Boulder Valley Quick Reference Guide

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Ricoh Product Line Segment 2 thru 6
MP C2000, MP2550, MP3300, MP4000/5000, MP C5000/6000, MP7000/8000, MP6001/7001, MP8001/9001, MP906EX
1
Ricoh features
AutoStore--Ricoh’s advanced scanning & faxing
1a
1b
Other
ther Functions
1a.
Light gray/blue control panel:
At the Ricoh MFD, user selects
the “other functions” button on
the MFP then choose
“AutoStore”.
1b.
Dark gray control panel:
At the Ricoh MFD, user selects
the “AutoStore” button on the
home screen.
After AutoStore is selected, the following screens will be similar:
2
2. Log-in
User Name…select ENTER and
you’ll be prompted to enter your
BVSD employee #
Password…leave blank
press, LOGIN
3. Autostore workflow
(main page for AutoStore)
3
Select what you want to do:
2
Email LDAP…search BVSD’s global
address book to email another the
District employee
Email Manual…type in an email address
Email to me…email yourself
Enrollment Application…send the
enrollment office a student’s
enrollment packet
Fax…fax from the Ricoh
Ricoh Features: Advanced Scanning
Email LDAP
search BVSD’s global address book
to email another District employee
1. Press TO, CC and/or BCC and the
screen below appears
2. Press SUBJECT to change the
subject (a keyboard will appear on
the screen)
3. Press MESSAGE to add a message
to the body of the email (a keyboard
will appear on the screen)
4. When TO, CC and/or BCC is
selected, the screen to the left
appears.
5. Select BVSD USERS
6. Choose the email address(es)
7. Select Okay
8. Place the documents in the feeder
and press START to send the scan
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Ricoh Features: Advanced Scanning
Email manual
type in an email address
Subject
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Scan attached
1. Select EMAIL ADDRESS and a
keyboard will appear (see image below).
2. Select OK
2. Select SUBJECT if you want to change
the subject. Otherwise, the default
subject will remain. Press the word
“subject” to have a keyboard appear.
3. Select OK
4. Place the documents in the feeder and
press START to send the scan
Ricoh Features: Advanced Scanning
Email to me
email yourself
1. Choose the file format
• PDF image. Recommended
image
searchable
Subject
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Scan attached
Fyi…The below three file formats will
cause a delay of transmission to
email
• PDFsearchable. Allows users to
search within the PDF document.
This may be helpful if scanning a
large document.
• Word. Converts a hard copy
document to a Word file
• Excel. Converts a hard copy
document to an Excel spreadsheet
2. Select SUBJECT if you want to
change the subject. Otherwise,
the default subject will remain.
Press the word “subject” to have
a keyboard appear.
3. Select OK
4. Place the documents in the
feeder and press START to
send the scan
Ricoh Features: Advanced Scanning
Enrollment
Application
send the enrollment office a
student’s enrollment packet
1. Place the enrollment packet in the
feeder and press START to send
Place the enrollment packet in the feeder
and press START to send
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Ricoh Features: Advanced Scanning
Fax
**
**
1. Select **FAX NUMBER**. Enter
the fax number by using the key
number pad to the right of the
screen or the keyboard that
appears when you select fax
number. The fax number is a
required field.
Recipient Name
Subject
The remaining three fields are optional.
If selected, a cover sheet will be
created and added to your fax.
2. Select RECIPIENT NAME to add a
recipient name or department that
the fax will be made attention to.
3. Select SUBJECT to add a subject
in the cover sheet.
4. Select COMMENT to add a note in
the comment section.
5. Place the document in the feeder
and press START to send the fax
A fax confirmation will be emailed to
you.
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BVSD Faxing
Quick Reference Guide
Training Material
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Faxing – Table of Contents
■
Sending a Fax
Walkup faxing
■ Printing to fax
■ Via a web browser (see Your
Fax In Box below)
■
■
Your Fax Box
Accessing
■ Delegates
■ Opening a delegated box
■
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
9
2
Sending a Fax – Walk Up
At the console of the Ricoh Copier:
Press the Additional Functions button
Select “Autostore”
Login (no password required)
Select “Send Fax”
Fill in the phone number, the other fields are optional but fill out
the cover sheet and history.
Confirmations will come back to you via email .
