Sharp AR-M355N DOCUMENT FILING, FUNCTION

CHAPTER 7

DOCUMENT FILING

FUNCTION

	Page
OVERVIEW.............................................................................................	7-2
● Document filing function..................................................................	7-2
TO USE THE DOCUMENT FILING FUNCTION.....................................	7-4
● A look at the operation panel ..........................................................	7-4
● Saving files......................................................................................	7-4
● Main screen of document filing .......................................................	7-5
● Document filing icons ......................................................................	7-5
SAVING A DOCUMENT IMAGE FILE ....................................................	7-6
● Quick File ........................................................................................	7-6
● Filing................................................................................................	7-7
● Print jobs .........................................................................................	7-9
● Scan Save.......................................................................................	7-10
CALLING UP AND USING A FILE..........................................................	7-13
● Searching for and calling up a saved file ........................................	7-13
● Calling up and using a saved file ....................................................	7-15
CUSTOM SETTINGS .............................................................................	7-21
● Creating, editing, and deleting user names and folders..................	7-21
ENTERING CHARACTERS....................................................................	7-26
TROUBLESHOOTING ............................................................................	7-28

7-1

Contents

• MANAGING THE MACHINE WARNING: Page Page Page Page Page CHAPTER BEFORE USING THE PRODUCT MANAGING THE MACHINE CHAPTER 3 PERIPHERAL DEVICES MAKING COPIES CONVENIENT COPY FUNCTIONS SPECIFICATIONS MACHINE MAINTENANCE (FOR COPYING) DOCUMENT FILING FUNCTION BEFORE USING THE PRODUCT ■Original and paper sizes ■The meaning of "R" in original and paper size indications Page Page Page Page Page Energy saving features Page Page Page ■Other optional equipment Page ■Using the touch panel ■Selecting a function ■Job status screen (common to print, copy, fax, network scan and Internet fax) Page Page Page MANAGING THE MACHINE Page Page ■Applicable plain paper ■Applicable special paper ■Paper that can be used for automatic two-sidedprinting ■User type Tray 2 and the bypass tray Page ■How to change the paper size ■Setting envelopes or postcards Loading postcards Loading envelopes Printing onto envelopes or postcards Printing onto envelopes Fusing unit pressure adjusting levers ■Loading transparency film Upper paper tray: Middle and lower paper trays: Lower paper tray: Page Page ■Total count ■Default settings ■List print ■Paper tray settings Page GENUINE SUPPLIES ■Proper storage Page Page ■Misfeed in the bypass tray ■Misfeed in paper tray Page Page Page Page Page Page PERIPHERAL DEVICES Page Page Page Page Page Supplies ■Sort mode ■Offset mode ■Group mode ■Staple sort mode Page Page ■Checking the staple unit Page Page Page ■ Sort mode ■ Group mode ■Original orientation when using the staple sort or punch function ■Saddle stitch function ■Hole punching (only if a punch module is installed) Page ■Staple cartridge replacement ■Staple jam removal ■Disposal of hole punch scrap Page Page Page Page Page MAKING COPIES ■Size and weight of acceptable originals ■Total number of originals that can be set in the document feeder tray ■Notes on use of the automatic document feeder ■ Using the automatic document ■ Using the document glass feeder ■Standard original placement orientations ■Automatic copy image rotation - rotation copying Page ■USING A STORED ORIGINAL SIZE ■1-sidedcopies of 1-sidedoriginals Page ■Copy output (sort and group) installed) Page Page Page Page ■Automatic exposure adjustment ■Selecting the exposure mode and manually adjusting the exposure level Page Page Page Page Page Page CONVENIENT COPY FUNCTIONS Page Page Page Page Page Page Page Page Page About the explanations of covers and inserts ■Preparations for using covers and inserts ■Procedure for inserting front and back cover paper ■Procedure for adding inserts Page ■Checking, editing, and deleting cover/insert pages ■Examples of covers and inserts ■Symbols used for covers