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TRANSMITTING AN IMAGE

SENDING AN IMAGE IN SCAN MODE

An image can be sent in scan mode (Scan to E-mail, Scan to FTP, Scan to Desktop, and Scan to Network Folder).

  • If the memory becomes full while the originals are being scanned, a message will appear and scanning will stop.
  • When performing Scan to E-mail, take care not to send a file that is too large. In particular, multi-page files tend to be large. When sending a multi-page file or other large file, it may be necessary to reduce the number of scanned pages or reduce the send size.

Place the original.

Place the original in the document feeder tray of the automatic document feeder, or on the document glass.
AUTOMATIC DOCUMENT FEEDER
DOCUMENT GLASS
When placing the originals, orient them as shown below.
* When sending A4 (8-1/2" x 11") and A5 (5-1/2" x 8-1/2") sizes using mixed originals, place the A5 (5-1/2" x 8-1/2") size in the vertical orientation so that the width is the same as A4 size.

Specify the destination.

RETRIEVING A DESTINATION FROM AN ADDRESS BOOK
VIEWING A LIST OF THE SELECTED DESTINATIONS
USING A SEARCH NUMBER TO RETRIEVE A DESTINATION
ENTERING AN ADDRESS MANUALLY
SPECIFYING A NETWORK FOLDER
RETRIEVING A DESTINATION FROM A GLOBAL ADDRESS BOOK
RETRIEVING A DESTINATION FROM A MOBILE ADDRESS BOOK
USING A TRANSMISSION LOG TO RESEND
The icon on the key indicates the type of destination stored in the key.
Scan to E-mail
Scan to FTP
Scan to Network Folder
Scan to Desktop

Tap the [Original] key.

Tap the appropriate orientation key.

Specify the orientation of the original placed in step 1.
After the settings are completed, tap .

Tap the [B/W Start] or [Colour Start] key to start scanning of the original.

  • If the original was inserted in the document feeder tray, a beep will sound when scanning is completed and transmission will take place.
  • If the original is placed on the document glass, the [Read-End] key appears in the touch panel. If the original is only one page, go to step 7. To scan more pages, go to step 6.
  • You can tap the [Preview] key to check a preview of the image before sending an image. For more information, see " CHECKING THE IMAGE TO BE TRANSMITTED".
  • If the file format is set to [PDF/Encry.], [PDF/Encry./Reduce Colours], [PDF/Encry./Compact], or [PDF/Encry./Compact/U-Fine], you will be prompted to enter the password when you tap the [B/W Start] or [Colour Start] key.
  • Tap the password entry box to open the keyboard screen, enter a password using a maximum of 32 characters, and tap the [OK] and [Send] key in sequence. The recipient must use the password entered here to open the Encrypt PDF file.
  • To cancel Encrypt PDF, tap the [Cancel] key. The format settings screen will appear to let you change the file type.
    • Select a new file type and tap the [B/W Start] or [Colour Start] key to begin transmission.

If the original was placed on the document glass, replace it with the next original and tap the [B/W Start] or [Colour Start] key.

Repeat until all originals have been scanned.

Tap the [Read-End] key.

A beep will sound to indicate that the operation is completed.
  • If no action is taken for one minute after the confirmation screen is displayed, scanning automatically ends and the transmission is reserved.
  • Tap the [Change Setting] key to change the exposure, resolution, scan size, and send size for each original page scanned. However, when "Card Shot" is selected in Others, change only the exposure when scanning an even-numbered original page.
  • When Scan to E-mail and Internet Fax destinations are included, the send width for Scan to E-mail and Internet Fax will be the same as the send width for fax.
  • To change the time until transmission takes place automatically:
    • Select "Settings (administrator)" - [System Settings] → [Image Send Settings] → [Common Settings] → [Condition Settings] → [Job Auto Start Time During Scanning].
  • To set the scan complete sound:
    • In "Settings (administrator)", select [System Settings] → [Sound Settings] → [Beep Sound Settings (Common)] → [Scan Complete Sound (Image Send)].

CHANGING THE SUBJECT, FILE NAME, REPLY-TO, AND BODY TEXT AT THE TIME OF SCAN TRANSMISSION

Change the subject, file name, reply-to, and body text when performing a scan transmission. If necessary, directly enter the text.

