Cautions for Operation (Address Book Management)

This section describes cautions regarding address book management using this software.

The address book specifications differ according to the printer type. For details on model and type support, see the following.

Types of Printer and Corresponding Printer Models (Displayed in a separate tab)

Check the following cautions before operating Address Book Management.

Printer Settings

Address Book Management Method

Address Lists Supported by Address Book Management

Maximum Numbers of Destinations

Destination Specifications

Importing/Exporting Address Lists

Cautions for Editing CSV Files

Printer Settings

In order to manage printer address books using this software, it is necessary to change settings on the printers from the factory default settings. For details, see the following.

Specifying the Initial Settings of Printers (Address Book Management)

Address Book Management Method

When Address Book Management is used to distribute address books to printers whose address books are managed with the Device Setting Values Management of this software, the integrity of the address books may be lost. It is recommended that only one of these functions is used to manage address books.

Address Lists Supported by Address Book Management

The following address lists can be managed with Address Book Management.

Type I:

The following address lists can be managed for Type I printers.

Address List 1 to Address List 10

One-Touch

IMPORTANT
The following address lists that exist in some Type I printers cannot be managed with the Address Book Management of this software. Address List for Administrator Personal Address List User Group Address List

Type II:

The following address lists can be managed for Type II printers.

Coded Dial

Favorites (One-Touch for some models)

IMPORTANT
When address books are distributed to Type II printers from this software, all the workflows in the printer are deleted.

Type III:

The following address lists can be managed for Type III printers.

Address Book

One-touch Speed Dial

IMPORTANT
When address books are distributed to Type III printers from this software, all the workflows in the printer are deleted.

Maximum Numbers of Destinations

The specifications for each printer type are indicated below.

Address Lists

Type I:

Up to 1,600 destinations and destination groups can be distributed to a single address list. The total number of destinations and address groups that can be distributed to [Address List 1] to [Address List 10] is 1,600.

Type II:

Up to 300 destinations and destination groups can be distributed to an address book.

Type III:

Up to 500 destinations and destination groups can be distributed to an address book.

One-Touches

Type I:

Up to 200 destinations and destination groups can be registered to one-touches. Destinations registered to [One-Touch] in Address Book Management can be distributed to the [One-Touch] of a printer.

Type II:

Up to 19 destinations and destination groups can be distributed to [Favorites] ([One-Touch] for some functions). Destinations registered to [One-Touch] in Address Book Management can be distributed to the [Favorites] ([One-Touch] for some functions) of a printer.

Type III:

Up to 200 destinations and destination groups can be registered to [One-touch Speed Dial]. Destinations registered to [One-Touch] in Address Book Management can be distributed to the [One-touch Speed Dial] of a printer.

Destination Groups

Type I:

Up to 256 destinations can be registered to a single destination group. Destinations with different types in [Destination Type] can be registered together.

Type II:

The following number of destinations can be registered to a single destination group.

[E-Mail]: 100

[I-Fax]: 100

[Fax]: 299

IMPORTANT
Note the following for Type II devices. Destinations with [E-Mail], [I-Fax], or [Fax] displayed for [Destination Type] can be registered to a destination group. Combinations of destinations with different types in [Destination Type] cannot be registered to a single destination group together.

Type III:

Up to 499 destinations can be registered to a single destination group. Destinations with different types in [Destination Type] can be registered together.

Backing Up Address Lists

It is recommended that you use this software to back up the address lists in advance. When an address book is in an unintended state as a result of executing a task of this software, the backed up address lists can be exported and then imported to a printer via the Remote UI to restore the address book to its original state.

NOTE
For Type I printers, a backup of the last address lists and one-touches that were distributed is retained in the printer. If the address lists are in an unintended state after distribution, the backup in the printer can be used to restore the address lists to their previous state. However, when performing the batch distribution of multiple address lists, it is recommended that you use this software to back up all the address lists in advance. For example, when address lists 1 to 10 are distributed, if the address list 10 is distributed last, a backup of only address list 10 is saved in the printer.