and inserts ■Covers (One-sidedcopying of one-sidedoriginals) ■Covers (Two-sidedcopying of one-sidedoriginals) ■Covers (One-sidedcopying of Two-sidedoriginals) ■Covers (Two-sidedcopying of two-sidedoriginals) ■Inserts (One-sidedcopying of one-sidedoriginals) ■Inserts (One-sidedcopying of two-sidedoriginals) Page Page Page Page Page Page Page Page ■Common operation procedure for using the print menu Printing in combination with other special functions ■Printing the date on copies ■Printing a stamp (reverse text) on copies ■Printing the page number on copies Page Examples of page number printing Page ■Printing entered text on copies Storing text sequences Editing and deleting stored text ■Checking and changing the print layout Page Page Page Page MACHINE MAINTENANCE (FOR COPYING) Page Page DOCUMENT FILING FUNCTION ■Data flow ■Quick File folder ■Main folder ■Custom folder ■Attributes of saved files Page Page Page Page Page ■Using a print job file (printing, deleting, transmitting, etc.) Page Page ■Using special functions for scan save ■Procedure for searching for a file Page ■General procedure for using a saved file ■[Print] ■[Send] ■[Property change] ■[Move] ■[Delete] ■[Detail] ■Calling up and manipulating a file from the job status screen ■General procedure for creating, editing, and deleting user names and folders ■Programming a user name ■Editing and deleting a user name ■Creating a custom folder ■Editing/deleting a custom folder ■Entering alphabetical characters ■Entering numbers and symbols Page SPECIFICATIONS Automatic document feeder Page Page ■ Numerics Page Page Page NOTICE LASER PRINTER Page Warranty Trademark Acknowledgments Page Page ■Windows 95/98/Me 1 On the [Start] menu, select [Settings] and then [Printers] 3 Set each item 4 Click the [OK] button ■Windows NT4.0 / 2000 / XP / Server ■Selecting document filing 1 Follow steps 1 and 2 on page 4 Enter a user name and a job name in the 2 Click the [Job Handling] tab 5 Click the [Apply] button 1 Open a document created in WordPad 2 Selectmenu. [Print] from the WordPad [File] 3 Select [SHARP AR-M455NPCL6] from the [Name] drop-downlist 4 Click the desired tab and configure settings 6 Click the [Paper] tab 1 Open a document that was created in 4 Click the desired tab and configure 2 Select [Print] from the WordPad [File] menu 3 Select "SHARP AR-M455NPCL6" from the [Name] drop-downlist 5 Click the [Paper] tab Page Page Page Page Page Page Page Page EFGH Page Page Page Page Page Page Page 1 Start your Web browser on your computer 4 Close the Help page Page 1 Click [Submit Print Job] in the link menu of the menu frame 3 Enter the address of the file that you wish to print in [Enter Filename] 2 Select print settings in [Job Detail] 4 Click [Print] Advanced job settings Page 1 Click [Passwords] in the menu frame 2 Enter the current password in "Admin Password 3 Enter passwords in "User Password" and "Admin Password 4 When you have finished entering all items, click [Submit] ■Storing an FTP server 1 Click [Pull Print (Panel)] in the link menu of the menu frame 3 Enter the FTP server information 2 Store the FTP server information in [FTP Server Setup] 4 Click [submit] to store the entered information 4 Select the desired file or folder name 5 Select print settings in the print screen 6 Touch the [PRINT] key ■Configuring E-mailprint settings 1 Click [Print Port] in the link menu of the menu frame 3 Enter the E-mailprint information 4 Click [Submit] and store the entered information ■Using E-mailPrint ■Information setup 1 In the menu frame, click [Information] 2 Enter the machine information 3 Click [Submit] to store the entered information ■SMTP setup ■Status message setup 1 Click [Status Message] in the menu frame ■Alerts message setup 1 Click [Alerts Message] in the menu frame 2 Enter the destination addresses Page 1 Press the [CUSTOM SETTINGS] key 3 Touch the key of the desired item to display its setting screen 4 Touch the desired setting item on the screen and touch the [OK] key 5 To finish the setting operation, touch the [EXIT] key Supplementary explanation of key operation for configuration setting ■Copies ■Orientation ■Default paper size ■Default output tray ■Default paper type ■Line thickness ■PCL symbol set setting ■PCL font setting ■PCL LINE FEED CODE ■WIDE A4 Page Printer settings Interface settings Network settings 2 Touchkey. the [KEY OPERATOR PROGRAMS] 3 Use the numeric keys to enter the five-digitkey operator code number 4 Touch the [PRINTER SETTINGS] key 5 Make desired settings for the selected program 6 Press the [CA] key to exit the program