  • When performing Scan to FTP, Scan to Desktop, or Scan to Network Folder, only the file name is used.
  • If the subject or file name is not changed, the settings in [System Settings] → [Image Send Settings] → [Scan Settings] → [Subject Name Settings], [File Name Settings], and [Message Body Settings] in "Settings (administrator)" are used.
  • If the reply-to address is not changed, the settings in [System Settings] → [Image Send Settings] → [Scan Settings] → [Condition Settings] → [Default Reply.Address Set] in "Settings (administrator)" are used. If this is not configured, the reply address configured in [Network Settings] → [Services Settings] → [SMTP] → [Sender Address] in the "Settings" is used. (Administrator rights are required.)
  • To configure the candidates for the subject, file name, and body text, select [System Settings] → [Image Send Settings] → [Scan Settings] in "Settings (administrator)".
  • For details on how to enter characters, refer to " CHARACTER ENTRY" in "How to operate this machine".

Tap the [Detail] key to change to normal mode.

EASY MODE

To change the subject, tap the [Subject] entry box.

Tap a pre-set text key.

After the settings are completed, tap .
To cancel the selection of the subject:
Tap the [Clear] key.
If you wish to directly enter the text, tap the [Direct Entry] key to open the soft keyboard.
Enter the text and tap the [OK] key.

To change the file name, tap the [File Name] entry box.

After the settings are completed, tap .
  • Tap the key of the file name from the list.
  • To directly enter the file name, tap the [Direct Entry] key.
  • A prompt is displayed in the file name. The prompt is changed according to the settings. If the settings are not changed, "Following the System Settings" is displayed.
In [OCR Setting], if [File Name Auto Extraction] is enabled, "File Name Auto Extraction" will be displayed.
When scanning to a shared folder, if you set a file name that is the same as an existing file name in the shared folder, the file name will be changed to prevent overwriting of the existing file.

Tap [Options].

To change the reply address, tap the [Reply-To] entry box.

If user authentication is being used, the information of the user that logged in will be applied, and thus the reply address cannot be changed.

Tap the key that you wish to use for the reply address.

After the settings are completed, tap .
  • You can select addresses from the user list in the same way as you would select the reply address. You can also tap [Global Address Search] on the action panel to specify a user stored in the global address book as the reply address.
  • Tapping [Direct Entry] on the action panel allows you to directly enter the e-mail address.
  • Selecting the [Add 'Reply to' to Cc] checkbox to adds a reply address to the Cc address.

To change the body text, tap the [Body Text] entry box.

Enter the body text.

After the settings are completed, tap .
  • To select a pre-set text previously stored in the Setting mode (Web version), tap the [Pre-Set Select] key.
  • To directly enter the body text, tap the [Edit] key.
To clear all entered text:
Tap the [Clear All] key. When this key is tapped, the entire body of the message is erased immediately, not just the selected line.
  • Enter up to 1800 characters. (A line break counts as one character.)
  • To edit the selected line, tap the [Edit] key. The soft keyboard will appear with the selected text entered.

SENDING A FAX IN INTERNET FAX MODE

Transmits a fax in Internet Fax mode. This procedure can also be used to perform a direct transmission by Direct SMTP.

  • If the memory becomes full while the originals are being scanned, a message will appear and scanning will stop.
  • When all originals have been scanned, the message "Job stored." will be displayed together with a job control number. If necessary, use this number to locate the job in the Transaction Report or in the Image Sending Activity Report.
    • If the job is a broadcast transmission, this number will also appear in the key of the job in the job status screen. For this reason, it is advisable to make a note of the number so that you can check the result easily.
  • Mail Footer Registration: The specified text is automatically appended to the end of the body text of e-mail. This is convenient when you wish to append pre-set text such as a corporate policy. To enter the text to append, select [System Settings] → [Image Send Settings] → [Scan Settings] → [Message Body Settings] → [Mail Footer Registration] in "Settings (administrator)".
    • Enter up to 900 characters. (The appended text is not included in the maximum number of characters that can be entered in the e-mail body.)
    To specify whether or not to append text, select [System Settings] → [Image Send Settings] → [Scan Settings] → [Message Body Settings] → [Add a Footer Automatically to the Mail Message Body] in "Settings".
If a default address has been configured using "Settings" → [System Settings] → [Image Send Settings] → [Scan Settings] → [Default Address] → [Default Address Setting], the mode cannot be changed, or the destination cannot be changed or added.
To switch to Internet fax mode, tap the [Cancel] key in the touch panel and then perform the transmission procedure.

Place the original.

Place the original in the document feeder tray of the automatic document feeder, or on the document glass.
AUTOMATIC DOCUMENT FEEDER
DOCUMENT GLASS
Rotation sending
A5 (5-1/2" x 8-1/2") or B5 size original in landscape orientation will be rotated 90 degrees and transmitted as an A5 (5-1/2" x 8-1/2") or B5 image in portrait orientation.

