Sharp Mx M453n Owners Manual

							6-46
DOCUMENT FILING
Contents
RETRIEVING AND USING A FILE FROM THE 
JOB STATUS SCREEN
Files stored using File and Quick File appear as keys in the job status complete screen.
This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another 
destination.
1
Press the [JOB STATUS] key.
2
Touch the job status selector key so that 
[Complete] is highlighted.
3
Select the desired file in the completed 
jobs.
(1) Touch the key of the desired file.
(2) Touch the [Call] key.
The job settings screen appears.
Select and perform the desired operation.
☞JOB SETTINGS SCREEN (page 6-30)
☞PRINTING A STORED FILE (page 6-31)
☞SENDING A STORED FILE (page 6-37)
☞PROPERTIES OF STORED FILES (page 6-39)
☞MOVING A STORED FILE (page 6-41)
☞DELETING A STORED FILE (page 6-43)
☞CHECKING AN IMAGE OF A STORED FILE (page 
6-44)
To view information on a file, select the file and then touch the [Detail] key.
JOB STATUS
Print JobScan toFax Job
Computer01002/001Printing
0312345678002/000Waiting
0312345678002/000Waiting
Copy002/000Waiting
SpoolJob QueueComplete
Job QueueSets / ProgressStatus
11
Detail
Stop/Delete
Priority
1
2
3
4
Internet Fax
Print JobScan toFax Job
Computer0211:00 04/04 001/001  OK
10:33 04/04 010/010  OK
10:31 04/04 013/013  OK
10:30 04/04 010/010  OK
Computer03
Computer04
file-01
10:13 04/04 001/001  OKCopy
10:03 04/04 001/001  OKCopy
10:01 04/04 003/003  OKComputer05
10:00 04/04 010/010  OKCopy
SpoolJob QueueComplete
Jobs CompletedSet TimeStatusSets
11
Detail
Call
Internet Fax
(2)(1) 
						

							6-47
DOCUMENT FILING
Contents
SEARCHING FOR A STORED FILE
When there are many stored files, it may take time to find a file. The search function of document filing mode can be 
used to find a file quickly.
This section explains how to search for a file or folder on the machines hard drive.
Searching is possible even when you only know part of the file name or folder name. A folder can also be specified as a 
search range.
Example: Only part of a file name is known: Meeting
1
Open the file search screen.
(1) Touch the [DOCUMENT FILING] key.
(2) Touch the [Search] key.
2
Touch the [User Name] key or the [File 
or Folder Name] key.
If you know the user name, touch the [User Name] key and go 
to Using the user name to search in step 3.
If you know the file name, touch the [File or Folder Name] key 
and go to Using the file name or folder name to search in step 
3.
When you search
using Meeting...All folders and files that 
include Meeting will be 
listed.[Search results]
Text 1
Report Regular meeting
Regular
meeting
Meeting graphsMeeting
graphs
MainQuick File
For individuals
For meetingsFor
meetings
[Hard drive]
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)
SearchCancelStart Search
User Name 
File or Folder Name
Password 
						

							6-48
DOCUMENT FILING
Contents
3
Using the user name to search
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. 
Searching is possible even if you only enter the first several 
letters of the user name.
After selecting the user name, touch the [OK] key.
After the user name is selected, the [Password] key can be 
touched. To search for files of the selected user name that 
have a certain password, touch the [Password] key and enter 
the password.
(It is not possible to search using a password only.)
Using the file name or folder name to 
search
Enter the file name or folder name in the text entry screen that 
appears and touch the [OK] key.
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
12Default User
Direct Entry
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(B)
(D)(C) 
						

							6-49
DOCUMENT FILING
Contents
4
Touch the [Start Search] key.
The search results will appear in a screen similar to the 
following screen. A list of the files that match your search 
criteria will appear. Select the desired file from the list. 
The job settings screen will appear.
To return to the base screen of document filing mode, 
touch the [Cancel] key.
To return to the file search screen, touch the [Search 
Again] key.
 When you search using [File or Folder Name], custom folders that match the search characters will also appear in 
the list. When a folder key is touched, a list of the files in the folder appears. Touch the desired file in the list.
 You can also use the Web pages to search for a file. Click [Document Operations], [Document Filing], and then 
[Search] in the Web page menu.
Start Search
Password
file-01
Name 1
SearchCancel
User Name 
File or Folder Name
Search
File or Folder Name
file-01Name 104/04/2010
User Name Date
11
Search AgainCancel 
						

							6-50
DOCUMENT FILING
Contents Searching within a folder
You can specify a folder to restrict the search range to that folder. To search within a specified folder, follow the steps 
below.
1
Open the folder that you wish to search.
(1) Touch the [DOCUMENT FILING] key.
(2) Touch the key of the folder that you wish to 
search.
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 [Search] key.
3
Touch the [User Name] key or the [File 
or Folder Name] key.
If you know the user name, touch the [User Name] key and go 
to Using the user name to search in step 4.
If you know the file name, touch the [File or Folder Name] key 
and go to Using the file name or folder name to search in step 
4.
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
Search within Current Folder
SearchCancelStart Search
User Name 
File or Folder Name
Password 
						

