MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide
SOFTWARE LICENSE AGREEMENT INSTALLING OR OTHERWISE USING THIS SOFTWARE PRODUCT CONSTITUTES YOUR ACCEPTANCE OF THE FOLLOWING TERMS AND CONDITIONS (UNLESS A SEPARATE LICENSE IS PROVIDED BY THE SUPPLIER OF APPLICABLE SOFTWARE IN WHICH CASE SUCH SEPARATE LICENSE SHALL APPLY). IF YOU DO NOT ACCEPT THESE TERMS, YOU MAY NOT INSTALL OR USE THIS SOFTWARE, AND YOU MUST PROMPTLY RETURN THE SOFTWARE TO THE LOCATION WHERE YOU OBTAINED IT.
USE THE SOFTWARE, EVEN IF TTEC OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, NOR FOR THIRD PARTY CLAIMS. U.S. Government Restricted Rights The Software is provided with RESTRICTED RIGHTS. Use, duplication or disclosure by the U.S. Government is subject to restrictions set forth in subdivision (b) (3) (ii) or (c) (i) (ii) of the Rights in Technical Data and Computer Software Clause set forth in 252.227-7013, or 52.227-19 (c) (2) of the DOD FAR, as appropriate.
TRADEMARKS AND COPYRIGHT Trademarks • • • • • • • • • • • • The official name of Windows 98 is Microsoft Windows 98 Operating System. The official name of Windows Me is Microsoft Windows Me Operating System. The official name of Windows 2000 is Microsoft Windows 2000 Operating System. The official name of Windows XP is Microsoft Windows XP Operating System. The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System.
Preface Thank you for purchasing e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series Multifunctional Digital Systems. This Network Fax Guide explains instructions on how to use the N/W-Fax driver and Address Book Viewer. Read this guide before operating the network fax features for the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series from client computers. Keep this guide within easy reach, and use it to configure an environment that makes best of the e-STUDIO’s functions.
Table of Contents SOFTWARE LICENSE AGREEMENT ...........................................................2 TRADEMARKS AND COPYRIGHT................................................................4 Preface ...........................................................................................................5 About This Guide ....................................................................................................5 Conventions ....................................................................
About Address Book Viewer Interface ..................................................................54 Using Commands .................................................................................................55 Menu Bar.........................................................................................................55 Toolbar ............................................................................................................57 Context-Sensitive Menus .................................
Network Fax Guide — Table of Contents
1. OVERVIEW Network Fax Guide — 1.
Features and Functions This equipment provides the network fax feature, which simplifies and facilitates your office facsimile needs that enables you to send fax or Internet fax digital documents directly from your desktop. This equipment also includes an Address Book database, where you can store frequently used fax numbers or Internet Fax destinations and other important recipient information, such as company name, telephone number and postal address.
2. INSTALLING CLIENT SOFTWARE Network Fax Guide — 2.
Installing Network Fax Software This chapter includes procedures for installing software required to enable the fax printing and online address books for this equipment. It is recommended that you read these instructions in their entirety before beginning the installation process. Overview Before you can begin utilizing the network fax feature for this equipment, you must install the software using the Client2 CD-ROM provided. You will use the InstallShield client software setup process.
This section describes about installing the N/W-Fax driver and Address Book Viewer in the SMB environment. The N/W-Fax driver can be set up in the same connection as the printer driver such as Parallel printing, USB printing, LPR printing, Peer-to-Peer printing, IPP printing, and Novell printing. To set up the N/W-Fax driver in these connections, please refer to the Printing Guide.
3. Click [Next]. • 4. Click [Yes]. • 5. The Choose Destination Location screen is displayed. Click [Next]. • • 14 The License Agreement screen is displayed. If you want to change the location where the programs are installed, click [Browse]. In the dialog box appears, select the folder and click [OK]. The Setup Type screen is displayed.
6. Check the software that you want to install. TOSHIBA e-STUDIO N/W-Fax — check this to install the N/W-Fax driver. TOSHIBA e-STUDIO AddressBookViewer — check this to install the Address Book Viewer. SUPPLEMENTS: • • In the components list, there are also “TOSHIBA e-STUDIO TWAIN Driver” and “TOSHIBA e-STUDIO File Downloader”. You can install them together in the same operation. For more information about the TWAIN driver and File Downloader, please see the e-Filing Guide.
