Canon Authorized Send Owner's manual

Canon Authorized Send Owner's manual
Canon
Authorized Send
User’s Guide
Version 4.0
08011-40-UD1-003
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Authorized Send User’s Guide
Contents
Preface ........................................................................................................5
How to Use This Manual............................................................................................... 5
Symbols Used in This Manual ................................................................................... 5
Keys Used in This Manual ......................................................................................... 6
Displays Used in This Manual.................................................................................... 7
Hyperlinks .................................................................................................................. 7
Legal Notices................................................................................................................ 8
Trademarks................................................................................................................ 8
Copyright ................................................................................................................... 8
Disclaimers ................................................................................................................ 8
Chapter 1 Introduction ............................................................................9
1.1
Basic Operations ............................................................................................. 10
1.1.1
Flow of Operations ..................................................................................... 10
1.1.2
Using the Login Screen .............................................................................. 17
1.1.3
Using the Main Screen ............................................................................... 20
1.1.3.1 Functions on the Main Screen ................................................................ 20
1.1.3.2 Messages on the Main Screen ............................................................... 23
1.1.4
Canceling a Job.......................................................................................... 24
1.1.4.1 Canceling While Scanning ...................................................................... 24
1.1.4.2 Canceling While Sending........................................................................ 25
1.1.5
Logout ........................................................................................................ 26
Chapter 2 Using Authorized Send ........................................................27
2.1
Sending Documents......................................................................................... 27
2.1.1
Scanning to an E-Mail Address .................................................................. 27
2.1.2
Scanning to a Fax Server ........................................................................... 39
2.1.3
Scanning to a Folder .................................................................................. 46
2.1.3.1 Specifying a Shared Folder .................................................................... 46
2.1.3.2 Specifying a Folder Using the Browse Key............................................. 53
2.2
Scan Settings................................................................................................... 62
2.2.1
Specifying Scan Settings............................................................................ 62
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Authorized Send User’s Guide
Preface
Thank you for purchasing the Authorized Send software application. Please read this manual
thoroughly before operating the product on your MEAP-enabled device to familiarize
yourself with its capabilities, and to make the most of its many functions. After reading this
manual, store it in a safe place for future reference.
How to Use This Manual
This manual assumes that the reader has a good understanding of MEAP (Multifunctional
Embedded Application Platform). This manual does not provide instructions for the PC,
device, or application installation and configuration. For instructions on installing the
Authorized Send application, see the Authorized Send Installation and Configuration Guide.
Symbols Used in This Manual
The following symbols are used in this manual to explain procedures, restrictions, and
instructions that should be observed for safety.
IMPORTANT Indicates operational requirements and restrictions. Be sure to read these
items carefully to operate the machine correctly, and avoid damaging the
machine.
NOTE
Indicates a clarification of an operation, or contains additional explanations
for a procedure. Reading these notes is highly recommended.
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Keys Used in This Manual
Keys for using the machine’s main functions are located on the top of the touch panel
display. To use any of the desired function’s features, you must first press the key or
application tab for the desired function. Press [
] (arrow key) to access installed MEAP
applications.
On the MEAP Application screen, there may be several application tabs that you can select.
Select only the proper tab for the application that you want to use.
The default application tab for Authorized Send is:
The following symbols and key names are a few examples of how keys to be pressed are
represented in this manual:
6
Touch Panel Display Keys:
Examples:
[Key Name]
[Scan]
[Cancel]
Control Panel Keys:
Examples:
Key Icon (Key Name)
~ (Start)
(Stop)
Authorized Send User’s Guide
Displays Used in This Manual
Screen shots of the touch panel display used in this manual are those taken when Authorized
Send is running on the Color imageRUNNER C5185, unless otherwise specified.
The keys that you should press are marked with a circle, as shown below.
When multiple keys can be pressed on the touch panel display, all keys are marked.
Example:
1. Press [Scan to Folder].
Press this
key for
operation.
Hyperlinks
When this manual is in its native PDF form, the blue underlined text represents a hyperlink to
the corresponding sections of this manual or to external Web sites.
For example: See Chapter 1, “Introduction,” on p. 9.
Likewise, all entries in the Table of Contents are hyperlinks.
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Legal Notices
Trademarks
Canon, the Canon logo, imagePRESS, imageRUNNER, Color imageRUNNER, and MEAP
are registered trademarks, and the MEAP logo is a trademark, of Canon Inc. in the United
States and may also be trademarks or registered trademarks in other countries.
Adobe and Adobe Acrobat are trademarks of Adobe Systems Incorporated.
Windows and .NET Framework are registered trademarks of Microsoft Corporation in the
United States and are trademarks or registered trademarks of Microsoft Corporation in other
countries.
Java and all Java-based trademarks and logos are the trademarks or registered trademarks of
Sun Microsystems, Inc. in the United States or other countries.
Other product and company names herein are, or may be, the trademarks of their respective
owners.
Copyright
Copyright 2009 by Canon U.S.A., Inc. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying and recording, or by any information
storage or retrieval system without the prior written permission of Canon U.S.A., Inc.
Disclaimers
The information in this document is subject to change without notice.
CANON U.S.A., INC. MAKES NO WARRANTY OF ANY KIND WITH REGARD TO
THIS MATERIAL, EITHER EXPRESS OR IMPLIED, EXCEPT AS PROVIDED HEREIN,
INCLUDING WITHOUT LIMITATION, THEREOF, WARRANTIES AS TO
MARKETABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE
OR USE OR NON-INFRINGEMENT. CANON U.S.A., INC. SHALL NOT BE LIABLE
FOR ANY DIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY
NATURE, OR LOSSES OR EXPENSES RESULTING FROM THE USE OF THIS
MATERIAL.
