Sending scanned files via e-mail | Ricoh SP C240SF, C242SF instruction

Feature Highlights

2.Specify the network settings, such as the machine's IP address. For details, see p.74 "Configuring the Machine".

3.Install the scanner driver on the computer.

For details, see the instructions provided on the driver CD-ROM.	1

4.If a TWAIN-compliant application is not installed on the computer, install Presto! PageManager.

For details, see the instructions provided on the driver CD-ROM.

Sending scanned files via e-mail

You can send scanned files via e-mail using the control panel.

CES186

Preparation for sending scanned files via e-mail

1.Connect the machine to the network.

For details, see p.69 "Connecting with a Network Cable".

2.Specify the network settings, such as the machine's IP address. For details, see p.74 "Configuring the Machine".

3.Configure the DNS and SMTP settings using Web Image Monitor.

For details, see p.331 "Configuring the DNS Settings" and p.335 "Configuring the SMTP Settings".

4.Register the destinations to the Address Book using Web Image Monitor. For details, see p.177 "Registering Scan Destinations".

Sending scanned files to an FTP server

You can send scanned files to an FTP server using the control panel.

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Image 31

Ricoh SP C240SF, C242SF operating instructions Sending scanned files via e-mail, Sending scanned files to an FTP server

Contents

User Guide Page Table of Contents 118 108111 113 140 135136 138 175 169172 173 241 234237 240 293 288291 292 332 329330 331 399 377383 393 438 433435 436Page Trademarks Guide to the Machine Product names of Windows Server 2008 R2 are as follows Disclaimer Manuals for This Machine 120 Model-Specific Information Units List of Option About IP Address How to Read This ManualSymbols This manual uses the following symbols Installing Manuals on Your Computer Using Manuals Opening from the CD-ROM Opening ManualsOpening from the desktop icon Opening from the Start menu Removing Manuals from Your Computer Connecting via a network Feature HighlightsUsing the Machine as a Printer Connecting via USB Printing confidential documents Printing directly from a Digital Camera PictBridge Using the Machine as a CopierMaking enlarged or reduced copies Copying multiple pages onto a single sheet of paper Making 2-sided copies Copying both sides of an ID card onto one side of paper Sorting the output paper Using the Machine as a ScannerPreparation for sorting the output paper Scanning from a computer Sending scanned files to an FTP server Sending scanned files via e-mail Sending scanned files to a computers shared folder Using as a fax machine Using the Machine as a Fax MachineSending scanned files to a USB flash disk Sending faxes from a computer LAN-Fax Using the machine with an external telephone CES191 Exterior Front View Guide to Components Exterior Rear View CES099 Interior Control Panel Fax Received indicator Guide to Components CES152 Out Faxes Stored in Memory Guide to the Machine Where to Put the Machine Installing the Machine Getting Started Installing the Machine Large quantities, you might detect an odd smell Unpacking Installing the Machine CER088 CES032 Lift the paper feed roller slightly to remove it Open the ADF cover Return the paper feed roller to its original position Pull the protective sheet to remove it Close the ADF cover Lower the lever until it clicks into place Pull up the fusing unit levers Remove the protection tapes CES031 Apply the indicated sticker as in the illustration below Turning the Power on Installing the Machine Plug in the power cord Initial Setup Changing Operation Modes Saving Energy Energy Saver modeFunction Priority Multi-access Fax memory reception storing Internet Fax Fax immediate printing Internet Fax reception no printingSimultaneously Printing out the received Internet Fax Receiving a LAN-Fax job from Getting Started Connecting with a Computer Using a USB Cable Connecting the MachineRemove the cable cover Attach the cable cover Connecting with a Digital Camera Using a USB Cable Connecting with a Network Cable Connect the Ethernet cable to the Ethernet port Reading the LED lamps Connecting to a Telephone Line Connect a telephone line cord to Line If using an external telephone, connect the telephone to TEL Attach the cable cover in place Press the User Tools key Configuring the Machine Assigning the machines IPv4 address manually Configuring the IPv6 Address Settings Setting the machine to receive an IPv6 address automatically Assigning the machines IPv6 address manually