9. Locate this equipment in your network, select the “print” queue, and click [OK]. • 10. Click [Next]. • 11. The Select Program Folder screen is displayed. Click [Next]. • • 16 Returns you to the Select Port dialog box. If you want to change the program folder, rename the folder name in the “Program Folders” field. The Starting Copying Files screen is displayed.
12. Click [Next]. • 13. Select “Yes, I want to view the Read Me file.” and click [Finish]. • NOTE: • Starts copying files and the InstallShield Wizard Complete screen is displayed when copying files are completed. The installation is completed. The Installer may ask you to restart your computer. If it does, select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer.
Searching the equipment automatically 1. Click [Discovery]. • 1. Click [Start Discovery]. • 18 The TopAccessDocMon Local Discovery dialog box appears. It starts searching the equipment in the network.
SUPPLEMENT: • It searches the equipment within the local subnet in your network. If the equipment is located in the different subnet from your computer, or you want to specify the IP address range to be searched, click [Advance]. The Discovery Settings dialog box appears and you can specify the advanced settings for searching the equipment. • • • Devices — You can specify the device models to be searched.
3. NOTE: • It automatically obtains the network queue in the “Network path or queue name” field. It automatically obtains the IP address of the equipment and the queue name specified by an administrator, in the “Network path or queue name” field in the General submenu page of the Setup menu in the TopAccess administrator mode. If you cannot obtain the queue name, ask your administrator that the “Network path or queue name” field is correctly specified. 4.
2. Click [Manual Selection]. • 3. The Manual Selection dialog box appears. Enter each item to specify the printer address and click [OK]. IP Address — Enter the IP address of the printer. IPX Address — Enter the IPX address of the printer. This is available only when the IPX/SPX protocol and Novell Client are installed in your computer, and the computer is connected to the NetWare server. Name — Enter the printer name. Location — Enter the location of the printer.
NOTE: • 4. Select the equipment that you want to connect and click [OK]. 5. It automatically obtain the network queue in the “Network path or queue name” field. It automatically obtains the IP address of the equipment and the queue name specified by an administrator, in the “Network path or queue name” field in the General submenu page of the Setup menu in the TopAccess administrator mode.
Installing client software from TopAccess 1. In TopAccess, click the Install Software link at the bottom of the screen. • The Install Client Software page opens. 2. Click the “Install Client2” link to download the installer file. 3. Download the installer file on your desktop by following the prompts. 4. Double-click the “InstallClient2.exe” file that you downloaded. • 5. The installer starts and the InstallShield Wizard dialog box appears.
P.24 "When Installed Using the Installer" P.28 "When Installed Using Add Printer Wizard" When Installed Using the Installer When the client software was installed using the Installer in the Client2 CD-ROM or downloaded from TopAccess, you can delete all files using the Add/Remove Programs function. You can uninstall all client software that have installed from the Client2 CD-ROM, or you can uninstall only the N/W-Fax driver and Address Book Viewer. P.24 "Uninstalling the all Client2 Software" P.
2. Select “TOSHIBA e-STUDIO4511 Series Client2”, “TOSHIBA e-STUDIO450 Series Client2”, or “TOSHIBA e-STUDIO280 Series Client2” and click [Change/Remove]. • 3. The InstallShield Wizard dialog box appears. Select “Remove” and click [Next]. • The Confirm Uninstall dialog box appears. 4. Click [OK]. 5. Click [Yes] to delete the setting files. • Deleting files starts.
NOTE: • If you want to re-install the client software later, click [No] to remain the setting files. You can restore the data and settings when you re-install the client software. 6. Select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. • Some files may be deleted after restarting the computer. Uninstalling only N/W-Fax Diver and Address Book Viewer The following describes an installation on Windows 2000.
2. Select “TOSHIBA e-STUDIO4511 Series Client2”, “TOSHIBA e-STUDIO450 Series Client2”, or “TOSHIBA e-STUDIO280 Series Client2” and click [Change/Remove]. • The InstallShield Wizard dialog box appears. 3. Select “Modify” and click [Next]. 4. Uncheck the components that you want to uninstall and click [Next]. • Deleting files starts.
