MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide GA-1191
Preface Thank you for purchasing the TOSHIBA multifunctional digital system e-STUDIO165/205, e-STUDIO167/207/237 or e-STUDIO182/212/242. This Network Fax Guide is a manual for the e-STUDIO165/205, e-STUDIO167/207/237 or e-STUDIO182/212/242 when the following options are installed: y Network Printer Kit y Fax Kit y External Keyboard This Network Fax Guide describes how to fax data from your computer using the N/W-Fax driver and the AddressBook Viewer.
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.
Disclaimer of Warranty THIS SOFTWARE IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NONINFRINGEMENT. TTEC AND ITS SUPPLIERS DISCLAIM ANY WARRANTY RELATING TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE. IF THE SOFTWARE PROVES DEFECTIVE, YOU (AND NOT TTEC OR ITS SUPPLIERS) SHALL BE RESPONSIBLE FOR THE ENTIRE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION.
Before Reading This Manual Lineup of our manuals These manuals are provided for the operation of the e-STUDIO165/205, e-STUDIO167/207/237 or e-STUDIO182/212/242. Select and read the manual best suited to your needs. This manual is the Network Fax Guide. Basic functions Operator’s Manual for Copying Functions (Booklet) This manual describes the basic operations, mainly copying functions, of this equipment. It also describes safety precautions to ensure correct and safe use of this equipment.
Scanning functions The Scanner Upgrade Kit GA-1201 (optional) is necessary for using the scanning functions. Quick Start Guide for Scanning Functions (PDF file) This manual gives the basic information regarding the scanning functions, such as the GA-1201 accessories, necessary environmental conditions and outline of network connections as well as troubleshooting. Be sure to read this before using the scanning functions.
How to read this manual Symbols in this manual In this manual, some important items are descried with the symbols shown below. Be sure to read these items before using this equipment. Indicates information to which you should pay attention when operating the equipment. Describes handy information that is useful to know when operating the equipment. Pages describing items related to what you are currently doing. See these pages as required.
CONTENTS Preface...........................................................................................................1 Software License Agreement ......................................................................2 Before Reading This Manual .......................................................................4 Chapter 1 OVERVIEW Features and Functions .............................................................................10 Features .......................................................
INDEX .......................................................................................................................................
OVERVIEW 1. This section describes about the overview of the network fax features. Features and Functions .........................................................................................10 Features ............................................................................................................................................10 Functions...........................................................................................................................................
1 OVERVIEW Features and Functions The network fax functions of this equipment allow you to make direct fax transmission of electronic documents from your computer. The fax documents are transmitted from the computer to this equipment through a network, and then this equipment transmits them to outside fax machines through public switched telephone networks. The N/W-Fax driver is complimented with the AddressBook Viewer.
Functions The general descriptions of the N/W-Fax driver and the AddressBook Viewer are shown below. N/W-Fax driver The N/W-Fax driver allows you to make fax transmission of documents created in your computer. In a normal procedure, select the [Print] menu in the application in which the documents were created, select this driver (TOSHIBA e-STUDIO205 Series Fax), and then start printing. The documents are then transmitted to this equipment.
INSTALLING CLIENT SOFTWARE 2. This section describes the instructions on how to install the client software for the network fax features. Installing Network Fax Software............................................................................14 Overview ...........................................................................................................................................14 Installing the N/W-Fax driver and AddressBook Viewer..........................................................
2 INSTALLING CLIENT SOFTWARE Installing Network Fax Software This chapter describes how to install the software required for fax transmission from this equipment and for using various address books. It is recommended that you read this chapter in its entirety before the installation. Overview Before you can begin utilizing the network fax feature for this equipment, you must install the software using the Client Utilities CD-ROM provided. You will use the InstallShield client software setup process.
Before installing client software Before installing the client software, confirm the following to perform an appropriate installation. When the AddressBook Viewer has already been installed: The AddressBook Viewer cannot be double-installed or overwritten. If it is installed from other Client Utilities CD-ROMs or similar, uninstall it and then install it again according to the following procedure in order to use the latest one.
