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Sharp FO-2550, Operation Manual

The Sharp FO-2550 fax machine offers efficient communication capabilities for your office. Ensure smooth operation with the comprehensive Operation Manual available for free download on our website. Access the manual at manualshive.com to understand all the features and functions of this reliable product.

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G

Group Keys

Storing, 7-6
Using, 7-5

Group List, 9-6

H

Halftone, 2-6
Handset, 12-4
Hold, 6-3
Hold/Search key, xi, 6-3
Housing, cleaning, 10-1

J

Jams, clearing, 11-22
Junk fax number check, 8-7

L

Landscape page orientation, 4-8
Letters, entering, 12-19
Line error, 11-3
Line in use light, xi
Loading printing paper, 12-14
Loading the document, 2-4

M

Manual feeder, 4-15
Manual/specialty media, choosing, 4-10
Media type setting, 12-16
Memory

Sending documents from, 7-15
Substitute reception to, 3-10

Memory key, xii, 7-4, 7-15
Messages in Printer Manager, 11-12
Messages in Sharp MFP display, 11-8

N

Normal Dialling, 2-8, 6-2
Number keys, xi
Number of rings in FAX and TEL/FAX
reception modes, 8-2

O

Option Setting List, 9-5

P

Page orientation, selecting, 4-8
Panel release, xii
Paper jams, clearing, 11-23
Paper size (for printing), choosing, 4-9
Paper size setting (for fax), 12-16
Paper type (for printing), choosing, 4-8
Parallel cable, connecting, 12-5
Passcode List, 9-5
Pauses in automatic dialling, 2-11, 2-17
Polling, 7-18 - 7-20
Polling key, setting, 8-7
Portrait page orientation, 4-8
Print cartridges

Aligning, 1-14 - 1-17
Changing, 1-3 - 1-13
Cleaning, 1-20 - 1-26
Maintaining, 1-19
Monitoring ink level, 1-2
Replacement, 1-2

Print quality, selecting, 4-7
Print Setup List, 9-7
Print speed, increasing, 4-10
Printer Driver, 4-4
Printer key, xi
Printing copies, 4-12
Printing media, 4-25 - 4-28
Printing problems, 11-14 - 11-21
Pseudo ringing duration, 8-5

Index

Index-2

Summary of Contents for FO-2550

Page 1: ...r Faxes From the Sharp MFP 2 1 Receiving Documents 3 1 Printing With the Sharp Colour MFP 4 1 Making Copies 5 1 Using as a Telephone and Connecting an Answering Machine 6 1 Special Fax Functions 7 1 Option Settings 8 1 Printing Lists and Reports 9 1 Maintenance 10 1 Troubleshooting 11 1 Setup Guide 12 1 Index to Part I Index 1 ...

Page 2: ...ssaging 3 1 Copying Paper Documents 4 1 Scanning Documents 5 1 Fax Image E mail Application 6 1 Sharp Message Center 7 1 Address Book 8 1 Viewing Documents 9 1 Optical Character Recognition 10 1 Annotating Documents 11 1 Entering and Changing Colour MFP Settings from Your Computer 12 1 Index to Part II Index 1 ...

Page 3: ...Introduction Introduction ii Specifications iii Important safety information vii A Look at the Operation Panel x i ...

Page 4: ...like to do For instructions just click on a topic Print from a software application Send a paper fax from the Colour MFP Send a fax directly from your computer Fax to an E mail address Set up fax reception Make a copy Scan a document or picture Use as a telephone For a more detailed list of the topics in this manual go to the Table of Contents ii ...

Page 5: ...ottom 20 6 mm Fax specifications Automatic dialling Rapid Key Dialling 38 numbers Speed Dialling 61 numbers Memory size 512 KB approx 42 average pages in recep tion mode 32 pages in transmission mode Automatic document feeder 20 sheets max Modem speed 14400 bps with automatic fallback to 12000 9600 7200 4800 or 2400 bps Transmission time Approx 6 seconds Sharp special mode Display 16 digit LCD dis...

Page 6: ...x desktop transceiver Compression scheme MH MR MMR Scanning method Sheet feeder CIS Contact Image Sensor Effective printing width 203 mm max Paper margins Top 5 5 mm Bottom 23 7 mm Input document size Automatic feeding Width 148 to 216 mm Length 140 to 297 mm Manual feeding Width 148 to 216 mm Length 140 to 1000 mm Effective scanning width 210 mm max Contrast control Automatic Dark selectable Note...

Page 7: ...ng temperature 10 to 35 C Operating humidity 30 80 RH Power consumption Stand by 7 0 W Maximum 40 W Dimensions Width 406 mm Depth 306 mm Height 255 mm Without attachments Weight Approx 5 9 kg Without attachments As a part of our policy of continuous improvement SHARP reserves the right to make design and specification changes for product improvement without prior notice The performance specificati...

Page 8: ... telephone company If you attempt to use the fax machine on a telephone line using any of these services you may experience errors during transmission and reception of facsimile messages This facsimile machine is not compatible with digital telephone systems This facsimile machine is designed to operate in Australia and New Zealand only Specifications vi ...

Page 9: ...scribed in this manual Refer all servicing to qualified service personnel This machine must only be connected to a 230 240 V 50 Hz grounded 3 prong outlet Connecting it to any other kind of outlet may damage the machine Do not install or use the machine near water or when you are wet Take care not to spill any liquids on the machine Unplug the machine from the telephone socket and then the power o...

Page 10: ...et locations unless the socket is specifically designed for wet locations Never touch uninsulated telephone wires or terminals unless the tele phone line has been disconnected at the network interface Use caution when installing or modifying telephone lines Avoid using a telephone other than a cordless type during an electrical storm There may be a remote risk of electric shock from lightning Do n...

Page 11: ...rence will not occur in a particular installation If this equipment does cause interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures Reorient or relocate the receiving antenna Increase the separation between the equipment and the receiver Connect th...

Page 12: ...ber REDIAL key Press this key to automatically redial the last number dialled VOLUME keys Press these keys to adjust the volume of the speaker when the SPEAKER key has been pressed or the volume of the ringer at all other times Display This displays messages and prompts during operation and programming 1 2 3 4 x ...

Page 13: ...nd fax tones through the speaker before sending a document or dialling a voice number Note This is not a speakerphone You must pick up the handset to talk with the other party HOLD SEARCH key Press this key to search for an automatic dialling number or during a phone conversation press this key to put the other party on hold RECEPTION MODE key Press this key to select the reception mode An arrow i...

Page 14: ...a document MEMORY key Press this key to scan a document into memory before transmitting it FUNCTION key Press this key to select various special functions Rapid Dial Keys Press one of these keys to dial a fax or voice number automatically To dial the bottom number on a Rapid Key press the SHIFT key before pressing the Rapid Key Note that you must attach the Rapid Key labels 17 18 19 20 15 16 A Loo...

Page 15: ...g alignment with the panel keys 1 14 Aligning the printhead from Printer Manager 1 16 Selecting Black Print Quality for Faxes 1 18 Maintaining Print Cartridges 1 19 Disposing of used print cartridges 1 19 Cleaning Print Cartridges 1 20 Cleaning the print nozzles 1 20 Cleaning the print nozzles with the panel keys 1 20 Cleaning the print nozzles from Printer Manager 1 21 Checking the test pattern 1...

Page 16: ... held in memory and printed out when a black cartridge is installed Replacement print cartridges When the display of the Sharp Colour MFP shows the following alternating messages the print cartridge is low on ink and must be replaced Use the following replacement print cartridges which are available from your dealer or retailer Colour Sharp FO 25CC Black Sharp FO 21BC Monitoring the ink level From...

Page 17: ...tre of the compartment using the CARTRIDGE key or the Colour MFP Printer Manager Moving the cartridge by hand may damage the machine Note Do not replace a print cartridge when there are print jobs waiting to be printed Changing a cartridge with the CARTRIDGE key 1 Press the CARTRIDGE key Important When you press the CARTRIDGE key the print cartridge moves to the centre of the compartment It will d...

Page 18: ... 4 If the print cartridge just removed is still useable insert it into the cartridge holder on the back of the machine Push back on the cartridge until it clicks into place To prevent the used print cartridge from drying out be sure to store it in the cartridge holder on the back of the machine 2 Open the front cover of the Sharp Colour MFP ...

Page 19: ...are installing a new print cartridge remove it from its packaging Gently remove the sticker and transparent tape covering the copper printhead 6 Insert the print cartridge into the cartridge carrier Do not touch the cop per coloured area ...

Page 20: ... Using print cartridges 7 Push back on the cartridge until it clicks into place Note If the print cartridge moves loosely in the carrier it is not locked into place Repeat this step 8 Close the front cover ...

Page 21: ...erate properly The cartridge will return to its home position If you installed a new print cartridge the Sharp MFP will print a test page for printhead alignment If you installed an old print cartridge this completes the installa tion procedure In this example Line 13 comes closest to forming a straight line 10 If you installed a new print cartridge look at the test page and locate the line that c...

Page 22: ...e number 11 Press these keys on the Colour MFP ALIGN CARTRIDGE The display will show START PRINT ENTER 00 30 15 Example The display will show CLEANNOZZLES 13 Press the STOP key to return to the time and date display Note If you have installed a colour cartridge the display will show the following alternating messages COL CARTRIDGE USE BLACK FOR RX ...

Page 23: ...nterface and select Printer Manager on 2 From Printer Manager click the Cartridges tab 3 From the Cartridges tab click Install Cartridge The print cartridge moves to the centre of the compartment It will dry out if left in this position so complete the replacement procedure promptly The Change Cartridge dialog box appears on your computer screen 4 Open the front cover of the Sharp Colour MFP ...

Page 24: ...cartridge toward you until you hear a click Remove the cartridge 6 If the print cartridge just removed is still useable insert it into the cartridge holder on the back of the machine To prevent the used print cartridge from drying out be sure to store it in the cartridge holder ...

Page 25: ... are installing a new print cartridge remove it from its packaging Gently remove the sticker and transparent tape covering the copper printhead Do not touch the copper coloured area 8 Insert the print cartridge into the cartridge carrier ...

Page 26: ...ot locked into place Repeat this step 10 Close the front cover 11 Choose the appropriate selection from the Change Cartridge dialog box depending on the type of cartridge you installed Note If you select the wrong button out of ink detection will not operate properly If you installed an old print cartridge this completes the installa tion procedure ...

Page 27: ...ing a perfectly straight line In this example Line 13 comes closest to forming a straight line 13 In the Align Cartridge dialog box click the up or down arrows to select the number of the straightest line Note If you have installed a colour cartridge the display on the Sharp Colour MFP will show the following alternating messages COL CARTRIDGE USE BLACK FOR RX 14 Click OK ...

Page 28: ...l keys on the Sharp Colour MFP or Printer Manager on your computer Checking alignment with the panel keys 1 Press these keys on the Sharp MFP ALIGN CARTRIDGE The display will show START PRINT ENTER 00 30 15 Current alignment setting example 15 2 Press the START key The Sharp Colour MFP will begin printing a test sheet ...

Page 29: ...traightest line on the test sheet In this example Line 13 comes closest to forming a straight line 4 If you need to change the alignment setting press these keys on the Sharp MFP ALIGN CARTRIDGE The display will show START PRINT ENTER 00 30 15 ...

Page 30: ... sheet If the number is less than 10 enter a 0 before the number Example The display will show CLEANNOZZLES 6 Press the STOP key to return to the time and date display Aligning the printhead from Printer Manager 1 From Printer Manager click the Cartridge tab 2 Click the Align Cartridge button ...

Page 31: ...the Align Cartridge dialog box click the up or down arrows to select the number of the straightest line 5 Click OK Note If you print a test page from the General tab of the Colour MFP Properties sheets the bottom line of the page may not print completely This is normal and does not indicate that anything is wrong with the Colour MFP We recommend that you print a test page from the Printer Manager ...

Page 32: ...se printing speed Note The following procedure is only for changing the print quality of faxes and copies To change the print quality for print jobs from your computer see Selecting Print Quality in Chapter 4 1 Press these keys on the Sharp Colour MFP The display will show B W PRINT QLTY 2 Press 1 for normal or 2 for draft The display will show COPY RATIO 3 Press the STOP key to return to the date...

Page 33: ...ave the cartridge exposed for an extended period Avoid refilling print cartridges Refilling empty print cartridges invalidates your warranty Incompatible inks can cause damage to the printhead or to the printer For best results use Sharp supplies with the printer Store the print cartridge in the same environment as the printer The Sharp FO 25CC colour cartridge is capable of printing approximately...

Page 34: ...print nozzles using either the panel keys on the Sharp Colour MFP or Printer Manager on your computer Cleaning the print nozzles with the panel keys 1 Make sure there is paper in the paper tray 2 Press these keys on the Colour MFP CLEANNOZZLES The display will show PRESS START KEY 3 Press the START key The Sharp Colour MFP will clean the print nozzles and print a test pattern for you to check the ...

Page 35: ...n the paper tray 2 From Printer Manager click the Cartridges tab 3 Click the Clean Print Nozzles button The Sharp Colour MFP will clean the print nozzles and print a test pattern for you to check the result Checking the test pattern This example shows a test pattern of a black nozzle functioning correctly ...

Page 36: ...ozzles are clean If the print quality of both lines is not satisfactory after running the test three times continue with the following steps 1 Remove the print cartridge To remove the print cartridge first press the CARTRIDGE key on the Sharp Colour MFP or click the Cartridges tab then the Install Cartridge button in Printer Manager 2 Reinstall the print cartridge If you removed the print cartridg...

Page 37: ...int nozzles only if you have already run the print nozzle test and the print quality is still not satisfactory Wiping the print nozzles removes dried ink from the nozzles To wipe the print nozzles 1 Remove the print cartridge from the printer To remove the print cartridge first press the CARTRIDGE key on the Sharp Colour MFP or click the Cartridges tab then the Install Cartridge button in Printer ...

Page 38: ...e If the cartridge holder has moved back to its home position press the CARTRIDGE key again or click Install Cartridge to move it to the centre If you removed the print cartridge by pressing the CARTRIDGE key press 1 for OLD BLACK CART or 2 for OLD COLOUR CART on the Sharp Colour MFP If you removed the cartridge by clicking the Install Cartridge button in Printer Manager click Old Black Cartridge ...

Page 39: ...t cartridge To remove the print cartridge first press the CARTRIDGE key on the Sharp Colour MFP or click the Cartridges tab then the Install Cartridge button in Printer Manager 2 Unplug the printer power cord This forces the print cartridge carrier to remain in the load position 3 Use a clean dry cloth to wipe the cartridge carrier contact inside the print compartment and the contact on the print ...

Page 40: ...in Step 5 press 1 for OLD BLACK CART or 2 for OLD COLOUR CART on the Sharp Colour MFP If you clicked the Install Cartridge button in Printer Manager in Step 5 click Old Black Cartridge Installed or Old Colour Cartridge Installed The print cartridge will return to its home position 7 Repeat the nozzle test If the print quality has not improved after this cleaning process replace the print cartridge...

Page 41: ...on settings 2 6 Contrast settings 2 7 Sending a Fax by Normal Dialling 2 8 Using the REDIAL key 2 9 Sending a Fax by Automatic Dialling 2 10 Storing fax and telephone numbers for Automatic Dialling 2 11 Clearing numbers 2 13 Making changes 2 13 Rapid Key Dialling 2 15 Speed Dialling 2 16 Direct Keypad Dialling 2 17 Using the HOLD SEARCH key 2 18 Automatic redialling 2 19 Volume Adjustment 2 20 Spe...

Page 42: ...pend on whether you load one page at a time or several pages at once Loading one page at a time Minimum size Maximum size Minimum weight Maximum weight Loading several pages at once Minimum size Maximum size Minimum weight Maximum weight 140 mm 148 mm 216 mm 1 m 52 g m 157 g m 14 lbs 52 g m 80 g m 140 mm 148 mm 297 mm 216 mm 2 2 ...

Page 43: ... and correcting fluid on documents must be dry before they pass through the document feeder All clips staples and pins must be removed from documents before loading in the feeder If these are not removed they may damage the machine Documents which are patched taped torn smaller than the minimum size carbon backed or easily smudged should be photocopied and the copy loaded in the feeder Documents Y...

Page 44: ...must be loaded one at a time insert each page into the feeder as the previous page is being scanned Insert gently to prevent double feeding 1 Adjust the document guides to the width of your document 2 Place the document face down and push it gently into the document feeder The top edge of the document should enter the machine first The feeder will draw the leading edge of the document into the mac...

Page 45: ...panel Important Do not try to remove a document without opening the operation panel This may damage the feeder mechanism 1 Pull the release marked PANEL RELEASE up and open the operation panel 2 Remove the document 3 Close the operation panel making sure it clicks into place Click Loading the Document 2 5 ...

Page 46: ...ive for transmitting a document They are not effective for receiving a document Resolution settings STANDARD Use STANDARD for ordinary documents This setting gives you the fastest and most economical transmission FINE Use FINE for documents containing small letters or fine drawings SUPER FINE Use SUPER FINE for documents containing very small letters or very fine drawings HALF TONE Use HALF TONE f...

Page 47: ...imes until the desired resolution and contrast settings appear in the display The first time you move through the list of resolution settings the contrast setting AUTO will appear next to each resolution setting The second time you move through the list the contrast setting DARK will appear STANDARD AUTO FINE AUTO SUPER FINE AUTO HALF TONE AUTO STANDARD DARK FINE DARK SUPER FINE DARK HALF TONE DAR...

