Ricoh C2828 Operating Instructions/ Scanner Reference

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Sending Scan Files by E-mail Sending Scan Files to Folders Sending Scan Files Using WSD Storing Files Using the Scanner Function Saving Scan Files on a Removable Memory Device Delivering Scan Files Scanning Originals with the Network TWAIN Scanner Va...

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TABLE OF CONTENTS Manuals for This Machine.................................................................................................................................7 Notice..........................................................................

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Simultaneous Storage and Sending by E-mail..............................................................................................47 Security Settings to E-mails......................................................................................

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4. Storing Files Using the Scanner Function Before Storing Files..........................................................................................................................................93 Overview of File Storage under the Scanner Fu...

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Specifying the Sender...................................................................................................................................131 Selecting a Sender from the Sender List..........................................................

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Specifying the File Name..........................................................................................................................168 Security Settings for PDF Files........................................................................

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INDEX...........................................................................................................................................................207 6 ...

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Manuals for This Machine Read this manual carefully before you use this machine. Refer to the manuals that are relevant to what you want to do with the machine. • Media differ according to manual. • The printed and electronic versions of a manual...

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• Change the user name and password of the administrator using Web Image Monitor. For details, see "Setting Up the Machine", Security Reference. Be sure to read this manual when setting the enhanced security functions, or user and adminis...

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Notice Important In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine. For good copy quality, the supplier recommends that you use genuine toner fr...

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How to Read This Manual Symbols This manual uses the following symbols: Indicates important safety notes. Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the "Safety Information&quo...

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Certain options might not be available in some countries. For details, please contact your local dealer. Depending on which country you are in, certain units may be optional. For details, please contact your local dealer. This machine comes in four m...

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Laws and Regulations Legal Prohibition Do not copy or print any item for which reproduction is prohibited by law. Copying or printing the following items is generally prohibited by local law: bank notes, revenue stamps, bonds, stock certificates, ban...

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About the Scanner Functions This section describes functions you can use in the scanner mode. You can use the scanner functions to send scan files to computers, scan originals from a computer using the TWAIN driver, or store scan files on the machine...

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• When the Copy Data Security Unit is installed, if you scan an original that was printed using the data security for copying function, the machine beeps and an entirely gray page is sent or stored. You can use the log file to check who scanned the...

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Display Panel This section explains the simplified display and three confirmation screens: Check Modes, Preview, and Scanned Files Status. In this manual you can find explanations about the E-mail screen, Scan to Folder screen, screen, WSD scanner sc...

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Example of Simplified Display BAP001S 1. [Key Colour] Press to increase screen contrast by changing the color of the keys. This is available only for the simplified display. • To return to the initial screen, press the [Simplified Display] key ag...

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Check Modes BAP002S 1. Original Displays Scan Settings, Original Feed Type, and other scanning settings. 2. Transmission function icon Displays the icon of the transmission function in use. 3. Sender and Destination Displays the sender and transmis...

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Preview BAP003S 1. [Zoom Out] and [Zoom In] Press to reduce or enlarge the displayed preview. 2. [ ][ ][ ][ ] Press to shift the displayed area. 3. [Cancel Sending] Press to close a preview and interrupt a transmission. 4. [Send] Press to close a p...

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• Preview is not available if you select High Compression PDF as the file type. • Preview might not be displayed if scanning failed or the image file is corrupted. If this is the case, scan the original again. • p.103 "Checking a Stored Fi...

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2. Transmission function icon Displays the icon of the transmission function used. The ( ) symbol indicates a destination that can receive encrypted e-mail. 3. Destination Displays the transmission destination. If you have selected multiple destinati...

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1. Sending Scan Files by E-mail Before Sending Scan Files by E-mail This section explains the necessary preparations and the procedure for sending scan files by e-mail. Overview of Sending Scan Files by E-mail This section describes the process for s...