2 INSTALLING CLIENT SOFTWARE 2 Select your language and click [OK]. The Welcome to the InstallShield wizard screen is displayed. 3 Click [Next]. The License Agreement screen is displayed. 4 Please read the license agreement carefully and click [Yes]. The Choose Destination Location screen is displayed.
5 Click [Next]. If you want to change 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 Select “Custom” and click [Next]. The Select Components screen is displayed.
2 INSTALLING CLIENT SOFTWARE 7 Check the software that you want to install and click [Next]. Toshiba e-STUDIO205 Series N/W-Fax:Check this to install the N/W-Fax driver. Toshiba e-STUDIO AddressBook Viewer:Check this to install the AddressBook Viewer. The Select Port screen is displayed. The names of other printing software, besides the above two, are displayed in the Select Components dialog box. (You can install them as required.
If this equipment is not properly connected in your network, the message that the installer cannot discover this equipment is displayed. Click [Retry] to search again. Click [Continue] to configure a local port. Select “Local Port” to configure a local port, and then select in the drop down box the desired port configured previously. If a local port is not configured previously, select any port in the drop down box as a temporary port so that you can continue the installation. Then click [Next].
2 INSTALLING CLIENT SOFTWARE 10 Click [Next]. Starts copying files and the InstallShield Wizard Complete screen appears when this is completed. When you select to install the N/W-Fax driver, the Digital Signature Not Found dialog box is displayed while files are being copied. Click [Yes] to continue the installation. 11 Click [Finish]. 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.
Configuring the Raw TCP/LPR port The procedure above is only for the case you select a temporary port. If you do not select a temporary port, the procedure is not necessary. 1 Click [Start], select [Settings], and click [Printers] to open the Printers folder. y If you are using the Windows XP or Windows Server 2003, click [Start] and [Printers and Faxes] to open the Printers and Faxes folder.
2 INSTALLING CLIENT SOFTWARE 3 Display the [Ports] tab and click [Add Port]. The Printer Ports dialog box appears. 4 Select “Standard TCP/IP Port” and click [New Port...]. The Add Standard TCP/IP Printer Port Wizard dialog box appears. 5 22 Click [Next].
6 Enter the IP address of this equipment in the “Printer Name or IP Address” field and click [Next]. y If your network uses a DNS or WINS server, enter the printer name of this equipment provided from DNS or WINS in the “Printer Name or IP Address” field. y In the “Port Name” field, the port name is automatically entered according to the IP address or DNS name entered in the “Printer Name or IP Address” field. y The very first “IP_” is not displayed on Windows Vista or Windows Server 2008.
2 INSTALLING CLIENT SOFTWARE When the LPD Print setting is enabled, you can also configure LPR printing. When you want to configure LPR printing, follow the procedure below. If you are using Windows Vista or Windows Server 2008, right-click on the printer driver in the Printers folder, select [Properties] and set the port with [Configure Port..] in the [Port] tab page. Select “Custom” and click [Settings].
8 Click [Finish]. The screen returns to the Printer Ports dialog box. 9 10 Click [Close] to close the Printer Ports dialog box. Make sure the created Raw TCP or LPR port is checked in the “Print to the following port(s)” list and click [Close].
2 INSTALLING CLIENT SOFTWARE Uninstalling the N/W-Fax driver and AddressBook Viewer The following instructions describe how to uninstall the N/W-Fax driver and AddressBook Viewer. The uninstallation procedure is different depending upon how you installed the client software. y Uninstallation of the N/W-Fax driver and AddressBook Viewer P.26 “When installed using the installer” y Uninstallation of the N/W-Fax driver P.
2 Select “TOSHIBA e-STUDIO205 Series Client” and click [Change] or [Remove]. The InstallShield Wizard dialog box appears. 3 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. 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.
2 INSTALLING 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 Network Fax Diver and AddressBook Viewer The following describes an uninstallation on Windows 2000. The procedure is the same when other versions of Windows are used. 1 Open “Control Panel” and double-click the “Add/Remove Programs” icon. The Add/Remove Programs dialog box appears.
2 Select “TOSHIBA e-STUDIO205 Series Client” and click [Change] or [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.
2 INSTALLING CLIENT SOFTWARE 5 Click [Yes] to delete the setting files. Deleting files starts. 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.