5. Select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. When Installed Using Add Printer Wizard When only N/W-Fax driver is installed by Add Printer Wizard, you can uninstall them by deleting the printer icons in the Printers folder. Deleting the N/W-Fax driver 1. Open “Printers” folder, select the printer icon that you want to delete, and press the [Delete] key. • • 2. Click the [File] menu and select [Server Properties].
3. Display the Drivers tab. Select the N/W-Fax driver and click [Remove]. • 4. The confirmation dialog box appears. Click [OK]. • The N/W-Fax driver is completely deleted.
Network Fax Guide — Installing Network Fax Software
3. FAXING FROM CLIENT COMPUTERS Network Fax Guide — 3.
Faxing from Applications You can use the N/W-Fax driver option to electronically fax and Internet Fax from your computer to one or more recipients. In addition, you can select fax properties, fax schedule options, include fax cover sheets and edit sender information. NOTES: • • Faxing hard-copy documents must be performed as a walk-up function from the Touch Panel Display. The fax transmission using the N/W-Fax driver is available only when the optional Fax unit is installed.
2. Select “TOSHIBA e-STUDIO Series Fax” and Click [Properties]. • SUPPLEMENT: • The properties dialog box appears. The procedures for displaying the properties dialog for the printer driver may be different depending on an application that you are using. See your application’s manual about displaying the printer properties dialog box. 3. Display the Send tab and specify the recipients, and other options. P.
4. Display the Cover Sheet tab and specify the cover sheet properties if you want to send a document with a fax cover sheet. P.42 "Setting up the Cover Sheet Properties" 5. Display the Sender Information tab and specify the sender information message if you want to appear the message on the fax cover sheet. P.43 "Setting up the Sender Information Properties" SUPPLEMENT: • 6. Click [OK] to save the settings. 7. Click [OK] or [Print] to send a document.
SUPPLEMENT: • To find the fax transmission instructions of that you expect for transmission results, you can refer to the procedures in the following section. P.43 "Sending with Extended Fax Functionality" Setting up the Send Properties In the Send tab of the N/W-Fax properties dialog box, you can specify the recipients and how the fax will be sent. SUPPLEMENT: • To specify the recipients, you can select from the Address Book or enter the recipient manually. P.
• Ultra Fine (400 x 400 dpi) — Select this to send a document in Ultra Fine mode (400 x 400 dpi). 6) Dept. Code Enter 5-digit department code if required. When the department code is enabled on this equipment, you must enter the department code to send a fax. NOTE: • If you do not enter the department code when the department code is enabled on the equipment and the Department Code Enforcement is set to OFF in TopAccess, the job will be stored in the Invalid job list without transmitting the job.
Specifying recipients from Address Book 1. Click [Select From Address Book] in the Send tab. • 2. The Address Book Viewer is launched. Browse the address book category within the Address Book where desired recipients are programed. Private Address Book — This contains the contacts registered in the associated client address book on your client computer. Public Address Book — This contains the contacts registered in the address book in this equipment.
3. Select the contact you want to add as a recipient and click the [Fax] icon ( ) in the tool bar to add the fax number as a recipient, and click the [Mail] icon ( address as a recipient. • • • Repeat until all required recipients are selected. When you select the fax number as a destination, the fax number icon in front of the name of the contact will be changed to the checked fax icon ( ).
4. After you selected all recipients, right-click on a recipient name in the right pane and select [Selection] in the menu displayed. • SUPPLEMENT: • The Destinations dialog box appears. You can also display the Destinations dialog box by clicking the [Selection] icon ( ) in the tool bar. 5. Confirm the destinations that you select in the dialog box. If you remove the destination from the recipients list, select a contact and click [Remove]. 6. After you confirm the destinations, click [OK].
7. The Address Book Viewer is closed and selected recipients are added to the “To” list. Entering a recipient manually 1. Click [New]. • 2. 40 The Direct Dial dialog box appears. To add an Internet Fax address as a recipient, select “Internet Fax Address” and enter the e-mail address of the recipient in the right field.
