Sharp Mx M453n Owners Manual

							6-6
DOCUMENT FILING
Contents Automatic deletion of files
You can have document filing data in specified folders automatically deleted at regular intervals by specifying the folders 
and the time. Periodic deletion of files stored in the machine helps to prevent the leaking of sensitive information and 
frees space on the hard drive.
Every day, every week, or every month can be selected for the deletion cycle, and a time can be set for each selection.
For example, you can set file deletion to take place every week on Friday at 6:00 PM.
Automatic file deletion settings are configured in Automatic Deletion of File Settings in the system settings 
(administrator).
To check the settings, print the following list in the system settings.
To check information on the deletion cycle: Print the Administrator Settings List in the system settings (administrator).
To check information on the folders selected for file deletion: Print the Document Filing Folder List in the system settings.
When Automatic Deletion of File Settings is enabled in the system settings (administrator), all files in the specified folders 
will be deleted when the set time arrives. Take care not to store files that you wish to keep in folders specified for file deletion.
System Settings: Document Filing Control (page 7-24)
This shows a list of the folder names for document filing.
System Settings (Administrator): Automatic Deletion of File Settings
Configure settings for automatic deletion at regular intervals of files stored using the document filing function.
System Settings (Administrator): Administrator Settings List
Use this to print a list of the administrator settings, including document filing settings. 
						

							6-7
DOCUMENT FILING
Contents Files
When a file is saved using File, the following information can be appended.
Saving a file with this information allows you to distinguish it from other files.
User name:Use this to specify the owner of the file. The user name must first be stored in User List in the system 
settings.
File Name:A file name can be entered.
Folder:Select which folder the file will be saved in.
Confidential:A password (5 to 8 digits) can be established to prevent others from using the file.
IMPORTANT POINTS WHEN USING DOCUMENT FILING
Note the following when using document filing:
 Files saved using Quick File are assigned the Sharing property. Sharing files can be retrieved and printed or 
transmitted by anyone, and thus Quick File should not be used to save sensitive or confidential documents that you do 
not wish others to use.
 When saving a file with File, use the Confidential property. A password can be set for a Confidential file to 
prevent the file from being used by other people. Take care to keep the password of a stored Confidential file secret.
 The property of a stored Confidential file can be changed to Sharing by Property Change when the file is used. 
Do not store sensitive documents or documents that you do not want to be used by others.
 Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the 
leaking of sensitive information due to manipulation by a third party of any data saved using the Quick File function or 
File function, or incorrect operation of the Quick File function or File function by the operator that saves the data.
The above information cannot be specified when a file is saved with Quick File.
System Settings (Administrator): User List
This is used to store user names.
Meeting minutes folder
User Name: Name 1
File Name: Meeting handout
Password: 12345678 
						

							6-8
DOCUMENT FILING
Contents
USING DOCUMENT FILING IN EACH MODE
In copy or image send mode, the original can be saved as a file on the hard drive at the same time it is copied or 
transmitted. In addition, Scan to HDD can be used to save the scanned data of an original to the hard drive without 
copying or transmitting the data.
Copy mode
The original is saved as an image file at the same time it is copied.
Image Send mode
Example: Base screen of scan mode
The original is saved as an image file at the same time it is scanned and transmitted.
(1) Touch the [COPY] key.
(2) Touch the [File] key or the [Quick File] 
key.
(1) Touch the [IMAGE SEND] key.
(2) Touch the [Scan] tab.
(3) Touch the [File] key or the [Quick File] 
key.
Ready to scan for copy.0
Auto
2.3.4.
1.
Plain
Special Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
ExposureAuto
Copy Ratio
IMAGE SENDDOCUMENT
FILING COPY
100%Preview
Auto
A4
Plain
A4
A4RB4A3
A4A4
(1)(2)
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
PDF
Mono2
Ready to send.
IMAGE SENDDOCUMENT
FILING COPY
Preview
(3)
(1)(2) 
						