2 Click the [File] menu and select [Server Properties]. y The Print Server Properties dialog box appears. y When you are using Windows Vista or Windows Server 2008, follow the procedure below: - Right-click in the blank area in the “Printers” window and click [Run as administrator] and then [Server Properties] in the menu displayed. - When “Windows needs your permission to continue” appears, click [Continue]. 3 Display the Drivers tab. Select the N/W-Fax driver and click [Remove].
FAXING FROM CLIENT COMPUTERS 3. This section describes the instructions on how to send a fax using the N/W-Fax driver. Faxing from Applications.......................................................................................34 How to fax using the N/W-Fax driver ................................................................................................34 Specifying recipients .......................................................................................................................
3 FAXING FROM CLIENT COMPUTERS Faxing from Applications The N/W-Fax driver allows you to fax document data from your computer to several destinations. It also enables the setup of the fax properties and editing of the sender’s information. y Check if all the fax settings of this equipment have been done prior to fax transmission.
2 Select “TOSHIBA e-STUDIO205 Series Fax” and Click [Properties]. The properties dialog box appears. The procedures for displaying the properties dialog for the printer driver may be different depending on the application 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.37 “Specifying recipients” P.
3 FAXING FROM CLIENT COMPUTERS 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.50 “Setting up the cover sheet properties” 5 If you want to add sender information on a fax cover sheet, check the Sender Information check box. Then click the Sender Information tab and then enter the sender information message you want to add on the fax cover sheet. P.
Specifying recipients You can specify the recipients following method: P.37 “Specifying recipients from address book” P.39 “Entering a recipient manually” Also you can remove the recipients added to the “To” list. P.40 “Removing recipients from the “To” list” You can specify up to 100 recipients. Specifying recipients from address book 1 Click [Select From Address Book] in the Send tab. The AddressBook Viewer is launched.
3 FAXING FROM CLIENT COMPUTERS 2 After selecting a contact from the contact list, click [Select Fax]. The selected recipients are listed in the “Selected Fax” or “Selected Email”. You cannot specify Email addresses for destinations because [Select Email] is not available for this equipment. For details on the AddressBook Viewer, refer to the following chapter: P.
3 Click [OK]. The AddressBook Viewer is closed and the recipients selected for “To” are listed. When the fax transmission is completed, the recipients are automatically removed from the “To” list. Entering a recipient manually 1 Click [New]. The Direct Dial dialog box appears.
3 FAXING FROM CLIENT COMPUTERS 2 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. If you specify a Sub address complying with ITU-T F-code communications, you can forward fax data to any fax machine regardless of its manufacturer or the model. In this case, however, the recipient’s fax machine also must support ITU-T F-code functions. 3 Click [OK].
Searching the address book for 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. The AddressBook Viewer will search for any entry that contains the specified string. You can search contacts by the name and fax number. Also you can search contacts by specifying the detailed search conditions. 1 Click [Select From Address Book] in the Send tab. The AddressBook Viewer is launched.
3 FAXING FROM CLIENT COMPUTERS 3 Select an address book to search in the [Data Source] drop down box. To change the setting of the default address book in the [Data Source] drop down box, select [View] - [Default Configuration] - [Data Source] and then choose an address book.
4 Display the [Person] tab and enter search strings in the following fields. Display Name — To search display names, enter a search string here. Fax Number — To search fax numbers, enter the numbers here. Email — To search Email address, enter a search string here. If you perform searching in the above conditions, proceed to step 5. If you want to set more detailed search conditions, proceed to step 4 and set the [Detail Setting] tab.
3 FAXING FROM CLIENT COMPUTERS 5 Display the [Detail Setting] tab, set the search condition, and then click [Add]. Field Select — Select an item to be searched. Condition of search string — Select a condition in the left-hand drop down box, and then enter a search string in the right-hand field. y The search condition is displayed in the “Condition list”. y To set more than one search condition, repeat this operation as many times as needed.
6 Click [Search]. y It starts searching contacts in the selected address book. When the search is complete, the contacts matching the search conditions are listed. y To stop searching, click [Stop]. Even if you enter the search conditions in both the [Person] and [Details] tabs, only the search condition in the tab currently displayed is used. You cannot perform searching in the combined conditions on both tabs.
