MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS / MULTIFUNCTIONAL DIGITAL SYSTEMS Scanning Guide
©2012 TOSHIBA TEC CORPORATION All rights reserved Under the copyright laws, this manual cannot be reproduced in any form without prior written permission of TTEC.
Preface Thank you for purchasing TOSHIBA Multifunctional Digital Systems or Multifunctional Digital Color Systems. This manual provides instructions on how to use the equipment for scanning and Internet faxing. Read this manual before using your Multifunctional Digital Systems or Multifunctional Digital Color Systems. Keep this manual within easy reach, and use it to configure an environment that makes the best use of the e-STUDIO’s functions. The model below provides the scan function as an option.
Trademarks y y y y y y y y y y y y y 2 The official name of Windows XP is Microsoft Windows XP Operating System. The official name of Windows Vista is Microsoft Windows Vista Operating System. The official name of Windows 7 is Microsoft Windows 7 Operating System. The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System. The official name of Windows Server 2008 is Microsoft Windows Server 2008 Operating System.
CONTENTS Preface....................................................................................................................................... 1 Chapter 1 OVERVIEW Scan Features ........................................................................................................................... 6 Scan functions ....................................................................................................................... 6 Scan speed .................................................
Chapter 4 USING TEMPLATES Registering Scan Templates ................................................................................................. 78 Using Scan Templates ........................................................................................................... 84 Chapter 5 OTHER SCANNING METHODS Scanning Images Using the TOSHIBA e-STUDIO Remote Scan Driver ............................ 96 Scanning Images Using the TOSHIBA e-STUDIO WIA Driver ..........................................
OVERVIEW 1. This chapter provides an overview of the scan and Internet Fax features. Scan Features........................................................................................................................... 6 Scan functions ........................................................................................................................................................6 Scan speed .........................................................................................................
1 OVERVIEW Scan Features With the equipment, originals placed in the Reversing Automatic Document Feeder or on the original glass can easily be scanned as image data. The image data can then be stored in the e-Filing boxes and/or the shared folder of the equipment and/or sent to e-mail addresses. Scan functions This equipment supports 5 scan functions; “Scan to e-Filing”, “Scan to File”, “Scan to E-mail”, “Scan to USB” and “Web Service Scan”.
1 OVERVIEW 1.OVERVIEW Scan to File Scan to File allows you to store scans as PDF, XPS, TIFF or JPEG files in the shared folder in the equipment or in a network folder. From these folders, you can copy the saved data and use it on your computer. If you choose to store your scans in the network folder, the type of operating system, such as Windows or Macintosh, does not matter; you can save the data in any network folder accessible by FTP, SMB, NetWare IPX, NetWare IP, or FTPS.
1 OVERVIEW Scan to E-mail Scan to E-mail allows you to send your scans to specified e-mail addresses. The scanned image is converted to a PDF, XPS, TIFF, or JPEG file and sent as an e-mail attachment. These functions below are available only when the hard disk is installed in the equipment.
1 OVERVIEW 1.OVERVIEW Web Service (WS) Scan Web Service (WS) Scan uses the functions of Windows Vista / Windows 7 / Windows Server 2008 to scan images from a client computer through the network. The images scanned on the equipment can be loaded to your client computer and viewed via an application supporting the Windows Imaging Acquisition (WIA) Scan Driver. This function below is available only when the hard disk is installed in the equipment.
1 OVERVIEW Scan speed The scan speed depends on the selected color mode and resolution settings. The approximate scan speed (for printing A4/LT) under each condition is listed in the table below.
1 OVERVIEW Internet Fax Features Internet Fax allows a copy of a scanned document to be sent as an e-mail with an attached TIFF-FX (Profile S) file. Since an Internet line is used instead of a phone line, the communication costs can be dramatically reduced. With Internet Fax, an e-mail address is to be specified in place of a phone number to transmit a copy of a scanned document to the Internet Fax equipment or the client computers.
1 OVERVIEW y When the equipment sends a copy of a document using Internet Fax, the client computer receives the copy as TIFF-FX (Profile S) images. y The equipment can print out only text files and image files in TIFF format; from the client computer, you cannot send files other than text or TIFF images to the equipment. For available formats, see the following section: P.
BASIC OPERATION 2. This chapter describes the basic scanning operations. Viewing Touch Panel for Scan Menu .................................................................................... 14 Default Settings ...................................................................................................................... 16 Scan to e-Filing....................................................................................................................... 17 Scan to File .......................
2 BASIC OPERATION Viewing Touch Panel for Scan Menu When you press the [SCAN] button on the control panel, the SCAN menu is displayed on the touch panel. If the equipment is managed by the Department Management or User Management features, you need to enter a department code or the user information, such as the user name and password. 13 12 11 1 10 2 9 8 3 7 4 6 5 1) Message Display Area Operational instructions and the status of the equipment are displayed.
2 BASIC OPERATION 2.BASIC OPERATION 8) [PREVIEW] Press this button when you want to preview your scans. P.56 “Previewing Scans” [PREVIEW] is displayed only when any of the following models is used: - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) 9) [SCAN SETTING] Press this button to change scan settings applicable to “Scan to e-Filing”, “Scan to File”, “Scan to E-mail” and “Scan to USB”. P.
2 BASIC OPERATION Default Settings A default refers to a setting selected automatically when you turn on the equipment, when the equipment wakes up from Sleep Mode, or when the [FUNCTION CLEAR] button is pressed on the control panel. To scan your document, the default settings can be used as they are whereas pressing [SCAN SETTING] during the scan operation allows you to select the preferred settings for each scan job. P.