Tap the mode display to switch to the initial screen of Internet Fax mode.

SELECTING NETWORK SCANNER MODE

Specify the destination.

RETRIEVING A DESTINATION FROM AN ADDRESS BOOK
VIEWING A LIST OF THE SELECTED DESTINATIONS
USING A SEARCH NUMBER TO RETRIEVE A DESTINATION
ENTERING AN ADDRESS MANUALLY
SPECIFYING A NETWORK FOLDER
RETRIEVING A DESTINATION FROM A GLOBAL ADDRESS BOOK
RETRIEVING A DESTINATION FROM A MOBILE ADDRESS BOOK
USING A TRANSMISSION LOG TO RESEND
The icon of appears in one-touch keys in which Internet fax addresses are stored.
To change [Subject], [File Name], or [Body Text], tap the [Others] key and tap the [Send Settings] key.
CHANGING THE SUBJECT, FILE NAME, AND BODY TEXT AT THE TIME OF INTERNET FAX TRANSMISSION

Tap the [Original] key.

  • Set the density, resolution, and format in [System Settings] → [Image Send Settings] → [Internet Fax Settings] → [Server Settings] → [Default Settings] in "Settings (administrator)".
  • Tapping the [Others] key allows you to configure various functions, for example, collectively sending two original pages as one sheet or original pages with different sizes.

Tap the appropriate orientation key.

After the settings are completed, tap .

Tap the [Start] key to start scanning of the original.

  • If the original is placed on the document glass, the [Read-End] key appears in the touch panel.
    • If the original is only one page, go to step 8. To scan more pages, go to the next step.
  • If the original was inserted in the document feeder tray, a beep will sound when scanning is completed and transmission will take place.
You can tap the [Preview] key to check a preview of the image before sending an image. For more information, see " CHECKING THE IMAGE TO BE TRANSMITTED".

If the original was placed on the document glass, replace it with the next original and tap the [Start] key.

Repeat until all originals have been scanned.

Tap the [Read-End] key.

A beep will sound to indicate that the operation is completed.
Open the automatic document feeder and remove the original.
  • If no action is taken for one minute after the confirmation screen is displayed, scanning automatically ends and the transmission is reserved.
  • Tap the [Change Setting] key to change the exposure, resolution, scan size, and send size for each original page scanned. However, when "N-Up" or "Card Shot" is selected in Others, only change the exposure when scanning an even-numbered original page.

CHANGING THE SUBJECT, FILE NAME, AND BODY TEXT AT THE TIME OF INTERNET FAX TRANSMISSION

Change the subject, file name, and body text when performing an Internet fax transmission. If necessary, directly enter the text. Configure a file name, and other settings for an Internet fax using the Send Settings of the other functions.

  • If the subject and file name are not changed, the settings in the Setting mode (Web version) are used.
  • To configure the candidates for the subject, file name, and body text, click [System Settings] → [Image Send Settings] → [Scan Settings] in "Settings (administrator)".
  • For details on how to enter characters, refer to " CHARACTER ENTRY" in "How to operate this machine".

Tap the mode display to switch to the initial screen of Internet Fax mode.

SELECTING NETWORK SCANNER MODE

Tap the [Send Settings] key.

To change the subject, tap the [Subject] entry box.

Tap a pre-set text key.

To cancel the selection of the subject:
Tap the [Clear] key.
If you wish to directly enter the text, tap the [Direct Entry] key to open the soft keyboard. Enter the subject and tap the [OK] key.

To change the file name, tap the [File Name] entry box.

Tap a pre-set text key.

After the settings are completed, tap .
  • To store the pre-set text for the file name, select [System Settings] in "Settings" → [Image Send Settings] → [Scan Settings] → [File Name Settings].
  • If you wish to directly enter the text, tap the [Direct Entry] key to display the soft keyboard. Enter the file name and tap the [OK] key.
To cancel the selection of the file name:
Tap the [Clear] key.

To change the body text, tap the [Body Text] entry box.

Enter the body text.

After the settings are completed, tap .
  • To select a pre-set text previously stored in the Setting mode (Web version), tap the [Pre-Set Select] key.
  • To directly enter the body text, tap the [Edit] key.
To clear all entered text:
Tap the [Clear All] key. When this key is tapped, the entire body of the message is erased immediately, not just the selected line.
  • Enter up to 1800 characters. (A line break counts as one character.) Use to select on a line basis.
  • To edit the selected line, tap the [Edit] key. The soft keyboard will appear with the selected text entered.