3 FAXING FROM CLIENT COMPUTERS 7 Drag and drop the contacts to “Selected Fax” from the list of the search results. The selected recipients are listed in the “Selected Fax”. You cannot specify E-mail addresses for destinations. You can select a recipient by the following operations: Selecting a contact by double-clicking on it Double-click on a contact in the list of the search results to include the contact to the “Selected Fax”.
8 Click [OK]. The AddressBook Viewer is closed and the recipients selected for “To” are displayed on the list. When the fax transmission is completed, the recipients are automatically removed from the “To” list.
3 FAXING FROM CLIENT COMPUTERS Setting up the network fax options Network fax options are the attributes you set to define the way a fax job is transmitted. For example, you can specify the recipients, resolution, and paper size. You can send a fax with a cover sheet. See the following for details. P.52 “Sending with extended fax functionality” Setting the send properties In the Send tab of the network fax properties dialog box, you can specify the recipients and how the fax will be sent.
5) Resolution Select the resolution for the fax. - Standard (200 x 100 dpi) — Select this to send a document in Standard mode (200 x 100 dpi). - Fine (200 x 200 dpi) — Select this to send a document in Fine mode (200 x 200 dpi). - Super Fine (200 x 400 dpi) — Select this to send a document in Super Fine mode (200 x 400 dpi). - 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.
3 FAXING FROM CLIENT COMPUTERS Setting up the cover sheet properties In the Cover Sheet tab of the network 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 following page: P.
Setting up the sender information properties In the Sender Information tab of the network 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.
3 FAXING FROM CLIENT COMPUTERS Sending with extended fax functionality The N/W-Fax driver allows users to perform the following features: P.52 “Sending with a cover sheet” 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.
5 If you want the sender information to appear on the cover sheet, check the “Sender Information” box. 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. 6 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.
USING ADDRESS BOOK 4. This section describes the instructions on how to use the AddressBook Viewer. Running AddressBook Viewer ..............................................................................56 Running the AddressBook Viewer ....................................................................................................57 About AddressBook Viewer interface................................................................................................60 Using commands ...................
4 USING ADDRESS BOOK Running AddressBook Viewer The AddressBook Viewer allows you to manage the address book properties, manage address books and address book entries.
Running the AddressBook Viewer You can access the AddressBook Viewer using two methods: y Programs folder in the Start menu y Print Properties window of the N/W-Fax driver (limited accessibility) Access using program group From the Program Group, you can access the AddressBook Viewer to create and edit your private address book.
4 USING ADDRESS BOOK Access using print properties Within the application Print window, you have a limited ability to create and edit contacts in the Address Book. This method is only suggested if you are in the process of sending a fax and you need to add a fax recipient to the send list that is not currently a member of the Address Book. Otherwise, use the program group to access the AddressBook Viewer.
— Selecting contacts for network fax When you access the AddressBook Viewer from the N/W-Fax driver, it allows you to select the contacts from the AddressBook Viewer. However, if you access the AddressBook Viewer from the Start menu, recipients cannot be selected. To select contacts from the AddressBook Viewer, refer to the following page: P.37 “Specifying recipients” y To select recipients by searching the address books for contacts, refer to the following page: P.
4 USING ADDRESS BOOK About AddressBook Viewer interface The AddressBook Viewer main window consists of the following items: When the AddressBook Viewer is run from the start menu 1 2 3 4 5 When the AddressBook Viewer is run from a N/W-Fax driver 6 1) Menu Bar You can perform various functions by selecting a command from the menus. P.61 “Menu bar” 2) Toolbar You can perform general functions quickly by clicking an icon in the tool bar. P.
- Public Address Book — This contains the contacts registered in the address book in this equipment. - MAPI Address Book — This contains the contacts in the address book of default mail client in your computer. - MS Outlook Express — This contains the contacts in the MS Outlook Express address book in your client computer. The name of this address book may differ depending on the Email software of Microsoft in your computer. - LDAP Address Book — This contains the contacts in specified LDAP server.
