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Page 4-1

Section 4 The Address Book

The Address Book allows you to register information about individual destinations, or groups of destinations for Broadcast

Transmission, in advance. It is also possible to import CSV-formatted address data that have been created with other

applications and FED formatted data created with Address Editor for FAX to register destinations.

NOTE

It is necessary to have Address Book for Network FAX installed in each computer which will be used for fax transmission in

order to use the Address Book. Refer to “1-

Installing

FAX Driver and Utilities

” on page 1-1 for more detailed

information on installing that software.

Summary of Contents for Network Fax

Page 1: ...Network FAX Click here to view the Table of Contents Operation Guide...

Page 2: ...which could compromise the conformity attested to above as well as the characteristics of the product incorrect electrical power supply incorrect installation incorrect or improper use or use not in...

Page 3: ...rporation Ethernet is a registered trademark of Xerox Corporation IBM and IBM PC AT are trademarks of International Business Machines Corporation Adobe and Acrobat are registered trademarks of Adobe S...

Page 4: ...with other applications Scanner File Utility Documents sent from the other fax machine can be received by the Fax Kit in this machine and once the Scanner Kit is installed the received documents will...

Page 5: ...n 1 Documents are sent as image data from a network computer over the LAN network to this fax machine 2 Those documents are sent over the telephone line as a fax transmission from this fax machine to...

Page 6: ...selected from this Address Book 3 The documents are then sent as image data from a network computer over the LAN network to this fax machine 4 Those documents are sent over the telephone line as a fax...

Page 7: ...register the revised data back into the fax machine 2 Import CSV formatted address data or FDT formatted address books that have been created with another application and register it in the fax machin...

Page 8: ...3 Concurrent Print 2 2 4 Save Transmitted Original 2 2 5 Attached a Cover Page 2 3 6 Restricted Access 2 3 2 2 Basic Transmission Page 2 4 2 3 FAX Setting Tab Page 2 6 2 4 Default Setting Dialog Box...

Page 9: ...eting Received FAxes Page 3 16 Section 4 The Address Book Page 4 1 4 1 Registering Destination Information Page 4 2 4 2 Registering Multiple Destination as a Group Page 4 4 4 3 Address Group Copy Page...

Page 10: ...tering group dial information 5 14 4 Registering program dial information 5 18 5 Editing registered dialing information 5 22 6 Deleting dialing information 5 28 7 Registering abbreviated dialing infor...

Page 11: ...of the computer in which you want to install the Network FAX Driver The set up screen will appear automatically If the Autoplay screen is displayed click on Run setup exe If the set up screen does no...

Page 12: ...screen 5 Select the printer you want to install and click Next Proceed to the step 8 If no printer is found an error message appears Select Custom select and click Next Printing System screen appears...

Page 13: ...want to install and click Next Utilities can be installed using the Product Library after installing the FAX Driver 1 1 Installing FAX Driver and Utilities 7 Select the printer port to use and click N...

Page 14: ...FAX driver and utilities starts During any point in the installation process if the Windows Security warning dialog box appears click Install this driver software anyway If the Hardware Installation...

Page 15: ...the Task Bar and then select Control Panel Printer and other Hardware and then Printers and Faxes in that order from the successive menus in order to access the Printers and Faxes dialogue box 2 Right...

Page 16: ...ust be the same as that registered in the scanner default settings of the machine itself Refer to Chapter 2 of the Scan System F B Operation Guide Function Edition 1 1 Installing FAX Driver and Utilit...

Page 17: ...he Start button in the Windows Task Bar and then select the uninstall tool for Product Library in that order from the successive menus 2 Place a check in the check box of FAX Driver or utilities and c...

Page 18: ...CD ROM into the CD ROM drive of the computer in which you want to install the Network FAX Driver The set up screen will appear automatically If the Autoplay screen is displayed click on Run setup exe...

Page 19: ...y will be usable even when you are logged off of your computer For details refer to page 3 4 Install a desktop mode Select this type of setup in order to use the Scanner File Utility independently fro...

Page 20: ...t of the other checkboxes is as follows PDF Keyword Embedder Adds file information as keywords to scanned image data files When searching keyword using Paper Port select this component DataBase Link H...

