Ricoh 3260 2. Sending Scan Files by E-mail, If you establish an

2. Sending Scan Files by E-mail

Scan files can be sent from this machine to specified destinations using the e- mail system. This chapter explains the preparation for sending files by the e-mail system, various display screens, procedures for sending, and how to check the sending results when this function is used.

Preparation for Sending by E-mail

To send scan files by the e-mail system, the preparation described below is re- quired.

Note

❒If you establish an e-mail server on the network, set up the e-mail server on the network in advance. For information about setting up an e-mail server, see the manuals of the mail server to be used and the software to be installed.

Connect the machine to the network with an Ethernet cable or

IEEE 1394 cable, or use wireless LAN.

To connect using an IEEE 1394 cable, the IEEE 1394 interface board is required. To connect using wireless LAN, the IEEE 802.11b interface unit is required.

See Network Guide.

To send scan files by e-mail, the following [System Settings] settings must be specified correctly. (Certain other settings must also be specified.)

•IP address

•subnet mask

•DNS server

•SMTP server name

For details about making settings and other settings, see Network Guide. You also need to register destinations and other information in the address book. For details, see General Settings Guide.

Make settings for sending e-mail such as file type priority and sender's default.

See p.104 “Send Settings”.

15

Contents

Printer/Scanner Unit Type Operating Instructions Scanner Reference Getting Started Page ❖General Settings Guide ❖Security Reference ❖Network Guide (PDF file - CD-ROM1) ❖Copy Reference ❖Printer Reference ❖Manuals for DeskTopBinder Lite [Setup] [Start] ❖Other manuals 1. Getting Started 2. Sending Scan Files by E-mail 3. Sending Scan Files by Scan to Folder 4. Storing Files 5. Delivering Scan Files 6. Using the Network TWAIN Scanner Function 7. Configuring/Registering Scan Settings 8. Troubleshooting 9. Initial Scanner Setup 10.Appendix Page Symbols Important Preparation Limitation Reference Page 1. Getting Started 10.Operation switch 11.Function status indicators 12.Function keys 13.Number keys 14.{#} key (Enter key) E-mail scan file that is attached to an p.15 “Sending Scan Files by E-mail” 1.This machine 2.Mail server Scan to Folder A scan file can be sent to the FTP server folders or the shared Windows folders on the same network p.29 “Sending Scan Files by Scan to Folder” 2.FTP server p.43 “Storing Files” 1. This machine 2. Client computer Network Delivery Scanner p.57 “Delivering Scan Files” 3. Client computer 2.Delivery server Network TWAIN Scanner p.69 “Using the Network TWAIN Scanner Function” Scanner ❒Press [Exit] to use functions other than the network TWAIN scanner function Quick Install [Can- cel] [New Hardware Found] [Device Driver Wizard] [Found New Hardware Wizard] B Click [TWAIN Driver] [Pro- gram] A Start Windows, and then insert the CD-ROMlabeled “Scanner Driver and Document Manage User Code Authentication (Using the Control Panel) Log Off (Using the Control Page 2. Sending Scan Files by E-mail E-mailScreen The e-mailis as shown panel, it is highlighted like . Keys that cannot be selected appear like 1.Destination field Prev.] Procedure for Sending E-mail [To] [Cc] [Bcc] Selecting a destination from the list A Select the destination Manual entry of an e-mailaddress APress [Manual Input] BEnter the e-mailaddress CPress [OK] [ProgDest] DPress [OK] ESelect a destination FPress [Exit] Searching for a destination in the LDAP server EPress [OK] When the search condition [Search Criteria] ❒You can select criteria from the following list: [Search Beginning Word] For example, to search for “ABC”, enter “A” [Details] J Select a destination KPress [Exit] Checking selected destinations H Select the file type if necessary Selecting a sender from the list APress [Attach Sender's Name] B Select the sender Using a registration number to specify a sender name [Return Receipt] are displayed B Press [ ] F Select the sender C Press [User (Dest.) Name] Address] D Enter part of the sender name [Urgent] APress [Subject / Message] BPress [Attach Subject] CSelect the subject [Urgent] DPress [Manual Input] Simultaneous Storage and Sending by E-mail [Select Stored File] A Place originals C Make the scan settings D Specify the destination E Specify the sender and a subject. F Press [Store File] [Store File] H Specify file information if neces- sary ❖Items that can be checked A Press [Scanned Files Status] on the e-mailscreen [Scanned Files Status] B Check the displayed records [Print] 3.Sending Scan Files by Scan to Folder Scan to Folder Screen The Scan to Folder screen is as shown 3.Scan to Folder icon () 5.