							6-51
DOCUMENT FILING
Contents
4
Using the user name to search
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. 
Searching is possible even if you only enter the first several 
letters of the user name.
After selecting the user name, touch the [OK] key.
After the user name is selected, the [Password] key can be 
touched. To search for files of the selected user name that 
have a certain password, touch the [Password] key and enter 
the password.
(It is not possible to search using a password only.)
Using the file name or folder name to 
search
Enter the file name in the text entry screen that appears and 
touch the [OK] key.
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
12Default User
Direct Entry
AllABCDEFGHIJKLQRSTUMNOPVWXYZetc.
(A)(B)
(D)(C) 
						

							6-52
DOCUMENT FILING
Contents
5
Start searching.
(1) Touch the [Search within Current Folder] 
checkbox so that it is selected  .
To search only files that are in the current folder, select 
the [Search within Current Folder] checkbox  .
Use this method to search for a file in a confidential folder.
(2) Touch the [Start Search] key.
The search results will appear in a screen similar to the 
following screen. A list of the files that match your search 
criteria will appear. Select the desired file from the list. 
The job settings screen will appear.
To return to the base screen of document filing mode, 
touch the [Cancel] key.
To return to the file search screen, touch the [Search 
Again] key.
Start Search
Password
file-01
Name 1
Search within Current Folder
SearchCancel
User Name 
File or Folder Name
(2)(1)
Search
File or Folder Name
file-01Name 104/04/2010
User Name Date
11
Search AgainCancel 
						

							7-1
This chapter explains the system settings, which are used to configure a variety of parameters to suit the aims and 
needs of your workplace. The current selections that have been made for the settings can be viewed or printed out.
To quickly check where a setting is located in the system settings menu, see SYSTEM SETTINGS MENU in the Quick 
Start Guide, Accessing the System Settings (General) (page 7-5), or Accessing the System Settings (Administrator) 
(page 7-26).
For the system settings for the fax function, see System Settings for Fax (General) List (page 7-97) and System 
Settings for Fax (Administrator) List (page 7-103).
SYSTEM SETTINGS
System Settings  . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-3
Common Operation Methods . . . . . . . . . . . . . . . . .  7-4
SYSTEM SETTINGS (GENERAL)
Accessing the System Settings (General)  . . . . . .  7-5
System Settings (General) List  . . . . . . . . . . . . . . .  7-6
Total Count  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
 Job Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
 Device Count  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-10
Default Settings . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-11
 Clock Adjust . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-11
 Keyboard Select . . . . . . . . . . . . . . . . . . . . . . . .  7-12
List Print (User) . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-12
Paper Tray Settings  . . . . . . . . . . . . . . . . . . . . . . .  7-13
 Tray Settings  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-13
 Paper Type Registration . . . . . . . . . . . . . . . . . .  7-15
 Auto Tray Switching . . . . . . . . . . . . . . . . . . . . .  7-15
 Custom Size Registration (Bypass)  . . . . . . . . .  7-15
Address Control  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-16
 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . .  7-16
 Custom Index . . . . . . . . . . . . . . . . . . . . . . . . . .  7-18
 Program  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-19
Fax Data Receive/Forward . . . . . . . . . . . . . . . . . .  7-20
 I-Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-20
Printer Condition Settings  . . . . . . . . . . . . . . . . . .  7-21
 Printer Default Settings. . . . . . . . . . . . . . . . . . .  7-21
 PCL Settings. . . . . . . . . . . . . . . . . . . . . . . . . . .  7-22
 PostScript Setting . . . . . . . . . . . . . . . . . . . . . . .  7-23
Document Filing Control  . . . . . . . . . . . . . . . . . . .  7-24
USB-Device Check  . . . . . . . . . . . . . . . . . . . . . . . .  7-25
User Control  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-25
 Amend User Information. . . . . . . . . . . . . . . . . .  7-25
SYSTEM SETTINGS (ADMINISTRATOR)
Accessing the System Settings (Administrator). . .  7-26
 When User Authentication is not Enabled  . . . .  7-26
 When User Authentication is Enabled  . . . . . . .  7-27
System Settings (Administrator) List  . . . . . . . . .  7-29
User Control  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-45
 User Authentication Setting  . . . . . . . . . . . . . . .  7-45
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-46
 User List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-49
 Page Limit Group List . . . . . . . . . . . . . . . . . . . .  7-51
 Authority Group List  . . . . . . . . . . . . . . . . . . . . .  7-52
 Favourite Operation Group List  . . . . . . . . . . . .  7-55
 User Count . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-57
Energy Save . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-59
Operation Settings  . . . . . . . . . . . . . . . . . . . . . . . .  7-60
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-60
 MFP Display Pattern Setting  . . . . . . . . . . . . . .  7-62
 Customize Key Setting . . . . . . . . . . . . . . . . . . .  7-62
 Home Screen Settings . . . . . . . . . . . . . . . . . . .  7-62
 Preview Setting. . . . . . . . . . . . . . . . . . . . . . . . .  7-64
 Remote Operation Settings  . . . . . . . . . . . . . . .  7-64
 Soft Keyboard Template Setting . . . . . . . . . . . .  7-64
Device Control . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-65
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-65
 Original Size Detector Setting  . . . . . . . . . . . . .  7-67
 Disabling of Devices . . . . . . . . . . . . . . . . . . . . .  7-68
 Fusing Control Settings  . . . . . . . . . . . . . . . . . .  7-68
Copy Function Settings  . . . . . . . . . . . . . . . . . . . .  7-69
 Initial Status Settings  . . . . . . . . . . . . . . . . . . . .  7-69
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-70
CHAPTER 7
SYSTEM SETTINGS 
						