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Authorized Send User’s Guide
Chapter 1 Introduction
Authorized Send is a customized MEAP application. It should be installed and operated on a
Canon MEAP-enabled device. Authorized Send enables an authenticated user to scan
documents to an e-mail address, a fax server, or a specified folder or directory on the
network.
MEAP (Multifunctional Embedded Application Platform) is a software platform embedded
in Canon imageRUNNER and imagePRESS machines that enables the development of
custom applications, which run alongside native functions, such as Copy, Print, and Scan.
MEAP, developed by Canon, is based on Sun Microsystems’ Java and Java 2 Micro Edition
technology.
“MEAP device” is a MEAP enabled Canon imageRUNNER or imagePRESS that is running
the Authorized Send application. It may also be referred to as “MEAP imageRUNNER” or
“machine.”
IMPORTANT
• Authorized Send only requires users to be authenticated to use its application, and does not
interfere with the device’s built-in functions, such as Copy and Mail Box.
• For instructions on installing and configuring Authorized Send, see the Authorized Send
Installation and Configuration Guide.
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1.1
Basic Operations
This section describes the flow of operations and how to log on to the Authorized Send
application on your MEAP-enabled imageRUNNER or imagePRESS.
1.1.1
Flow of Operations
Authorized Send enables you to scan a document and send it via e-mail or send it to a
fax server, or save the document to a folder or directory on a shared file server. You
can also specify scanning settings, such as the paper size, resolution, brightness, and
file format.
IMPORTANT
• Pressing [➞], (Reset), (Additional Functions), [System Monitor], or
(Energy Saver) will automatically log off the Authorized Send application. This
is also true if a procedure in the Authorized Send application exceeds the set Auto
Clear time. (See Chapter 4, “Configuring the MEAP Device,” in the Authorized
Send Installation and Configuration Guide.)
• If Department ID Management is set to ‘On’, or an optional card reader is being
used to authenticate users in the machine, enter your Department ID and password,
or insert a control card. For instructions on setting up Department ID Management,
or using an optional control card, see the Reference Guide that came with your
machine.
1. Press [➞] until the [Authorized Send] tab appears.
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Authorized Send User’s Guide
2. Press the [Authorized Send] tab.
The LOGIN screen is displayed.
NOTE
If Anonymous Authorization is configured on the MEAP device, anonymous
login is automatically done. Procede to step 4.
3. Enter your User Name and Password ➞ select the domain from the Domain
drop-down list ➞ press [Login].
The MAIN Screen is displayed.
NOTE
• If the [Populate Username from Login Application] check box is selected from
the [Options] tab in the Configuration Servlet and a login service is installed,
the login name used to log on to the machine is automatically populated in the
[User Name] text box . For more information on the [Populate Username from
Login Application] option, see Chapter 3, “Configuring Authorized Send,” in
the Authorized Send Installation and Configuration Guide.
• For instructions on entering your user name and password, see “Using the Login
Screen,” on p. 17.
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4. Place your originals ➞ press [Scan to E-Mail], [Scan to Fax], or [Scan to Folder].
NOTE
The appearance of the MAIN screen may vary, depending on the Authorized
Send configuration and status. For example, the functions of Authorized Send
can be enabled or disabled. For more information on configuring Authorized
Send, see the Authorized Send Installation and Configuration Guide.
5. Specify the destination(s).
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5.1
If you are scanning to an e-mail address, manually enter the e-mail
address, or select a destination from the Address Book. (See “Scanning to
an E-mail Address,” on p. 27.)
5.2
If you are scanning to a fax server, manually enter the fax number. (See
“Scanning to a Fax Server,” on p. 39.)
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5.3
14
If you are scanning to a folder, select a Preset Share folder ➞ manually
specify the File Server and File Path text boxes, or browse to the desired
folder. (See “Scanning to a Folder,” on p. 46.)
Authorized Send User’s Guide
6. Select any scan settings key on the SCAN TO EMAIL, SCAN TO FAX, or
SCAN TO FOLDER screen ➞ specify the desired scan settings ➞ press [OK].
NOTE
For instructions on specifying the scan settings, see “Specifying Scan Settings,”
on p. 62.
7. Press [Scan] or ~ (Start).
Scanning starts.
The scanned data is sent to the specified destination when scanning is complete.
IMPORTANT
• If you are scanning to an e-mail address, and the [To] text box is left blank, the
scanned document is sent to the current user if the [E-mail CC to self] check
box is selected in the Configuration Servlet. (See Chapter 3, “Configuring
Authorized Send,” in the Authorized Send Installation and Configuration Guide.
• If you are scanning to a folder and the [File Server] or [File Path] text box is left
blank, [Scan] will be disabled.
• If the [File Name] text box is left blank, a time stamp with the sender’s user’s
name is used for the file name. (If you are scanning to a folder and if the file
type is TIFF (Single) or JPEG, an underscore followed by the page number is
also appended to the file name (filename_pagenumber).)
• If you do not want to scan the current document, press [Back], and the display
returns to the MAIN screen.
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NOTE
To cancel scanning, press [Cancel] on the SCAN STATUS screen, or press
(Stop).
8. If you want to scan another document, press [Main] ➞ repeat steps 5-7.
If scanning is complete, press [Logout].
9. Remove your originals.
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Authorized Send User’s Guide
1.1.2
Using the Login Screen
You must be a registered user to log on to the Authorized Send application.
IMPORTANT
• Pressing [➞], (Reset), (Additional Functions), [System Monitor], or
(Energy Saver) will automatically log off the Authorized Send application. This
is also true if the Authorized Send application times out, which is configured by
setting the Auto Clear Time mode on the machine. (For instructions on setting the
Auto Clear Time mode, see Chapter 4, “Configuring the MEAP Device,” in the
Authorized Send Installation and Configuration Guide.)
