Canon C3200 manual About the Address Book, Mail, Fax, File

Page 332

About the Address Book

The Address Book is a feature used for storing destinations of e-mail, I-fax, and ﬁle servers. The Address Book is divided into 10 subaddress books and one-touch buttons. You can store up to 1,800 destinations, including 1,600 destinations in the subaddress book, and 200 destinations in one-touch buttons. Registering a destination in the Address Book saves you the effort of entering that destination's address each time you send a job. By storing your own e-mail address, you can specify a reply e-mail address and use the Job Done Notice function.

The following types of destinations can be stored in the Address Book.

NOTE

•Since each address entry is treated as a single entry, if an e-mail address is registered in a group address, that e-mail address and the group address are counted as two entries.

•If the optional Super G3 FAX Board is installed, fax numbers can also be stored in the Address Book. For instructions on storing fax numbers, see Chapter 10, "Storing/Editing Address Book Settings," in the Facsimile Guide.

■E-mail

You can store e-mail addresses.

An e-mail address obtained by searching through the directory listings on a server using LDAP can also be stored.

■I-Fax

You can store the I-fax address, the mode, and the destination conditions.

An e-mail address obtained by searching through the directory listings on a server using LDAP can also be stored as an I-fax address.

■File

You can register a protocol, host name, ﬁle path, etc. for storing scanned documents in a ﬁle server.

NOTE

For examples of settings needed for sending to a ﬁle server, see the Network Guide.