Page 21: ...ed on the computer from which you want to send the documents Refer to 1 1 Installing FAX Driver and Utilities on page 1 1 for the procedure to install that software 2 1 Main Transmission Functions 1 D...

Page 22: ...Code Based Transmission procedure For more information on F Code based communication refer to the Operation Guide for the Fax Kit This function enables you to print out the documents at the same time...

Page 23: ...You can easily create Cover Pages using one of the several templates provided 6 Restricted Access see page 2 12 for setting procedures When Restricted Access is turned ON in the copy or fax machine i...

Page 24: ...to use as the Network FAX The print dialogue box for the application that you are using will appear NOTE The following screen shot is just an example and the actual dialogue box displayed on your comp...

Page 25: ...from the Address Book on page 2 13 Maximum number of characters that can be entered 32 Characters that can be entered 0 9 and a space a hyphen or space can NOT be entered as the first character 9 If...

Page 26: ...Image Quality field Use the dropdown menu in this field to select the resolution quality of the original being transmitted Available settings Normal Fine Ultra fine When you need to send documents tha...

Page 27: ...Fax TX Settings button in the Properties window 1 Delayed TX checkbox Put a check mark in this checkbox in order to make the time fields to the right of the checkbox active whenever you want to set t...

Page 28: ...on to be Added to the Cover Page on page 2 17 for more information on registering destinations After you are finished previewing the format click on the Close button 1 Attach Cover Page checkbox Put a...

Page 29: ...page click on the Edit Message button The Edit message dialogue box will be displayed 2 4 Default Setting Dialogue Box Enter the message to be displayed on the cover page and click on the OK button Th...

Page 30: ...r e mail address can be up to 64 characters long Available characters Symbols _ Alphanumerics 0 9 A Z and a z If you register your e mail address you will be able to select to have a Network FAX Trans...

Page 31: ...fer to 2 Set up in the Operation Guide for your Network Scanner For color machines refer to 2 Preparation for Usage in the Operation Guide Sample screen shot of the scanner default setting window If y...

Page 32: ...in the fax machine itself For more information on access codes refer to the Operation Guide for the Fax Kit Registering your access code 1 If you have not registered your access code under the Restri...

Page 33: ...and register the corresponding destinations in advance Refer to 4 1 Registering Destination Information on page 4 2 for more detailed information on destination registration procedures 1 Click on the...

Page 34: ...layed in the list If there are no entries that match the search criteria in this way nothing will be displayed in the list To display all of the entries registered in the Address Book once again click...

Page 35: ...tination and then click on the Delete from list button If you want to delete all of the destinations from the Destination List click on the Delete All button 5 Click on the OK button The Select Addres...

Page 36: ...aracters that can be entered 0 9 and a space a space can NOT be entered as the first character 3 Click on the OK button The TX Setting dialogue box will be displayed once again 2 5 Various Settings in...

Page 37: ...mation such as that shown below can be added on the cover page Sample of English template 01 1 2 3 4 5 6 7 8 10 9 1 Recipient Name 2 Destination Company Name 3 Destination Department Name 4 Destinatio...

Page 38: ...Destination List to add the entered information to the destination list 5 If the sender information is not registered in the Default Setting dialogue box click on the Sender Information button to regi...

Page 39: ...mation including the recipient name and company name If there is a large number of characters for information that is automatically entered they might not completely fit in the field and the character...

Page 40: ...n the Option tab in order to access the Option tab NOTE The changes made here will only apply to the present transmission and the corresponding settings will return to those previously made in the Def...

Page 41: ...n the Sender Information tab in order to access the Sender Information tab NOTE The changes made here will only apply to the present transmission and the corresponding settings will return to those pr...

Page 42: ...ing tab in order to access the Machine Setting tab NOTE The changes made here will only apply to the present transmission and the corresponding settings will return to those previously made in the Def...

Page 43: ...trol icon will be displayed in the Windows Task Bar 2 Double click on that icon in order to access the Sending Control window which indicates the status of all transmissions being processed 3 If you w...

Page 44: ...logue Box procedure shown on page 2 7 open the Default Settings dialog box and click on the Cover Page tab 2 Place a check in the Attach Cover Page checkbox and click on the New button The Edit Cover...

