Education Services Guide Océ Operations 1.1.1.
About this On-Line Manual This On-Line Manual explains the setting procedures required in order to use the Network FAX functions when the Printer/ Scanner Kit* and Fax Kit are installed in your machine. It is recommended that you also read the corresponding Operation Guide as well. This manual is prepared as a PDF (Portable Document Format) file, so Adobe Acrobat Reader version 4.05 or later must be installed on your computer if you want to read the manual without the provided CD-ROM.
Included Utilities The following utilities are contained on the provided CD-ROM. In order to use the related Network FAX functions, it is necessary to follow the appropriate procedure and install the corresponding utility on your computer. Network FAX Driver This software allows you to send documents created on your computer to the Printer/Scanner Kit* in this machine, which converts them to the appropriate format, transfers them to Fax Kit which then transmits them to the other fax machine.
Outline of the Network FAX Functions The Network FAX functions allow you to send and receive fax documents between computers on your LAN network and the other fax machines. In addition, if you use the Address Book, you can register individual destinations, or multiple destinations as an individual group, in advance. ● Transmission function 1. Documents are sent as image data from a network computer over the LAN network to this fax machine. 2.
Outline of the Network FAX Functions ● Address Book 1. Information for individual destinations (or a group of destinations) is registered in the Address Book software on the computer from which you want to send documents. 2. The destination for sending documents using the Network FAX function is selected from this Address Book. 3. The documents are then sent as image data from a network computer over the LAN network to this fax machine. 4.
Contents About this On-Line Manual ................................................................................... i Trademark Information ......................................................................................... i Operating Environment ........................................................................................ i Included Utilities .................................................................................................. ii Outline of the Network FAX Functions ......
Contents Section 3 Receiving a Fax ........................................ Page 3-1 3-1 Summary of Delivery Settings ......................................................... Page 3-2 3-2 Starting the Scanner File Utility ....................................................... Page 3-4 3-3 Setup Dialogue Box ........................................................................ Page 3-5 3-4 Folder Setting Dialogue Box ...........................................................
Section 1 Installing the Corresponding Software 1-1 Installing the Network FAX Driver 1. Insert the provided CD-ROM into the CD-ROM drive of the computer in which you want to install the Network FAX Driver. The set-up screen will appear automatically. * If the set-up screen does not appear, start the appropriate software manually from the CD-ROM. 2. Read the conditions of use and then click the P button. 3. Click on Network FAX Drivers in the main menu. 4. Click once again on Network FAX Drivers. 5.
1-1 Installing the Network FAX Driver ● Registering the Machine’s IP address Once you have installed the Network FAX Driver, perform the following procedure to register the IP address of the machine that you want to use as the Network FAX. * The following procedure is explained as though it is being carried out in Windows XP. If you are using another operating System, use this procedure simply as reference. 1.
1-1 Installing the Network FAX Driver 3. Click on the FAX TX Setting... button in order to access the Default Setting dialogue box. 4. Click on the Machine Setting tab in order to display its contents. 5. In the Network FAX Address area, enter the IP address, or host name, of the machine that you want to use as the Network FAX. NOTE: The IP address/host name that you enter here must be the same as that registered in the scanner default settings of the machine itself. (Refer to "2.
1-1 Installing the Network FAX Driver ● Uninstalling the Network FAX Driver Perform the following procedure when you want to delete the Network FAX Driver from your computer. 1. Click on Start in the Task Bar and then select Control Panel, Printers and Other Hardware and then Printers and Faxes in that order from the successive menus in order to access the Printers and Faxes dialogue box. 2.
1-2 Installing the Address Book for Network FAX 1. Insert the provided CD-ROM into the CD-ROM drive of the computer in which you want to install the Address Book for Network FAX. The set-up screen will appear automatically. * If the set-up screen does not appear, start the appropriate software manually from the CD-ROM. 2. Accept the conditions of use and then click the P button. 3. Click on Network FAX Drivers in the main menu. 4. Click on Address Book for Network FAX. 5.
1-3 Installing the Scanner File Utility 1. Insert the provided CD-ROM into the CD-ROM drive of the computer in which you want to install the Scanner File Utility. The set-up screen will appear automatically. * If the set-up screen does not appear, start the appropriate software manually from the CD-ROM. 2. Accept the conditions of use and then click the P button. 3. Click on Network FAX Utilities in the main menu. 4. Click on Scanner File Utility. 5.
