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Ricoh Facsimile Transmitting Journal by E-mail, Journal by E-mail

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Other Transmission Features

Transmitting Journal by E-mail		Journal by E-mail

Preparation

To transmit the Journal by e-mail, it is necessary to make settings with User Parameters. See p.166 “User Parameters” (switch 21, bit 4).

		The Journal is automatically transmit-
		ted to an e-mail address of the admin-
		istrator by every 50 communications.
		A CSV format Journal is attached to
	4	the e-mail.
	4	Important
		Important

❒This machine does not store sent CSV files. It is recommended that you double-check the e-mail ad- dress of an administrator before the Journal is transmitted. If the e- mail address of the administrator is not correct, your important Jour- nal may be lost and sent CSV file is not left on the fax machine. See “File Transfer”, Network Guide.

Note

❒If the administrator address is wrong, you may not be able to ac- quire Journal.

❒If the Journal in e-mail format fails to be transmitted, the Journal is printed out.

❒The name of an attached CSV file is “JOURNAL+year, month, hours, min- utes”. For example, the file name trans- mitted in 14:40:12 on 20th, March, 2005 is “JOURNAL20050320144012.csv”.

❒The subject of Journal by e-mail be- gins with “Journal”.

If the setting is made so that the Journal is transmitted as e-mail, it is transmitted to the e-mail address of an administrator.

This section describes the CSV format of the Journal attached with e-mail.

Note

❒To transmit the Journal, it is neces- sary to make settings with User Pa- rameters . See p . 166 “ User Parameters” (switch 21, bit 4).

❒You can display a sender name with the User Parameters. See p.166 “User Parameters” (switch 04, bit 5).

❒To set the administrator e-mail ad- dress, see “File Transfer”, Network Guide.

❒Depending on security settings, the Destination/Sender name may not appear.