For e-STUDIO450 Series and e-STUDIO280 Series: The Internet Fax transmission using the N/W-Fax driver is available only when the Printer Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed. 3. NOTE: • To add a fax number as a recipient, select “Fax Number” and enter the fax number in the right field. In addition, if you specify a Sub address, enter the Sub address in the “SUB” field, and security password for the Sub address in the “PWD” field if required.
Setting up the Cover Sheet Properties In the Cover Sheet tab of the N/W-Fax properties dialog box, you can specify the fax cover sheet to be sent. If you enable the cover sheet, the cover sheet is attached in the first page of the document and sent to the recipients. 1 2 3 4 5 6 7 1) Cover Sheet Select the cover sheet type from “Standard Cover Page”, “Business Cover Page”, and “Professional Cover Page”. For cover sheet samples, see the Appendix at the end of this guide.
Setting up the Sender Information Properties In the Sender Information tab of the N/W-Fax properties dialog box, you can specify the sender information that appears on the cover sheet. This must be set only when the “Sender Information” box in the Cover Sheet tab is checked. In the text field in the Sender Information tab, you can enter the up to 500 characters.
2. Select the file format in the “File Format” drop down box. 3. Specify the other options to send a document and click [OK]. 4. Click [Print] to send a document to this equipment. Delayed Transmission When the delayed transmission is specified, the fax is stored in the fax queue in this equipment and will be sent on the specified date and time. Sending a document on specific date and time 1. Display the Send tab and select “Send Fax Later” in the “Delayed Fax” drop down box. 2. Click [Edit].
Sending with a Cover Sheet You can choose to send a cover sheet with your fax transmission. The cover sheet is merged with the recipient “To” list data to create a fax cover sheet. You can select what to include on the cover sheet such as sender or recipient information. Preparing the cover sheet 1. Display the Cover Sheet tab and select the cover sheet type in the “Cover Sheet” drop down box. • 2. Select the font in the “Font Name” drop down box. • 3.
• 6. If you check this, click the Sender Information tab and enter the sender information in the text box. You can enter up to 500 characters in the sender information text box. If you want the recipients information to appear on the cover sheet, check the “Recipients Information” box and check the items required for the recipient information. Name — Check this to have the name of the recipient appear on the cover sheet.
Managing Faxes You can display manage the fax jobs using TopAccessDocMon and TopAccess. P.47 "Managing Fax Jobs using TopAccessDocMon" P.48 "Managing Fax Jobs using TopAccess" Managing Fax Jobs using TopAccessDocMon Users can use the TopAccessDocMon application’s Fax tab to display the fax jobs that are currently on this equipment. This page allows the users to display and delete fax jobs which are originally submitted from your computer.
3. Click the Fax tab. • 4. The fax jobs list is displayed. If you want to delete a fax job, select a fax job in the list, click the [Document] menu and select [Cancel]. • The selected job is deleted. Managing Fax Jobs using TopAccess Users can use TopAccess to display the fax jobs that are currently on this equipment. The Fax/ Internet Fax menu page in the Jobs tab allows the users to display and delete fax jobs that are currently stored in the queue.
3. If you want to delete a fax job, select a option box of the fax job in the list, and click [Delete]. • The selected fax job is deleted.
Network Fax Guide — Managing Faxes
4. MANAGING ADDRESS BOOK Network Fax Guide — 4.
Running Address Book Viewer The Address Book Viewer allows you to manage the Address Book properties, manage address books and address book entries.
Accessing the Address Book Viewer from the Print properties 1. In the Print dialog box in the application, select the N/W-Fax driver for the printer and click [Properties]. • 2. The N/W-Fax properties dialog box appears. Click [Select From Address Book] in the Send tab. • The Address Book Viewer window appears. — Selecting Contacts for N/W-Fax When you access the Address Book Viewer from the N/W-Fax driver, it allows you to select the contacts from the Address Book Viewer.
Then the Destinations dialog box appears. • • • • [Remove] — Click this to remove the selected contacts from the destinations list. [OK] — Click this to add these contacts as the destinations. [Cancel] — Click this to cancel the selection. [Help] — Click this to display the online Help. About Address Book Viewer Interface The Address Book Viewer main window consists of following items. 1 2 3 4 5 1) Menu Bar You can perform various functions by selecting a command from the menus. P.