Section 2 Sending a Fax This section contains explanations on how to use the Network FAX Driver to send documents created on a network computer directly from that computer to the other fax machine. IMPORTANT! The Network FAX Driver must be installed on the computer from which you want to send the documents. Refer to “1-1 Installing the Network FAX Driver” on page 1-1 for the procedure to install that software.
2-1 Main Transmission Functions (2) F-Code Based Communication This function enables you to send documents to an F-Code Box that is registered in a destination fax machine. Because F-Code Boxes include a sub-address and password, highly confidential communication is ensured.
2-1 Main Transmission Functions (5) Attaching a Cover Page This function enables you to add a cover page to your transmission that includes such TTI (Transmitting Terminal Information) data as your company name, department name, your own name, your telephone or fax number, in addition to whatever comment you’d like to send. The type of cover page you use can be selected from among several different templates.
2-2 Basic Transmission 1. Use an application on your computer to create the documents that you want to send. 2. Select Print from the File menu. 3. Use the dropdown menu in the Name field to select the name of the machine that you want to use as the Network FAX. The print dialogue box for the application that you are using will appear. NOTE: The following screen shot is just an example and the actual dialogue box displayed on your computer may differ depending to the application that you are using.
2-2 Basic Transmission 6. Perform all of the desired settings under the FAX Setting tab, such as the original size setting, and then click on the OK button. * Refer to “2-3 FAX Setting Tab” on page 2-6 for more detailed information on the settings in that tab. 7. The print dialogue box for the application that you are using will be displayed once again. Click on the OK button. The TX Setting dialogue box will appear.
2-3 FAX Setting Tab Use the contents of this tab to set certain transmission conditions, such as the size of the original being sent. Refer to “● Registering the Machines IP address” on page 1-2 to open this tab. 1 2 3 4 1 Original Size field Use the dropdown menu in this field to select the size of the original being transmitted. * The size of the documents created in the application will be changed to the size selected here for transmission purposes.
2-4 Default Setting Dialogue Box By setting the transmission conditions that you use most in this dialogue box, you can minimize the need to change the settings each time. * The Default Setting dialogue box can be accessed using the following procedure: Click on Start in the Windows Task Bar and then select Control Panel, Printer and other Hardware and then Printers and Faxes in that order from the successive menus in order to access the Printers and Faxes dialogue box.
2-4 Default Setting Dialogue Box Perform the following procedure to select the settings for the cover page. 1) Select the desired template for the cover page from the Template of Cover Page dropdown menu. 2) To check the format of the template, click on the Preview button. The format for the currently selected template will be displayed. To change the type of template, use the dropdown menu or click on the O or P on the upper portion of the dialogue box.
2-4 Default Setting Dialogue Box (2) Sender Information Tab 1 2 3 4 5 6 Enter your own information into fields 1 – 5 explained below when you want to send a cover page with your faxes. 1 2 3 4 Company Name: Your company name can be up to 64 characters long. Department Name: Your department name can be up to 64 characters long. Name (user name, etc.): Your name can be up to 16 characters long. Telephone Number: Your telephone number can be up to 20 characters long.
2-4 Default Setting Dialogue Box (3) Machine Setting Tab When you want to use a different machine as a fax, use this tab to change the IP address, or the host name, to the information that is registered in scanner default settings of the desired machine. (Refer to “2. Set-up” in the Operation Guide for your Network Scanner.) Sample screen-shot of the scanner default setting window If you use the host name, your computer must be under a network environment controlled by a WINS server or a DNS server.
2-4 Default Setting Dialogue Box (4) Restricted access Tab When Restricted Access is turned ON in the copy (or fax) machine itself, transmission will only be allowed when a viable access code is entered. If your access code has not been registered under this tab, Non-registration will be displayed in the Department code field, and Registration completion will be displayed in that field if it has been registered.
2-5 Various Settings in the TX Setting Dialogue Box (1) Selecting a Destination from the Address Book NOTE In order to use the Address Book, it is necessary to install it and register the corresponding destinations in advance. Refer to “4-1 Registering Destination Information” on page 4-2 for more detailed information on destination registration procedures. 1. Click on the Select from Address Book button in order to access the Select Address dialogue box.
2-5 Various Settings in the TX Setting Dialogue Box 2. The registered destinations will be displayed in the list in the upper portion of the dialogue box. If you want to search for a particular destination, perform procedures 1) and 2) below. If you do NOT need to search for a destination, go directly to step 3. 1) Make sure that the desired Search target radio button, either Registration Name or Company Name, is selected. 2) Enter the text to be searched for in the Search Item field.