2 BASIC OPERATION Scan to e-Filing With this function, you can scan originals and store the scans in e-Filing boxes. You can scan 200 pages per job. When saving your scans, you can specify a public box or one of the user boxes. The public box is a pre-defined box and is used to store documents that any users of the equipment may need to work with. A user box is one created by the user. If a password has been set for a user box, you need to enter the correct password to access it.
2 BASIC OPERATION Scan to File The Scan to File function sends and stores scans to a shared folder in the equipment’s hard disk or a specified network folder. The data stored in the shared folder can be accessed directly from the computer via a network. You can scan up to 1000 pages per job until the equipment's memory is full. For equipment with no hard disk installed, approx. 300 pages (Color or Auto color mode) or approx. 1500 pages (Black) can be scanned.
2 BASIC OPERATION 2.BASIC OPERATION 3 Press [FILE]. y To store the scan in the equipment’s shared folder, proceed to step 4. y To store the scan in a network folder, proceed to step 5. Storing data in a network folder requires the administrator to set the equipment configuration. For details, refer to the TopAccess Guide. For the models below, press [PREVIEW] in this step and then select the scan function in order to preview your scans at the end of the operation.
2 BASIC OPERATION 5 To store the scan in a network folder, press [REMOTE 1] or [REMOTE 2]. y If the selected remote destination (REMOTE 1 or 2) is configured by the administrator so that you can specify a desired network folder, the screen for setting up the remote destination is displayed. Proceed to step 6.
2 BASIC OPERATION 2.BASIC OPERATION 7 If SMB is selected for the file destination, select the folder to be stored. 1) Select the folder to be stored. 2) Press [OK]. Proceed to Step 9. 8 Select a folder for the remote destination. 1) Select FTP, SMB, NetWare IPX, NetWare IP, or FTPS as a protocol to transfer the file. 2) Press [SERVER NAME], [NETWORK PATH], [LOGIN USER NAME], [PASSWORD] and/or [COMMAND PORT] and specify the file destination. 3) Finally, press [OK].
2 BASIC OPERATION y [LOGIN USER NAME] When you select [FTP]: Enter the log-in user name for the FTP server if required. When you select [SMB]: Enter the user name to access the network folder if required. When you select [NetWare IPX] or [NetWare IP]: Enter the log-in user name for the NetWare file server if required. When you select [FTPS]: Enter the log-in user name for the FTP server if required. y [PASSWORD] When you select [FTP]: Enter the log-in password for the FTP server if required.
2 BASIC OPERATION 2.BASIC OPERATION y FILE FORMAT [PDF] — Press this button to store your scan as a PDF file. [TIFF] — Press this button to store your scan as a TIFF file. [XPS] — Press this button to store your scan as an XPS file. [SLIM PDF] — Press this button to store your scan as a slim PDF file. This option is suitable when minimizing the file size is more important than the image quality. This option is available only when [FULL COLOR] or [GRAY SCALE] is selected for the color mode setting.
2 BASIC OPERATION 10 Press [SCAN]. y To scan 2-sided documents or change settings such as Color Mode and Resolution, press [SCAN SETTING]. P.46 “Changing Scan Settings” y For the models below, press [PREVIEW] and then [SCAN] to preview your scans. - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) P.56 “Previewing Scans” y For the models below, you can select and set [e-FILING], [E-MAIL] or [USB] as another scan function.
2 BASIC OPERATION 2.BASIC OPERATION 11 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button. y The above screen is not displayed under the following conditions: - You scan the original from the Reversing Automatic Document Feeder without pressing [CONTINUE] to scan additional originals. - A scan preview is displayed.
2 BASIC OPERATION Scan to E-mail With this scan function, you can send your scans to a specified e-mail address as an attached file. y The Scan to E-mail function requires the network administrator to set the equipment configuration. y These functions below are available only when the hard disk is installed in the equipment. - Saving scans as XPS files - Previewing scans - Scanning With Dual Functions (Dual Agents) Scanning to e-mail 1 Place the original(s).
2 BASIC OPERATION 2.BASIC OPERATION 4 On the AUTHENTICATION screen, complete the user authentication. 1) Press [USER NAME] and enter the user name. 2) Press [PASSWORD] and enter the password. 3) Finally, press [OK]. Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys, and then press [OK] to set the entry. The above screen is displayed only when the User Authentication for Scan to E-mail setting is enabled on TopAccess by the administrator.
2 BASIC OPERATION 6 Specify the e-mail address(es) that you want to send to. 1) Press [INPUT @]. 2) Enter an e-mail address using the keyboard and digital keys, and then press [OK] to set the entry. 3) Finally, press [OK]. You can specify e-mail addresses in various ways. For details, see the following section: P.58 “Specifying E-mail Addresses” The entry in the FROM ADDRESS box (→ step 9) may already be set by the administrator on TopAccess.
2 BASIC OPERATION 2.BASIC OPERATION 8 If necessary, make the following settings for the attached file. 1) Press [FILE NAME] and change the file name. 2) Select an option for each of the FILE FORMAT, MULTI/SINGLE PAGE and/or SECURITY settings. 3) Finally, press . y [FILE NAME] Pressing the button displays an on-screen keyboard. Enter the file name using the keyboard and digital keys, and then press [OK] to set the entry. The file name can consist of a maximum of 128 characters.