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Preparation for Sending by E-mail To send scanned files by e-mail, you must first perform the following: • Check the machine is properly connected to the network • Configure the network settings in [System Settings] • Configure the necessary se...

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2. Press the [Interface Settings] tab. 3. Press [Machine IPv4 Address] to specify the machine's IPv4 address. To specify a static IPv4 address for this machine, press [Specify], and then enter the IPv4 address and subnet mask. To obtain an IPv4 ...

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Configuring the necessary settings in [Scanner Features] Using [Scanner Features], you can make or change various settings related to the scanner function, such as compressing scan data or printing the scanner journal. Configure the scanner settings ...

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3. Press [Address Book Management]. 4. Press [New Program], and then enter necessary information. You can register the e-mail address in groups. • For details about registering e-mail addresses in the address book, see "Registering Addresses a...

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1. Destination field The specified destination appears. If more than one destination has been specified, press [ ] or [ ] to scroll through the destinations. 2. E-mail / Folder Press these tabs to switch between the E-mail screen and Scan to Folder s...

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Basic Procedure for Sending Scan Files by E-mail This section explains the basic procedure for sending scan files by e-mail. 1. Make sure that no previous settings remain. If a previous setting remains, press the [Clear Modes] key. 2. If the network ...

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8. Specify the destination. You can specify multiple destinations. For details, see "Specifying E-mail Destinations". 9. If necessary, press [Text] to enter the e-mail message. For details, see "Entering the E-mail Message" 10. If...

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• To cancel scanning, press the [Clear/Stop] key. • You can also store a scan file and simultaneously send it by e-mail. For details, see "Simultaneous Storage and Sending by E-mail". • Applying security to e-mail can reduce transmiss...

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Switching to the E-mail Screen This section explains how to switch the screen to the E-mail screen. If the Scan to Folder screen is being displayed, press [E-mail] to switch to the E-mail screen. If the network delivery scanner screen is being displa...

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Specifying E-mail Destinations This section explains how to specify e-mail destinations. You can specify e-mail destinations by any of the following methods: • Select the destination from the machine's address book • Enter the e-mail address...

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1. In the destination list, press the key including the destination name. The key of the selected destination is highlighted, and the destination appears in the destination field at the top of the screen. If the target destination does not appear, ta...

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3. Press [OK]. Searching the machine's address book for the destination and selecting it This section explains how to search the machine's address book for the destination and select it. 1. Press [Search Dest.]. 2. To search by destination ...

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6. Press [Start Search]. Destinations that match the search criteria are displayed. 7. Select a destination. 8. Select [To], [Cc], or [Bcc]. 9. Press [OK]. • If [LDAP Search] is set to [On] in [System Settings], check that [Address Book] in the upp...

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1. Press [Manual Entry]. The soft keyboard appears. 2. Enter the e-mail address. 3. Press [OK]. • Depending on the security settings, [Manual Entry] may not be displayed. • To change a registered destination e-mail address, press [Edit] to the le...

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1. Press [Search Dest.]. 2. Select the LDAP server that appears next to [Address Book]. Register the LDAP server in advance in [System Settings]. If authentication is required to access the selected server, the authentication screen appears. To authe...

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The illustrated screen is an example. The items that actually appear on the screen may differ. 7. Press [Start Search]. Destinations that match the search criteria are displayed. 8. Select the destination. 9. Select [To], [Cc], or [Bcc]. 10. Press [O...

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• [Include one Word]: The names which contain an entered character or characters are targeted. For example, to search for "ABC", enter "A", "B", or "C". • [Exclude Words]: The names which do not contain an ...

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3. Press [Names], and then specify the name and other information to be registered. For details about specifying the information to be registered, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Set...

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Specifying the E-mail Sender This section explains how to specify the e-mail sender. To send e-mail, you must specify the name of the sender. You can specify the e-mail sender by any of the following methods: • Select the sender from the sender lis...

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Using a Registration Number to Specify a Sender Name Select the sender using the registration numbers specified by users in the machine's address book. 1. Press [Sender Name]. 2. Press [Registration No.]. 3. Using the number keys, enter the five...