Page Default settings Prohibit notice page printing Print density level Interface settings Hexadecimal dump mode Enable parallel port Parallel port emulation switching Enable USB port USB port emulation switching Enable network port Reset the NIC IP address setting Enable TCP/IP Enable NetWare Enable EtherTalk Page Page Page 2 Touch the [LIST PRINT] key 3 Touch the [PRINTER TEST PAGE] key 4 Touch the [NIC PAGE] key Page Page Page Page Contents page Programs for general use of the machine Programs for the copy function Programs for the document filing function Programming a key operator code ● General Programs ●Programs for Copy Mode ●Document filing programs 3Use the numeric keys to enter the five-digitkey operator code 5 Use the numeric keys to enter the new 5-digitkey operator code 6Touch the [OK] key. You will return to the screen of step 7Press the [CA] key to exit the program Page Page Account control Page Job log control Energy save Operation settings Device control List print Key operator code change Product key Initialize and/or store settings Copy settings Page Document filing settings Page (SOFTWARE INSTALLATION) Page Software setup guide (for printer) (this manual) Manuals for use of the printer function Help files installed with the software in the "Software CD-ROM(1) Online Manual contained in the "Software CD-ROM(2) SOFTWARE LICENSE 1. "SOFTWARE CD-ROM(1) 2. "Software CD-ROM(2) 1. Installation using the installer 2. Installation of the printer driver using the "Add printer wizard 3. About network environments About network environments Insert the "SOFTWARE CD-ROM (1)" that accompanied the machine into your CD- ROM drive Click the [start] button, click [My Computer], and then Double-click 8 Click the [Standard installation] button 13Check the contents of the window and click the [Next] button 14When the finish setup window appears, click the [OK] button 15Click the [Close] button ■Installing the printer driver (custom installation) 8 Click the [Custom installation] button 9 Select the [LPR Direct Print] and click the [Next] button 14When the printer name window appears, click the [Next] button 16Check the contents of the window and click the [Next] button 17When the finish setup window appears, click the [OK] button 18Click the [Close] button ■Using the machine as a shared printer via a server 2 Select the [Shared Printer] and click the [Next] button 4 Select the network printer that is shared and click the [OK] button Installing the software in Windows XP/Server 2003 (USB/parallel interface) 9 Click the [Connected to this computer] and click the [Next] button 11Follow the on-screeninstructions to install the printer driver 12When the finish setup window appears, click the [OK] button 13When the finish installation window appears, click the [Close] button 14Connect the machine to your computer an interface cable (page 18) 15Installation of the printer driver begins Installing the software in Windows 98/Me or Windows 2000 (USB/interface) 2 Double-click[My Computer], and then double-clickthe CD-ROMicon 6 Follow the on-screeninstructions 7 Click the [Printer Driver] button 8 Click the [Next] button 13Follow the on-screeninstructions to install the printer driver 15When the finish installation window appears, click the [Close] button 11Select the printer port and click the [Next] button 17Follow the on-screeninstructions to install the printer driver 18When the finish setup window appears, click the [OK] button 19When the finish installation window appears, click the [Close] button 15When the printer name window appears, click the [Next] button Page Start Windows XP Insert the supplied CD-ROMinto the CD- ROM drive Click [Add a printer] in [Printer Tasks] Installing PCL Display Fonts 5 Follow the on-screeninstructions ■Connection with a network connector ■Connection with a USB cable ■Connection with a parallel interface cable Page ■CAUTION: ■WARNING: ■FAX interface cable and Line cable: ■NOTE: Page Page Page ■Line connection ■ Fax power switch ■Setting the date and time and programming your sender's name and number ■Lithium battery ■Other information Page Page Page Page Page ■Make sure the fax power switch is turned on ■Make sure the correct date and time have been set ■Program the sender's name and sender's number Page ■Condition settings screen ■Address book screen (alphabetically ordered) ■ Original sizes ■Automatic reduction of faxed document Lift the document glass cover and make Align the edges of the document pages 1 sure a document is not placed on the 3 and then insert the stack in the document document glass. Gently close the cover 1Touch the [ORIGINAL] key 2Touch the key under [SCAN SIZE] 3Touch the desired original size key (Y) of the original with the keys 4Touch the outer [OK] key 6 of the original with the keys 3Touch the [CUSTOM SIZE] key 4Touch the [STORE/DELETE] key 5 Touch the original size key ( ) that you wish to store or delete 9To exit, touch the [ORIGINAL] key ■ Change the resolution 1 Touch the [RESOLUTION] key ■Resolution settings ■ Change the exposure 1 Touch the [EXPOSURE] key 2Touch the desired exposure key ■Exposure settings Page Page 1Make sure the machine is in fax mode 4If needed, adjust the resolution setting. (Refer to page 1-10.) 