[Enter Destination] [Enter Destination] Page Procedure for Sending by Scan to Folder G Specify the destination folder B To select more destination fold- ers, repeat step A Selecting a destination folder from the list A Select the destination folder Using a registration number to select a destination folder C To select more destination folders, repeat step B APress [Enter Destination] BPress [SMB] [SMB] C Press [Manual Input] on the right side of the path field LPress [Connection Test] [Connection Test] M Check the connection test re- sult, and then press [Exit] NPress [OK] OTo enter more destinations, re- peat steps A to N H Press [OK] I If entering a user name to log on is required, press [Manual Input ] on the right side of the user name field [Manual Input ] J Enter the user name Searching for a destination folder in client computers on the network C Press [Browse Network] on the right side of the path field [Browse Network] [Up One Level] D Select the client computer that has the destination folder Searching for a destination folder in the destination list [Search by Folder Name] C Enter part of the destination folder name [Search by Dest. Name] and [Search by Folder Name] E Select a destination folder Simultaneous Storage and Sending by Scan to Folder D Select the destination F Press [Store File] G Make sure that [Send & Store] is se- lected A Press [Scanned Files Status] on the Scan to Folder screen Page 4. Storing Files Storage Procedure F Make the settings for storing scan files APress [Store File] BPress [Store Only] [Store Only] G Specify file information H Press the {Start} key Specifying file information A Press [Store File] B Specify file information Specifying a file name APress [File Name] BEnter the file name Specifying a password APress [Password] B Display the list of stored files APress [Select Stored File] BPress [Manage / Delete File] Viewing the List The list of stored files has the following elements ❒Depending on the security settings, certain files may not be displayed ❖When using the network delivery scanner, e-mail,or Scan to Folder function ❖When displaying information of a selected stored file Searching for Files Searching by user name A On the screen with the list of stored files, press [Search by User Name] [Manage / Delete File] [Send] Page C To select multiple files, repeat step B [Display Selection] D Press [OK] E Switch the destination list if nec- essary Checking Stored Files from a Client Computer Viewing a list of stored files using DeskTopBinder Viewing a list of stored files using Web Image Monitor [Help] Deleting Files D Press [Delete File] A Display the list of stored files B Press [Manage / Delete File] C Select the file you want to delete C Select the file for which you want to change the file information 4Note D Change the file information Changing the user name APress [Change User Name] Changing the password APress [Change Password] B Enter a new four to eight digit number as the password using the number keys Page 5. Delivering Scan Files Page Network Delivery Scanner Screen The network delivery scanner screen is as shown 1.Network delivery scanner icon () 2.Destination field 3.[Registration No.] Delivery Procedure F If the e-mailscreen appears, switch to the network delivery scanner screen CPress [Delivery Server] {Clear/Stop} key BTo select more destinations, re- peat step A BEnter the five digit registration number that has been assigned to a destination folder using the number keys F Select a destination Searching for a destination G Press [Exit] BPress [Search Address Book] CPress [Search by Dest. Name] D To enter more destinations, repeat steps A to C H Specify the sender (sender of the file) if necessary FSelect a sender BPress [] CPress [User (Dest.) Name] I Specify [Return Receipt] if neces- sary J Specify a subject if necessary Delivery DEnter the subject “New prod- uct appearance” EPress [OK] twice E Specify the sender and a subject if necessary 5F Press [Store File] H Make settings for file information if necessary Press [UPrev.] or [TNext] to Page 6.Using the Network TWAIN Scanner Function [Weekly Timer Code] A Start DeskTopBinder, and then select the scanner driver A On the [Start] menu, point to [Program], point to [DeskTop Binder V2], and then click [Desk D Click [Scan] in the scanner properties dialog