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3. To search by user name, press [Name]. To search by e-mail address, press [E-mail Address]. The soft keyboard appears. You can also search by combining [Name] and [E-mail Address]. 4. Enter the beginning of the sender's name you want to search...

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For example, to search for "ABC", enter "C". • [Exact Match]: The names which correspond to an entered character or characters are targeted. For example, to search for "ABC", enter "ABC". • [Include one Wor...

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Entering the E-mail Subject When sending a scan file by e-mail, you can enter a subject line for the e-mail. 1. Press [Subject]. 2. Enter the subject. To enter characters, press [Text Entry]. To enter symbols, press [Symbol Entry]. To add predefined ...

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Entering the E-mail Message This section explains how to enter the e-mail message. The message can be created in the following ways: • Select the registered e-mail message from the list • Enter the message directly • The messages that can be se...

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Manual Entry of a Message You can enter the message manually. 1. Press [Text]. 2. Press [Manual Entry]. The soft keyboard appears. 3. Enter the message. 4. Press [OK] twice. 1. Sending Scan Files by E-mail 46 1 ...

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Simultaneous Storage and Sending by E-mail This section explains how to store a file and simultaneously send it by e-mail. 1. Press [Store File]. 2. Select [Store to HDD + Send]. 3. If necessary, specify the stored file's information, such as [U...

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Security Settings to E-mails This section explains the procedure for applying security (encryption and a signature) to e-mail. Applying security (encryption and a signature) to e-mail helps prevent spoofing and information leakage. • S/MIME is used...

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3. Press [OK]. • Encrypting e-mail will increase its size. • When you specify a destination denoted by the symbol (which indicates that e-mail sent to this destination is always encrypted) encrypted e-mail will be sent regardless of the setting...

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A signature can be applied to each transmission if you select [Signature] in [Security]. • If [Do not Use Signatures] is selected: Pressing [Security] will not display [Signature]. • If [Use Signatures] is selected: A signature is always applied ...

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Sending the URL by E-mail This section explains how to send the URL of a scanned file by e-mail. Use this function if network restrictions prevent you sending attachments by email. • Depending on your e-mail application, a phishing warning might ap...

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• Depending on the environment, even if you click the URL in the file sent by e-mail, the browser may not start and you may not be able to view the file. If this happens, click the same URL again, or manually enter the URL in the browser's add...

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2. Sending Scan Files to Folders Before Sending Files by Scan to Folder This section describes the preparations and procedure for sending files by Scan to Folder. Overview of Sending Scan Files by Scan to Folder This section describes the process for...

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Sending files to an FTP server ZZZ803S 1. This machine You can send scan files to FTP server folders. To send scan files to FTP server folders, use the FTP protocol. 2. FTP server The FTP server is a server that provides file transfer services amon...

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2. NetWare server You can use this server to share files over the network via NetWare. By sending image data to the server, files can be stored on the server. 3. Client computer To download files, a computer must be running the NetWare client and be ...

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1. Press the [User Tools/Counter] key, and then press [System Settings]. The System Settings screen appears. 2. Press the [Interface Settings] tab. 3. Press [Machine IPv4 Address] to specify the machine's IPv4 address. To specify a static IPv4 a...

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This section explains how to display the Scanner Features screen. For details about the settings on this screen, see "Scanner Features". 1. Press the [User Tools/Counter] key, and then press [Scanner Features]. The Scanner Features screen a...

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• For details about registering the address of a destination folder in the address book, see "Registering Addresses and Users for Facsimile/Scanner Functions", Network and System Settings Guide. • You can register entries in the address...

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4. [Manual Entry] To specify destinations not registered in the address book, press this button to display the soft keyboard, and then enter the address of the destination folder. 5. [Reg. No.] Press to specify a destination using a five-digit regist...