• If the message <The Authorized Send license has expired. Please contact your
Canon dealer.> is displayed on the MEAP device’s UI before you log on, contact
your system administrator immediately.
NOTE
If Anonymous Authorization is configured on the MEAP device, anonymous login
is automatically done. Procede to the next section, "Using the Main Screen," on
p. 20.
1. Press the [User Name] text box.
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NOTE
If the [Populate Username from Login Application] check box is selected from
the [Options] tab in the Configuration Servlet and a login service is installed,
the login name used to log on to the machine is automatically populated in the
[User Name] text box . For more information on the [Populate Username from
Login Application] option, see Chapter 3, “Configuring Authorized Send,” in
the Authorized Send Installation and Configuration Guide.
2. Enter the user name ➞ press [OK].
3. Press the [Password] text box.
4. Enter the password ➞ press [OK].
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Authorized Send User’s Guide
5. Select the domain you want to log on to from the Domain drop-down list.
6. Press [Login].
If the user name or password you entered is incorrect, you will hear a beep, and an
error message will be displayed. Enter the correct user name and password.
If you are authenticated successfully, Authorized Send’s MAIN screen appears.
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1.1.3
Using the Main Screen
After you log on to Authorized Send and at least two functions are enabled, the
MAIN screen of Authorized Send is displayed on the machine’s touch panel display.
1.1.3.1 Functions on the Main Screen
From the MAIN screen, you can select [Scan to E-Mail], [Scan to Fax], or [Scan to
Folder], and log off.
The appearance of the MAIN screen may vary, depending on the Authorized Send
configuration and status. For example, the functions of Authorized Send can be
enabled or disabled. For more information on configuring Authorized Send, see the
Authorized Send Installation and Configuration Guide.
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Authorized Send User’s Guide
The following screens represent the variety of screens that can be configured for
Authorized Send.
Scan to Fax is disabled (default).
Scan to Folder is disabled.
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Scan to E-Mail is disabled.
NOTE
If two Authorized Send functions are disabled at once, the MAIN screen is not
displayed, and the display for the only enabled function appears. For example, if the
Scan to Fax and Scan to Folder functions are disabled, only the SCAN TO EMAIL
screen is displayed when you successfully log on to Authorized Send.
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1.1.3.2 Messages on the Main Screen
The MAIN screen notification messages are displayed on the MAIN screen in the
upper-right hand portion of the UI. If an error occurs during the authentication
process, it is displayed here.
For example, if an address book server is not configured for Authorized Send, you
cannot use the Scan to E-Mail or Scan to Fax functions. [Scan to E-Mail] and [Scan
to Fax] are grayed out, and a message appears in the notification area.
Notification
Area
NOTE
For more information on configuring Authorized Send, see the Authorized Send
Installation and Configuration Guide.
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1.1.4
Canceling a Job
You can cancel a job from the touch panel display or by pressing
control panel.
(Stop) on the
There are two ways to cancel a job:
1. Cancel while the machine is scanning documents.
2. Cancel after all pages have been scanned, and the document is being sent.
1.1.4.1 Canceling While Scanning
You can cancel a job while it is being scanned.
1. Press [Cancel] on the SCAN STATUS screen, or press
(Stop).
The display returns the SCAN TO EMAIL, SCAN TO FAX, or SCAN TO
FOLDER screen.
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Authorized Send User’s Guide
1.1.4.2 Canceling While Sending
You can cancel a job while the file is being converted to PDF.
1. Press [Cancel] on the SCAN STATUS screen, or press
(Stop).
Sending stops at the current page, which results in a partially sent document. The
display returns to the SCAN STATUS screen, and a confirmation of the number
of pages that were sent is displayed.
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1.1.5
Logout
After you have completed your scans, it is important to log out of Authorized Send.
Your login information, credentials, and identity are active until you are logged out.
Authorized Send produces log files with user names. You may be held accountable
for other scanning operations after you have left the MEAP device if you have not
logged out.
NOTE
If Anonymous Authorization is configured on the MEAP device, anonymous login
is automatically done. It is important to logout even as an anonymous user, since
different credentials and priviledges are used for certain features.
1. Press [Logout] to complete your Authorized Send session.
The appearance of the MAIN screen may vary, depending on the Authorized Send
configuration and status. See "Using the Man Screen," on p. 20.
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Authorized Send User’s Guide
Chapter 2 Using Authorized Send
This chapter describes how to use the Scan to E-Mail, Scan to Fax, and Scan to Folder
functions of the Authorized Send application.
2.1
Sending Documents
There are three methods for sending documents. You can scan a document to an e-mail
address, fax server, or shared folder stored on a server. When you scan to an e-mail
address, you can optionally enter a subject line, message body text, and a file name.
When you scan to a fax server, you can enter multiple fax numbers. When you scan to a
folder, you can select a preset share, enter the path to the file server manually, or
browse for a specific file server.
Documents can be sent without changing any of the scan settings, or you can configure
them to suit your needs. (See “Specifying Scan Settings,” on p. 62.)
2.1.1
Scanning to an E-Mail Address
You can scan a document and send it as an attached file in an e-mail message. You
can optionally add the document’s name, a subject line, and message body text. Also,
depending on the device model, the scanned document can be sent as a TIFF, PDF, or
JPEG file.
IMPORTANT
• If you are using Microsoft Exchange Server 2000 or 2003, and a sending error
occurs, contact your system administrator.
• If you are scanning to an e-mail address, and the [To] text box is left blank, the
scanned document is sent to the current user if the [E-mail CC to self] check box is
selected in the Configuration Servlet. (See Chapter 3, “Configuring Authorized
Send,” in the Authorized Send Installation and Configuration Guide.)
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1. Press [Scan to E-Mail].
