Sending Data by E-Mail/Saving Data to a Shared Folder

2KUU-04X
This section describes the procedures for scanning originals and sending the scanned data directly from the machine by attaching it to an e-mail or saving it to a shared folder.
Before you can send the data directly by e-mail, you need to complete certain procedures, such as specifying the e-mail server settings. Procedure for Setting to Send E-Mail
Before you can save the data to a shared folder, you need to complete certain procedures, such as specifying the location to save the scanned originals to. Procedure for Setting a Shared Folder as a Save Location
1
Place the original(s). Placing Originals
2
Select <Scan> in the Home screen. Home Screen
3
Select <E-Mail> or <File>.
4
Specify the destination.
If you selected <File> in step 3, the Address Book screen is displayed. You can also specify the destination from coded dial numbers or one-touch dial numbers.
 
Specifying from Address Book
Specifying from Coded Dial Numbers
Specifying from One-Touch
Entering Destinations Directly (E-Mail Sending)
Specifying from Address Book
 
The Address Book enables you to specify a destination by selecting from a list of registered destinations or by searching by name for destinations with recipient names.
You need to register destinations in the Address Book before using this feature. Registering Destinations
Register the shared folder address from a computer.
Setting a Shared Folder as a Save Location
Registering Destinations from Remote UI
1
Select <Destination> <Specify from Address Book>.
If the <Type> screen appears, select <To>, <Cc>, or <Bcc> as a destination type.
2
Select an index. Index
3
Select a destination.
If you want to specify multiple destinations (e-mail)
Repeat steps 1 to 3.
If a destination is selected from <Addr. Book> in the Home screen, settings for e-mail sending or file saving can be made while the selected destination remains specified.
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Specifying from Address Book
 
The Address Book enables you to specify a destination by selecting from a list of registered destinations or by searching by name for destinations with recipient names.
You need to register destinations in the Address Book before using this feature. Registering Destinations
Register the shared folder address from a computer.
Setting a Shared Folder as a Save Location
Registering Destinations from Remote UI
1
Select <Destination> <Specify from Address Book>.
If the <Type> screen appears, select <To>, <Cc>, or <Bcc> as a destination type.
2
Select an index. Index
3
Select a destination.
If you want to specify multiple destinations (e-mail)
Repeat steps 1 to 3.
If a destination is selected from <Addr. Book> in the Home screen, settings for e-mail sending or file saving can be made while the selected destination remains specified.
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Specifying from Coded Dial Numbers
 
Three-digit numbers (coded dial numbers) are assigned to addresses in the Address Book. You can specify an address simply by entering its coded dial number.
To use coded dial numbers, the destination must be registered in the Address Book beforehand. Registering Destinations
Register the shared folder address from a computer.
Setting a Shared Folder as a Save Location
Registering Destinations from Remote UI
1
Select <Destination> <Specify from Coded Dial>.
If the <Type> screen appears, select <To>, <Cc>, or <Bcc> as a destination type.
2
Enter a three-digit number.
If you have entered an incorrect value, use to clear it.
If a confirmation screen appears
When <One-Touch/Coded Dial TX Confirmation> is set to <On>, a screen is displayed that shows the destination and the name for the number. (For Group Dial, the destination name and the number of destinations are shown.) Check the contents and if everything is correct, select <OK>. To specify a different destination, select <Cancel> and then re-enter the three-digit coded dial number. Displaying Destinations in Address Book
If you want to specify multiple destinations (e-mail)
Repeat steps 1 to 2.
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Specifying from Coded Dial Numbers
 
Three-digit numbers (coded dial numbers) are assigned to addresses in the Address Book. You can specify an address simply by entering its coded dial number.
To use coded dial numbers, the destination must be registered in the Address Book beforehand. Registering Destinations
Register the shared folder address from a computer.
Setting a Shared Folder as a Save Location
Registering Destinations from Remote UI
1
Select <Destination> <Specify from Coded Dial>.
If the <Type> screen appears, select <To>, <Cc>, or <Bcc> as a destination type.
2
Enter a three-digit number.
If you have entered an incorrect value, use to clear it.
If a confirmation screen appears
When <One-Touch/Coded Dial TX Confirmation> is set to <On>, a screen is displayed that shows the destination and the name for the number. (For Group Dial, the destination name and the number of destinations are shown.) Check the contents and if everything is correct, select <OK>. To specify a different destination, select <Cancel> and then re-enter the three-digit coded dial number. Displaying Destinations in Address Book
If you want to specify multiple destinations (e-mail)
Repeat steps 1 to 2.
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Specifying from One-Touch
 
Specify a destination by selecting from a list registered to the one-touch buttons.
You need to register destinations before using one-touch dialing. Registering Destinations in the Address Book
1
Select <Destination> <Specify from One-Touch>.
2
Select a destination.
If a confirmation screen appears
When <One-Touch/Coded Dial TX Confirmation> is set to <On>, a screen is displayed that shows the destination and destination name registered to the one-touch button. (For Group Dial, the group name and the number of destinations are shown). Check the contents and if everything is correct, select <OK>. To specify a different destination, select <Cancel> and then select the one-touch buttons again.
If a destination is selected from any of <One-Touch 1> to <One-Touch 4> in the Home screen, settings for sending e-mail or saving files can be made while the selected destination remains specified.
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Specifying from One-Touch
 