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
10
3
Sending a Fax – Printing from Windows
If the xMediusFAX driver has been installed on your workstation
you can fax by printing to the xMediusFAX printer
Address the fax as needed then submit it.
Before submitting, additional pages can be added by simply
printing from them to the xMediusFAX as well.
Confirmations will come back to you via email. You can check on
these faxes in your Fax Box as well.
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
11
4
Your Fax Box – Accessing it
Your Fax Box is to faxing what Outlook is to email.
Inbound fax numbers are routed automatically to email and a Fax
Box. Your outbound faxes can also be managed in your Fax Box
In a web browser go to http://naiad/fax
Windows users will be logged in automatically,
Mac users will be prompted for their network domain credentials.
Here you can see your inbound and outbound fax history, forward
faxes, and compose new faxes. You can also work in in boxes that
you are a delegated.
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
12
5
Your Fax Box - Delegates
Your delegates are users you pick to access your inbox when you
are not available.
To add or manage your delegates click on Options then
Delegation.
Type in the email of a BVSD user the click on Check User
Check the access you want to allow, then
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
13
6
Your Fax Inbox – Opening a Delegated Fax Box
If you have been assigned as a delegate by someone else you will
have the option to open and work in their Fax Box
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
14
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Your Fax Inbox - Overview
Your Fax Inbox is to faxing what Outlook is to email.
Here you can see your inbound and outbound fax history, forward
faxes, compose new faxes, and manage delegates.
To access your Fax Inbox open http://naiad/fax in a web browser.
Copyright 2009-2012 Ricoh Company, Ltd. All Rights Reserved
15
8
IKON-Ricoh copier device: Print Features
1
Enhanced Locked Print
1. Document is selected
to print & the standard
print dialog box appears.
User selects Properties to
enable the Printer
Properties dialog box
2. The print driver opens.
User can select features
such as double sided
(duplex), staple, and more.
User selects ok to send job
to the Ricoh MFD.
1
Locked print
Change
settings
2
Users can
select duplex
(double sided)
2 to 1 shown below
Users can multiple
pages to be printed
out on same sheet
(not shown, go to
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“page setup)
Ricoh features
Enhanced Locked Print
3a
3b
Other
ther Functions
3. Light gray/blue control panel:
At the Ricoh MFD, user
selects the “other functions”
button on the MFP. (NOTE: user may
need to select “Printer” instead)
3. Dark gray control panel:
At the Ricoh MFD, user
selects the “ELP” button onth
home screen.
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4. User selects their name
and is prompted to enter
his/her passcode (for BVSD,
this will be the employee ID#)
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5. A listing of the user’s
documents appear &
allows for the selection
and printing
Flex release (a follow-you
printing)—when this is set-up, your
print job can be released from any of
the “new” Ricohs at your school!)
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Locked Print
Locked print allows users to print jobs to the Ricoh, jobs will wait in the memory of the machine
until the user walks up to release the job. ADVANTAGE TO BVSD—print to one of the “new”
Ricohs, yet job(s) can be released from any of the new Ricohs at your school.
File>Print: select Printer Properties
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1. Job Type: Locked Print
2. Select: Details
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3. User ID: Create Own ID
4. Enter User ID: This
5.
should be your name—it is how you’ll identify the job at the Ricoh
Password: employee ID
6. Click OK
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7. Click Print
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Copying Documents
Remove paperclips, staples or other loose objects before placing originals in feeder. Be sure to straighten bent
or curled edges
If using the Glass Platen, LiŌ the lid and place documents face down
on the glass at the posiƟ on of arrow regardless of size
Select any additional copy settings
Place Originals in the document Feeder
Press original document type, i.e. Text, Text/Photo, Photo, etc.
Press [sort] to collate document (if not highlighted)
Enter any finishing options
Enter desired number of copies
Press [Sample Copy] copier will print one completed set and prompt
you [Suspend] to cancel job or change settings
[ConƟnue] if job is correct to complete remaining copy sets
Or press START to skip [Sample Copy]
Adjust paper guides
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Note: When copying from the glass and requesƟng mulƟple copies, press the #
key aŌ er feeding your last original to release the addiƟ onal copies
Using Batch Mode
Use [Batch] when the number of pages being fed in the document feeder exceeds the feeder capacity, or
you need to feed documents from the feeder and off the platen glass or you need to feed pages from
different sources but want to keep the page order and output multiple complete copies.