5If needed, adjust the exposure setting. (Refer to page 1-11.) 6 If desired, touch the [FILE] key or the [QUICK FILE] key 2Load the original Entering a pause 7Dial the fax number 8 Press the [START] key If you have another page to scan, change 9 pages and then press the [START] key 1 Perform steps 1 through 6 of "BASIC PROCEDURE FOR SENDING FAXES" (page 2-2) 2Touch the [ADDRESS BOOK] key 3 Touch the one-touchkey for the desired destination 4 Continue from step 8 of "BASIC PROCEDURE FOR SENDING FAXES" (page 2-3) 2Touch thekey (Speed Dial key) 1 Touchkey. the [GLOBAL ADDRESS SEARCH] 2Touch the desired LDAP server key 4Enter a keyword for search 5Touch the [SEARCH] key 6Touch the desired destination key 4Check the original size 5Touch the key under [SEND SIZE] 3Touch the [ORIGINAL] key 6Touch the key of the desired enlargement or reduction size 7Touch the OK key the original you loaded ■Quick On-line ■Storing transmission jobs (memory transmission) ■If the receiving party is busy ■If a transmission error occurs 1Press the [JOB STATUS] key 2Touch the [FAX JOB] key 3Touch the key of the job to which you wish to give priority 4Touch the [PRIORITY] key 3Touch the key of the job that you wish to cancel 1The machine will ring* and reception will automatically begin *Number of rings 2Reception ends ■If received data cannot be printed Page Page 5Check the destinations 4 Touch the [ADDRESS REVIEW] key to 1Inkey.fax mode, touch the [SPECIAL MODES] 4If desired, set the width of the edge to be erased (touch the key or the key to set the width) 2Touch the [ERASE] key 3Select the desired erase mode FAXING A DIVIDED ORIGINAL (DUAL PAGE SCAN) 4Select the time. (Touch the key or the key until the desired time appears.) 2 Touch the [TIMER] key 3 Select the day of the week. (Touch the selected.) 1In fax mode, touch the [SPECIAL MODES] key 2Touch the [2in1] key 2Touch the [CARD SHOT] key 5Place the original on the document glass 7Press the [START] key 10Touch the [READ-END]key 1In fax mode, touch the [SPECIAL MODES] key and then touch the key 2Touch the [JOB BUILD] key 6Press the [START] key 8Press the [START] key. (See step 6.) 9 Repeat steps 7 and 8 until all pages have Example of fax page printed out by the receiving machine ■Position of sender's information 2Touch the [TRANSACTION REPORT] key 3Setting the transaction report to print out (or not print out) ■Polling ■Polling memory 2Touch the [POLLING] key and then touch the [OK] key 4 When you have finished entering the destination(s), press the [START] key ■Manual polling 3When you hear the fax tone from the other machine, touch the [POLLING] key 2 Touch the [SPECIAL MODES] key and then touch the key ■Scanning a document into memory (Public Box) for polling memory 2 Place the original in the automatic document feeder. (See page 1-7.) 3In fax mode, touch the [SPECIAL MODES] key and then touch the key 4 Touch the [MEMORY BOX] key and then touch the [DATA STORE] key 5Touch the [PUBLIC BOX] key ■Printing document data in the Public Box 2 Touch the [MEMORY BOX] key and then touch the [PRINT DATA] key 3Touch the [PUBLIC BOX] key 4Press the [START] key ■Deleting document data from the Public Box 1In fax mode, load the document (page 1-7) 2 Touch the [SPECIAL MODES] key and then the [PROGRAM] key ■Program the fax number of the transfer destination ■Transferring received data 3Touch the [YES] key FAXING DIRECTLY FROM A COMPUTER (PC-FAXFUNCTION) ■Installing the PC-FAXdriver ■Using the PC-FAXfunction Page Page Page 2Touch the [SUB ADDRESS] key 4 Touch the [SUB ADDRESS] key once 5 Use the numeric keys to enter the ■How F-codepolling memory works ■Scanning a document into an F-codepolling memory box ■Checking and clearing document data in a memory box 1 In fax mode, touch the [SPECIAL MODES] 3 Enter the fax number, sub-address,and key and then the key passcode of the other fax machine Page 3 Touch the memory box key that has