							6-9
DOCUMENT FILING
Contents Scan to HDD mode
The scanned original is saved as an image file. Neither printing nor transmission are performed when Scan to HDD is 
used.
(1) Touch the [DOCUMENT FILING] key.
(2) Touch the [Scan to HDD] tab.
[File] key and [Quick File] key
The File key and/or Quick File key will not appear in the base screen of copy mode or image send mode if one or both of 
the keys has been changed to a different function using Customize Key Setting in the Web page menu. In this case, touch 
the [Special Modes] key in the base screen of either mode. Document filing can be performed by touching the [Quick File] 
key or [File] key in the special modes menu.
Using document filing in print mode
To use document filing in print mode, select document filing in the printer driver. For more information on using document 
filing in print mode, see CONVENIENT PRINTER FUNCTIONS (page 3-54) in 3. PRINTER.
Using document filing in PC-Fax/PC-I-Fax mode
To use document filing in PC-Fax or PC-I-Fax mode, select document filing settings in the PC-Fax driver. For more 
information, see Help in the PC-Fax driver.
System Settings (Administrator): Customize Key Setting
Registration is performed in [System Settings] - [Operation Settings] - Customize Key Setting in the Web page menu.
File RetrieveScan to HDDHDD StatusEx Data File
InformationOriginal
Exposure
Resolution
Colour Mode
Special Modes
600X600dpi
AutoAuto
Auto
Mono2
Ready to scan to HDD.
Press [Start] to scan original.
Scan:Store:
IMAGE SENDDOCUMENT
FILING COPY
Preview
(1)(2) 
						

							6-10
DOCUMENT FILING
Contents
BASE SCREEN OF DOCUMENT FILING 
MODE
Touch the [DOCUMENT FILING] key in the touch panel to open the base screen of document filing mode.
Files stored on the hard drive in the machine can be retrieved from this screen.
When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear.
If the user that logged in does not have My Folder configured, the folder selection screen will appear.
☞FOLDER SELECTION SCREEN (page 6-26) 
☞FILE SELECTION SCREEN (page 6-27)
(1) Mode switch keys
Use these keys to switch between copy, image send, and 
document filing modes.
To switch to document filing mode, touch the 
[DOCUMENT FILING] key.
(2) [File Retrieve] tab
Touch this tab to retrieve a file stored by document filing. 
The folder selection screen will appear.
☞FOLDER SELECTION SCREEN (page 6-26)
(3) [Scan to HDD] tab
Touch this key to select Scan to HDD. Neither printing 
nor transmission are performed.
The file will be stored in the Main folder or a custom 
folder.
☞SAVING A DOCUMENT FILE ONLY (Scan to HDD) 
(page 6-18)
(4) [HDD Status] tab
Touch this key to check how much of the machines hard 
drive is being used.
The amount used is shown as a percentage.(5) [External Data Access] tab
This can be selected when an FTP server is stored or a 
USB memory device is connected to the machine.
☞DIRECTLY PRINTING FROM THE MACHINE 
(page 3-57) in 3. PRINTER
(6) [Search] key
Touch this key to search for a file stored in a folder.
You can search using the user name, file name, or folder 
name.
☞SEARCHING FOR A STORED FILE (page 6-47)
(7) When retrieving a stored file, use this to select the 
folder where the file is stored.
☞FOLDER SELECTION SCREEN (page 6-26)
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)
(3)(4)
(5)(6)
(7)
(2)
HDD Status
Main Folder:10%Custom Folder:40%
Quick File Folder:20%
Free Space:50%
Free Space:80%0255075100%
0255075100% 
						

							6-11
DOCUMENT FILING
Contents
This chapter explains how to save an original as an image file using the Quick File, File, and Scan to HDD functions of 
document filing mode.
SAVING A FILE WITH Quick File
When copying, printing or transmitting a document in copy mode, print mode, or image send mode (excluding USB 
memory scan mode), Quick File can be selected to save an image of the document to the Quick File folder.
The image can retrieved at a later time, allowing you to print or transmit the document without having to locate the 
original.
As an example, the procedure for storing a document in the Quick File folder while copying is explained below.
SAVING FILES WITH DOCUMENT 
FILING
1
Place the original.
Place the original face up in the document feeder tray, or face 
down on the document glass.
2
Touch the [Quick File] key.
3
Touch the [OK] key.
You will return to the base screen of copy mode and the [Quick 
File] key will be highlighted.
To cancel Quick File...
Touch the [Quick File] key in the screen of step 2 so that it is not highlighted after you touch the [OK] key.
1
1
Auto
2.3.4.
1.
Plain
Special Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
ExposureAuto
Copy Ratio
100%Preview
Auto
A4
Plain
A4
A4RB4A3
A4A4
OK
Scanned data is automatically stored
in the quick file folder. Do not store
confidential data to the folder. 
						

