Practical Workflows > E-Mail
*
E-Mail
  • Sending an E-mail to Multiple Destinations
  • Using a Shared Address Book
Sending E-Mail

"I would like to send color documents, but I am using a black-and-white fax machine"

"I am sending paper documents from a computer via e-mail. It is too much trouble to use a personal scanner each time."

Have you ever had such problems?

Using the Scan and Send function of your imageRUNNER ADVANCE machine, you can send color documents from a computer via e-mail, with a simple operation similar to sending a fax.

  • imageRUNNER ADVANCE machines do not support e-mail reception.
  • Features of Sending Documents by E-Mail
  • imageRUNNER ADVANCE machines can send high-quality color data.
  • The machine generates PDF data with fine text and image areas processed and compressed separately.
  • This enables clear text and a compact size, even though the data is in color.
  • Benefits of Sending Documents by E-Mail
  • You can send images including fine lines, such as CAD data and maps sharply and cleanly.
  • Since e-mail uses an internet or intranet environment, you can reduce* communication costs, regardless of the time or distance. (*: When using an in-company LAN or fixed rate connection service. Compared to variable cost systems such as for fax communication.)
  • The e-mail sending function can be used without requiring other hardware or software, as long as you have an internet connection.

The system for sending e-mail is the same for computers and imageRUNNER ADVANCE machines.

  • Comparison of Sending Methods for the imageRUNNER ADVANCE
Fax E-Mail I-Fax with Simple Mode I-Fax with Full Mode Intranet Fax
Transmission Cost Per transmission Fixed rate
(leased line)		 Fixed rate
(leased line)		 Fixed rate
(leased line)		 Fixed rate
(office LAN)
Speedy Yes No No No Yes
Confirm Transmission Yes No No Yes -
Resolution Approx. 200 dpi Up to 600 dpi Up to 600 dpi Up to 600 dpi Up to 600 dpi
Paper Size Up to 11" × 17" Up to 11" × 17" Up to 11" × 17" Up to 11" × 17" Up to 11" × 17"
File Format TIFF TIFF, PDF, JPEG (Color) TIFF TIFF TIFF

E-Mail Transmission Settings

  • Settings to Check Before Installation

The settings required for an imageRUNNER ADVANCE machine to send internet faxes are the same as the e-mail transmission settings for a computer. The following E-Mail Settings must be checked in advance, either in your agreement with your internet provider, or with your network administrator if there is a DNS/mail server inside your company.

E-Mail Settings Example Setting imageRUNNER ADVANCE Setting
Primary DNS Server 10.120.5.11 Press (Settings/Registration) → [Preferences] → [Network] → [TCP/IP Settings] → [DNS Settings]
Speedy 10.120.10.55
Secondary DNS Server IRADV
Domain Name example.co.jp
E-Mail Address Acquired for the imageRUNNER ADVANCE Machine 01xxx@example.co.jp Press (Settings/Registration) → [Function Settings] → [Send] → [E-Mail/I-Fax Settings].
SMTP Server SMTPSV.example.co.jp
POP Server POPSV.example.co.jp
POP Address: Login Name iRADV
POP Password ACC123
Transmission Authentication Method POP before SMTP Press (Settings/Registration) → [Function Settings] → [Send] → [E-Mail/I-Fax Settings] → [Authentication/Encryption].
Maximum Data Size for Sending 2MB Press (Settings/Registration) → [Function Settings] → [Send] → [E-Mail/I-Fax Settings] → [Maximum Data Size for Sending].

Required Condition
  • Network settings are set.
  • E-mail settings are specified.

  • Steps for Setting Internet Fax Transmission

This section describes the procedure for specifying the internet fax settings.

Settings/Registration Settings

Registering the Destination's Address

Sending an E-Mail from the imageRUNNER ADVANCE Machine

Settings/Registration Settings

Using the Remote UI, you can perform this operation with ease.