Page 48: ...ax If you pressed the SPEAKER key you must pick up the handset to talk Normal Dialling allows you to listen to the line and make sure the other fax machine is responding 1 Load the document s The display will show READY TO SEND or Set the resolution and or contrast if desired 2 Pick up the handset or press the SPEAKER key Listen for the dial tone 3 Dial the number of the receiving machine by press...

Page 49: ...ption tone press the START key Replace the handset if you used it When transmission is completed the fax will beep once Using the REDIAL key You can press the REDIAL key to redial the last number dialled To send a document proceed from Step 4 of Normal Dialling Note that the speaker will be automatically activated when you press the REDIAL key Beep Facsimile reception tone This is a pronounced hig...

Page 50: ...n the Sharp Colour MFP When you store a fax or telephone number you select a two digit Speed Dial number for it 99 Speed Dial numbers are available Speed Dial numbers 01 through 38 are for Rapid Key one touch Dialling Speed Dial numbers 39 through 99 are for dialling with the SPEED DIAL key SPEED DIAL key Rapid keys Attach each strip of Rapid Key labels as shown here When you store a number in a R...

Page 51: ...or voice number by pressing the number keys max of 32 digits including pauses Note A space cannot be entered If you make a mistake press the HOLD SEARCH key to move the cursor back to the mistake and then enter the correct number The new number will replace the old number If a pause is required between any of the digits to access a special service or an outside line press the REDIAL key The pause ...

Page 52: ...ple SHARP 7 7 7 7 7 4 4 4 2 2 7 7 7 7 7 7 7 Press the START key 8 Return to Step 3 to store another number or press STOP to exit If the number will be used for Rapid Key Dialling you can write the name on the appropriate Rapid Key label Step 3 or A 2 2 2 2 2 2 2 2 2 3 3 3 3 3 3 3 3 3 4 4 4 4 4 4 4 4 4 5 5 5 5 5 5 5 5 5 6 6 6 6 6 6 6 6 6 7 7 7 7 7 7 7 7 7 8 8 8 8 8 8 8 8 8 9 9 9 9 9 9 9 9 9 9 9 1 1...

Page 53: ...ss the START key 5 Return to Step 3 to clear another number or press STOP to exit Step 3 or Making changes To make changes in a number previously stored repeat the storing procedure Select the Speed Dial number for which you want to make changes in Step 3 and then change the number and or name when they appear in the display Steps 4 and 6 respectively Sending a Fax by Automatic Dialing 2 13 ...

Page 54: ...nd other programmed data in memory when the power is turned off Battery power is consumed primarily when the power is off With the power kept continuously off the life of the battery is about 5 years If the battery dies have your dealer or retailer replace it Do not try to replace it yourself Sending a Fax by Automatic Dialing 2 14 ...

Page 55: ...ress the Rapid Key corresponding to the desired Speed Dial number If the Speed Dial number is from 20 to 38 press the SHIFT key and then press the Rapid Key The name of the receiving party will appear in the display If no name was stored the fax number will appear If the name or number is incorrect press the STOP key The document will be automatically transmitted once the connection is made Exampl...

Page 56: ...ion and or contrast if desired 2 Press the SPEED DIAL key and then enter the two digits of the Speed Dial number by pressing the number keys To enter numbers 1 through 9 first enter 0 and then the number Example 3 Check the display If the name or number shown is correct press the START key If not press the STOP key and then repeat Step 2 Sending a Fax by Automatic Dialling 2 16 ...

Page 57: ... desired 2 Enter the number of the receiving machine by pressing the numeric keys If a pause is required between any of the digits to access a special service or an outside line press the REDIAL key The pause will appear as a hyphen Several pauses can be entered in a row 3 Check the display If the number of the receiving machine shown is correct press the START key If it is not correct press the S...

Page 58: ... resolution and or contrast if desired 2 Press the HOLD SEARCH key 3 Enter the first letter of the stored name by pressing the appropriate number key the key which corresponds to the required letter one or more times until the letter appears in the display If the name begins with a special character or number press 1 If you don t remember the first letter go to Step 4 you will scroll through the l...

Page 59: ...o names numbers have been stored at all NO DATA will appear or 5 Press the START key The document will be automatically transmitted once the connection is made Automatic redialling If you use automatic dialling including Direct Keypad Dialling and the line is busy the machine will automatically redial the number Up to 2 redialling attempts will be made at intervals of 5 minutes To stop automatic r...

Page 60: ...ing the UP and DOWN keys on the operation panel DOWN key UP key Speaker 1 Press the SPEAKER key 2 Press the UP or DOWN key or Display SPEAKER HIGH SPEAKER MIDDLE SPEAKER LOW 3 When the display shows the desired volume level press the SPEAKER key to turn off the speaker 2 20 ...

Page 61: ... RINGER OFF OK press the START key Silent ring fax detection system You can also set your fax machine to receive faxes silently but ring to alert you to a voice call To do so set the ringer volume to OFF and set the reception mode to TEL FAX When a voice call comes in a special ringer on the fax will ring Note that extension telephones will not ring Note During intial ringing before the fax picks ...

Page 62: ...ion mode 3 2 Selecting the receiving unit 3 3 Using TEL FAX Mode 3 4 Using FAX Mode 3 5 Using ANS Mode 3 6 Using TEL Mode 3 7 Answering with the Sharp Colour MFP s handset 3 7 Answering with an extension phone 3 8 Reception Ratio 3 9 Substitute Reception to Memory 3 10 3 1 ...

Page 63: ... is a voice call including manually dialled fax transmissions or an automatically dialled fax If it is a voice call the fax will make a special ringing sound to alert you to answer If it is an automatically dialled fax transmission reception will begin automatically ANS mode Select this mode when an answering machine is connected as explained in Connecting an Answering Machine in Chapter 6 and you...

Page 64: ...ur computer FAX Sharp MFP PC or If you select reception to your computer and the reception mode is set to TEL you must answer all calls by picking up the Sharp MFP s handset If you hear a fax tone through the handset when you answer the computer will automatically begin reception If you have selected reception to your computer and the reception mode is set to FAX or TEL FAX all calls will be answe...

Page 65: ... the call is a voice call or manually dialled fax it will make a ringing sound called pseudo ringing for 15 seconds to alert you to answer If you don t answer within this time your fax will send a fax tone to the other machine to allow the calling party to send a fax manually if they desire Comments Only the fax will alert you to voice calls or manually dialled faxes by pseudo ringing An extension...

Page 66: ... all calls on 2 rings and receive incoming faxes 2 rings Fax reception You can change the number of rings on which the machine answers calls by changing Option Setting 2 See Chapter 8 Option Settings If you pick up the handset before the machine answers you can talk to the other party and or receive a document as described in Using TEL mode FAX TEL ANS TEL FAX 3 5 ...

Page 67: ...ODE key until the arrow in the display points to ANS In ANS mode your fax will automatically receive voice and fax messages if you have connected an answering machine to the Sharp MFP See Chapter 6 for more details FAX TEL ANS TEL FAX 3 6 ...

Page 68: ...andset when the machine rings 2 If you hear a fax tone wait until the display shows RECEIVING and then replace the handset Beep RECEIVING Note If you have set Option Setting 12 Fax signal receive to NO press the START key to begin reception 3 If the other party first talks and then wants to send a fax press the START key after speaking press your START key before the sender presses their Start key...

Page 69: ... talks to you and then wants to send a fax press 5 and on the extension phone only on a tone dial phone Hang up Comments Your fax will not accept the signal to begin reception 5 if a document is loaded in its feeder If you have set Option Setting 12 to NO and hear a fax tone when you answer the extension phone you must press 5 and if you are on a tone dial phone or walk over to the fax pick up the...

Page 70: ...nting paper the remainder will be printed on a second page In this case the cut off point may occur in the middle of a line Note Automatic reduction may not be possible if the received document is too large contains too many fine graphics or images or is sent at high resolution In this case the remainder of the document will be printed on a second page 1 Press these keys The display will show RECE...

Page 71: ...esolve the situation as soon as possible to allow normal fax reception and printing to continue Paper jam CAN T PRINT DATA PAPER JAM Printing is impossible due to a paper jam Clear the jam as described in Clearing Paper Jams in Chapter 11 and printing will begin automatically Print cartridge not installed or out of ink CAN T PRINT DATA OUT OF INK Install or replace the print cartridge as described...

Page 72: ...artridge is low on ink and should be replaced You can print the received document one page at a time by pressing the following keys Caution If the ink runs out while a page is being printed the remainder of the page will be lost A colour cartridge is installed CAN T PRINT DATA COL CARTRIDGE CHANGE TO BLACK We recommend that you change to a black print cartridge to avoid the expense of using colour...

Page 73: ...e first page of the fax on the paper in the manual feeder by pressing the following keys Note If faxes received in memory are lost due to a power failure or other interruption of the power supply a CLEAR REPORT will be printed out when the power is restored This gives information about the faxes lost including the fax numbers of the transmitting machines if they are available Substitute Reception ...

Page 74: ...ge orientation 4 8 Choosing a paper size 4 9 Choosing manual specialty or automatic normal media 4 10 Increasing print speed 4 10 Preventing print from smearing 4 12 Printing copies 4 12 Printing in reverse page order last page first 4 13 Printing colour pages before black 4 13 Printing black pages before colour 4 14 Printing on Special Media Using the Manual Feeder 4 15 Removing media from the ma...

Page 75: ...rinting 4 23 Enabling DOS Printing to other printers 4 24 Printing a DOS fonts list 4 24 Adjusting the amount of ink used for each DOS print job 4 24 Printing Media Specifications 4 25 Paper types 4 25 Paper sizes 4 26 Envelope types 4 27 Transparency and glossy paper types 4 28 Label types 4 28 Recommended media 4 29 4 2 ...

Page 76: ...e consists of Printer Manager and the printer driver Colour MFP Printer Manager Printer Manager lets you monitor and control the operation of the Sharp Colour MFP Printer Manager includes five tabs Status Options Cartridges DOS Printing and About From these tabs you can Install and replace print cartridges Clean and align print cartridges View print job progress and print cartridge ink levels Canc...

Page 77: ...print quality Choose dry time delay Select the paper size orientation and paper source Specify the number of copies to print You can open the printer driver by clicking on the Print Setup or equivalent command in an application You can also access the Paper and Document Quality tabs from the Sharp MFP Properties window Click Start Settings and then Printers Right click the Colour MFP icon and sele...

Page 78: ...t menu click Settings 2 Click Printers The Printers dialog box appears 3 Click the Colour MFP printer icon once to select it 4 From the File menu click Set As Default Running Printer Manager as an icon 1 From Printer Manager click the Options tab 2 Make sure Run Minimized is checked When you send a job to print Printer Manager will open as an icon instead of a window Canceling a print job 1 From P...

Page 79: ...ent Printing a test page using the panel keys 1 Press these keys on the Colour MFP The display will show TEST PRINT PRESS START KEY 2 Press the START key If the test page does not print see Test Page Does Not Print in Printing Problems in Chapter 12 Printing a test page from Printer Manager 1 From Printer Manager click the Status tab 2 Click the Print Test Page button If the test page does not pri...

Page 80: ...u open the printer software from the Then changes you make are Windows 95 98 Start menu Applied to all print jobs Print command in an application s File menu Applied to that print job only Printer Setup or equivalent command in an application s File menu Stored with the document Selecting print quality 1 Open the application s File menu 2 Choose Print or Printer Setup 3 In the Printer Setup dialog...

Page 81: ...aper Types area click the paper type you want to use Choosing portrait or landscape page orientation 1 Open the application s File menu 2 Choose Print or Printer Setup 3 In the Printer Setup dialog box click the Properties button The Colour MFP property sheets appear 4 Click the Paper tab to open it 5 Select the appropriate orientation for your print job The image beside your selection reflects th...

Page 82: ...he Paper Size list box click the paper size you want To choose a Custom Paper size 1 Open the application s File menu 2 Choose Print or Printer Setup 3 In the Printer Setup dialog box click the Properties button The Colour MFP property sheets appear 4 Click the Paper tab to open it 5 From the Paper Size list box select Custom A dialog box appears 6 Enter the width and height of your paper 7 Click ...

Page 83: ... Perform Procedure 1 and then send a job to print If the print speed is not satisfactory perform Procedure 2 and send the job again Continue performing these procedures and resending the job until print speed is satisfactory Performing these procedures may affect print quality Procedure 1 Use this procedure to free memory 1 Close other applications not in use 2 Close all other open files within yo...

Page 84: ... Time Delay setting on the Document Quality tab is disabled Procedure 4 Use this procedure to change the Document Print option to Colour Sort 1 Open the application s File menu 2 Choose Print or Printer Setup 3 In the Printer Setup dialog box click the Properties button The Colour MFP property sheets appear 4 On the Document Quality tab click Colour Sort Changing Printer Settings 4 11 ...

Page 85: ...ication s File menu 2 Choose Print or Printer Setup 3 In the Printer Setup dialog box click the Properties button The Colour MFP property sheets appear 4 Click the Paper tab to open it 5 In the Copies section enter the number of copies you wish to print If you print copies of a multiple page document the printer does not automatically collate the copies For example if you print ten copies of a ten...

Page 86: ...reduce the number of times you switch between colour and black print cartridges during a mixed print job 1 Make sure you have the colour cartridge installed 2 Open the application s File menu 3 Choose Print or Printer Setup 4 In the Printer Setup dialog box click the Properties button 5 Click the Document Quality tab to open it 6 From the Document Print section click Colour Sort 7 Send the print j...

Page 87: ...alled 2 Open the application s File menu 3 Choose Print or Printer Setup 4 In the Printer Setup dialog box click the Properties button 5 Click the Document Quality tab to open it 6 From the Document Print section click Colour Sort 7 Send the print job 8 When the printer software prompts you remove the black cartridge and replace it with the colour cartridge Changing Printer Settings 4 14 ...

Page 88: ...edia can be loaded at a time in the manual feeder 1 Flip up the document tray 2 Insert one sheet of media into the manual feeder print side up so that the right edge of the media is against the right guide Push the media in until the feeder draws the leading edge in slightly Insert envelopes lengthwise so that the return address is in the upper right hand corner The display will show CHECK MAN FEE...

Page 89: ...just the paper guide to match the width of the media 4 From the application s File menu choose Print or Printer Setup 5 In the Printer Setup dialog box click the Properties button The Colour MFP property sheets appear 6 Click the Paper tab to open it Printing on Special Media 4 16 ...

Page 90: ...lect the paper type 11 Click OK 12 Send the job to print Note Faint horizontal lines may appear on some types of envelopes Removing media from the manual sheet feeder If you need to remove a sheet of media from the manual sheet feeder press the PRINTER key The media will feed out automatically Printing on Special Media 4 17 ...

Page 91: ...Printing on banner paper To print on banner paper use the manual feeder 1 Place the stack of banner paper behind your Sharp Colour MFP 2 Flip up the document tray Printing on Special Media 4 18 ...

Page 92: ...up and the right edge of the paper should be against the right guide Push the paper in until the feeder draws the leading edge in slightly The display will show CHECK MAN FEEDER USE AUTO FOR RX 4 Adjust the paper guide to match the width of the banner paper 5 Flip the original document output support back down Printing on Special Media 4 19 ...

Page 93: ... The Colour MFP property sheets appear 8 Click the Paper tab to open it 9 From the Paper Source box select Manual Specialty Media 10 From the Paper Size scroll box select Banner Ltr or Banner A4 depending on the size of banner paper letter or A4 you are using 11 Click OK 12 Send the job to print Printing on Special Media 4 20 ...

Page 94: ... then click MS DOS Prompt 5 Start your application from the MS DOS prompt 6 Install the HP DeskJet 500C as the current printer in the DOS application from which you are printing Some applications offer a colour or black mono version of the HP DeskJet 500C driver Choose the black mono version if you are printing in black only Choose the colour version if you are printing in colour and black If your...

Page 95: ...no version of the HP DeskJet 500C driver Choose the black mono version if you are printing in black only Choose the colour version if you are printing in colour and black If your application does not offer the HP DeskJet 500C printer driver install the DeskJet 500 printer driver You will not be able to print in colour with the DeskJet 500 printer driver For help installing a printer see your appli...

Page 96: ...ter port The Print command causes printing delays Changing print settings for DOS applications If possible use options in your DOS application to change printer settings Use the steps below only if you want to change a printer setting that does not exist in your DOS application 1 From Printer Manager click the DOS Printing tab 2 Change settings as needed Enabling Sharp MFP DOS printing To enable D...

Page 97: ...g Enable DOS Printing to other Printers is selected Printing a DOS fonts list 1 From Printer Manager click the DOS Printing tab 2 Click the Print Fonts button Adjusting the amount of ink used for each DOS print job 1 From Printer Manager click the DOS Printing tab 2 In the Print Quality setting click the appropriate Ink Saver option Printing From DOS Applications 4 24 ...

Page 98: ...ed bond paper Because all paper varies in physical characteristics you can receive mixed results from different packages of paper even though the packages contain the same type of paper If you encounter undesirable results try the other side of the paper a different type or another package of the same kind of paper Do not use the following types of paper with the printer Erasable bond paper Synthe...

Page 99: ... sqm 20 to 24 lb Thickness 0 1 to 0 178 mm 0 0004 to 0 007 in Paper sizes The Paper Size list in the printer driver includes these settings Letter 8 5 x 11 0 in A4 210 x 297 mm Legal 8 5 x 14 0 in B5 JIS 182 x 257 mm Executive 7 25 x 10 5 in A5 148 x 210 mm A6 105 x 148 mm Index card 3 0 x 5 0 in Postcard 4 0 x 6 0 in Envelope 6 3 4 6 3 4 x 3 5 8 in Envelope 9 3 7 8 x 8 7 8 in Envelope 10 4 1 8 x ...