							6-12
DOCUMENT FILING
Contents
4
Select copy settings and then press the [START] key.
 Copying begins and the scanned document image is saved to the hard drive.
The selected copy settings are also saved.
 To prevent accidental saving of the document, the message The scanned data is stored in the quick file folder. appears 
for 6 seconds (default setting) after the [START] key is pressed.
The message display time can be changed using Message Time Setting in the system settings (administrator).
 If you inserted the original pages in the document feeder tray, all pages are scanned.
 If you placed the original on the document glass, scan each page one page at a time.
When scanning of one page finishes, replace it with the next page and press the [START] key.
Repeat until all pages have been scanned and then press the [Read-End] key.
To cancel scanning...
Press the [STOP] key ( ).
When a file is stored using Quick File, the following user name and file name are automatically assigned to the file.
User Name: User Unknown
File Name: Mode_Day-Month-Year_Hour-Minute-Second
(Example: Copy_04042010_112030)
Stored to: Quick File Folder
When user authentication is used, the user name that was used for login is automatically selected.
Only the file name and location of a file stored in the Quick File Folder can be changed.
To cancel Quick File...
Touch the [Quick File] key in the screen of step 2 so that it is no longer highlighted.
System Settings (Administrator): Delete All Quick Files
With the exception of protected files, all files in the quick file folder can be deleted at once.
Settings can be configured to delete all files by key operation and to have all files automatically deleted when the power is 
turned on. 
						

							6-13
DOCUMENT FILING
Contents
SAVING A FILE WITH File
When copying, printing or transmitting a document in copy mode, print mode, or image send mode (excluding USB 
memory scan mode), File can be selected to save an image of the document to the Main folder or a previously created 
custom folder. The image can retrieved at a later time, allowing you to print or transmit the document without having to 
locate the original.
As an example, the procedure for using File while copying is explained below.
1
Place the original.
Place the original face up in the document feeder tray, or face 
down on the document glass.
2
Touch the [File] key.
3
Select the File settings.
(1) Select file information settings.
To select the user name, file name, folder, and 
confidential setting, see FILE INFORMATION (page 
6-15).
Specifying a user name: (page 6-15)
Assigning a file name: (page 6-16)
Specifying the folder: (page 6-16)
Storing a file as a confidential file: (page 6-17)
After configuring the above settings, you will return to this 
screen. Go to the next step.
If you do not wish to assign a user name or other 
information to the file, go to the next step.
(2) Touch the [OK] key.
You will return to the base screen of copy mode and the 
[File] key will be highlighted.
1 1
Auto
2.3.4.
1.
Plain
Special Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
ExposureAuto
Copy Ratio
100%Preview
Auto
A4
Plain
A4
A4RB4A3
A4A4
File InformationOKCancel
Confidential
User Name User Unknown
Copy_04042010_112030
Main Folder
File Name
Stored to
Password
(1)(2) 
						

							6-14
DOCUMENT FILING
Contents
4
Select copy settings and then press the [START] key.
 Copying begins and the scanned document image is saved to the hard drive.
The selected copy settings are also saved.
 For the procedure for placing the original, see step 4 of SAVING A FILE WITH Quick File (page 6-11).
To cancel scanning...
Press the [STOP] key ( ).
When a file is stored using File without appending file information, the following user name and file name are automatically 
assigned to the file.
User Name: User Unknown
File Name: Mode_Day-Month-Year_Hour-Minute-Second
(Example: Copy_04042010_112030)
Stored to: Main Folder
When user authentication is used, the user name that was used for login is automatically selected.
To cancel the File operation...
Touch the [Cancel] key in the screen of step 3. 
						

							6-15
DOCUMENT FILING
Contents
FILE INFORMATION
This section explains the settings that are configured in step 3 of SAVING A FILE WITH File (page 6-13). Specifying 
a user name, file name, folder, and confidential setting makes it easier to manage and search for a file. In addition, when 
confidential is selected and a password is established, other people will not be able to view the file without permission.
Specifying a user name
1
Touch the [User Name] key.
When user authentication is used, the user name that was used 
for login is automatically selected. In this case, this step is not 
needed.
The user name must be previously stored in User List in the system settings (administrator).
2
Touch the desired user name in the list 
of user names that is displayed.
(1) Select the user name.
There are two 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   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.
(2) Touch the [OK] key.
The user name that you touched is selected and you 
return to the screen of step 1. The selected user name 
appears.
File InformationOKCancel
Confidential
User Name User Unknown
Copy_04042010_112030
Main Folder
File Name
Stored to
Password
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
12
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(2)(B)