2-5 Various Settings in the TX Setting Dialogue Box 4. Only those destinations selected from the Address Book will be displayed the Destination List. * If you want to delete any of the destinations from the Destination List, select that destination and then click on the Delete from list button. If you want to delete all of the destinations from the Destination List, click on the Delete All button. 5. Click on the OK button.
2-5 Various Settings in the TX Setting Dialogue Box (2) F-Code Based Communication 1. Click on the Option button in the Address Setting tab of the TX Setting dialogue box. The Option dialogue box will be displayed. 2. Enter the sub-address and password as it is registered in the destination fax. • Maximum number of characters that can be entered: 20 • Characters that can be entered: 0 – 9, #, *, and a space (a space can NOT be entered as the first character) 3. Click on the OK button.
2-5 Various Settings in the TX Setting Dialogue Box (3) Registering the Destination Information to be Added to the Cover Page The type of cover page can be selected from among different templates. Destination information such as that shown below can be added on the cover page.
2-5 Various Settings in the TX Setting Dialogue Box 2. Click on the Option button and enter the recipient information. 1 Company Name: The name of the destination company can be up to 64 characters long. 2 Department Name: The name of the destination department can 1 be up to 64 characters long. 2 3 Recipient Name: The name of the person to whom you are sending 3 the fax can be up to 20 characters long. 3. Click on the OK button. The display will return to the TX Setting dialogue box. 4.
2-5 Various Settings in the TX Setting Dialogue Box (4) Optional Settings 1. If you want to temporarily change the settings (the present settings will be displayed) from those which are currently designated in the “(1) Sending Options Tab” or the “(4) Restricted access Tab” under “2-4 Default Setting Dialogue Box” on pages 2-7 and 2-11, click on the Option tab in order to access the Option tab.
2-5 Various Settings in the TX Setting Dialogue Box (5) Transmitting Terminal Information Data 1. If you want to temporarily change the settings (the present settings will be displayed) from those which are currently designated in the “(2) Sender Information Tab” under “2-4 Default Setting Dialogue Box” on page 2-9, click on the Sender Information tab in order to access the Sender Information tab.
2-5 Various Settings in the TX Setting Dialogue Box (6) Machine Settings 1. If you want to temporarily change the Network FAX address (IP address or host name registered in the scanner default settings of the machine itself) from that which is currently made in the “(3) Machine Setting Tab” under “2-4 Default Setting Dialogue Box” on page 2-10, click on the Machine Setting tab in order to access the Machine Setting tab.
2-6 Transmission Control Perform the following procedure when you want to use your computer to verify the status of a fax transmission currently being processed, or to actually terminate that transmission. 1. Once a fax transmission begins being processed, a Transmission Control icon will be displayed in the Windows Task Bar. 2. Double-click on that icon in order to access the Sending Control window which indicates the status of all transmissions being processed. 3.
Section 3 Receiving a Fax If Network FAX Reception is turned ON as the default setting in the fax machine itself, incoming faxes will be converted into PDF or TIFF files and saved into the designated folder on the Server Computer (the computer on which the Scanner File Utility has been installed). In addition, you can select to have the result of the reception sent by e-mail to a designated computer. Notice of the reception of a fax can be sent to other computers by standard e-mail as an attached image.
3-1 Summary of Delivery Settings The following describes the procedure for setting the folder in which documents received by the Network FAX will be stored. Refer to the procedures starting from "3-2 Starting the Scanner File Utility" for more detailed information on each setting . The folder that is used for the storage of transmitted documents can also be set using this procedure.
3-1 Summary of Delivery Settings 4 Delivery Setting List Dialogue Box Delivery conditions can be selected from among the Subaddress, Sender Fax Number, Destination Fax Number and Other settings. In addition, you can select whether sending a notice of fax reception by e-mail or by using the Scanner File Utility and perform the related settings for that in the Configuration dialogue box.
3-2 Starting the Scanner File Utility 1. Click on Start button in the Windows Task Bar and then select All Programs > Scanner User Software > Scanner File Utility in that order. The Scanner File Utility will start up and an icon that indicates that the utility is now running will appear in the Windows Task Bar. 2. Double-click on that icon in order to access the Scanner File Utility dialogue box. 3.
3-3 Setup Dialogue Box 1 2 3 4 1. Perform the various settings as appropriate. 1 Hard Disk Warning (%) field If the volume of data on the hard disk reaches the percentage registered here during saving of received fax data to disk, a warning message will be displayed. The desired setting can be entered directly with the keyboard or by clicking on the ▲ and ▼ arrows.
