E-Mail Instructions. |
Introduction to Using E-Mail Functions |
This machine enables you to send scanned documents to an e-mail application. Scanned documents are converted to file formats such as TIFF and are transmitted as an e-mail attachment to the recipient's e-mail application.
Set the network settings to enable your machine to communicate over the network. (See "Basic Network Settings.")
Set the e-mail settings to enable your machine to communicate with a mail server. (See "Setting Scan to E-Mail and I-fax.") |
Sending E-Mails |
This section describes the settings and procedures for sending e-mail documents. |
Basic Methods for Sending E-Mails |
Canceling Sending E-Mail Documents |
Specifying Destinations (E-Mail) |
Sending Originals to More Than One Location (Broadcasting) (E-Mail) |
Selecting Color/File Format (E-Mail) |
Selecting Resolution (E-Mail) |
Adjusting Density (E-Mail) |
Selecting Image Quality (E-Mail) |
2-Sided Original (E-Mail) |
Sending Originals at a Preset Time (Delayed Sending) (E-Mail) |
Naming a Sent Document Using an E-Mail |
Subject/Message (E-Mail) |
Reply-to (E-Mail) |
E-Mail Priority |
Favorites (E-Mail) |
Registering Names for Favorites from the Select Send Type Screen (E-Mail) |
Registering Favorites from the Send Settings Screen (E-Mail) |
Checking Favorites from the Select Send Type Screen (E-Mail) |
Job Recall (E-Mail) |
Registering the Machine's Name (E-Mail) |
Specifying the Data Compression Ratio for Color Send Jobs (E-Mail) |
Resending Data Automatically When an Error Occurs (Retry Times) (E-Mail) |
Standard Send Settings (E-Mail) |
Restoring the Standard Send Settings to Their Default (E-Mail) |
Specifying the Gamma Value for Sending Color Documents (E-Mail) |
Adjusting Sharpness (E-Mail) |
Adjusting the Image Quality of PDF (Compact) (E-Mail) |
Specifying What to Display on the Screen for a Send Operation (E-Mail) |
Restoring the Send Function Settings to Their Default (E-Mail) |
Specifying the Maximum Data Size for Sending E-Mails |
Dividing the Data for Sending E-Mails |
Registering a Subject Line for Your E-Mails |
Basic Methods for Sending E-Mails |
This section describes the flow of sending e-mails. |
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You can specify the following settings:
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Canceling Sending E-Mail Documents |
Follow this procedure to cancel a transmission in progress. |
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Specifying Destinations (E-Mail) |
This section describes how to specify an e-mail address. You can select a destination stored in the Address Book or a one-touch, or specify a new address. |
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Specifying a New E-Mail Address |
You can specify a new e-mail address. |
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Using the Address Book (E-Mail) |
You must specify the destination to send documents. A maximum of 300 (200 for the Color imageCLASS MF8450c) destinations (including 200 one-touch destinations) can be stored. If you store addresses in the Address Book, you can easily select them. |
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The icons displayed on the Address Book are:
You can select multiple destinations at a time.
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If multiple destinations are specified, clear the other destinations as necessary. |
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Using the One-Touch (E-Mail) |
You can specify up to 200 destinations in one-touch. |
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You can select multiple destinations at a time.
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If multiple destinations are specified, clear the other destinations as necessary. |
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Using the Group Addresses (E-Mail) |
Group address enables you to specify a group of registered destinations in the Address Book or one-touch. This is useful if you want to send the same document to several destinations. You can register up to 299 (199 for the Color imageCLASS MF8450c) destinations in one group. |
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Specifying a Group from the Address Book (E-Mail) |
Specifying a Group from the One-Touch (E-Mail) |
Specifying a Group from the Address Book (E-Mail) |
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You can select multiple destinations at a time.
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If multiple destinations are specified, clear the other destinations as necessary. |
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Specifying a Group from the One-Touch (E-Mail) |
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You can select multiple destinations at a time.
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If multiple destinations are specified, clear the other destinations as necessary. |
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Sending Originals to More Than One Location (Broadcasting) (E-Mail) |
Broadcasting enables you to send the same document to multiple recipients. |
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Selecting Color/File Format (E-Mail) |
You can select the color mode and file format when sending documents to an e-mail address. |
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If you want to send multiple images as a single file without dividing them, use [ |
Selecting Resolution (E-Mail) |
You can specify the resolution before scanning the original. |
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The following resolution is available.