  1. Specify the DNS settings. Click [Settings/Registration] → [Preferences] → [Network] → [DNS Settings (IPv4)].

Primary DNS Server Address, Secondary DNS Server Address: Enter the IP address of the primary server and secondary server.
Host Name: Enter a name of your choice. This is equivalent to the computer name of a computer.
Domain Name: Enter the name of the network domain that the imageRUNNER ADVANCE machine belongs to. (The part of the e-mail address after the "@")
DNS Dynamic Update: Select this if you have a dynamic DNS server.
Deselect this if you do not have a dynamic DNS server.
  • To specify these settings from the control panel of the machine, press (Settings/Registration) → [Preferences] → [Network] → [TCP/IP Settings] → [DNS Settings].
  • If the imageRUNNER ADVANCE machine continuing to issue packets to the DNS server is causing excessive network traffic, you can disable dynamic DNS updating after communication is complete. However, this is only if you have a server in your company, and your environment is not a DHCP environment (your environment must use fixed IP address and host names).

  1. Set the mail server information. Click [Settings/Registration] → [Function Settings] → [Send] → [E-Mail/I-Fax Settings] in the network settings.

Receive SMTP: Not required to be set. This setting is for Intranet Fax.
Receive POP: Set this to 'On' for environments sending with POP before SMTP or when using a POP server to receive I-faxes.
SMTP Server: The IP address or host name of the mail server used for sending
E-Mail Address: The e-mail address to set for the imageRUNNER ADVANCE machine
POP Server: The IP address or host name of the mail server (POP server) used in environments sending with POP before SMTP
POP Address: The log in name used to access the POP server (the part of the e-mail address before the "@")
POP Password: The password used to access the POP server
Confirm: Reenter the POP password for confirmation
POP Interval: Set the interval for automatically accessing the POP server to perform POP reception.
(This refers to the interval that the imageRUNNER ADVANCE machine goes to the mail server to check for e-mail)
  • To specify these settings from the control panel of the machine, press (Settings/Registration) → [Functions Settings] → [Send] → [E-Mail/I-Fax] → [Communication Settings].
  • The I-fax function of imageRUNNER ADVANCE machines uses the SMTP protocol for transmission.

  1. Specify the transmission authentication method. In Authentication/Encryption Settings, set the transmission authentication method to use according to the agreement with your internet provider or according to the security policy of the DNS/mail server in your company.

  • It is not necessary to specify the settings on this page when accessing a server that does not require transmission authentication.

In recent times, internet providers have strengthened security measures using transmission authentication to prevent "spoofing" and the spread of viruses. Transmission authentication methods include "POP before SMTP" and "SMTP AUTH," etc.

Check the agreement you have with your internet provider, and specify these settings according to the transmission authentication method the provider has adopted.

Allow SSL (POP): Select this to use SSL for POP communication. Select the POP authentication method from the drop-down list, according to your internet provider.
Use POP Authentication Before Send*1: Select this for mail server environments that require POP before SMTP.
Allow SSL (SMTP Send): Select this to use SSL for SMTP transmission.
Use SMTP Authentication (SMTP AUTH)*2: Select this for mail server environments that require SMTP authentication (SMTP AUTH).
User Name: Enter the user name to use for logging in to the SMTP server.
Password, Confirm: Enter the password to use for logging in to the SMTP server.
Display Authentication Screen When Searching: Select this to enter the authentication information each time sending is performed.
Allow SSL (SMTP Receive): Set this to 'On' for mail server environments that require communicated data to be encrypted.

*1: If your internet provider is using the "POP before SMTP" transmission authentication system, this setting is required.

*2: If your internet provider is using the "SMTP AUTH" transmission authentication system, this setting is required.

  • If the SMTP server does not support encryption, data is not encrypted even when you select [On] for <Allow SSL>.

  1. Set the maximum data size. Click [Settings/Registration] → [Function Settings] → [Send] → [E-Mail/I-Fax Settings] in the communication settings.

Maximum Data Size for Sending: You can set the maximum data size for outgoing e-mail messages and I-fax documents. If an e-mail message exceeds this data size limit, it is split up into several e-mail messages before being sent.
Set the maximum data size for sending lower than the data limit for the mail server.
If you enter '0' MB as the data size, there is no size limit on the data that is sent.
Default Subject: You can enter a default subject to use whenever you do not enter a subject when sending a job.
The default setting is 'Attached Image'.
  • To specify these settings from the control panel of the machine, press (Settings/Registration) → [Functions Settings] → [Send] → [E-Mail/I-Fax Settings].