Selecting the telephone line type Configuring Telephone Network Settings Selecting the telephone network connection type Setting the outside line access number Press the User Tools key Click OK Sharing the Printer on a Network Installing the Paper Feed Unit Tray Installing Option Check that the package contains paper feed unit Lift using the inset grips on both sides of the machine CER005 Supported Paper for Each Tray Paper and Other Media B6 JIS 16 to 43 lb 80 g/m2, 20 lb Middle thick paper Thick paper 1 Getting Started 16 to 43 lb Middle thick paper Thick paper 1 Half that of middle thick paper Specifications of Paper Types× 267 mm None Paper and Other Media Plain Paper, Thick Paper 1, or Thick Paper None Approximately half that of middle thick paper Print cartridges photo conductor unit Fan envelopes, and then align their edges before loading Unsupported Types of Paper Printable Area Paper Storage Precautions CER117 Loading Paper in Tray Loading PaperPull out tray 1 carefully with both hands Push the metal plate down until it clicks into place to lock Place the tray on a flat surface Load the new paper stack print side up 102 Carefully push tray 1 straight into the machine Loading paper longer than A4103 104 Remove the rear cover using a coin 105 CER104 CER103 CER106 109 Press down on the bottom plate until it clicks 110 Lift and slide the tray, then push it all the way Loading Paper in the Bypass Tray Insert the top edge of the paper into the machine Adjust the paper guides to the paper size Loading Envelopes Lowering the fusing unit levers Loading envelopes in tray Lower the fusing unit levers114 115 Set the envelopes in Tray 1 with the printing side facing up Insert the edge of the envelope into the machine Loading envelopes in the bypass tray117 Specifying Paper Type and Paper Size Adjust the paper guides to the envelope size Specifying the paper type This section describes how to specify the paper type Specifying the standard paper size This section describes how to specify a custom paper sizeSpecifying a custom paper size Press the User Tools key About Originals Placing OriginalsRecommended size of originals Unscannable image area Placing originals on the exposure glass Placing OriginalsLift the ADF Lower the ADF By using the ADF, you can scan multiple pages at onceAdjust the guides according to the size of the original Placing originals in the Auto Document Feeder CES200 Entering Characters Getting Started Restricting Machine Functions According to User Enabling the User Restriction Settings List of currently registered user entries appears 130 Click Available Functions per User List of currently registered user entries appears This section describes how to modify user entriesModifying user entries Click Apply Close the Web browser Deleting user entries Press the OK key When Machine Functions are Restricted Getting Started This chapter describes the printer functions Configuring Option and Paper SettingsFollowing procedure is based on Windows XP as an example Windows Mac OS X 10.5/10.6 Mac OS XClick OK to close the printer properties dialog box 137 Accessing the Printer Properties from an Application Accessing the Printer PropertiesWindows 139 Mac OS Following procedure explains how to perform basic printing Basic Operation in Printer ModeIf a Paper Mismatch Occurs Canceling a print job before printing has started Canceling a Print JobContinuing printing using mismatched paper Resetting the print job Press the Clear/Stop key Press Yes Canceling a print job while printingCancel the print job using the control panel Mac OS X 10.5/10.6 Storing a Locked Print file Printing Confidential Documents Printing a Locked Print file For details about Locked Print, see p.274 System SettingsPress Print To do so Deleting a Locked Print file Press Delete Checking which Locked Print File Jobs Have Been CanceledLocked Print file is deleted Press Delete. The log is deleted Page This function is compatible with USB What Is PictBridge?Direct Printing from a Digital Camera PictBridge PictBridge Printing Index printing What Can Be Done on this Machine Paper size When PictBridge Printing Does Not WorkUse the following procedure to quit the PictBridge mode Exiting PictBridge Printing is disabled Paper size setting for this Problem Cause Solution PictBridge is not availableSettings are enabled Machine has fully booted Can configure are described below Using Various Print FunctionsPrint Quality Functions Changing orientation or rotating the image Print Output Functions Using Various Print Functions 156 Screen in standby mode Screen in Copier ModeThis