2 BASIC OPERATION y SECURITY When PDF is selected for the file format, you can decide whether or not to encrypt the PDF file. To encrypt the PDF file, press [ON]. For further instructions on how to encrypt PDF files, see the following section: P.75 “Encrypting PDF Files” 9 Specify the following items as required, and then press [OK]. y FRAGMENT MESSAGE SIZE (KB) Select the size of message fragmentation.
2 BASIC OPERATION 2.BASIC OPERATION 10 Press [SCAN] or the [START] button. y To scan 2-sided documents or change settings such as Color Mode and Resolution, press [SCAN SETTING]. P.46 “Changing Scan Settings” y For the models below, press [PREVIEW] and then [SCAN] to preview your scans. - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) P.
2 BASIC OPERATION 11 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button. y The above screen is not displayed under the following conditions: - You scan the original from the Reversing Automatic Document Feeder without pressing [CONTINUE] to scan additional originals. - A scan preview is displayed. y To cancel the operation, press [JOB CANCEL].
2 BASIC OPERATION Scan to USB The Scan to USB function stores scans to a USB storage device. y To store data in a USB storage device, the Save to USB Media setting must be enabled by the administrator. For details, refer to the TopAccess Guide. y USB storage devices must meet requirements below. However, some USB storage devices may not be used with this equipment even though the requirements below are met.
2 BASIC OPERATION 4 When “Found USB DEVICE.” message appears on the touch panel, press [USB]. When you store scans in a USB storage device, never attempt to remove the device from the equipment until data transmission is completed. Removing the USB storage device during data transmission may corrupt the device. y Storing scans to a USB storage device may take a long time depending on the volume of the scans.
2 BASIC OPERATION 2.BASIC OPERATION y FILE FORMAT [PDF] – Press this button to store scans as a PDF file. [TIFF] – Press this button to store scans as a TIFF file. [XPS] – Press this button to store scans as an XPS file. [SLIM PDF] – Press this button to store scans as a slim PDF file. This option is suitable when minimizing the file size is more important than the image quality. This option is available only when [FULL COLOR] or [GRAY SCALE] is selected for the color mode setting.
2 BASIC OPERATION 6 Press [SCAN] to scan data. y To scan 2-sided documents or set Color Mode or Resolution, etc., press [SCAN SETTING]. P.46 “Changing Scan Settings” y For the models below, press [PREVIEW] and then [SCAN] to preview your scans. - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) P.56 “Previewing Scans” y For the models below, you can select and set [e-FILING], [FILE] or [E-MAIL] as another scan function.
2 BASIC OPERATION 2.BASIC OPERATION 7 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button. y The above screen is not displayed under the following conditions: - You scan the original from the Reversing Automatic Document Feeder without pressing [CONTINUE] to scan additional originals. - A scan preview is displayed.
2 BASIC OPERATION Web Service (WS) Scan Web Service (WS) Scan uses the functions of Windows operating systems such as Windows Vista to scan images from a client computer through the network. Scanning can be performed through the touch panel operation or from a client computer running Windows operating systems such as Windows Vista. The images scanned on the equipment can be loaded to your client computer and viewed on an application supporting the Windows Imaging Acquisition (WIA) Scan Driver.
2 BASIC OPERATION 2.BASIC OPERATION 3 Press [WS SCAN]. 4 Select the client that fits your needs, and then press [SCAN]. If the desired client name is not shown on the screen, use and to switch between pages. The following screen is displayed. To cancel the operation, press [CANCEL]. If the above screen does not appear, make sure that the selected client is running.
2 BASIC OPERATION Using Saved Scan Data Using scan data saved as e-Filing documents You can display a list of the scan data stored in e-Filing and use it in various ways from the touch panel or with the e-Filing web utility. For instructions on how to use the data stored in e-Filing, refer to the e-Filing Guide. This function is available only when the hard disk is installed in the equipment.
2 BASIC OPERATION 2.BASIC OPERATION The sub-folders are automatically deleted when the folder becomes empty. When scans are sent directly to the shared folder: When the Local Storage Path setting is set to send the scan data directly to storage, they are stored in the equipment under the “file_share” folder. Using scans saved in USB storage device When you select [USB] to save your scans, they are stored in the USB storage device connected to the equipment.
2 BASIC OPERATION Viewing the Scan Job Status and Log The status and log of scan jobs can be viewed on the touch panel. If the equipment is managed by the User Management feature, you need to enter the user information, such as the user name and password. Viewing the scan job status Pressing [JOB STATUS] > [JOBS] > [SCAN] on the touch panel displays a list of the scan jobs in progress. The jobs can be deleted if needed.
2 BASIC OPERATION 2.BASIC OPERATION Viewing the scan job log A record of scan jobs can be displayed on the [LOG] tab of the JOB STATUS screen. To display the record on the touch panel, press [JOB STATUS] > [LOG] > [SCAN]. On the [LOG] tab, you can view each job’s destination/file name, agent (scan function), date and time, number of pages, and status (job result). Up to 1000 jobs can be listed. For equipment with no hard disk installed, up to 100 jobs are displayed.
USEFUL FUNCTIONS 3. This chapter describes how to scan documents using various advanced settings. Changing Scan Settings ........................................................................................................ 46 Specifying color mode ..........................................................................................................................................46 Specifying resolution ...............................................................................................
3 USEFUL FUNCTIONS Changing Scan Settings “Scan settings” are settings applied commonly to the “Scan to e-Filing”, “Scan to File”, “Scan to E-mail” and “Scan to USB” functions. The options frequently used in scanning are generally registered as the default scan settings ( P.16), and you can scan documents without changing the settings. If you want to change the settings for a particular job to suit your preferences, press [SCAN SETTING] on the touch panel and select the desired settings.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Specifying resolution Select a resolution from the following options: [600] — Select this option to scan originals at 600 dpi. [400] — Select this option to scan originals at 400 dpi. [300] — Select this option to scan originals at 300 dpi. [200] — Select this option to scan originals at 200 dpi. [150] — Select this option to scan originals at 150 dpi. [100] — Select this option to scan originals at 100 dpi.
