Sharp Mxm264n User Guide
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5-3 SCANNER/INTERNET FAX Contents This section provides information that you should know before using the machine as a network scanner. NETWORK SCANNER FUNCTION The network scanner function of the machine can be used to scan an original, create an image file, and send the file over a network to a computer, FTP server, or other destination. Scanning is also possible from your computer using a TWAIN-compliant application. The network scanner function provides the following scanning modes. SENDING AN IMAGE IN SCAN MODE (page 5-28) Scan to E-mail The scanned file is sent to an e-mail address. Scan to FTP The scanned file is sent to a specified directory of an FTP server. When the file is sent, it is also possible to send an e-mail to a previously stored e-mail address to inform the recipient of the location of the file. (This is called Scan to FTP (Hyperlink).) Scan to Desktop The scanned file is sent to a specified folder on your computer. To use Scan to Desktop, software must be installed from the Sharpdesk/Network Scanner Utilities CD-ROM that accompanies the machine. For the system requirements of the software, see the manual (PDF format) or the Readme file on the CD-ROM. For the procedures for installing the software, see the Sharpdesk Installation Guide. Scan to Network Folder The scanned file is sent to a network folder on a Windows computer on the same network as the machine. BEFORE USING THE MACHINE AS A NETWORK SCANNER Scan modes
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 hard disk drive and 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. This function requires the hard disk drive. SCANNING FROM A COMPUTER (PC Scan Mode) (page 5-122) 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 XP/Server 2003/Vista/Server 2008/7. The hard disk drive and application integration module are required to use the metadata transmission function. METADATA DELIVERY (page 5-127) 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
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. 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.
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 1000 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.
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. ABCDFreq.EFGH ABCD IJKLMNOPQRSTUVWXYZetc. 12 AAA HHH AAA FFF AAA DDD Comp-DESKTOP AAA AAA AAA III AAA GGG AAA EEE AAA CCC AAA BBB 51510 AutoAuto Auto Global Address Search Address Entry Preview Sort Address Address Review Condition Settings File Quick File 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 PDF Auto/Greyscale PDF Preview Sort Address (B) (A) (B) (C) (D)
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 5-109) 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 5-109) 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.
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 5-127).(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: Text 200X200dpi PDF Auto/Greyscale PDF Ready to send. IMAGE SENDDOCUMENT FILING COPY Preview (1) (2) (3) (7) (8) (4) (5) (6) (9) (11) (10) (12)(13) AutoAuto Auto USB Mem. ScanFaxScanPC Scan Special Modes Colour Mode File Format Resolution ExposureFile Name OriginalScan: Internet Fax Send: Text 200X200dpi PDF Auto/Greyscale PDF Ready to send. IMAGE SENDDOCUMENT FILING COPY Stored to Preview (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
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) This function requires the hard disk drive. (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 5-114) CHECKING THE IMAGE BEFORE PRINTING (page 5-115) (17) [I-Fax Manual Reception] key Touch this key to receive an Internet fax manually. MANUALLY RECEIVING INTERNET FAXES (page 5-113) 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 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: Text 200X200dpi PDF Auto/Greyscale PDF 12 51510 Global Address Search Address Entry Preview 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 Base screen of scan modeAddress book screen
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. 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: Text 200X200dpi PDF Auto/Greyscale PDF Preview These 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: Text 200X200dpi PDF Auto/Greyscale PDF Preview
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. This function requires the hard disk drive. 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 *. * A 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) 12 III III GGG GGG EEE EEE CCC CCC AAA AAA JJJ JJJ HHH HHH FFF FFF DDD DDD BBB BBB 51510 Global Address Search Address Entry Sort Address Address Review Condition SettingsToCcBcc AAA AAA [email protected] ABCDFreq.EFGHIJKLMNOPQRSTUVWXYZetc. Preview (14) (3) (2) (4) (5) (6) (8) (7)(13) (12) (9) (1) (10)(11)