Page 100: ...ctual printable area is slightly less than the dimensions you enter Note Card stock must be loaded as envelopes Envelope types Load envelopes in the manual feeder The acceptable dimensions for envelopes loaded in the manual feeder are Length 127 to 432 mm 5 0 to 17 0 in Width 76 2 to 203 mm 3 0 to 8 0 in Weight 76 to 90 g sqm 20 to 24 lb Thickness 0 178 to 0 635 mm 0 007 to 0 025 in Do not use the...

Page 101: ...or humid environments Transparencies and glossy paper take time to dry Be careful not to touch the printed surface until the ink is dry Use the manual feeder to print on transparencies or glossy paper Note that only one sheet can be loaded at a time Label types The printer supports letter and A4 size label sheets Use the manual feeder to print on labels For best results labels used in the printer ...

Page 102: ...lts use paper that is specially treated for inkjet printing such as a high resolution coated paper When printing on transparencies or other special media be sure to use media that is intended for inkjet printing Printing Media Specifications 4 29 ...

Page 103: ...ng Copies 5 2 Making black and white copies 5 2 Making colour copies 5 7 Changing the preset ratio setting for black and white copying 5 11 Changing the preset ratio setting for colour copying 5 12 Copy Cut off 5 13 5 1 ...

Page 104: ...on to plain and coated paper you can also make copies on transparencies and glossies Note For copying the print media must be legal letter or A4 size 1 If you are copying onto a transparency glossy or paper different from the paper in the paper tray flip up the document tray and insert the transparency or paper into the manual paper feeder Push the media in until the feeder draws the leading edge ...

Page 105: ...w READY TO SEND Important To prevent the document from skewing be sure the document is straight in the feeder and the document guides touch each side of the document 3 Press the COPY HELP key The display will show B W COPY MODE START PRESET 1 PRESET 2 MANU Making Copies 5 3 ...

Page 106: ...ng Select MANU if you have loaded a transparency or glossy in the manual sheet feeder PRESET MANU or The display will show ENTER 01 99 01 5 If you are making one copy per original press the START key If you are making multiple copies per original enter the number of copies per original if the number is less than 10 enter a 0 before the number If you selected PRESET in Step 4 go to Step 10 The disp...

Page 107: ...he display will show SET COPY RATIO 7 Set the amount of reduction or enlargement by entering a number from 1 to 6 as shown below or press the START key to automatically select 100 1 AUTO automatic size adjustment to match the size of the media 2 50 3 75 4 100 no reduction or enlargement 5 120 6 150 The display will show SET MEDIA TYPE Example 75 Making Copies 5 5 ...

Page 108: ...a in the manual feeder Example Coated paper The display will show SET COPY QUALITY 9 Select the copy print quality Press 1 for NORMAL or 2 for DRAFT The display will show SET RESOLUTION 10 If desired press the RESOLUTION key to adjust the resolution and or contrast the default settings are SUPER FINE and AUTO Note Available resolution settings are SUPER FINE and HALF TONE 11 Press the START key to...

Page 109: ...copy mode is automatically selected when a colour print cartridge is installed One colour copy per original can be made In addition to plain and coated paper you can also make copies on transparencies and glossies Note For copying the print media must be legal letter or A4 size 1 If you are copying onto a transparency glossy or paper different from the paper in the paper tray flip up the document ...

Page 110: ...w READY TO SEND Important To prevent the document from skewing be sure the document is straight in the feeder and the document guides touch each side of the document 3 Press the COPY HELP key The display will show COL COPY MODE START PRESET 1 PRESET 2 MANU Making Copies 5 8 ...

Page 111: ...o setting Select MANU if you have loaded a transparency or glossy in the manual sheet feeder If you select PRESET no further steps are necessary and copying will begin If you select MANU the display will show PRESET MANU or SET PAPER SIZE 5 Enter the size of the printing media by pressing a number key as shown below or press the START key to automatically select A4 1 LETTER 2 LEGAL 3 A4 Example A4...

Page 112: ...argement 6 200 The display will show SET MEDIA TYPE Example 50 7 Select the type of media to be used press the START key to automatically select PLAIN PAPER 1 PLAIN PAPER 2 COATED PAPER 3 TRANSPARENCY 4 GLOSSY PAPER Note The TRANSPARENCY and GLOSSY PAPER selections only appear if you inserted a sheet of media in the manual feeder Copying will begin Example Coated paper Making Copies 5 10 ...

Page 113: ...used when you select PRESET at the beginning of a copy operation The initial setting is AUTO 1 Press these keys The display will show B W COPY RATIO 2 Press 1 to select AUTO automatic size adjustment to match the size of the media or 2 to select 100 no reduction or enlargement 3 Press the STOP key to return to the date and time display AUTO 100 or Making Copies 5 11 ...

Page 114: ...ct PRESET at the beginning of a copy operation The initial setting is 100 1 Press these keys The display will show COL COPY RATIO 2 Set the amount of reduction or enlargement by entering a number from 1 to 6 as shown below 1 50 2 70 3 80 4 90 5 100 no reduction or enlargement 6 200 3 Press the STOP key to return to the date and time display Example Making Copies 5 12 ...

Page 115: ... The intial setting is YES cut off the remainder To change the setting follow the steps below 1 Press these keys The display will show COPY CUT OFF 2 Press 1 to set copy cut off to YES the remaining part of the document will not be printed or 2 to set copy cut off to NO the remaining part will be printed on a second page or 3 Press the STOP key to return to the date and time display YES NO Making ...

Page 116: ...ing Machine Making Voice Calls 6 2 Using the HOLD SEARCH key 6 3 Redial 6 3 Hold 6 3 Connecting an Answering Machine 6 4 Changing the outgoing message 6 5 Activating the answering machine connection 6 6 How answering machine mode operates 6 6 6 1 ...

Page 117: ... number with the numeric keys Rapid Key Dialling Press the appropriate Rapid Key if the Rapid Key number is from 20 to 38 press the SHIFT key first Speed Dialling Press the SPEED DIAL key and enter the 2 digit Speed Dial number with the numeric keys 3 Speak with the other party when they answer If you pressed the SPEAKER key pick up the handset to talk Note While the handset of the Sharp Colour MF...

Page 118: ...d can be redialled by pressing the REDIAL key it is not necessary to pick up the handset or press the SPEAKER key When the other party answers pick up the handset to talk Hold You can put the other party on hold during a conversation by pressing the HOLD SEARCH key When this is done they cannot hear you You can put the handset back in the cradle without breaking the connection When you are ready t...

Page 119: ...o receive both voice messages and faxes when you are out 1 Remove the seal covering the TEL SET socket 2 Connect the answering machine s telephone line socket to the TEL SET socket If desired you can connect an extension phone to your answering machine s extension phone socket To answering machine s telephone line socket TEL LINE TEL SET 6 4 ...

Page 120: ...rt key For example your message might go as follows Hello You ve reached the ABC company No one is available to take your call right now Please leave a message after the beep or press your facsimile Start key to send a fax Thank you for calling Comments It is advisable to keep the length of the message under 10 seconds If it is too long you may have difficulty receiving faxes sent by automatic dia...

Page 121: ...will answer by the fourth ring How answering machine mode operates Whilst you are out all of your incoming calls will be answered by the answering machine and its outgoing message will play Voice callers can leave a message During this time the Sharp Colour MFP will quietly monitor the line If the Sharp Colour MFP detects a fax tone or a duration of silence greater than four seconds it will take o...

Page 122: ...Numbering 7 11 Blocking Reception of Unwanted Faxes 7 13 Sending Documents From Memory 7 15 If the memory becomes full 7 17 Polling Requesting a Fax Transmission 7 18 Requesting transmission 7 18 Being polled polling standby 7 19 Polling security 7 19 Storing and clearing fax numbers for polling permission 7 20 Timer Operations 7 21 Setting a timer operation 7 21 To cancel an operation 7 23 7 1 ...

Page 123: ...eption after the number of rings set with Option Setting 2 the factory setting is 2 rings When your voice number is dialled the fax machine will signal the call with the normal ringing sound to let you know that you must answer personally The factory setting is NO If set to YES both Australian Fax Duet and New Zealand FaxAbility Distinctive Ring are supported Important The distinctive ring functio...

Page 124: ... Press 1 YES to turn on distinctive ring or 2 NO to turn it off The display will show FAX SIGNAL RX 4 Press the STOP key 5 Set the reception mode to FAX YES NO or FAX TEL ANS TEL FAX Distinctive Ring 7 3 ...

Page 125: ... use Rapid Keys or Speed Dial numbers to dial the numbers of the receiving machines 1 Load the document s The display will show READY TO SEND 2 Press the MEMORY key and then 2 3 Dial the receiving machines by using one or both of the following methods a maximum of 20 stations can be selected Enter one or more Speed Dial numbers by pressing the numeric keys Press one or more Rapid Keys 4 Press the ...

Page 126: ...ion error code If so send the document to those locations again Broadcasting using a Group Key If the fax machines to which you want to broadcast have all been programmed into one Group Key you can perform the broadcasting operation using the following simplified procedure 1 Load the document s Set the resolution and or contrast if desired 2 Press the appropriate Group Key Transmission will begin ...

Page 127: ...as both a Group Key and a Rapid Key Up to 20 fax numbers can be stored in one Group Key Only Speed Dial numbers can be stored in a Group Key Full numbers cannot be stored 1 Press these keys The display will show GROUP ENTRY MODE 2 Press 1 to program a Group Key or 2 to clear a Group Key 3 Press a Group Key one of Rapid Keys 16 G1 through 19 G4 to select it If you are clearing the key go to Step 5 ...

Page 128: ...5 Press the START key 6 Return to Step 3 to program or clear another Group Key or press STOP to exit Step 3 or Broadcasting 7 7 ...

Page 129: ...umber with the name programmed Your name and number must be programmed as described in the Setup Guide You can select a message Follow the steps below to turn on the cover sheet function Once the cover sheet function is turned on cover sheets will be included with all tranmissions until you turn it off 1 Press these keys The display will show OPTION SETTING 2 Press these keys The display will show...

Page 130: ...tional When the cover sheet function is turned on you can also select a message which will appear as a header at the top of the cover sheet Note that the message selection is only effective for one transmission 1 Load the document s The document must be loaded before a message can be selected The cover sheet function must be turned on 2 Press these keys The display will show COVER SHEET HEAD Cover...

Page 131: ...om 1 to 4 1 URGENT 2 IMPORTANT 3 CONFIDENTIAL 4 PLS DISTRIBUTE Example 4 Dial the receiving machine and transmit the document Note To cancel a cover sheet header setting press the STOP key or remove the document from the feeder Cover Sheet 7 10 ...

Page 132: ...This allows the receiver to check for missing pages 1 Load the document s The document must be loaded before batch page numbering can be set 2 Press these keys The display will show PAGE COUNTER SET 3 Enter the total number of pages 01 to 99 by pressing the number keys If you are sending a cover sheet do not include it in the total number of pages the number will be adjusted automatically Example ...

Page 133: ...he STOP key If the number of pages actually transmitted does not coincide with the batch number entered the alarm will sound and PAGE COUNT ERROR will appear in the display PAGE E will also appear in the NOTE column of the Transaction Report if it has been set to print out Batch Page Numbering 7 12 ...

Page 134: ...entered in the Anti Junk Number List To clear a number from the Anti Junk Number List you need to know the 1 digit number which identifies it If you have forgotten this number print out the Anti Junk Number List as described in Chapter 9 1 Press the keys shown at right STORE JUNK FAX will appear in the display 2 Press 1 to store a number in the Anti Junk Number List or 2 to clear a number from the...

Page 135: ...r the full number you want to block max of 20 digits Example 5 Press the START key 6 Return to Step 3 to enter or clear another number or press STOP to exit Step 3 or Blocking Reception of Unwanted Faxes 7 14 ...

Page 136: ...aiting to pick up the original document and frees the feeder for other operations After transmission the document will be cleared from memory Only one memory transmission can be set at a time The amount of memory currently occupied appears as a percentage in the display while the document is being scanned 1 Load the document s The display will show READY TO SEND Set the resolution and or contrast ...

Page 137: ...Enter a full telephone number by pressing the number keys 4 Press the START key if you entered a Speed Dial number or a full number The document will be scanned and stored in memory Your fax will then dial the receiving machine and transmit the document redialling will be done automatically if necessary 01 20 Example Sending Documents From Memory 7 16 ...

Page 138: ...ages which have been stored up to that point in memory The remaining pages will be ejected from the feeder After transmission the memory will be cleared and you can transmit the remaining pages You will also need to transmit the page which was being scanned when the memory filled up Press the STOP key if you want to cancel the entire transmission Sending Documents From Memory 7 17 ...

Page 139: ...n Settings Note that when Rapid Key 15 POLL is set as a polling key it cannot be used for Rapid Key Dialling Requesting transmission Note Rapid Dial Keys cannot be used for polling To dial a Rapid Dial location press the SPEED DIAL key and then enter the 2 digit number corresponding to the Rapid Key 1 Dial the fax machine you want to poll using one of the following methods Pick up the handset or p...

Page 140: ...vent unauthorized polling of your machine When this function is turned on polling will only take place when the fax number of the polling fax machine has been entered in your machine s list of permitted fax numbers called passcode numbers The number of the polling fax must also be correctly programmed into itself for identification To use Polling Security follow the steps below to turn the functio...

Page 141: ...ay 3 Press 1 to store a number or 2 to clear a number or 4 Storing Enter a 2 digit number from 01 to 10 This number identifies the fax number you will store in the next step Clearing Enter the number which identifies the fax number you want to clear and go to Step 6 Example 5 Enter the fax number max of 20 digits Example 6 Press the START key 7 Return to Step 4 to enter or clear another number or ...

Page 142: ...n to take advantage of off peak telephone rates without having to be there when the operation is performed Note Only a Speed Dial number can be used to dial the receiving machine Setting a timer operation 1 Press the keys shown at right TIMER MODE will appear in the display 2 Press to set a transmission operation SEND MODE or to set a polling operation POLLING MODE or 3 Press 1 to select SET 4 Ent...

Page 143: ... key 7 Enter the Speed Dial number of the receiving fax machine If this is a polling operation go to Step 10 Example 8 Press the START key 9 Adjust the resolution and or contrast if desired skip to the next step if you don t want to change settings 10 Press the START key and then the STOP key If this is a transmission operation load the document in the feeder sometime before the specified time of ...

Page 144: ...been set follow the steps below 1 Press the keys shown at right TIMER MODE will appear in the display 2 Press to cancel a transmission operation or to cancel a polling operation or 3 Press 2 to select CLEAR 4 Press the START key and then the STOP key Timer Operations 7 23 ...

Page 145: ...or each option below First press FUNCTION and 4 then press or to scroll through the options or Setting 1 FINE RESOLUTION PRIORITY This option sets the default resolution the resolution used if a setting is not made with the RESOLUTION key for transmitting documents Press 1 YES to set the default resolution to FINE or 2 NO to set it to STANDARD Initial setting 2 Display will show FINE PRIORITY YES ...

Page 146: ...m 2 to 4 Initial setting 2 Press until display shows NUMBER OF RINGS Enter a number from 2 to 4 4 RINGS TEL ANS Setting 3 4 RINGS TEL ANSWER Press 1 YES to have the fax machine answer a call after 4 rings when it is in TEL reception mode Press 2 NO to turn the function off Initial setting 2 Press until display shows 4 RINGS TEL ANS YES NO or TEL FAX REMOTE Option Settings 8 2 ...

Page 147: ... 5 Press until display shows TEL FAX REMOTE Enter a number from 0 to 9 REMOTE RECEPTION Setting 5 REMOTE RECEPTION SELECT If you don t intend to use the above TEL FAX REMOTE NUMBER you can turn detection of the number off This will ensure that the fax never mistakenly attempts to begin reception if it detects a signal similar to the TEL FAX REMOTE NUMBER while you are talking on an extension phone...

Page 148: ...n 4 NEVER PRINT A report will never be printed 5 ERROR ONLY A report will be printed only after an error occurs Initial setting 5 Press until display shows TRANSACTION PRINT Enter a number from 1 to 5 DIAL MODE Setting 7 DIAL MODE This sets the mode of dialling Press 1 if you are on a tone dial line or 2 if you are on a pulse dial line Initial setting 1 Press until display shows DIAL MODE TONE PUL...

Page 149: ...IET DETECT TIME When an answering machine is connected to the fax the fax will take over the line and begin reception if it detects a certain duration of silence after the answering machine answers a call This sets the duration of silence in seconds Enter a number from 01 to 10 or enter 00 to turn off the function Initial setting 04 Press until display shows QUIET DETECT TM Enter a number from 00 ...

Page 150: ...ss 2 to turn the function off This setting is described in more detail in Distinctive Ring in Chapter 7 Initial setting 2 Press until display shows DISTINCTIVE RING YES NO or FAX SIGNAL RX Setting 12 FAX SIGNAL RECEIVE Your fax is will automatically begin reception if you hear a high pitched fax tone after answering a call If you use a computer fax modem on the same line you must turn this functio...

