This category describes the things that you must do before using e-mail functions. |
Introduction to Using E-Mail Functions |
This machine enables you to send scanned documents to an e-mail application. Scanned documents are converted to file formats such as TIFF and are transmitted as an e-mail attachment to the recipient's e-mail application.
Set the network settings to enable your machine to communicate over the network. (See "Basic Network Settings.")
Set the e-mail settings to enable your machine to communicate with a mail server. (See "Setting Scan to E-Mail and I-Fax.") |
Basic Methods for Sending E-Mails |
This section describes the flow of sending e-mails. |
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The SEND indicator lights up and the machine enters the send standby mode. |
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For instructions on specifying destinations, see "Specifying Destinations (E-Mail)." |
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E-Mail (B&W): <PDF>, <TIFF (B&W)> E-Mail (Color): <PDF (COMPACT)>, <JPEG>
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If you have selected <JPEG> in step 6, this setting is not available. <DIVIDE INTO PAGES> is automatically set to <ON> when sending documents in JPEG format. <OFF>: Sends multiple images as a single file without dividing them. <ON>: Separates multiple images and send them as separate files. |
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E-Mail (B&W): <200x200dpi>, <300x300dpi>, <400x400dpi>, <600X600dpi>, <150X150dpi>, <200x100dpi> E-Mail (Color): <200x200dpi>, <300x300dpi>, <100X100dpi>, <150X150dpi>
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<TEXT/PHOTO>, <TEXT>, <PHOTO> If you have selected <PDF (COMPACT)> as the file format in step 6, the original type is automatically set to <TEXT/PHOTO>. Skip to step 10. |
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If the <ORIGINAL SIZE> message appears, press [
You can set the document's name, a subject line, message body text, and reply-to address, and e-mail priority common to all sending jobs. For instructions, "Optional Settings for an E-Mail." |
Canceling Send E-Mail Documents |
Follow this procedure to cancel a transmission in progress. |
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Specifying Destinations (E-Mail) |
This section describes how to specify an e-mail address. You can select a destination stored in the Address Book, a one-touch key, or a coded dial code, or specify a new address. |
Using Numeric Keys (E-Mail) |
Using the Address Book (E-Mail) |
Using the One-Touch Keys (E-Mail) |
Using Coded Dial Codes (E-Mail) |
Using the Group Addresses (E-Mail) |
Sending Originals to More Than One Location (Broadcasting) (E-Mail) |
Using Numeric Keys (E-Mail) |
You can specify a new e-mail address. |
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If you enter a wrong character when specifying an e-mail address, go back to the wrong digit with [ If you want to start sending without adjusting the optional send settings, skip to step 6. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 4.
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Using the Address Book (E-Mail) |
The Address Book search enables you to search for a recipient registered in the machine. This is useful when you forget which one-touch key or coded dial code the recipient you want is registered under. |
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If no recipient is registered in Address Book, <NOT REGISTERED> is displayed. |
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<NAME SEARCH>: searches a destination by name <ADD/TEL SEARCH>: searches a destination by address |
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For example, if you want to search for a name that starts with the letter "C", press [ [:A]: Letter mode [:1]: Number mode |
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[ [ |
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You can enter the optional settings by pressing [OK] again. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 7.
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Using the One-Touch Keys (E-Mail) |
You can specify up to 23 destinations using one-touch keys. |
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If you pressed a wrong key, press If you want to start sending without adjusting the optional send settings, skip to step 5. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 3.
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Using Coded Dial Codes (E-Mail) |
You can specify up to 177 destinations using coded dial codes. |
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If you entered a wrong code, press If you want to start sending without adjusting the optional send settings, skip to step 6. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [
You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 4. |
Using the Group Addresses (E-Mail) |
Group Dialing enables you to specify a group of registered destinations in the one-touch keys or coded dial codes. This is useful if you want to send the same document to several destinations. You can register up to 199 destinations in one group. |
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Specifying a Group from the One-Touch Keys (E-Mail) |
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If you pressed a wrong key or code, press If you want to start sending without adjusting the optional send settings, skip to step 5. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 3.
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Specifying a Group from the Coded Dial Codes (E-Mail) |
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If you pressed a wrong key or code, press If you want to start sending without adjusting the optional send settings, skip to step 5. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 3.
