Flow of Sending Operations

This section describes the basic flow of sending operations.

The following types of sending methods are available for the Scan and Send functions. For instructions on specifying a fax number, see "Sending/Receiving a Fax."

Sending an E-Mail Message

You can scan a document and send it as an attached file in an e-mail message. You can send the scanned document as a JPEG, TIFF, PDF, or XPS file.

Sending an I-Fax

You can scan a document and send it to a destination via the Internet as an I-fax. You can only send I-faxes to machines that can receive faxes via the Internet.

Regardless of the distance and area, I-fax helps you to reduce transmission costs by making transactions via the Internet. You can enter an I-fax address directly from the keyboard on the touch panel display. You can also specify the scan settings and the settings at the destination when using I-fax.

Sending a Job to a File Server

You can send a scanned document to any computer that acts as a file server on the network.

Place your originals.

For information on placing your originals, see "Placing Originals."

Press [Scan and Send].

If the desired function is not displayed on the Main Menu screen, press [Show All].

Specify the destination.

IMPORTANT
If you set an address type to 'On' in [Limit New Destination], you cannot enter new destinations of that type. Select a stored destination by using the Local Address Book, Remote Address Book, LDAP Server in [Address Book], or pressing a one touch button in [One-Touch]. (See "Restricting Sending to New Addresses.")

NOTE
The maximum number of destinations you can send to at the same time is 256. However, if you specify a group address as a destination, each address stored in that group is counted as one destination. The icons that are displayed on the screen are: : E-Mail : Fax : I-Fax : File Server : Group : Bcc : Cc

The following methods are available for specifying destinations.

1	If you want to specify a destination stored in an Address Book Refer to the following, depending on the type of address book. Specifying Destinations Using the Address Book (Local) Specifying Destinations Using the Address Book (Remote) Specifying Destinations Using the Address Book (LDAP Server)
2	If you want to specify a destination stored in a One-Touch button Specifying Destinations Using the One-Touch Buttons
3	If the destination you want to specify is not stored in an Address Book Refer to the following detailed procedures, according to the address or server to specify. Specifying a Destination by Entering an E-mail Address Specifying Destinations by Entering an I-Fax Address Specifying a Destination by Entering a File Server Storing in an Advanced Space
4	If you want to specify a destination stored in Favorite Settings Favorite Settings
5	If you want to specify your own e-mail address as the destination Setting Your Own E-Mail Address as the Destination
6	If you want to specify Cc and/or Bcc addresses Setting Cc and Bcc Addresses

Specify the settings as necessary.

Press [Options] to select useful scan modes. You can also set combinations of scan modes.

Press

to display the desired mode.

For more information on setting each mode, see the corresponding section.

Press

(Start).

If the following screen is displayed, press [Start Sending] when scanning is complete. If you are placing your originals on the platen glass, press

(Start) to scan each original.

If a message appears indicating that scanning was cancelled because the data size for the scanned original exceeds the maximum data size, scan your original again.

You may be able to perform scanning by changing the following settings.

Set the data compression rate to [High Ratio]. (See "Data Compression Ratio.")

Lower the resolution (See "Setting the Resolution.")

Reduce the sharpness (See "Adjusting the Image Sharpness.")

NOTE
The machine automatically detects the size of the original. A screen to enter the user name and password may appear when you try to send to an e-mail or I-fax address, depending on the e-mail/I-fax settings. If the screen appears, enter the user name and password registered in SMTP Authentication. (See "Common Communication Settings for E-Mail/I-Fax.") If you set [Use SMTP Authentication for Each User] to 'On' in [E-Mail/I-Fax Settings] in [Send] in [Function Settings](Settings/Registration), you can register the user name and password of the logged in user by pressing on the top right of the screen and then selecting [Set SMTP Authentication] from the displayed menu. If you try to send to a file server in which [Enter Password Each Time] is set to 'On', a screen appears prompting you to enter a user name and password. In this case, enter the previously set password. If you want to register a file server in a group address, set [Enter Password Each Time] to 'Off'. You cannot send to a group address including a file server in which [Enter Password Each Time] is set to 'On'. (See "Registering a File Server Address.") If you set the Preview mode, you can verify the images from the Preview screen before sending your document. (See "Preview.")

NOTE

The machine automatically detects the size of the original.