							7-2
SYSTEM SETTINGS
Network Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-72
Printer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-73
 Default Settings  . . . . . . . . . . . . . . . . . . . . . . . .  7-73
 Interface Settings . . . . . . . . . . . . . . . . . . . . . . .  7-74
Image Send Settings . . . . . . . . . . . . . . . . . . . . . . .  7-75
 Operation Settings  . . . . . . . . . . . . . . . . . . . . . .  7-75
 Scan Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-79
 I-Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-81
Document Filing Settings . . . . . . . . . . . . . . . . . . .  7-85
 Other Settings. . . . . . . . . . . . . . . . . . . . . . . . . .  7-85
 Document Output Options  . . . . . . . . . . . . . . . .  7-87
 Automatic Deletion of File Settings. . . . . . . . . .  7-87
List Print (Administrator)  . . . . . . . . . . . . . . . . . . .  7-88
Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-89
Enable/Disable Settings . . . . . . . . . . . . . . . . . . . .  7-90
Change Administrator Password  . . . . . . . . . . . .  7-93
Product Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-93
Data Backup  . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  7-94
Storing/Calling of System Settings . . . . . . . . . . .  7-95
Sharp OSA Settings  . . . . . . . . . . . . . . . . . . . . . . .  7-96
SYSTEM SETTINGS FOR FAX
System Settings for Fax (General) List . . . . . . . .  7-97
Address Control  . . . . . . . . . . . . . . . . . . . . . . . . . .  7-98
 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . .  7-98
 F-Code Memory Box  . . . . . . . . . . . . . . . . . . .  7-100
Fax Data Receive/Forward . . . . . . . . . . . . . . . . .  7-102
 Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-102
System Settings for Fax (Administrator) List . .  7-103
Image Send Settings . . . . . . . . . . . . . . . . . . . . . .  7-105
 Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . .  7-105 
						

							7-3
SYSTEM SETTINGS
Contents
System Settings
The system settings are used to configure a variety of parameters to suit the aims and needs of your workplace. The 
system settings are also used to display or print out the current settings and status of the machine. The system settings 
allow you to make the machine easier to use.
The system settings consist of settings that are used by general users, and settings that can only be configured by an 
administrator of the machine. These two groups of settings are distinguished in this manual as follows.
SYSTEM SETTINGS
System Settings (General)System Settings (Administrator) *Login Required
System settings that can be configured by general users 
(including the administrator). For example, the following 
settings can be configured:
 Date and time settings
 Paper tray settings (paper size and paper type)
 Storing destinations for the fax and scanner functions
 Settings related to the printer function
 Creating folders for document filing
 Displaying the number of pages printed, scanned, and 
faxed.
For more information, see SYSTEM SETTINGS (GENERAL) 
(page 7-5).System settings that can be configured by the administrator. 
To configure these settings, login as an administrator is 
required. For example, the following settings can be 
configured:
 Storing users of the machine
 Energy save settings
 Settings related to the operation panel
 Settings for peripheral devices installed on the machine.
 Settings related to the copy function
 Network connection settings
 Transmission/reception settings for faxes and scanned 
images
 Advanced settings for the document filing function
For more information, see SYSTEM SETTINGS 
(ADMINISTRATOR) (page 7-26).
Settings for general usersSettings for administrators
Administrator password
To maintain security, the administrator of the machine should promptly change the password after the machine is 
purchased. (For the factory default administrator password, see TO THE ADMINISTRATOR OF THE MACHINE in the 
Safety Guide.) To change the password, see Change Administrator Password (page 7-93).
*To ensure a high level of security, change the password at regular intervals.
 The above groupings of General and Administrator are used as a convenient means of clarifying the functions of the 
settings. These groupings do not appear in the touch panel.
 For fax settings, see SYSTEM SETTINGS FOR FAX (page 7-97).
Web pages
The system settings can also be configured from the Web pages. To configure the system settings from the Web pages, 
click [System Settings] in the Web page menu.
In addition to the system settings, network and security settings can also be configured in the Web pages. For information 
on the settings, see Help in the Web pages.