Reference Information
  • Transmission Method for Divided Data

You can select the method for dividing attached data that exceeds the maximum size using the [Divide Data] setting. Specify this setting after pressing [E-Mail] for a new destination.

On: Select this to divide the attached data by its size. This setting requires the e-mail software to have a "merging function."
Off: Select this to divide the attached data by its page boundaries. This setting does not require the e-mail software to have a "merging function."
  • If a single page of an attached image exceeds the value set for Maximum Data Size for Sending, an error occurs and sending cannot be performed.

Registering the Destination's Address

  1. Start your Web browser → enter the IP address of the machine in [Address].

http://<IP address of this machine>

The portal page of the Remote UI is displayed.

  1. Click [Address Book] → select [Address Book 01] on the address book screen → click [Register New Destination].

The screen for registering new destinations is displayed.

  1. Select [E-Mail] → click [Set]. Specify each item on the [Register New Destination: E-Mail] screen.

  1. Specify each setting → click [OK].

Sending an E-Mail from the imageRUNNER ADVANCE Machine

  1. Place the original on the feeder or the platen glass.

  1. Press [Scan and Send] → [Address Book].

  • If the Main Menu screen is not displayed, press (Main Menu).

  1. Select a registered destination → press [OK].

  1. Select a file format.

  • If you select [PDF], [XPS], or [TIFF], you can use the Divide into Pages mode.
  • You can select the following PDF types:
  • Trace & Smooth
  • Compact
  • OCR (Text Searchable)
  • Encrypted
  • Add Digital Signatures

For more information, see "Scanning the Original and Sending to a Computer" in "Digitizing Paper Documents."

  • You can specify e-mail address destinations for the Cc and Bcc addresses. You can specify a maximum of 256 destinations at the same time for the Cc and Bcc addresses.

Divide into Pages:

On: Select this to send each page as a separate file when sending a multiple page original. TIFF images are sent as single TIFF images.
Off: Multiple pages are sent as a single file. TIFF images are sent as multi TIFF images.

[TIFF/PDF(Auto)]: Sends the file in either the TIFF (Black-and-White) or PDF (Grayscale/Color) format.
[TIFF/XPS(Auto)]: Sends the file in either the TIFF (Black-and-White) or XPS (Grayscale/Color) format.
[TIFF/JPEG (Auto)]: Sends the file in either the TIFF (Black-and-White) or JPEG (Grayscale/Color) format.
[PDF]: Always sends the file in the PDF format.
[XPS]: Always sends the file in the XPS format
[JPEG]: Sends the file in the JPEG format only if you select a color mode other than the Black-and-White mode.
[TIFF]: Sends the file in the TIFF format only if you select the Black-and-White mode for the color mode.
  • If you select [TIFF/PDF(Auto)] or [TIFF/XPS(Auto)], the Divide into Pages mode is not available.
  • If you select [TIFF/JPEG(Auto)] and JPEG format is selected, [Divide into Pages] is set to 'On'.

Reference Information
  • How Does the Recipient Receive an E-Mail?

Normally when sending an e-mail, you enter the recipient's name and a subject. E-mail that does not contain this information can be regarded as spam, and may be deleted. When sending e-mail with your imageRUNNER ADVANCE machine, you can set the following items. Check how the recipient receives this information.

Item Sample Setting Default Setting
Sender Name CANON MJ INC. Address of your machine
File Name "Notification" Time string (200909051530)
Subject "Notification Message" Attached Image
Body "To whom it may concern" Empty
Reply to 01xxx@example.co.jp Address of your machine

  • When [PDF (OCR)] is set as the file format, you can set the machine to automatically extract the first text in the document for use as the document name.
  • You can only select settings stored in advance for "Sender Name" and "Reply to." You cannot enter a new destination on the Options Screen. Store the destination in Settings/Registration. The "Sender Name" displayed on the reception screen is the unit name set for the imageRUNNER ADVANCE machine that is sending. The "Sender Name" setting is not reflected.
  • When you send documents that always have the same "Subject" or "Body", such as monthly reports or order forms, it is useful to store the send settings in favorite settings. You can also register a destination in the favorite settings.

  • Back To Top