3 USEFUL FUNCTIONS e-STUDIO4540C Series, e-STUDIO6550C Series [TEXT] — Select this option to scan text originals. [TEXT/PHOTO] — Select this option to scan originals containing text and photos. This option is available only when [BLACK] is selected for the color mode setting. [PHOTO] — Select this option to scan originals containing photos printed on photographic paper. [PRINTED IMAGE] — Select this option to scan originals as printed images.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Changing orientation With the rotation setting, you can change the orientation of your scans. If necessary, select the desired rotation pattern from the following options: — Select this option to scan originals without a change in orientation. — Select this option to rotate your scans 90 degrees to the right. — Select this option to rotate your scans 180 degrees. — Select this option to rotate your scans 90 degrees to the left.
3 USEFUL FUNCTIONS Scanning 2-sided originals With the Single/2-sided Scan setting, you can choose whether to scan your originals on both sides. Select from the following options: [SINGLE] — Select this option to scan only the front of the originals. [BOOK] — Select this option to scan both sides of the originals in the same direction. [TABLET] — Select this option to scan the front in one direction and the back rotated by 180 degrees.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Specifying original size To specify the original size, press [ORIGINAL SIZE]. Pressing the button displays the buttons for selectable original sizes along with the following buttons: [AUTO] — Select this option to have the equipment automatically detect the size of your originals. [MIXED ORIGINAL SIZES] — Select this option when placing originals of different sizes in the Reversing Automatic Document Feeder.
3 USEFUL FUNCTIONS Changing compression ratio You can select the compression ratio for the scanned image data. In general, the higher the compression ratio, the lower the image quality. Select from the following options: [LOW] — Select this option to apply a low compression ratio and enhance the image quality. [MID] — Select this option to compress the data with a moderate compression ratio and obtain an average image quality. [HIGH] — Select this option for a high compression ratio.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Erasing black frames around images You may want to scan originals with the original cover left open especially when they are as small as a drivers license or as thick a book as a dictionary. In this case, the open cover admits light to the Original Glass surface, producing a scan image with a black outer frame. This black frame can be erased using the Outside Erase feature. OFF ON [ON] — Select this option to enable the Outside Erase feature.
3 USEFUL FUNCTIONS Adjusting exposure Use and to select the preferable exposure setting from 11 levels. If [AUTO] is selected, the automatic exposure adjustment feature is enabled, automatically setting the exposure best suited to your originals. Adjusting contrast Use and to select the preferable contrast setting from 9 levels. The contrast setting is available only when [FULL COLOR] or [AUTO COLOR] is selected for the color mode setting.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Adjusting sharpness The sharpness setting determines whether your scans look clear or blurry. Use setting from 9 levels. and to select the preferable Adjusting color balance The color balance of your scans can be adjusted with the saturation and RGB adjustment settings. The page shown in the above figure is available only when [FULL COLOR] or [AUTO COLOR] is selected for the color mode setting. Saturation Use and to manually specify the saturation level.
3 USEFUL FUNCTIONS Previewing Scans With the preview feature, you can view your scans on the touch panel before saving or e-mailing them. Follow the procedure below. y Previewing is available only when any of the following models is used: - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) y The preview feature is not available with the WS Scan function. Previewing scans 1 On the SCAN or FAX menu screen, press [PREVIEW].
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS 3 Carefully check the displayed preview of your scans. To save or e-mail your scans, press [OK]. y If you want to scan another original, place it on the original glass or in the Reversing Automatic Document Feeder, and then press [START] button. y To delete the page being previewed, press [DELETE PAGE]. y To replace the page being previewed with another page, press [REPLACE PAGE]. y To insert another scan before the page being previewed, press [INSERT PAGE].
3 USEFUL FUNCTIONS Specifying E-mail Addresses To specify e-mail addresses for the Scan to E-mail function or Internet faxing, you have the following options: Up to 400 addresses can be specified. P.58 “Entering an e-mail Addresses” P.60 “Selecting from the address book” P.61 “Refining your search” P.61 “Searching the address book with ID numbers” P.62 “Searching the address book with search strings” P.64 “Searching the LDAP server with search strings” P.66 “Selecting groups” P.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS y If you want to specify multiple e-mail addresses for Internet faxing, press [MULTI] and repeat steps 1 and 2. y If you press [INPUT @] without pressing [MULTI], you can edit the e-mail address you have just entered. 3 Press [OK]. y Before pressing [OK], you can specify additional e-mail addresses. y If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.
3 USEFUL FUNCTIONS Selecting from the address book 1 On the [SINGLE] tab, press for the desired contacts. y For Scan to E-mail, proceed to step 2. y For Internet faxing, the e-mail address is specified. Continue the Internet faxing operation. P.103 “Sending Internet faxes” y You can select multiple contacts. y Selected contacts are highlighted. y To cancel your selection, press 2 again. Press [OK]. If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Refining your search 1 Click the pull-up menu, and then select letters that you want to display. 1) Click the pull-up menu. 2) Select letters that you want to display. Addresses with the selected letter(s) first are displayed. 2 Press for the desired contacts. For Scan to E-mail, press [OK] at the end. y Before pressing [OK], you can specify additional e-mail addresses. y If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.