SENDING THE SAME IMAGE TO MULTIPLE DESTINATIONS (BROADCAST TRANSMISSION)

Send the same scanned image to multiple scan, Internet fax, and fax mode destinations in a single operation.
One operation allows you to send data to up to 500 destinations, including the reserved send jobs. (For example, if broadcast transmission jobs with 450 destinations are already reserved, data can be broadcasted to up to 50 destinations.)

It is convenient to store destinations you frequently use for broadcast transmission as contacts or groups.
A maximum of 500 destinations can be stored in one contact.
For broadcast transmission, the contact or group key can be simply tapped to retrieve multiple fax numbers.
You can also send faxes with the one-touch key by setting the [Set as Default used] checkbox to when addresses are registered. If you wish to temporarily remove a destination from the stored addresses, open the detail confirmation screen and remove the destination in the screen.
USING A TRANSMISSION LOG TO RESEND

  • When the checkbox of "Settings (administrator)" -[System Settings] → [Image Send Settings] → [Common Settings] → [Condition Settings] → [Address Book Default Selection] → [Apply Addresses of Sending Modes Only] is set to (factory default setting),the image is only sent to those destinations among the destinations that are set to [Set as Default used] which are for the currently selected mode. If the checkmark is removed , the image can also be sent to destinations of other modes.
  • When broadcast transmission includes Internet Fax addresses, the document is sent in black and white to all addresses.
  • When Internet Fax mode addresses are included in broadcast transmission addresses, the image data is converted and sent as image data for Internet Fax. Even when scanned in colour, the image data is converted to Internet Fax black and white binary and sent to addresses such as e-mail addresses.
  • If you wish to send the same image as fax to all destinations in normal mode, tap [Send Same Image as Fax Address] on the action panel. This cannot be selected when Internet Fax is included in the destinations.
  • When Scan to E-mail and Internet Fax destinations are included, the send width for Scan to E-mail and Internet Fax will be the same as the send width for fax.
  • Broadcast transmission is not possible to both direct SMTP addresses and other types of addresses.
A transmission is performed, ignoring hyperlinks with Scan to FTP and Scan to Network Folder addresses.
To register destinations in a contact or group:
In the address book screen, tap [Add New] on the action panel, or tap the [Address Control] icon in the home screen.
For more information, see " STORING ADDRESSES THROUGH DIRECT ENTRY", " STORING ADDRESSES THROUGH DIRECT ENTRY", " USING A TRANSMISSION LOG TO RESEND," STORING GROUPS.

Place the original.

Place the original in the document feeder tray of the automatic document feeder, or on the document glass.
AUTOMATIC DOCUMENT FEEDER
DOCUMENT GLASS

Specify all destinations.

RETRIEVING A DESTINATION FROM AN ADDRESS BOOK
VIEWING A LIST OF THE SELECTED DESTINATIONS
USING A SEARCH NUMBER TO RETRIEVE A DESTINATION
ENTERING AN ADDRESS MANUALLY
SPECIFYING A NETWORK FOLDER
RETRIEVING A DESTINATION FROM A GLOBAL ADDRESS BOOK
RETRIEVING A DESTINATION FROM A MOBILE ADDRESS BOOK
USING A TRANSMISSION LOG TO RESEND
  • One-touch keys that cannot be used for broadcast transmission are greyed out to prevent selection.
  • If a Scan to FTP or Network Folder address is specified in a broadcast transmission, hyperlink e-mail transmission will not take place.
  • If [System Settings] → [Image Send Settings] → [Common Settings] → [Condition Settings] → [Be sure to press Next Address Key ([+]) before selecting the next address.] is enabled in "Settings (administrator)", tap before specifying the next destination.
  • If you wish to send the same image (Mono2) as the one for the fax address to all destinations in normal mode, tap [Send Same Image as Fax Address] on the action panel.

Tap [Address Review] on the action panel.

Confirm the destination.

  • To cancel a specified destination:
    • Tap the key of the destination that you wish to cancel to release the selection.
  • To switch delivery types (To/Cc/Bcc):
    • Tap the address that you want to change, and tap [Change to To], [Change to Cc], or [Change to Bcc] on the action panel.

Tap the [B/W Start] or [Colour Start] key ([Start] key in normal mode) to start scanning of the original.

  • If you inserted the original pages in the document feeder tray, all pages are scanned.
    • A beep will sound to indicate that scanning and transmission have ended.
  • When you place the original on the document glass, scan each page at a time.
    • When scanning finishes, place the next original and tap the [B/W Start] or [Colour Start] key ([Start] key in normal mode). Repeat until all pages have been scanned and then tap the [Read-End] key. A beep will sound to indicate that transmission has ended.
You can tap the [Preview] key to check a preview of the image before sending an image. For more information, see " CHECKING THE IMAGE TO BE TRANSMITTED".