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Authorized Send User’s Guide
2. Place your originals ➞ specify the destination.
IMPORTANT
• If you place your originals in the feeder or on the platen glass and the message
<Please input subject. It is required.> is displayed, you must enter a valid
subject before placing your documents. Proceed to step 3 in this operation.
• If your system administrator enabled SMTP Authentication in the Configuration
Servlet, and your login credentials are different from the credentials required for
SMTP server authentication, the Enter SMTP Authentication Password pop-up
dialog box is displayed. Enter the correct user name and password ➞
press [OK].
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2.1
To manually specify the e-mail address, press the [To] text box.
IMPORTANT
If the [To] text box is grayed out, it has been disabled from the
Configuration Servlet. Proceed to step 2.2 to specify the e-mail address
using the Address Book, or contact your system administrator.
2.1.1
Enter a valid e-mail address ➞ press [OK].
To enter multiple e-mail addresses, separate each e-mail address
by a comma or semicolon.
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Authorized Send User’s Guide
2.2
To specify the e-mail address via the Address Book, press
[Address Book].
IMPORTANT
If the [Address Book] button does not appear, it has been disabled from
the Configuration Servlet. Go back to step 2.1 to specify the e-mail
address manually, or contact your system administrator.
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2.2.1
Select the desired destinations from the Address Book ➞
press [OK].
You can select multiple destinations. By default, any entries with
e-mail addresses that match those already entered in the [To] text
box on the SCAN TO EMAIL screen are highlighted.
If the desired destination is not displayed, press [▼] or [▲] to
scroll to the desired destination.
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Authorized Send User’s Guide
You can also press the [Search] text box ➞ enter a complete or
partial last name ➞ press [Search] to search for a destination in
the Address Book.
NOTE
• To cancel a selected destination, select the destination again to
clear the highlighting.
• Press [View All Selected] to view all of the currently selected
addresses that were either entered manually or selected from
the Address Book. Press [View All Selected] again to return to
the previously displayed list.
• Press [Clear All] to deselect all of the selected e-mail
addresses.
• If you do not want to select addresses from the Address Book,
press [Cancel].
3. If necessary, press the [Subject] text box ➞ enter the subject of the e-mail
message ➞ press [OK].
A maximum of 255 characters can be entered for the subject. Any additional
characters are ignored.
IMPORTANT
• If the [Subject] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• If there is a subject displayed in the [Subject] text box, your system
administrator configured a default subject in the Configuration Servlet.
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4. If necessary, press the [File Name] text box ➞ enter the document’s name ➞
press [OK].
A maximum of 251 characters can be entered for the file name. Any additional
characters are ignored.
IMPORTANT
• If the [File Name] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• File systems and operating systems may have different file name limitations.
• If a file name is not entered, the user’s name and a time stamp are used for the
file name. For example, username_MMDDYY_HHMMSS
(testuser1_073109_101746).
• If you select [TIFF(Single)] or [JPEG] from the File Type drop-down list on the
Scan Settings screen, an underscore, followed by a page number are appended
to the file name.
5. If necessary, press the [Body] text box ➞ enter the message’s body text ➞
press [OK].
A maximum of 255 characters can be entered for the message’s body text. Any
additional characters are ignored.
IMPORTANT
• If the [Body] text box is grayed out, it has been disabled from the Configuration
Servlet. Contact your system administrator.
• If there is body text displayed in the [Body] text box, your system administrator
configured a default message in the Configuration Servlet.
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Authorized Send User’s Guide
6. If you want to scan more documents than can be placed in the feeder or on the
platen glass at once, press [Job Build].
[Job Build] lights blue when the Job Build mode is enabled.
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
7. Press any scan settings button on the SCAN TO EMAIL screen ➞ specify the
scan settings.
NOTE
For instructions on specifying scan settings, see “Specifying Scan Settings,”
on p. 62.
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8. Press [Scan] or ~ (Start).
Scanning starts.
The scanned document is sent to the specified destination(s) when scanning is
complete, and the message <The document has been delivered successfully.> is
displayed.
If the Job Build mode is enabled and the first batch of documents are finished
being scanned, the Scan Status screen appears. Proceed to step 9.
IMPORTANT
• If the [To] text box is left blank, the scanned document is sent to the current
user if the [E-mail CC to self] check box is selected in the Configuration
Servlet. (See Chapter 3, “Configuring Authorized Send,” in the Authorized Send
Installation and Configuration Guide.
• If you do not want to scan the current document, press [Back] on the SCAN TO
EMAIL screen (or [Logout] if Scan to E-Mail is the only feature enabled), and
the display returns to the MAIN screen (or the LOGIN screen).
NOTE
To cancel scanning, press [Cancel] on the SCAN STATUS screen, or press
(Stop).
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Authorized Send User’s Guide
9. If the Job Build mode is enabled, and you want to scan another batch of originals,
place the next batch of originals in the feeder or on the platen glass ➞ press [Next
Scan] or ~ (Start).
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
10. When you are finished scanning all documents, press [Send].
All of the scanned documents are sent to the specified destination as one file.
NOTE
To cancel sending the documents, press [Cancel] on the SCAN STATUS
screen, or press (Stop).
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11. If you want to scan and send another document to a different destination, press
[Back] on the SCAN STATUS screen ➞ repeat the procedure from step 2.
If you want to return to the Main screen, press [Main].
If you do not want to scan any more documents, press [Logout].
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2.1.2
Scanning to a Fax Server
You can scan a document and send it as a fax. You can enter multiple fax numbers on
the SCAN TO FAX screen, and the address of the previously configured fax server is
automatically appended to each fax number when you send the document.
1. Press [Scan to Fax].
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2. Place your originals.