NOTE

For Type I printers, a backup of the last address lists and one-touches that were distributed is retained in the printer. If the address lists are in an unintended state after distribution, the backup in the printer can be used to restore the address lists to their previous state. However, when performing the batch distribution of multiple address lists, it is recommended that you use this software to back up all the address lists in advance. For example, when address lists 1 to 10 are distributed, if the address list 10 is distributed last, a backup of only address list 10 is saved in the printer.

Destination Specifications

The settings that can be configured differ according to the printer type. The number and type of characters that can be set also may differ. This section describes the items that have a limit to the values that can be set depending on the type.

NOTE
The following table describes the maximum number of single-byte characters (one character is one byte) that can be used. If multi-byte characters can be used in an item, the maximum number of multi-byte characters is written as well as the number of single-byte characters. Multi-byte characters can be used only if the device to distribute to supports multi-byte characters. Setting values for items that do not exist in a destination printer are not distributed to the printer. However, the execution result of tasks for distributing address books to such printers will be successful.

NOTE

The following table describes the maximum number of single-byte characters (one character is one byte) that can be used. If multi-byte characters can be used in an item, the maximum number of multi-byte characters is written as well as the number of single-byte characters.

Multi-byte characters can be used only if the device to distribute to supports multi-byte characters.

Setting values for items that do not exist in a destination printer are not distributed to the printer. However, the execution result of tasks for distributing address books to such printers will be successful.

Items Common to All Destination Types

Item	Type I	Type II	Type III	Valid Values for All Device Types
[Name]	24 characters (12 multi-byte characters)	16 characters (both single-byte and multi-byte characters)	16 characters (8 multi-byte characters)	16 characters (8 multi-byte characters) If single-byte characters and multi-byte characters are mixed, the total number of characters must be within 16 characters and within 16 bytes. (A single-byte character is 1 byte, and a multi-byte character is 2 bytes.)
[Furigana]	24 characters	16 characters	16 characters	16 characters
[Access Number]	Number of your choice between 1 and 9999999	-	-	-

When [Destination Type] is [E-Mail]

Item	Type I	Type II	Type III	Valid Values for All Device Types
[E-Mail Address]	128 characters	120 characters (ASCII: 0x20 - 0x7e)	120 characters (ASCII: 0x20 - 0x7e)	120 characters (ASCII: 0x20 - 0x7e)

When [Destination Type] is [Fax]

Including IP fax *1 destinations.

Item	Type I	Type II	Type III	Valid Values for All Device Types
[Fax Number]	120 characters (ASCII: 0x20 - 0x7e)	120 characters (numbers, spaces, *, and #)	120 characters (numeric, spaces, *, #, P, p, T, C, R) You can use only one "T" and "C." You can use "R" only as the first character. You cannot use a space as the first character.	120 characters (numbers, spaces, *, and #)
[Subaddress]	20 characters (numbers, spaces, *, and #) Spaces cannot be used at the start of a string.	-	-	-
[Password]	20 characters (numbers, spaces, *, and #)	-	-	-

*1 Destinations with IP fax set for [Destination Type] are not distributed to printers that do not support the IP fax function. However, the execution result of tasks for distributing address books to such printers will be successful.

When [Destination Type] is [File]