Page 151: ... if you want to use Rapid Key 15 POLL as a polling key Press 2 if you want to use it as a regular Rapid Key Initial setting 2 Press until display shows POLLING YES NO or COVER SHEET Setting 15 AUTO COVER SHEET Press 1 YES to have the fax automatically generate a cover sheet and send it as the last page of each transmission Press 2 NO to turn the function off Initial setting 2 Press until display s...

Page 152: ...setting 2 Press until display shows AUTO PRINT OUT YES NO or ECM MODE Setting 17 ERROR CORRECTION MODE ECM Press 1 YES to have any distortions in a transmission due to noise on the telephone line be corrected before print out at the receiving end This is only effective when the other machine has ECM as well Press 2 NO to turn the function off Initial setting 1 Press until display shows ECM MODE YE...

Page 153: ...g Reports and Lists 9 2 Printing a list 9 2 Activity Report 9 2 Timer List 9 4 Telephone Number List 9 4 Passcode List 9 5 Option Setting List 9 5 Anti Junk Number List 9 6 Group List 9 6 Print Setup List 9 7 Transaction Report 9 7 9 1 ...

Page 154: ...ys The display will show LISTING MODE 2 Press the key or the key until the desired list appears in the display or 3 Press the START key Activity Report This report shows information on your most recently performed send and receive operations a combined maximum of 30 operations can appear The report is divided into two parts the TRANSMISSIONS ACTIVITY REPORT which shows information on transmissions...

Page 155: ... of headings SENDER RECEIVER The fax number of the other machine involved in the transaction If this machine does not have an ID function the communication mode will appear for example G3 PAGES Number of pages transmitted or received NOTE OK Transmission reception was normal P FAIL A power failure occurred If you have power and the problem persists try a different outlet If necessary have an elect...

Page 156: ... transmission using a function which your fax does not have If you were attempting to fax make sure a document is in the feeder If you were receiving contact the faxing party to see how they are trying to send to you Timer List This list shows the timer operations that are currently set Telephone Number List This list shows the fax and voice numbers that have been stored for automatic dialing Prin...

Page 157: ...urity your name and fax telephone number as entered in the machine and a sample of the header printed at the top of every page you transmit HEADER PRINT Option Setting List This list shows the current status of the option settings Printing Reports and Lists 9 5 ...

Page 158: ...Anti Junk Number List This list shows the numbers that are blocked by the Anti Junk function Group List This list shows the fax numbers stored in each Group Key Printing Reports and Lists 9 6 ...

Page 159: ...tory to print out the report only when an error occurs If desired you can change the setting to have it printed out under a variety of other conditions This is done by changing Option Setting 6 Transaction Report Print Select as described in Chapter 8 The same headings appear in the Transaction Report as in the Activity Report See Activity Report in this chapter for an explanation of the headings ...

Page 160: ...a soft cloth Make sure that all dirt and stains such as correcting fluid are removed as dirts and stains will cause vertical lines on transmitted images and copies Adhesive cellophane tape is useful for removal of debris from the rollers White roller Document rollers Scanning glass The housing Wipe the external parts and surface of the machine with a dry cloth Caution Do not use benzene or thinner...

Page 161: ... marks on your printed documents 1 Remove the print cartridge To remove the print cartridge first press the CARTRIDGE key on the Sharp Colour MFP or click the Cartridges tab then the Install Cartridge button in Printer Manager 2 Unplug the Colour MFP power cord This forces the print cartridge carrier to remain in the load position 3 Use a clean dry cloth to wipe the deflector plate on the print ca...

Page 162: ...e the print cartridge and close the front cover If you pressed the CARTRIDGE key in Step 5 press the START key and then 1 for OLD BLACK CART or 2 for OLD COL CART on the Sharp Colour MFP If you clicked the Install Cartridge button in Printer Manager in Step 5 click Old Black Cartridge Installed or Old Colour Cartridge Installed The print cartridge will return to its home position Maintenance 10 3 ...

Page 163: ... scanned image are slightly off Before calibrating the scanner we recommend that you clean the scanning glass as explained at the beginning of this chapter 1 Press these keys The display will show CALIBRATION MODE PRESS START KEY 2 Press the START key The display will show SET SPECIAL DOC STOP CANCEL START OK 3 Insert the scanner calibration sheet into the document feeder with the blank white side...

Page 164: ...4 Press the START key The Sharp Colour MFP will scan the scanner calibration sheet When calibration is completed the date and time will reappear in the display Maintenance 10 5 ...

Page 165: ... and copying problems 11 6 General problems 11 7 Messages and Signals 11 8 Messages in the display of the Sharp MFP 11 8 Audible signals 11 11 Printing Problems 11 12 Error messages in Printer Manager 11 12 General printing problems 11 14 Poor print quality 11 18 Clearing Paper Jams 11 22 Clearing a jammed document 11 22 Clearing jammed printing paper 11 23 11 1 ...

Page 166: ...t to ANS Make sure your Sharp MFP s TEL LINE socket is connected to the wall socket Make sure your Sharp MFP s TEL SET socket is connected to your answering machine s telephone line socket not the answering machine s extension phone socket Make sure your answering machine s outgoing message is under 10 seconds Make sure that Option Setting 9 Quiet Detect Time is set to three or four seconds see Ch...

Page 167: ...e cord from the TEL LINE socket to the wall socket should be no longer than two meters Make sure there are no modem devices sharing the same telephone line Check with the other party to make sure their fax machine is functioning properly Have your telephone line checked for line noise Try connecting your Sharp MFP to a different telephone line If the problem persists call your dealer or the SHARP ...

Page 168: ...correct dialling mode for your telephone line See Option Setting 7 in Chapter 8 The power is on but no transmission takes place Make sure that the receiving machine has fax paper Make sure that the telephone line cord is plugged into the TEL LINE socket and not the TEL SET socket If the receiving machine is in TEL mode with no attendant reception will not be possible If the receiving machine is no...

Page 169: ...may cause distortion Try sending the document again Make a copy of the document on the Sharp MFP If the copy is also distorted your Sharp MFP may need service If the problem persists call your dealer or the Sharp number s listed on the warranty card Problems and Solutions 11 5 ...

Page 170: ...d in the document feeder READY TO SEND will appear Remove the document to allow any error messages to appear The printing paper does not come out The printing paper may be jammed See Clearing jammed printing paper in this chapter The printing paper comes out blank when you try to receive a document Make sure that the document is loaded properly in the feeder of the transmitting machine Make a copy...

Page 171: ...all if the reception mode is set to ANS To prevent interruption on a touch tone extension phone press any three keys on the extension phone after answering Note Do not enter the code to activate fax reception No reception occurs when polling is attempted Make sure you have not run out of paper Make sure the transmitting machine is in FAX reception mode If the transmitting machine has polling secur...

Page 172: ...not possible or not recommended the additional message that appears will indicate the problem The fax will print out automatically when the problem is resolved For more information see Substitute Reception to Memory in Chapter 3 CHECK MAN FEEDER USE AUTO FOR RX Media has been loaded in the manual sheet feeder To allow normal reception of faxes promptly use the media in the sheet feeder or press th...

Page 173: ...empt transmission at this time as this will interrupt the conversation on the extension phone LOW INK CHANGE CARTRIDGE The print cartridge is running low on ink Replace it as described in Changing Print Cartridges in Chapter 1 MEMORY IS FULL The memory is full This may occur during fax reception if too much data is received before the pages can be printed out If faxes have been received to memory ...

Page 174: ...istakenly set the cartridge type to black after installing a colour cartridge To correct the setting press the CARTRIDGE key and then 2 OLD COLOUR or 4 NEW COLOR OUT OF PAPER You are out of printing paper or the paper release plate is open Load paper as described in Loading Printing Paper in Chapter 12 PAPER JAMMED The printing paper is jammed See the following section Clearing Paper Jams After cl...

Page 175: ... Complete the installation procedure from Printer Manager Pressing the panel keys will have no effect until the procedure is completed TOTAL PAGE S 01 Number of pages transmitted received or copied Audible signals Continuous tone 3 seconds Indicates the end of transmission reception or copying Intermittent tone 3 beeps 5 seconds 1 second on 1 second off Indicates incomplete transmission reception ...

Page 176: ...printer prints a blank page when too many files are open in the same application Follow the instructions for increasing print speed see Increasing Print Speed in Chapter 4 These instructions reduce the amount of memory needed to print Consider purchasing more memory for your personal computer Out of Paper Load paper If you have paper and this message appears you may have the wrong paper source sel...

Page 177: ...ont cover of the Sharp Colour MFP 2 Clear any paper or other objects from the paper path 3 Make sure the print cartridge is completely clicked into the cartridge carrier If not push back until it clicks into place 4 Press the PRINTER button on the Colour MFP Printing problems 11 13 ...

Page 178: ...and The DOS Print command causes printing delays Here is an example of the correct DOS Copy command copy filename lptn b In the above example copy is the DOS copy command filename is the name of the print file lptn is the port where your printer is connected For example lpt1 or lpt2 b instructs the computer to send the data in binary form DOS print job does not print Check the following items Make...

Page 179: ...ur MFP is set as your default printer driver Old document prints with different fonts When you print a document formatted for a different printer Windows may substitute different fonts Line breaks and page breaks may change also Use the software application that created the document to fix these problems then save your changes for the next time you print Printer pauses frequently during a print jo...

Page 180: ...with your DOS settings Check your DOS printer port settings driver and your application settings Sharp Colour MFP prints very slowly Try the following if your printer is printing slowly See Increasing print speed in Chapter 4 Consider purchasing more memory for your personal computer Check the document you are printing Graphics usually take more time to print than text Printer seems to be printing...

Page 181: ...ver to change a setting only if your application does not have that setting Test page does not print Try the following if the test page does not print Make sure The power cord is completely plugged in Try unplugging it then plugging it back in The paper path is clear The parallel cable is properly connected to the computer and the Sharp Colour MFP Paper is loaded in the Sharp Colour MFP correctly ...

Page 182: ...dge To view the ink level check the print cartridge image shown in the Cartridge tab Remove and reinstall the print cartridge Clean the print cartridge nozzles See Cleaning the print nozzles in Chapter 1 If printing on transparencies try changing the fill pattern in your application software General print quality problems The print cartridge may be out of ink or low on ink If the Ink Low message h...

Page 183: ... documents have these minimum margin settings Left and Right Margins Left and right margin settings must be at least 6 35 mm each for all paper sizes except A4 For A4 size paper left and right margin settings must be at least 3 37 mm each Bottom Margin The bottom margin setting for all paper sizes must be 12 7 mm For best printing results use at least 16mm Top Margin The top margin setting must be...

Page 184: ...ype loaded in the printer See Choosing a paper type in Chapter 4 Make sure the paper is straight and unwrinkled Let the ink dry before handling the paper Change Print Quality to Fast Draft See Selecting print quality in Chapter 4 Clean the print cartridge nozzles See Cleaning the print nozzles in Chapter 1 Print smears on the page Print smearing may occur in two ways Print is smeared as the printe...

Page 185: ...Printing on Special Media in the Manual Feeder in Chapter 4 Printed pages have alternating bands of light and dark print See Printer pauses frequently during a print job in this section Solid black areas on transparencies contain white streaks Try using a different fill pattern in your application software Unexpected or missing characters Make sure you have the Colour MFP selected as the default p...

Page 186: ...DOCUMENT JAMMED appears in the display first try pressing the START key If it doesn t feed out remove it as follows Important Do not try to remove a document without opening the operation panel This may damage the feeder mechanism 1 Pull the release marked PANEL RELEASE up and open the operation panel 2 Remove the document 11 22 ...

Page 187: ...ation panel making sure it clicks into place Clearing jammed printing paper 1 Open the front cover of the Sharp MFP 2 Grasp the leading edge of the jammed paper and pull it out of the machine Clearing Paper Jams 11 23 ...

Page 188: ...e plate toward you and pull the jammed paper out from the back of the machine 4 Make sure there are no torn pieces of paper remaining in the machine 5 Close the front cover Replace the paper tray cover if removed and then press the paper release plate back down 6 Press the PRINTER key to reset the Sharp MFP Clearing Paper Jams 11 24 ...

Page 189: ...1 Unpacking Checklist 12 2 2 Trays 12 3 3 Connections 12 4 4 Installing a Print Cartridge 12 9 5 Loading Printing Paper 12 14 6 Entering Your Name and Fax Number 12 17 7 Setting the Date and Time 12 20 8 Installing the Multifunction Interface Software 12 23 9 Selecting the Reception Mode 12 27 12 1 ...

Page 190: ...our Multifunction Interface CD Document tray Adapter for Australia Adapter for New Zealand Business products dealer installation report Scanner calibration sheet Calibrate the scanner with the calibration sheet whenever the quality of scanned colour images is not desirable clean the scanning glass before performing calibration Instructions for using the calibration sheet and cleaning the scanning ...

Page 191: ...o the back of the machine as shown Pull out the original document support and the output tray Note When receiving faxes copying or printing do not let a large number of pages accumulate in the output tray This may obstruct the outlet and cause paper jams 12 3 ...

Page 192: ... handset rest The ends of the handset lead are identical so they will go into either socket Make sure the handset cord goes into the unmarked socket on the side of the machine Use the handset to make ordinary phone calls or to transmit and receive documents manually 12 4 ...

Page 193: ...p the clips on each side of the port onto the cable connector to secure it 3 Connect the other end of the cable to the parallel port on the back of your computer Note The parallel port mode of your computer should be set to ECP mode To check or change the parallel port mode run your computer s setup BIOS program after powering on your computer Refer to your computer documentation for more informat...

Page 194: ...ff by simply plugging or unplugging the power lead Note If your area experiences a high incidence of lightning or power surges we recommend that you install surge protectors for the power and telephone lines Surge protectors can be purchased at most telephone specialty stores Moving your fax and reconnecting Should it be necessary to move your fax to a new location first disconnect the telephone l...

Page 195: ...socket on the wall For Australia For New Zealand Be sure to insert the telephone line cord into the TEL LINE socket Do not insert it into the TEL SET socket Note The Sharp MFP is set for tone dialling If you are on a pulse dial line you must set the Sharp MFP for pulse dialling Press the following keys on the operation panel Press until display shows DIAL MODE TONE PULSE or PSEUDO RING DUR Connect...

Page 196: ...ee Connecting an Answering Machine in Chapter 6 of your online Operation Guide 1 Remove the seal covering the TEL SET socket 2 Connect the extension phone line to the TEL SET socket Important In New Zealand not all standard telephones and answering machines will respond to incoming ringing when connected to the extension socket of the equipment Connections 12 8 ...

Page 197: ...tridge installed for normal use and change to a colour cartridge only when you need to print a colour job Note If you receive a fax when a colour print cartridge is installed the fax will be held in memory and printed out when a black cartridge is installed CARTRIDGE key 1 Press the CARTRIDGE key The cartridge carrier will move to the centre of the print compartment 12 9 ...

Page 198: ... pulling the knob on the cartridge toward you until you hear a click If the cartridge is still useable insert it into the cartridge holder on the back of the machine Push back on the cartridge until it clicks into place To prevent the used print cartridge from drying out be sure to store it in the cartridge holder 3 Remove the new print cartridge from its packaging Installing a Print Cartridge 12 ...

Page 199: ...the copper colored area 5 Insert the print cartridge into the cartridge carrier Push back on the cartridge until it clicks into place Note If the print cartridge moves loosely in the carrier it is not locked into place Repeat this step 6 Close the front cover Installing a Print Cartridge 12 11 ...

Page 200: ...artridge The cartridge will return to its home position If you pressed 3 or 4 for a new cartridge the Sharp MFP will print a test page for printhead alignment 8 If you installed a new print cartridge look at the test page and locate the line that comes closest to forming a perfectly straight line In this example line 13 comes closest to forming a straight line NEW BLACK CART NEW COLOUR CART or Ins...

Page 201: ...on the test page If the number is less than 10 enter a 0 before the number Example Line 13 The display will show CLEAN NOZZLES 11 Press the STOP key to return to the time and date display Note If you have installed a colour cartridge the display will show the following alternating messages COL CARTRIDGE USE BLACK FOR RX Installing a Print Cartridge 12 13 ...

Page 202: ...umber of sheets is 200 for paper from 60 to 80 g m2 150 for paper from 80 to 90 g m2 such as coated paper 1 Remove the paper cover if it is on the paper tray 2 Fan the paper and then tap the edge against a flat surface to even the stack 3 Pull the paper release plate toward you 12 14 ...

Page 203: ...it out and combine it into a single stack with the new paper before adding the new paper 5 Replace the paper cover on the paper tray 6 Push the paper release plate back down Important Be sure to replace the paper cover before you push the paper release plate down Loading Printing Paper 12 15 ...

Page 204: ...GAL PLAIN COATED Note This setting is only for received faxes To set the paper size for printing from your computer see Chapter 4 Printing with the Sharp Colour MFP in your online Operation Guide 8 The Sharp Colour MFP has been set at the factory to print on plain paper If you have loaded coated paper you must change the media type setting to COATED Press these keys The display will show MEDIA TYP...

Page 205: ...P you must enter your name and fax telephone number You must also set the date and time Once you enter this information it will automatically appear at the top of each fax page you send 3 key FUNCTION key STOP key START key key 1 Press these keys The display will show ENTRY MODE 12 17 ...

Page 206: ...ess the key To insert a press the key If you make a mistake press the HOLD SEARCH key to move the cursor back to the mistake and then enter the correct number The new number will replace the old number 5 Press START to enter the fax number in memory Example The display will show ENTER YOUR NAME Cursor A dark square mark in the display that indicates where a number or letter will be entered Enterin...

