E-mail

These E-mail options provide access to features that are required for programming basic E-mail jobs. Details such as the recipient’s addresses, Reply To information and the subject are entered here.

New Recipient

Use this option to enter details of all the recipients of the E-mail. To enter the recipient details:

1. Select New Recipients.

2. Select To, Cc or Bcc for the recipient using the drop-down menu to the left of the entry box.

3. Using the keyboard, enter the E-mail address.

•       Up to 128 alphanumeric characters can be entered.

•       To delete a character use the backspace key, or to clear the entire entry select the X button.

•       Use the Keyboards... l language keyboards.

•                4. Select Add to add the E-mail address to the Recipient list.

•                5. Continue adding E-mail addresses until all the recipients have been added to the list. SelectClose.

All the recipients are displayed in the Recipient list.

If an Address Book has been setup the Search option can be used to search for E-mail addresses. Refer to Address Book on page 176.

Message:

This option is used to enter a message for the E-mail. The message is the text contained within the E-mail and not the E-mail subject line.

1. Using the keyboard, enter the message required.

•                Up to 128 alphanumeric characters can be entered.

•                To delete a character use the backspace key, or to clear the entire entry select the X button.

•                Use the Keyboards... button to access additional language keyboards.

2. Select Save to save your selections and exit.

Reply To

The Reply To feature enables you to include an E-mail address you want the recipient to reply to. For example you can enter your personal E-mail address. If you logged in through authentication and your details are available in the Address Book, your E-mail address is displayed.

1. Using the keyboard, enter the message required.

•                Up to 128 alphanumeric characters can be entered.

•                To delete a character use the backspace key, or to clear the entire entry select the X button.

•                Use the Keyboards... button to access additional language keyboards.

If an address book has been setup, enter the name required and select Search. A list of matching names is displayed. Select the E-mail address required and select Save.

2. If required, select Save to save your selections and exit.

The E-mail address entered is displayed in the Reply To field.

From:

To enter or edit the sender’s name:

1. Select From.

2. If a default name is displayed, select the X button to delete the entry.

3. Using the keyboard, enter the E-mail address of the sender.

Up to 128 alphanumeric characters can be entered.

o clear the entire entry select the X button.

Use the Keyboards... button to access additional language keyboards.

If an address book has been setup, enter the name required and select Search. A list of matching names is displayed. Select the E-mail address required and select Save.

4. If required, select Save to save and return to the previous screen, or Cancel to exit.

The E-mail address entered is displayed in the From field.

Subject:

To enter a subject for the E-mail:

1. Select the Subject field.

2. Using the keyboard, enter the subject of the E-mail.

•       Up to 128 alphanumeric characters can be entered.

•       To delete a character use the backspace key, or to clear the entire entry select the X button.

•       Use the Keyboards... button to access additional language keyboards.

•                3. Select Save to save and return to the previous screen, or Cancel to exit.

The subject entered is displayed in the Subject field.

Output Color

Select the Auto Detect option in Output Color to automatically detect and match the color of your original and produce black and white, grayscale or color output from your original. The options are:

•       Auto Detect to select output that matches your original.

•       Black & White to select black and white output regardless of the color of your original.

•       Grayscale to use gray scales instead of color.

•       Color to select color output from your original.  Note: This feature may not be available on your device.

2-Sided Scanning

The 2-Sided Scanning option allows you to set whether 1 or 2 sides of your original document are scanned. Documents must first be loaded in the document feeder to enable the 2Sided option. The options are:

•       1Sided is used if your original documents are single-sided.

•       2Sided is used if your original documents are double-sided. The document feeder must be used to scan your originals with this option.

•       2-Sided, Rotate Side 2 select if your original opens up like a calendar.

Original Type

Use this option to define the type of original being used for scanning. Making the correct selection enhances the quality of your output image. The options are:

•       Photo & Text is recommended for originals containing high quality photographs or line art and text. Using this setting the scanned image will contain high quality pictures though the sharpness of text and line art is slightly reduced.

•       Text produces sharper edges and is recommended for text and line art.

•       Photo is used specifically for originals containing photos or continuous tones without any text or line art. Produces the best quality for photos but reduced quality text and line art.

Scan Presets

Use Scan Presets to optimize scan settings to match the intended purpose of the scanned documents. The options are:

•       Sharing & Printing is used for sharing files that are going to be viewed on-screen and for printing most standard business documents. This setting results in a small file size and normal image quality.

•       Archival - Small File Size is best for standard business documents that are stored electronically for record keeping purposes. This setting results in the smallest file sizes and normal image quality.

•       OCR is best for documents that are going to be processed by Optical Character Recognition (OCR) software. This setting results in large file sizes and the highest image quality.