2) Toolbar You can perform general functions quickly by clicking a icon in the tool bar. P.57 "Toolbar" 3) Browse Pane You can expand or collapse to view/hide Groups and Contact address book entries. The browse pane contains a tree structure for the following address books: • Private Address Book — This contains the contacts registered in the associated client address book on your client computer. • Public Address Book — This contains the contacts registered in the address book in this equipment.
• NOTE: • Import -CSV File — Select this to import the address book data that had been exported as CSV files from e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, GL-1010 address book using the Address Book Viewer. Imported address book appears in the left pane as “Imported Address Book” and it disappears next time you run the Address Book Viewer. The Address Book Viewer can import a CSV file that was originally exported from the Address Book Viewer.
4) Tools menu • LDAP Setting — Select this to configure the LDAP service to obtain the LDAP address book from the LDAP server. • Device Setting — Select this to find the device to obtain the public address book from this equipment. • Converting — Select this to run the Address Book Converter.
(Mail) — Click this to add the e-mail addresses of selected contacts as destinations to be sent using the N/W-Fax driver. This icon is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts. (Confirm Selection) — Click this to display the Destinations dialog box to confirm the destinations to be sent using the N/W-Fax driver.
• • • • Delete — Select this to delete contacts in the private address book. This command is available only when selecting contacts in the private address book. Select - Fax Number — Select this to add the fax numbers of selected contacts as destinations to be sent using the N/W-Fax driver. This item is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts.
Managing Address Book You can use the Address Book Viewer to manage the private address book, that you can add or edit the contacts and groups as you prefer. The private address book data is stored in your client computer, so that it can be used to manage the contacts and groups for sending a fax or Internet Fax using the N/W-Fax driver.
Managing the Public Address Book In order to access the public address book in e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, and GL-1010 controller for the e-STUDIO35/45, you must configure the connection to the device. You can configure the connection by searching the device in the network, or entering the IP address of the device manually. P.61 "Configuring the Connection by Local Discovery" P.
2. Click [Start Discovery] to begin the process. • SUPPLEMENTS: • • You can quit the process by clicking [Stop Discovery]. If the process continues for a long time, it is because the too many network clients are in the network. In this case, you can configure the discovery settings from [Advanced] button. P.63 "Configuring Discovery Settings" 3. When the process completes, found printers are listed in the list. 4. Select the device that you want to access from the list and click [OK].
Configuring Discovery Settings You can configure the discovery settings. 1) Devices Click the arrow button to display the pull down list and check the model name that you want to search. 2) Network - Enable IPX/SPX Search This is disabled because the Address Book Viewer does not support the IPX/SPX connection. 3) Network - Enable TCP/IP Search Check on this to search devices that connect to the TCP/IP network. This is available only when the TCP/IP protocol is installed in your computer.
— Configuring the Connection by Manual Selection You can configure the connection by entering the IP or IPX address of the device manually. Configuring the connection manually 1. Click the [Tools] menu and select [Device Setting]. • 2. Click [Manual Selection]. • 64 The TopAccessDocMon Local Discovery dialog box appears. The Manual Selection dialog box appears.
3. Enter each item to specify the printer address. IP Address — Enter the IP address of the printer. IPX Address — This is disabled because the Address Book Viewer does not support the IPX/SPX connection. Name — Enter the printer name. Location — Enter the location of the printer. NOTE: • You must enter “Name” and either “IP Address” or “IPX Address”. 4. Click [OK]. • 5. Entered device is added to the list in the TopAccessDocMon Local Discovery dialog box.
— Downloading the Public Address Book You can download the address book data in the equipment to the Address Book Viewer. Downloading the public address book data 1. Click the [File] menu, select [Download], and select the device name that you want to download the address book. 2. The Downloading dialog box appears. You can quit downloading the address book data by clicking [Cancel]. • The public address book data is downloaded from the selected device.
Managing the Microsoft Outlook Address Book The Address Book Viewer automatically access to the Microsoft Outlook Express Address Book to obtain the address book data. You use the MS Outlook address book to copy the contacts and groups to the private address book. P.79 "Copying Contacts from an Address Book" Managing the LDAP Address Book In order to access to the address book data in the LDAP servers, first you must register the LDAP directory services that you want to access. P.