box [Continue] [Complete] [Scan] E Save the scan file in DeskTop- Binder Page 7.Configuring/Registering Scan Settings [sRGB] ❖Resolution ❖Image Density ❖Scan Size [Auto Detect] ❖Edit [Same Width] [Diff. Width] [Au- to Detect] [Mixed Sizes] Page [Original Feed Type] Orientation selection Batch/SADF selection [Batch] Either For a Network TWAIN Scanner A Open the Scanner Properties dialog box B Select the position from the [Docu- ment:] list in the [Document] area [Docu- ment:] [Document] When a Time Limit Is Specified for Additional Originals When using the exposure glass APress the {Start} key ❒The selected destination ap- pears while scanning the originals the {Start} key Repeat this step until all origi When a Time Limit Is Not Specified for Additional Originals C Select [Batch] for [Original Feed Type] E Press the {Start} key G After all originals are scanned, press the {#} key [Program No.10] Registering a Program B Press the {Program} key Program F Press [OK] Changing a Registered Program Changing the Program Name B Press [Change Name] C Press the number of the program for which you want to change the name D Enter a new program name E Press [OK] 8. Troubleshooting When the Delivery Function Does Not Work When Stored Files Cannot Be Accessed Network Cannot Be Browsed When Sending a Scan File The TWAIN Driver Cannot Be Started Stored Files Cannot Be Edited The Network Delivery Function Cannot Be Used Operations are not possible when messages appear ”Updating the des tination list...Please When an Error Message Appears on the Control Panel Authentication has failed Authentication with the destination has failed. Check settings. To check the current status, press [Scanned Cannot send scanned data. Exceeded max. number of files. Unable to cap ture files Captured file exceeded max. number of pages per file. Cannot send the Exceeded max. file capacity. Delete the unnecessary stored files Exceeded max. No. of search results which can be displayed Max.: nnn Exceeded time limit for LDAP server search. Check the server status LDAP server authentication has failed Check the settings Load paper of the following sizes. Re Cannot change password Cannot change user name Cannot delete it Selected files contain file(s) that the user does not have access privi The destination list has been updated Specified destination(s) or sender's name has been cleared The E-mailaddress entered is not cor rect. Please re-enter When an Error Message Appears on the Client Computer Page Page 9. Initial Scanner Setup ❖Destination List Settings For explanations of settings, see p.104 “Destination List Settings” ❖Send Settings For explanations of settings, see p.104 “Send Settings” ❖Administrator Tools A Press the {User Tools/Counter} key. B Press [Scanner Features] C Press [Send Settings] D Press the item to be set G Repeat steps C to F to make the necessary settings, and then click [Exit] H Press [Exit] Scan Settings ❖Default Scan Settings [Continuous Wait] [Off] Interrupt ning them separately with the ADF to form a single file, select [Set the waiting status ❒ This setting is valid if [SADF] is specified for [Original Feed Type] ❖Original Orientation Priority Selecting a custom size A Press [Custom Size] on the Scan Size Setting screen ❖Change Initial Mode [Standard] D Enter the scan size (area) with the number keys [X3] [Y3] E When all dimensions are entered, press [OK] G Press [Exit] twice Destination List Settings Send Settings ❖Destination List Display Priority [E-mail /Folder] or [Delivery Server] [E- mail / Folder] ❖Compression (Black & White) ❖Compression (Gray Scale / Full Color) ❖Print & Delete Scanner Journal • [Delete All after Printing]: [Do not Print: Delete Oldest] Administrator Tools ❖Menu Protect ❖Store File Priority Select [Send & Store], [Store Only], or 10. Appendix ❖When Full Color is selected as the Scan Type When Using as a Network TWAIN Scanner ❖When 16770K colors is selected as the Colors/ Gradations [On] [Compression (Gray Scale / Full Color)] [Send Settings] [Off] Files are stored in There are two orientations for placing the original. See the table below Normally, an original is Page For details about the TWAIN Driver settings, see TWAIN Driver Help Table of files Type 3260 TWAIN Driver ❖File storage folder \DRIVERS\TWAIN ❖System requirements \UTILITY\DESKV2 ❖Software installed with DeskTopBinder [Extended Features...] Transmission Scan to Folder Simultaneous Transmission The network delivery scanner function Page Page Page Page Reference Scanner Instructions Operating 3260 Type Unit Printer/Scanner