chapter describes the copier functions Using the Copier Function Press the Copy key Basic Operation in Copier Mode Canceling a Copy 161 Press the Clear/Stop key Making Enlarged or Reduced Copies Press the Reduce/Enlarge key Portrait In-1 modeCombining Multiple Pages Copying Two or Four Pages onto One Sheet Landscape T to B Top to Bottom Portrait L to R Left to RightPortrait T to B Top to Bottom Landscape L to R Left to Right Press Reduce, press the keys to select Comb on 1 or Comb on Copying Both Sides of an ID Card onto One Side of Paper 167 Press the ID Card Copy key Card copy mode Top to Bottom 169 Making 2-sided CopiesTop to Top Top to Bottom Keys Use this procedure to set the machine to make 2-sided copies Making 2-sided Copies Adjusting Image Density Specifying Scan SettingsPress the Density key Press the Image Quality key Selecting the Document Type According to Original Using the Copier Function Screen in Scanner Mode Using the Scanner Function Using the Scanner Function Registering Scan Destinations Required Support multiple pages in a document 178 EntryCharacters Required Scale Pages in a document, but Jpeg does not Then specify the width and length Setting DescriptionResolution Optional Scan Size Optional Are stored. Can contain up to 64 characters Directory Optional Then specify the width and length Resolution Optional Setting Description Quick Dial Number OptionalService Name Required Can contain up to 32 characters Login Password Optional Modifying Scan Destinations Related settings using Web Image Monitor Deleting Scan Destinations This section describes how to delete registered destinations Press the Scanner key Scanning Using the Control PanelBasic Operation for Scan to E-mail/FTP/Folder Specified destination 185 Press the Address Book key Specifying the scan destination Basic Operation for Scan to USB 188 Insert your USB flash disk into the USB flash disk port When in color or gray scale black-and-white scanning mode When in halftone black-and-white scanning mode189 Confirm that Ready appears on the display Specifying the Scan SettingsRemove the USB flash disk from the machine Press the Reduce/Enlarge key or Scn Size Adjusting image density Specifying resolution This section describes the basic Twain scanning operation Scanning from a ComputerBasic Operation for Twain Scanning Scanning from a computer Windows 195 Scanning from a computer Mac OS Settings you can configure in the Twain dialog box 197 ADF-Better 198 This chapter describes the fax functions Screen in Fax Mode Using the Fax Function Setting the Date and Time Using the Fax Function Registering Fax Destinations Registering Fax Destinations Using the Control Panel Modifying fax destinations Mode from pulse to tone temporarily Deleting fax destinations Current number is deleted Registering Fax Destinations Using Web Image MonitorCurrent name is deleted Characters Fax Number Optional Speed Dial Number Dial or Speed Dial destinationBefore the fax number Forwarding 208 This section describes how to delete registered destination Sending a Fax Selecting Transmission ModePress the Facsimile key Press the keys Internet Fax Transmission Overview This section describes the basic operation for sending a fax Basic Operation for Sending a Fax Scanned Press the B&W Start key 213 Canceling a fax Specifying the Fax Destination Specifying the destination using Speed Dial Specifying the destination using the One Touch buttonsTouch button Press the Address Book key Specifying the destination using the redial function Specifying the destination using the broadcast functionAdd a destination by using one of the following methods This section explains some useful fax functions Sending a fax using On Hook DialUseful Sending Functions Press the Pause/Redial key Press TX, and then press the B&W Start key Sending a fax after a conversationPress the On Hook Dial key On Hook appears on the screen Specifying the Scan Settings 221 Specifying the resolution 222 Opening the LAN-Fax Address Book Using the Fax Function from a Computer LAN- FaxConfiguring the LAN-Fax Address Book This section describes how to open the LAN-Fax Address Book 224 Registering destinationsClick the Address Book tab All Displays all destinations Modifying destinations Allows you to register it under the same name Registering groups226 Modifying groups This section describes how to modify registered groupsDeleting individual destinations or groups 228 Exporting/Importing LAN-Fax Address Book dataConfirmation message appears Click Yes Following operations For each field, select an appropriate item from the