Item	Type I	Type II	Type III	Valid Values for All Device Types
[Protocol] *2	FTP Windows (SMB) Windows (IPX) WebDAV	FTP Windows (SMB)	FTP Windows (SMB)	FTP Windows (SMB)
[Host Name]	128 characters (64 multi-byte characters)	120 characters (both single-byte and multi-byte characters)	FTP: 47 characters (ASCII: 0x20 - 0x7e) Windows (SMB): 120 characters (60 multi-byte characters)	FTP: 47 characters (ASCII: 0x20 - 0x7e) Windows (SMB): 120 characters (60 multi-byte characters) If single-byte characters and multi-byte characters are mixed, the total number of characters must be within 120 characters and within 120 bytes. (A single-byte character is 1 byte, and a multi-byte character is 2 bytes.)
[Folder Path]	255 characters (127 multi-byte characters)	120 characters (both single-byte and multi-byte characters)	FTP: 120 characters (ASCII: 0x20 - 0x7e) Windows (SMB): 120 characters (60 multi-byte characters)	FTP: 120 characters (ASCII: 0x20 - 0x7e) Windows (SMB): 120 characters (60 multi-byte characters)
[User Name]	FTP: 24 characters (12 multi-byte characters) Windows (SMB): 128 characters (64 multi-byte characters) Windows (IPX): 24 characters (12 multi-byte characters) WebDAV: 128 characters (64 multi-byte characters)	FTP: 32 characters (10 multi-byte characters) Windows (SMB): 32 characters (10 multi-byte characters) In both cases, when using both full-width and half-width characters, up to a total of 32 bytes, with half-width characters counted as 1 byte and full-width characters counted as 3 bytes	FTP: 24 characters Windows (SMB): 24 characters (12 multi-byte characters)	FTP: 24 characters (10 multi-byte characters) If single-byte characters and multi-byte characters are mixed, use characters which meet both of the following conditions. The total number of characters must be within 24 bytes. (When a single-byte character is 1 byte, and a multi-byte character is 2 bytes.) The total number of characters must be within 32 bytes. (When a single-byte character is 1 byte, and a multi-byte character is 3 bytes.) Windows (SMB): 24 characters (10 multi-byte characters) If single-byte characters and multi-byte characters are mixed, the total number of characters must be within 24 bytes. (When a single-byte character is 1 byte, and a multi-byte character is 3 bytes.)
[Password]	24 characters (32 characters for some models)	32 characters (ASCII: 0x20 - 0x7e)	FTP: 24 characters (ASCII: 0x20 - 0x7e) Windows (SMB): 14 characters	24 characters (ASCII: 0x20 - 0x7e)

*2 Windows (IPX) and WebDAV destinations are not distributed to printers other than Type I. However, the execution result of tasks for distributing address books to such printers will be successful.

When [Destination Type] is [I-Fax] *3

Item	Type I	Type II	Type III	Valid Values for All Device Types
[I-Fax Address]	128 characters	120 characters (ASCII: 0x20 - 0x7e)	120 characters (ASCII: 0x20 - 0x7e)	120 characters (ASCII: 0x20 - 0x7e)
[Standard Field 1]	40 characters	-	-	-
[Standard Field 2]	16 characters	-	-	-

*3 Destinations with [I-Fax] set for [Destination Type] are not distributed to printers that do not support the I-fax function. However, the execution result of tasks for distributing address books to such printers will be successful.

Importing/Exporting Address Lists

Address List File Formats Importable to This Software

Excel file (*.xlsx)

Excel format files exported from the destination list of this software ("xlsx" extension)

CSV file (for applications) (*.csv)

Files exported from the destination list of this software

CSV file (for printers) (*.csv)

Files exported from Type I printers that support this format

Proprietary format (*.abk)

The "Custom Format" files exported from Type I printers ("abk" extension)

For details on the import procedure, see the following.

Importing Destinations

IMPORTANT
The following address list files exported from Type I printers cannot be imported to this software. (These address lists exist in some Type I models.) Personal Address List User Group Address List

Address List File Formats Exportable from This Software

The destinations registered on the [Data Management] menu > [Address Books] > [Destination List] page can be exported in the following formats. Address lists exported in these formats cannot be imported to printers.

Excel file (*.xlsx)

Enables all types of destinations to be exported. "xlsx" is the file extension.

CSV file (for applications) (*.csv)

Enables destinations of the selected type to be exported.

For details on the export procedure, see the following.

