedure for entering text, see ENTERING TEXT (page 1-70) in 1. BEFORE USING THE MACHINE.
 Up to 100 workgroups, 100 servers, and 100 network folders can be displayed.
 To move up one level, touch the   key.
 The [Cancel] key can be pressed to return to the screen of step 1.
 To change the sorting order of the displayed keys, touch the key that shows   or   in each screen. The order 
switches between ascending order and descending order each time you touch the key.
 To go to a particular page, touch the   key that shows the current page number and enter the desired page 
number.
16
SearchSelect workgroup.
Workgroup Name
Workgroup
Work 1
Work 3
Work 4
Work 6
Work 2
Work 5
CancelOK
1
(1)
Work 1
1
16
SearchSelect server.
Server Name
Server
Server 1
Server 3
Server 4
Server 6
Server 2
Server 5
CancelOK
(2)
\\Server 1
3
SearchSelect network folder.
Network Folder Name
Network Folder
User 1
User 3
User 4
User 6
User 2
User 5
CancelOK
1
(3)(4)
1
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SCANNER/INTERNET FAX
Contents
RETRIEVING A DESTINATION FROM A 
GLOBAL ADDRESS BOOK
When an LDAP server is configured in the Web pages, you can look up an address in a global address book and 
retrieve the address for Scan to E-mail or Internet fax transmission (excluding Direct SMTP addresses).
1
Open the global address search screen.
(1) Touch the [Address Book] key in the base 
screen.
(2) Touch the [Global Address Search] key.
2
Search for the destination.
If only one LDAP server has been stored, (1) and (2) are not 
necessary. Go directly to (3). If an authentication screen for the 
LDAP server appears, enter your user name and password.
(1) Touch the key of the LDAP server that you 
wish to use.
If an authentication screen for the LDAP server appears, 
enter your user name and password.
(2) Touch the [OK] key.
(3) Search for the destination in the search 
screen.
Enter search characters for the destination and touch the 
[Search] key. The search results will appear after a brief 
interval.
For the procedure for entering text, see ENTERING 
TEXT (page 1-70) in 1. BEFORE USING THE 
MACHINE.
How to search
Enter the search characters (maximum of 64 characters). The system will look for names starting with the entered 
letters.
An asterisk   can be used as follows:
XXX : Names beginning with XXX.
XXX: Names that end with XXX.
XXX : Names that include XXX.
AA XX: Names that start with AA and end with XX.
Auto ReceptionFax Memory:100%
12
51510
Global
Address Search
Address Entry
Address Review
Condition
SettingsToCc
III III
GGG GGG
EEE EEE
CCC CCC
AAA AAA
JJJ JJJ
HHH HHH
FFF FFF
DDD DDD
BBB BBB
ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc.
Preview
Sort Address
(2)
Server ChangeCancelOK
Server 2
Server 1
Server 3
Server 4
Server 5
Server 6
Server 7
(1)(2)
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							5-26
SCANNER/INTERNET FAX
Contents Storing a destination from a global address book in the machines 
address book
A destination address obtained from a global address book can be stored as a destination (one-touch key) in the 
address book of the machine.
Touch the [Detail] key in the search results screen of the global address book (the screen of step 3 above) to display 
information on the selected destination. Touch the [Register] key in the detailed information screen and then touch the 
item to be used (the [E-mail] key or the [Internet Fax] key). The following screens will appear.
E-mail address registration screen Internet fax address registration screen
The information stored in the global address book is automatically entered. (The settings can be changed if needed. For 
detailed information on each item, see Address Control (page 7-16) in 7. SYSTEM SETTINGS.) However, configure 
the items below manually. To complete the storing procedure, touch the [Exit] key.
 [Initial] key: Touch this key to enter the initials that determine where the destination will appear in the alphabetical 
index and the order of one-touch key display. Enter up to 10 characters for the initials.