Storing/Editing Address Book Settings

9

About the Address Book

9-3

Image 332

Contents Page Color imageRUNNER C3200 Sending Guide Manuals for the Machine Network Quick Start GuideFax Driver Installation and Instructions How This Manual Is Organized AppendixContents Basic Scanning Features Special Scanning FeaturesCustomizing Communications Settings Sending DocumentsReceiving Documents Checking/Changing the Send/Receive StatusStoring/Editing Address Book Settings System Manager SettingsSystem Settings Table -2 Communications Settings ViiiAppendix TroubleshootingPrinting Communication Reports Glossary -12 Index Keys Used in This Manual How To Use This ManualSymbols Used in This Manual Press this key for operation Xii Displays Used in This ManualPress Address Book/Server Xiii Illustrations Used in This ManualAbbreviations Used in This Manual Xiv Legal NoticesTrademarks Copyright DisclaimersXvi Introduction to Sending Functions What This Machine Can Do Diverse Sending MethodsFile Formats for Every Need Inbox Fax Mail File ServerFlexible Scan Features Preview FunctionInstant Address Search with Ldap Originals SendReceiving I-Faxes in Memory Automatic ForwardingMemory RX Inbox Lock Print Send Confidential Fax InboxOverview of the Color imageRUNNER C3200 Original Inbox Scan Fax Mail File Server Fax *1 GroupSend Basic Features Screen Introduction to Sending Functions Scan Settings Screen Chapter Things You Must Do Before Using This Machine Registering the Sending RecordSetting the Display Language Setting the Current Date and Time12Things You Must Do Before Using This Machine If you are setting the Time Zone If you are setting Daylight Saving Time Press OK Press Additional Functions Communications Settings Registering Sender NamesIntroduction to Sending Functions Enter the senders name press OK Registering the Units Name Press Unit Name Enter a name press OKIntroduction to Sending Functions Flow of Sending Operations If the message You must insert a control card. appearsPress Send Place your originals Specify the destinationsIf a destination is stored in the Address Book If a destination is not stored in the Address BookIf a destination is stored in a One-Touch Button If a destination is stored in a Favorites ButtonIf you want to specify a destination using a server Press the Scan Settings drop-down list select a scan setting Press Send Settings enter the send settings press Done Press the File Format drop-down list select a ﬁle format TIFF/JPEGIntroduction to Sending Functions Press Start If you want to cancel sending, press Stop If Department ID Management is set, press ID Feeder Placing OriginalsPlaten Glass Vertical Placement Horizontal Placement Feeder Vertical Placement Horizontal PlacementOrientation Platen GlassPlace your originals face down Platen GlassLift the feeder/platen cover Gently close the feeder/platen cover Introduction to Sending Functions Adjust the slide guides to ﬁt the size of your originals Feeder DADF-K1 OptionalOriginal Set Indicator Remove your originals Canceling a JobUsing the Touch Panel Display Using the Stop Key Press StopUsing the System Monitor Screen Press System Monitor Press SendPress Status Select the job to be canceled press Cancel Press Yes Press DoneBasic Sending Methods Using the Address Book Specifying DestinationsSelect the desired destination from the Address Book Select the destination press OK Using the New Address Tab Press New Address E-mail Press E-mail AddressEnter the e-mail address press OK Specifying an I-Fax Address Press New Address I-FaxPress the Mode drop-down list select Simple or Full Press I-Fax AddressEnter the I-Fax address press OK Specify the receiving conditions of the destination press OK Select On or Off for Send Via Server Specifying a File Server Using the Browse Key NetWare IPX Using the KeyboardUsing the Browse Key Windows SMB Press Host Name Enter the host name press OK Press File PathEnter the ﬁle path press OK Press UserEnter the user name press OK Press Password Enter a password press OK11 Conﬁrm your settings press OK Press the Protocol drop-down list select Windows SMB Press Browse Select the desired workgroup press DownSelect the desired ﬁle server press Down 24Specifying Destinations Conﬁrm your settings press OK Conﬁrm your settings press OK Press New Address FileBasic Sending Methods Select the desired NDS tree press Down Enter your user name and network password 30Specifying Destinations Basic Sending Methods 10 Conﬁrm your settings press OK Specifying a User InboxBasic Sending Methods Using the One-Touch Buttons Press One-touch ButtonsSelect the desired One-touch Button One-Touch Button NumberUsing the Favorites Buttons Press Favorites ButtonsSelect the desired Favorites Button Using a Server Specify the search criteria To use Simple Search To use Detailed SearchSearch Category Search Condition Basic Sending Methods Press Start Searching If the screen below is displayed 46Specifying Destinations Super G3 FAX Board is installed Read the displayed message press OK48Specifying Destinations Checking/Changing a Destination Select the destination press DetailsIf necessary, check or change the destinations information If the destination is obtained via a server If the destination is a group addressPress Erase