the document data you wish to print 4Press the numeric keys to enter the 4-digitprint PIN 5Press the [START] key Page (your machine is the relay machine) (your machine requests a relay broadcast) Page Page ■Changing the reception mode to "MANUAL RECEPTION 3Touch the [MANUAL RECEPTION] key 2Touch the [RECEIVE MODE] key ■When the machine is in Fax mode 3 Replace the extension phone With the extension phone still lifted, touch ■Activating fax reception from an extension phone (remote reception) 1 If you are on a pulse dial line, set your phone to issue tone signals 4Lift the extension phone 5Dial the number of the other party or touch a one-touchkey 6 Speakanswer.to the other party when they 7 After the other party switches to fax reception, press your [START] key 2Load the original. (see page 1-7) Page 4 Touch the desired key and perform the programming operation Refer to the pages indicated below for the operation you wish to perform Touch the [ADDRESS CONTROL] key PROGRAM] key 1Make sure the [FAX] key is checked 2Touch the [NAME] key 3Touch the [INITIAL] key 4Touch a letter key 6Touch the [INDEX] key When you have finished programming the one-touch key, touch the [EXIT] key If you wish to program another key, touch the [NEXT] key 1Touch the [AMEND/DELETE] key 4Make sure that your changes are correct, and then touch the [EXIT] key 2Touch the one-touchkey that you wish to edit or delete 5 To delete a one-touchkey, touch the [DELETE] key in the screen of step 6Touch the [YES] key 1 Follow the same steps 1 through 8 of 2Touch the [ADDRESS] key 3Touch one-touchkeys of the destinations that you wish to store in the group Touch index keys and the keys as needed 4Touch the [OK] key in the screen of step 2Touch the group key that you wish to edit or delete 5Touch the [DELETE] key in the screen of step 1Touch the [PROGRAM NAME] key 2Touch the [SETTINGS] key 3Touch the keys for the settings you wish to store 5 Your settings are displayed. Make sure they are correct 1Touch the [PROGRAM] key 2Touch the [CUSTOM INDEX] key 3 Touch6]). an index key ([USER 1] to [USER 4Enter a maximum of 6 characters for the index name 5 If you wish to program another index name, repeat steps 3 and When finished, touch the [OK] key 2Touch the [F-CODEMEMORY BOX] key 5Touch the [SUB ADDRESS] key 6 Use the numeric keys (0 through 9) to enter a sub-address(max. 20 digits) 4Touch the [BOX NAME] key 7 To set a passcode, touch the [PASS CODE] key 8Use the numeric keys to enter a passcode (max. 20 digits) 9Touch the [OK] key 2Touch the [POLLING TIMES] key 3 Touchtimes. the key for the desired polling 4 Touch the [OK] key 2Touch the [PRINT PIN] key 3 Use the numeric keys to enter a 4-digitnumber 5To exit, touch the [EXIT] key 2Touch the [RECIPIENT] key 3 Touch the one-touchkeys you wish to include as end receiving machines Touch indexes and the keys as needed 5Touch the [OK] key in the screen of step 2Touch the [F-CODEMEMORY BOX] key. (refer to step 2 on page 6-10) 4Touch the memory box key that you wish to edit or delete 5Touch the keys as needed to edit or delete the information 3Touch the [SENDING ADDRESS LIST] key 2Touch the [LIST PRINT] key Page ■Information appearing in the TYPE/NOTE column Page Page Page Page Page Page 4Touch the [IMAGE SEND SETTINGS] key 3Use the numeric keys to enter the five-digitkey operator code number ■Supplementary explanation of key operation for key operator programs Default display settings Example: Normal setting (factory setting) Initial resolution setting Scan complete sound setting Fax own number and name set Default exposure settings ■Fax default settings 1Touch the [NAME] key and enter the name Pause time setting Speaker volume settings Original print on transaction report Remote reception number setting Transaction report print select setting ECM ■Fax send settings Distinctive ring detection Disable of fax number direct entry Auto reduction sending setting Call timer at memory sending Date/own number print position setting Quick on line sending Recall in case of line busy Recall in case of communication error ■Fax receive settings Auto receive reduce setting Number of calls in auto reception Print style setting Fax output tray setting Anti junk fax setting 1Touch the [ENTER] key 2 Enterkeys. the fax number with the numeric 1 Touch the [DELETE] key 2 Touchdelete. the number key that you wish to 3 Press the numeric keys to store the fax number 1Touch the [DELETE] key 2Touchdelete. the key of the number you wish to 4Touch the [LIST PRINT] key 5Touch the [KEY OPERATOR PROGRAMS LIST] key Page Page Page ■ Numerics