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Ricoh Type 480 Sending Scan Files by E-mail, Procedure for Sending E-mail, Note, Note, Reference, APress [], Reference, Clear Modes, DPress [Exit], CPress [E-mail]

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Sending Scan Files by E-mail

Sending Scan Files by E-mail

Procedure for Sending E-mail

A scan file is sent after scan settings and destinations are specified.

A Press the {Scanner} key.

ZZZ606S

Note

Reference

There are two ways to specify scan settings, as described be- low:

• Configure each setting for

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scanning. For details, see p.73 “Specifying Scan Settings ”.

•Recall registered settings. For details, see p.80 “Programs”.

E If the network delivery scanner screen appears, switch to the e- mail screen.APress [].BPress [Switch Destination List].

❒The illustration is an example. The actual appearance may be different.

B Make sure that no previous settings remain.

Note

❒If a previous setting remains, press the {Clear Modes} key.

C Make settings for the original, such as orientation and output tray.

Reference

p.75 “Specifying the Orientation and Output Tray of the Original”

D Make the scan settings.

CPress [E-mail].DPress [Exit].

The e-mail screen appears.

F Specify the destination.

You can specify the destination in the following ways:

•Select it from the destination list.

•Specify its registration number.

•Enter the e-mail address directly.

•Search for it in the destination list.

•Search for it in the LDAP server.