 [Index] key: Touch this key to select the custom index in which the address will appear. You can also select whether 
or not the destination will be included on the [Freq.] tab of the address book.
 [File Format] key: Set the format for Scan to E-mail. Default format settings have already been configured; however, 
selecting format settings when you store a destination saves you the trouble of selecting the 
settings each time you transmit to that destination.
 [Compression] key: Touch this key to set the compression mode when sending an Internet fax.
 [I-Fax Report] key: Touch this key to request a reception report when sending an Internet fax.
3
Select the destination.
(1) Touch the key of the desired destination.
If no names are found that match the search characters, a 
message will appear. Touch the [OK] key to close the 
message and touch the [Search Again] key to search 
again.
(2) Touch the [To] key.
This enters the selected destination.
If you wish to enter another destination, repeat (1) and (2) 
of this step.
 If 30 or more matches are found, a message will appear in the screen. Touch the [OK] key to close the message. Up 
to 300 matches can appear. If no names are found that match the search letters, touch the [Search Again] key to 
search again using more search letters.
To check the information stored in a destination...
Touch the key of the destination and then touch the [Detail] key. The information stored for the selected destination 
will appear. Check the information and then touch the [OK] key to return to the search results screen.
If a screen for selecting the item to be used appears...
If the selected destination includes a fax number, telephone number, or other contact information in addition to the 
e-mail address or Internet fax address, you will need to select which item you wish to use. Touch the [E-mail] key or 
the [Internet Fax] key to retrieve the address for Scan to E-mail or Internet fax transmission.
12
XXX EEE
XXX FFF
XXX DDD
XXX CCC
XXX BBB
XXX [email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Address Book
Search Again
Address Review
Condition
SettingsToCc
DetailXXX
(2)(1)
E-mailInternet FaxFax
Direct Address / IndividualExit
Search Number
Name
InitialIndex
Address
Key Name
File Format
0001
AAA AAA
[email protected]
AAA AAA
Colour/Greyscale:PDF/Medium:PDF/MMR(G4)B/W
AUser 1
E-mailInternet FaxFax
Direct Address / IndividualExit
Search Number
Name
Initial
Address
Key Name
Compression
I-Fax Report
0001
AAA AAA
AUser 1
[email protected]
AAA AAA
MH (G3)
Off
Index
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SCANNER/INTERNET FAX
Contents
USING THE RESEND FUNCTION
The destinations of the most recent 8 transmissions by Scan to E-mail, Internet fax (including Direct SMTP addresses) 
and/or fax are stored. One of these can be selected to resend to that destination.
1
Touch the [Resend] key.
2
Touch the key of the desired address.
The last 8 addresses used for transmission are displayed.
 When the [Resend] key is touched and a destination selected, the mode of the selected destination is automatically 
selected.
 The following types of addresses are not stored for resending.
- A one-touch key in which multiple destinations are stored (group key).
- Scan to FTP, Scan to Desktop, and Scan to Network Folder addresses.
- Broadcasting destinations
- Addresses used only for BCC delivery
- Destinations transmitted to using a program
System Settings (Administrator): Disable [Resend] on Fax/Image Send Mode
This prohibits use of the resend function. When this setting is enabled, the [Resend] key cannot be used in the base screen 
of image send mode.
Resend
Scan
Ready to send.
A4
USB Mem. ScanFaxInternet FaxPC Scan
File
Quick File
Address Review
Send Settings
Address Entry
Address BookAutoAuto
Auto
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:Send:
200X200dpi
Preview
PDF
Mono2
ResendCancel
No.01
No.03
No.05
No.07
EEE
 EEE
CCC CCC
AAA AAA
GGG GGG
No.02
No.04
No.06
No.08
FFF FFF
DDD DDD
BBB BBB
HHH HHH
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SCANNER/INTERNET FAX
Contents
SENDING AN IMAGE IN SCAN MODE
This section explains the basic procedure for transmission in scan mode (Scan to E-mail, Scan to FTP, Scan to 
Desktop, and Scan to Network Folder).
