Oce im5530 Network Fax Manual Download Page 67 | Manualshive

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4.

Managing Address Book

This section describes the instructions on how to use the Address Book Viewer.

Running Address Book Viewer .............................................................................66

Running the Address Book Viewer ...................................................................................................66
About Address Book Viewer Interface ..............................................................................................68
Using Commands..............................................................................................................................69

Managing Address Book........................................................................................73

About the Address Books..................................................................................................................73
Managing Contacts and Groups........................................................................................................90
Converting the Address Book Data................................................................................................. 110

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Summary of Contents for im5530

Page 1: ...For Oc and Imagistics Models Oc Network Fax Guide im5530 im6030 im7230 im8530...

Page 2: ...ION 4O ORDER SUPPLIES CALL THE C 3UPPLY INE 53 5 3HOULD YOUR SYSTEM DEVELOP A PROBLEM THAT CANNOT BE REMEDIED BY USING THE MAINTENANCE OR TROUBLESHOOTING PROCEDURES OUTLINED IN THIS MANUAL PLEASE CONT...

Page 3: ...System and may not copy the Software for any reason except as neces sary to use the Software on a single System Any copies of the Software shall be subject to the conditions of this Agreement You may...

Page 4: ...rent assign or transfer this license or the Software Any attempt to sublicense lease rent assign or transfer any of the rights duties or obligations hereunder is void You agree that you do not intend...

Page 5: ...he US and other countries y Apple AppleTalk Macintosh Mac TrueType and LaserWriter are trademarks of Apple Computer Inc in the US and other countries y Postscript is a trademark of Adobe Systems Incor...

Page 6: ...our workstation to manage recipient information Conventions y The term this equipment in this manual refers to the im8530 Series y The term e Filing in this manual is an abbreviation of electronic fil...

Page 7: ...on Guide explains the guidelines for setting up network servers to provide various network services and troubleshoot ing for network administrators Printing Guide This Printing Guide explains how to i...

Page 8: ...ur PC download and install it from the website of Adobe Systems Incorporated Network Fax Guide This Network Fax Guide explains how to use the network fax function that enable users to operate fax and...

Page 9: ...cates a potentially hazardous situation which if not avoided could result in death serious injury or serious damage or fire in the equipment or sur rounding assets Indicates a potentially hazardous si...

Page 10: ...8 Preface...

Page 11: ...When Installed Using Add Printer Wizard 34 Repairing Client Software 36 Chapter 3 Faxing from Client Computers Faxing from Applications 40 How to Fax using the N W Fax Driver 40 Setting up the N W Fax...

Page 12: ...10 TABLE OF CONTENTS Chapter 5 Appendix Cover Sheet Samples 118 Standard Cover Page 118 Business Cover Page 119 Professional Cover Page 120 INDEX 121...

Page 13: ...1 Overview This section describes about the overview of the network fax features Features and Functions 12 Functional Highlights 12 Software Components 12...

Page 14: ...cipients using N W Fax driver the document will be sent as an Internet Fax The Internet Fax feature allows users to send originals same as the fax features However the Internet Fax is sent through the...

Page 15: ...s e mail address to the Address Book This utility allows you to man age recipients of the fax select and display fax recipients from the Address Book as well as recipient fax numbers and other contact...

Page 16: ...1 Overview 14 Features and Functions...

Page 17: ...re for the network fax features Installing Network Fax Software 16 Overview 16 Installing the N W Fax Driver and Address Book Viewer 16 Uninstalling the N W Fax Driver and Address Book Viewer 30 When...

Page 18: ...64MB for Windows 98 96MB for Windows Me and Windows NT 4 0 128MB for Windows 2000 XP Server 2003 y OS Windows 98 Windows 98 Second Edition Recommended Windows Me Windows NT 4 0 Service Pack 6a Windows...

Page 19: ...ing the printer driver in an SMB environment confirm the following This equipment is connected to the network and turned on The TCP IP setting is correct on this equipment and your computer Installing...

Page 20: ...se Agreement screen is displayed 4 Click Yes y The Choose Destination Location screen is displayed 5 Click Next y If you want to change the location where the programs are installed click Browse In th...

Page 21: ...check this to install the Address Book Viewer If you are installing from the CD ROM that is included in the optional Fax unit other com ponents are not displayed in the Select Components screen There...

Page 22: ...also automatically specify the network queue by searching the equipment in the network P 22 Using the Discovery Functions to Specify the SMB Port 10 Locate this equipment in your network select the p...