•       High Quality Printing is best for business documents containing detailed graphics and photos. This setting results in large file sizes and the highest image quality.

•       Simple Scan is used for faster processing but may result in excessively large file sizes. Using this setting applies only minimal image processing and compression.

More... is used to access all the Scan Presets options available. If using this option, select Save to save your selections and exit.

Address Book

If the device has been setup to access the Network and Internal Address Books, you can use them to select recipients. For information about setting up address books, refer to the System Administrator Guide.

1.     Select New Recipients.

2.     Enter the name of the recipient and select Search. The matching entries are displayed.

3.     Select the E-mail address required. The recipient details are displayed to the right of the list.

4.     Select Add (To:), Add (Cc:) or Add (Bcc:) from the drop-down menu.  The E-mail address is added to the recipient list. Continue adding E-mail addresses as required.

5.     To search different address books select the Internal Address Book option. Select the Address Book required using the drop-down menu and search using the same method described.

6.     Select Recipient List to view the current Recipient list. To remove an entry from the list, select the entry and select Remove from the drop-down menu. The recipient is removed from the list.

7.     Select New Search to continue adding recipients or Close to exit.

The Address Book Search option can also be used when entering a Reply To or From E-mail address.

Advanced Settings

The Advanced Settings provide access to the features which enhance the image quality or output quality. To access the Advanced Settings, select Services Home and E-mail. Then select the Advanced Settings tab.

Image Options

Select Image Options to adjust the lightness and darkness of the image, and to sharpen the image. The options are:

• Lighten/Darken provides a manual control to adjust the lightness or darkness of the scanned images.

•       Move the indicator down to darken the scanned image, for light originals such as pencil images.

•       d r originals with colored backgrounds.

•                • Sharpness provides manual control to adjust the sharpness of the scanned images.

•       Move the indicator up to sharpen the scanned image.

•       Move the indicator down to soften the scanned image.

Select Save to save your selections and exit.

Image Enhancement

Select Image Enhancement to reduce background and adjust the image contrast. The options are:

•         Background Suppression enhances originals that have colored backgrounds, by reducing or eliminating the background from your original. This option is useful when your original is on colored paper.

•    Select Auto Suppressiony suppress unwanted background.

•    Select Off to turn the Background Suppression feature off, particularly when:

•       The Darken adjustment does not produce a satisfactory output from light originals.

•       The original has a gray or colored border, such as a certificate.

•       You want to bring out fine detail that was lost due to a dark edge when using bound originals.

•         Contrast controls the image density on the output and compensates for an original that has too much or too little contrast on the image.

•       Move the indicator up to reproduce more vivid blacks and whites for sharper text and lines but less detail in pictures.

•       Move the indicator down to reproduce more detail in light and dark areas of the original.

Select Save to save your selections and exit.

Resolution

The Resolution affects the appearance of the scanned image. A higher resolution produces a better quality image. A lower resolution reduces communication time when sending the file over the network. The options are:

•     72 dpi recommended for output displayed on a computer. It produces the smallest file size.

•     150 dpi recommended for average quality text documents and line art. Does not produce the best image quality for photos and graphics.

•     100 dpi recommended for output that delivers low quality text documents.

•     200 dpi recommended for average quality text documents and line art. Does not produce the best image quality for photos and graphics.

•     300 dpi recommended for high quality text documents that are to pass through OCR applications. Also recommended for high quality line art or medium quality photos and graphics. This is the default resolution and the best choice in most cases.

•     400 dpi recommended for photos and graphics. It produces average image quality for photos and graphics.

•     600 dpi recommended for high quality photos and graphics. It produces the largest image file size, but delivers the best image quality.

Select Save to save your selections and exit. 

Quality / File Size

The Quality / File Size settings allow you to choose between scan image quality and file size. These settings allow you to deliver the highest quality or make smaller files. A small file size delivers slightly reduced image quality but is better when sharing the file over a network. A larger file size delivers improved image quality but requires more time when transmitting over the network. The options are:

•       Normal/Small produces small files by using advanced compression techniques. Image quality is acceptable but some quality degradation and character substitution errors may occur with some originals.

•       Higher/Larger produces larger files with better image quality.

•       Highest/Largest produces the largest files with the maximum image quality. Large files are not ideal for sharing and transmitting over the network.

Select Save to save your selections and exit.

Note: If you change the Quality / File Size option you may affect the settings in the Scan Presetsoptions on the E-mail tab.

Layout Adjustment

The Layout Adjustment options allow you to manipulate the scanned image and enhance the appearance and style of your output. To access the Layout Adjustment options, select Services Home and E-mail. Then select the Layout Adjustment tab.

Original Orientation

Use to specify the orientation of the originals being scanned. The orientation of the images on the originals must match the orientation selected. The device uses this information to identify if the images require rotating to produce the required output.