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Adjusting Density (E-Mail) |
You can adjust the density to the most appropriate level for the original manually. |
Manual Exposure Adjustment (E-Mail) |
Adjusting Base Color (E-Mail) |
Manual Exposure Adjustment (E-Mail) |
You can manually adjust the scan exposure to the most appropriate level for the original. |
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Move the indicator to the left to make the exposure lighter or move it to the right to make the exposure darker. |
Adjusting Base Color (E-Mail) |
This mode enables you to erase the background color of the original when scanning. This mode is especially useful for scanning originals such as catalogs and paper, that have turned yellow from age. |
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If you adjust the strength of <Yellow>, the levels of <Red> and <Green> adjust automatically to the same level as <Yellow>. If you adjust the strength of <Red> or <Green>, the <Yellow> level returns to its default level. |
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Selecting Image Quality (E-Mail) |
You can manually select the original type according to the type of image that you are scanning. |
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If you select <Text/Photo>, go to the next step as necessary. |
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Move the indicator to the left to make the text level higher or move it to the right to make the photo level higher. |
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2-Sided Original (E-Mail) |
You can set the machine to automatically turn over 2-sided originals that are placed in the feeder, and scan each side separately. |
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Sending Originals at a Preset Time (Delayed Sending) (E-Mail) |
The delayed sending mode enables you to store a send job in memory, and have it sent at a later time. |
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Naming a Sent Document Using an E-Mail |
You can add the document's name. |
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Subject/Message (E-Mail) |
You can add a subject line and message body text. |
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Reply-to (E-Mail) |
You can select a reply-to addresses. |
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E-Mail Priority |
You can select a priority level when sending an e-mail. |
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Favorites (E-Mail) |
You can set any possible combination of send settings and register them as favorites in memory. You can register up to 4 favorites. This feature is useful for registering frequently used send settings. |
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Registering Favorites (E-Mail) |
Registering Names for Favorites from the Select Send Type Screen (E-Mail) |
Registering Favorites from the Send Settings Screen (E-Mail) |
Erasing Favorites (E-Mail) |
Using the Favorites (E-Mail) |
Checking Settings for Recalled Favorites (E-Mail) |
Checking Favorites from the Select Send Type Screen (E-Mail) |
Registering Favorites (E-Mail) |
You can register names for favorites from the Select Send Type Screen or register settings for favorites from the Send Settings screen. |
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Registering Names for Favorites from the Select Send Type Screen (E-Mail) |
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Keys registered as favorites are displayed with icons.
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Registering Favorites from the Send Settings Screen (E-Mail) |
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Keys registered as favorites are displayed with icons.
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To store the current settings, select <Yes>. To cancel storing the settings, select <No>.
If you select a key that has settings stored, select <Yes> to overwrite the previous settings. |
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Erasing Favorites (E-Mail) |
You can erase the settings from the Select Send Type screen or from the Send Settings screen. |
Erasing Favorites from the Select Send Type Screen (E-Mail) |
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Keys registered as favorites are displayed with icons.
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Erasing Favorites from the Send Settings Screen (E-Mail) |
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Keys registered as favorites are displayed with icons.
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Using the Favorites (E-Mail) |
If you frequently send documents with the same document settings to the same destination, store these settings in a favorites.