4 USING ADDRESS BOOK - Import -CSV File — Select this to import the address book data that had been exported as CSV files from this equipment (e-STUDIO165/205, e-STUDIO167/207/237, or e-STUDIO182/212/242), e-STUDIO850 Series, e-STUDIO282 Series, e-STUDIO452 Series, e-STUDIO451C Series, e-STUDIO3510C Series, e-STUDIO4520C Series, e-STUDIO6530C Series, e-STUDIO455 Series, e-STUDIO855 Series address book using the AddressBook Viewer. The data will be imported in the "Import Address Book".
- Default Configuration - Type Selection — Select the default destination type that will be enabled in the Type Selection dialog box, which appears when searching for the contacts as the destinations of the network fax job. You can select either “Fax Number”, “Email Address” or “Both” to set the default selection type. The “Fax Number” is set as the factory default. This can be set only when the AddressBook Viewer is launched from the N/W-Fax driver.
4 USING ADDRESS BOOK (Properties) — Click this to edit or display the properties of a group or a contact. This icon is available only when selecting a group or a contact. (Delete) — Click this to delete a group or contacts in the private address book. This icon is available only when selecting a group or contacts in the private address book. (Find) — Click this to find a contact by searching the address book.
Managing Address Book You can use the AddressBook Viewer to manage the private address book. You can add or edit the contacts and groups as you desire. The private address book data is stored in your client computer. It can be used to manage the contacts and groups for sending a fax using the N/WFax driver.
4 USING ADDRESS BOOK Managing the private address book You can manage your own address book using the private address book. You can add, delete, and modify the contacts in this address book. You can also create, delete, and modify groups. Contacts and groups can be added to this address book by various ways using other address books within the AddressBook Viewer. For instruction on how to manage the contacts and groups in the private address book, please refer to the following section: P.
Discovering the device and obtaining the public address book data 1 Select “Public Address Book” in the browse pane, click the [Tools] menu, and select [Device Setting]. The Local Discovery dialog box appears. 2 Click [Start Discovery] to begin the process. It locates all the compatible devices in your network. y You can quit the process by clicking [Stop Discovery]. y When this equipment is on another segment, it may not be discovered.
4 USING ADDRESS BOOK 4 Select the device that you want to access from the list and click [OK]. You can obtain the address book data by clicking Public Address Book in the browse pane. 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. When searching for this equipment, select “Find e-STUDIO205 Series”.
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. When this is enabled, select how it searches printers in the TCP/IP network. - Search local subnet — Select this to search devices in local subnet. - Specify a range — Select this to specify a range of IP addresses to search devices.
4 USING ADDRESS BOOK 2 Click [Manual Selection]. The Manual Selection dialog box appears. 3 Enter each item to specify the printer address and click [OK]. IPv4 - IP Address — Enter the IP address of the printer. IPv6 - IP Address — This is disabled because the AddressBook Viewer does not support the IPv6. IPX Address — This is disabled because the AddressBook Viewer does not support the IPX/SPX connection. Name — Enter the printer name. Location — Enter the location of the printer.
4 Select the entered device name and click [OK]. You can obtain the address book data by clicking Public Address Book in the browse pane.
4 USING ADDRESS BOOK — Downloading the public address book You can download the address book data in the equipment to the AddressBook Viewer. Only the administrator can back up the address book data. If the address book data are old, ask your administrator to back up the address book data. Downloading the public address book data 1 Click the [File] menu, select [Devices], and select the TOSHIBA MFP that you want to download the address book. 2 3 Select “Public Address Book” in the browse pane.
Configuring the MAPI address book The AddressBook Viewer automatically accesses the address book application of the default Email client software using the Messaging API (MAPI). If the AddressBook Viewer prompts an error message when selecting the MAPI address book, the default Email client software has not been defined in your computer, or the default Email software does not support MAPI. In this case, set the MAPI-compliant Email software as the default Email client.
4 USING ADDRESS BOOK — Registering the LDAP directory services You can register multiple LDAP directory services. Registering the LDAP directory services 1 Click the [Tools] menu and select [LDAP Setting]. The Internet Account dialog box appears. 2 In the General tab, enter the items as described below. Directory Server Name — 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.