Page 23: ...ield y The Starting Copying Files screen is displayed 13 Click Next y Starts copying files and the InstallShield Wizard Complete screen is displayed when copying files are completed When you select to...

Page 24: ...ter Using the Discovery Functions to Specify the SMB Port In the Select Port screen during the installation you can also obtain the network queue name automatically by searching for the equipment Ther...

Page 25: ...ange this option Network Enable IPX SPX Search Check on this to search printers which con nect to an IPX SPX network This is available only when the IPX SPX protocol and Novell Client are installed in...

Page 26: ...of the equipment and the queue name specified by an administrator in the Network path or queue name field in the General submenu page of the Setup menu in the Printer Utility administrator mode If yo...

Page 27: ...ling Network Fax Software 25 Specifying the IP address manually 1 Click Discovery y The Document Monitor Local Discovery dialog box appears 2 Click Manual Selection y The Manual Selection dialog box a...

Page 28: ...ress Enter the IPX address of the printer This is available only when the IPX SPX protocol and Novell Client are installed in your computer and the computer is connected to the NetWare server Name Ent...

Page 29: ...d by an administrator in the Network path or queue name field in the General submenu page of the Setup menu in the Printer Utility administrator mode If you cannot obtain the queue name ask your admin...

Page 30: ...Windows Server 2003 that the Service Pack is installed the installation from Printer Utility cannot be performed In that case please install the software in the other method y For instructions on how...

Page 31: ...ile on your desktop by following the prompts 4 Double click the InstallClient1 exe file that you downloaded y The installer starts and the InstallShield Wizard dialog box appears 5 Follow the installa...

Page 32: ...tilities CD ROM or down loaded from Printer Utility you can delete all files using the Add Remove Programs function You can uninstall all client software that have installed from the Client Utilities...

Page 33: ...ard dialog box appears 3 Select Remove and click Next y The Confirm Uninstall dialog box appears 4 Click OK 5 Click Yes to delete the setting files y Deleting files starts If you want to re install th...

Page 34: ...tart your computer y Some files may be deleted after restarting the computer Uninstalling only N W Fax Diver and Address Book Viewer The following describes an installation on Windows XP The procedure...

Page 35: ...r and Address Book Viewer 33 2 Select Oc im8530 Series Client and click Change Remove y The InstallShield Wizard dialog box appears 3 Select Modify and click Next 4 Uncheck the components that you wan...

Page 36: ...tart your computer If it does select Yes I want to restart my computer now and click Finish to restart your computer When Installed Using Add Printer Wizard When only N W Fax driver is installed by Ad...

Page 37: ...Click the File menu and select Server Properties y The Print Server Properties dialog box appears 3 Display the Drivers tab Select the N W Fax driver and click Remove y The confirmation dialog box ap...

Page 38: ...same when other versions of Windows are used y Do not perform preparing the client software on Windows XP that the Service Pack 2 is not installed In that case uninstall the client software and then i...

Page 39: ...creen is displayed specify the network path or queue name and click Next The instructions on how to specify the network path or queue name varies depending on how you want to connect to the equipment...

Page 40: ...2 Installing Client Software 38 Repairing Client Software...

Page 41: ...nd a fax using the N W Fax driver Faxing from Applications 40 How to Fax using the N W Fax Driver 40 Setting up the N W Fax Options 53 Sending with Extended Fax Functionality 58 Managing Faxes 62 Mana...

Page 42: ...ed on a fax page switch to your applications page layout view If the software application you are using pro vides a Print Preview option you can use it to view your fax before it is sent Faxing from W...

Page 43: ...n you are using See your application s manual about dis playing the printer properties dialog box 3 Display the Send tab and specify the recipients and other options y You must specify the recipients...

Page 44: ...cover sheet type in the Cover Sheet drop down box and specify the other options y If you enable the Sender Information option continue to the next step and specify the message to appear as the sender...

Page 45: ...see the following section P 57 Setting up the Sender Information Properties 6 Click OK to save the settings 7 Click OK or Print to send a document You can monitor and manage the fax job that is sent...

Page 46: ...3 Faxing from Client Computers 44 Faxing from Applications Specifying recipients from Address Book 1 Click Select From Address Book in the Send tab y The Address Book Viewer is launched...

Page 47: ...equipment MAPI Address Book This contains the contacts in the address book of the default mail client in your computer MS Outlook Express This contains the contacts in the MS Outlook Express address b...