2. In the General tab, enter the items as described below. Directory Server Address or IP — Enter the server name or IP address of a LDAP server. This Server requires me to log on — Check this if the LDAP server requires the user name and password to log on. Account Name — Enter the user name to log on the LDAP server. Password — Enter the password to log on the LDAP server. Log on using Secure Password Authentication — Check this to use secure password to log on the LDAP server.
Search - Maximum number of matches to return — Select maximum numbers for the search results. Search - Search Base — Enter the search root suffix. 4. Click [Add]. • 5. The entered directory service is added to the Directory Service list. Repeat the procedure from Step 2 to Step 3 until all required directory services are added.
3. Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the contact name. Fax Number — Enter the search characters or string to search by the contact fax number. E-Mail — Enter the search characters or string to search by the contact e-mail address. NOTE: • You must enter data into one of the fields to search contacts. It will search the contacts that contain the entered search strings.
• The selected contacts are added to the LDAP Address Book. Searching contacts by detailed search conditions 1. Click the [Edit] menu and select [Find]. • The Find Contact dialog box appears. 2. Select a registered directory service in the “Data Source” drop down box. 3. Display the Detail Setting tab and select a field to search in the “Field Select” drop down box. 4. Select how it searches contacts in the “Condition of search string” drop down box.
End with — Select this to search contacts that end with the search string. 5. Enter the search string in the next field to the “Condition of search string” drop down box. 6. Click [Add]. • SUPPLEMENT: • If you want to clear entered values, click [Clear All]. 7. SUPPLEMENT: • Repeat the procedure from Step 3 to Step 6 to add all required conditions. You can remove the search conditions you have added. To do this, select the condition and click [Delete]. 8. Click [Search].
Importing and Exporting the Address Book The Export feature of the Address Book Viewer allows you to create a CSV file or vCard file of your selected address book, and it can be imported to other user’s Address Book Viewer. The Import/Export feature is useful when users want to share the address book data. NOTES: • • Do not modify the CSV file that is exported from the Address Book Viewer. Once you modify the CSV file, it cannot be imported to the Address Book Viewer.
2. Locate the folder where the CSV file or vCard file is stored, and select the file type (CSV or vCard) in the “Files of type” drop down box. Then select the file and click [Open]. 3. The address book data is imported and “Import Address Book” is added in the left pane. • SUPPLEMENT: 74 • If you have already been import an address book before, contacts information is added to the existing import address book.
Exporting the address book as a CSV file or vCard File 1. Click the [File] menu and select [Export] and [CSV File] or [vCard File]. • NOTE: • The Exporting dialog box appears. The [vCard File] command will appear only when Microsoft Office XP is installed on your computer. 2. Locate the folder where you want to save the CSV file or vCard File, and select the file type (CSV or vCard) in the “Save as type” drop down box. Then enter the file name and click [Save].
Managing Contacts You can add contacts to the “Location/People” folder and each created groups in the Private Address Book. There are several ways to add the contact to the container. P.76 "Adding Contacts Manually" P.79 "Copying Contacts from an Address Book" Also you can modify or delete contacts in the private address book. P.80 "Displaying or Modifying Contacts Properties" P.
2. Click the [File] menu and select [New Contact]. • 3. The New Contact dialog box appears. In the Personal tab, enter items as described below. One Touch ID — Select the one touch ID number for the contact (if desired). Prefix — Select the prefix for the contact. First Name — Enter the first name of the contact. You can enter up to 32 characters. Last Name — Enter the last name of the contact. You can enter up to 32 characters. Suffix — Select the suffix for the contact.
Department — Enter the department name of the contact. You can enter up to 64 characters. Fax — Enter the 1st fax number of the contact. You can enter up to 128 characters includes numbers and the following symbols: +, -, [space], *, # To add a 3 second pause to a fax telephone number, place a hyphen (-) at the desired point in the number. Second Fax — Enter the 2nd fax number of the contact.
• The contact is added to the list in the selected folder. — Copying Contacts from an Address Book You can also add contacts to the private address book and public address book by copying contacts from another address book folder. Copying contacts from another address book folder 1. Browse to the folder that contains the contacts you want to copy, and select the contacts in the right pane. 2. Click the [Edit] menu and select [Copy]. • 3. The selected contacts are copied in the clipboard.