3-4 Folder Setting Dialogue Box 1 2 3 4 5 1. Perform the various settings as appropriate. 1 No. field Enter in this field the designated number of the folder in which you want to receive the fax data. * The folder number you enter here should be the same as the folder number which was registered under the “Network FAX Registration” settings in the fax machine. * If you need to verify a registered folder number, refer to the following.
3-5 Delivery Setting List Dialogue Box 1. Select the desired method of data delivery from the Delivery Method list. Available settings: Subaddress, Sender Fax number, Destination Fax number, and Other. * For the procedure to determine delivery conditions, refer to “3-7 Determining the Destination Folder” on page 3-13 of this manual. Note For more details on the Error Log button, refer to “3-9 Checking a Reception Notification Error” on page 3-14. 2. Click on the Configuration button.
3-5 Delivery Setting List Dialogue Box 1 2 3 4 5 3. Select the transmission method for the notice of fax reception. To have the notice of fax reception sent by e-mail, put a check mark in the Send reception notification E-mail checkbox. To have the notice of fax reception sent to any other computer on the network that has the Scanner File Utility installed, put a check mark in the Send reception notification to Scanner File Utility of other PC check box.
3-5 Delivery Setting List Dialogue Box Sample of the notice of fax reception Page 3-9
3-6 Delivery Setting Dialogue Box Note: The following screen will be displayed after you select the subaddress. 1 2 3 1. Set the various delivery conditions that were selected in the Delivery Setting List dialogue box. 1 Subaddress, Sender FAX number, Destination FAX number and Other edit boxes • Enter the subaddress: Enter between 4 and 20 digits. Be sure to enter the same 4 digits as the subaddress of the Fcode box as registered in the fax unit.
3-6 Delivery Setting Dialogue Box 4 5 6 7 4 Reception Notification E-mail Address (Reception Notification PC Address) list The notice of fax reception can be sent to computers on the network through e-mail or using the Scanner File Utility. Up to 10 e-mail addresses or computer addresses can be entered. Perform the following procedure to enter the desired email addresses or computer addresses.
3-6 Delivery Setting Dialogue Box ● Adding an e-mail address To add an e-mail address that was previously registered in other delivery settings, click on the ... button. The E-Mail Address dialogue box will be displayed. Select an e-mail address from list and click on the Add button. When you are through adding addresses, click on the OK button. The display will return to the Delivery Setting dialogue box.
3-7 Determining the Destination Folder The destination folder for delivery of the received fax data will be determined based on the settings made under “3-5 Delivery Setting List Dialogue Box” on page 3-7. The priority of delivery conditions is as follows: 1. Subaddress 2. Sender’s fax number 3. Other 1. Any subaddress sent from the transmitting fax machine will be checked to see if it matches any of the subadresses registered in the delivery method settings of each destination folder.
3-9 Checking a Reception Notification Error When a notice of fax reception is sent from the server computer to a computer on which the Scanner File Utility is installed but the notice could be delivered because the receiving computer is not turned on, or there is some other error, the status of the error can be checked on a list. * Reception notices that were successfully retransmitted will be deleted from the list.
3-10 Opening Received Faxes Received fax data will be displayed in the Received File List within the Scanner File Utility dialogue box. 1. If the Scanner File Utility dialogue box is not open, double-click on the Scanner File Utility icon in the Windows Task Bar. 2. Select in the Received File List the file that you want to open. * Files listed in red (or indicated with an asterisk “*” next to the date) indicate those files which have not been opened yet. Once a file is opened, the file is listed in black.
3-11 Deleting Received Faxes Is it recommended that you delete received fax data periodically and as necessary. 1. If the Scanner File Utility dialogue box is not open, double-click on the Scanner File Utility icon in the Windows Task Bar. 2. Select the file that you want to delete. 3. Click on the Delete button to delete the selected file from the Received File List. * In order to actually delete the file data from your computer, you will need to delete it directly from the folder in which it is saved.
Section 4 The Address Book The Address Book allows you to register information about individual destinations, or groups of destinations for Broadcast Transmission, in advance. It is also possible to import and use CSV-formatted address data created with other software. NOTE It is necessary to have Address Book for Network FAX installed in each computer which will be used for fax transmission in order to use the Address Book.