Page 45: ...in the fields The following field boxes can be used Use them as required Recipient Company Recipient Department Recipient Name Recipient Address Sender Company Sender Department Sender Name Sender FAX...

Page 46: ...g the operation method refer to Help 6 From the Menu bar click on File and then Save as enter the file name and click on the Save button 7 Close the Edit Cover Page screen 8 The new template will be r...

Page 47: ...n both your computer and the fax machine itself Settings in Your Computer Install the Scanner File Utility in the computer in which you want to receive the fax data Refer to 1 2 Installing the Scanner...

Page 48: ...nner File Utility Use the Start button to start up the Scanner File Utility and double click on the icon in the Windows Task Bar in order to access the Scanner File Utility dialogue box Refer to page...

Page 49: ...dition you can select whether sending a notice of fax reception by e mail or by using the Scanner File Utility and perform the related settings for that in the Configuration dialogue box Refer to page...

Page 50: ...possible with the Scanner File Utility even when you are logged off of your computer To change the setting in the Scanner File Utility select that utility s Stop command In order to enable the distri...

Page 51: ...m of Received File List field This setting determines the maximum number of files that will be displayed under the Received File List in the Scanner File Utility dialogue box Available setting between...

Page 52: ...owse for the folder location by clicking on the button to the right of the field 3 Password Setting button This button is only available for use with the scanner function It is not used under the Netw...

Page 53: ...For the procedure to determine delivery conditions refer to 3 7 Determining the Destination Folder on page 3 13 of this manual Note For more details on the Error Log button refer to 3 9 Checking a Re...

Page 54: ...between 1 and 32767 default setting 25 This setting is shared for all folders so any changes made here will affect the settings for all other folders as well 3 Attach file to reception notification E...

Page 55: ...Page 3 9 3 5 Delivery Setting List Dialogue Box Sample of the notice of fax reception...

Page 56: ...stored in the same folder If you enter 123 all destination fax numbers that include 123 will be stored in the same folder For the Other setting Fax transmission Document or Reception Fax will be disp...

Page 57: ...livery folder must also be set so that it is shared on the network 1 Click on the New button The edit box will be displayed over the list 2 Enter the mail address max 64 characters In the case of a co...

Page 58: ...e the computers on the network under the Entire Network directory and then register the address of the computer s to which the notice of fax reception will be sent click on the button The Browse for C...

Page 59: ...Only 4 digit subadresses sent from transmitting fax machines will be checked If a subaddress of 5 digits or longer is received even if the last 4 digits match the documents will not be delivered into...

Page 60: ...etting List Dialogue Box on page 3 8 1 Click on the Error Log button in the Delivery Setting List dialogue box The Error Log dialogue box will be displayed The following items are displayed in the lis...

Page 61: ...le by double clicking on its name However if the file is a PDF file Adobe Reader will be required in order to read it REFERENCE If you want to search for the folder where a specific received fax file...

Page 62: ...alogue box is not open double click on the Scanner File Utility icon in the Windows Task Bar 2 Select the file that you want to delete 3 Click on the Delete button to delete the selected file from the...

Page 63: ...ed address data that have been created with other applications and FED formatted data created with Address Editor for FAX to register destinations NOTE It is necessary to have Address Book for Network...

Page 64: ...Start button in the Windows Task Bar and then select All Programs FAX User Software Address Book for Network FAX in that order from the successive menus in order to access the Address Book for Networ...

Page 65: ...rd can be up to 20 characters long Available characters 0 9 and a space a space can NOT be entered as the first character 5 Company Name field The company name can be up to 64 characters long 6 Depart...

Page 66: ...s to be added list select that destination in that list and then click on the Delete button 5 Click on the OK button to return to the Registering a New group dialogue box The names you selected Add Ne...

Page 67: ...Click on the OK button The entered group information will be displayed in the address list area of the Address Book for Network FAX dialogue box 8 In order to actually register the new group informat...

Page 68: ...roup that you want to copy 2 Under the Edit menu click on Copy and then on Paste The Registering a New Address dialogue box or the Registering a New Group dialogue box as appropriate will be displayed...