IMPORTANT
If your system administrator enabled SMTP Authentication in the Configuration
Servlet, and your login credentials are different from the credentials required for
SMTP server authentication, the Enter SMTP Authentication Password pop-up
dialog box is displayed. Enter the correct user name and password ➞
press [OK].
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Authorized Send User’s Guide
3. Press the [Fax Numbers] text box.
4. Enter the fax number using the keys on the touch panel display ➞ press [OK].
To enter multiple fax numbers, separate each fax number by a comma or
semicolon.
You can also use ⓪ – ⑨ (numeric keys) to enter numbers after you press the [Fax
Numbers] text box.
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5. If you want to scan more documents than can be placed in the feeder or on the
platen glass at once, press [Job Build].
[Job Build] lights blue when the Job Build mode is enabled.
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
6. Press any scan settings button on the SCAN TO FAX screen ➞ specify the scan
settings.
NOTE
For instructions on specifying scan settings, see “Specifying Scan Settings,”
on p. 62.
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Authorized Send User’s Guide
7. Press [Scan] or ~ (Start).
Scanning starts.
The scanned document is sent to the specified destination(s) when scanning is
complete, and the message <The document has been delivered successfully.> is
displayed.
If the Job Build mode is enabled and the first batch of documents are finished
being scanned, the Scan Status screen appears. Proceed to step 8.
IMPORTANT
• If there is no fax number entered in Fax Numbers, [Scan] is grayed out and
cannot be selected.
• If there are no documents placed in the feeder or on the platen glass, [Scan] is
grayed out and cannot be selected.
• If you do not want to scan the current document, press [Back] on the SCAN TO
FAX screen (or [Logout] if Scan to Fax is the only function enabled), and the
display returns to the MAIN screen (or the LOGIN screen).
NOTE
To cancel scanning, press [Cancel] on the SCAN STATUS screen, or press
(Stop).
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8. If the Job Build mode is enabled, and you want to scan another batch of originals,
place the next batch of originals in the feeder or on the platen glass ➞ press [Next
Scan] or ~ (Start).
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
9. When you are finished scanning all documents, press [Send].
All of the scanned documents are sent to the specified destination as one file.
NOTE
To cancel sending the documents, press [Cancel] on the SCAN STATUS
screen, or press (Stop).
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10. If you want to scan and send another document to a different destination, press
[Back] on the SCAN STATUS screen ➞ repeat the procedure from step 3.
If you want to return to the Main screen, press [Main].
If you do not want to scan any more documents, press [Logout].
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2.1.3
Scanning to a Folder
To be able to scan a document and save it in a shared folder on the network, shared
folders and directories must already be set up on your file server (by your system
administrator). However, if you know that a folder exists on the file server, you may
browse for the folder, or enter the file path manually.
2.1.3.1 Specifying a Shared Folder
IMPORTANT
If the Preset Share drop-down list is grayed out, it has been disabled from the
Configuration Servlet. You can specify the file path manually, browse the network
for the desired path, or contact your system administrator.
1. Press [Scan to Folder].
2. Place your originals ➞ press the Preset Share drop-down list.
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3. Select the shared folder in which you want to save your document.
The [File Server] and [File Path] text boxes are automatically populated.
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IMPORTANT
• If the Preset Share drop-down list is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• You must have explicit rights to access a shared folder. If you do not have
explicit rights to the selected share, you must be authenticated to the share you
are trying to access. Enter your user name and network password ➞ press [OK]
on the Enter Share Password pop-up screen.
• If you selected a preset share and a folder does not exist, a folder is
automatically created, as long as the system administrator enabled dynamic
folder creation in the Configuration Servlet for preset shares.
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4. If necessary, press the [File Name] text box ➞ enter the file name ➞ press [OK].
A maximum of 251 characters can be entered for the file name. Any additional
characters are ignored.
IMPORTANT
• If the [File Name] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• File systems and operating systems may have different file name limitations.
• If a file name is not entered, the user’s name and a time stamp are used for the
file name. For example, username_MMDDYY_HHMMSS
(testuser1_073109_101746).
• If you select [TIFF(Single)] or [JPEG] from the File Type drop-down list on the
Scan Settings screen, an underscore, followed by a page number are appended
to the file name.
5. If you want to scan more documents than can be placed in the feeder or on the
platen glass at once, press [Job Build].
[Job Build] lights blue when the Job Build mode is enabled.
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
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6. Press any scan settings button on the SCAN TO FOLDER screen ➞ specify the
scan settings.
NOTE
For instructions on specifying scan settings, see “Specifying Scan Settings,”
on p. 62.
7. Press [Scan] or ~ (Start).
Scanning starts.
The scanned document is sent to the specified folder on the network when
scanning is complete, and the message <The document has been delivered
successfully.> is displayed.
If the Job Build mode is enabled and the first batch of documents are finished
being scanned, the Scan Status screen appears. Proceed to step 8.
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IMPORTANT
• If the [File Server] or [File Path] text box is empty, [Scan] and ~ (Start) will be
disabled.
• If you are trying to scan to a folder that does not exist and is not a preset share,
and the system administrator enabled dynamic folder creation in the
Configuration Servlet for preset shares, an error message appears informing you
that the folder cannot be created.
• If you do not want to scan the current document, press [Back] on the SCAN TO
FOLDER screen (or [Logout] if Scan to Folder is the only feature enabled), and
the display returns to the MAIN screen (or the LOGIN screen).
NOTE
To cancel scanning, press [Cancel] on the SCAN STATUS screen, or press
(Stop).
8. If the Job Build mode is enabled, and you want to scan another batch of originals,
place the next batch of originals in the feeder or on the platen glass ➞ press [Next
Scan] or ~ (Start).
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
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9. When you are finished scanning all documents, press [Send].
All of the scanned documents are sent to the specified folder as one file.
NOTE
To cancel sending the documents, press [Cancel] on the SCAN STATUS
screen, or press (Stop).
