Ricoh 3045 Personal Boxes

Personal Boxes

Personal Boxes

You can receive confidential documents to Personal Boxes.

Important

❒Before using this function, set the Personal Box in advance.

Reference

“Facsimile Features”, General Settings Guide

Personal Boxes

This function lets you set up the machine so that incoming documents addressed	4
to certain users are stored in memory instead of being printed out immediately.

Each user must be assigned a SUB Code (Personal Code) that was designated as a Personal Box beforehand. When the other party sends their document, they specify the SUB Code of the receiver. When the document is received, it is stored in the Personal Box with the matching SUB Code. This enables several individuals or departments to share a single fax machine yet be able to differentiate between documents. Furthermore, if you specify a receiver for the Personal Box, instead of being stored in memory, incoming documents with this SUB Code appended are forwarded directly to the destination you specify. You can specify a fax number, e-mail address or IP-Fax destination as the receiver. See “Facsimile Features”, General Settings Guide for details about programming receivers.

For details about the SUB Code, see “Box Settings” in “Facsimile Features”, General Settings Guide.

•To be able to receive documents into a Personal Box, you must inform the sender of the SUB Code programmed for that Personal Box and ask them to send the document using SUB Code Transmission with that SUB Code.

•When documents have been received into Personal Boxes, the Confidential File indicator lights and the Confidential File Report is printed.

•If a receiver is assigned, the delivered document is deleted.

•If a receiver is not assigned, you can print the received documents on this machine.