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Contents

FAX Option Type Operating Instructions Facsimile Reference <Advanced Features Page Manuals for This Machine ❖General Settings Guide ❖Security Reference ❖Network Guide (PDF file - CD-ROM1) ❖Copy Reference ❖Scanner Reference (PDF file - CD-ROM1) ❖Manuals for DeskTopBinder Lite ❖Other manuals TABLE OF CONTENTS On Hook Dial Changing the Line Port Sub Transmission Mode Reception Functions Sending Fax Documents from Computers Viewing Fax Information Using a Web Browser Delivering Files Received by Fax Programs Function List Administrator Tools List Using Administrator Settings When an Error Report is Printed Turning Off the Main Power / When a Power Failure Occurs When an Error Occurs Using Internet Fax Connecting the Machine to a Telephone Line and Telephone How to Read This Manual Symbols Page 1. Transmission Mode Sending at a Specific Time (Send Later) C Press [Send Later] D Enter the time (12 hour format) using the number keys, and then 1 select [AM] or [PM]. Then, press [OK] [AM] [PM] Sender Settings E Confirm the selected sender, and then press [OK] F Select [On] or [Off] for the Stamp Sender Name [On] [Off] ASelect [On] for the Stamp Send- er Name function H Press [OK] I Specify the destination, and then press the {Start} key Priority Transmission Confidential Transmission ❖Default ID ❖ID Override: ACheck that [Default ID] has been selected, and then press [OK] [Default ID] ASelect [ID Override: ] [Clear] or the {Clear/Stop} key before pressing [OK], and then try again F Dial, and then press the {Start} key Polling Transmission ❖Free Polling Transmission ❖Default ID Transmission ❖ ID Override Transmission ACheck that [Free Polling TX] is se- lected ASelect [Default ID TX] ASelect [ID Override Transmission] Specify a [A] Polling Transmission Clear Report Polling Reception ❖Default ID/Free Polling Reception ❖ID Override Polling Reception A Press [Transmission Mode] B Press [Polling RX] A Check that [Default ID / Free Polling RX] is selected, and then press [OK] A Select [ID Override Polling Reception ] [Polling RX] Polling Reserve Report Polling Result Report 2.Checking and Canceling Transmission Files Displaying Confirmation of Transmission Canceling a Transmission Deleting a Destination Adding a Destination Changing the Transmission Time Printing a File Resending a File Printing a List of Files in Memory (Print TX File List) Page 3.Communication Information Printing the Journal ❖All ❖Print per File No ❖Print per User C Select a printing mode ASelect [All] [All] ASelect [Print per File No.] BEnter a 4-digitfile number Journal ❖For fax destinations ❖ For Internet Fax destinations ❖For IP-Faxdestinations ❖For Folder destinations Checking the Transmission Result (TX File Status) Checking the Reception Result (RX File Status) Displaying the Memory Status Printing/Deleting Received and Stored Documents (Print/Delete Stored RX File) Printing Received and Stored Documents Deleting Received and Stored Documents Printing a Confidential Message Confidential File Report Printing a File Received with Memory Lock Page Personal Boxes Personal Boxes ❖SUB Code and SEP Code Printing Personal Box Messages Information Boxes Information Boxes Storing Messages in Information Boxes C Select the box in which you want to store the file D Place the original, and then select the scan settings you require A Enter the password, and then press [OK] [Stop Scanning ] Printing Information Box Messages Deleting Information Box Messages Page 4. Other Transmission Features Handy Dialing Functions Chain Dial (Example) Redial B Press the {Pause/Redial} key C Select the destination you want to redial to [ProgDest] Advanced Features SUB Code SID Code SEP Code PWD Code Transfer Request ❖Requesting Party ❖Transfer Station ❖Receiving Station A Place the original, and then select any scan settings you require B Specify a Transfer Station D Select [Transfer Req.] E Press [Receiving Station] F Specify a Receiving Station 4Note ASelect [qQuick Dial] With transfer requests set in the system settings On Hook Dial Page Manual Dial Changing the Line Port ❖Multi-port B Select the line you want to use C Press [Exit] Sub Transmission Mode Book Fax E Select [From First Page] or [From Second Page], and then press [OK] [Book Fax] ❒Select [From First Page] to send a book original from the first page Two-SidedTransmission (Double-SidedTransmission) A Place the original in the ADF, and then select the scan settings you require 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] Standard Message Stamp Sending an Auto Document Printing documents stored as Auto Documents Sending a Stored File Sending stored documents 4B Press [Select Stored File] C Select the documents to be sent [TX Order] [File Name] [User Name] ASelect [Search by File Name] B Enter the name of the document to be sent, and then press [OK] Or- igi. + Stored File] [Stored file + Origi.] Printing stored documents B Press the user name of the document to be sent, and then press [OK] C Select the file APress [Search by File Name] B Enter the file name to be print- ed, and then press [OK] E Press [Print File] or [Print 1st Page] Stamp Transmission Options Fax Header Print Label Insertion Reduced Image Transmission Auto Reduce Selecting transmission options for a single transmission C Select [Options] D Select options to be set up APress [On] for Fax Header Print APress [Programmed Name] for La- bel Insertion Page More Transmission Functions If Memory Runs Out While Storing an Original Parallel Memory Transmission Checking the Transmission Result Automatic Redial Batch Transmission Dual Access Transmission with Image Rotation Simultaneous Broadcast JBIG Transmission Transmitting Journal by E-mail Journal by E-mail Printed Report Memory Storage Report Communication Result Report (Memory Transmission) Communication Failure Report 5. Reception Features Reception Immediate Reception ❖Reception resolution Memory Reception Page Substitute Reception Receiving messages unconditionally Receiving messages according to parameter-specifiedsettings ❖When Own Name or Own Fax Number is received ❖Free ❖Polling ID match ❖Disable Reception Functions Transfer Station ❖Transfer Station (this machine) Transfer Result Report Transfer Result Report (transfer request by e-mail) Forwarding Received Documents Routing Received Documents with SUB Code Transferring Received Documents SMTP Reception Using Internet Fax Routing E-mailReceived via SMTP ❖ Fax Number ❖ Quick Dial Destination ❖ Group Destination JBIG Reception Auto Fax Reception Power-up Printing Options Print Completion Beep Center Mark Checkered Mark Reception Time Two-SidedPrinting Multi-copyReception 180-DegreeRotation Printing Image Rotation Combine Two Originals Page Separation and Length Reduction Reverse Order Printing Page Reduction TSI Print (Transmitting Subscriber Identification Print) When There Is No Paper of the Correct Size ❖Priority