3 USEFUL FUNCTIONS 2 Using the digital keys, enter the ID number for the desired contact and then press [OK]. The page containing the contact of the specified ID number is displayed. 3 Press for the desired contacts. For Scan to E-mail, press [OK] at the end. y Before pressing [OK], you can specify additional e-mail addresses. y If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS 2 Press the corresponding button(s) for the desired search category and enter the search string. Finally, press [SEARCH]. Pressing each button displays an on-screen keyboard. Enter a search string using the keyboard and digital keys, and then press [OK] to set the entry. The contacts are searched for based on the entered search string(s). 3 Press for the desired contacts and then press [OK]. y For Scan to E-mail, proceed to step 4.
3 USEFUL FUNCTIONS 4 Press [OK]. If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.71 “Viewing/Deleting specified e-mail addresses” Searching the LDAP server with search strings To search an LDAP server for e-mail addresses, the network administrator must register the directory service on TopAccess. 1 Press [SEARCH]. The ADDRESS SEARCH screen appears. 2 64 Select the directory service name that you want to search in the LOCATION. 1) Click the pull-down menu.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS 3 Press the corresponding button(s) for the desired search category and enter the search string. Finally, press [SEARCH]. Pressing each button displays an on-screen keyboard. Enter a search string using the keyboard and digital keys, and then press [OK] to set the entry. The contacts are searched for based on the entered search string(s). 4 Press for the desired contacts and then press [OK]. y For Scan to E-mail, proceed to step 5.
3 USEFUL FUNCTIONS 5 Press [OK]. If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.71 “Viewing/Deleting specified e-mail addresses” Selecting groups 1 Press [GROUP] to display the [GROUP] tab. 2 Select the desired group(s). For Scan to E-mail, press [OK] at the end. y To view e-mail addresses registered in a group, press [CONTENTS]. y Before pressing [OK], you can specify additional e-mail addresses.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Refining groups search 1 Click the pull-up menu, and then select the letters that you want to display. 1) Click the pull-up menu. 2) Select the letters that you want to display. Addresses with the selected letter(s) first are displayed. 2 Select the desired group. For Scan to E-mail, press [OK] at the end. y To view e-mail addresses registered in a group, press [CONTENTS]. y Before pressing [OK], you can specify additional e-mail addresses.
3 USEFUL FUNCTIONS 2 Press [KNOWN ID]. 3 Using the digital keys, enter the ID number for the desired group, and then press [OK]. The page containing the group of the specified ID number is displayed. 4 Select the desired group. For Scan to E-mail, press [OK] at the end. y To view e-mail addresses registered in a group, press [CONTENTS]. y Before pressing [OK], you can specify additional e-mail addresses. y If you want to view or delete the specified e-mail addresses, press [DESTINATION]. P.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Searching for groups by name 1 Press [GROUP] to display the [GROUP] tab. 2 Press [SEARCH]. The GROUP SEARCH screen appears. 3 Press [GROUP NAME] and key in a search string for the desired group name. Finally, press [SEARCH]. Pressing [GROUP NAME] displays an on-screen keyboard. Enter a search string using the keyboard and digital keys, and then press [OK] to set the entry. The groups are searched for based on the entered search string.
3 USEFUL FUNCTIONS 4 Press the corresponding button(s) for the desired group(s), and then press [OK]. y For Scan to E-mail, proceed to step 5. y For Internet faxing, the e-mail addresses are specified. To specify additional e-mail addresses, repeat the above steps. For Scan to E-mail, pressing [SEARCH ADDRESS] or [SEARCH GROUP] allows you to continue searching for individual contacts or groups with other search strings. 5 Press [OK]. y To view e-mail addresses registered in a group, press [CONTENTS].
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS Viewing/Deleting specified e-mail addresses You can view the specified e-mail addresses, contacts, and groups, and delete them from the list. 1 Press [DESTINATION]. Currently selected e-mail addresses, contacts, and groups are listed on the screen. 2 To delete an e-mail address, contact, and/or group from the list, select a listing you want to delete, and then press [DELETE].
3 USEFUL FUNCTIONS Scanning With Dual Functions (Dual Agents) When performing a scan operation, you can select 2 of the scan functions at one time. y This function is available only when the hard disk is installed in the equipment. y The WS Scan function cannot be selected together with other scan functions. Scanning with dual functions (Dual Agents) 1 Place the original(s). 2 On the control panel, press the [SCAN] button to enter the SCAN menu. 3 Select a scan function that you want to use.
3 USEFUL FUNCTIONS 3.USEFUL FUNCTIONS 5 On the SCAN menu, select the second scan function that you want to use, and repeat step 4. 6 On the SCAN menu, press [SCAN]. y You can set 2 scan functions at one time. Selecting 3 scan functions at one time is not allowed. y The WS Scan function cannot be selected with other scan functions. To clear the scan functions, select one and press [RESET]. The screen on the touch panel returns to the basic scan menu and the selected button is cleared.
3 USEFUL FUNCTIONS 7 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button. y The above screen is not displayed under the following conditions: - You scan the original from the Reversing Automatic Document Feeder without pressing [CONTINUE] to scan additional originals. - A scan preview is displayed. y To cancel the operation, press [JOB CANCEL].
3 USEFUL FUNCTIONS Encrypting PDF Files With “Scan to File”, “Scan to E-mail” or “Scan to USB”, you can encrypt PDF files when you select [PDF] for the file format by following the procedure below. Encrypting PDF files 1 On the SCAN menu, press [FILE], [E-MAIL] or [USB] for the desired scan function. For help, see the following sections: P.18 “Scanning to files” P.26 “Scanning to e-mail” P.33 “Scanning to USB” 2 Select [PDF] for the file format and then [ON] for the security setting.