223

Contents

FAX Option Type Operating Instructions Facsimile Reference 1Transmission 2Other Transmission Features Page NOTICE Manuals for This Machine ❖Network Guide ❖Other manuals Note TABLE OF CONTENTS 1. Transmission 2. Other Transmission Features 3. Reception 4. Changing/Confirming Communication Information 5. Storing a Document 6. Fax via Computer 7. Appendix Page How to Read This Manual Reading the Display To use the Internet Fax or ❖Initial Display 1.Allows you to select scanning conditions and sizes Press this button to enter or add fax numbers 4.Displays messages and the ma- chine status Allows you to search for a destina- tion by destination name, fax number 12.Appears on Destination keys programmed as a transfer station 13.Appears on Destination keys pro- grammed with a group of destinations Function List ❖ Reception Settings ❖ E-mailSettings ❖ IP-FaxSettings ❖ Administrator Tools Page 1. Transmission Transmission Modes [Immed. TX] [Memory TX] [Memory / Immed. Transmission Switch] [Information] A Make sure that [Memory TX] is selected Place the original Make the scan settings you require D Using the number keys or a Destination key, specify a destination Clear/Stop [Add] Specify the next destination Press the {Start}key Page Sending multiple originals using the exposure glass (Memory Transmission) G H Parallel Memory Transmission Automatic Redial Batch Transmission Dual Access Simultaneous Broadcast If memory runs out while storing an original [Exit] A Make sure that [Immed. TX] is selected B Place the original C Select the scan settings you require Using the number keys or a Destination key, specify a destination Sending multiple originals using the exposure glass (Immediate Transmission) A Press the {Check Modes}key, and then check the transmission settings Check Modes B After checking the settings on the display, press the {Check Modes}key IP-FaxFunctions Page ❖H.323 ❖SIP ❖Gatekeeper (VoIP gatekeeper) ❖SIP server ❖Gateway (VoIP gateway) Page Internet Fax Functions [Sub TX Mode] Page Page ❖When Stamp Sender Name is set to [On]: ❖When Stamp Sender Name is set to [Off]: ❖Returning a Return Receipt ❖Registering the Received Reception Confirmation Contents ❖Requesting a Reception Notice Placing Originals Page Page Auto Detect [Scan Area] C Make sure that [Auto Detect] is selected [Auto Detect] D Press [OK] Regular C Press [Regular] D Press the size of the originals to be sent, and then press [OK] E Press [OK] F Specify a destination, and then press the {Start}key Area C Press [Area 1] or [Area 2] Mixed Original Sizes Place the original, and then select the scan settings you require Press [Scan Area] C Press [Mixed Original Sizes] Page When placing an original on the exposure glass ❖Metric Version ❖Inch Version When placing an original into the ADF The following shows the maximum scan area: 1Memory Transmission: 297 ⋅ 1200 mm, 11" ⋅ 47" (W ⋅ L) Immediate Transmission: 297 ⋅ 1200 mm, 11" ⋅ 47" (W ⋅ L) Page Page Scan Settings B Select the resolution you require, and then press [OK] [Text Size Priority] ❖Text [Text] ❖Text / Photo [Text / Photo] ❖Photo JBIG Transmission ❖Auto Image Density [Auto Image Density] ❖Manual Image Density ❖Combined Auto and Manual Image Density ❖When placing originals on the exposure glass ❖When placing originals in the optional Auto Document Feeder (ADF) Changing the Line Port A Press [Select Line] B Select the line you want to use C Press [Exit] Page Specifying a Destination Entering a pause Pause/Redial Entering a tone Tone A Press the {On Hook Dial}key B Enter the fax number using the number keys C Press the {Tone}key A Press to switch the destination to IP-Faxdestination B Press [Manual Input] C Enter the IP-Faxdestination, and then press [OK] [Protocol] [Backspace] [Delete All] [Edit Dest.] F Press the {Start}key [Manual Input] Regarding IP-Faxdestinations ❖When not using a gatekeeper/SIP server ❖ When using a gatekeeper server ❖When using a SIP server [Sender] A Press to switch the destination to e-mailaddress B Specify the sender C Press [Manual Input] D Enter the e-mailaddress destination, and then press [OK] [SMTP] E To add a destination, press [Add] F Specify the next destination G Press the {Start}key Bypassing the SMTP server ❖Specify the other party's host name ❖Specify the other party's IPv4 address A Press [SMTP] B Press [No] [No] [Use device address] B Press the title word key where the desired destination is programmed [LMN] C Press the Destination key programmed with the desired destination Clear / Stop D Press the {Start}key Switching the titles in the Address Book Press , the magnifier icon [EF] C Press the Destination key programmed with the desired group [Select] [Cancel] Prev.] Next] C Press the {Pause/Redial}key Press the {Pause/Redial}key C Select the destination you want to redial to Programming Destinations in the Address Book Page A Press [ProgDest] B Press [Names] and enter any necessary information [Names] C Press [OK] Searching for a Destination in the Address Book A Press , the magnifier icon B Press [Advanced Search] C Press [Search by Dest. Name] D Enter a destination name to search for, and then press [OK] E Confirm the entered character and press [OK] F Select a destination C Press [Fax Number] D Enter a number to search for, and then press [OK] [Clear] E Confirm the entered fax numbers and press [OK] C Press [E-mailAddress] D Enter an e-mailaddress to search for, and then press [OK] [De lete All] E Confirm the entered characters and press [OK] C Press [Search IP-FaxDest.] D Enter an IP-Faxdestination to search for, and then press [OK] [Delete All] E Confirm entered IP-Faxdestination and press [OK] A Press , the magnifier icon B Press [Search LDAP] C Press [Select Server] D Select the LDAP server to search through 1E F Press [OK] Press [Advanced Search] G Enter a partial string for each search condition [Search Criteria] [Search Beginning Word] [Search End Word] [Exact Match] [Include One of Words] B Press [Registration No.] The registration number entry display appears C Enter a registration number using the number keys {q} The corresponding destination appears On Hook Dial [Higher] [Lower] Manual Dial Advanced Features [Password (SID)] H Press [Exit] I Press the {Start}key C Press [SEP Code] D Press [RX SEP Code] E Enter a SEP Code, and then press [OK] [Password (PWD)] G Press [Exit] H Press [Transmission Mode] I Press [Polling RX] J Press [Default ID / Free Polling RX], and then press [OK] K Press [OK] L Press the {Start}key Entering a password ❖Requesting Party ❖Transfer Station ❖Receiving Station Place the original, and then select any scan settings you require Specify a Transfer Station C Press [Adv. Features] D Press [Transfer Req.] Quick Dial] Speed Dial] Group Dial] I To specify another Receiving Station, press [Add] J When you have specified all the Receiving Stations, press [OK] K Press [Exit] With transfer requests set in the System Settings menu C Press the {Start}key Setting multistep transfer Canceling a Transmission [Change / Stop TX File] B Select the file you want to cancel C Press [Stop Transmission] [Save] D Press [Exit] [Stop Transmis- sion] A Press [Change / Stop TX File] [Files under TX] [Check / Change Settings] Confirming a Transmission Checking the Storage Result (Memory Storage Report) 2. Other Transmission Features Sending at a Specific Time (Send Later) Press [Send Later] Enter the time (24 hour format) using the number keys, and then press [OK] [Economy Time] [Send Later] Sender Settings D Select a sender E Confirm the selected sender, and then press [OK] [Yes] H Press [OK] [Sender Settings] J Specify the destination, and then press the {Start}key Page Priority Transmission D Specify the destination, and then press the {Start}key 2 Reference Confidential Transmission [Default ID] [ID Override] [Confidential TX] F Press [OK] G Specify the destination, and then press the {Start}key Page Polling Transmission Press [Polling TX] To use Free Polling Transmission, check that [Free Polling TX] is selected [Free Polling TX] E To use Default ID Transmission, select [Default ID TX] [Default ID TX] G Press [Only Once] or [Save] to delete or save the file after transmission [Only Once] [Polling TX] J Press the {Start}key Page Polling Reception A Press [Transmission Mode] Press [Polling RX] [Default ID / Free Polling RX] [ID Override Polling Reception] [A] F Specify the destination, and then press the {Start}key Page Sub Transmission Mode E Select [From First Page] or [From Second Page], and then press [OK] F G [Book Fax] [From First Page] [From Second Page] Page C Press [2 Sided Original] D Specify the original position E Specify the page opening orientation from [Top to Top] or [Top to Bottom] [Top to Top] [Top to Bottom] [2 Sided from 1st Page] [1 Sided for 1st Page] [2 Sided Original] Entering the subject Specify the sender C Press [Sub TX Mode] D Press [E-mailOptions] E Press [Change] for Enter Subject [Change] F Select the subject from the displayed list G Press [Manual Input] H After entering the subject, press [OK] J Press [OK] twice K Specify a destination, and then press the {Start}key Entering the text Press [Change] for Enter Text Select a text, and then press [OK] Press [OK] twice Requesting a reception notice E Select [On] or [Off] for Recept. Notice F Press [OK] twice G Specify a destination, and then press the {Start}key Setting an e-maildestination as a BCC C Press [Std. Message] D Select the standard message to be stamped, and then press [OK] [Std. Message] Press [Sub TX Mode] Press [Auto Document] Select an Auto Document file, and then press [OK] [TX Stored File (AD) Only] [Auto Document] Page Printing documents stored as Auto Documents A Press [Sub TX Mode] B Press [Auto Document] C Select an Auto Document file to be printed, and