Page 69: ...roup on page 4 4 4 Click on the OK button 5 In order to actually register the edited information in the Address Book select Apply from the File menu or click on the Apply button 1 With the Address Boo...

Page 70: ...ou want to edit 2 Click on the Edit button The Multiple Address Edit dialogue box will be displayed 3 Put a check mark in the checkbox of the common item that you want to edit Registration Name FAX Nu...

Page 71: ...ration Name for Group Destinations 4 Enter the information that you want to change in the Find text field left column for the corresponding item Enter the new information in the edit box of the Replac...

Page 72: ...actually delete the selected entry from the Address Book select Apply from the File menu or click on the Apply button 4 6 Importing Address Data 1 Importing FDT Files You can import and use FDT format...

Page 73: ...in the CSV file that correspond to the various fields Registration Name Fax Number etc in this Address Book 5 Click on the OK button in order to access the Confirm imported contents dialogue box 1 Wi...

Page 74: ...list NOTE If either of the following symbols appears in the list that address can NOT be added to this Address Book as is That name is already registered in this Address Book or the number of characte...

Page 75: ...e with the Address Editor for FAX utility are Destination FAX Number Subaddress and Password of the registered One Touch Dial or Abbreviated Dial Destination will be imported into the Registration Nam...

Page 76: ...ess Book software as a FDT file 1 With the Address Book for Network FAX dialogue box open select Save as under the File menu The Save as dialogue box will appear 2 Select the location in which you wan...

Page 77: ...s been created with other applications and use that data as dialing information If you are using more than one fax machine that is compatible with Address Editor for FAX it is easy to register the sam...

Page 78: ...lf station information 1 Click on the Start button in the Windows Task Bar and then select All Programs Brand Name Address Editor for FAX in that order from the successive menus The Address Editor for...

Page 79: ...Address field to select the fax s IP address or host name Up to the last 10 fax machines that you have connected to will be displayed 2 Click on the Start Editing button Connection to that fax machine...

Page 80: ...line Create completely new information data 1 Select the New Data radio button under Offline Edit 2 Click on the Start Editing button New information data will be created If you create new information...

Page 81: ...appropriate 1 Own Name field Enter the self station name of the fax machine up to 32 characters 2 Own Tel field Enter the self station telephone number of the fax machine up to 20 digits 3 Own ID fie...

Page 82: ...menu or click on the Send all data button All of the registered self station and dialing information etc will be written over all corresponding data in the fax machine Transmit only the type of edited...

Page 83: ...strator Password dialogue box will appear 3 Enter the password and then click on the OK button The connection will be made to that fax machine and transmission of the data will begin Connect to the fa...

Page 84: ...between 001 and 100 5 File name field Enter the default file name to be used when the Turning the Save transmitted Documents Function ON setting is selected monochrome machines up to 13 characters co...

Page 85: ...ne touch dial information Perform the following procedure when you want to register information for one touch dialing 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page...

Page 86: ...tep 6 Click on the Detailed setting button The Detailed setting dialogue box will appear 7 Enter the following registration information 1 Normal TX radio button Select this setting for standard fax tr...

Page 87: ...rals 0 to 9 and or the English alphabet A to F to enter the desired 16 digit Encryption key 12 Click on the OK button The registered information will appear in the Encryption Key Selection dialogue bo...

Page 88: ...g 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desired method of connection to the fax machine 2 Poi...

Page 89: ...18 20 22 and 25 cpm monochrome machines between 0001 and 0032 color machines between 0001 and 1000 2 Chain Name field Enter a name for that chain dial number up to 20 characters 3 Chain No field Enter...

Page 90: ...g 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desired method of connection to the fax machine 2 Poi...

Page 91: ...00 16 18 20 22 and 25 cpm monochrome machines between 0001 and 0032 color machines between 0001 and 1000 2 Group Name field Enter a name for that group dial number up to 20 characters 3 Add button Let...

Page 92: ...add destinations that are registered under abbreviated dial numbers 2 Click on the Add button The selected information will be added to the list at right Enter a destination fax number to be added to...

Page 93: ...dd a destination that is registered under one touch dialing to the group or steps 1 to 4 of Enter a destination fax number to be added to the group above 4 The added destination will be registered in...

Page 94: ...want to register information for program dialing 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desir...