Page 48: ...of the contact will be changed to the checked fax icon y When you select the e mail address as a destination the e mail icon in front of the name of the contact will be changed to the checked e mail i...

Page 49: ...isplayed y The Destinations dialog box appears You can also display the Destinations dialog box by clicking the Selection icon in the tool bar 5 Confirm the destinations that you select in the dialog...

Page 50: ...axing from Applications 7 The Address Book Viewer is closed and selected recipients are added to the To list Searching recipients from address book 1 Click Select From Address Book in the Send tab y T...

Page 51: ...d select Find y The Find Contact dialog box appears 3 Select a address book to search contacts in the Data Source drop down box The default address book in the Data Source can be set by selecting View...

Page 52: ...earch by the contact e mail address You must enter one of the field to search contacts It will search the contacts that have exactly same name fax number or e mail address as the entered search string...

Page 53: ...Number check box if you want to add the fax number of the selected contacts as the destinations The default destination type in the Type Selection dialog box can be set by selecting View Default Conf...

Page 54: ...wer is closed and selected recipients are added to the To list Entering a recipient manually 1 Click New y The Direct Dial dialog box appears 2 To add an Internet Fax address as a recipient select Int...

Page 55: ...lick OK y Entered recipient is added to the To list Removing recipients 1 Select a recipient that you want to delete from the To list 2 Click Remove y The selected recipient is deleted from the To lis...

Page 56: ...ents from the Address Book P 44 Specifying recipients from Address Book To use the Address Book you must register the contacts using the Address Book Viewer P 65 Managing Address Book 3 New Click to a...

Page 57: ...job will be sent y If you do not enter the department code when the department code is enabled on the equipment and the Department Code Enforcement is set to DELETE in Printer Utility the job will be...

Page 58: ...n enter up to 500 characters 5 Sender Information Check this to print sender information on the cover sheet When this is enabled specify the sender information in the Sender Information tab P 57 Setti...

Page 59: ...formation that appears on the cover sheet This must be set only when the Sender Informa tion box in the Cover Sheet tab is checked In the text field in the Sender Information tab you can enter the up...

Page 60: ...isplay the Send tab and check the Save as File box 2 Select the file format in the File Format drop down box 3 Specify the other options to send a document and click OK 4 Click Print to send a documen...

Page 61: ...hen the maximum date that can be selected for the scheduled fax is April 30th 4 Specify the other options to send a document and click OK 5 Click Print to send a document to this equipment Sending wit...

Page 62: ...r the message to appear on the cover sheet in the Message field y You can enter up to 500 characters for the message 5 If you want the sender information to appear on the cover sheet check the Sender...

Page 63: ...fax number or Internet Fax address of the recipient appear on the cover sheet y Recipients information is obtained from the address book If the recipient is added manually this information does not ap...

Page 64: ...originally submitted from your computer For further information on Document Monitor installa tion and configuration refer to the Printing Guide Displaying and deleting the fax jobs using Document Moni...

Page 65: ...ax menu page in the Jobs tab allows the users to display and delete fax jobs that are currently stored in the queue Displaying and deleting the fax jobs using Printer Utility 1 Access Printer Utility...

Page 66: ...3 Faxing from Client Computers 64 Managing Faxes...

Page 67: ...use the Address Book Viewer Running Address Book Viewer 66 Running the Address Book Viewer 66 About Address Book Viewer Interface 68 Using Commands 69 Managing Address Book 73 About the Address Books...

Page 68: ...ress Book Viewer You can access the Address Book Viewer using two methods y Programs folder in the Start menu y Print Properties window of the N W Fax driver limited accessibility Access Using Program...

Page 69: ...or the printer and click Properties y The N W Fax properties dialog box appears 2 Click Select From Address Book in the Send tab y The Address Book Viewer window appears Selecting Contacts for N W Fax...

Page 70: ...the destinations y Cancel Click this to cancel the selection y Help Click this to display the online Help About Address Book Viewer Interface The Address Book Viewer main window consists of following...

Page 71: ...icons in the tool bar at the top of the Address Book Viewer window You can also choose commands from con text sensitive menus by right clicking the browse pane and contents pane Menu Bar The menu bar...

Page 72: ...s in the menu the toolbar is currently displayed You can select it again to hide the toolbar Status Bar Select this to display or hide the status bar When the check mark appears in the menu the status...