Page 207: ...e cursor to the left Press this key to change case Press this key to move the cursor to the right Press either key repeatedly to select one of the following symbols _p 7 Press the START key to save your name in memory The display will show SECURITY SELECT 8 Press the STOP key to return to the date and time display A 2 2 2 2 2 2 2 2 2 3 3 3 3 3 3 3 3 3 4 4 4 4 4 4 4 4 4 5 5 5 5 5 5 5 5 5 6 6 6 6 6 ...

Page 208: ...nd reports and are printed at the top of every page you transmit 3 key FUNCTION key STOP key START key key 1 Press these keys The display will show ENTRY MODE 2 Press the key twice The display will show DATE TIME SET Note The Sharp Colour MFP is Year 2000 compliant 12 20 ...

Page 209: ...e the cursor back to the mistake and then enter the correct number Example the 5th 5 Enter a two digit number for the month 01 for January 02 for February 12 for December etc Example January 6 Enter the year four digits Example 1998 7 Enter a two digit number for the hour 00 to 23 and a two digit number for the minute 00 to 59 Example 9 25 Setting the Date and Time 12 21 ...

Page 210: ...8 Press the START key to start the clock The display will show STORE JUNK FAX 9 Press the STOP key to return to the date and time display Setting the Date and Time 12 22 ...

Page 211: ...nections 2 Make sure the Sharp Colour MFP is on the power cord is plugged into an outlet 3 Start up your computer and run Microsoft Windows 95 or 98 Close any other applications that may be running 4 The Sharp Colour MFP supports Plug and Play technology The New Hardware Found box will appear the first time you run Windows 95 or 98 after connecting the Colour MFP Note In some versions of Windows 9...

Page 212: ... INF in the root directory of your CD ROM drive and then click Next Click Finish in the Add Printer Wizard dialog box Important After the files are copied the Add New Hardware Wizard dialog box will appear again followed immediately by the Change Cartridge window the Change Cartridge window may cover the Add New Hardware Wizard dialog box Be sure to click Finish in the Add New Hardware Wizard dial...

Page 213: ...can add them by following these steps 1 Click the Windows 98 Start button point to Settings and select Printers 2 In the Printers window right click the Colour MFP icon 3 Select Start Printer Manager from the menu that appears This will create the icons 4 Close Printer Manager Installing the software when the New Hardware Found box doesn t appear If you find that the New Hardware Found box doesn t...

Page 214: ...and the Colour Multifunction Interface software can be found in the Online Guide on the CD To open the guide follow these steps 1 Insert the Multifunction Interface CD in your CD ROM drive 2 Click Start point to Programs and select Colour Multifunction Interface Click Online Guide The Online Guide is divided into two parts Part I Instructions for using the Sharp Colour MFP as a printer standalone ...

Page 215: ... including manually dialled fax transmissions or an automatically dialled fax If it is a voice call the fax will make a special ringing sound to alert you to answer If it is an automatically dialled fax transmission reception will begin automatically ANS mode Select this mode when an answering machine is connected as explained in Connecting an Answering Machine in Chapter 6 of your online Operatio...

Page 216: ...r computer FAX Sharp MFP PC or If you select reception to your computer and the reception mode is set to TEL you must answer all calls by picking up the Sharp MFP s handset If you hear a fax tone through the handset when you answer the computer will automatically begin reception If you have selected reception to your computer and the reception mode is set to FAX or TEL FAX all calls will be answer...

Page 217: ...er Manager 4 3 Color MFP Printer Manager running as icon 4 5 Contrast 2 7 Copies making 5 2 Copy cut off setting 5 7 Copy ratio setting 5 4 5 6 Copy Help key xi 5 3 Cover sheet 8 7 D Date setting 12 20 Default printer setting 4 4 Dial mode 8 4 Dialling Direct Keypad 2 17 Normal 2 8 6 2 Rapid Key 2 15 6 2 Search 2 18 6 3 Speed 2 16 6 2 Direct Keypad Dialling 2 17 Display x Distinctive Ring 7 2 Docu...

Page 218: ...mber keys xi Number of rings in FAX and TEL FAX reception modes 8 2 O Option Setting List 9 5 P Page orientation selecting 4 8 Panel release xii Paper jams clearing 11 23 Paper size for printing choosing 4 9 Paper size setting for fax 12 16 Paper type for printing choosing 4 8 Parallel cable connecting 12 5 Passcode List 9 5 Pauses in automatic dialling 2 11 2 17 Polling 7 18 7 20 Polling key sett...

Page 219: ...ers cleaning 10 1 S Scanning glass cleaning 10 1 Search Dialling 2 18 6 3 Sender s name and number entering 12 17 Smearing preventing 4 12 Speaker key xi 2 8 2 20 6 2 Speaker volume 2 20 Special media 4 15 Speed Dial key x 2 16 6 2 Speed Dialling 2 16 6 2 Start key xi Stop key xii T TEL reception mode 3 2 3 7 12 27 TEL LINE socket 12 7 TEL SET socket 6 4 12 8 TEL FAX reception mode 3 2 3 4 12 27 T...

Page 220: ...tually any browser Create a personal database of fax and telephone numbers in an Address Book and use it to quickly fax documents Send the same information as a fax or e mail message from a singledistributionlist Convert image files and faxes into editable text for popular word processing or spreadsheet applications using the built in Xerox TextBridge OCR feature Mark up and add notes to a scanned...

Page 221: ...Software Setup Setting up your Personalized Fax Cover Page 2 2 Connection DiallingTab 2 6 Fax SettingsTab 2 8 2 1 ...

Page 222: ... for delayed transmissions Determine your connection settings Setting up your Personalized Fax Cover Page Your system can automatically create a personalized cover page for you a standard cover page that will be sent with each fax transmis sion Including a cover page is an option and you have the ability to turn the Cover Page option on or off by selecting or de selecting the Cover Page check box ...

Page 223: ...pears on your fax cover page from this tab or choose a custom cover page if you prefer The following fields should be completed on this tab and that infor mation will be included on each cover page that is sent with a fax If a field is left blank the heading associated with the field is omitted from the cover page Company Enter your company name and complete address to a maximum of three lines Pho...

Page 224: ...de in the message field of your Fax Image E mail screen You can enter up to a maximum of three lines of text for your standard cover page message Press Enter to start a new line Note When you press the Enter key a new line is created even though no characters are visible If the Enter key does not create a new line it is because a line already exists use the Up and Down arrow keys to access this li...

Page 225: ...he standard banner information with the contents of an ALA file you create that contains this customized image In addition if you leave a standard information field blank you can use that space for your customized format The Custom Cover Page file is merged with the standard cover page information and facsimile specific information at the time the fax is transmitted You may create a single page AL...

Page 226: ...ce button to establish the con nection with your Colour MFP Speaker Mode Select the speaker mode you want to use from the Speaker Mode selection drop down menu Volume Select the speaker volume you wish to use from the Speaker Volume selection drop down menu Dialling To have your system wait for a dial tone before dialling select the Wait for dial tone before dialling check box Note It is recommend...

Page 227: ...ode of the selected location The How I dial from this location group enables you to setup access codes for long distance and local dialing credit card dialing and to disable or enable the call waiting feature If the selected location requires an access code be dialed for localcalls typethenumber s requiredtoaccessanoutsideline for local calls in the first edit field In the second edit field type t...

Page 228: ...ng faxes From this tab you can establish your delayed fax transmission times the amount of time your system will pause in order to allow a fax to be received and establish your personal fax receive settings Fax Receive Settings Select the Print time date stamp on received faxes option if you want your faxes Time Date stamped If this option is not selected the time and date that your fax was receiv...

Page 229: ... Windows starts so that your system will automatically receive faxes each time Windows is loaded Fax Send Settings You can schedule fax delivery to take advantage of lower telephone rates Simply set the parameters in the Night Delivery Time group by setting the From and To times Your fax will be queued with a pending status until the scheduled Night Delivery Time If you are sending a large number ...

Page 230: ...Windows Messaging Contents Introduction 3 2 Using Microsoft Exchange Outlook 3 2 Using Internet based e mail systems with simple MAPI 3 3 Using an Internet based e mail system without MAPI 3 5 3 1 ...

Page 231: ...change Outlook Inbox becomes the delivery point for all faxes and e mail messages received by your PC Therefore there is no need for the Sharp Message Center to display its Inbox as you can view all your received faxes in the MS Exchange Outlook Inbox You may send faxes and e mail messages via the Sharp Colour Multifunction Interface Fax Image E mail application the Viewer application from any Win...

Page 232: ...nt in the application s native file format If you are sending a fax or e mail message from the Colour Multifunction Interface Viewer application the file will be sent as a fax or e mail attachment in the associated image file format selected in the Colour Multifunction Interface Address Book Using Internet based e mail systems with simple MAPI Many Internet based e mail systems such as Netscape Na...

Page 233: ...ability to associate an image file format with a user is also supported Using Simple MAPI Mail The following describes how you may enable the e mail features of the Multifunction Interface system for the above referenced mail packages Microsoft Outlook Express Activate Microsoft Outlook Express Click on the Tools menu and select Options Select the Make Outlook Express my default e mail program che...

Page 234: ...lick on the Tools menu and select Options Scroll the category window until Mapi appears Under Use Eudora Mapi Server select Always Click the OK button Using an Internet based e mail system without MAPI You may be using an Internet based e mail system that is not configured to use MAPI Without a MAPI compliant mail package all e mail functions are disabled ...

Page 235: ...4 1 Copying Paper Documents Introduction 4 2 Functions 4 2 Accessing the Copy application 4 2 Copying a Document 4 2 Copy Settings 4 3 Background Copying 4 5 ...

Page 236: ...is in progress Accessing the Copy application To access the Copy feature select the Copy icon from the Sharp Colour Multifunction Interface screen The Copy application auto matically defaults to the most common entries If these settings are satisfactory and your Sharp MFP is powered on then you are ready to make copies Copying a Document Ensure that your Sharp MFP is plugged in Change any of the C...

Page 237: ...enlarge the copy of the original Four standard sizes are available as well as the ability to customize the ratio Full Size creates a copy which is the same size as your original Legal to Letter reduces legal sized documents to 8 1 2 x 11 documents or to approximately 70 of the original size A4 to Letter reduces A4 sized paper of 8 27 x 11 7 to 8 1 2 x 11 documents or to approximately 84 of the ori...

Page 238: ...u can compensate by selecting Dark If the background does not need to be adjusted select Normal To adjust the intensity of a copy with a dark background you can compensate by selecting the Light option Optimize The Copy application includes a feature that enables you to optimize your copy according to the type of original you are copying Select Monochrome for copying letters or line drawings Selec...

Page 239: ...eration Background Copying The Copy application enables you to copy your documents in the background while you are continuing to work in other Windows applications ThiscanbedonewithyourColourMultifunctionInterface program running in a window or when it is reduced to an icon To take advantageofbackgroundcopying Start copying the first page of your document s Startyournewapplicationifitisnotalreadyr...

Page 240: ...zedtoanicon Ifyourapplicationisclosed select the button on your Windows 95 task bar and choose your application from the Start menu Minimize the Colour Multifunction Interface program to an icon ContinueworkinginanotherWindowsapplicationwhileyourColour Multifunction Interface program continues to make your copies ...

Page 241: ...ns 5 2 Scanning Documents 5 3 Scanner Settings 5 3 Closing the Viewer window 5 9 Background Scanning 5 10 Selecting a Twain Data Source 5 11 SHARPFO 2550 TWAIN32driverandTWAIN16driver Version 1 0x Copyright SHARP CORPORATION 1997 All Rights Reserved ...

Page 242: ... your Sharp Colour MFP for the quality and type of the original being scanned The Scan application also operates in the background to permit the PC to be used for other applications while scanning is in process Functions Gets your paper documents into multipage compressed image files Multipage documents are saved as a single file to permit easy attachment to other Windows applications such as Elec...

Page 243: ...document guides to match the width of the document Note For color scanning the maximum allowed document length is 14 inches Click the Scan button to begin the scanning process Your document appears in the Viewer window as a new win dow Select Save As from the File menu In the Save As dialog box select the appropriate format to save your document as an image file from the Save File As Type drop dow...

Page 244: ... Select Full Colour for color photos or other colour docu ments Gray scale Scans documents in various shades of gray 256 different shades of gray Select Gray scale for black and white photographs newspaper clippings and documents with many shades of gray Monochrome Scans documents in simple black and white Select Monochrome for scanning letters line drawings or if you intend to use OCR Optical Cha...

Page 245: ...tend to scan the document and then print copies the best resolution setting will depend on your printer s resolu tion Generally scan your image at 1 3 the resolution you are using to print Note A resolution of 600 dpi will result in a much larger file and take longer to process when using a slow computer We recommend a high speed processor and a large hard disk for scanning at 600 dpi Gamma Adjust...

Page 246: ...e setting To set Gamma Adjust In the Full Colour Multifunction Interface dialog box go to Gamma Adjust and select the arrow to access the cascad ing Settings menu Note Selecting None will turn off the Gamma Adjust setting and the image will appear on your monitor with unaltered luminance in this case gamma 1 Selecting Settings will permit you to set your own Gamma Adjust levels If you do select Se...

Page 247: ... red Click the button to select the next colour and again return to the Gamma field to enter the desired level Repeat for the remaining colour To save your Gamma Adjust settings Select the Save button The Save As dialog box opens permitting you to save your personalized settings To load already defined Gamma Adjust settings Select the Load button The Open dialog box appears permitting you to load ...

Page 248: ...ken the scanned image Higher settings will brighten the image while lower settings will darken the image Use the Contrast setting to increase or decrease the range of luminance for a scanned image The higher settings increase the range of luminance while the lower settings reduce the range Click Default to return the arrows to their original settings 0 Select OK ...

Page 249: ...percalibrationwilloptimizethecolour capturingcapabili ties of your scanner Calibration should be done prior to your initial use of the scanner and occasionally thereafter Make sure the scanner glass is clean so that your documents can be read correctly Follow the on screen prompts to properly complete this process Closing the Viewer window Part of displaying documents and images is closing them wh...

Page 250: ...cation To continue background scanning while your Multifunction Interface programisrunning Start scanning the first page of your document s Start your new application if it is not already running or activate the application if it is minimized to an icon If your application is closed select the Start button on your Windows 95 or 98 task bar and choose your application from the Start menu Minimize t...

Page 251: ...Colour MFP You can also use other types of TWAIN compatible devices includ ing scanners and digital cameras to bring images into the Viewer However you must specify which device you want to use before scanning an image with that device To select a device proceed as follows From the File menu choose Select TWAIN Source The Select Source dialog box appears Choose the appropriate TWAIN source normall...

Page 252: ...ng the Default Send Address 6 11 Default E mail file type 6 12 Phone Control 6 13 Setting up your scanner 6 14 Receiving Faxes 6 16 6 1 Note RequirementsforusingtheInternet basedE mail option 1 You must use an Internet based E mail system that is configured to use MAPI Mail Application Protocol Interface Without a MAPI compliant mail package the E mail option will not work Please contact your Inte...

Page 253: ...ion click the To PC button This will send your name and number to your computer for inclusion on your PC faxes Your Fax Image E mail application functions in cooperation with the ColourMultifunctionInterfaceAddressBook IntheAddressBook you designate a Default Send Address for each record This address is used when sending faxes or e mail messages from the Fax Image E mail application The DefaultSen...

Page 254: ...s sent the To line of the cover page will display the fax number The user may also choose to address a fax in the following format Name fax number for example Jennifer Smith 406 555 1234 The device will dial all the numbers as they are entered following the symbol Youmayalsoaddressthefaxusingthefaxinformationcontainedwithin yourColourMultifunctionInterfaceAddressBook Ifyoudoaccessyour AddressBook ...

Page 255: ...our MFP Address Books heading in the Address Bookdialogbox SelecttheCC recipientfromtheAddressBooklist andclicktheCC buttonandrecipient snameappearsintheCC portionoftheMessage Recipient box Note If you are sending multiple CC s you may double click on any additional CC recipients and their name s will appear in the Message Recipients box Select OK and the name s will appear in the CC field of your...

Page 256: ...n progress the initial job may be interrupted Also running an application such as Viewer that requires a large amount of memory and CPU power may interrupt a fax job in progress Sending a Cover Page Only fax Addressyourfaxasdescribedabove makingcertainthatthe Cover Page check box is selected Enter your message in the Message field Select the Send button to transmit the message as a Cover Page only...

Page 257: ... the selected address book Choose the appropriate settings from the Resolution Optimize and Intensity groups Click the Start button to begin the fax transmission Sending Faxes from a Windows Application You may send a fax directly from within any Windows application providingSharpColourMFPFax Mailisselectedastheprinter Tosend a fax from within your Windows application follow the steps outlined bel...

Page 258: ... Sending E mail Messages From the Fax Image E mail application you can send e mail messages with or without image file attachments All e mail messages are funneled through your Microsoft Exchange Outlook You may type the e mail address directly into the To field on the Fax Image E mail screen or you can access the recipient s e mail address from your Colour Multifunction Interface Address Book Not...

Page 259: ...6 8 Fax Image E mail application Select the Sharp profile that includes the Colour MFP Address Books and click OK The Address Book dialog box opens Select the Default Address Book ...

Page 260: ...en to send your e mail message If you wish to attach a scanned image follow theinstructionsoutlinedbelow Sending Scanned Documents as an E mail Attachment Whenyouscan youareessentiallysnappingapictureofadocumentand saving this picture in an image file Image files can take different formats which are consequently identified by their 3 letter name extension ala bmp pcx htm etc You can for example te...