Then, when you need to specify the destination, all you have to do is select the favorites containing your stored document settings and the desired destination, and send your document. |
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Checking Settings for Recalled Favorites (E-Mail) |
This mode enables you to check detail settings for favorites. |
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Checking Favorites from the Select Send Type Screen (E-Mail) |
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You can check detail settings. Press the right Any key to select <Done> to return to the previous screen. |
Checking Favorites from the Send Settings Screen (E-Mail) |
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You can check detail settings. Press the right Any key to select <Done> to return to the previous screen. |
Job Recall (E-Mail) |
You can recall the addresses, scan settings, and send settings which have been set in the <Log>, and then send your documents. |
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You can check the recall settings by pressing the left Any key to select <Details>. |
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The Send Settings screen appears. |
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The Select Send Type screen appears. |
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Registering the Machine's Name (E-Mail) |
Your name or company's name must be registered as the machine's name. |
Specifying the Data Compression Ratio for Color Send Jobs (E-Mail) |
You can set the compression ratio for color scanned data. A high compression ratio reduces the amount of memory used for the document, but results in low quality images. On the contrary, a low compression ratio increases the amount of memory used for the document, but results in high quality images. |
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Resending Data Automatically When an Error Occurs (Retry Times) (E-Mail) |
Retry Times is the mode which automatically resends data when the data cannot be sent. This occurs because the receiver is busy sending or receiving, or when an error occurs. This setting determines the number of retry attempts. You can set from one to five retry attempts, or select <0> to turn the Retry Times mode off. |
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Standard Send Settings (E-Mail) |
This mode enables you to change the standard settings for the send function. |
Storing the Standard Send Settings (E-Mail) |
You can store the standard send settings. The default settings are as follows:
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You can specify the following settings:
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Restoring the Standard Send Settings to Their Default (E-Mail) |
You can restore the standard send settings to their default settings. |
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Specifying the Gamma Value for Sending Color Documents (E-Mail) |
If you are sending to an e-mail destination, you can specify the gamma value used when converting scanned RGB image data to YCbCr. By setting a gamma value corresponding to the gamma value at the receiving end, sent image data can be printed with the appropriate image quality at the receiving end. |
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Adjusting Sharpness (E-Mail) |
This mode enables you to scan original images with a sharper or softer contrast. |
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Adjusting the Image Quality of PDF (Compact) (E-Mail) |
If PDF (Compact) is selected as the file format, you can set the image quality level of the document. |
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Specifying What to Display on the Screen for a Send Operation (E-Mail) |
This mode enables you to specify what screen is displayed for a send operation. When you select <Send/FAX> on the Main Menu screen and press [OK], the screen specified here is displayed for a send operation. |
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Restoring the Send Function Settings to Their Default (E-Mail) |
You can restore almost all of the Send Function Settings to their default settings. |
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Specifying the Maximum Data Size for Sending E-Mails |
This function enables you to set the maximum data size for outgoing e-mail documents. If an e-mail transmission exceeds the data size limit, it is split up into several e-mail messages before being sent. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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You can also use
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Dividing the Data for Sending E-Mails |
This function enables you to divide an e-mail document into separate files when it is sent, if the data size exceeds the limit you specify in "Specifying the Maximum Data Size for Sending E-Mails." Each file is sent separately as an e-mail attachment. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Registering a Subject Line for Your E-Mails |
This function enables you to register a subject line for e-mails you send. The subject that you enter here is used as the default subject whenever you do not enter a subject when sending a job. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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For information on using the software keyboard, see "Entering Characters." |
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Receiving E-Mails |
This section describes the settings and procedures for receiving e-mail documents.
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Printing Received Documents on Both Sides of Paper (E-Mail) |
Reducing a Received Document (E-Mail) |
Printing Footer Information on a Received Document (E-Mail) |
Specifying the Way of Printing When Toner Is Low (E-Mail) |
Specifying the Gamma Value for Receiving Color Documents (E-Mail) |
Receiving Documents in Memory without Printing Out (Memory Lock Reception) (E-Mail) |
Printing All Documents Stored in the Memory Lock Reception Mode (E-Mail) |
Printing Received Documents on Both Sides of Paper (E-Mail) |
You can print received documents on both sides of the paper you select. This enables you to save paper. |
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Reducing a Received Document (E-Mail) |
You can set the machine to automatically reduce received documents so that the whole document is printed within the printable area of the paper. The default settings are as follows:
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Printing Footer Information on a Received Document (E-Mail) |
You can set whether the machine prints the date, day, and time received, transaction number, and page number at the bottom of the received document. |
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Specifying the Way of Printing When Toner Is Low (E-Mail) |
This function enables you to continue printing your current jobs when the toner is low. |
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Specifying the Gamma Value for Receiving Color Documents (E-Mail) |
You can set the gamma value to use when receiving documents. This enables you to print received documents with the appropriate image quality. |
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Receiving Documents in Memory without Printing Out (Memory Lock Reception) (E-Mail) |
Normally a document prints as soon as you receive it. However, there may be occasions when you want the machine to store all documents in memory until you are ready to print them. Locking the machine to receive and store all documents in memory is called memory lock reception. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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If the Memory Lock Password has been set, enter the Memory Lock Password using |
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If you set a password, it will be necessary to enter the password whenever you want to change the Memory Lock mode settings, or cancel the Memory Lock mode. If you do not want to set the Memory Lock with a password, press [OK] without entering any numbers.
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If you want to print an RX report when receiving documents, use [ If you do not want to print an RX report, select <Off>, then press [OK].