Erasing a DestinationSelect the destination to be erased Basic Scanning Features Selecting a Scan Mode Place your originals specify the destinationPress the Scan Settings drop-down list select a scan mode 4Selecting a Scan Mode Scan Settings Two-Sided OriginalsSelect the type of original press OK Press the Scan Settings drop-down list press Option Document SizePress Document Size Select Select the document size If you want to scan a standard document sizeIf you want to scan a nonstandard document size If you want to scan a registered document size Press Done OK Registering the Speciﬁed Document Size Press Other Size Press Register Size Press Cancel Done Cancel Resolution You can specify the resolution before scanning the original16Scan Settings Scan Exposure and Original Type Settings Manual Exposure AdjustmentPress or to adjust the scanning exposure press OK Text Mode Text/Photo ModePhoto Mode Original Type As little moiré effect as possible Automatic Exposure Adjustment Press a OK Changing Color Modes Automatic Color Selection Full Color/GrayscaleColor Selection Automatic Color Selection Full Color/Black-and-White Press Start Full Color Press the color selection drop-down list press Full Color Grayscale Black-and-White 32Changing Color Modes Special Scanning Features Two-Page Separation Press Special Features Press Two-page Separation 4Two-Page Separation Frame Erase Original Frame EraseBook Frame Erase Binding ErasePress Special Features Frame Erase Original Frame EraseIf you want to set the same width for all four borders Select the original size press OK Press Done OK Book Frame Erase If you want to set the same width for all four borders 12Frame Erase Binding Erase 14Frame Erase Press or + to set the frame erase width press OK 16Frame Erase Different Size Originals Press Special Features Different Size Originals Job Build Job Build Press Start If the original is two-sided After the last batch of originals is scanned, press Done High Adjusting the Contrast SharpnessLow Adjusting the Contrast Sharpness 26Adjusting the Contrast Sharpness Image Quality Adjustment Remove BackgroundRemove Background Prevent Bleeding28Image Quality Adjustment Press Remove Background Press OK Done OK Press a Special Features Image Qty Adjustment Prevent BleedingPress Prevent Bleed-thru Press Start User Preset Keys Storing Scan SettingsSpecify the scan settings that you want to store Press Store/EraseUser Preset Key Icon Color Mode ResolutionIf you select a key without settings If you select a key that already has settings stored in itNaming a User Preset Key Select a user preset key to name press Register Name Erasing Scan Settings To cancel erasing the settings, press No 42User Preset Keys Sending Documents Sending Methods Sending an E-Mail MessagePress Send Doc. Name 4Sending Methods Sending Documents Press Message Enter the message body text press OK Press Reply-to Select the reply-to address 8Sending Methods Sending Documents Press Senders Names TTI Select a senders name press OK Display returns to the Send Basic Features screen Color/Black-and-White and Black-and-White color modes Press Start Sending an I-Fax Sending Documents Press Subject Enter the subject of your I-fax press OK Press Message Enter the message body text press OK 18Sending Methods Sending Documents 20Sending Methods Press Senders Names TTI Select a senders name press OK 22Sending Methods Sending a Job to a File Server 24Sending Methods Example 2003041020300000002.tif 2003041020300000002.jpg 26Sending Methods Press Start Sending a Job to a User Inbox Press Send Doc. Name 30Sending Methods Delaying a Send Job Press Delayed Send Enter the send time using numeric keys Press OK DonePress Start Previewing Originals Place your originals specify the destination press PreviewPress or to specify the page that you want to verify Verify the images press Start Send Job Done Notice 38Job Done Notice Select the destination press OK 40Job Done Notice Job Recall Place your originals press Recall42Job Recall Receiving Documents Receiving I-Fax and Fax Documents Receiving Print, Fax, and I-Fax DocumentsReceiving Print Jobs Receiving Documents Setting the Memory Lock Mode Document is printedMemory RX Inbox Settings PressPress Communications Settings Press Memory RX Inbox SettingsReceiving Documents Press Memory RX Inbox Settings Use I-Fax Memory Lock Storing Received I-Fax Documents in MemoryMemory Lock Start Time Settings Select On or Off press OK10Receiving Print, Fax, and I-Fax Documents If you select Everyday If you select Select Days If you select Off Memory Lock End Time Settings Press Memory RX Inbox Settings Memory Lock End TimeSelect Everyday, Select Days, or Off 16Receiving Print, Fax, and I-Fax Documents If you select Off Press Forwarding Settings Forwarding Received DocumentsErasing Received Documents Press Mail Box Select Memory RX Inbox or Conf. Fax Inbox Receiving Documents Display returns to the Inbox Selection screen Available Paper Sizes Available Paper Sizes for Received Documents24Available Paper Sizes Checking/Changing Send/Receive Status Press System Monitor Checking/Changing the Status of Send JobsChecking Send Job Details Press Send Select Status or Log 4Checking/Changing the Status of Send Jobs If you select a job with