Page 261: ...o be faxed face down into the feeder of the Sharp Colour MFP Press the Scan And Send button on your Fax Image E mail screen to begin the scanning process When scanning is complete the e mail message with the newly scanned image attached is automati cally sent Each page of the scanned document will be packaged in the default file type you have selected in your Address Book Sending existing files as...

Page 262: ...ion of Default Send Addresses Default destinations for E mail Messages and Faxes Each person in your Colour Multifunction Interface Address Book can haveuptofourlocationsforreceivinge mailmessagesandfaxes These locations are Home E mail Business E mail Home fax number and Business fax number Fromthesefourlocations youchooseoneasaDefaultSendAddressfor each person in your Address Book This location ...

Page 263: ...age file type for each e mail address Any document you scan is automatically packaged in the default file type associated with that address Refer to the Address Book chapter of this manual for more detail regarding default image file types From the Fax Image E mail application you can easily over ride and change the default image file type for individual messages Using the To button address the me...

Page 264: ...k on the recipient s name and select Properties fromthepopupmenuandchoosetheE mailtab Make yourchangesontheE mailtabandselectOKforthechangestotake effect Phone Control The Phone button on your Fax Image E mail screen enables you to make a voice phone call directly from your PC Select the Phone button to enable the telephone dialling pad Click each number as you would on any telephone key pad The n...

Page 265: ... up menu You may Paste anumberthatyouhaveplacedontheWindowsClipboardintheNumber to dial field by selecting Paste from the pop up menu To delete a number from the Number to dial list Select appropriate number from the drop down list Click your right mouse button and select Delete from the pop up menu The number will be removed YoumayalsoaccessyourAddressBookfromthePhoneControldialling pad by select...

Page 266: ...onochrome for scanning letters and line drawings Select Grayscale for black and white photographs newspa per clippings and documents with many shades of gray Select Full Colour to scan colour photographs or other colour documents Note that colour faxing is not possible If you send a colour image as a fax it will be converted to a grayscale mono chrome image For colour scanning the maximum allowed ...

Page 267: ...figuration you have established for your mail package An activity log for received faxes will be maintained within the Sharp Message Center and may be accessed from the View Fax Logs menu iteminMicrosoftExchange OutlookorbyclickingontheFaxManager tray icon See the Receiving Faxes without Windows Messaging chapter for more information about receiving faxes via the Sharp Message Center Manually Rece...

Page 268: ...Fax 7 9 Saving a Fax as an ALA File 7 9 Deleting Faxes 7 10 Manually Receiving Faxes 7 10 Pausing and ResumingYour Inbox 7 10 Inbox Activity Log 7 11 Viewing the Inbox Activity Log 7 11 Deleting entries from the Inbox Activity Log 7 13 Sending Faxes 7 13 Viewing your Fax Outbox 7 14 Pausing and Resuming Your Outbox 7 14 Cancelling Fax Transmissions 7 14 Deleting Unsent Facsimiles 7 15 Resending Un...

Page 269: ...7 2 Sharp Message Center Printing your Outbox Activity Log 7 19 Deleting entries from the Activity Log 7 20 Monitoring FaxTransmissions 7 20 ...

Page 270: ... installed on your PC incoming faxes are delivered to the Message Center Inbox If Microsoft Exchange is installed on your PC Loading Microsoft Exchange Outlook onto your PC automatically installs MAPI Messaging Application Programming Interface Essentially MAPI enables the Send command in Windows based applications This Send command permits you to send a file as either e mail or fax directly from ...

Page 271: ...ication itself Unfortunately without MAPI all e mail functions are dis abled In this scenario your Message Center Inbox becomes the delivery point for all faxes received by your PC Consequently the Message Center Inbox is enabled for faxes Message Center Components The Message Center application contains a number of windows that may remain open or be minimized to an icon within the Message Center ...

Page 272: ...ssured that you are aware each time a new fax is received or if an error occurs with an outgoing fax the Fax Manager icon willbegintoblink To make the Fax Manager icon visible click on the Windows System menu in the upper left corner of your application window and select the Always on Top option The Fax Manager icon will blink if a new fax is received if the Outbox has a problem transmitting a fax...

Page 273: ...icon to activate the window You may also select Window from the Message Center menu bar and click on Inbox Inbox will become the active window in the Message Center The Status Bar located at the bottom of the Message Center window provides information regarding the number of queued faxes and the number of new faxes received in the Inbox If a fax is received the Status Bar will inform you of the nu...

Page 274: ...imile has been viewed but not printed or saved Printed the facsimile was printed but not saved Saved the facsimile has been saved Printing a Fax To ensure that your entire fax will print the Inbox automatically sizes received faxes to print on the paper in your printer If the transmitted fax is too long it is divided into multiple pages each with a maximum length of 14 inches Select Print from the...

Page 275: ...ted fax to be scaled to fit within the print able area of your printer select Scale to Fit Note If this option is selected all faxes will be resized so that they fit within the size parameters of your printer The fax is re sized only enough to ensure that it can be printed in its entirety Select the PRINT pushbutton to print your facsimiles Previewing a Fax From the Inbox window you have the abili...

Page 276: ...ox window and select File from the menu bar Select Save As from the File menu the Save As button on the Toolbar or right click and choose Save As from the popup menu The Save As dialog box will appear Naming the File Navigate through your directory structure to the drive and directory where your file will be stored Select ALA in the Save File as Type box Enter the name of the file in the File Name...

Page 277: ...iving Faxes If you use a single phone line for both voice and facsimile transmis sion you can receive a fax after you have manually answered the phone To manually receive a facsimile Manually answer the phone After you hear the fax tone select the Receive command from the File menu or the Receive button on the Toolbar Wait until the initializing fax line status message is displayed in the Status L...

Page 278: ...is updated each time a fax is received The log displays the date and time the fax was received who the fax is from the number of pages it contains and the status of the fax You can only close the Inbox Activity Log by exiting the Message Center application Exiting the Message Center will disrupt all fax traffic Viewing the Inbox Activity Log To view the Inbox Activity Log window click any place in...

Page 279: ...een viewed but not printed or saved This status is only shown if the fax was completely received Printed The fax was printed but not saved This status is only shown if the fax was completely received Saved The fax has been saved This status is only shown if the fax was completely received Printing Your Inbox Log To print your log select Print from the File menu or the Print button on the Toolbar S...

Page 280: ...want to delete and choose one of the following Select the Delete from the File menu and click on Selected Click the Delete button on the toolbar in the Inbox Activity Log window ClickyourrightmousebuttonandselectDeletefromthepopup menu To delete all the entries in the Inbox Activity Log Select the Delete from the File menu and choose All from the cascading menu Sending Faxes The Message Center Fax...

Page 281: ... Your Outbox You may pause your fax transmissions after the current fax transac tion is completed The faxing process will be paused after the current fax transmission is completed The phone line will be released so that it can be used to receive faxes or phone messages To pause your Outbox From the Outbox window select Pause Outbox from either the File menu or from the System menu or select the Pa...

Page 282: ...menu the Delete button on the Toolbar or click the right mouse button and select Delete from the popup menu When prompted select Yes to delete the file s or No if you want to cancel the delete operation ResendingUndeliveredFacsimiles You can resend undelivered faxes to their original number to a new number or change their delivery schedule without having to resubmit them To resend an undelivered f...

Page 283: ...l unsent facsimiles and print jobs Facsimiles are removed from the queue when they have been successfully sent or deleted by the originatinguser The queue displays the following The sending application and file name Note If the fax is created by Send From Fax or Address Book Send Cover Page Fax the file field will display the date and time The destination s facsimile number Note A print job will s...

Page 284: ...interrupted before the entire fax was sent to the Fax Outbox The fax will not be sent Send Retry N The fax is being resent for the Nth time No Dialtone No dialtone was detect by the Fax Outbox and the fax was not sent When the facsimile is successfully sent canceled or the specified number of retries have been completed an entry is made in the Outbox Activity Log with information about the status ...

Page 285: ...ime a facsimile is canceled sent successfully or sent unsuccessfully The Outbox Activity Log displays the following Date and time the facsimile was queued to the Outbox by the user The fax destination s phone number The status of the entry The following status messages are recorded Sent OK The facsimile was successfully sent Canceled The fax was canceled by the sender No answer The called facsimil...

Page 286: ... s Fax ID The Fax ID if any of the receiving facsimiledevice Total Pages The number of pages in the original Pages Sent The actual number of pages sent Cover Page Message The cover page message if any To Cc The To and Cc address listings Printing your Outbox Activity Log To print your log select Print from the File menu the Print button on the Toolbar or by right clicking on your mouse button and ...

Page 287: ...in the Save File as Type box Click on the OK button Deleting entries from the Activity Log To delete selected entries from the Outbox Activity Log Select the entries you want to delete Select the Delete from the File menu or right click popup menu and click on Selected or select the Delete button on the Toolbar To delete all the entries in the Outbox Activity Log Select the Delete from the File me...

Page 288: ...imile was received Fax Receive Complete the facsimile has been successfully transmitted Format Conversion in Progress the received fax is being converted to an ALA file for speed of display and printing Format Conversion Complete the received fax has been successfully converted to an ALA file Fax Error an error has occurred before the facsimile has been completely received Page N Received The Nth ...

Page 289: ...d before the facsimile was com pletely received Receive Paused Fax Transmission in Progress Fax trans mission in progress Fax Transmission Canceled by User The fax has been canceled before it was completely transmitted Line Error No Dial Tone No dial tone has been detected Line is Busy Phone Number A busy signal has been de tected No Answer at Phone Number The phone was not answered after the spec...

Page 290: ...fully Outbox Paused by User The Outbox has been paused by the user The appearance of the Outbox area on the Message Center Status Bar is intended to reflect the status of the Outbox itself If the Outbox area of the status bar is Blinking A fax was not transmitted successfully Black The Outbox is empty Green The Outbox is not empty Red The Outbox window is minimized and has a problem The text will ...

Page 291: ...irectly from your Address Book 8 19 Sending E mail messages from your Address Book 8 19 Making Voice Calls from your Address Book 8 20 Saving Address Book entries 8 21 Printing the Address Book 8 21 Copying and Pasting Address Book Entries 8 22 Deleting Address Book Entries 8 23 Creating Multiple Address Books 8 23 Importing Databases to your Address Book 8 24 Import of Address Book Data 8 24 Impo...

Page 292: ...8 2 Address Book Using a Password 8 26 Address Book Upgrades 8 28 To Do Scheduler Upgrade 8 28 Adding ToDo Items 8 28 Editing ToDo Items 8 30 Deleting ToDo Items 8 30 Sorting ToDo Items 8 31 ...

Page 293: ...for each tab while the right side contains editable fields for selected or new entries Ad dress Book entries may only be edited from the tabbed pages Features Create and maintain a personal information database of frequently used voice phone numbers fax numbers e mail addresses business and home address information Find entries quickly through the capability to sort by name company or fax number E...

Page 294: ...me column remains stationary as you use the scroll bars to view the information in all other fields You may also edit selected fields of your Address Book while in the expanded view To return to the normal view click the icon again Address Book Tabs Your Colour Multifunction Interface Address Book provides the capability to add new entries change and delete existing entries build distribution list...

Page 295: ...d Address to be used for fax and e mail operations to all Distribution List members or from the Fax Image E mail application In the Comments section you may enter any information about an entry that may be important to you referrals birthday assistant s name etc Setting up your Default Send Address The Person Tab enables you to determine the Default Send Ad dress that is automatically used when in...

Page 296: ...Table Maintenance You may remove unused items listed in the following tables or edit an item in one of these lists If for example a Prefix is misspelled such as Revarand insteadof Reverend orif arecord s isdeleted youmay want to delete the associated Zip Code s Prefix ModeOfAddressList State Province StateList Zip PostalCode ZipCodeList Note The Phone Fax and E mail information are set up on their...

Page 297: ... list Complete the fields as described above For additional informaton refer to the on line help files within your Address Book application Phone Fax Tab Select the Phone Fax tab along the side of your Address Book to establish your phone and fax numbers or to edit existing numbers for Address Book records You may include several different phone numbers for each Address Book entry by selecting fro...

Page 298: ... fax etc from the drop down list on any of the other tabs and your system will automatically dial the corresponding number If you are changing an existing number select the appropriate phone or fax number from the drop down list enter the new number and save the record This new number will now correspond to the selected phone or fax number when dialled from any tab or for a transaction initiated f...

Page 299: ...the Address Book Supported E mail file formats include ALA BMP TIFF DCX PCX JPEG and HTML ALA Files ALA files are compressed multiple page files that are created and used by your system They may be black and white 16 colour or 16 7 million colour images The images are a maximum of 8 5 inches wide and a maximum of 14 inches long The resolution can be either 200x200 dpi 300x300 dpi or 400x400 dpi Th...

Page 300: ... by many other software developers PCX files are compressed files that can be black and white bi level colour or gray scale In addition they support a wide variety of resolutions and image sizes Only bi level files can be imported or exported TIFF Files TIFF stands for Tagged Information Field Format It is a very flexible file format designed to provide for the interchange of images between a wide...

Page 301: ...es The JPG format is less effective with line art simple cartoons etc Notes Tab This tab enables you to create notes for a selected Address Book record You may enter unlimited notes for each Address Book record To add new notes or change an existing note for an Address Book entry Select the Notes tab from the side of your Address Book Highlight the Address Book record you want to add notes to from...

Page 302: ...ote icon on the Notes toolbar and your copied note will appear in the notes list Finding Notes To find an Address Book entry Select the Notes tab Select the Find Note button on the Notes toolbar and the Find Note dialog box opens In the Find this field enter any information that you may have entered in the note for this Address Book entry From the In this column drop down list select the criteria ...

Page 303: ...ct the Notes tab From the Address Book record list on the left page of the tab highlight the entry to view the corresponding notes On the right side of the Notes tab click on the Date or Subject column heading of the Notes list and your list will be sorted chronologically by date or alphabetically by sub ject Notes may not be sorted on the Text column Deleting Notes To delete a note for a selected...

Page 304: ...e sent to that person s Business Fax number when sent as part of a Distribution List or from the Fax Image E mail application There are no limitations to the quantity of Distribution Lists you create To create a new Distribution List Select the Lists tab from your Address Book Select the New List icon from the Lists toolbar and the New List dialog box appears Enter the name of the list in the New ...

Page 305: ... yourlist Sorting List Members Select the Lists tab in your Address Book Highlight the list you want to sort from the List Name drop down menu on the right page The members of the selected list will be displayed Click on the column heading you want to sort by and your list will be sorted alphabetically according to that heading Removing selected members from Distribution Lists Select the Lists tab...

Page 306: ...ge and attachments will be sent to each list member at their Default Send Address location established on the Person tab Refer to the Fax Image E mail chapter for further information about sending fax and e mail messages Deleting Lists Select the List tab of your Address Book Highlight the List that you want to delete from the List Name drop down list Click on the Delete icon from the Lists toolba...

Page 307: ... Each time you type an entry in the Prefix Title or State Province or Zip Code fields for an Address Book record it is saved in the drop down list of those fields You may remove items from these lists by selecting the Tools menu and choosing the Table Maintenance command The Table Maintenance dialog box is displayed enabling you to select an item from the appropriate list and click the Remove this...

Page 308: ...the Start From group select New Search to initiate a new search The Last Results option will search only the results of the most recent Find operation Select the Find now button to begin your search The results of the Find operation are displayed on the left grid of your Address Book To view the Address Book record for a specific entry highlight that entry in the Find Results list The correspondin...

Page 309: ...number to dial from the Fax drop down list Click on the Fax button to activate the Fax Image E mail screen Note If you have not already selected a profile the Choose Profile dialog box will appear Select Sharp as your profile and choose the Colour MFP Address Books The person s name appears in the To field on the Fax Image E mail screen Completetheremainingfieldsonthisscreenasapplicable clicking t...

Page 310: ... field on the Fax Image E mail screen Completetheremainingfieldsonthisscreenasapplicable clicking the Send button to begin the e mail transmission Note Refer to the Fax Image E mail chapter for more detailed instructions and for information about attaching files to e mail messages Making Voice Calls from your Address Book You may make voice calls directly from your Address Book application using t...

Page 311: ...rd should be saved Printing the Address Book You can print all your Address Book records by performing the following Select the Print button on the Address Book toolbar or select File Print from the menu bar of the Address Book TheAddressBookwillbeprintedinascending alphanumericorder by name with a blank line between records Each record will be printed in the following format Name Business Home Ti...

Page 312: ...py the person s name and Business Address for a record to the Clipboard Using standard Windows menu commands from within your Windows application you may paste the entire home or business address into that application To copy and paste information from an Address Book field to the WindowsClipboard Highlight the record in your Address Book list from the left side of the Address Book Select the Edit...

Page 313: ...ipboard CTRL V or Paste the contents of the Clipboard SHIFT INSERT to any edit field or Windows application CTRL Z Undo the last editing change Deleting Address Book Entries To permanently delete an Address Book record Highlight the record on the left side of your Address Book Select the Delete icon on the Address Book toolbar Respond Yes when prompted and this record and the corre sponding inform...

Page 314: ...of Alacrity Address Book fields into corresponding fields of the Sharp Colour Multifunction Interface Address Book Import of Address Book Data The following Address Book data fields from earlier versions of the Multifunction Interface system import to corresponding fields in the Colour Multifunction Interface Address Book Name single field imports to field names Last Name First Name Middle Initial...