SETTING MODES WHEN MULTIPLE TYPES OF ADDRESSES ARE INCLUDED IN A BROADCAST TRANSMISSION

This section explains settings you should bear in mind if multiple types of addresses are included in a broadcast transmission.
When a broadcast transmission includes a mix of several types of addresses (such as scan mode and Internet Fax mode destinations), its settings are enabled for all addresses regardless of which mode screen is used to configure them. Note the following exceptions:
When Internet Fax addresses are not included

File format (file compression mode)

The compression mode set with [System Settings] → [Image Send Settings] → [Scan Settings] → [Condition Settings] → [Compression Mode at Broadcasting] in "Settings (administrator)" is used for all destinations.
Colour Mode

When the colour mode setting is [Full Colour] in scan mode, the image will be sent in Mono2 to fax addresses and in colour to scan addresses.

To send the image in Mono2 to all addresses, tap [Send Same Image as Fax Address] on the action panel in normal mode
Original Count

An address of a mode in which the number of original sheets are specified, if it exists, is enabled.
Scan file size

If a broadcast transmission is performed that includes destinations for which an attachment size limit has been set using [Maximum Size of Send Data (E-Mail)] or [Maximum Size of Send Data (FTP/Desktop/Network Folder)] (in "Settings (administrator)", select [System Settings] → [Image Send Settings] → [Scan Settings] → [Condition Settings]), the limit will also apply to destinations for which a limit is not set.
N-Up

This mode is available only for Fax. It is linked to a mode with an appropriate function.
Drop Out colour

This mode is available for Scanner and Data entry. It is linked to a mode with an appropriate function.
RGB

This mode is available for Scanner, Network Folder, and FTP/Desktop. It is linked to a mode with an appropriate function.

When Internet Fax addresses are included
When Internet Fax addresses are included in the destinations, the following restrictions apply.

Colour Mode

Fixed at black & white binary.
File format (file compression mode)

Fixed at TIFF.
Original

Transmission will take place to all addresses using the same image width as Internet Fax.
Background Adjustment

Cannot be set.
Blank Page Skip
Drop Out colour
Contrast
Sharpness
RGB
Sign
Encrypt
Multicrop
Business Card Scan
Image Crop
Broadcast transmission is not possible to both direct SMTP addresses and other types of addresses.

RESENDING TO UNSUCCESSFUL BROADCAST TRANSMISSION DESTINATIONS

The results of a completed broadcast transmission can be checked in the job status screen. If transmission to any of the destinations failed, resend the image to those destinations.

Tap the job status display.

Tap the [Scan] tab or [Internet Fax] tab, and tap the [Complete] key.

If the broadcast transmission included destinations of different modes, the same broadcast transmission key will appear in each of those modes.

After tapping the key of the completed broadcast transmission, tap [Check Details of Selected Job] on the action panel.

After tapping the [Failed] tab, tap [Resend to All Addresses Which Failed in Sending] on the action panel to resend the image.

The steps to follow after [Resend to All Addresses Which Failed in Sending] is tapped differ depending on whether or not document filing is used.
  • Using document filing:
    • You will return to the document filing resend screen with the unsuccessful destinations entered.
    Perform the document filing resend procedure. (There is no need to re-scan the original.)
  • Not using document filing:
    • You will return to the base screen with the unsuccessful destinations entered. Place the original and perform the steps of the broadcast transmission.

SENDING AN INTERNET FAX FROM A PC (PC-I-FAX)

A file on a computer can be sent via the machine as a fax (PC-I Fax function).
Faxes are sent using the PC-I Fax function in the same way that documents are printed. Select the PC-Fax driver as the printer driver for your computer and then select the Print command in the application. Image data for transmission will be created and sent as an Internet fax.
By using the "Log Viewer" application, Internet faxes can be sent using the transmission log displayed in the Log Viewer.
For the procedures for using this function, see the PC-Fax driver Help.

PC-i-Fax Send
Log Viewer Re-send faxes using the transmission log
  • To send an Internet fax using the PC-I-Fax function, the PC-Fax driver must be installed and then updated using the CD-ROM that accompanies the Internet fax expansion kit.
    • For more information, see the Software Setup Guide.
  • This function can only be used on a Windows computer.
This function is available for transmission. Internet faxes received on the machine cannot be received to a computer that is connected to the machine.

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