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Sending Originals to More Than One Location (Broadcasting) (E-Mail) |
Broadcasting enables you to send the same document to multiple recipients. |
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If you are specifying destinations registered in Address Book, you can skip this step. |
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If the <ORIGINAL SIZE> message appears, press [ |
Adjusting Density (E-Mail) |
You can adjust the density to the most appropriate level for the original. |
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If you are specifying the destination registered in one-touch keys or coded dial codes, you can skip this step. |
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For instructions on specifying destinations, see "Specifying Destinations (E-Mail)". |
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[ [ |
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If the <ORIGINAL SIZE> message appears, press [ |
Selecting Image Quality (E-Mail) |
You can adjust the image quality of the document you send. The higher image quality you set, the better the output will be, but the longer the transmission will take. |
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If you are specifying the destination registered in one-touch keys or coded dial codes, you can skip this step. |
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For instructions on specifying destinations, see "Specifying Destinations (E-Mail)". |
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You can also press E-Mail (B&W): <200x200dpi>, <300x300dpi>, <400x400dpi>, <600x600dpi>, <150x150dpi>, <200x100dpi> E-Mail (Color): <200x200dpi>, <300x300dpi>, <100X100dpi>, <150X150dpi>
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If the <ORIGINAL SIZE> message appears, press [ |
2-Sided Originals (E-Mail) |
You can set the machine to automatically turn over two-sided originals that are placed in the ADF, and scan each side separately. |
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If you are specifying the destination registered in one-touch keys or coded dial codes, you can skip this step. |
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For instructions on specifying destinations, see "Specifying Destinations (E-Mail)". |
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<BOOK TYPE>: The front and back sides of the document have the same top-bottom orientation. <CALENDAR TYPE>: The front and back sides of the document have opposite top-bottom orientations. |
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If the <ORIGINAL SIZE> message appears, press [ |
Job Recall (E-Mail) |
You can recall the last three addresses, scan settings, and send settings which have been set, and then send your documents. |
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You can change the recalled scan and send settings if necessary. |
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If the <ORIGINAL SIZE> message appears, press [ |
Favorites Buttons (E-Mail) |
You can register a destination together with any possible combination of send settings in a favorites button. One-touch keys 01 to 04 can be registered as favorites buttons. This feature is useful for registering frequently used send settings. |
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Registering a Favorites Button (E-Mail) |
Erasing a Favorites Button (E-Mail) |
Using the Favorites Buttons (E-Mail) |
Registering a Favorites Button (E-Mail) |
This section describes the procedure for registering a favorites button. |
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If a password has been set for the Address Book, enter the password using |
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If a one-touch destination is already registered in the desired one-touch key, select another key, or delete the destination first. |
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<PDF>, <TIFF (B&W)>: Select for sending images in black-and-white. <PDF (COMPACT)>, <JPEG>: Select for sending color images. |
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<OFF>: Sends multiple images as a single file without dividing them. <ON>: Separates multiple images and send them as separate files.
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You can select from <200x200dpi>, <200x400dpi>, <300x300dpi>, <400x400dpi>, <600x600dpi>, <100x100dpi>, <150x150dpi>, and <200x100dpi>.
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Erasing a Favorites Button (E-Mail) |
This section describes the procedure for erasing a favorites button. |
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If a password has been set for the Address Book, enter the password using |
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Using the Favorites Buttons (E-Mail) |
If you frequently send documents with the same document settings to the same destination, store these settings in a favorites button. Then, when you need to specify the destination, all you have to do is select the favorites button containing your stored document settings and the desired destination, and send your document. |
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If you pressed a wrong key, press If you want to start sending without adjusting the optional send settings, skip to step 5. |
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You can enter the optional settings. (See "Send Settings (E-Mail).") |
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If the <ORIGINAL SIZE> message appears, press [ You can also adjust the following scan settings as necessary, using the keys on the operation panel, after specifying the destination in step 3.
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Sending Originals at a Preset Time (Delayed Sending) (E-Mail) |
Delayed sending enables you to start transmission at a specified time. You can store up to 64 delayed sending jobs. |
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If you are specifying destinations registered in Address Book, you can skip this step. |
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The document is scanned and stored into memory. It will be sent to the specified destination at the specified time. If the <ORIGINAL SIZE> message appears, press [
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Specifying the Data Compression Ratio for Color Send Jobs (E-Mail) |
You can set the compression ratio for color scanned data. A high compression ratio reduces the amount of memory used for the document, but results in low quality images. On the contrary, a low compression ratio increases the amount of memory used for the document, but results in high quality images. |
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Resending Data Automatically When an Error Occurs (RETRY TIMES) (E-Mail) |
Retry Times is the mode which automatically resends data when the data cannot be sent. This occurs because the receiver is busy sending or receiving, or when an error occurs. This setting determines the number of retry attempts. You can set from one to five retry attempts, or select <0> to turn the Retry Times mode off. |
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Standard Send Settings (E-Mail) |
This mode enables you to change the standard settings for the Send function, including the scan mode and file format. |
Storing the Standard Send Settings (E-Mail) |
Restoring the Standard Send Settings to Their Default (E-Mail) |
Storing the Standard Send Settings (E-Mail) |
You can change and store the Standard Send Settings. |
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You can specify the following settings:
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Restoring the Standard Send Settings to Their Default (E-Mail) |
You can restore the Standard Send Settings to their default settings. |
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To cancel restoring the Standard Send Settings, press [ |
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Send Settings (E-Mail) |
You can optionally set the file format, if multiple images are sent as separate files or a single file, resolution, and original type after specifying the e-mail address. |
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If you are specifying the destination registered in one-touch keys or coded dial codes, you can skip this step.