Page 73: ...en selecting a group or contacts in any address book Paste Click this to paste the contacts or a group copied in the clipboard in the private address book If the group has been copied this item is ava...

Page 74: ...the private address book y Properties Select this to edit or display the properties of a contact or group This com mand is available only when selecting a contact or group y Delete Select this to del...

Page 75: ...Managing the Public Address Book y MAPI Address Book allows you to display the address book data of the default e mail appli cation in your computer P 79 Configuring the MAPI Address Book y MS Outloo...

Page 76: ...ss book data of the device is obtained in the public address book You can display the address book data and copy them in the private address book For the instruction to download the public address boo...

Page 77: ...t is because the too many network clients are in the network In this case you can configure the discovery settings from Advanced button P 76 Configuring Discovery Settings 3 When the process completes...

Page 78: ...on this to search devices that connect to the TCP IP network This is available only when the TCP IP protocol is installed in your computer When this is enabled select how it searches printers in the...

Page 79: ...Book 77 Configuring the connection manually 1 Click the Tools menu and select Device Setting y The Document Monitor Local Discovery dialog box appears 2 Click Manual Selection y The Manual Selection d...

Page 80: ...st in the Document Monitor Local Discovery dialog box 5 Select the entered device name and click OK y The Address Book Viewer connects to entered device and obtains the address book data in the Public...

Page 81: ...electing the MAPI Address Book the default e mail client software has not been defined in your computer or the default e mail software does not support MAPI In this case set the MAPI compliant e mail...

Page 82: ...en search contacts in the LDAP server and add the contacts to the LDAP Address Book P 82 Adding Contacts from LDAP Servers You can use the LDAP address book to copy the contacts to the private address...

Page 83: ...rver In the Directory Server Name field enter the IP address instead of the server name If the LDAP server name cannot be resolved 3 In the Advanced tab enter the items as described below Server Port...

Page 84: ...ou register the LDAP directory services you can search contacts in the LDAP servers and add preferred contacts to the LDAP Address Book You can search contacts by the name fax number and e mail addres...

Page 85: ...r E Mail Enter the search characters or string to search by the contact e mail address You must enter data into one of the fields to search contacts It will search the contacts that contain the entere...

Page 86: ...he LDAP Address Book and click Add y The selected contacts are added to the LDAP Address Book Searching contacts by detailed search conditions 1 Click the Edit menu and select Find y The Find Contact...

Page 87: ...the search string Is Select this to search contacts that completely match the search string Start with Select this to search contacts that start with the search string End with Select this to search c...

Page 88: ...appear in the list at the bottom of the dialog box If you want to stop searching click Stop 9 Select contacts that you want to add to the LDAP Address Book and click Add y The selected contacts are a...

Page 89: ...Copying Contacts from an Address Book Importing the address book from a CSV file or vCard file Address book files that are exported from 9908 controller using Printer Utility cannot be imported to the...

Page 90: ...File command will appear only when Microsoft Office XP is installed on your computer y Even if you import a vCard file that contains multiple contacts only a single contact can be imported 2 Locate t...

Page 91: ...dy been import an address book before contacts information will be overwritten the existing import address book If one or more records have been skipped during the import process it may be due to one...

Page 92: ...le contact can be exported 2 Locate the folder where you want to save the CSV file or vCard File enter the file name and click Save y The private address book is exported as a CSV file or vCard file M...

Page 93: ...Contacts Adding Contacts Manually You can add new contacts to the Location People folder in the private address book Also you can add new contacts to groups created in the private address book Adding...

Page 94: ...4 Managing Address Book 92 Managing Address Book 2 Click the File menu and select New Contact y The New Contact dialog box appears...

Page 95: ...ter up to 64 characters Department Enter the department name of the contact You can enter up to 64 characters Fax Enter the 1st fax number of the contact You can enter up to 128 characters includes nu...

Page 96: ...er of remote facsimile where a document will be sent This can be entered only when Use Sub Address and sender information is enabled Sender Identification Enter the security password for the sub addre...

Page 97: ...tion People folder under the Private Address Book folder y If you want to copy contacts to the group in the private address book select a group that you want to add contacts in the Group folder under...

Page 98: ...also display the Properties dialog box by double clicking the contact in the right pane In the Properties dialog box you can modify the settings of the contacts in the private address book only When...

Page 99: ...Name Display the first name of the contact y Last Name Display the last name of the contact y Suffix Display the suffix for the contact y Display Name Display the display name of the contact y Company...

