Managing Address Book
This equipment comes with the Address Book feature that enables users to manage who receives
Scan to Email, Internet Fax transmission, and fax transmission.
In the Address Book menu page at the Registration tab in TopAccess, you can add, edit, and delete recipient information. You can also create groups that multiple contacts can be assigned.
P.63 "Managing Contacts in the Address Book"
P.69 "Managing Groups in the Address Book"
SUPPLEMENT:
•
Address Book can be also managed using the Touch Panel Display. See the User
Functions Guide.
Managing Contacts in the Address Book
There are two ways to manage contacts in the Address Book:
•
Add, edit, or delete a contact manually.
P.63 "Adding, Editing, or Deleting Contacts Manually"
•
Add new contact searching for a recipient from the LDAP server.
P.67 "Adding New Contact from the LDAP Server"
Adding, Editing, or Deleting Contacts Manually
You can add or edit a contact by entering recipient information manually. You can also delete the contact from the Address Book.
P.63 "Adding or editing a contact"
P.66 "Deleting a contact"
Adding or editing a contact
1.
Click the Registration tab and the Address Book menu.
• The Address Book menu page is displayed.
2.
Click [Add Address] to add new contact, or click the contact link that you want to edit in the contacts list.
• The Contact Properties page is displayed.
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3.
Enter following items to specify the recipient information.
NOTES:
First Name — Enter the first name of the recipient. You can enter up to 32 characters.
Last Name — Enter the last name of the recipient. You can enter up to 32 characters.
Email Address — Enter the email address of the recipient. You can enter up to
192 characters.
Fax Number — Enter the fax number of the recipient. You can enter up to 128 characters.
2nd Fax Number — Enter the 2nd fax number of the recipient. You can enter up to 128 characters.
Company — Enter the company name of the recipient. You can enter up to 64 characters.
Department — Enter the department name of the recipient. You can enter up to
64 characters.
Keyword — Enter the comment of the recipient. You can enter up to 256 characters.
•
You must specify either the “First Name” or “Last Name” field and either the “Email
Address” or “Fax Number” field to register the contact.
•
You cannot send originals to the fax numbers without the optional Fax unit even if you set up the contact that the fax number is specified.
SUPPLEMENTS:
•
You can clear the entered values in each field by clicking [Reset].
•
You can cancel adding or editing a contact by clicking [Cancel].
4.
If you are registering a fax recipient, click [Fax Setting]. Otherwise, skip to Step 6.
• The Fax Settings page is displayed.
64 Network Operator’s Guide — Managing Address Book
5.
Enter following items according to the capabilities of recipient facsimile, and click [Save].
SUB — Enter the mailbox number if you want to send originals to the mailbox in the recipient facsimile. You can enter up to 20 characters including numbers and hyphenations (-), #, *.
SID — Enter the password to input a fax into the mailbox in the recipient facsimile. You can enter up to 20 characters including numbers and hyphenations (-),
#, *.
SEP — Enter the mailbox number if you want to retrieve a document from the mailbox in the recipient facsimile. You can enter up to 20 characters including numbers and hyphenations (-), #, *.
PWD — Enter the password to retrieve a document from the mailbox in the recipient facsimile. You can enter up to 20 characters including numbers and hyphenations (-), #, *.
ECM — Enable or disable the ECM (Error Correction Mode). If enabled, it facilitates error free communications by automatically resending any portion of the document affected by phone line noise or distortion.
Line Select — Select the line to be used. If this is set to “OFF”, this equipment automatically selects the line to be used. However, “LINE 2” can be applicable only when the optional line 2 board is installed.
Quality Transmit — Select if you want to send documents in the Quality TX mode. This feature sends documents at a slower speed than a normal so that the transmission will be less affected by line condition.
Transmission Type — Select whether the document will be sent in the Memory
TX mode or Direct TX mode.
SUPPLEMENT:
•
If you want to clear the fax settings of the contact, click [Reset].
Network Operator’s Guide — Managing Address Book 65
6.
In the Contact Properties page, click [Save] to add new contact.
Deleting a contact
1.
Click the Registration tab and the Address Book menu.
• The Address Book menu page is displayed.
2.
Click the link that you want to delete in the contacts list.
66
• The Contact Properties page is displayed.
Network Operator’s Guide — Managing Address Book
3.
Click [Delete].
• The contact is deleted from the Address Book.
Adding New Contact from the LDAP Server
You can search for contacts in the LDAP server and add them to the Address Book. To use the
LDAP search feature, the administrator must configure the directory service. Before operating the LDAP search, please ask your administrator if the Directory Service has been configured.
Adding new contact from the LDAP server
1.
Click the Registration tab and the Address Book menu.
• The Address Book menu page is displayed.
2.
Click [Search].
• The Search Contact page is displayed.
Network Operator’s Guide — Managing Address Book 67
3.
Select the directory service name that you want to search in the “Directory Service Name” field, and enter the search terms in the fields that you want to search.
SUPPLEMENTS:
•
TopAccess will search for recipients that contain the text entered in each item.
•
Leaving the field blank allows wild card searching. However, you must specify one of them.
4.
Click [Search].
• TopAccess will start searching for recipients in the LDAP server and the Search Address List page will display the results.
5.
Check the boxes of contacts that you want to add to the
Address Book.
68
• You can select all users in the list by clicking on the button.
6.
Click [ADD].
• Selected contacts are added in the Address Book.
Network Operator’s Guide — Managing Address Book
Managing Groups in the Address Book
You can create groups that contain the multiple recipients. This enables you to specify the groups for the destinations instead of specifying each recipient separately when operating Scan to Email, or fax or Internet Fax transmission. You can also delete groups.
P.69 "Adding or editing a group"
P.70 "Deleting a group"
Adding or editing a group
1.
Click the Registration tab and the Address Book menu.
• The Address Book menu page is displayed.
2.
Click the Group submenu.
• The Group submenu page is displayed.
3.
Click [New] to add new group, or click the group link that you want to edit in the groups list.
• The Group Properties page is displayed.
Network Operator’s Guide — Managing Address Book 69
4.
Enter following items to specify the group properties.
SUPPLEMENTS:
Group Name — Enter the group name.
•
You can clear the entered values in each field by clicking [Reset].
•
You can cancel adding or editing a group by clicking [Cancel].
5.
Check the Email boxes of users to add the Internet Fax recipients, and check the Fax boxes of users to add the Fax recipients.
NOTE:
•
To perform the fax transmission, the optional Fax unit is required. If the optional Fax unit is not installed, you cannot perform the fax transmission even if you specify the fax number.
6.
Click [OK].
• The group is created.
Deleting a group
1.
Click the Registration tab and the Address Book menu.
• The Address Book menu page is displayed.
2.
Click the Group submenu.
• The Group submenu page is displayed.
70 Network Operator’s Guide — Managing Address Book
3.
Click the group link that you want to delete in the groups list.
• The Group Properties page is displayed.
4.
Click [Delete].
• Selected group is deleted.
Network Operator’s Guide — Managing Address Book 71