10. If you want to scan and send another document to a different destination, press
[Back] on the SCAN STATUS screen ➞ repeat the procedure from step 2.
If you want to return to the Main screen, press [Main].
If you do not want to scan any more documents, press [Logout].
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2.1.3.2 Specifying a Folder Using the Browse Key
If the desired folder is not specified as a preset share on the SCAN TO FOLDER
screen, and you know that the desired folder exists on the network, you can browse
for the folder using the [Browse] key, or manually enter the file server and file path.
IMPORTANT
• You must enter a known shared folder on the server to which you have access rights
before you can browse for folders on a server. If nothing is entered in the [File
Server] text box and you press [Browse], you will only see the names of the
workgroups, domains, or file servers on the network. You will not be able to view
the directory hierarchy.
• If you enter a known preset share and a folder does not exist, a folder is
automatically created, as long as the system administrator enabled dynamic folder
creation in the Configuration Servlet for preset shares.
• If the [File Server] and [File Path] text boxes are grayed out, they have been
disabled from the Configuration Servlet. You can select a preset share, or contact
your system administrator.
• If the [Browse] key does not appear, it has been disabled from the Configuration
Servlet. You can select a preset share, specify the file path manually, or contact
your system administrator.
1. Press [Scan to Folder].
If necessary, see the screen shot in step 1 of “Specifying a Shared Folder,” on
p. 46.
2. Press the [File Server] text box ➞ enter the name of the file server you want to
browse ➞ press [OK].
IMPORTANT
If the [File Server] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
3. Press the [File Path] text box ➞ enter the file path ➞ press [OK].
IMPORTANT
• If the [File Path] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• You only have to specify the first level shared folder in the root directory.
• If the file path is not a preset share and the folder does not exist, the folder is
only created if your system administrator enabled the Enable Dynamic Folder
Creation and Only for Preset Shares options in the Configuration Servlet.
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4. Press [Browse].
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IMPORTANT
• If [Browse] does not appear, it has been disabled from the Configuration
Servlet. Contact your system administrator.
• You must have explicit rights to access a shared folder. If you do not have
explicit rights to the selected share, you must be authenticated to the share you
are trying to access. Enter your user name and network password ➞ press [OK]
on the Enter Share Password pop-up screen.
• If the folder you are specifying does not exist, a folder is automatically created
if your system administrator enabled the Enable Dynamic Folder Creation and
Only for Preset Shares options in the Configuration Servlet.
• If you receive a prompt to enter your user name and network password, the file
server you are trying to access requires a different user name and password from
the current logged on user. Contact your system administrator, and make sure
that the administrator configured the correct domain name for NTLM
authentication.
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5. Select the desired workgroup or folder ➞ press [Down].
To move up one level in the directory tree, press [Up].
If the desired workgroup or folder is not displayed, press [▼] or [▲] to scroll to
the desired workgroup or folder.
NOTE
<File Path> is updated to indicate the selected server and path.
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6. Press [OK].
The selected file server and file path appear on the SCAN TO FOLDER screen.
NOTE
If you do not want to scan to the selected folder, press [Cancel].
7. If necessary, press the [File Name] text box ➞ enter the file name ➞ press [OK].
A maximum of up to 251 characters can be entered for the file name. Any
additional characters will be ignored.
IMPORTANT
• If the [File Name] text box is grayed out, it has been disabled from the
Configuration Servlet. Contact your system administrator.
• File systems and operating systems may have different file name limitations.
• If a file name is not entered, the user’s name and a time stamp are used for the
file name. For example, username_MMDDYY_HHMMSS
(testuser1_073109_101746).
• If you select [TIFF(Single)] or [JPEG] from the File Type drop-down list on the
Scan Settings screen, an underscore, followed by a page number are appended
to the file name.
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8. If you want to scan more documents than can be placed in the feeder or on the
platen glass at once, press [Job Build].
[Job Build] lights blue when the Job Build mode is enabled.
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
9. Press any scan settings button on the SCAN TO FOLDER screen ➞ specify the
scan settings.
NOTE
For instructions on specifying scan settings, see “Specifying Scan Settings,”
on p. 62.
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10. Press [Scan] or ~ (Start).
Scanning starts.
The scanned document is sent to the specified folder on the network when
scanning is complete, and the message <The document has been delivered
successfully.> is displayed.
If the Job Build mode is enabled and the first batch of documents are finished
being scanned, the Scan Status screen appears. Proceed to step 11.
IMPORTANT
• If the [File Server] or [File Path] text box is empty, [Scan] and ~ (Start) will be
disabled.
• If you are trying to scan to a folder that does not exist and is not a preset share,
and the Administrator enabled dynamic folder creation in the Configuration
Servlet for preset shares, an error message appears informing you that the folder
cannot be created.
• If you do not want to scan the current document, press [Back] on the SCAN TO
FOLDER screen (or [Logout] if Scan to Folder is the only feature enabled), and
the display returns to the MAIN screen (or the LOGIN screen).
NOTE
To cancel scanning, press [Cancel] on the SCAN STATUS screen, or press
(Stop).
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11. If the Job Build mode is enabled, and you want to scan another batch of originals,
place the next batch of originals in the feeder or on the platen glass ➞ press [Next
Scan] or ~ (Start).
NOTE
The total amount of pages you can scan for the job depends on the limitations
set on the device. For more information, contact your system administrator.
12. When you are finished scanning all documents, press [Send].
All of the scanned documents are sent to the specified folder as one file.
NOTE
To cancel sending the documents, press [Cancel] on the SCAN STATUS
screen, or press (Stop).
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13. If you want to scan and send another document to a different folder, press [Back]
on the SCAN STATUS screen ➞ repeat the procedure from step 2.