4-1 Registering Destination Information You will need to register destination information in advance if you want to select a destination from the Address Book when sending a fax. 1. Click on Start button in the Windows Task Bar and then select All Programs > FAX User Software > Address Book for Network FAX in that order from the successive menus in order to access the Address Book for Network FAX dialogue box. 2.
4-1 Registering Destination Information 3. Perform the various settings as appropriate. 1 2 3 4 5 6 7 1 Registration Name field: The destination name can be up to 16 characters long. * You can not register a name that has already been registered. 2 Fax Number field: The destination fax number can be up to 32 characters long. [Available characters: 0 – 9, #, *, and a space (a space can NOT be entered as the first character)] 3 Subaddress field: The sub-address can be up to 20 characters long.
4-2 Registering Multiple Destinations as a Group Perform the following procedure if you want to register information for multiple destinations as a single group. 1. Select New under the Edit menu of the Address Book for Network FAX dialogue box and then select New Group from the successive submenu (or click on the New Group button). The Registering a New group dialogue box will appear. 2. Click on the Add button in order to access the Add New Address dialogue box. 3.
4-2 Registering Multiple Destinations as a Group 6. Enter in the Registration Name field a name for the group of destinations. The group name can be up to 16 characters long. 7. Click on the OK button. The entered group information will be displayed in the address list area of the Address Book for Network FAX dialogue box. 8. Click on the OK button. 9. In order to actually register the new group information in the Address Book, select Apply from the File menu (or click on the Apply button).
4-3 Address/Group Copy It is possible to copy a registered address or group and partly edit the contents for registration as a new address or group. This is convenient for cases when the contents you want to register are close or similar to already registered information. 1. With the Address Book for Network FAX dialogue box open, select the address or group that you want to copy. 2. Under the Edit menu, click on Copy and then on Paste.
4-4 Editing Individual and Group Destination Information (1) Editing Information for an Individual or Group Destination Perform the following procedure to edit information for an individual or group destination. 1. With the Address Book for Network FAX dialogue box open, select the individual or group destination entry that contains the information that you want to edit. An icon will appear above the list to indicate whether it is an individual ( 2. Click on the ) or group destination ( ).
4-4 Editing Individual and Group Destination Information (2) Editing Information for More than One Individual or Group Destinations It is possible to edit the information for multiple registered destinations at the same time. This is convenient when, for example, you want to change the company name for different registered departments of the same company. 1. With the Address Book for Network FAX dialogue box open, select the multiple destinations that you want to edit. 2. Click on the Edit button.
4-4 Editing Individual and Group Destination Information (3) Search/Replace the Contents of a Particular Entry Item It is possible to search for and replace data for any entry item for multiple registered individual or group destinations. For example, if a change is made to a city's area code, you can select multiple destinations and change the area code for their fax number with the new one all in one batch. 1.
4-5 Deleting Individual and Group Destination Information 1. With the Address Book for Network FAX dialogue box open, select the individual or group destination entry that you want to delete. An icon will appear above the list to indicate whether it is an individual ( 2. Click on the ) or group destination ( ). Delete button. The selected entry will be deleted from the list. 3.
4-6 Importing Address Data 3. Select the desired FDT file and then click on the Open button. (2) Importing CSV Files You can import and use CSV-formatted address lists created with other software. 1. With the Address Book for Network FAX dialogue box open, select Import under the File menu and then select CSV file from the successive submenu. The Open dialogue box will appear. 2. Access the folder that contains the desired CSV file. 3. Select the desired CSV file and then click on the Open button.
4-6 Importing Address Data 5. Click on the OK button in order to access the Confirm imported contents dialogue box. 6. Check the imported addresses and select those entries that you want to add to this Address Book. The number of entries that you select will be displayed in the Number of selected addresses field. Click on the Add To Address Book button and the total number of entries that will be added to this Address Book will be displayed in the Number of added addresses field.
4-7 Exporting Address Data You can save the data created using this Address Book software as a FDT file. 1. With the Address Book for Network FAX dialogue box open, select Save as under the File menu. The Save as dialogue box will appear. 2. Select the location in which you want to save the data. 3. Enter the desired file name and then click on the Save button.
Section 5 Specifications ● Operating Environment Hardware ............................................. IBM PC-AT compatible computer Interface .............................................. 10BASE-T or 100BASE-TX Operating system ................................ Windows NT 4.0 (Server, Workstation) + SP5 or later, Windows 2000 (Professional, Server, Advanced Server), Windows 98 (Second Edition), Windows 95 (OSR2 or later), Windows Me and Windows XP ● Network FAX Transmission Transmission Resolution .......