Page 100: ...ication Display the security password for the sub address if required y Selective Polling Display the mailbox number of remote facsimile where a document will be retrieved y Password Display the passw...

Page 101: ...the receiver capabilities settings such as resolution com pression and page width These are applied to the transmissions only when Custom is selected in the Setting Value option Security Tab In the S...

Page 102: ...ple transmission P 100 Creating Groups Also you can modify or delete contacts in the private address book P 101 Modifying Groups Name P 102 Removing Groups After you create a group you can add or dele...

Page 103: ...eated in the selected Group folder 5 Continue to add contacts to the group P 91 Managing Contacts Modifying Groups Name You can change the group name of the groups in the private address book You can...

Page 104: ...properties of the group in the private address book modify the group name in the Group Name field and click OK y The group name of selected group is modified You cannot modify the group of the public...

Page 105: ...contacts you can search the Address Book database You simply type in a string or letters to be used to search the database The Address Book Viewer will search for any entry that contains the specified...

Page 106: ...e mail address 1 Click the Edit menu and select Find y The Find Contact dialog box appears 2 Select a address book to search contacts in the Data Source drop down box The default address book in the D...

Page 107: ...search contacts It will search the contacts that have exactly same name fax number or e mail address as the entered search strings If you want to clear entered values click Clear All 4 Click Search y...

Page 108: ...y The Find Contact dialog box appears 2 Select a address book to search contacts in the Data Source drop down box The default address book in the Data Source can be set by selecting View Default Conf...

Page 109: ...acts that completely match the search string Start with Select this to search contacts that start with the search string End with Select this to search contacts that end with the search string 5 Enter...

Page 110: ...arching found contacts appear in the list at the bottom of the dialog box y If the Address Book Viewer is launched by clicking Select From Address Book in the N W Fax driver you can add the searched c...

Page 111: ...he Email address of the selected contacts as the destinations and check the Fax Number check box if you want to add the fax number of the selected contacts as the destinations The default destination...

Page 112: ...can convert the two kinds of the address book file that is created from the 9908 controller address book one is the Address Book Converter file abc that can be created using the backup function of the...

Page 113: ...ct Convert for Printer Utility y The Converting AddressBook dialog box appears 2 Click Browse at the next of the Input file field 3 Locate the folder that contains the address book converter file abc...

Page 114: ...the next of the Output File field 6 Locate the folder where you want to save a converted file Select TBF Restore tbf in the Save as type drop down box and click Save When you selected an Address Book...

Page 115: ...file you can restore or import the address book into the equipment using the restore or import function of the Printer Utility For instructions on how to restore or import the address book refer to t...

Page 116: ...ate the folder that contains the CSV file Select CSV Comma Separated Values csv in the Files of type drop down box select the file and click Open 4 Select the model name that the selected file is orig...

Page 117: ...not specify TBF Restore tbf in the Save as type drop down box The CSV file cannot convert to a Restore file 7 Click Convert y It starts converting a file 8 Click OK y The file is converted and saved i...

Page 118: ...4 Managing Address Book 116 Managing Address Book...

Page 119: ...5 Appendix This section shows the cover sheet samples Cover Sheet Samples 118 Standard Cover Page 118 Business Cover Page 119 Professional Cover Page 120...

Page 120: ...Appendix 118 Cover Sheet Samples Cover Sheet Samples Standard Cover Page Reference Number 0000000000000000 To 00000000001 From MFP 00C67861 Subject N W Fax Document Message This is a N W Fax Document...

Page 121: ...Cover Sheet Samples 119 Business Cover Page Reference Number 0000000000000000 To 00000000001 From MFP 00C67861 Subject N W Fax Document Message This is a N W Fax Document...

Page 122: ...5 Appendix 120 Cover Sheet Samples Professional Cover Page Reference Number 0000000000000000 To 00000000001 From MFP 00C67861 Subject N W Fax Document Message This is a N W Fax Document...

Page 123: ...5 Document Monitor 62 Document Monitor Local Discovery 74 E Edit menu 70 Editing Date 99 E Mail 50 83 105 E mail Address 93 97 Enable IPX SPX Search 76 Enable TCP IP Search 76 Error Correction Mode 98...

Page 124: ...72 Select Fax Number 72 Select All 70 Select From Address Book 44 48 54 Selection 47 67 72 Selective Polling 98 Send Fax Later 58 Send Properties 54 Sender Identification 94 98 Sender Information 56 6...

Page 125: ...im5530 6030 7230 8530...

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