Specify a destination by selecting from a list registered to the one-touch buttons.
You need to register destinations before using one-touch dialing. Registering Destinations in the Address Book
1
Select <Destination> <Specify from One-Touch>.
2
Select a destination.
If a confirmation screen appears
When <One-Touch/Coded Dial TX Confirmation> is set to <On>, a screen is displayed that shows the destination and destination name registered to the one-touch button. (For Group Dial, the group name and the number of destinations are shown). Check the contents and if everything is correct, select <OK>. To specify a different destination, select <Cancel> and then select the one-touch buttons again.
If a destination is selected from any of <One-Touch 1> to <One-Touch 4> in the Home screen, settings for sending e-mail or saving files can be made while the selected destination remains specified.
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Entering Destinations Directly (E-Mail Sending)
For a destination that is not registered in the Address Book, specify it by entering an e-mail address.
1
Select <Destination>  <Specify Using Numeric Keys>.
2
Enter the e-mail address, and select <Apply>.
On how to enter text, see Entering Text.
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Entering Destinations Directly (E-Mail Sending)
For a destination that is not registered in the Address Book, specify it by entering an e-mail address.
1
Select <Destination>  <Specify Using Numeric Keys>.
2
Enter the e-mail address, and select <Apply>.
On how to enter text, see Entering Text.
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Specifying destinations from the transmission records
You can also recall previously used destinations. Recalling Previously Used Settings for Sending/Saving (Recall Settings)
Saving the data to a shared folder
Only one destination can be specified.
5
When sending an e-mail, specify multiple destinations, including Cc/Bcc destinations, as necessary.
Select <Destination>, and select the method for specifying destinations.
<Cc> and <Bcc> addresses can only be selected using <Specify from Address Book>, <Specify from Coded Dial> or <Specify from One-Touch>.
To delete destinations
If you specified multiple destinations, you can delete destinations as necessary.
6
Specify the scanning settings as necessary.
 
Specifying the Scanning Size of the Original
Specifying the Color Mode
Selecting a File Format
Specifying Orientation of Your Original
Scanning 2-Sided Originals
Specifying the Scanning Size of the Original
 
You can specify the scanning size of your original.
<Scan Size>  Select the original size
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Specifying the Scanning Size of the Original
 
You can specify the scanning size of your original.
<Scan Size>  Select the original size
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Selecting a File Format
 
You can select the file format to which originals are scanned from PDF/JPEG/TIFF. For PDF, you can select Compact PDF that reduces the data size.
<File Format>  Select a file format
If you select JPEG in <File Format> and try to scan an original from the platen glass, you can only scan one page. To scan a multiple-page original all at once, use the feeder. Each page of the original is saved as a separate file. If you select TIFF or PDF, you can scan multiple-page originals either from the platen glass or from the feeder.
<PDF (Compact)> compress photos and illustrations on originals more than <PDF>. The file will be smaller, but the image quality of some originals or the number of originals that can be scanned at once may be lower.
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Selecting a File Format
 
You can select the file format to which originals are scanned from PDF/JPEG/TIFF. For PDF, you can select Compact PDF that reduces the data size.
<File Format>  Select a file format
If you select JPEG in <File Format> and try to scan an original from the platen glass, you can only scan one page. To scan a multiple-page original all at once, use the feeder. Each page of the original is saved as a separate file. If you select TIFF or PDF, you can scan multiple-page originals either from the platen glass or from the feeder.
<PDF (Compact)> compress photos and illustrations on originals more than <PDF>. The file will be smaller, but the image quality of some originals or the number of originals that can be scanned at once may be lower.
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Specifying Orientation of Your Original
 
You can specify portrait or landscape orientation.
<Original Orientation>  Select the original orientation
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Specifying Orientation of Your Original
 
You can specify portrait or landscape orientation.
<Original Orientation>  Select the original orientation
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Scanning 2-Sided Originals
 
The machine can automatically scan the front and back sides of originals in the feeder.
The machine cannot scan both sides of originals automatically when the originals are placed on the platen glass.
<2-Sided Original>  Select <Book Type> or <Calendar Type>
<Book Type>
Select for originals whose images on the front and back sides face the same direction.
<Calendar Type>
Select for originals whose images on the front and back sides face in opposite directions.
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Scanning 2-Sided Originals
 
The machine can automatically scan the front and back sides of originals in the feeder.
The machine cannot scan both sides of originals automatically when the originals are placed on the platen glass.
<2-Sided Original>  Select <Book Type> or <Calendar Type>
<Book Type>
Select for originals whose images on the front and back sides face the same direction.
<Calendar Type>
Select for originals whose images on the front and back sides face in opposite directions.
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For information about other scan settings, see Scanning Clearly or Adjusting Balance between File Size and Image Quality.
For e-mail, you can specify the subject, message, reply-to address, and priority as necessary. Specifying E-Mail Settings
7
Press .
Scanning of the original starts.
If you want to cancel, select <Cancel>  <Yes>. Canceling Sending Documents
When placing originals in the feeder in step 1
When scanning is complete, the sending/saving process starts.
When placing originals on the platen glass in step 1
File name of the sent document
The file name of a sent document is automatically assigned based on the following format: communication management number (four digits)_sent date and time_document number (three digits).file extension name.
If an E-Mail Send Error Occurs
Error notifications are sometimes sent to the e-mail address set to the machine. If you leave it as-is, it may result in an insufficient remaining capacity of mailbox depending on your mail server. It is recommended that you clear the mailbox periodically.
To clear the mailbox
When the mailbox is cleared, all e-mail in the server mailbox is deleted. When you specify the e-mail account that you use usually, you should first check whether any e-mail in the mailbox needs to be kept.
If you always want to scan with the same settings: Changing the Default Settings for Functions

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User's Guide (Product Manual)
USRMA-3281-022019-12Copyright CANON INC. 2019