TRANSMITTING AN IMAGE
When a default address is configured in Default Address Setting in the system settings (administrator), the mode cannot be 
changed, the destination cannot be changed, and destinations cannot be added. If you wish to change the mode or 
destination, touch the [Cancel] key in the touch panel and then follow the procedure below.
1
Place the original.
Do not place any objects under the original size detector. 
Closing the automatic document feeder with an object 
underneath may damage the original size detector plate and 
prevent correct detection of the document size.
 When placing the originals, orient them as shown below.
* To place a large portrait-oriented original, place it as shown above in Landscape orientation and specify the 
placement orientation in step 3.
 Place A5 (5-1/2 x 8-1/2) size originals in portrait (vertical) orientation ( ). If placed in landscape (horizontal) 
orientation ( ), an incorrect size will be detected. For a A5R (5-1/2 x 8-1/2R) size original, enter the original size 
manually.
 Originals cannot be scanned in succession from both the automatic document feeder and the document glass and 
sent in a single transmission.
1 1
Original size 
detector
1
1
1
1
1
1
Document feeder tray
Place the original face up.
Portrait orientation*
Landscape orientation
Document glass
Place the original face down and align the 
corner with the tip of the arrow mark   in the 
top left corner of the document glass scale.Originals
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SCANNER/INTERNET FAX
Contents
2
Specify the destination.
(1) Touch the [Address Book] key in the base 
screen.
(2) Touch the one-touch key of the desired 
destination.
The icon on the key indicates the type of destination 
stored in the key.
: Scan to E-mail
: Scan to FTP
: Scan to Network Folder
: Scan to Desktop
(3) Touch the [To] key.
The destination is specified.
(4) Touch the [Condition Settings] key.
 After a one-touch key is touched, if the screen is changed without touching the [To] key, the destination is 
automatically specified.
 When performing Scan to E-mail, you can also send Cc or Bcc copies to other destinations. Touch the desired 
destination and then touch the [Cc] key or the [Bcc] key.
 Multiple destinations can be specified. To specify multiple destinations, repeat steps (2) and (3). 
 You can also select multiple one-touch keys and then touch the [To] key (or the [Cc] or [Bcc] key) to specify all 
selected keys at once.
 In addition to specification by a one-touch key, a destination can also be specified by a search number. Destinations 
for Scan to E-mail and Scan to Network Folder can also be manually entered or looked up in a global address book. 
For more information, see ENTERING DESTINATIONS (page 5-18).
System Settings (Administrator): Bcc Setting
This setting enables or disables Bcc delivery. When enabled, the [Bcc] key appears in the address book screen.
3
Switch to scan mode and display the 
image settings screen.
(1) Touch the [Scan] tab.
(2) Touch the [Original] key.
The current settings for [Original], [Exposure], [Resolution], [File Format], and [Colour Mode] are indicated at the right 
of each key. To change a setting, touch the appropriate key.
☞AUTOMATICALLY SCANNING BOTH SIDES OF AN ORIGINAL (2-Sided Original) (page 5-54), SPECIFYING 
THE ORIGINAL SCAN SIZE AND SEND SIZE (Enlarge/Reduce) (page 5-55), CHANGING THE EXPOSURE 
AND ORIGINAL IMAGE TYPE (page 5-61), CHANGING THE RESOLUTION (page 5-63), CHANGING THE FILE 
FORMAT (page 5-64), CHANGING THE COLOUR MODE (page 5-68), SPECIAL MODES (page 5-71)
Auto ReceptionFax Memory:100%
AAA AAA
ToCc
III III
GGG GGG
EEE EEE
CCC CCC
HHH HHH
FFF FFF
DDD DDD
BBB BBB12
51510
Global
Address Search
Address Entry
Address Review
Condition
Settings
JJJ JJJ
ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc.
