Ricoh 7500 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.

Personal Boxes

Storing your documents in a Personal Box prevents unauthorized users reading them.

When you specify a receiver for the Personal Box, incoming documents are forwarded directly to the destination you specify. You can specify a fax number, e- 4 mail address, or IP-Fax destination as the receiver.

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 your machine has received a confidential document, the Confidential File (i) indicator lights.

Important

❒If the main power switch is turned off for about an hour, all documents received into Personal Boxes are deleted. When this happens, the Power Failure Report is printed so you can confirm which documents have been deleted. For details, see “Troubleshooting When Using the Facsimile Function”, Troubleshooting.

❒Documents delivered to registered destinations are deleted from Personal Boxes.

Note

❒If a receiver is not assigned, you can print the received documents on this ma- chine. See “Printing Personal Box Documents”.

Reference

p.206 “Printing Personal Box Documents”

p.207 “Confidential File Report”

“Troubleshooting When Using the Facsimile Function”, Troubleshooting

205

Contents

FAX Option Type Operating Instructions Facsimile Reference 1Transmission 2Other Transmission Features Page Manuals for This Machine ❖Other manuals Note TABLE OF CONTENTS 1. Transmission Scan Settings JBIG Transmission Regular Area Mixing Scan Settings for a Multiple Page Original 2. Other Transmission Features 3. Reception 4. Changing/Confirming Communication Information 5. Storing a Document 6. Fax via Computer 7. Appendix How to Read This Manual Reading the Display ❖Initial Display 2.Allows you to send or print the documents stored in the Document Server 3.Allows you to set scan settings and original feed types 4.Displays messages and the ma- chine status Press this tab to switch the type of transmission between 13.Allows you to set various fea- tures for transmission 14.Allows you to set a sender Displays Quick Operation keys set for frequently used functions [TX File Status] [RX File Status] This section explains how to switch to the simplified display Simplified Display Letters and keys are displayed at a larger size, making operations easier ❖Example of a simplified display 1.[Key Colour] Function List ❖ Send Settings ❖ Reception Settings ❖ Initial Settings 8“Facsimile Features”, General Settings Guide 1. Transmission Transmission Modes [Immed. TX] ❖When sending to a standard fax or IP-Faxdestination [Fax] ❖When sending to an Internet Fax destination [Internet Fax] A Make sure [Immed. TX] is not highlighted B Place the original C Make the scan settings you require D Using the number keys or a Destination key, specify a destination Clear/Stop [Add] F Specify the next destination G Press the {Start}key Sending multiple originals using the exposure glass G H Parallel Memory Transmission Automatic Redial Dual Access Simultaneous Broadcast A Press [Immed. TX] C Select the scan settings you require Using the number keys or a Destination key, specify a destination Page A Press [Check Modes], and then check the transmission settings [Check Modes] B After checking the settings on the display, press [Exit] [Exit] IP-FaxFunctions Page ❖H.323 ❖SIP ❖Gatekeeper (VoIP gatekeeper) ❖SIP server ❖Gateway (VoIP gateway) Page Internet Fax Functions [TX Mode] 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 [Original Feed Type] C Specify the original orientation D Press [OK] [OK] E Specify a destination, and then press the {Start}key D Press [2 Sided Original] E Select [Top to Top] or [Top to Bottom] F Select [1st Sheet] or [2nd Sheet] [1 Sided Original] [2nd Sheet] G Press [OK] The weight range for originals in the Mixed Original Sizes mode is ❖Exposure Glass ❖ADF ❖Maximum scan area ❖Metric Version ❖Inch Version Page Page C Press [Stamp] [Stamp] E Specify the destination, and then press the {Start}key Scan Settings A Press [Scan Settings] Make sure that [Scan Type] is selected [Scan Type] Select the scan type you require, and then press [OK] JBIG Transmission ❖Standard (8 x 3.85 lines/mm, 200 x 100 dpi) ❖Detail (8 x 7.7 lines/mm, 200 x 200 dpi) Page Page Auto Detect A Place the originals B Press [Scan Settings] C Press [Scan Size] D Make sure that [Auto Detect] is selected E Press [OK] [Scan Settings] Specify a destination and press the Regular Place the originals D Press the size of the originals to be sent F Specify a destination and press the {Start}key Area D Press [Area 1] or [Area 2] Mixed Original Sizes D Press [Mixed Original Sizes] [Mixed Original Sizes] ❖Auto Density [Auto Density] ❖Manual Density ❖Combined Auto and Manual Density ❖When placing originals on the exposure glass ❖When placing originals in the Auto Document Feeder (ADF) Changing the Line Port A Press [Select Line] B Select the line you want to use C Press [OK] Specifying a Destination Entering a pause [Pause] Entering a tone [Tone] A Press [On Hook] B Enter the fax number using the number keys C Press [Tone] [Select Line] A Make sure that [Fax] is selected B Press [Manual Entry] C Enter the IP-Faxdestination, and then press [OK] [Backspace] D To add a destination, press [Add] Specify the next destination [Manual Entry] Regarding IP-Faxdestinations ❖When not using a gatekeeper/SIP server ❖When using a gatekeeper server ❖When using a SIP server [Sender] A Press [Internet Fax] to switch the type of