4. Click the [Edit] menu and select [Paste]. • Copied contacts are added to the list in the selected folder. — Displaying or Modifying Contacts Properties You can display the properties of contacts in any address book. You can also edit the properties of contacts in the private address book. Displaying or modifying the contact properties 1. Browse to the folder that contains the contacts you want to display or modify, and select the contact in the right pane. 2.
The Properties dialog box contains the Personal tab, Sending Options tab, and Security tab. SUPPLEMENT: • The tabs that will be displayed vary based on the type of the address book that the contact is chosen from. Personal Tab In the Personal tab, following items are displayed: SUPPLEMENT: • When displaying the properties of a contact in the private address book, you can modify all items. • • • • • • • • • • • • One Touch ID — Display the one touch ID number for the contact.
Sending Options tab In the Sending Options tab, following items are displayed: SUPPLEMENT: • When displaying the properties of a contact in the private address book, you can modify the following settings: - Use Sub Address and sender information - Sub Address - Sender Identification • Use Device Settings — This is checked when the contact is set to use the device settings rather than using the settings on this tab.
• • • Internet Fax Mode — Display whether the simple mode or full mode is used for the Internet Fax transmission. Setting Value — Display whether to use auto detect receiver capability or manual settings for the Internet Fax transmission. When “Default” is selected, it enable auto detect receiver capability for the Internet Fax transmission. When “Custom” is selected, it uses custom settings specified in the “Receiver Capability” option for the Internet Fax transmission.
2. Click the [File] menu and select [Delete]. • 3. The Confirmation Deletion dialog box appears. Click [Yes]. • The selected contacts are deleted. Managing Groups You can add groups to the “Group” folder in the Private Address Book. Groups can be used for multiple transmission. P.84 "Creating Groups" Also you can modify or delete contacts in the private address book. P.85 "Modifying Groups Properties" P.86 "Removing Groups" After you create a group, you can add or delete contacts in the group.
2. Click the [File] menu and select [New Group]. • 3. Enter a group name in the “Group Name” field. • 4. The “Group ID” field displays the Group ID number automatically detected. Click [OK]. • 5. The Group dialog box appears. The group is created in the selected “Group” folder. Continue to add contacts to the group. P.76 "Managing Contacts" — Modifying Groups Properties You can change the group name of the groups in the private address book.
Modifying the group properties 1. Select the group that you want to display or modify the group properties in the “Group” folder either of the private address book and public address book. 2. Click the [File] menu and select [Properties]. • 3. When you display the properties of the group in the private address book, modify the group name in the “Group Name” field and click [OK]. • NOTE: • The Group dialog box appears. The group name of selected group is modified.
Removing a group 1. Select the group that you want to delete in the “Group” folder of the private address book. 2. Click the [File] menu and select [Delete]. • 3. The Confirm Deletion dialog box appears. Click [Yes]. • The selected group is deleted. Searching Contacts In order to quickly locate contacts you can search the Address Book database. You simply type in a string or letters to be used to search the database.
Searching contacts by name, fax number, and e-mail address 1. Click the [Edit] menu and select [Find]. • The Find Contact dialog box appears. 2. Select a address book to search contacts in the “Data Source” drop down box. 3. Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the first name. Fax Number — Enter the search characters or string to search by the contact fax number.
NOTE: • You must enter one of the field to search contacts. It will search the contacts that contain the entered search strings. SUPPLEMENT: • If you want to clear entered values, click [Clear All]. 4. Click [Search]. • • SUPPLEMENT: • It begins searching contacts in the selected address book. When it completes searching, found contacts appear in the list at the bottom of the dialog box.
3. Display the Detail Setting tab and select a field to search in the “Field Select” drop down box. 4. Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is — Select this to search contacts that completely match the search string. Start with — Select this to search contacts that start with the search string. End with — Select this to search contacts that end with the search string. 5.
8. Click [Search]. • • SUPPLEMENT: • It begins searching contacts in the selected address book. When it completes searching, found contacts appear in the list at the bottom of the dialog box. If the Address Book Viewer is launched by clicking [Select From Address Book] in the N/W-Fax driver, you can add the searched contacts as recipients for N/W-Fax. P.91 "Adding contacts as recipients for N/W-Fax" If you want to stop searching, click [Stop].