3 In the Advanced tab, enter the items as described below. Server Port Number - Directory service (LDAP) — Enter the port number to access the LDAP server. It shows “389” as a default. Change this number if you are sure the LDAP port number is changed from the default port number on the LDAP server. Server Port Number - This Server requires a secure connection (SSL) — Check this when you require to access the LDAP server using SSL. Search - Search timeout — Select the time-out interval for searching.
4 USING ADDRESS BOOK — Adding contacts from LDAP servers After you register the LDAP directory services, you can search contacts in the LDAP servers and add preferred contacts to the LDAP address book. You can search contacts by the name and fax number. Also you can search contacts by specifying the detailed search conditions. Searching contacts by name, fax number, and e-mail address 1 Click the [Edit] menu and select [Find]. The Find Contact dialog box appears.
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 Email address. Email addresses cannot be specified for the address in this equipment. You must enter data into one of the fields to search contacts.
4 USING ADDRESS BOOK 5 Select contacts that you want to add to the LDAP address book. Then click the [Add] and click [Close]. 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 78 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. 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.
4 USING ADDRESS BOOK 8 Click [Search]. It begins searching contacts in the LDAP server. When it completes searching, found contacts appear in the list at the bottom of the dialog box. If you want to stop searching, click [Stop]. 9 Select contacts that you want to add to the LDAP address book. Then click the [Add] and click [Close]. The selected contacts are added to the LDAP address book.
Importing and exporting the address book The Export feature of the AddressBook 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 AddressBook Viewer. The Import/Export feature is useful when users want to share the address book data.
4 USING ADDRESS BOOK Importing the address book from a CSV file or vCard file 1 Click the [File] menu and select [Import] and [CSV File] or [vCard File]. The Importing dialog box appears. y The [vCard File] command will appear only when Microsoft Office XP is installed on your computer. y Even if you import a vCard file that contains multiple contacts, only a single contact can be imported.
3 The address book data is imported into “Import Address Book”. If you have already been import an address book before, contacts information is overwritten to the existing import address book. If one or more records have been skipped during the import process, it may be due to one of the following reasons: y Record already exists. y Group name contains an invalid character. y Fax number is invalid.
4 USING 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]. The Exporting dialog box appears. y The [vCard File] command will appear only when Microsoft Office XP is installed on your computer. y The [vCard File] command can be selected only when you select an individual contact. Only a single contact can be exported.
Managing contacts and groups You can manage contacts or groups in a private address book. The private address book allows you to register up to 2000 contacts into its “Location/People” folder and sort them into some groups arbitrarily created. You can create up to 200 groups and you can register up to 400 contacts in one group. Managing contacts You can add contacts to the “Location/People” folder and each created groups in the private address book.
4 USING ADDRESS BOOK 2 Click the [File] menu and select [New Contact]. The New Contact dialog box appears.
3 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. Display Name — The display name is automatically entered as “[Prefix] [First Name] [Last Name] [Suffix]”.
4 USING ADDRESS BOOK 4 In the Sending Options tab, enter items as described below as required. Use Sub Address and sender information — Check this to enable sub address transmission for this contact. When this is checked, documents will be always sent using the specified sub address and SID. Also you can use this contact to perform polling transmission from the mailbox in the remote facsimile using the specified sub address and password.
— Copying contacts from an address book You can also add contacts to the private 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]. The selected contacts are copied in the clipboard.
4 USING ADDRESS BOOK — 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 Click the [File] menu and select [Properties]. The Properties dialog box appears.
Personal tab In the Personal tab, the following items are displayed: When displaying the properties of a contact in the private address book, you can modify all items. One Touch ID — Select the one touch ID number for the contact. Prefix — Display the prefix for the contact. First Name — Display the first name of the contact. Last Name — Display the last name of the contact. Suffix — Display the suffix for the contact. Display Name — Display the display name of the contact.
4 USING ADDRESS BOOK Sending Options tab In the Sending Options tab, the following items are displayed: 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 Items other than the above cannot be set. y Use Device Settings — This is checked when the contact is set to use the device settings rather than using the settings on this tab.
y Internet Fax Mode — Display whether the simple mode or full mode is used for the Internet Fax transmission. (Email reception is not available in the equipment.) y 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.