transmission to Internet Fax Specify the sender Press [Manual Entry] Enter the e-mailaddress destination, and then press [OK] E To add a destination, press [Add] Bypassing the SMTP server ❖Specify the other party's host name ❖Specify the other party's IPv4 address A Press [SMTP] [SMTP] B Press [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 [Change Title] Select the type of the title, and then press [OK] B Press the Destination key programmed with the desired group C Press the {Start}key [Select] [Cancel] [Expand Group Dest.] [Recent] Select the destination you want to redial to, and then press [OK] [Program Dest.] Programming Destinations in the Address Book Page A Press [Prg. Dest.] B Press [Names] and enter any necessary information [Names] Searching for a Destination in the Address Book A Press [Search Dest.] B Select a search destination [Address Book] D Press [Name] [Name] E Enter the destination name you want to search for, and then press [OK] F Confirm the characters you entered, and then press [Start Search] [Start Search] G Select a destination [Details] C Press [Fax Destination] D Enter the number you want to search for, and then press [OK] E Confirm the entered fax numbers, and then press [Start Search] F Select a destination C Press [Internet Fax] to switch the type of transmission to Internet Fax D Press [E-mailAddress] E Enter the e-mailaddress you want to search for, and then press [OK] F Confirm the entered characters, and then press [Start Search] Page C Press [Advanced Search] D Press the key for each condition, and then enter a partial string E Select search criteria for each condition [Beginning Word] [End Word] [Exact Match] [Include one Word] H Select a destination B Press [Reg. No.] C Enter a registration number using the number keys, and then press [#] If you make a mistake, press [Clear], and then try again [Clear] The corresponding destination appears If the “ On Hook Dial [Vol...] [Louder] [Lower] Manual Dial E Replace the handset Sender Settings D Confirm the selected sender, and then press [OK] [Stamp Sender Name] [E-mail TX Results] H Specify the destination, and then press the {Start}key Advanced Features Page J Enter a SUB Code, and then press [OK] [Password (SID)] L Press [OK] M Press the {Start}key [SEP Code Reception] A Press [TX Mode] Page I Enter a SEP Code, and then press [OK] [Password (PWD)] K Press [OK] L Press the {Start}key Entering a password Page Canceling a Transmission B Select the file you want to cancel C Press [Stop Transmission] E Press [Exit] A Press [Change TX / Info] B Press [Check / Stop Transmission File] [Files under TX] C Select the file you want to cancel D Press [Stop Transmission] F Press [Exit] twice [Check / Change Settings] Confirming a Transmission Page Checking the Storage Result (Memory Storage Report) 2. Other Transmission Features Sending at a Specific Time (Send Later) D Enter the time (24 hour format) using the number keys, and then press [OK] [Send Later] F Specify a destination, and then press the {Start}key Requesting a Reception Notice Page Setting an E-mailDestination as a BCC Confirming Transmission Results by E-mail D Select the destination of notification, and then press [OK] Entering the Subject [User Text] H Specify a destination, and then press the {Start}key Page Entering the Text 2 Reference Transmission Options E Select the standard message to be stamped, and then press [OK] F G [Standard Message] Press [OK] twice Specify the destination, and then press the {Start}key E F Page D Press [Label Insertion] to highlight it [Label Insertion] D Press [Closed Network] to highlight it [Closed Network] F Specify the destination, and then press the {Start}key D Press [SUB Code Transmission] to highlight it Page D Press [SEP Code Reception] to highlight it D Make sure that [Fax Header Print] is highlighted [Fax Header Print] Page Page 3. Reception Types of Reception Page Page Receiving documents unconditionally Output Tray is full. Re move paper.” appears Receiving documents according to parameter-specifiedsettings 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 “TX Mode” 2.E-mailtransmitted with a subject specified in “TX Mode” 3.From 4.Date 5.To Reception Functions SEP Code Transfer Report 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 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 E Press [Change] for the destination you want to delete [Change] F Press the {Clear/Stop}key to delete the destination, and then press [OK] G Press [Exit] H Press [Exit] twice You can add a destination for broadcasting C Select the file to which you want to add a destination E Press [Add Destination] C Select the file for which you want to change or cancel the transmission time Press [Check / Change Settings] Press [Change TX Time] [Transmit Now] You can change the settings for whether or not to bypass the SMTP server C Select a file whose SMTP server setting you want to change Page H Press [OK] I Press [Exit] J Press [Exit] twice Printing a File from Memory D Press [Print] [Print] [Print on 2 Sides] E Press the {Start}key [Stop Printing] Printing a List of Files in Memory (Print TX File List) E Press [Exit] twice Resending a File D Press [Transmit Failed File] [Add Destination] 4E Press [OK] Checking the Transmission Result (Transmission File Status) D Press [Exit] twice Page Page Page Checking the Reception Result (Reception File Status) Journal Print Journal All Press [Print Journal] Select [All] [All] Print