Page 315: ...abase may be imported to corresponding Colour Multifunction Interface Address Book fields To import database information to your CMFI Address Book select File from the Address Book menu bar and choose Import Export The Sharp Colour Multifunction Interface Database Wizard will be activated enabling you to quickly import your data Follow the instructions as prompted clicking Next to proceed or Cance...

Page 316: ... defined field map of data fields from one file type to another The CMFI Address Book data fields will be provided as a drop down combo box on the right side of the interface to allow the user to select the desired map Export of Text Delimited Address Book Data This function provides the capability of a user defined field map of data fields from one file type to another The CMFI Address Book data ...

Page 317: ...field Select OK to activate your password Changing Passwords Select Tools Change Password Enter your current password in the Type Old Password field Enter your new password in the Type New Password field Enter the same password again in the Verify New Password field Select OK to activate your new password Removing your Password Select Tools Change Password Enter your current password in the Type O...

Page 318: ...e left page of your Address Book and click the radio button next to the entry name in the Show To Do List for group on the right side of the To Do tab All To Do items for the selected entry will be displayed in the To Do list To view the To Do list for all entries in your Address Book select the All button in the Show To Do List for group To Do tasks for all entries in your Address Book will be di...

Page 319: ... be notified every day prior to the Start Date enter 1 in the Every Day field if you want to be notified every 2 days enter 2 in this field etc Weekly Select the Which Days button to establish specific day s during the week that you want to be notified Monthly If you want to be notified every month prior to the Start Date enter 1 in the Every Month field if you want to be notified every 2 months e...

Page 320: ...t Click the Edit button and the ToDo item dialog box opens Make the changes necessary for that item using the options described in the previous section Select OK to confirm your changes and return to the Address Book window Deleting ToDo Items TodeleteanitemfromtheToDolist selecttheToDotabontheAddress Book and highlight the Address Book record where you want to delete a ToDo item In the Show ToDo ...

Page 321: ... Show ToDo Records for group select the radio button that corresponds to the name of the active record Note You may view all ToDo items for the entire Address Book by selecting the All radio button on the right page of this tab Click and highlight theToDo column or theDate Timecolumnheading to sort your list chronologically by date or alphabetically by item ...

Page 322: ...e 9 9 Scanning new files 9 10 Closing the Viewer window 9 12 Establishing Viewer Properties 9 12 The Action Bar 9 12 Adding an application button to the Action Bar 9 13 Editing an Application Button 9 15 Deleting an Application Button 9 15 Dragging and Dropping Files to the Action Bar 9 15 Thumbnails 9 17 Thumbnail properties 9 18 Viewing Functions 9 19 Changing the display size of the viewed imag...

Page 323: ...a file 9 28 Previewing a file before it is printed faxed or e mailed 9 30 Printer Setup 9 31 Print Properties 9 31 Stapling combining pages 9 34 Finding Files 9 34 Editing Images 9 35 Undo 9 35 Cutting and Copying Images 9 35 Pasting from the Windows Clipboard 9 36 Cropping Images 9 37 Clearing portions of an image 9 38 Scaling Images 9 38 Inverting images 9 39 Inserting new pages 9 39 Deleting pa...

Page 324: ...9 3 Viewing documents Incorporating linked information in an image file 9 45 Updating a Link 9 47 Breaking a Link 9 48 Reconnecting or changing a link 9 48 Converting embedded objects 9 49 ...

Page 325: ...ge documents Preview a file prior to printing faxing or e mailing View documents in thumbnail representations Drag and Drop feature for quick access to frequently used functions Ability to scale and rotate your document view The capability to move delete and append pages to a file Accessing Viewer To access Viewer click on the Viewer application item in the Sharp Multifunction Interface group The ...

Page 326: ...of the Viewer Toolbars Select View from the menu bar or right click at the top or bottom of your Viewer screen in the toolbar areas to access a pop up menu Select any or all of the options Items with a check mark will be visible and items without a check mark will be hidden Changing the appearance of your Viewer window Use the Window menu items Cascade Tile and Arrange Icons to change the appearan...

Page 327: ...er you may manipu late and edit the image Image File Formats The Viewer applications supports a number of image file formats Files saved in any of the following formats can be opened viewed and edited ALA Files ALA files are compressed multiple page bitmap files created and used by your system ALA files may be black and white 16 colour or 16 7 million colour images These files have been optimized ...

Page 328: ...the standard Windows format for image files A bitmap is an expanse of dots called pixels Every pixel is the same size but can be a different colour or shade JPG Files JPEG Joint Photographics Experts Group is a file format which supports single page 8 bit gray scale and is appropriate for images with a wide range of colour such as a 24 bit millions of colours photograph The JPG format works best w...

Page 329: ...ixels Unit of measure for width and length defined as pixels dots In the Image Type group select the type of image for the new file Black and White The image will have 1 bit per pixel Colour The image will have 24 bits per pixel True colour over1millioncolours Grayscale The image will have 8 bits 256 shades of gray perpixel In the Width field enter the width in the units of measure you selected In...

Page 330: ...rectory In the File Name field enter or select the name of the file you want to open This box lists all files with the extension you select in the List Files of Type box Only files with the extensions listed can be opened Select OK to close the dialog box and open the file Select Cancel to close the dialog box without opening the file Selecting a Twain Source You can use many different types of TW...

Page 331: ...ument face down in the feeder of the Sharp Colour MFP Adjust the document guides to match the width of the document Note For colour scanning the maximum allowed document length is 14 inches From the Viewer File menu select Acquire The Full Colour Multifunction dialog box appears The Full Colour Multifunction Interface dialog box permits you to manipulate several scanner settings These settings ena...

Page 332: ...dialog box select the appropriate format to save your document as an image file from the Save File As Type drop down list Navigate to the drive and directory where you want to save the file If you are appending to an existing ALA file you will want to select that file now and select the Append to File option The selected file you are append ing to should be visible in the File Name field ...

Page 333: ...to it you will be prompted to save it before closing For more information about saving see the section on Saving Images and documents later in this chapter Establishing Viewer Properties You may determine which application buttons are displayed on your Action Bar how your Thumbnails are displayed and establish OCR Annotation and Print settings To establish these properties select Properties from t...

Page 334: ...nables you to drag and drop selected pages or an entire file for quick OCR conversion E mail Enables you to select an e mail recipient and then send the dropped file as an attachment to an e mail message Follow the prompts of your specific E mail program Adding an application button to the Action Bar In addition to the common functions described above you may also add your own application buttons ...

Page 335: ... path to the executable file EXE of the associated Windows program If you are unsure of the path select Browse to navigate to the correct drive and directory where the program file is located The Open dialog box appears allowing you to find the correct path to the desired program In the File Name field type or select the file you want to open When the correct EXE file is listed under File Name sel...

Page 336: ...ew Properties and the Action Bar tab Choose the application you want to remove and select the Delete button to open the Delete button dialog box Select OK to closed the dialog box and delete the application button from your Action Bar Dragging and Dropping Files to the Action Bar You can quickly access frequently used functions by dragging and dropping entire files or pages of files from the Viewe...

Page 337: ...ck on thethumbnail Click and hold down the mouse button on a selected thumbnail in the active image until the cursor turns into the Drag cursor Drag the cursor over the appropriate button on the Action Bar Release the mouse button when the drag cursor changes to the Drop cursor Dragging and dropping a thumbnail to a user created application button You may also drag and drop a thumbnail to a user c...

Page 338: ...hey are also used for many convenient drag and drop functions on the Action Bar such as savingandprinting To display thumbnails with your image or document from the View menu choose Thumbnails and page or to quickly display thumb nails click the Thumbnails and page button on the Standard Toolbar The Viewer window is divided into two sections thumb nails are displayed in the left section the entire...

Page 339: ...n one of the selected thumbnails in the active image until the cursor turns into the Drag cursor To insert the selected page s in front of a thumbnail drag the cursor over that thumbnail Release the mouse button when the drag cursor changes to the Drop cursor Thumbnail properties The size and alignment of the thumbnails can be changed as desired to make working with them more convenient To change ...

Page 340: ...lay in a row or column in the Number of thumbnails in a column or row field Select Apply for the changes to take effect and Close to exit the Properties dialog box Viewing Functions Using Viewer puts you in command of your images and documents You can perform many functions and set personal preferences to make viewing documents and images more convenient The follow ing sections describe how you ca...

Page 341: ... of the displayed image Zoom allows you to select an area of the image and reduce enlarge or fit that portion to the size of the entire width or window Select the area you want to enlarge or reduce by clicking and dragging the selection tool around the desired area From the View menu choose Zoom or right click and select Zoom from the pop up menu You may also make your selection from the drop down...

Page 342: ...lick on the image and select Rotate from the pop up menu Select the cascading menu to make your rotation choices Select Rotate 90 to rotate the currently displayed page 90 degrees clockwise You may also select the Rotate 90 button on the Standard Toolbar Select Rotate 180 to rotate the currently displayed page 180 degrees clockwise You may also select the Rotate 180 button on the Standard Toolbar ...

Page 343: ... the previous page and next page respectively A Go To command is available via the standard or right click menus allowing you to specify a certain page to display To go to the next page do one of the following From the View menu or via right click method select Next Page or from the Standard Toolbar select the Next Page button To go to the previous page do one of the following From the View menu o...

Page 344: ...t the selected page s in front of a thumbnail drag the cursor over that thumbnail Release the mouse button when the drag cursor changes to the Drop cursor Using menu commands Select Move Pages from the Edit menu or right click on the image and select Move Pages from the pop up menu Enter the range of pages you want to move in the Move pages group In the To Page group Enter the page before or after...

Page 345: ...ail view you are not given the opportunity to change your mind In the event you make an error you must select Edit Undo Saving printing faxing and e mailing documents After the image or document has been opened scanned or created it can be saved for use in other applications such as desktop publishing or multimedia or it can be printed faxed or e mailed Faxing the active image file You can fax the...

Page 346: ...ancel to close the dialog box without saving any changes To fax using the File menu command From the File menu choose Print Select Sharp Colour MFP Fax Mail as your printer If you want to fax the entire file select All from the Print Range group To fax a range of contiguous pages Select Pages from the Print Range group In the From field enter the first page of the range of pages you want to fax In...

Page 347: ...ty to see how your file will look when faxed Faxing noncontiguous pages from a file If you need to change your Fax Setup do it now You will not be prompted when printing using the drag and drop method Select the thumbnails of the pages you would like to print Drag and drop the selected thumbnails to the Fax button on the Action Bar Attaching the active image file to an e mail message You may inser...

Page 348: ...nother application consideration should be made as to what file formats are supported by that application TIF is one of the most widely used formats if it is unknown what a particular applica tion supports To save your current file as a new file From the File menu choose Save As or Drag and drop the active file to the Save As button on the Action Bar Navigate through your file structure to locate ...

Page 349: ... correct drive and directory where you want to store the file Enter the file name directly in the File Name box Appending an existing ALA file Select Save As from the File menu In the File Name box type or select the ALA file you want to append to If the file you want to append to is not in the File Name box dothefollowing In the Save File as Type list select ALA Navigate to the correct drive and ...

Page 350: ...list Select the OK pushbutton To print the entire file using the drag and drop method If you need to change your Printer Setup do it now In the Page view click your cursor until it changes to the Drag cursor Drag and drop the file to the Print button on the Action Bar The Print dialog box opens enabling you to select your print options To print a range of pages using the drag and drop method If yo...

Page 351: ...button To view two pages at a time select the Two Pages pushbutton The Two Pages pushbutton will be renamed One Page To return to a single display mode select the One Page pushbutton To see the pages in greater detail Choose the Zoom In pushbutton The page will be shown in greater detail with the top of the page at the top of the screen Selecting Zoom In again will provide additional magnification...

Page 352: ...er than the Windows default printer Orientation allows the user to switch between Portrait tall or Landscape wide orientation Paper the paper size and source can be modified here Note For more information on printer setup refer to the stan dard help files available in Windows Print Properties To determine the way your documents are printed select View from menu bar and click the Properties option ...

Page 353: ...ome information may be cropped from the printed or faxed page if your image size is equal to or greater than the printable area of the printer or fax machine To ensure that the entire image will print or fax Viewer can automatically size or rotate the page so that it fits within the printer s printable area The image will be reduced the minimum amount required to ensure that the entire image is pr...

Page 354: ...rientation where the longest dimension of the image is aligned with the longest dimension of the paper If your image is still larger than the printable area of the printer or fax you can have Viewer also automatically reduce the size of the printed or faxed image so that the entire image is printed or faxed This is done using the Scale to Fit option described earlier To have Viewer automatically r...

Page 355: ...ndow Drag and drop each additional file or page to the Staple button To print fax save view or change the contents of the stapled files double click on the Staple button to open the Stapler window You can continue to add files and pages to Stapler when the Stapler window is open or minimized by dragging them to the Staple button The Stapled Files window is a fully func tional Viewerwindow with the...

Page 356: ...t or copied to the Windows Clipboard using the Area Selection Tool accessed from the Annotations toolbar or from the Tools menu This information can then be pasted into any image in the Viewer or any other Windows application that accepts a bitmap format Only rectangular images can be placed on the Windows Clipboard The Windows Clipboard retains the most recently Cut or Copied image Each subsequen...

Page 357: ... and drag the flexible box to the desired loca tion Release the mouse button To clear the selected area click the mouse button outside the defined area From the Edit menu select Cut or Copy or click the Cut or Copy toolbar buttons You may also click the right mouse button within the selected area and select Cut or Copy from the pop upmenu To Cut or Copy the entire image to the Windows Clipboard Do...

Page 358: ...rag the pasted area to a new location Release the mouse button and click outside the pasted area to permanently paste the graphic To change the size of the pasted area Position the cursor on a handle of pasted graphic and when the cursor changes to a double sided arrow depress the mouse button and drag the cursor to the new position Release the mouse button and click outside the pasted area to per...

Page 359: ...u clear a portion of an image by mistake or click the right mouse button within the selected area and select Undo from the pop up menu To clear a portion of the displayed image Define the area of the image that you want to clear using the Area Selection tool and position the cursor at one corner of the area to be cleared Hold down the mouse button and drag the cursor until the flexible box enclose...

Page 360: ...the original A black and white image will look like a photo negative Colour images will appear as a colour negative of the original Inserting new pages Select Insert New Page from the Edit menu to insert a new blank page in front of the currently displayed image You may also specify the size image type and resolution of the new blank page The following options are available in the Insert New Page ...

Page 361: ...e resolution in dots per inch dpi that you want to use for the new image The Image Size of the new image is displayed Select OK to close the dialog box and create a new empty window Select Cancel to close the dialog box without creating a new window Deleting pages Select Delete Pages from the Edit menu or click the right mouse button on the image and select Delete Pages from the pop up menu Specif...

Page 362: ...mber of the first page you want to move In the To field enter the number of the last page you want to move In the To Page section specify the page number where you want to insert pages Insert Before Select this option to move the selected page s before the specified page Insert After Select this option to move the selected page s after the specified page Selecting the OK button closes the dialog b...

Page 363: ...becomes a part of the Viewer image When you double click on the embedded object you open the source application The object is displayed and ready to be edited When you return to Viewer the image will reflect any changes you ve made to the object Linking embedded objects actually creates a tie between the inserted object itself and its source application Once you have established this link any chan...

Page 364: ...hich applications installed on your computer support linking and embedding To embed an existing object Select the Create From File radio button In the File box type the name of the object you want to embed If you do not know the name use the Browse button to locate the file If you want the embedded information to be displayed as the application s icon check the Display As Icon box Select the CHANG...

Page 365: ...button The object will be pasted in the upper left hand corner of the win dow If desired you can change the position and size of the embed ded object Editing an embedded or linked object You can modify an embedded object or linked object directly in Viewer You can edit the object by either double clicking on the object or by selecting Object from the Edit menu When you use the Edit menu you may be...

Page 366: ... object in a separate application win dow choose either Exit or Quit from the File menu to return to Viewer If you are editing the object in the Viewer window where the Viewer menu and toolbars have been temporarily replaced click anywhere outside the object to return to Viewer Incorporating linked information in an image file You can create a link to share information from another Viewer file or ...

Page 367: ...ge and each time the data in the source file changes Manual links are only updated when you select the UPDATE NOW button in the Links dialog box Creating a link to an object using the Windows Clipboard You can link an object to a selection from a file created in another application To link a selection from an existing file Switch to the source application and then open the file contain ing the inf...

Page 368: ... update it manually If Automatic is selected the linked information is updated whenever Viewer opens the image file or anytime the source file changes while the image file is open Manual links are only updated when you select the UP DATE NOW button in the Links dialog box To control how links are updated From the Edit menu choose Links In the Links list box select the linked information you want t...

Page 369: ...ton Reconnecting or changing a link The tie that links an embedded object with its source file will be severed if you move the source file You can however reconnect or redirect the link to different file If you redirect the link to a new source file this file and the original source file must have been created using the same application To reconnect or change a link From the Edit menu choose Links...

Page 370: ...s To convert an embedded object to a different file format Select the embedded object that you want to convert From the bottom of the Edit menu choose the name of the object you want to convert and then choose Convert and do one ofthefollowing To permanently convert the embedded object to the file format you specify in the Object Type list box select the Convert To button To temporarily activate a...

Page 371: ...inside the object To change the position of the object Position the cursor inside the object When the cursor changes to a four sided arrow depress the left mouse button and drag the object to the new location Release the mouse button To change the size of the object Position the cursor on a handle of the side or corner that you would like to move When the cursor changes to a double sided arrow dep...