list Repeat this step to add more destinations Basic Operation for Sending Faxes from a ComputerRepeat this step to add more destinations 230 Click Send Edit the cover sheet as necessary, and then click OK231 Editing a Fax Cover Sheet 233 Settings you can configure for the fax cover sheets LAN-Fax driver properties dialog box appears Configuring Transmission Settings 235 Settings you can configure in the LAN-Fax drivers properties Using the Fax Function This section describes fax reception functions Receiving a Fax Keys to select Fax Features, and then press the OK key Receiving a fax in FAX/TEL Manual mode238 Receiving a fax in FAX/TEL Automatic mode Receiving a fax in Fax Only modePress the B&W Start key Replace the handset Receiving an Internet Fax Receiving a fax in FAX/TAD modeYou can manually receive a fax during silence detection Forwarding or Storing Faxes in Memory Configuring the forwarding conditions Configuring the storing conditions Press RX File Printing Out Faxes Stored in Memory Registering the Special Senders Receiving or Rejecting Faxes from Special Senders Fax number can contain 0 to 9, , and space Limiting the incoming faxes246 Basic Operation Using the Menu Screen Configuring the Machine Using the Control Panel Configuring the Machine Using the Control Panel This section lists the parameters included in each menu Menu Chart Configuring the Machine Using the Control Panel Pstn / PBX Configuring the Machine Using the Control Panel Changing Copy Settings Copy SettingsThis section describes how to configure the copy settings Copy Setting Parameters Comb on 255 256 Copy Settings 258 Changing Scanner Settings Scanner Settings Scanner Setting Parameters Scanner Settings Changing Fax Transmission Settings Fax Transmission Settings Fax Transmission Setting Parameters Configuring the Machine Using the Control Panel This section describes fax feature setting parameters Fax Feature SettingsChanging Fax Feature Settings Fax Feature Setting Parameters FAX/TAD Destination Delete Selected File 268 Fax Feature Settings Jbig Fax Feature Settings Entries Fax Address Book SettingsRegistering Fax Destinations in Fax Quick Dial/Speed Dial Fax Address Book Parameters Fax Address Book Settings This section describes the machines operational settings System SettingsChanging System Settings System Setting Parameters System Settings Default Middle Thick Paper Copier Job, the printed image will be croppedFacsimile 277 USB Default 60 seconds 15 sec 300 sec Network Settings made on the control panel Default Off Toner Saving Configuring the Machine Using the Control Panel System Settings Configuring the Machine Using the Control Panel This section describes the network settings Network SettingsChanging Network Settings Network Setting Parameters Dhcp Default Configuring the Machine Using the Control Panel Types of Report Printing the ConfigurationFollow the procedure below to print the configuration Printing Lists/Reports Reading the Configuration Printing Lists/Reports IP Address Dhcp Stateless Address Link-local Address 290 Mail IPv6 Configuration Shows the IPv6 settings Reading the Fax Journal Reading the TX/RX Standby File List Reading the Scanner Journal Configuring the Machine Using the Control Panel This section describes administrator settings Administrator SettingsChanging Administrator Settings Administrator Setting Parameters Specifies the user information for sending a fax Default Copier Facsimile Scanner System Auto Reset Timer Default Pstn Reset All Settings Be sure not to clear the settings by mistakeFax transmissions Administrator Settings This section describes the printer feature settings Printer Feature SettingsChanging Printer Feature Settings Printer Feature Setting Parameters Printer Feature Settings Default Off Printer Feature Settings Solid Colour Presentation Photographic Off 304 Using Web Image Monitor Configuring the Machine Using Web Image Monitor Configuring the Machine Using Web Image Monitor Displaying Top Changing the Interface Language Checking the Status Information Checking the System InformationContact Full or Full Checking the Counter InformationIntermediate Transfer Checking the System Information Fully-covered A4 pages Functions, and lists/reportsCovered A4 pages Accumulated value of cyan toner A4 page coverage in percent Fully-covered A4 pages Yellow Using the printer function Covered A4 pages Magenta Using the printer function Checking the Machine Information Configuring the Sound Volume Configuring the System Settings Paper, Letterhead, Preprinted Paper, Prepunched Paper Configuring the Paper