2.
3.
4.
5.
Select [Batch], and then press [OK].
Enter your job seƫ ngs including the desired number of copies.
Place the first part of the originals in the feeder (or on the glass) press (Start) key
After those originals have been scanned, placed the next batch, pressing start each time a new page or pages
is added and continue until all the pages for your job is complete.
6.
Press the
[#] key to release the complete job.
Note: If copies are not stapled, the machine will deliver the first copies as they are scanned and will release the addiƟonal copies
aŌ er the # key have been selected. You cannot switch between 1 sided and 2 sided documents when using this mode.
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Sort/Stack & Rotate Sort Output
SORT Rotate/Sort the machine assembles copies as sets in sequential order. Use [Sort] when placing multiple
page document to maintain page order - Same as [Collate]. When a finisher is installed with the device the
machine will output the document in the Sort/ShiŌ Sort order, separating the first set from the next set.
STACK groups together copies of each page in a multi-page original. Use
Stack when setting multiple pages in the document feeder and requiring
the same copy number count per page to be stacked.
ROTATE SORT Use Rotate Sort when your machine does not have a finisher
to keep jobs separated . To use this option you must have one paper tray
loaded with 8.5x11 paper in landscape orientation and the other tray loaded
with 11x8.5 portrait and select this option from the finishing mode or from
the short cut menu on copier screen.
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Stapling Documents
1. Place Documents in the document Feeder
2. On bottom of touch screen - select the staple
position that match you job output.
Select Top LeŌ (straight)
Top LeŌ Slant
BoƩ om LeŌ (for landscape documents fed through feeder
in portrait orientaƟon
Double Staple LeŌ (portrait OrientaƟon)
Double Staple Top (landscape orientaƟon)
Booklet stapling (for booklet folded at center stapling)
3. Press OK
4. Press Start
Note: The number of pages and stapling posiƟons will vary by machine depending on
the model and type of finisher installed
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2. Select desired staple posiƟ on
3. Press [OK]
4. Place documents in feeder
5. Press [START]
2 & 3 Hole Punch
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Duplex Copying (2 Sided Output)
Place Originals in Feeder
Landscape orientation or
Portrait orientation
Select
or
Select
You can select these
options from the main
copier panel
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Press OK
Enter desired options
Select copy count
Press START
Dup./Combine/Series
Full menu for short cuts on panel
Duplex 1 sided+2 Sided
2 Sided+ 2 Sided
Combine Combine multiple pages on single pages
with options for 2 sided or single sided output and options
of placing 2, 4, 8 or pages on a single page. Users can choose
different size pager for output.
Series output documents from 2 Sided to 1 Sided
Copy 2 face forwarding pages of a book to 2 single pages.
Book Create a magazine output (use booklet for 4 page output) use
Magazine for 5 or more pages. When the booklet finisher is installed,
Users can choose to have the job stapled and folded.
Use to copy 2 face forwarding pages of a book as a duplex output.
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Default Screen Settings
Combine Pages
Use this option to combine multiple single pages or 2 sided pages for multiple pages copied on each side of a
page. Originals can be copied in portrait or landscape orientation.
Some of these options are available from
the main copier panel. You cannot use
the Bypass tray with this option.
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Book Copying
Place open Book on Glass Platen
Press [Dup./Combine/Series ]button
Book 1-Sided
Select [SERIES] button
Press [Book - 1 sided] for single pages
Outputs 2 single pages for the right and left pages
Press [OK]
OR
Press the [BOOK ]button
Book 2-Sided
Select [BOOK TO 2 SIDED]
Copies the left and right pages and place front and back to a single page
Press [OK]
Enter desired sets
Press [Start]
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Reduction/Enlargement
Select the option that matches your output
Place31originals, Press START
Directional Size Magnification%
Use this feature to enlarge a document by placing percentage proportions in the horizontal and
vertical fields.
Place document on platen glass
Press [Reduce/Enlarge]
Press [Horizontal)
Enter the desired ratio with the number keys, and then
press [ ].
Press [Vertical].
Enter the desired ratio with the number keys, and then
press [ ].