then press [Print File] [Print File] Press [Stamp], and then press [OK] [Stamp] Specify the destination, and then press the {Start}key [Stamp] Fax Header Print C Select [Options] D Press [On] for Fax Header Print E Press [OK] twice Label Insertion [Programmed Name] D Press [Programmed Name] for Label Insertion Reduced Image Transmission D Press [On] for Reduced Image TX Auto Reduce D Press [On] for Auto Reduce D Press [On] for Default ID TX Page 3. Reception Types of Reception Page Page Receiving documents unconditionally Follow ing output tray is full. Remove pa per Page Reception Modes A Press [Switch RX Mode] B Select the reception mode, and then press [OK] Receiving Internet Fax Documents A Press [Manual E-mailRX] B Check the message, and then press [Exit] 1.E-mailtransmitted without speci- fying a subject in “E-mailOptions” 2.E-mailtransmitted with a subject specified in “E-mailOptions” 3.From 4.Date 5.To Reception Functions Multistep transfer Sending the Transfer Result Report Transfer Result Report Transfer Result Report (transfer request by e-mail) Page Page Page Routing e-mailreceived via SMTP ❖Fax Number ❖Single destination programmed in the destination list ❖Group destination programmed in the destination list Page Printing Options Page Page 180-degreerotation printing Page Page Page Page Page Setting priority trays Just size printing Having incoming documents printed on paper from the bypass tray Specifying tray for lines [Specify Tray for Lines] Tray Shift Page 4.Changing/Confirming Communication Information Changing the Settings of Files in Memory C Select the file from which you want to delete a destination D Press [Change] for the destination you want to delete E Press [Clear] to delete the destination F Press [Exit] C Select the file to which you want to add a destination D Press [Add] E Specify the destination using the number keys or soft (on-screen)keys C Select the file for which you want to change or cancel the transmission time D Press [Change TX Time] [Transmit Now] Page Printing a File from Memory E Press [Exit] Printing a List of Files in Memory (Print TX File List) Resending a File Page Checking the Transmission Result (TX File Status) Page Page Page Page Page Checking the Reception Result (RX File Status) Journal Print Journal All B Press [Print Journal] C Select [All] [All] E Press [Exit] twice Print per File No 4B Press [Print Journal] C Select [Print per File No.] D Enter a 4-digitfile number F Press [Exit] twice Print per User C Select [Print per User] D Select a user E Press [OK] after checking the user name shown on the display G Press [Exit] twice This section explains the items printed in the Journal 1.Printing date Shows the date and time the report was printed 2.Programmed Fax Header Shows the sender name programmed for printing 6.Communication mode 7.Communication time 8.Number of pages 9.Communication result 10.User name Journal by e-mail Displaying the Memory Status Page Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) Press [Information] Press [Print / Delete Stored RX File] Select a file to be printed, and then press [Print] [Print] [Delete File after Printing] B Press [Print / Delete Stored RX File] C Select a file to be deleted, and then press [Delete] [Delete] D Press [Yes] Printing a Confidential Document Page Page Printing a File Received with Memory Lock If the Memory Lock ID does not match, the “Specified code does not ” message appears. Press and retry after checking the Memory Lock ID ❒If you print a Memory Lock File, it is deleted Personal Boxes A Make sure that the Confidential File indicator is lit C Press [Print Personal Box File] D Select the box with the document you want to print Information Boxes Press [Store / Delete / Print Information Box File] Select the box in which you want to store the file E Place the original, and then select the scan settings you require B Press [Store / Delete / Print Information Box File] C Press [Print File] D Select the box that contains the stored file you want to print Press [Delete File] Select the box that contains the stored file you want to delete F Press [Delete] [Do not Delete] Page 5. Storing a Document Sending a Stored File ❖File names ❖User Names ❖Password 234B Place the original, and then select the scan settings you require C Press [Store File] D Select [Store & Transmit] or [Store only] [Store & Transmit] [Store only] [File Info. Setting] Programming a user name A Press [User Name] B Press the user name to be programmed, and then press [OK] [Non-programmed Name] Setting a file name A Press [File Name] B Enter the file name, and then press [OK] A Press [Password] B Enter a password using the number keys, and then press [#] B Press [Select Stored File] C Select the documents to be sent [TX Order] [File Name] [User Name] [Date] Origi Stored File] [Stored file Origi.] 