4 USING ADDRESS BOOK — Removing contacts You can remove contacts from the private address book and LDAP address book. Removing contacts from address book 1 Browse the folder that contains contacts you want to remove, and select contacts in the right pane. 2 Click the [File] menu and select [Delete]. The Confirmation Deletion dialog box appears. 3 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.95 “Creating groups” Also you can modify or delete contacts in the private address book. P.97 “Modifying group name” P.98 “Removing groups” After you create a group, you can add or delete contacts in the group. For the instruction to add contacts in a group, please refer to the following section. P.
4 USING ADDRESS BOOK 3 Enter a group name in the “Group Name” field. The “Group ID” field displays the Group ID number automatically detected. 4 5 96 Click [OK]. The group is created in the selected “Group” folder. Continue to add contacts to the group. P.
— Modifying group name You can change the group name of the groups in the private address book. You can also display the properties of a group in the public address book. You cannot modify the group of the public address book. Modifying the group name 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]. The Group dialog box appears.
4 USING ADDRESS BOOK — Removing groups You can delete groups in the private address book. When you delete a group, contacts added in the group are also deleted. 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]. The Confirm Deletion dialog box appears. 3 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. The AddressBook Viewer will search for any entry that contains the specified string. You can search contacts by the name and fax number. Also you can search contacts by specifying the detailed search conditions.
4 USING ADDRESS BOOK 3 Display the Person tab and enter search text in the following fields that you require. Display 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. E-Mail — Enter the search characters or string to search by the contact Email address. Email addresses cannot be specified for the address in this equipment. You must enter one of the field to search contacts.
Searching contacts by detailed search conditions 1 Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. 2 Select an address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar. 3 Display the Detail Setting tab and select a field to search in the “Field Select” drop down box.
4 USING ADDRESS BOOK 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 Enter the search string in the next field to the “Condition of search string” drop down box.
8 Click [Search]. y 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. y If the AddressBook 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.103 “Adding contacts as recipients for N/W-Fax” If you want to stop searching, click [Stop].
4 USING ADDRESS BOOK Converting the address book data The address book data conversion function allows you to convert the address book data into a file format which can be used in this equipment. y Address book converter file (*.abc) to TBF file (*.tbf) The address book converter allows you to convert the address book data files in the address book converter file format (*.abc), which have been created using the backup functions into a TBF format.
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]. 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.
4 USING ADDRESS BOOK 6 Locate the folder where you want to save a converted file. Select “TBF (Restore) (*.tbf)” in the “Save as type” drop down box, enter the file name in the “File name” field, 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. The Address Book Converter file cannot convert to a CSV file. 7 Click [Convert]. It starts converting a file. 8 Click [OK].
Converting from a CSV file 1 Click the [Tools] menu and select [Convert for TopAccess]. The Converting AddressBook dialog box appears. 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 USING ADDRESS BOOK 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 “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) (*.
7 Click [Convert]. It starts converting a file. 8 Click [OK]. 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 Setup Guide for Printing Functions.
APPENDIX 5. This section shows the cover sheet samples. Cover Sheet Samples ...........................................................................................112 Standard cover page ....................................................................................................................... 112 Business cover page....................................................................................................................... 113 Professional cover page............................
5 APPENDIX 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.
5 APPENDIX Professional cover page Reference Number: 0000000000000000 To: 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document.
INDEX A F About TOSHIBA e-STUDIO AddressBook Viewer ................................ 63 Account Name ............................................ 74 Add - Contact ............................................. 64 Add - Group ............................................... 64 AddressBook Viewer ................................... 57 Advanced ................................................... 67 Fax ..................................................... 87, 91 Fax Number ....................................
N Name ........................................................ 77 network fax options ..................................... 48 New .....................................................39, 48 New Contact ........................................61, 86 New Group ...........................................61, 95 Notes ...................................................87, 91 Novell printing ............................................. 15 O One Touch ID .......................................
GA-1191 OME09007500
MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide GA-1191 2-17-2, HIGASHIGOTANDA, SHINAGAWA-KU, TOKYO, 141-8664, JAPAN © 2009 TOSHIBA TEC CORPORATION All rights reserved R090820I0100-TTEC 2009-09