Press [OK] twice.
Place the originals, and then press the [Start] key.
Press [Direct. Mag. %].
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Create Margin
Reduces the image to 93% of its original size and places the reduced image at the center By
combining it with the Reduce / Enlarge funcƟons, you can further increase a margin. Great
for creaƟng copy edge for stapling or hole punching.
1. Press [Create Margin].
2. Select the reproducƟon raƟo, if necessary.
3. Press START
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Erase Center/Border
This option erases the Center and/or all four sides of a document page or pages. Center/Border applies to
books, but use same width or elect to clear out single or multiple edges together.
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Page Numbering
Page Number Format
Number Page Position
Starting Page, Starting Number and
Ending number,
Allows users to keep track of documents being copied for projects, etc. Users can choose numbering
Sequence and posiƟon of placement of numbers.
Place Documents in Feeder
Press Edit /Stamp
Select Stamp
Select Page Numbering
Press Change>Select Page Numbering Format>OK
Press Change (opposite side) Select Page Number Placement>OK
Touch First Printing Page >indicate page to start number sequence
Touch Last Number>Enter information
Touch First Printing Number >enter information
Touch Total Pages >enter information
Select any other finishing options including the desired number of copies
Press SAMPLE COPY
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Double Copies
Place Original in Document or lift the lid and place face down on Glass Platen
Press [Edit / Stamp].
Press [Edit Image].
Press [Double Copies].
Press [OK].
Select the paper size.
Enter desired number of copies
Press [Start]
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Original Feed
Copy Output orientation
Document Centering
You can make copies with the image moved to the center of the copy paper.
Place the document
Select the paper size.
Press [Edit / Stamp].
Press [Edit Image].
Press [Centering].
Press [OK].
Press [Start].
Note:
You cannot use the bypass tray
with this function.
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Adding Covers
To set the Bypass tray as the cover
paper source:Press "User Tools"
Select "System Settings"
Select the "Paper Size" Settings" tab
Select "Bypass"
Select "Display"
Select "Cover"
Select "Mode Selected"
Select "OK"
Press "User Tools" again to exit
To change between 1 and 2 sided
covers:Press "User Tools"
Select "Copy Features"
Select "Page Format"
Select "Cover Mode"
Select 1 or 2 sided covers
Select "OK"
Press "User Tools" to exit
On the main screen:Select "Cover/Slip sheet"
Select "Front Cover"
Select "Blank" or "Copy"
Press "OK"
Set the paper for the cover sheet on the bypass tray
For 2 sided covers select "Duplex"
Set the originals on the document feeder
Select any additional options
Enter desired number of copies
Press Sample Copy
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Designate
Use this function to have certain pages of your original copied onto designation sheets or to insert a designation sheet
for each page specified. Before using this option you must set up the paper trays under paper tray settings.
Copy
Blank
Press [Cover/Slip Sheet].
Press [Designate / Chapter].
Select [Designate: Copy] to copy designated page
on the designated number page or
Press [Designate: Blank]. Not to copy anything on
the specified page.
Press the key to select the chapter number.
Enter the page number of the first chapter
using the numbers key, and then press the
[#] key.
You can continue to specify additional
page location numbers, up the 20
locations may be selected.
After making all settings, press [OK] twice.
Press [Start] or [Sample Copy].
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Sample Copy
Use this option to check the copy settings before making a long
copy run.
Place originals
Select any other necessary functions for copy job
Enter number of desired copies
Instead of [START] press [Sample Copy] key
-One set is delivered as a sample
If Sample Copy is acceptable, press [ConƟnue]
Screen settings will change and display
-The number of copies made is the number of copies
requested minus the proof copy.
If you press [Suspend] after checking the results, return to
step 1 to adjust the copy settings as necessary.
-Depending on the combination of functions, you may not be
able to change some settings.
You can press [Sample Copy] again or press [Start] to output
the job
Note: This feature can only be used when [sort] is selected.
This feature is not available from the [Simplified screen].
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Using the By-pass Tray
On copier panel press the # key
Place copy paper in tray
Adjust tray paper guides to
fit paper size
Press Paper Type, Select
Paper option, Press OK
Press Paper Size
Press OK
Place originals, enter desired number of copies, press START, Press Clear Modes
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Job Preset
New
Job
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Simplified Display
Pressing the Simplified Display button will cause letters and keys
to be displayed at a larger size, making operations easier.