5F G Specifying documents from the File List Press [UPrev.] or [TNext] to display the documents to be sent Select the file Specifying documents by User Name A Select [Search by User Name] Specifying documents by File Name A Select [Search by File Name] B Enter the name of the document to be sent, and then press [OK] [Print 1st Page] C Select the document to be printed E Press [Print File] or [Print 1st Page] G Press [OK] twice B Select [Select Stored File] C Select [Manage / Delete File], and then press the document to be changed [Manage / Delete File] E Change the desired information of the stored document G Press [OK] Changing a user name A Press [Change User Name] B Press [Clear] Changing the file name Changing the password Use this function to delete stored documents Press [Select Stored File] Press [Manage / Delete File] D Select the document you want to delete You can also delete multiple documents at once E If you select a document for which a ing the number keys, and then press password is set, enter a password us- [OK] F Press [Delete File] G Press [Delete] 5H Press [Exit] 6. Fax via Computer Sending Fax Documents from Computers Page LAN-FaxDriver ❖Location of the file ❖Operating environment Address Book ❖Operating systems LAN-FaxCover Sheet Editor Auto Run program [New Hardware Found] [Device Driver Wizard], or [Found New Hardware Wizard] dialog box, and then in New Hardware Wizard] Select the interface language of the software, and then click Quit all applications currently running Insert the included with this machine into the drive of your computer Setting print properties This section explains how to make settings such as paper size or resolution A On the [Start] menu, point to [Settings], and then click [Printers] [Start] [Settings] Making settings for option configuration Make settings for optional units installed in this machine [Load from Device] F Click [Apply] [Apply] [Print...] [LAN-Fax] On the [File] menu, click [Print...] Select [LAN-FaxM7] in the [Name:] list Click [OK] Specifying a destination using a destination list A Click the [Address Book] or [Specify Destination] tab The [Address Book] or [Specify Destination] tab appears B Select the [Device Address] (or [Use device address]) check box C The address is displayed in the [Device Address] field on the [Address Book] [Contact] [Group] [Name:] [Type:] [Set as Destination] D Specify settings according to the type of fax transmission [Line:] [Do not use SMTP server] [Protocol:] E Click [Set as Destination] To print a sender stamp B Select the [Print Fax Header] check box [Print Fax Header] To attach a cover sheet B Select the [Attach a Cover Sheet] check box Saving as files B Select the [Save as file] check box [Save as file] C Click [Save to...] D Select a folder on the folder tree [Load Fax Journal] Click the [E-mailSettings] tab Select the [Notify] check box under [E-mailTX results] [Notify] [E-mail D Click [Send] or [Send & Print] C Click [Print] or [Send & Print] Programming new destinations [Programs] Utilities] [Edit Address Book...] [New/Browse...] Editing programmed destinations E Click [Update] F Click [Close] G If you made changes to a destination, a confirmation message appears. To save the changes, click [Yes] Page Creating a cover sheet Cover Sheet Editor] The [LAN-FaxCover Sheet Editor] dialog box appears Edit the cover sheet Click [Save as...] on the [File] menu Attaching a created cover sheet A On the [File] menu, click [Print...] B Select [LAN-FaxM7] in the [Name:] list, and then click [OK] C Click [Edit Cover Sheet...] [Cover Sheet] Page Viewing Fax Information Using a Web Browser View the content of the fax document [Enlarge Image] To download the received fax document, click [PDF] or [Multi-pageTIFF] [PDF] [Multi-page Deleting fax information using a Web browser D Select the check box of the fax document to be deleted E Click [Delete] F Click [Delete File] [Delete File] To edit machine properties already programmed A Start the Web browser [Login] [Change User] G Click [OK] at the upper-rightof the screen To add new receiver E Click [Add] [Add User] F Check that [User] is selected in the dropdown menu [User] Delivering Files Received by Fax 7. Appendix Programs C Press the {Program}key Program D Make sure that [Register] is selected [Register] E Select a program number in which “pNot Stored” is shown Registering a priority function using a program [Program No.1] [Change In itial Mode] Changing a program name B Press the {Program}key C Press [Change Name] 7D Select the program number of the name you want to change E Enter a new program name, and then press [OK] C Press [Delete] D Select the program number you want to delete E Press [Yes] Press the {Program}key D Confirm that [Recall] is selected, and press the registered program number [Recall] Optional Equipment Specifications ❖Internet Fax Transmission and Reception *1 Full mode p.284 “Specifications” Maximum Values Page INDEX