Page 372: ...the OCR operation 10 3 Defining an area of a page to be converted to text 10 4 Copying the OCR Results to the Clipboard 10 5 Saving OCR Results to File 10 6 Establishing OCR Settings 10 7 Converting Fixed Pitch and Dot Matrix Images To Text 10 8 Converting landscape and upside down image files 10 8 Specifying the Character Used to Flag Uncertain Characters or Words 10 9 ...

Page 373: ...Viewer application The OCR capability enables you to convert a displayed ALA or imported image file to text OCR allows you convert a portion of an image a range of pages or an entire file You may also select convert and send text to the Win dows Clipboard to paste to any Windows application The OCR feature is also a powerful utility for converting and saving text in a wide number of popular file f...

Page 374: ...R tab Reviewing the results of the OCR operation Prior to performing an OCR operation you should select the Review Results option so that the results your OCR operation will open within the selected application If the Review Results option is selected the results will be displayed from within the application selected in the OCR Copy To File dialog box If OCR to Clip board is selected the results w...

Page 375: ...te a new file type click New Type To modify the settings for an existing file type select the type and then click Edit Specify a description for the file type and the filename extension associated with this type of file Click New to define an action for this file type If you are modifying an existing type you can click the command in the Action box that you want to modify and select Edit Specify t...

Page 376: ... as described in the Viewing Documents chapter Copying the OCR Results to the Clipboard You can convert a selected area of the image to text and then copy it to the Windows Clipboard The text can then be pasted into other Windows applications as text The following steps will enable you to copy the OCR results to the Clipboard Define the area you want to convert to text as describe earlier From the...

Page 377: ... saved as a file the application associated with the selected file format must be installed on the system The Review Results Option from the Properties dialog box must be selected as described earlier To save your results as a file Note If you are converting a selected area define the area you want to convert as described earlier From the Tools menu select OCR to File or Display Thumbnails view se...

Page 378: ...e results of the OCR operation Navigate through your directory structure to locate the drive and directory where you want to save the file Enter a file name in the File Name field Viewer automatically adds the extension associated with the file type selected in the Save As Type drop downlist Select the Save pushbutton Establishing OCR Settings To establish the OCR settings from the View menu selec...

Page 379: ...Matrix or Fixed Pitch Fonts mode on the OCR tab From the View menu select Properties Select the OCR tab Select the Dot Matrix or Fixed Pitch Fonts option Select the OK pushbutton Converting landscape and upside down image files If any of the images in your original file are in the landscape orienta tion or are upside down you must manually Rotate them to the Portrait orientation or have the OCR ap...

Page 380: ...o convert to text If the viewed page is not in the portrait orientation rotate it to the Portrait orientation See Viewing Documents chapter Specifying the Character Used to Flag Uncertain Characters or Words The OCR application will display its best guess preceded by a flag character for an unrecognized character To specify this character Select View Properties and choose the OCR tab Enter the fla...

Page 381: ...es for text annotations 11 9 Sticky Notes 11 10 Adding Sticky Notes 11 10 Editing an Existing Sticky Note 11 11 Typewriter and Images 11 11 Accessing Typewriter 11 11 Adding a Typewriter entry 11 11 Selecting a Typewriter entry 11 12 Editing a Typewriter Entry 11 12 Using Forms Layout 11 13 Creating a Forms Layout Template 11 13 Filling in a form 11 14 Keyboard combinations 11 15 Graphic Annotatio...

Page 382: ...awing Straight Lines 11 20 Drawing Rectangles 11 21 Using the Whiteout Tool 11 21 Gluing Annotations 11 22 Gluing selected annotations 11 22 Glue all annotations to a displayed image 11 22 Deleting Annotations 11 23 Deleting a single annotation 11 23 Deleting all annotations on a displayed page 11 23 Overlapping Annotations 11 24 ...

Page 383: ...aphic annotations When printing or faxing an image file that has been annotated your printed or faxed document will contain the markings you have made Features Enables you to mark up image files directly on your screen Add movable electronic sticky notes to your image files Draw rectangles straight and freehand lines on image files Highlight areas of your image file with a colour transparent highl...

Page 384: ...ected the cursor is changed to the standard Windows pointer cursor Area Selection Tool used to define an area of the image to be OCR d cropped cut or copied to the Windows Clipboard Sticky Notes Tool Used to place you in the Sticky Notes mode This tool enables you to add movable notes to the dis played image using the Sticky Notes cursor Forms Layout Tool Enables you to create template fields to a...

Page 385: ...e displayed image The rectangles can be used to hide or highlight selected areas of your image When selected the cursor is changed into the Rectangle cursor Glue All Enables you to permanently attach glue all annotations to your displayed image Once glued the annota tions are converted to graphics and permanently merged with the image You may undo any glue operation prior to saving the image by se...

Page 386: ...ties of your text annotation tools such as Sticky Notes Typewriter and Forms Layout to apply to selected individual annotations or you may establish the default settings for each annotation type Single text annotation properties To change the properties for a single text annotation you must select the text annotation you want to change Once you have selected the text annotation follow the steps de...

Page 387: ...ven font select Regular Size Type or select a size The sizes available depend on the printer and the selected font Effects Select the formatting options you want You can select any combination of effects Strikeout Select this option to have a line drawn through the text Underline Select this option to have the text underlined Transparent Select this option to make the text and the ...

Page 388: ... that you want for the background of your text annotation Not available in Typewriter mode OK Closes the dialog box saving the changes Cancel Closes the dialog box without changing the text characteris tics Select the text annotation characteristic settings that you want to change for the entry The settings will apply only to the selected annotation Select OK Resizing and Moving Annotations You ma...

Page 389: ... To move the annotation Position the cursor inside the annotation Hold down the CTRL key depress the left mouse button and drag the annotation to the new location Release the mouse button Default properties for text annotations You may change the default properties for a specific type of text annotation that applies to all future annotations of the same type i e Sticky Notes Typewriter and Forms L...

Page 390: ...ristics of the text the background of the text block and whether the text block should have a border or not You can also move and change the size and shape of your Sticky Notes as described in the Resizing and Moving Annotations section Adding Sticky Notes To add a Sticky Note select the Sticky Note mode From the Annotations Toolbar select the Sticky Note tool or from the Tools menu select Sticky ...

Page 391: ...ill in a blank form that has been saved as an ALA file and enables you to type directly on your displayed image The typed information is maintained as a black transparent borderless text annotation The size of the text block is automatically sized to the entered text Accessing Typewriter In order to type text on a displayed page of an image file you must be in Typewriter mode To access the Typewri...

Page 392: ...ghted with a blue border Editing a Typewriter Entry You may edit any of your existing Typewriter annotations on your displayed image file To edit an existing Typewriter entry follow the steps outlined below Note Standard Windows keyboard combi nations may be used when editing Typewriter entries Select the Typewriter entry you want to edit Position the cursor inside the entry you want to edit Click...

Page 393: ...on will be entered on your form Creating a blank form Create an ALA file of the blank form you want to use as a template The form can be created by using one of the following methods Scan in a blank form using the Acquire command accessed from the File menu Save a form that has been faxed to you as an ALA file Create a blank form using a Windows desktop publishing or word processor application You...

Page 394: ...nformation Release the mouse button Repeat the steps above until you have created all the data entry fields Note Create the fields in the order in which you want the form to be filled in If you make a mistake you can change the size or move the defined blank field Refer to the Resizing and Moving Annotations section Filling in a form Once you have created a template of a frequently used form you w...

Page 395: ...rd This will enable you to take information from other applications such as a word processor and include it in a text annota tion entry It will also enable you to incorporate information contained in one text annotation entry and include it in another application or in another entry To Press Copy the highlighted contents CTRL C or of a text annotation entry to the CTRL INSERT WindowsClipboard Cut ...

Page 396: ...cs of the Line Freehand Highligher Whiteout and Rectangle annotation tools Changing the properties of a single graphic annotation To change the properties for a single graphic annotation you must select the annotation you want to change Using the Pointer tool select the graphic annotation whose characteristics you want to change Click the right mouse button and select Properties from the popupmenu...

Page 397: ...h Select the width for your highlighter whiteout line and freehand annotations and the borders of your rectangles Transparent Select this option to have your highlighter line and freehand annotations as well as the fill of your rectangle transparent Note Transparent should not be selected for the Whiteout tool Border Select this option to have your rectangles drawn with a black border Note This op...

Page 398: ...nnotation settings You can set the default characteristics for a specific type of graphic annotation such as Highlighter Freehand Line and Rectangle annotations Changes to the default graphic annotations settings will be applied to all future annotations of the same type To set your default graphic annotation settings follow the steps outlined below From the View menu select Properties The Propert...

Page 399: ...ations from the Basic Colours group Select the line width for Line Freehand Highligher Whiteout and Rectangle annotations as well as the borders of your rectangles from the Line Width group Select the Transparent option to have your Line Free hand and Highligher annotations as well as the fill of your rectangle transparent Note The Highlighter annotation should be transparent whereas the Whiteout ...

Page 400: ...our images You can define the characteristics of the lines such as their width colour and whether the line should be opaque or transparent To draw Freehand lines select the Freehand mode From the Annotations toolbar select the Freehand tool or from the Tools menu select the Freehand command The cursor will change to the Freehand cursor Depress the left mouse button and draw your line Release the m...

Page 401: ... select the Rectangle tool or from the Tools menu select the Rectangle command The cursor will change to the Rectangle cursor Position the cursor where you want to start drawing your rectangle Depress the left mouse button and draw your rectangle Release the mouse button Using the Whiteout Tool The Whiteout Tool allows you to erase whiteout areas of your image Using this tool you are able clean up...

Page 402: ...on the Annotations Toolbar this will glue ALL ANNOTATIONS Note If you make a mistake you may select the Undo command from the Edit menu You may Undo the Glue Annotation command until the image file is saved Once the file is saved the annotation is permanently glued Glue all annotations to a displayed image Use this command to permanently attach glue all annotations on a displayed page to your imag...

Page 403: ...the selected annotation by any of the following methods Select DELETE from the keyboard Click the right mouse button and select Delete from the pop up menu From the Edit menu click on Selected Annotation Select Delete from the pop up menu Note If you make a mistake you may select the Undo command from the Edit menu You may Undo the Delete command until the image file is saved Once the file is save...

Page 404: ... the foreground Using the Pointer tool select the annotation From the Edit menu click Selected Annotation and select Bring To Front from the pop up menu Your selected annota tion should now be in front of any other annotations You may also click your right mouse button and select the Bring To Front command from the pop up menu To send an annotation to the background Using the Pointer tool select t...

Page 405: ... 1 12 2 Initial Settings 2 12 3 Fax Send tab 12 4 Fax Receive tab 12 6 Answering Machine tab 12 8 Polling tab 12 9 Automatic Dialling tab 12 10 Junk tab 12 11 Send the settings to the Colour MFP 12 11 The Reset button 12 11 The Restore button 12 12 12 1 Entering and Changing Colour MFP Settings from Your Computer ...

Page 406: ...Accessing the Remote Setup application To access the Remote Setup feature select the Remote Setup icon from the Multifunction Interface screen The settings are grouped on tabs To change a setting on a tab first click the tab to bring it forward Read in the current settings To adjust the settings you must first click the To PC button at the bottom of the window to read in the current settings from ...

Page 407: ... and time simply select the Use System Time box You can also directly enter the date and time or click the arrow to display a drop down calendar that you can click on to select the date Initial Settings 2 Auto Reception Mode To change the number of rings on which the Sharp Colour MFP answers a call in FAX or TEL FAX reception modes click the arrow by the Number of Rings to answer box and then sele...

Page 408: ...r of Rings to answer box Note that the Colour MFP s reception mode must be set to FAX for Distinctive Ring to operate correctly Dial Mode Select Tone if you are on a touch tone line or Pulse if you are on a pulse dial rotary line Note For all units installed in New Zealand select 1 for tone dialling The pulse setting 2 will not operate correctly and must not be used Fax Send tab Fine Resolution Pr...

Page 409: ...is only effective when the other machine has ECM as well General Faxing The Activity Report shows information on your most recent fax transactions Select the checkbox for Activity Report Auto Print Out if you want the Sharp Colour MFP to automatically print an Activity Report once every 30 transactions A Transaction Report is automatically printed after a fax trans action to allow you to check the...

Page 410: ...omputer modem on the same line and find that the Colour MFP interferes with modem operation Receive to PC Select this checkbox if you want to have incoming faxes re ceived to your computer rather than to the Sharp Colour MFP Note that the reception mode of the Colour MFP must be set to FAX or TEL FAX in order to have your computer answer calls automatically 4 Ring Tel Answer Select this checkbox i...

Page 411: ...xtension phone Select the Remote Reception Select checkbox if you want to be able to activate fax reception from a touch tone extension phone by pressing 5 on the phone For example if you answer a call on an extension phone and a person talks to you and then wants to send a fax you can make the Colour MPF begin fax reception by pressing 5 on the extension phone If you want to use a number other th...

Page 412: ...onnected to the Colour MFP the Colour MFP will take over the line and begin reception after the answering machine answers a call if it detects a duration of silence equal to the Quiet Detect Time setting If you find that callers leaving a messing are interrupted by fax tones from the Colour MFP you can try a slightly longer setting Select the Fax Rx Answer Fails checkbox to have the Colour MFP ans...

Page 413: ...e fax numbers have been entered in the Passcode Number list to poll the Sharp Colour MFP Note Polling means that a fax machine calls the Colour MFP and asks it to transmit a document loaded in its feeder Passcode Numbers If you have enabled polling security enter the fax numbers that you want to let poll the Colour MFP ...

Page 414: ...e used as Group Keys Select one of these keys and then click the Group radio button A list of all of the Rapid Speed Dial numbers programmed will appear Check the boxes beside the Rapid Speed Dial numbers that you wish to include in the group Only Rapid Key and Speed Dial numbers can be programmed in a Group Key Note Group Keys are used to dial a group of fax machines and send them each the same f...

Page 415: ...you do not want to receive faxes in the Anti Junk Number List The Colour MFP will refuse reception of faxes from these numbers Send the settings to the Colour MFP When you have completed your changes to the settings click the From PC button to send the settings to the Sharp Colour MFP Note that the settings will not be saved or take effect until you click the From PC button The Reset button If you...

Page 416: ...te setup this will clear all fax numbers and other information you have entered The Restore button If you wish to restore the settings and information to their previously saved condition click the Restore button ...

Page 417: ... Application Button Adding buttons 9 13 Deleting 9 15 Editing 9 15 Applications Message Center 7 5 B Background Copying 4 5 Background Scanning 5 10 Banner 2 2 BMP Files 6 10 9 7 C Changing pages 9 22 Changing the Default Send Ad dress 6 11 Clear 9 38 CombiningEmailaddressesandfax numbers 6 11 Connection 2 6 FaxDeviceSettings 2 6 CopyApplication 4 2 Accessing 4 2 Copy Functions 4 2 Copy Settings 4...

Page 418: ...roppingImages 9 37 Cut 9 35 Deletepages 9 40 Deletingpages 9 24 InsertNewPage 9 39 InvertImage 9 39 Move Pages 9 23 9 41 Paste 9 38 Undo 9 35 EditingImages 9 35 EmailMessages 6 7 Embeddinganobject 9 42 Converting embedded ob jects 9 49 Editing embedded or linked objects 9 44 Moving Resizing 9 50 EmbeddingObjects WindowsClipboard 9 43 Embeddingobjects 9 42 F Fax Viewing 7 9 FaxCoverPage 2 2 CustomC...

Page 419: ...tus Messages 7 20 Previewing Faxes 7 8 Insert New Page 9 39 Intensity 4 4 6 15 Dark 4 4 6 15 Light 4 4 6 15 Normal 4 4 6 15 Internet based e mail system 3 3 3 4 Netscape 3 3 OutlookExpress 3 3 InvertImage 9 39 L Line Art 5 4 6 15 LinkingObjects 9 42 BreakingaLink 9 48 Editing 9 44 Incorporatinginimagefiles 9 45 Moving Resizing 9 50 Reconnecting Changing a Link 9 48 UpdatingaLink 9 47 M MAPI 3 2 3 ...

Page 420: ...s 10 3 ToolBoxCommands 10 3 OpticalCharacterRecognition 10 2 Functions 10 2 Optimize 4 4 6 15 Optimize group 6 15 Outlook 3 2 P Paste 9 38 PCX Files 9 7 Phone Control 6 13 Previous 9 22 Print Preview 9 30 Zoom In 9 30 ZoomOut 9 30 Printproperties 9 31 Rotate as Necessary 9 33 ScaletoFit 9 32 PrinterSetup 4 5 9 31 Printing 9 28 QuickPrinting 9 29 Properties 9 14 Actionbar 9 14 Q QuickPrint 9 13 R R...

Page 421: ... 13 Stapling pages 9 34 Status Log 7 20 MonitoringFaxTransmis sions 7 20 StickyNotes 11 10 11 11 AddingtoImageFiles 11 10 Editing 11 11 T Template 11 13 CreatingandEditing 11 13 FormsFill In 11 13 Thumbnailproperties 9 18 Thumbnails 9 17 9 21 Changing the display 9 19 UsingThumbnails 9 17 TIFfiles 6 10 TIFFFiles 9 6 Toolbars 9 5 Toolbox 11 11 FormsFill InMode 11 11 TwainSource 9 9 U Undo 9 35 V Vi...

Page 422: ...Index 6 Index W WindowElements 9 5 Windows Clipboard Embedding Objects 9 44 Windows Messaging 3 2 7 3 7 4 MAPI 7 3 MicrosoftExchange 7 3 ...

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