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Basic Procedure When Using Scan to Folder This section describes the basic procedure involved in using Scan to Folder. 1. Make sure that no previous settings remain. If a previous setting remains, press the [Clear Modes] key. 2. If the network delive...

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8. Specify the destination. You can specify multiple destinations. For details, see "Specifying Scan to Folder Destinations". 9. Press the [Start] key. If you are scanning batches, place the next originals. • If you have selected more tha...

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Switching to the Scan to Folder Screen This section explains how to switch to the Scan to Folder screen. If the E-mail screen is being displayed, press the [Folder] tab to switch to the Scan to Folder screen. If the network delivery scanner screen is...

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Specifying Scan to Folder Destinations This section explains how to specify Scan to Folder destinations. You can send a file by Scan to Folder by any of the following methods: • Select a destination registered in the machine's address book •...

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If the target destination does not appear, take one of the following steps: • Display the destination by selecting its initial letter from the title • Display the destination by pressing [ ] or [ ] • Depending on the security setting, some dest...

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Searching the machine's address book for the destination and selecting it This section explains how to search the machine's address book for the destination and select it. 1. Press [Search Dest.]. 2. To search by destination name, press [Na...

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The illustrated screen is an example. The items that actually appear on the screen may differ. 6. Press [Start Search]. Destinations that match the search criterion are displayed. 7. Select the destination folder. 8. Press [OK]. • Search criteria t...

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Sending Files to a Shared Network Folder This section explains how to specify the destination when sending files to a shared network folder. • The shared folder must have been created on the client computer in advance. For details about creating sh...

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6. Depending on the destination setting, enter the user name for logging on to the client computer. Press [Manual Entry] to the right of the user name field to display the soft keyboard. 7. Depending on the destination setting, enter the password for...

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1. Press [Manual Entry]. 2. Press [SMB]. 3. Press [Browse Network] under the path name field. Domains or workgroups on the network appear. 4. Select the domain or workgroup in which the destination folder is located. 5. Select the client computer tha...

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• Computer and shared folder names containing more than 12 characters cannot be displayed. • Up to 100 computers or shared folders can be displayed. • The machine may fail to transfer the file if you do not have the write privileges for the sha...

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6. Enter the path for the folder. The following is an example of a path where the folder name is "user" and the subfolder name is "lib": user\lib. 7. Press [OK]. 8. Enter the user name according to the setting at the destination. ...

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You can send a file to NetWare server by any of the following methods: • Enter the destination path of the Netware server directly • Specify the path by browsing to the destination on the Netware server Entering the path of the NetWare server dir...

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If you set the connection type to [Bindery], the NetWare server name is "server", the volume name is "volume", and the folder name is "folder", the path will be "\\server\volume\folder". 6. Press [OK]. 7. Enter...

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3. Select the connection type. Press [NDS] to specify a folder in the NDS tree. Press [Bindery] to specify a folder on the NetWare Bindery server. 4. Press [Browse Network] under the path name field. If you selected [NDS] under [Connection Type], the...

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• p.75 "Registering the Path to the Selected Destination in the Address Book" Registering the Path to the Selected Destination in the Address Book This section explains how to register folder paths you have entered manually or specified b...

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Simultaneous Storage and Sending by Scan to Folder This section explains how to store a file and simultaneously send it by Scan to Folder. 1. Press [Store File]. 2. Make sure that [Store to HDD + Send] is selected. 3. If necessary, specify the stored...

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3. Sending Scan Files Using WSD Before Sending Scan Files Using WSD This section explains the preparation and procedure for sending scan files using Web Services on Devices (WSD). If your computer has a WSD-compliant operating system such as Windows ...

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1. This machine From this machine you can send scan files to WSD-compliant client computers. 2. Client computers (WSD-compliant) WSD-compliant computers receive the sent scan files via the network. Preparation for Sending Files Using WSD To send scan...

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The System Settings screen appears. 2. Press the [Interface Settings] tab. 3. Press [Machine IPv4 Address] to specify the machine's IPv4 address. To specify a static IPv4 address for this machine, press [Specify], and then enter the IPv4 address...