3 USEFUL FUNCTIONS 3 Key in or select the following items, and then press [OK]. y [USER PASSWORD] Press this button to set a password for the encrypted PDF file(s). The password is asked for when you open the file. y [MASTER PASSWORD] Press this button to set a password for changing the encryption level and authority settings. y The user password and the master password are not set at the factory shipment. If the master password is to be set, ask your network administrator.
USING TEMPLATES 4. This chapter describes how to scan documents using templates. Registering Scan Templates ................................................................................................. 78 Using Scan Templates ...........................................................................................................
4 USING TEMPLATES Registering Scan Templates Once you register a template, you can easily perform scan operations by recalling a set of preferred scan settings. Depending on the purpose, templates can be registered either to the public template group or a private template group. y PUBLIC TEMPLATE GROUP This group is provided for registering scan templates that are frequently used by all users in the company, a department, etc. Access to a template can be restricted by setting a password.
4 USING TEMPLATES 4.USING TEMPLATES 2 Select a scan function and make the settings as required. For help, see the following sections: P.18 “Scan to File” P.26 “Scan to E-mail” P.33 “Scan to USB” For instructions on how to make the settings for Scan to e-Filing, refer to the e-Filing Guide. y Do not press [SCAN] in this step. y Templates cannot be created or used with the WS Scan function. 3 On the touch panel, press [TEMPLATE] to display the TEMPLATE menu.
4 USING TEMPLATES 5 Select [PUBLIC TEMPLATE GROUP] or one of the private template group buttons, and then press [OPEN]. y If you select [PUBLIC TEMPLATE GROUP], the ADMINISTRATOR PASSWORD screen appears. In this case, proceed to step 6. y If you select a private template group for which a password has been set, the password input screen appears. In this case, proceed to step 8.
4 USING TEMPLATES 4.USING TEMPLATES 8 Press [PASSWORD]. 9 Using the keyboard and digital keys, enter the password for the selected private template group, and then press [OK]. 10 Press [OK]. The template buttons are displayed for the selected group.
4 USING TEMPLATES 11 Select an empty template button, and then press [SAVE]. If you press the button for an existing template, you can overwrite the template. 12 Make the settings for the following items as required, and then press [SAVE]. y [NAME 1] Press this button to enter the name displayed on the 1st line of the template button. This name can consist of a maximum of 11 alphanumeric characters. y [NAME 2] Press this button to enter the name displayed on the 2nd line of the template button.
4 USING TEMPLATES 4.USING TEMPLATES 13 On the control panel, press the [FUNCTION CLEAR] button to return to the SCAN menu.
4 USING TEMPLATES Using Scan Templates Once you register a template, your scanning operation becomes much easier. Before using a template for scanning, you need to register the template. For instructions on how to register a template, see the following section: P.78 “Registering Scan Templates” y Using the templates for the Scan to E-mail function may require users to be authenticated for access to the SMTP server. For instructions on how to use templates for Scan to E-mail, see the following section: P.
4 USING TEMPLATES 4.USING TEMPLATES 4 On the [RECALL] tab, select a group containing the template that you want to use. y If you select a private template group for which a password has been set, the password input screen appears. In this case, proceed to step 5. y If you select [PUBLIC TEMPLATE GROUP] or a private template group for which no password has been set, the template buttons are displayed. In this case, proceed to step 8.
4 USING TEMPLATES 7 Press [OK]. The template buttons are displayed for the selected group. 8 Select the template that you want to use. y If you select a password-free template for which the automatic start function is enabled ( is shown on the button), the equipment automatically starts the scanning operation. (End of procedure) y If you select a password-free template for which the automatic start function is disabled, the SCAN menu appears. In this case, proceed to step 13.
4 USING TEMPLATES 4.USING TEMPLATES 10 On the password input screen, enter the template password using the keyboard and digital keys, and then press [OK]. 11 Press [OK]. If you select a template for which the automatic start function is enabled ( is shown on the button), the equipment automatically starts the scanning operation. (Proceed to step 14.) 12 To use a meta scan template, enter information as required, and then press [SCAN].
4 USING TEMPLATES 13 Press [SCAN]. For the models below, press [PREVIEW] and then [SCAN] to preview your scans. - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) P.56 “Previewing Scans” 14 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button.
4 USING TEMPLATES 4.USING TEMPLATES Using templates for Scan to E-mail (When SMTP is selected for authentication method) The procedure for using templates for the Scan to E-mail function differs slightly when the “User Authentication for Scan to Email” setting on TopAccess is set to use SMTP to authenticate users. In this case, follow the steps below. 1 Place the original(s). 2 On the control panel, press the [SCAN] button to enter the SCAN menu.
4 USING TEMPLATES 5 Press [PASSWORD]. 6 On the password input screen, enter the group password the keyboard and digital keys, and then press [OK]. 7 Press [OK]. The template buttons are displayed for the selected group.
4 USING TEMPLATES 4.USING TEMPLATES 8 Select a “SCAN TO E-MAIL” template that you want to use. y If you select a template for which a password is set, you need to enter the password. In this case, proceed to step 9. y If you select a password-free template, the AUTHENTICATION screen appears. In this case, proceed to step 12. 9 10 Press [PASSWORD]. On the password input screen, enter the template password using the keyboard and digital keys, and then press [OK].