Table Setting priority trays Just size printing Having Incoming Messages Printed on Paper from the Bypass Tray Page Where Incoming Message are Delivered - Output Tray Specifying Tray for Lines Tray Shift Page 6. Fax via Computer Sending Fax Documents from Computers Before Use Installing the Software Auto run program Installing individual applications Applications Stored on the CD-ROM LAN-FaxDriver ❖Location of the File ❖Operating Environment Setting LAN-FaxDriver Properties Setting Print Properties Address Book ❖Operating Systems LAN-FaxCover Sheet Editor Making Settings for Option Configuration -[Accessories] tab ❖Prohibit manual destination entry ❖Enable E-mail Basic Transmission A Click the [Address Book:] tab [Browse] in the dropdown menu as the display format [Group] Specifying options B Specify the options you want to use Select the check box, and then specify a transmission time BClick [Send] ASelect the [Print Fax Header] check box Confirming Transmission Results by E- mail A Click the [E-mailSettings] tab B Select the [Notify] check box under [Notify] [E-mailTX results] C Enter the destination LAN-FaxResult Report Printing and Saving Editing Address Book C Edit an existing destination or program a new one AEnter the destination and name ❒For [Line:] under [Fax num ber:] ❒For [Protocol:] under [IP-Fax [New/Reference] 6Note Editing Fax Cover Sheets Creating a cover sheet Attaching a created cover sheet LAN-FaxOperation Messages Viewing Fax Information Using a Web Browser Viewing, Printing, and Deleting Received Fax Messages Using a Web Image Monitor Viewing received fax messages using a Web browser Printing fax information using a Web browser Deleting fax information using a Web browser Programming Destination Information from Web Browser EClick [OK] in the upper-rightof the screen F Close the Web browser Delivering Files Received by Fax ❖Functions Page 7. Simplifying the Operation Programs Registering and Changing Keystroke Programs Registering a priority function using a program Changing a program name Deleting a Program Using a Program Using the Document Server Storing a Document ❖File names ❖User Names ❖Password APress [User Name] B Press the user name to be pro- grammed, and then press [OK] [Non-pro grammed Name] CPress [OK] Changing Information of Stored Documents E Change the desired information of the stored document [Non-programmed Name] APress [Change File Name] APress [Change User Name] Deleting a Stored Document Managing Documents Saved in the Document Server from a Computer Using DeskTopBinder Using a Web browser Page 8. Facsimile Features Function List ❖General Settings/Adjustment ❖Reception Settings ❖E-mailSettings ❖IP-FaxSettings ❖ Administrator Tools Accessing User Tools (Facsimile Features) Quitting Default Settings General Settings/Adjustment ❖Memory / Immed. Transmission Switch ❖Text Size Priority ❖Original Type Priority ❖Auto Image Density ❖Adjust Scan Density ❖Select Title ❖Line Priority Setting ❖Program Economy Time ❖On Hook Mode Release Time ❖Quick Operation Key ❖RX Reverse Printing (Reception Re- verse Printing) Reception Settings ❖Switch Reception Mode ❖Forwarding ❖RX File Print Qty (Reception File Print Quantity) ❖2 Sided Print E-mailSettings ❖Internet Fax Settings ❖Max. E-mailSize [Cancel] or the {Clear/Stop} key, and then enter again [Backspace] or [Delete All], and then enter again IP-FaxSettings ❖Enable H.323 ❖Enable SIP ❖H.323 Settings ❖SIP Settings [ * N o t p r o - grammed.] DPress [Change] for [Prefix] APress [Program / Change / Delete Gateway] [Do not De- lete] Page 9. Administrator Setting Administrator Tools List Page Using Administrator Settings Storing, Changing, and 9 Deleting an Auto Document Deleting an Auto Document Programming, Changing and Deleting a Scan Size Deleting a scan size Printing Journal Forwarding Counters Programming an End Receiver Quitting the forwarding function Forwarding Mark Memory Lock ECM (Error Correction Mode) User Parameters ❖Switches and Bits ❖User Parameter List Page Page Changing the User Parameters Printing the User Parameter List Special Senders to Treat Differently ❖Using Full matching ❖Using Partial matching Authorized Reception Reception File Print Quantity Print 2 Sided Memory Lock Reception Reverse Printing Programming/Changing Special Senders F Select the destination to program or change [* Not Programed] G Enter a destination name, and then press [OK] H Press [Full Agreement] or [Partial Agreement ] ASelect [Authorized RX] C Press the destination key of a forward destination, and then press [OK] ASelect [Reception File Print Qty] BPress [Number of Sets] C Enter the print quantity using the number keys, and then press [OK] ASelect [Print 2 Sided] BSelect [On] or [Off], and then press [OK] ASelect [Memory Lock] ASelect [RX Reverse Printing] Programming Initial Set Up of a Special Sender CSelect the size you want to pro- gram from the sizes shown DMake sure that [Vertical] is se- lected [Vertical] Enter the vertical size of the pa- per using the number keys, and then press Deleting a Special Sender Box Settings Programming/changing Personal Boxes D Press [Box Setting] E Check that [Program / Change] is se- lected F Select a box to program G Press [Personal Box] H Enter a box name, and then press [OK] I Enter a SUB Code Deleting Personal Boxes Programming/changing Information Boxes Deleting Information Boxes Programming/changing Transfer Boxes E Check that Select [Program / Change] is selected [Program / Change] G Press [Transfer Box] H Enter a Box name, and then press [OK] J Specify the condition of registra- tion BEnter a password, and then press A Select an End Receiver B Specify End Receivers with Deleting Transfer Boxes Printing the Box List Transfer Report Programming a Confidential ID Programming a Polling ID Programming a Memory Lock ID Selecting Dial/Push Phone Storing or Printing Received Documents Reception Report e-mail Setting a User for Viewing Received and Stored Documents Menu Protection Settings 10. Solving Operation Problems When an Error Report is Printed Turning Off the Main Power / When a Power Failure Occurs When an Error Occurs Using Internet Fax Error Mail Notification Error Report (E-Mail) Server-GeneratedError E-mail Page 11. Appendix Connecting the Machine to a Telephone Line and Telephone Connecting the Telephone Line ❖Where to connect the machine Selecting the Line Type Connecting the Optional Handset or an External Telephone ❖Specifying the handset line type ❖Adjusting the handset bell volume Optional Equipment Expansion Memory (32MB: DIMM) Handset Extra G3 Interface Unit Specifications ❖Fax Transmission and Reception ❖ Power Consumption ❖Internet Fax Transmission and Reception ❖IP-FaxTransmission and Reception Compatible Machines Acceptable Types of Originals Acceptable original sizes Paper size and scanned area ❖Exposure Glass ❖Metric Version ❖Inch Version Original sizes difficult to detect ❖ Inch Version Maximum Values INDEX