only one destination in Status If you select a job with multiple destinations in StatusIf you select a job in Log Changing the Destination Press System Monitor SendPress Status If there are multiple destinations Select the destination that you want to changeIf there is only one destination Change the destination Resending a Job 12Checking/Changing the Status of Send Jobs Select the destination to resend the job to If there are multiple destinations for same sending methodPrinting the Send Job Status/Log Press Print List 16Checking/Changing the Status of Send Jobs Checking/Changing the Status of Receive Jobs Checking Receive Job DetailsPress Receive Printing the Receive Job Log Press System Monitor ReceiveTo cancel printing, press No Activity Report RX is printed Checking the Arrival of an I-Fax Press Checking RX of I-Fax JobsChecking the Status of Jobs That Have Been Forwarded Press Forwarding StatusChecking/Changing the Send/Receive Status 24Checking/Changing the Status of Receive Jobs Customizing Communications Settings Settings Applicable TX Settings Communications Settings TableCommon Settings Common Settings Table Settings Applicable RX SettingsAutomatic Document Deletion Press Erase Failed TX Jpeg Compression Ratio for Color Send Jobs Press Jpeg Compression RatioSelect High Ratio, Normal, or Low Ratio press OK Errors Handling Documents That Fail to Be ForwardedSelect Always Print, Store/Print, or Off press OK Number of Retry Attempts Press or until Retry Times appears press RetryPress or + to set the number of Retry Times press OK Standard Send Settings Press the Scanning Mode drop-down list select a scan mode 14Standard Send Settings Registering a Favorites Button Specify the send settings that you want to registerFavorites Buttons 16Favorites Buttons Press Store Naming a Favorites Button Press Name Erasing a Favorites Button Press Yes 22Favorites Buttons Customizing Communications Settings Image level when the Text/Photo or Photo mode is selected Select Data Size Priority, Normal, or Image PriorityCustomizing Communications Settings Initial Send Screen Display Initial Send Screen Display Printing the TX Terminal ID Press or until TX Terminal ID appears press TXSelect On or Off Outside Original Area InsideOriginal Press OK Selected mode is set Gamma Value for Color Send Jobs 34Gamma Value for Color Send Jobs Initializing TX Settings 36Initializing TX Settings Two-Sided Printing Press Two-sided Print Select On or Off press OK Received Data Original Output Paper Drawer SelectionReceived Data Original Output 11 x Ltrr Selected mode is set Reducing a Received Document Press Receive ReductionIf you select On Image is reduced in the vertical direction only If you select Off Printing Footer Information on a Received Document Press Received Page Footer Select On or Off press OK On 1 Log Press 2 On 1 LogOn 1 Log 502 On 1 Log Storing/Editing Address Book Settings Address Book Settings Table Settings ApplicableAbout the Address Book MailFax FileGroup Mail Addresses Additional Functions Address Book SettingsStoring New Addresses 6Storing New Addresses Press Name Enter a name for the e-mail address press OK Press E-mail Address enter the e-mail address press OK If Access Number Management is set to On Finish storing the addressIf Access Number Management is set to Off Fax AddressesPress Register New Address Press I-Fax Press Name Enter a name for the I-fax address press OK Press the Mode drop-down list select Simple or Full Press I-Fax Address enter the I-fax address press OK Select On or Off for Send Via Server A4/LTR Finish storing the address 18Storing New Addresses File Server Addresses Press Register New Address Press File Press Name Enter a name for the ﬁle server address press OK Internet Information Server 4.0 under Windows NT Server Set Host Name, File Path, User, and Password 24Storing New Addresses Group Addresses Press Register New Address Press Group Press Name Enter a name for the group address press OK Select Address Book or Store In Usr Inbox Storing/Editing Address Book Settings 30Storing New Addresses If you select Store In Usr Inbox To erase a destination Finish storing the address Address Obtained via a Server Press Register New Address Press Search on Server 36Storing New Addresses Search by organization name That you entered Search criteria 40Storing New Addresses If the screen below is displayed 42Storing New Addresses Super G3 FAX Board is installed Store the selected destination If only one destination is selectedStoring/Editing Address Book Settings If multiple destinations are selected Storing/Editing Address Book Settings 48Storing New Addresses Storing/Editing Address Book Settings Editing Address Details Select the destination to be changedEditing Address Details Storing/Editing Address Book Settings Edit the address details press OK Erasing Addresses Erasing Addresses 56Erasing Addresses Press Yes Naming an Address Book Select a subaddress book to name press Register NameName of the Address Book is set Storing/Editing One-Touch Buttons Using numeric keys Select E-mail, I-Fax, File, Group, or Search on Server If you select E-mailStoring/Editing Address Book Settings If you select I-Fax Storing/Editing Address Book Settings You to receive a delivery conﬁrmation