4 USING TEMPLATES 11 Press [OK]. 12 When the AUTHENTICATION screen is displayed, enter the user name and the password to complete the user authentication. 1) Press [USER NAME] and enter the user name. 2) Press [PASSWORD] and enter the password. 3) Finally, press [OK]. y If you select a template for which the automatic start function is enabled ( is shown on the button), the equipment automatically starts the scanning operation.
4 USING TEMPLATES 4.USING TEMPLATES 13 Press [SCAN]. For the models below, press [PREVIEW] and then [SCAN] to preview your scans. - e-STUDIO4540C Series - e-STUDIO6550C Series - e-STUDIO2550C Series (only when the hard disk is installed) P.56 “Previewing Scans” 14 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. To finish the job, press [JOB FINISH], followed by the [FUNCTION CLEAR] button.
OTHER SCANNING METHODS 5. This chapter provides a brief introduction to the scan drivers included with the Client Utilities CD-ROM or the Client Utilities/User Documentation DVD. Scanning Images Using the TOSHIBA e-STUDIO Remote Scan Driver ............................ 96 Scanning Images Using the TOSHIBA e-STUDIO WIA Driver ............................................
5 OTHER SCANNING METHODS Scanning Images Using the TOSHIBA e-STUDIO Remote Scan Driver One of the scan drivers included with the Client Utilities CD-ROM or the Client Utilities/User Documentation DVD is the TOSHIBA e-STUDIO Remote Scan driver. With this driver, you can perform scanning operations remotely from your Windows computer over the TCP/IP network. Your scans can be loaded to your Windows computer running a TWAINcompliant application.
5 OTHER SCANNING METHODS Scanning Images Using the TOSHIBA e-STUDIO WIA Driver The Client Utilities CD-ROM or the Client Utilities/User Documentation DVD also includes the TOSHIBA e-STUDIO WIA Driver for users of Windows XP/Windows Vista/Windows 7/Windows Server 2003/Windows Server 2008. This driver can be used together with a WIA-compliant application, such as Microsoft Paint supported by Windows XP or Windows Vista, to scan images on the equipment and load them to your client computer.
INTERNET FAX 6. This chapter describes the Internet Fax feature. Precautions for Internet Fax Transmissions ..................................................................... 100 Viewing Touch Panel for Fax Menu .................................................................................... 101 Sending Internet Faxes........................................................................................................ 103 Sending Internet faxes ...................................................
6 INTERNET FAX Precautions for Internet Fax Transmissions Internet Fax works just like e-mail and may cause the same kinds of troubles as e-mail unless you understand how it works. Before you start using the Internet Fax feature, carefully read and familiarize yourself with the following precautions: y Internet Fax sends a copy of a document to your e-mail server, not via the PSTN* as with a traditional fax. The data is then sent from the server to the Internet.
6 INTERNET FAX Viewing Touch Panel for Fax Menu When you press the [FAX] button on the control panel, the FAX menu is displayed on the touch panel. If the equipment is managed by the Department Management or User Management features, you need to enter a department code or the user information, such as the user name and password. 11 1 2 3 10 4 5 9 8 6 7 1. Message Display Area Operational instructions and the status of the equipment are displayed. 2.
6 INTERNET FAX 8. [JOB STATUS] Press this button when you want to monitor your copy, fax, scan, and/or print jobs or view the job logs. P.116 “Viewing the Internet fax job status” P.117 “Viewing the send log for Internet fax jobs” P.118 “Viewing the receive log for Internet fax jobs” 9. [PREVIEW] Press this button to preview scans. P.
6 INTERNET FAX Sending Internet Faxes Just like the Scan to E-mail function, Internet Fax sends scanned data to specified e-mail addresses as an attached file. The difference is the format of the file; it is TIFF-FX (Profile S), which can be received and printed on Internet Fax devices. With a few additional steps, you can also save the sent data or set advanced functions for each transmission. P.103 “Sending Internet faxes” P.106 “Saving sent data as a file (Internet fax and file)” P.
6 INTERNET FAX 4 Specify the following items as required, and then press . y RESOLUTION Select the resolution for scanning the original. When sending an Internet Fax, [FINE] is always applied even if you select [U-FINE]. y TX TYPE When sending an Internet Fax, you can only select [MEMORY TX]. This button can be selected only when the FAX Unit is installed on the equipment. y ORIGINAL MODE Select an original mode to scan the original for the best image quality.
6 INTERNET FAX 6.INTERNET FAX 5 Specify the following items as required, and then press [OK]. y [SUBJECT] Press this button to enter the subject of the Internet Fax to be sent. y [BODY] Press this button to enter the body message of the Internet Fax to be sent. y Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys, and then press [OK] to set the entry. y The administrator can change the body message from TopAccess.
6 INTERNET FAX 7 If the screen below appears, place another original on the original glass and press [SCAN] or the [START] button to continue scanning. If you finish scanning all the originals, press [JOB FINISH]. y The above screen is not displayed when the original is scanned from the Reversing Automatic Document Feeder. y To cancel the operation, press [JOB CANCEL]. y To change the selected settings, press [OPTION].
6 INTERNET FAX 6.INTERNET FAX 3 If you want to store the data in the equipment’s shared folder, select [MFP LOCAL] and make sure that the button is highlighted. Proceed to step 6. If saving data in a network folder is enabled by the administrator, you can select 2 file destinations from [MFP LOCAL], [REMOTE 1] and [REMOTE 2]. If you want to select [REMOTE 1] and/or [REMOTE 2], proceed to step 4.