If you want to return to the Main screen, press [Main].
If you do not want to scan any more documents, press [Logout].
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2.2
Scan Settings
To match the original you are sending, set the paper size, resolution, color mode, file
type, and image mode.
NOTE
The default scan settings are:
- File Type:
PDF
- Paper Size:
Auto
- Resolution:
200 x 200 dpi
- Brightness:
Auto
- Image Mode:
Text
- Color Mode:
Auto
- Document:
One-sided
2.2.1
Specifying Scan Settings
Pressing any of the scan settings buttons on the SCAN TO EMAIL, SCAN TO FAX,
or SCAN TO FOLDER screen brings up the SCAN SETTINGS screen.
The procedure below demonstrates setting the scan settings from the SCAN TO
EMAIL screen, but the procedure is the same from the SCAN TO FAX or SCAN TO
FOLDER screen.
IMPORTANT
• The following file formats are supported:
- B&W devices: TIFF, TIFF (Single), PDF, and PDF (OCR)
- Color devices: TIFF, TIFF (Single), PDF, PDF (Compact), PDF (OCR), and
JPEG
• If you are using a machine that can only scan and print in black-and-white, the only
Color Mode available will be ‘Black’. All documents will be scanned in
black-and-white.
• You can only encrypt a PDF document if the MEAP-enabled device supports the
Encrypted PDF mode. Contact your system administrator for more information.
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1. From the SCAN TO EMAIL screen, select any scan settings key.
2. Specify the scan settings.
2.1
To specify the file type, press the File Type drop-down list ➞ select the
desired file type.
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63
NOTE
• The available file types vary, depending on your device type.
• The [
] (no Encrypt Settings are set) or [
] (Encrypt Settings are
set) icon is only displayed if you select [PDF], [PDF(Compct)], or
[PDF(OCR)] as the file type, and your MEAP device supports the
Encrypted PDF mode.
• If the Encrypted PDF mode is activated after Authorized Send has been
] (Encrypt) is not displayed. Authorized Send must be
started, [
restarted or the MEAP device must be rebooted, for Authorized Send to
make use of the Encrypted PDF mode.
• If you select [PDF(Compct)] as the file type, the Color Mode is
automatically set to ‘Full Color’, and the Color Mode drop-down list is
grayed out.
• If you select [TIFF (Single)] as the file type, each page of the document
is sent as a separate (black-and-white) TIFF file.
• If you select [JPEG] (only for color devices), each page of the document
is sent as a separate JPEG file.
2.1.1
If your device is equipped with the Encrypted PDF mode, and
you want to encrypt your PDF documents, press [
] (Encrypt).
The ENCRYPT SETTINGS screen appears.
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2.1.2
Press the Encryption Level drop-down list ➞ select an
encryption level.
[Low (40-bit RC4)/
Enables 40-bit encryption for your
Acrobat 3.0 and later]: documents.
[High (128-bit RC4)/ Enables 128-bit encryption for your
Acrobat 5.0 and later]: documents.
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2.1.3
If you select [Low (40-bit RC4)/Acrobat 3.0 and later] as the
encryption level, specify the password and change permissions
settings.
If you select the [Password Required to Open a Document] check
box, whoever is receiving your PDF document, must enter the
correct password to open it.
Press the [Password] text box ➞ enter a password ➞ press [OK].
Press the [Confirm] text box ➞ enter the same password ➞
press [OK].
NOTE
There is no limitation or restriction to the amount or type of
characters used for the password.
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2.1.3.1
Press the [Password Required to Change Permissions]
check box to prevent the person viewing your PDF
document from changing your document’s permissions.
To set a password, press the [Password] text box ➞
enter a password ➞ press [OK]. To confirm the
password press the [Confirm] text box ➞ enter the
same password ➞ press [OK].
IMPORTANT
The Change Permission Password cannot be the same
as the password to open your document and vice
versa.
NOTE
There is no limitation or restriction to the amount or
type of characters used for the password.
2.1.3.2
Authorized Send User’s Guide
Press the [Allow Printing] drop-down list ➞ select [Do
Not Allow] or [Allow].
Do Not Allow:
The person receiving your
document will not be able to
print it.
Allow:
The person receiving your
document will be able to
print it.
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2.1.3.3
68
Press the [Allow Changes] drop-down list ➞ select a
change permission.
Do Not Allow:
The person receiving your
document will not be able to
change it.
Commenting, Filling
Form Fields, and
Digital Signatures:
The person receiving your
document will only be allowed
to make comments, fill out
form fields, and digitally
sign it.
Page Layout, Filling
Form Fields, and
Digital Signatures:
The person receiving your
document will only be allowed
to change the page layout, fill
out form fields, and digitally
sign it.
All except Page
Extraction:
All changes are allowed,
except for page extraction.
Authorized Send User’s Guide
2.1.3.4
Press the [Enable Accessibility, Copy, Extraction of
Images] check box to give users access to your
document, and to be able to copy and extract images
from it.
2.1.3.5 Press [Back].
The SCAN SETTINGS screen is displayed. Proceed to
step 2.2.
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2.1.4
If you select [High (128-bit RC4)/Acrobat 5.0 and later] as the
encryption level, specify the password and change permissions
settings.
If you select the [Password Required to Open a Document] check
box, whoever is receiving your PDF document, must enter the
correct password to open it.
Press the [Password] text box ➞ enter a password ➞ press [OK].
Press the [Confirm] text box ➞ enter the same password ➞
press [OK].
NOTE
There is no limitation or restriction to the amount or type of
characters used for the password.
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2.1.4.1
Press the [Password Required to Change Permissions]
check box to prevent the person viewing your PDF
document from changing your document’s permissions.
To set a password, press the [Password] text box ➞
enter a password ➞ press [OK]. To confirm the
password press the [Confirm] text box ➞ enter the
same password ➞ press [OK].