message telling you Storing/Editing Address Book Settings 68Storing/Editing One-Touch Buttons Storing/Editing Address Book Settings 70Storing/Editing One-Touch Buttons If you select File 72Storing/Editing One-Touch Buttons If you select Group 74Storing/Editing One-Touch Buttons Storing/Editing Address Book Settings If you select Search on Server Storing/Editing Address Book Settings 78Storing/Editing One-Touch Buttons Name, fax number, organization, or organizational unit 80Storing/Editing One-Touch Buttons Storing/Editing Address Book Settings 82Storing/Editing One-Touch Buttons Storing/Editing Address Book Settings 84Storing/Editing One-Touch Buttons Storing/Editing Address Book Settings 86Storing/Editing One-Touch Buttons Erasing One-Touch Buttons 88Erasing One-Touch Buttons Storing/Editing Address Book Settings 90Erasing One-Touch Buttons System Manager Settings 10-1Settings Applicable Communications System Settings TableSystem Settings System Settings Table 10-3Communications Settings Mail/I-Fax Settings10-5 Press E-mail/I-Fax Settings Set the Maximum Data Size For SendingPress Subject Enter the default subject press OK 10-7Set the Full Mode TX Timeout Select On or Off for Print MDN/DSN on Receipt10-9 Select On or Off for Always send notice for RX errorsSelect On or Off for Use Send Via Server press OK 10-10Communications Settings 10-11 10-12Communications Settings 10-13 10-14Communications Settings 10-15 10-16Communications Settings 10-17 10-18Communications Settings 10-19 10-20Communications Settings 10-21 Manage/Access to Address Book Address Book Password10-23 Access Number Management Press Access Number Management10-25 Forwarding Settings Storing Forwarding Settings10-27 10-28Forwarding Settings 10-29 Set the forwarding conditions 10-31 Fax Number Subaddress Password 10-33 Relay function 10-35 10-36Forwarding Settings 10-37 If you select Conf. Fax Inbox Enter the name of the document press OK 10-39Press Forwarding Time Select Everyday, Select Days, or Off 10-41 10-42Forwarding Settings 10-43 Tiff 10-45 10-46Forwarding Settings 10-47 Select whether to check Notice Only for Errors 10-49 Press Forward w/o Conditions Press Forwarding Destination 10-51Select the forwarding destination 10-53 10-54Forwarding Settings 10-55 System Manager Settings 10-57 10-58Forwarding Settings 10-59 Checking/Changing Forwarding Settings Select whether to check Notice Only for Errors press OKCheck or change the forwarding settings press OK 10-61You can set whether received documents are forwarded Erasing Forwarding Settings 10-63Printing Forwarding Settings 10-65 Ldap Server Settings Registering an Ldap ServerLdap Server Settings Enter the server name press OK Press Server AddressEnter the servers address press OK Press Location to Start SearchEnter the location to start searching press OK Press Port Number enter the port number using numeric keys Select On or Off for Use SSL Secure Socket LayerNumeric keys press Next Select Do not use, Use, or Use security auth If Do not use is selectedIf Use is selected ISOIf you are using Novell NetWare 5.1 NDS or later 10-76LDAP Server Settings If Use security auth. is selected 10-78LDAP Server Settings System Manager Settings Changing an Ldap Server Setting Change the necessary settings press Next Deleting an Ldap Server Select the Ldap server that you want to erase press ErasePrinting Ldap Server Settings You can print out the Ldap server settingsTo cancel printing, press No Ldap Server List is printed Printing Communication Reports 11-1Report Settings Table SettingsSettings Applicable Send Print ListSpecifying Report Settings Additional Functions Report SettingsSend TX Report 11-311-4Specifying Report Settings 11-5 If you select For Error Only or OnActivity Report Press Activity Report Select On or Off for Auto Print Select On or Off for Daily Activity Report Time 11-711-8Specifying Report Settings 11-9 Printing ListsAddress Book List Press Send under Print List Users Data List 11-11Press Users Data List Press Yes Troubleshooting12 12-1When Problems Occur Sending Documents12-3 12-4When Problems Occur 12-5 12-6When Problems Occur Other Situations 12-7Error Messages Self-Diagnostic Display12-9 Cannot connect to the speciﬁed IP address/port 12-11 List of Error Codes without Messages Reference Guide12-13 An Inbox, in the Mail Box Guide 12-15 12-16Error Messages 12-17 Using a TCP/IP Network, in the Network Guide 12-19 Conﬁrm that the POP server is functioning normally 12-21 Documents exceeded the mail server capacity 12-23 Remedy Reserve the jobs again, if necessary Questions & Answers 12-25Troubleshooting 12-27 12-28Questions & Answers Appendix 13-1Report and List Samples Send Job ListPGS 13-3DEPT. ID 13-5 Activity Report TX/RXResult Forwarding Conditions List 13-7Login Information USE User Registered Ldap Server ListDestination Name 13-913-10Report and List Samples For Error only 13-11Glossary Ascii codeConﬁdential Fax Inbox DNS server DpiIP address File serverFax Internet Protocol IP Memory Lock Memory RX InboxNetBEUI NetWareRX Password ProtocolSenders Name SubaddressSubaddress Books SMBIndex NumericsIndex What happens when documents are received Remove background Sending an I-Fax,5-14 Report settings

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