6 INTERNET FAX 5 Select a folder for the remote destination. 1) Select FTP, SMB, NetWare IPX, NetWare IP, or FTPS as a protocol to transfer the file. 2) Press [SERVER NAME], [NETWORK PATH], [LOGIN USER NAME], [PASSWORD] and/or [COMMAND PORT] and specify the file destination. 3) Finally, press [OK]. y [SERVER NAME] (FTP, NetWare IPX, NetWare IP, and FTPS only) When you select [FTP]: Enter the IP address of the FTP server. For example, to transfer the data to “ftp://10.10.70.
6 INTERNET FAX 6.INTERNET FAX y [COMMAND PORT] (FTP and FTPS only) Enter the port number to be used for command execution. By default, a hyphen “-” is entered in this box, and the port number set by the administrator is used. Change the entry in this box only when you want to use another port number. Pressing each button displays an on-screen keyboard. Enter each item using the keyboard and digital keys, and then press [OK] to set the entry. 6 Define the settings for the new file(s) as required.
6 INTERNET FAX 7 Refer to “Sending Internet Faxes”( documents. P.103) and follow steps 6 and 7 to send your y When the transmission is complete, the equipment saves the sent data. If the transmission results in failure even after several retries, the equipment saves the data in the selected folder(s). The number of retries to be made can be specified by the administrator on TopAccess.
6 INTERNET FAX 6.INTERNET FAX Setting advanced functions Pressing [ADVANCED] during the Internet faxing operation displays the [ADVANCED] tab. On this tab, the following advanced functions are available: y 2-SIDED SCAN — Use this function when you want to send 2-sided originals from the Reversing Automatic Document Feeder. P.111 “Setting 2-sided scan” y PRIORITY RESERVE — Use this function when you want to send originals ahead of the currently reserved transmissions. P.
6 INTERNET FAX 2 Press [2-SIDED SCAN]. The 2-SIDED SCAN screen appears. 3 Select either [BOOK] or [TABLET] for the original type, and then press [OK]. 4 Press [ADDRESS] to return to the [ADDRESS] tab. Continue the Internet faxing operation. P.
6 INTERNET FAX 6.INTERNET FAX Setting Priority Reserve Use the Priority Reserve function when you want to send originals ahead of the jobs currently waiting in the queue. The default of this function is restored when each transmission is complete; you must enable the setting every time you want to use this function. You can specify the e-mail addresses by keying in them or searching the address book. Setting Priority Reserve 1 Press [ADVANCED] to display the [ADVANCED] tab.
6 INTERNET FAX 4 Press [ADDRESS] to return to the [ADDRESS] tab. Continue the Internet faxing operation. P.
6 INTERNET FAX Receiving Internet Faxes Available file formats The equipment can print out TIFF-FX images, TIFF images scanned in black and white, and text data (email messages in the plain text format). In addition, the resolution of the TIFF-FX images must be either 8 x 3.85 or 8 x 7.7 or 8 x 15.4 (dot/ mm) while that of scanned TIFF images must be 200 x 100, 200 x 200, 200 x 400, 400 x 400, or 600 x 600 (dpi).
6 INTERNET FAX Viewing the Internet Fax Job Status and Log You can view the status of the Internet Fax transmissions from the touch panel. After Internet Faxes are sent or received, the record of the jobs can also be viewed and printed. On the SEND/RECEIVE LOG screen, you can save contact information, such as phone numbers and e-mail addresses, to the address book. If the equipment is managed by the User Management feature, you need to enter the user information, such as the user name and password. P.
6 INTERNET FAX 6.INTERNET FAX Viewing the send log for Internet fax jobs The transmission record of Internet Fax jobs can be displayed on the SEND LOG screen. To display the record on the touch panel, press [JOB STATUS] > [LOG] > [SEND]. On the SEND LOG screen, you can view each job’s file number (chronological order of jobs), recipient’s e-mail address or fax number, date and time, number of pages, and status (job result). Up to 1000 jobs can be listed.
6 INTERNET FAX Viewing the receive log for Internet fax jobs The record of received Internet Faxes can be displayed on the RECEIVE LOG screen. To display the record on the touch panel, press [JOB STATUS] > [LOG] > [RECEIVE]. On the RECEIVE LOG screen, you can view each job’s file number (chronological order of jobs), sender’s e-mail address or fax number, date and time, number of pages, and status (job result). Up to 1000 jobs can be listed.
INDEX Numerics 2-sided scan ................................................... 111, 112 A Address book ...................................... 60, 61, 62, 118 [ADDRESS] Tab ......................................................101 Advanced functions ..................................................111 [ADVANCED] Tab ....................................................101 Alert Message Display Area ............................... 14, 101 Authority ...........................................................
Scan Settings ............................................................46 Scan Settings Display Area .........................................15 Scan speed ...............................................................10 Scan to e-Filing ..................................................... 6, 17 Scan to E-mail ...................................................... 8, 26 Scan to File .......................................................... 7, 18 Scan to USB ............................................
FC-5540C/6540C/6550C FC-2040C/2540C/3040C/3540C/4540C DP-2095/2530/3020/3590/4590 DP-5560/6560/7560/8560 FC-2050C/2550C FC-2051C/2551C OME12002000
MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS / MULTIFUNCTIONAL DIGITAL SYSTEMS Scanning Guide 2-17-2, HIGASHIGOTANDA, SHINAGAWA-KU, TOKYO, 141-8664, JAPAN ©2012 TOSHIBA TEC CORPORATION All rights reserved R120120L0101-TTEC (SYS V1.