Page 95: ...n 0001 and 0032 color machines between 0001 and 1000 2 Program Name field Enter a name for that program dial number up to 20 characters 3 Add button Lets you add destinations to the program Refer to t...

Page 96: ...add destinations that are registered under abbreviated dial numbers 2 Click on the Add button The selected information will be added to the list at right Enter a destination fax number that to be adde...

Page 97: ...b above the list at left and select the chain dial information that you want to use 2 Click on the Add button The selected information will be added to the list at right 3 Register the destination tha...

Page 98: ...the Abbreviated Dial command The Abbreviated Dial Registration window will appear 3 Select the dialing information that you want to edit and then click on the Edit button 4 Edit the registered informa...

Page 99: ...an abbreviated dial number point to the Abbreviated Dial command The Abbreviated Dial Registration window will appear 3 Select multiple dialing entries that you want to edit and then click on the Edit...

Page 100: ...int to the Dial command under the Registration menu The Dial Registration window will appear 3 Select the dialing information that you want to copy and then click on the Copy button The Select No dial...

Page 101: ...which you want to change a specific data string that they have in common and then click on the Replace button The Replace the letter String dialogue box will appear 4 Select the field s that the comm...

Page 102: ...stration window will appear If the information is registered under an abbreviated dial number point to the Abbreviated Dial command The Abbreviated Dial Registration window will appear 3 Click on the...

Page 103: ...and 5 until all entries are arranged in the desired order NOTE When you are finished make sure that all of the entries are back in the list at left This procedure can not be completed if there are an...

Page 104: ...fax machine 2 Point to the Dial command under the Registration menu The Dial Registration window will appear If the information is registered under an abbreviated dial number point to the Abbreviated...

Page 105: ...g Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desired method of connection to the fax machine 2 Point to the Abbreviated Dial command under the Regi...

Page 106: ...n the Subad Conf tab in the Box Registration window The F Code Based Confidential box list will appear 4 Select from that list the number of the box that you want to register or edit 5 Click on the Ed...

Page 107: ...hat you want to register or edit 5 Click on the Edit button The Encryption Box dialogue box will appear 6 Enter the following registration information 1 Box No field Enter the number of the Encryption...

Page 108: ...istration dialogue box will appear 10 Use numerals 0 to 9 and or the English alphabet A to F to enter the desired 16 digit Encryption key 11 Click on the OK button The registered information will appe...

Page 109: ...and open the Address Editor for FAX window Then select the desired method of connection to the fax machine 2 Point to the Box command under the Registration menu The Box Registration window will appe...

Page 110: ...OFF If you select the ON setting you will need to designated the destination for the report 5 Add button Lets you add destinations that will receive either the communication or the report Refer to the...

Page 111: ...fax number in the Fax No field 3 When performing F Code Based Communication select the Subaddress setting and then enter the corresponding subaddress and password 4 Click on the OK button The Add new...

Page 112: ...you want to delete registered boxes 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desired method of...

Page 113: ...gistration menu The Dial Registration window will appear 3 Click on the Import button The Import Tool dialogue box will appear 5 Select the desired file and then click on the Open button If you select...

Page 114: ...here are no or marks appearing in the list To add the imported data only to unregistered dialing numbers in the current data go to the next step To add all of the imported data to the current data reg...

Page 115: ...k on the Add button Any information added to the list at right will be added to the currently registered information NOTE If you move a dialing entry to a location in the list at right under which ano...

Page 116: ...the selected number downward NOTE It is only possible to register information for up to 600 dial numbers up to 1000 dial numbers for C2520 C3225 C3232 C2525E C3225E C3232E and C4035E Any data over and...

Page 117: ...this way 1 Follow steps 1 through 6 under 5 1 Registering Self Station Information on page 5 2 and open the Address Editor for FAX window Then select the desired method of connection to the fax machi...

Page 118: ...e registration and Restricted Access management performed at the machine Cover Page Format settings available in the Network FAX Driver Maximum No of Fax Pages Up to 1000 pages The maximum amounts not...

Page 119: ...you need and the instructions for handling the waste correctly for example location and times of the waste collection centres etc b When you purchase a new device of ours give a used device similar t...

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