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If you want to specify the Memory Lock Time settings, use [ If you do not want to specify the Memory Lock Time settings, select <Do Not Specify>, then press [OK]. Go to step 12. If <Do Not Specify> is selected, the Memory Lock mode will not start automatically at a specified time. The machine enters the Memory Lock mode only when you manually set the Memory Lock mode to <On> in step 6. |
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Printing All Documents Stored in the Memory Lock Reception Mode (E-Mail) |
Follow this procedure to print documents received when the machine is in the memory lock reception mode. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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If the Memory Lock Password has been set, enter the Memory Lock Password using |
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The received documents are printed. |
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Forwarding Received E-Mail Documents |
This machine enables you to automatically forward received e-mail documents to any desired destination. If a received document matches the specified forwarding conditions, it is forwarded to the specified destination. Received documents that do not match the forwarding conditions can also be forwarded to any desired destination. |
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Specifying Forwarding Settings (E-Mail) |
When Forwarding Destinations Do Not Match the Forwarding Conditions (E-Mail) |
Sending Documents in Memory to a Different Destination (E-Mail) |
Handling Documents with Forwarding Errors (E-Mail) |
Resending Documents with Forwarding Errors (E-Mail) |
Checking/Changing the Status of Documents with Forwarding Errors (E-Mail) |
Specifying Forwarding Settings (E-Mail) |
This section describes how to register, erase, print, check, and change the forwarding settings. |
Storing Forwarding Settings (E-Mail) |
You can register the forwarding conditions and destinations. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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For information on using the software keyboard, see "Entering Characters." |
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The available forwarding conditions are:
If you select <disregard>, go to step 12. |
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If you select <PDF>, go to the next step.
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If you want to send multiple images as a single file without dividing them, use [ |
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When Forwarding Destinations Do Not Match the Forwarding Conditions (E-Mail) |
You can store the forwarding destinations of a received document if the forwarding settings of the received document are not registered, or if the received document does not match all of the forwarding conditions that you have specified. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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If you want to send multiple images as a single file without dividing them, use [ |
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Activating the Registered Forwarding Settings (E-Mail) |
You can set whether received documents are forwarded. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Each time you press [OK], the icon status displayed on the left side of the condition name is switched.
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Erasing Forwarding Settings (E-Mail) |
You can erase forwarding settings that have been stored. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Printing Forwarding Settings (E-Mail) |
You can print a list of the stored forwarding settings. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Checking/Changing Forwarding Settings (E-Mail) |
You can check or change forwarding settings that have been stored. |
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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For instructions on changing forwarding settings, see "Storing Forwarding Settings (E-Mail)." |
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Sending Documents in Memory to a Different Destination (E-Mail) |
You can redirect the e-mail documents received in memory to the specified destination. |
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Handling Documents with Forwarding Errors (E-Mail) |
You can set how the machine handles the documents that failed to be forwarded. The default settings are as follows:
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If the System Manager ID and System Password have been set, enter the System Manager ID and System Password using |
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Resending Documents with Forwarding Errors (E-Mail) |
You can resend the e-mail documents that the machine failed to forward. |
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Checking/Changing the Status of Documents with Forwarding Errors (E-Mail) |
You can check the details of e-mail documents that the machine failed to forward. You can also erase and print those documents. |
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Checking/Changing the Status of E-Mail Documents in Memory |
The System Monitor screen enables you to view and change the status of e-mail documents in memory. |
Checking/Deleting E-Mail Transmission Documents |
Checking/Deleting E-Mail Reception Documents |
Checking the Arrival of E-Mail Documents |
Checking/Printing the E-Mail Transmission Log |
Checking/Printing the E-Mail Reception Log |
Checking/Deleting E-Mail Transmission Documents |
You can check the detailed information of e-mail documents currently being sent or waiting to be sent, then delete unwanted documents as necessary. |
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Checking/Deleting E-Mail Reception Documents |
You can check the detailed information of e-mail documents received in memory, then delete unwanted documents as necessary. You can also forward received documents in memory to a desired destination. |
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Checking the Arrival of E-Mail Documents |
The machine regularly checks for the arrival of an e-mail. However, you can check for the arrival of an e-mail at any time by performing the procedure below. |
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The machine accesses to your mail server for checking for e-mail documents.
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Checking/Printing the E-Mail Transmission Log |
You can view or print the results of e-mail transactions that list all e-mails sent. |
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If you do not want to print the list, go to step 8. |
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Checking/Printing the E-Mail Reception Log |
You can view or print the results of e-mail transactions that list all e-mails received. |
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If you do not want to print the list, go to step 9. |
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