Settings75-90g/m2, Thick Paper 1 91-105g/m2, Recycled Paper, Color Paper, Cardstock, Envelope, Thick Paper 2 106-160g/m2 Settings of the machine and printer driver do not match 317 Machine’s settings Tray to continue printing Configuring the Fax SettingsSpecifying the Size of Paper for Printing Copies Tray 2, Bypass Tray, A4, or 8 1/2 × Sure to select a tray that contains paper of the valid size Administrator Fax Received File Processing DescriptionSelect Paper Tray Description Continue printing Automatically or stored for later manual printing Address in the AdministratorBe sent even if this setting is enabled Print Automatically Special Sender Specifying the Priority TrayReceive Conditions Senders Or tray Configuring the Toner Saving SettingSwitches to the other tray to continue printing Priority Tray Description Printer Machines or not under USB connection Configuring the I/O Timeout SettingsToner Saving Description Out copies Seconds Configuring the Black-and-White Print Priority SettingsLocked Print Timeout Warm-up time for maintenance will also be lowered Registering Destinations Registering Fax Special Senders Restricting Machine Functions According to User Firmware Configuring the Network SettingsItems below cannot be configured Checking the Network Status Network settings Configuring the IPv6 SettingsGateway Enter the IPv4 address of the network gateway Folder Select to enable the Scan to Folder feature 330 Configuring the Network Application SettingsFor details about IPv6, see p.283 Network Settings Select to enable the Scan to FTP feature Configuring the DNS Settings Configuring the Auto E-mail Notification Settings Configuring the Snmp Settings Host 2 below become unavailable Select whether to enable the machine to use Snmp servicesTrap Description Target Trap NMS Characters 335 Configuring the Smtp SettingsCharacters Password Description Primary Smtp Server Configuring the POP3 Settings Configuring the Internet Fax Settings Minutes POP Server E-mailServer only Connections to the POP3 server to acquire new e-mails 2 to Configuring the IPsec Global Settings Configuring the IPsec Settings Security Configuring the IPsec Policy Any subsequent policies will be renumbered accordingly IP Policy Settings DescriptionCan contain up to 39 characters Prefix Length Drop IP packets are discarded IKE SettingsAuthentication and data encryption Authentication Seconds IKE Diffie-Hellman Description Authentication Configuring the Machine Using Web Image Monitor Prints a list of Quick Dial entries List Sent, or forwardedPrints a list of scan destinations Scanner Journal Configuring the Machine Using Web Image Monitor Configuring the Administrator Password and E-mail Address Configuring the Administrator SettingsEnter the same password again, to confirm Reset Menu Settings Resetting the Machine’s SettingsBacking Up the Machines Settings Select to restore network settings to their defaults Backs up fax destinations and Special Sender list to a file Menu Settings instead349 Restore Setting Description File to Restore Restoring the Machines Settings from a Backup FileFile Configuring the Energy Saver Mode Settings Configuring the Date and Time Settings Machine has been idle for about 30 seconds Energy Saver Mode DescriptionSaver mode 1 than in Energy Saver mode Than from Energy Saver mode Overview Troubleshooting Common Problems Common Problems Paper Feed Problems More frequently Printed paper is curled Problem SolutionSuch as a desk See p.86 Paper and Other Media Paper gets wrinkles Removing Printing Jams 359 If paper jams inside the fusing unit Pull the paper downward to remove it. Do not pull it upward If paper jams inside a tray 362 Pull out the jammed paper carefully 363 If paper jams inside the transfer unit Removing Scanning Jams Check that the error is cleared 365 366 Gently pull the jammed original to remove it 367 368 Close the ADF Being used See p.423 Consumables Print Quality ProblemsChecking the Condition of the Machine Machines location Printer Problems Process Locked Print file is canceledAbout Locked Print, see p.274 System Settings Deleting a Locked Print file Changing the Printer Driver Settings Print Positions Do Not Match Display Positions Printed Colors Do Not Match Displayed Colors Copier Problems Photocopied paper is dirty Problem Solution Image density is too highCleaning Toner on the printed surface is not dry Scanner Problems See p.364 Removing Scanning Jams Fax ProblemsFax in Immediate Transmission mode 1XXX11 Network. See p.295 Administrator Settings 377 An error occurred while receiving a fax Error Code Solution