Preview
Sort Address
(3)(2) (4)
A4AutoAuto
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
(1)(2)
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SCANNER/INTERNET FAX
Contents
4
Specify the orientation in which the 
original is placed.
To enable the original to be scanned in the correct orientation 
(the orientation of the top edge of the original that is shown at 
the top of the display), specify the orientation in which the 
original was placed in step 1.
(1) Touch the appropriate orientation key.
If the top edge of the original is up, touch the   key. If 
the top edge of the original is to the left, touch the   
key.
(2) Touch the [OK] key.
You will return to the screen of step 2.
The original orientation is initially set to  . If the original was placed with the top edge up, this step is not 
necessary.
5
Press the [START] key.
Scanning begins.
 If the original is placed on the document glass, the [Read-End] key appears in the touch panel. If the original is only one 
page, go to step 7. To scan more pages, go to the next step.
 If the original was inserted in the document feeder tray, a beep will sound when scanning is completed and transmission 
will take place.
 The image is scanned in the mode set in Colour mode. For the colour mode settings, see CHANGING THE 
COLOUR MODE (page 5-68).
 If Encrypt PDF is selected for the file format ([PDF] is selected in the format settings screen and the [Encry.] 
checkbox is set to  ), you will be prompted to enter a password when you press the [START] key.
Touch the [Entry] key to open the keyboard screen, enter a password (maximum of 32 characters), and touch the 
[OK] key. The recipient must use the password entered here to open the Encrypt PDF file.
To cancel Encrypt PDF, touch the [Cancel] key. The format settings screen will appear to let you change the file 
type. Select a new file type and press the [START] key to begin transmission.
6
If the original was placed on the document glass, replace it with the next original 
and press the [START] key.
Repeat until all originals have been scanned.
Scan/OriginalOK
AutoAuto    A4Scan Size
2-Sided
Tablet2-Sided
Booklet
Send Size100%
Image Orientation
(2)(1)
EntryCancel
Please enter encrypt PDF
password.
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SCANNER/INTERNET FAX
Contents
7
Touch the [Read-End] key.
A beep will sound to indicate that the operation is completed.
Open the automatic document feeder and remove the original.
 If no action is taken for one minute after the confirmation screen appears, scanning automatically ends and the 
transmission is reserved.
 The [Configure] key can be touched to change the exposure, resolution, scan size, and send size for each original 
page scanned. However, when Card Shot is selected in the special modes, only the exposure can be changed 
when scanning an even-numbered original page.
 When all originals have been scanned, Job stored. will be displayed together with a job control number. This number can 
be used to locate the job in the Transaction Report or in the Image Sending Activity Report. If the job is a broadcast 
transmission, this number will also appear in the key of the job in the job status screen. For this reason, making a note of 
the number is useful for checking the result.
 If the memory becomes full while the originals are being scanned, a message will appear and scanning will stop.
 When performing Scan to E-mail, take care not to send a file that is too large. In particular, multi-page files tend to be large. 
When sending a multi-page file or other large file, it may be necessary to reduce the number of scanned pages or reduce 
the send size.
Storing a mail signature
You can have preset text automatically added at the end of e-mail messages as a mail signature. This is convenient when 
you wish to have a corporate policy or other preset text appear at the bottom of e-mail messages. To store the text for the 
mail signature, click [Application Settings], [Network Scanner Settings] and then [Administration Settings] in the Web page 
menu. (Administrator rights are required.) Up to 900 characters can be entered. (The mail signature is not included in the 
maximum number of characters that can be entered in the e-mail message.)
Use Pre-Setting Mail Signature in the system settings (administrator) to specify whether or not a mail signature is added.
To cancel scanning...
Press the [STOP] key ( ) to cancel the operation.
System Settings (Administrator): Image Send Settings
Use this to configure scanner transmission settings, including the default resolution and exposure settings, the default 
colour mode and file format, the file compression method for broadcasting, the file size limit for Scan to E-mail, and the 
default sender and destination.