A screen to enter the user name and password may appear when you try to send to an e-mail or I-fax address, depending on the e-mail/I-fax settings. If the screen appears, enter the user name and password registered in SMTP Authentication. (See "Common Communication Settings for E-Mail/I-Fax.")

If you set [Use SMTP Authentication for Each User] to 'On' in [E-Mail/I-Fax Settings] in [Send] in [Function Settings](Settings/Registration), you can register the user name and password of the logged in user by pressing

on the top right of the screen and then selecting [Set SMTP Authentication] from the displayed menu.

If you try to send to a file server in which [Enter Password Each Time] is set to 'On', a screen appears prompting you to enter a user name and password. In this case, enter the previously set password. If you want to register a file server in a group address, set [Enter Password Each Time] to 'Off'. You cannot send to a group address including a file server in which [Enter Password Each Time] is set to 'On'. (See "Registering a File Server Address.")

If you set the Preview mode, you can verify the images from the Preview screen before sending your document. (See "Preview.")

When scanning is complete, remove your originals.

IMPORTANT
If you are using Microsoft Exchange Server 5.5, 2000, 2003, 2007, or 2010, a sending error may occur when you send an e-mail message in the following cases. In this case, you should add the user logged in to the machine using the SSO-H to [Send on behalf of] in [Delivery Options] in [Exchange General]. For more information, contact your system administrator. When a user is logged in to the machine using SSO-H When <SMTP Authentication (SMTP AUTH)> is set to 'On' in <Authentication/Encryption> in Communication Settings

IMPORTANT

If you are using Microsoft Exchange Server 5.5, 2000, 2003, 2007, or 2010, a sending error may occur when you send an e-mail message in the following cases. In this case, you should add the user logged in to the machine using the SSO-H to [Send on behalf of] in [Delivery Options] in [Exchange General]. For more information, contact your system administrator.

When a user is logged in to the machine using SSO-H

When <SMTP Authentication (SMTP AUTH)> is set to 'On' in <Authentication/Encryption> in Communication Settings

NOTE
For information on the following settings, see their respective sections: Main power and control panel power (See "Main Power and Control Panel Power.") Instructions on entering characters using the keys that appear on the touch panel display. (See "Entering Characters from the Touch Panel Display.") Routine Maintenance (See "Routine Maintenance," in the Basic Operation Guide.) You can print a report that contains the results of all send jobs. (See "Send TX Report" and "Communication Management Report.") If you are using a login service, it is necessary to log in to the machine with the appropriate procedure for the login service. If you are using the optional Card Reader-C1/Copy Card Reader-F1 to perform Department ID Management, see "Card Reader-C1/Copy Card Reader-F1." If you are using Department ID Management, see "Entering the Department ID and PIN." For more information on the SSO-H login service, see "Login Service." The maximum number of send jobs that the machine can handle is 120, including jobs with error codes. However, the actual number of send jobs that the machine can handle may be less than 120, depending on the following conditions: When multiple documents are being sent at the same time When large documents are being sent When a large amount of memory is being used for the Fax/I-Fax Inbox. For information on cancelling a send job, see "Cancelling a Job." You can also cancel a send job from the Status Monitor/Cancel screen. (See "Cancelling a Job Being Sent or Waiting to Be Sent.")

NOTE

For information on the following settings, see their respective sections:

Main power and control panel power (See "Main Power and Control Panel Power.")

Instructions on entering characters using the keys that appear on the touch panel display. (See "Entering Characters from the Touch Panel Display.")

Routine Maintenance (See "Routine Maintenance," in the Basic Operation Guide.)

You can print a report that contains the results of all send jobs. (See "Send TX Report" and "Communication Management Report.")

If you are using a login service, it is necessary to log in to the machine with the appropriate procedure for the login service.

If you are using the optional Card Reader-C1/Copy Card Reader-F1 to perform Department ID Management, see "Card Reader-C1/Copy Card Reader-F1."

If you are using Department ID Management, see "Entering the Department ID and PIN."

For more information on the SSO-H login service, see "Login Service."

The maximum number of send jobs that the machine can handle is 120, including jobs with error codes. However, the actual number of send jobs that the machine can handle may be less than 120, depending on the following conditions:

When multiple documents are being sent at the same time

When large documents are being sent

When a large amount of memory is being used for the Fax/I-Fax Inbox.

For information on cancelling a send job, see "Cancelling a Job."

You can also cancel a send job from the Status Monitor/Cancel screen. (See "Cancelling a Job Being Sent or Waiting to Be Sent.")