To access the [Simplified Display]
Press the Simplified Display on the Main Screen
Display s the basic copier functions
Finishing options may be added to this screen for ease of use. Not
all functions are available with this screen.
Key color is only available in simplified display mode.
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Accessing Document Server
From Copy Panel
Select Document Server Option
Used for storing documents for easy access, confidential printing etc.
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Document Server Usage
Documents may be scanned or
Printed to Document Server for:
-Confidential Printing
-Print and Hold
-Sample Printing
-Forms printing
-File Merge (different types)
-Electronic Distribution
-HIPPA Compliancy
-Label Printing
-Cost Savings
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List view
Document Server Displays
Details
Search by user name
Preview document
Edit user & file Info
Preview
File Management
Delete File
Print Specified Page
Print one or multiple pages
of a stored document
Search by file name
To Printing Screen
Displays scan options
46
Displays printing options of a
stored file
Storing an Original
Keyboard appears, type
your document name
If a password is required, enter a numerical
value.
Place your document > Select any additional options > press [Start]
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System will prompt you to re-enter
password, then press OK
Printing a Stored Document
4. To make changes Press the [To Printing Screen].
2. Select the document Name you want to Print.
[More than one job may be selected to print]
3. Press [Start]
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Press [Start]
Files may be deleted after printing
Printing a Specified Page or Page Range
49
Deleting a Stored File
50
Ricoh Control Panel
Clears screen to default settings
-VGA Screen
Hard function
keys have
Red/Yellow
status LEDs
51
Ready
Not Ready
Printing From Desktop
52
Basic Printing
!. How to Print Documents from your PC
4. In the [Name] list, click the Ricoh
Copier/printer you want to use
2. Open the document you wish to print
5. Enter desired number of copies.
3. Press File>Print>OK
53
6. Press [OK]
Printing [Duplexed] 2-sided Documents
1. Open the document you wish to print
2. Press File>Print>OK
3. In the [Name] list, click the Ricoh Copier/printer
you want to use then press [Properties]
54
4. Click the [Setup] tab, click your preferred two-sided
printing method in the [Duplex] list, and then click [OK].
5. Before printing ensure that the orientation you select for
printing matches the orientation of the paper in your device.
Press [OK] >OK
Stapling Printing Documents
1. Open the document you wish to print
4. Click the [Setup] tab, click your preferred two-sided printing
method in the [Duplex] list, and then click [OK].
2. Press [File]>[Print]>[OK]
5. Before printing ensure that the orientation you select for
Stapling matches the orientation of the paper in your device.
Press [OK] >OK
3. In the [Name] list, click the Ricoh Copier/printer
you want to use then press [Properties]
55
Printing Options
You can send documents to the copier to be held for later pick-up, confidential
printing, for sample printing or to the document server for reprinting. See next
page for options break-out of these features.
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Printer Properties
Job Type
Locked Print: Temporarily holds print jobs in the memory until a valid password is entered at the control
panel. Files are automatically deleted from the system HDD after printing.
Hold Print: Temporarily holds multiple print files in the memory until selected. Does not require the user
to enter a password.
Sample Print: Outputs the first set of a multiple-set print job so that output settings can be checked for
accuracy prior to printing the entire job.
Stored Print/Store and Print: Identical in functionality to Hold Print, except files are not immediately
deleted after printing. Store and Print enables users to print files immediately while simultaneously
storing data. 4-8 digit password is optional.
Document Server: Sends files directly to the document server for storage and printing at a later date.
57
Accessing Confidential Documents
Press Printer to access the list
of stored files from your
computer as listed on right:-
58
Printer must be online to be
able to submit work via
desktop
Printer Display Panel
Main Display
Print Jobs List
Use the Printer button to access print jobs from the desktop that were sent via confidential [locked print] or other option from desktop.
Press [Printer]
Press [Print Jobs]
Select your job and
follow the next steps or
press [Start] to output
your document.
59
Highlight file and select
print.
If you submitted your print job via the
prompted for your password.
Viewing the Job at your Desktop
60
(Note: Screenshots are provided for reference purposes only. Your display may vary depending on your operating system and device.)
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