System Settings (Administrator): Pre-Setting Mail Signature
Use this setting to specify whether or not a mail signature is added at the end of e-mail messages. By factory default, a 
mail signature is not added.
Read-EndConfigure
Place next original.       (Pg.No.x)
Press [Start].
When finished, press [Read-End].
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SCANNER/INTERNET FAX
Contents
CHANGING THE SUBJECT, FILE NAME, REPLY-TO, 
AND BODY TEXT
The subject, file name, reply-to, and body text can be changed when performing a scan transmission. Preset items can 
be selected or text can be directly entered.
 When performing Scan to FTP, Scan to Desktop, or Scan to Network Folder, only the file name is used.
 If the subject and file name are not changed, the settings in the Web page are used.
 If the sender name is not changed, the name set in Default Sender Set in the system settings is used. If this is not 
configured, the reply address in [Network Settings] - [Services Settings] - [SMTP Settings] in the Web pages is used. 
(Administrator rights are required.)
 Selections for the subject, file name, and body text are configured by clicking [Application Settings] and then [Network 
Scanner Settings] in the Web page menu. 
 For the procedure for entering text, see ENTERING TEXT (page 1-70) in 1. BEFORE USING THE MACHINE.
1
Touch the [Send Settings] key in the base screen.
☞
BASE SCREEN (page 5-9)
If you are sending to a Scan to FTP, Scan to Desktop, or Scan to Network Folder destination, go to step 4.
2
To change the subject, touch the 
[Subject] key.
3
Enter the subject.
(1) Touch a Pre-Set text key.
(2) Touch the [OK] key.
 If you wish to directly enter the text, touch the [Direct Entry] key to open the text entry screen. Enter the text and 
touch the [OK] key.
 The text in a pre-set text key can be edited by touching the pre-set text key and then the [Direct Entry] key. The text 
entry screen will appear with the selected pre-set text entered. (When a destination is stored using the Web pages, 
up to 80 characters can be entered. However, only 54 characters can be entered in the touch panel.)
Send SettingsOK
Subject
File Name
Reply-To
Body Text
Add Reply to to Cc
No.01 Sub: Schedule coordinationNo.02 Sub: Monthly Schedule
No.04
No.06No.05
No.08No.07
No.10No.09
No.12No.11
No.03 Sub: Minutes of planning m
SubjectOKCancel
Direct Entry
15
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Contents
4
To change the file name, touch the [File 
Name] key.
 The file name is entered in the same way as the subject.
 If you are sending to a Scan to FTP, Scan to Desktop, or 
Scan to Network Folder destination, go to step 9.
5
To change Reply-To, touch the 
[Reply-To] key.
If user authentication is being used, the information of the user that logged in will be applied, and thus Reply-To 
cannot be changed.
6
Specify a user for Reply-To and touch 
the [OK] key.
 Touch the key that you wish to use for Reply-To.
 You can touch the [Global Address Search] key to specify a 
user stored in a global address book for Reply-To. You can 
also touch the [Address Entry] key to directly enter an e-mail 
address.
 To specify the return address, you can touch the   key and enter a user number that has been previously stored 
using User List in the system settings (administrator).
 A key can only be selected for the return address if an e-mail address has been stored for that user in User List in 
the system settings (administrator).
Send SettingsOK
Subject
File Name
Reply-To
Body Text
Add Reply to to Cc
Sub: Schedule coordination meeting
Sub: Schedule coordination meeting
Material for planning meeting
Send SettingsOK
Subject
File Name
Reply-To
Body Text
Add Reply to to Cc
13
III III
GGG GGG
EEE EEE
CCC CCC
AAA AAA
JJJ JJJ
KKK KKKLLL LLL
HHH HHH
FFF FFF
DDD DDD
BBB BBB
Global
Address Search
Address Entry
Reply-To
User
ABC
OKCancel
12186
ABCDEFGHIJKLMNOPQRSTUVWXYZetc.All
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