4. Click [OK]. • The selected contacts are added as recipients for N/W-Fax. Converting the Address Book Data Using the Address Book Converter, users can convert the GL-1010 or GL-1020 address book file to the file that can be restored or imported to the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series. The Address Book Converter can convert the two kinds of the address book file that is created from the GL-1010 or GL-1020 address book; one is the Address Book Converter file (*.
Converting from an address book converter file 1. Click the [Tools] menu and select [Converting]. • The Converting AddressBook dialog box appears. 2. Click [Browse] at the next of the “Input file” field. 3. Locate the folder that contains the address book converter file (*.abc). Select “ABC (Address Book Converter) (*.abc)” in the “Files of type” drop down box, select the file, and click [Open].
NOTE: 94 • 4. Select the model name that the selected file is originally created from in the “Machine Type” drop down box. 5. Click [Browse] at the next of the “Output File” field. 6. Locate the folder where you want to save a converted file. Select “TBF (Restore) (*.tbf)” in the “Save as type” drop down box and click [Save]. When you selected an Address Book Converter file for the input file, do not specify “CSV (Comma Separated Values) (*.csv)” in the “Save as type” drop down box.
7. Click [Convert]. • 8. Click [OK]. • SUPPLEMENT: • It starts converting a file. The file is converted and saved in the selected folder. After you convert the file, you can restore or import the address book into the equipment using the restore or import function of the TopAccess. For instructions on how to restore or import the address book, refer to the Network Administrator’s Guide. Converting from a CSV file 1. Click the [Tools] menu and select [Converting].
2. Click [Browse] at the next of the “Input file” field. 3. Locate the folder that contains the CSV file. Select “CSV (Comma Separated Values) (*.csv)” in the “Files of type” drop down box, select the file, and click [Open]. 4. Select the model name that the selected file is originally created from in the “Machine Type” drop down box. 5. Click [Browse] at the next of the “Output File” field.
6. NOTE: • Locate the folder where you want to save a converted file. Select “CSV (Comma Separated Values) (*.csv)” in the “Save as type” drop down box, enter the file name in the “File name” field, and click [Save]. When you selected a CSV file for the input file, do not specify “TBF (Restore) (*.tbf)” in the “Save as type” drop down box. The CSV file cannot convert to a Restore file. 7. Click [Convert]. • 8. Click [OK]. • SUPPLEMENT: • It starts converting a file.
Network Fax Guide — Managing Address Book
5. APPENDIX Network Fax Guide — 5.
Cover Sheet Samples Standard Cover Page Reference Number: 0000000000000000 To: 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document.
Business Cover Page Reference Number: 0000000000000000 To: 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document.
Professional Cover Page Reference Number: 0000000000000000 To: 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document.
6. INDEX Network Fax Guide — 6.
INDEX A About TOSHIBA e-STUDIO Address Book .. 57 Account Name ................................................. 68 Add .................................................................. 58 Add - Contact ................................................... 58 Add - Group ..................................................... 58 Address Book Viewer ................................10, 52 Advanced ......................................................... 62 B Browse Pane ........................................
INDEX LPR printing .................................................... 13 Resolution ........................................................ 35 M S Manual Selection ............................................. 64 MAPI Address Book ........................................ 66 Maximum number of matches to return .......... 69 Menu Bar ......................................................... 54 Message .....................................................42, 45 Microsoft Outlook Address Book ...........
INDEX TopAccess ........................................................ 48 TopAccessDocMon ......................................... 47 TopAccessDocMon Local Discovery .............. 61 Transmission Type ........................................... 82 U Uninstalling ...................................................... 23 USB printing .................................................... 13 Use Device Settings ......................................... 82 Use Sub Address and sender information ..
FC-3511/4511 DP-3520/4520 DP-2320/2820 OME030039C0
MULTIFUNCTIONAL DIGITAL SYSTEMS Network FAX Guide 1-1, KANDA NISHIKI-CHO, CHIYODA-KU, TOKYO, 101-8442, JAPAN 2003 TOSHIBA TEC CORPORATION All rights reserved R03072038103-TTEC Ver03 2004-09