An error occurred while sending a faxIf the problem persists, contact your sales or service Or to send at a lower resolution Error Code Solution 3XXX11 E-mail had an invalid Content-Type, or an Error Code Solution 4XXX21To check the e-mail settings Sender to check the e-mail settings Tiff file Error Code Solution 4XXX43Send at a lower resolution Compression method of the received Tiff file was Received Correct orientation. See p.122 Placing Originals Adjusting image densityCannot print received faxes See p.99 Loading Paper Load paper of the right size in the paper tray Jammed paper. See p.358 Large Removing Printing Jams Error and Status Messages on the ScreenPrint cartridge. See p.393 Waste Toner Bottle Full Specify the tray containing the A4 Copy SettingsSee p.274 System Settings Prepare a new waste toner bottle Disconnect the telephone line from Connection Failed Press JobReset to cancel the jobCould not be performed Set Original to ADF Paper type set for Check Paper Type If I/O Timeout is set to 15 seconds Settings to reduce the scanningResolution. See p.259 Scanner Timeout period set in I/O Machine with the printer Machine, and then print Message Causes SolutionsCanceled To Standard or High Quality 387 Complex to print Memory Overflow CancelCancel to cancel Transmission mode Misfeed Dup. Unit Machine Restarted Machine failed to proceed Remove Paper Message Causes Solutions Out of PaperPaper Loading Paper Press No to cancel the job Transfer belt is no longer Contact your sales or service Because the destination could Message Causes Solutions Server ConnectionAn error occurred Network administrator Transmitted correctly TX Comm. Error Fax could not bePreprinted or prepunched System Settings Machine will redial the number and try Key Message Causes Solutions USB MemoryWrite Protect Press Replacing Print Cartridges 394 Store print cartridges in a cool dark place 395 396 Remove the cover from the print cartridge 398 Replacing the Waste Toner Bottle 400 Slide both levers on the front cover forward CES073 Leave the bottle cap open 402 Close the bottle cap 403 Place the transfer unit down on the front cover This chapter describes how to maintain the machine Cleaning Lift out the rearmost print cartridge Cleaning the Toner Density Sensor 407 Slide the toner density sensor lever once to the leftSlide the lever only once Carefully insert the print cartridge removed in vertically Cleaning the Friction Pad and Paper Feed Roller 409 Wipe the friction pad with a damp cloth Cleaning the Registration Roller and Paper Tray CES059 412 Wipe the inside of the paper tray with a cloth CES089 Cleaning the Auto Document Feeder Cleaning the Exposure GlassFollowing procedure describes how to clean the ADF Moving the Machine Be sure to check the following points If you have removed tray 2, reinstall itMoving over a Short Distance Moving over a Long Distance Be sure to check the following points Disposal If the Machine is Not Going to Be Used for a Long Time Turn off the power switch Pull out the plug from the socketPreparing the Machine for a Long Period of Inactivity Close the front cover with both hands carefully Lower the fusing unit lever 421 Pull up the fusing unit lever Where to Inquire Print Cartridges Consumables Waste Toner Bottle Print via FTP Available Functions Appendix Encryption and Authentication by IPsec Transmission Using IPsecESP Protocol Security Association Specifying Encryption Key Exchange Settings Encryption Key Exchange Settings Configuration Flow If the settings are not displayed, click Add Specifying IPsec Settings on the ComputerClick OK twice 431 Click OK three times Click Next Click Finish New IP security policy IPsec settings is specified Enabling and Disabling IPsec Using the Control PanelClick OK Click Close General Function Specifications Specifications of the MachineThis section lists the machines specifications 420 × 493 × 476 *1 mm 16.6 × 19.5 × 18.8 *1 inches Type 2 model PCL6, PCL5c, PostScript 3, PictBridge Fonts Printer Function SpecificationsCopier Function Specifications Maximum resolution scanning and printing Printing 600 × 600 dpi Scanner Function Specifications ADF Fax transmission and reception Fax Function SpecificationsInternet Fax transmission and reception Encoding 439 SMTP, TCP/IP Original size A4 Resolution dpi 200 × 100, 200 × 440 Paper Feed Unit TK1010 Specifications of OptionsPaper capacity Sheets Paper size Electromagnetic Interference Expat Copyright Information about Installed Applications 444 Index 446 447 448 449 300, 333 WIA scanning 450 451 452 2011 Operating Instructions User Guide