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4. Enter your login user name and password in the [Login User Name] and [Login Password] boxes respectively, and then click [Login]. Consult your administrator if you require a login user name and password. 5. On the menu in the left frame, click [Co...

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The function items displayed serve as selector keys. You can select or specify an item by pressing it. When you select or specify an item on the display panel, it is highlighted like [ ]. Keys that cannot be selected appear like [ ]. BHF001S 1. [Up...

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Basic Procedure for Sending Scan Files Using WSD This section explains the basic procedure for sending scan files using WSD. • If the message "Updating the destination list has failed. Try again?" appears, press [OK]. The destination list...

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6. If necessary, press [Original Feed Type] to configure the stamp and original orientation settings. For details, see "Setting of Original Feed Type". 7. Specify the destination. For details, see "Specifying the Destination Client Com...

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• p.91 "Creating a New Scan Profile" 3. Sending Scan Files Using WSD 84 3 ...

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Switching to the WSD Scanner Screen This section explains how to switch from the screen that is currently displayed to the WSD scanner screen. When the E-mail screen, Scan to Folder screen, or network delivery screen is displayed, you can use the fol...

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Specifying the Destination Client Computer This section explains how to specify a destination client computer for the scan files you are sending by WSD. You can specify the destination computer using either of the following methods: • Selecting a d...

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• Scan to "Computer Name" • Scan for Print to "Computer Name" • Scan for E-mail to "Computer Name" • Scan for Fax to "Computer Name" • Scan for OCR to "Computer Name" (Scan for OCR to "...

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2. Press [Name]. The soft keyboard appears. 3. Enter the search characters, and then press [OK]. 4. If necessary, press [Advanced Search] to specify the detailed search criteria. You can specify up to three names and three search criteria. You can sp...

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• [Exclude Words]: The names which do not contain an entered character or characters are targeted. For example, to search for "ABC", enter "D". Specifying the Destination Client Computer 89 3 ...

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Changing a Scan Profile This section explains how to change a scan profile. A scan profile contains scan settings specified on a client computer. Whenever the machine is first registered to a computer, a profile is created automatically. Using the fo...

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Item Scan settings File type: Select one of the following: BMP (Bitmap Image) JPG (JPEG Image) PNG (PNG Image) TIF (TIFF Image) Resolusion (DPI): Specify the resolution. Brightness: The setting you specify here will not be applied for scanning. Contr...

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4. Click [Add]. The [Add New Profile] dialog box appears. 5. Configure the necessary settings for the profile. 6. Click [Save Profile]. The scan settings are saved as a new profile. • You can register multiple profiles. If multiple profiles are reg...

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4. Storing Files Using the Scanner Function Before Storing Files This section outlines file storage under the scanner function and provides related cautions. Overview of File Storage under the Scanner Function This section describes the process of st...

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• Stored files will be deleted after a set period. For details about specifying the period, see "Administrator Tools", Network and System Settings Guide. • Files stored under the scanner function cannot be printed from the machine'...

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Basic Procedure for Storing Scan Files This section explains the basic procedure for storing scan files. 1. Make sure that no previous settings remain. If a previous setting remains, press the [Clear Modes] key. 2. Place originals. 3. Press [Store Fi...

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10. Press the [Start] key. If you are scanning batches, place the next originals. 11. Press [OK]. • Depending on the security setting, [Access Privileges] may appear instead of [User Name]. For details about specifying [Access Privileges], consult ...

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Specifying File Information for a Stored File You can specify information for a stored file, such as user name, file name, and password. By specifying information for a stored file, you can search for the file by user name or file name, or protect th...

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You can change this file name. 1. Press [Store File]. The Store File screen appears. 2. Press [File Name]. The soft keyboard appears. 3. Change the file name. 4. Press [OK] twice. • For details about entering the text, see "Entering Text"...