Exporting Destinations

The address lists registered on the [Devices] menu > [Backup Data] > [Address Books] > [Address Book Backup Data Management] page can be exported in the following formats. Address lists exported in these formats can be imported to printers.

Type I

CSV file (for printers) (*.csv)

Proprietary format (security level 1) (*.abk)

Proprietary format (security level 2) (*.abk)

Devices other than Type I

Address book file (*.dcm)

For details on the export procedure, see the following.

Managing Backed Up Address Books

IMPORTANT
When importing address lists to a model that differs from the source model for backup, check whether the number of destinations and the destination settings registered in the address list match the specifications of the import destination printer before exporting. For details, see the following. Printer instruction manuals

Cautions for Editing CSV Files

Cautions to note when editing an exported CSV file and importing it back to this software are indicated below.

NOTE
If you can edit Excel files, it is recommended that you export the data to an Excel file.

When Using a Text Editor

Make sure to set the encoding to UTF-8 when saving the file. If you can specify whether to attach the BOM (Byte Order Mark), attach the BOM.

When Using Microsoft Excel

When using Microsoft Excel, cautions are required regarding the opening and saving of CSV files. Make sure to follow the procedure described here when opening files. It is also necessary to change the file encoding using a text editor after saving the file.

IMPORTANT
If you open a file using a procedure other than that described here, the following problems may occur. Values with a number starting with 0 are automatically converted to values starting with a number other than 0. For example, the leading 0 of fax numbers starting with an area code will be lost. When files such as this are imported to this software or a printer, fax numbers will be overwritten with the values after automatic conversion, which may cause faxes to be sent to unintended destinations. The format is corrupted when the file is saved.

IMPORTANT

If you open a file using a procedure other than that described here, the following problems may occur.

Values with a number starting with 0 are automatically converted to values starting with a number other than 0. For example, the leading 0 of fax numbers starting with an area code will be lost. When files such as this are imported to this software or a printer, fax numbers will be overwritten with the values after automatic conversion, which may cause faxes to be sent to unintended destinations.

The format is corrupted when the file is saved.

NOTE
For details on the operation method, see the instruction manual for Microsoft Excel. Also note that the menu structure and terminology used may differ from the descriptions indicated here, according to the version of Microsoft Excel. CSV files may be able to be saved in the UTF-8 format, depending on the version of Microsoft Excel.

Start Excel.

Create a new book.

Select [Text File] in the [Data] menu > [Get External Data].

Open the target CSV file in the file selection window.

The data import wizard is displayed.

NOTE
If the CSV file is not displayed in the list, change the setting so that all files are displayed.

Configure each setting in the wizard.

Select [Delimited] on the first screen.

The other settings do not need to be changed.

Confirm the following settings on the second screen.

[Delimiters]	Select [Comma]. Deselect the other items.
[Treat consecutive delimiters as one]	Deselect this.
[Text qualifier]	Select ["].

On the third screen, scroll [Data preview] until the line where the destination data is described, select all the columns, and select [Text] in [Column data format].

Click [Finish].

Click the A1 cell of the existing worksheet in the [Import Data] window, and click [OK].

The data of the CSV file is imported. Confirm that the imported data is in the intended state.

Edit the data.

If "# CharSet" is not set to "UTF-8" in the header, change it to "UTF-8."

There are cautions to follow when editing a CSV file. For details, see the following.

Regarding CSV Files Exported from This Software

The file is saved as a CSV file in the UTF-8 format.

A CSV file in the UTF-8 format may not be able to be saved, depending on the version. In this case, perform the operations from step 8 after saving the file as a CSV file.

Open the CSV file in a text editor such as Notepad.

Confirm that the data in the file is in the intended state.

IMPORTANT
Particular care is needed when strings you enter include characters that may be used as separators or quotation marks.

Save the file with [UTF-8] set as the character encoding.

If you can specify whether to attach the BOM (Byte Order Mark), attach the BOM.