IMPORTANT
The Change Permission Password cannot be the same
as the password to open your document and vice
versa.
NOTE
There is no limitation or restriction to the amount or
type of characters used for the password.
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2.1.4.2
72
Press the [Allow Printing] drop-down list ➞ select [Do
Not Allow], [Allow Low Resolution Only (150 dpi)], or
[Allow].
Do Not Allow:
The person receiving your
document will not be able to
print it.
Allow Low
Resolution Only
(150 dpi):
The person receiving your
document will only be able to
print your document in a low
resolution of 150 dpi.
Allow:
The person receiving your
document will be able to
print it.
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2.1.4.3
Authorized Send User’s Guide
Press the [Allow Changes] drop-down list ➞ select a
change permission.
Do Not Allow:
The person receiving your
document will not be able to
change it.
Insert, Delete, or
Rotate Pages:
The person receiving your
document will only be allowed
to insert, delete, or rotate
pages.
Filling Form Fields,
and Digital
Signatures:
The person receiving your
document will only be allowed
to fill out form fields, and
digitally sign it.
Commenting, Filling
Form Fields, and
Digital Signatures:
The person receiving your
document will only be allowed
to make comments, fill out
form fields, and digitally
sign it.
All except Page
Extraction:
All changes are allowed,
except for page extraction.
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2.1.4.4
Press the [Enable Copying and Extraction of Images
and Text] check box to give users the permission to
copy and extract images and text from your document.
2.1.4.5
Press the [Enable Access for the Visually Impaired]
check box to give visually impaired users access to
your document for reading it with screen reader
devices.
2.1.4.6 Press [Back].
The SCAN SETTINGS screen is displayed. Proceed to
step 2.2.
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2.2
To specify the document size, press the Paper Size drop-down list ➞
select the document size.
IMPORTANT
Scanning differently sized originals or originals with different
orientations could produce unexpected results. It is recommended that
you try to scan originals of the same size and orientation.
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2.3
To specify the resolution, press the Resolution drop-down list ➞ select a
resolution.
IMPORTANT
• The Resolution drop-down list is only enabled if the system
administrator enabled the [DPI is user configurable] option in the
Configuration Servlet. Otherwise, the drop-down list will be disabled,
and the resolution will be defaulted to ‘200x200 dpi’.
• The Resolution drop-down list is automatically populated with the
available resolutions that your machine supports.
• If you selected [PDF(Compct)] as the file type, you can only select
[300x300 dpi] or [600x600 dpi] (if supported) as the resolution.
• The maximum size of an image that you can send at a resolution of
600 x 600 dpi is 11” x 17”. If the image exceeds this number of pixels in
either the horizontal or vertical direction, it may be cut off slightly.
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2.4
To specify the brightness, press [<<] or [>>] to adjust the scan exposure.
Press [<<] to move the indicator to the left to make the scan exposure
lighter, or press [>>] to move it to the right to make the exposure darker.
If you want the machine to automatically adjust the scan exposure to the
level best suited to the quality of the original, press [Auto].
Press [<<] to set the minimum brightness level (10%). Press [>>] to set the
maximum brightness level (100%).
NOTE
• An automatic scan exposure adjustment may not work with
transparencies. In this case, adjust the scan exposure manually by
pressing [<<] or [>>].
• Pressing [<<] or [>>] continuously increases or decreases the brightness
level in 10% increments.
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2.5
To specify the original type, press the Image Mode drop-down list ➞
select [Text], [Text Photo], or [Photo].
[Text]:
This mode is best suited for scanning text originals.
Blueprints or pencil drawn originals can also be scanned
clearly.
[Text Photo]: This mode is best suited for scanning originals containing
both text and images/photos, such as magazines or
catalogues.
[Photo]:
78
This mode is best suited for scanning photos printed on
photographic paper, or images printed with halftone dots.
Authorized Send User’s Guide
2.6
To specify the color mode (only if you are using a Color imageRUNNER
or color imagePRESS), press the Color Mode drop-down list ➞ select
[Auto], [Full Color], or [Black].
[Auto]:
The machine automatically recognizes if the original is in
color or black-and-white, and scans it accordingly.
[Full Color]: Documents are scanned in color regardless of whether the
original is in color or black-and-white.
[Black]:
Authorized Send User’s Guide
Documents are scanned in black-and-white regardless of
whether the original is in color or black-and-white.
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IMPORTANT
• When the Auto mode is set and your originals contain color sections, the
machine scans them in the Full Color mode. However, the machine may
scan the color originals in black-and-white under the following
conditions. To avoid this, set the color mode to ‘Full Color’.
- If the originals contain only a few color sections
- If the color sections are located on the left side (within 3/8” (10 mm)
from the left edge) or the right side (within 5/8” (17 mm) from the
right edge) of the originals when loading the originals into the feeder
- If the color sections of the originals are close to black
- If the originals contain light color densities
• Some file types affect the Color Mode drop-down list. For example:
- If you select [PDF(Compct)], the Color Mode is automatically set to
‘Full Color’, and the Color Mode drop-down list is grayed out.
- If you select [TIFF], the Color Mode is automatically set to ‘Black’,
and the Color Mode drop-down list is grayed out.
- If you select [TIFF(Single)], the Color Mode is automatically set to
‘Black’, and the Color Mode drop-down list is grayed out.
- If you select [JPEG], the Color Mode is automatically set to ‘Full
Color’, and the Color Mode drop-down list is grayed out.
2.7
80
To scan double-sided documents in the 2-Sided mode, press [ ] next to
<Document>.
Authorized Send User’s Guide
3. Press [OK].
The selected scan settings are set.
NOTE
To cancel the scan settings and return them to their previous settings, press
[Cancel].
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