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For details, see "Specifying Destinations (E-Mail)." |
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E-Mail (B&W): <PDF>, <TIFF (B&W)>
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If you have selected <JPEG> in step 6, this setting is not available. <OFF>: Sends multiple images as a single file without dividing them. |
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E-Mail (B&W): <200x200dpi>, <300x300dpi>, <400x400dpi>, <600X600dpi>, <150X150dpi>, <200x100dpi>
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<TEXT/PHOTO>, <TEXT>, <PHOTO> If you have selected <PDF (COMPACT)> as the file format in step 6, the original type is automatically set to <TEXT/PHOTO>. Skip to step 10. |
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If the <ORIGINAL SIZE> message appears, press [
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Optional Settings for an E-Mail |
You can scan an original and send it as an attached file in an e-mail message. You can add the document's name, a subject line, message body text, reply-to address, and e-mail priority. The scanned document can be sent as a JPEG, TIFF, or PDF file. |
Naming a Sent Document Using an E-Mail |
Subject/Message (E-Mail) |
Reply-to (E-Mail) |
E-mail Priority |
Naming a Sent Document Using an E-Mail |
You can enter the name of the document that you want to send. |
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Subject/Message (E-Mail) |
You can enter a subject of the e-mail message. |
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Reply-to (E-Mail) |
You can enter a reply-to address. |
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E-Mail Priority |
You can select the e-mail priority. |
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Specifying the Gamma Value for Sending Color Documents (E-Mail) |
If you are sending to an e-mail destination, you can specify the gamma value used when converting scanned RGB image data to YCbCr. By setting a gamma value corresponding to the gamma value at the receiving end, sent image data can be printed with the appropriate image quality at the receiving end. |
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You can specify the following settings: <GAMMA 1.8>, <GAMMA 2.2>,< GAMMA 1.0>, <GAMMA 1.4> |
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Adjusting Sharpness (E-Mail) |
This mode enables you to scan original images with a sharper or softer contrast. To scan originals with text or lines with a sharper contrast, increase the sharpness as setting. To scan originals containing printed images or other halftones with a softer contrast, decrease the sharpness as setting. The default setting is <4> (middle).
If you scan an original containing halftones, such as a printed image, using the Photo mode, the moiré effect (a shimmering, wavy pattern) may occur. In this case, you can lessen this moiré effect by decreasing the sharpness to produce a clearer image.
You can enhance the edges of original images so that faint or fine text is scanned with a sharper contrast by increasing the sharpness. This setting is particularly suited for scanning blueprints and faint pencil drawn images. |
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Each time you press [ |
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Specifying the Maximum Data Size for Sending E-Mails |
This function enables you to set the maximum data size for outgoing e-mail documents. If an e-mail transmission exceeds the data size limit, it is split up into several e-mail messages before being sent. |
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If the e-mail message exceeds this data size limit, it is split up into several e-mail messages before being sent. |
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Dividing the Data for Sending E-Mails |
This function enables you to divide an e-mail document into separate files when it is sent if its size exceeds the data size you specify in "Specifying the Maximum Data Size for Sending E-Mails." |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Checking/Changing the Status of E-Mail Documents |
The System Monitor enables you to view the transmission results, and monitor the status of the send jobs currently being processed. |
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Checking/Deleting E-Mail Transmission Documents |
Printing the E-Mail Log |
Checking/Deleting E-Mail Transmission Documents |
You can check the status of e-mail documents currently being sent or waiting to be sent, then delete unwanted documents as necessary. |
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If you do not want to cancel the job, press [ |
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Printing the E-Mail Log |
You can print the results of scanning transactions. TX REPORT and ACTIVITY REPORT can be set to print automatically. You can also print ACTIVITY REPORT manually. |
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<PRINT ERROR ONLY>: Prints a report only when a transmission error occurs. |
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<OFF>: Does not print the first page. |
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The following items are displayed in the Transmission Report:
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<OUTPUT YES>: Prints a report after every 40 transactions. |
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<OFF>: Prints a report with the transmission and reception results listed chronologically. |
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The following items are displayed in the Activity Report:
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