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Contents

Scanner Option Type Operating Instructions Scanner Reference Getting Started Page Manuals for This Machine ❖Manuals for DeskTopBinder Lite [Setup] [Start] ❖Other manuals TABLE OF CONTENTS 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 How to Read This Manual Page 1. Getting Started Control Panel 10.Operation switch 11.Function status indicators 12.Function keys 13.Number keys 14.{#} key (Enter key) Network Scanner Scan to Folder A scan file can be sent to the FTP server folders or the shared Windows folders on the same network p.31 “Sending Scan Files by Scan to Folder” 2.FTP server p.43 “Storing Files” 1. This machine 2. Client computer For details about Web Image Monitor, see the Web Image Monitor Help Network Delivery Scanner A scan file from the originals scanned by the machine is stored in the delivery server and delivered to the folders of client computers on the same network p.57 “Delivering Scan Files” 3. Client computer Network TWAIN Scanner p.69 “Using the Network TWAIN Scanner Function” Scanner ❒Press [Exit] to use functions other than the network TWAIN scanner function Installing Software Page User Authentication User Code Authentication (Using the Control Panel) Log Off (Using the Control Programming E-mailAddresses and Folders Specifying How to Start Scanning Page 2. Sending Scan Files by E-mail Preparation for Sending 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.] Sending Scan Files by E-mail 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] ❒It is necessary to differentiate between uppercase and low- ercase letters DPress [OK] ESelect a destination FPress [Exit] Searching for a destination in the LDAP server [Name] [Search Criteria] [Search Beginning Word] [Search End Word] [Exact Match] Checking selected destinations G Select the file type if necessary APress [Attached File] BPress [File Type] CSelect the file type of the file B Select the sender Using a registration number to specify a sender name [Return Receipt] are displayed Searching for a sender BPress [] CPress [User (Dest.) Name] Address] D Enter part of the sender name [Us- er (Dest.) Name] FSelect the sender BPress [Attach Subject] CSelect the subject [Urgent] DPress [Manual Input] EEnter the subject “New prod- uct appearance” FPress [OK] Simultaneous Storage and Sending by E-mail [Select Stored File] A Make settings for the original, such as orientation and output tray B Make the scan settings C Specify the destination E Press [Store File] F Make sure [Send & Store] is select- ed [Send & Store] G Specify file information if neces- sary H Press [OK] Checking the E-mailResults 3.Sending Scan Files by Scan to Folder Preparation for Sending 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 Sending Scan Files by Scan to Folder Procedure for Sending by Scan to Folder Selecting a destination folder from the list A Select the destination folder B To select more destination fold- ers, repeat step A Using a registration number to select a destination folder C To select more destination fold- ers, repeat step B APress [Enter Destination] BPress [SMB] [SMB] C Press [Manual Input] on the right side of the path field D Enter the path for the folder M Check the connection test re- sult, and then press [Exit] NPress [OK] OTo enter more destinations, re- peat steps A to N Specifying a folder in the FTP server BPress [FTP] M Enter the password To change the port number which is set in PPress [Connection Test] Q Check the connection test re- sult, and then press [Exit] RPress [OK] [Up One Level] D Select the client computer that has the destination folder E Select the destination folder GPress [OK] Searching for a destination folder in the destination list [Search by Dest. Name] and [Search by Folder Name] ESelect a destination folder BPress [File Type] CSelect the file type Page Checking the Scan to Folder Results 4. Storing Files Storing Files Storage Procedure E Make the settings for storing scan files APress [Store File] BPress [Store Only] [Store Only] B Specify file information Specifying a user name APress [User Name] BSelect the user name Specifying file information Specifying a file name APress [File Name] BEnter the file name Specifying a password APress [Password] Displaying the List of Stored Files 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] Managing Stored Files 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 Preparation for Delivering Network Delivery Scanner Screen The network delivery scanner screen is as shown 1.Network delivery scanner icon () 2.Destination field 3.[Registration No.] Delivering Scan Files {Clear/Stop} key BTo select more destinations, re- peat step A CTo select more destinations, re- peat step B Searching for a destination BPress [Search Address Book] CPress [Search by Dest. Name] [Search by Comment] D Enter part of the destination 5 name G Specify the sender (sender of the file) if necessary A Press [Attach Sender's Name] F Select a sender H Specify [Return Receipt] if neces- sary I Specify a subject if necessary APress [Attach Subject] BPress the subject [Urgent] Simultaneous Storage and Delivery D Specify the sender and a subject if necessary G Make settings for file information if necessary Checking the Status of Delivery Page 6.Using the Network TWAIN Scanner Function Preparation for Using the Network TWAIN Scanner Scanning Originals E Place originals F If you have further originals, repeat Step E G After completing scanning, click [Cancel] on the computer display H A message appears on the computer display. Click [OK] J Save the scan file in DeskTop- Binder Page 7.Configuring/Registering Scan Settings Specifying Scan Settings ❖Scan Size Select the size of the original to be scanned [Auto Detect] [Custom Size] [Auto Detect] Specifying the Orientation and Output Tray of the Original For E-mail,Scan to Folder, and a Network Delivery Scanner B Press [OK] For a Network TWAIN Scanner A Open the Scanner Properties dialog box 7B Specify [Scan Mode:] according to the type of original and scanning [Scan Mode:] [Original Size] Scanning Multiple Pages into a Single File ❒The selected destination appears while scanning the originals E To scan additional originals, load them within the specified time Repeat this step until all originals are scanned 7Note When a Time Limit Is Not Specified for Additional Originals A Specify scan settings, orientation and output tray for the original B Select [Next Original Wait] E To scan additional originals, load them F After all originals are scanned press the {#} key Programs 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 If Your Machine Does Not Operate As You Want Stored Files Cannot Be Edited Operations are not possible when messages appear "Updating the des tination list...Please wait. Specified When a Message Is Displayed Connection with LDAP server has failed. Check the server status Connection with the destination has failed. Check the status and connec tion. To check the current status Exceeded max. number of alphanumeric characters characters for the path Exceeded max. number of files which can be sent at the same time. Reduce Memory is full. Cannot scan. The scanned data will be deleted Memory is full. Do you want to store scanned file Memory is full. Press [Send] to send Cannot delete it Selected files contain file(s) that the user does not have access privi leges to. Please note that only the files with access privileges will be The specified group contains some invalid destination(s). Do you want to select only valid destination(s) Transmission has failed. Insufficient memory in the destination hard disk When an Error Message Appears on the Client Computer Page Page 9. Initial Scanner Setup Scanner Features ❖Destination List Settings [Off] [Delivery Option] [File Transfer] [Destination List Display Priority 1] Adjusting Scanner Features Settings ❖Change Initial Mode Selecting a custom size A Press [Custom Size] on the Scan Size Setting screen Specifying Vertical and Horizontal Measurements D When all dimensions are en- tered, press [OK] Automatically Detecting the Vertical Measurement (Length) APress [Auto Detect] B Press [Exit] twice Destination List Settings ❖Destination List Display Priority [E-mail /Folder] or [Delivery Server] [E- mail / Folder] [Destina- tion List Display Priority 1] [On] ❖File Type Priority ❖Compression (Black & White) ❖Print & Delete Scanner Journal • [Delete All after Printing]: Administrator Tools ❖Menu Protect ❖Store File Priority Select [Send & Store], [Store Only], or Page 10. Appendix Relationship between Resolution and original size Page ❍: You can select [], [],[], or [] as the loading orientation of the original | : You can select [] or [] as the loading orientation of the original Unmarked : You can only select [] as the loading orientation of the original When Using as a Network TWAIN Scanner Placing Originals Software Supplied on CD-ROM Page Specifications for Transmission/Store/Delivery Functions Scan to Folder Simultaneous Transmission The network delivery scanner function Specifications INDEX Page Page Page Reference Scanner Instructions Operating 480 Type Option Scanner