per File No B Press [Print Journal] C Select [Print per File No.] D Enter a 4-digitfile number Print per User D Select a user E Press [OK] after checking the user name shown on the display F Press the {Start}key 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 Printing/Deleting Received and Stored Documents (Print/Delete Stored Reception File) Use the following procedure to print documents saved on the hard disk Press [Print / Delete Stored Reception File] Select a file to be printed, and then press [Print] To cancel printing, press [Cancel] To delete the document after printing, press [Delete File after Printing] B Press [Print / Delete Stored Reception File] C Select a file to be deleted, and then press [Delete] [Delete] D Press [Yes] Printing a File Received with Memory Lock Page Personal Boxes Page Page Information Boxes Press [Store / Delete / Print Information Box File] Select the box in which you want to store the file [Stop] B Press [Store / Delete / Print Information Box File] C Press [Print] D Select the box that contains the stored file you want to print Press [Delete] Select the box that contains the stored file you want to delete F Press [Yes] Page 5. Storing a Document Sending a Stored File ❖File names ❖User Names ❖Password A Place the original, and then select the scan settings you require B Press [Store File] C Select [Send & Store] or [Store Only] [Send & Store] [Store Only] If you have selected [Send & Store], specify the receiver Programming a user name A Press [User Name] B Press the user name to be programmed [Access Privileges] Setting a file name A Press [File Name] B Enter the file name A Press [Password] B Enter a password using the number keys, and then press [OK] C Enter the password again, and then press [OK] A Press [Select Stored File] B Select the documents to be sent [Queue] [File Name] [Date] [Original + Stored File] 5E F Specifying documents from [File List] Press [U] or [T] to display the documents to be sent Select the file Specifying documents by [User Name] A Select [User Name].5 Specifying documents by [File Name] Displaying a preview C Check the preview [Zoom Out] [Zoom In] [Switch] D Press [Exit] B Select the document to be printed D Press [Print File] or [Print 1st Page] [Print File] [Print 2 Sides] F Press [Cancel] A Select [Select Stored File] B Select [Manage / Delete File], and then press the document to be changed [Manage / Delete File] D Change the desired information of the stored document Changing a user name A Press [Change User Name] B Press [Clear] C Enter the new user name, and then press [OK] [Change Access Priv.] Changing the file name A Press [Change File Name] B Press [Backspace] or [Delete All], and then re-enterthe file name “Entering Text” About This Machine Changing the password Page B Press [Manage / Delete File] C Select the document you want to delete D Enter a password using the number keys, and then press [OK] E Press [Delete File] 6. Fax via Computer Sending Fax Documents from Computers 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] [Found New Hardware Wizard] [Device Driver Wizard] Quit all applications currently running Select the interface language of the software, and then click [OK] Click [LAN-FaxDriver] [I accept the agreement.] then click [Next] Setting print properties A On the [Start] menu, point to [Settings], and then click [Printers] [Start] [Settings] [Printers] 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-FaxM8] 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 [Device Address] [Set as Destination] F To specify more destinations, repeat steps B through E Click the [Specify Destination] tab The [Specify Destination] tab appears Select the type of fax from the [Type:] dropdown menu To send a fax document at a specific time A Click [Send Options] [Send Options] [Sending at specific time] To print a sender stamp To attach a cover sheet B Select the [Attach a Cover Sheet] check box [Edit Cover Sheet...] To specify two-sidedprinting B Select the [2 sided printing] check box E Select a method of file naming [Specify file name when saving] [Automatically create a new file] G Click [Save] or [Save & Send] H Enter a file name [Load Fax Journal] Click the [E-mailSettings] tab Select the [Notify] check box under [E-mailTX results] [Notify] TX results] 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-FaxM8] in the [Name:] list, and then click [OK] C Click [Edit Cover Sheet...] [Cover Sheet] Page Viewing Fax Information Using a Web Browser F View the content of the fax document [Enlarge Image] [PDF] [Multi-page TIFF] 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(s)] [Delete File(s)] To edit machine properties already programmed A Start the Web browser [Login] [Change User] G Click [OK] at the upper-leftof the screen To add new receiver E Click [Add User] [Add User] F Enter the registration number, name, and e-mailaddress, then set the nec essary properties Delivering Files Received by Fax 7. Appendix Checking the Memory Status Programs D Press [Program] E Select a program number in which “Not Programmed” is shown F Enter the program name, and then press [OK] Registering a priority function using a program [Program as Defaults] Changing a program name B Press the {Program}key C Press [Change Name] D 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] Place the original 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.269 “Specifications” Maximum Values Page INDEX