•       Portrait Originals the images on the originals are in a portrait orientation. A graphical representation of the image orientation is shown when the option is selected.

•       Landscape Originals the images on the originals are in a landscape orientation. A graphical representation of the image orientation is shown when the option is selected.

Select Save to save your selections and exit. 

Original Size 



Original Size allows you to specify automatic size detection of the originals, mixed size originals, or the specific size of the image to be scanned. The options are: 


•       Auto Detect is the default setting and enables automatic size sensing. The size detected is matched to a standard size paper. 


•       Preset Scan Areas allows you to define the size of your original from a list of preset, standard original sizes. You can view the list by using the scroll bar. 


•       Custom Scan Areas is used to enter a specific area for scanning. Measure the area to be scanned on the original and enter the X and Y axis measurements into the fields provided. Only the area specified is scanned.

•       Mixed Size Originals allows you to scan documents containing different size pages. The pages must be the same width, like A4 LEF and A3 SEF (8.5x11” LEF and 11x17” SEF). Other combinations are shown on the screen.

Select Save to save your selections and exit.

Edge Erase 

Edge Erase enables you to specify how much of the image to erase around the edges of your document. For example, you can remove the marks caused by punched holes or staples in your original. The options are:

•       All Edges is used to erase an equal amount from all the edges. Use the arrow buttons to adjust the amount to be erased from 1 mm to 50 mm (0.1” to 2.0”). All marks or defects within the measurement set are deleted.

•       Individual Edges enables an individual amount to be erased from each of the edges. Use thearrow buttons to adjust the amount for each edge, from 0 mm to 50 mm (0” to 2.0”).

•       Scan to Edge use this option to scan to the edge of the image. Select Save to save your selections and exit.

E-mail Options

The E-mail Options allow you to temporarily change the format of the E-mail image file, set a Reply Toaddress and add a brief message. To access the E-mail Options, select Services Home and E-mail. Then select the E-mail Options tab.

File Name

This feature enables you to name the file that is sent by E-mail.

1.     Using the keyboard, enter the name of the file.

•       Up to 50 alphanumeric characters can be entered.

•       To delete a character use the backspace key, or to clear the entire entry select the X button.

•       Use the Keyboards... button to access additional language keyboards.

2.     Select Save to save your selections and exit.

File Format

The File Format determines the type of file created. You can select the file format you wish to use for your scanned image. The options are:

•         PDF (Portable Document Format) allows recipients with the right software to view, print or edit the file, no matter what their computer platform.

•    Image Only optimizes the file for viewing and printing and cannot be modified.

•    Searchable runs the file through an Optical Character Recognition (OCR) process. This can take a few minutes but allows the text in the file to be searchable and editable. If Searchable is selected, the Document Language menu becomes available. Select the appropriate language from the menu.

Depending on the receiving device, the PDF selection may not be compatible when the resolution is set to200 dpi.

•         PDF/A is an industry standard format for long term document preservation based on the PDF format. The Advanced Settings may need checking to ensure they are appropriate for extended use.

•      Image Only optimizes the file for viewing and printing and cannot be modified.

•      Searchable runs the file through an Optical Character Recognition (OCR) process. This can take a few minutes but allows the text in the file to be searchable and editable. If Searchable is selected, the Document Language menu becomes available. Select the appropriate language from the menu.

•       XPS (XML Paper Specification) is a is a Microsoft proprietary format similar to PDF.

•       Image Only optimizes the file for viewing and printing and cannot be modified.

•       Searchable runs the file through an Optical Character Recognition (OCR) process. This can take a few minutes but allows the text in the file to be searchable and editable. If Searchable is selected, the Document Language menu becomes available. Select the appropriate language from the menu.

•       Multi-Page TIFF (Tagged Image File Format) produces a single TIFF file containing several pages of scanned images. A more specialized software is required to open this type of file format.

•       TIFF (1 File per Page) produces a graphic file that can be opened by a variety of graphic software packages across a variety of computer platforms. A separate file is produced for each image scanned.

•       JPEG (1 File per Page) (Joint Photographic Experts Group) produces a compressed graphic file that can be opened by a variety of graphic software packages across a variety of computer platforms. A separate file is produced for each image scanned.

•        

Select Save to save your selections and exit.

Job Assembly

This tab provides access to the Build Job feature for compiling jobs which have different originals orprograming requirements within a job. To access the Job Assembly options, select Services Home andE-mail. Then select the Job Assembly tab.

Build Job

Use this feature to build a job that requires different settings for each page, or a segment of pages.

You can select the appropriate settings to be applied to individual pages or segments of a completed job. First split the originals into sections for individual programming.

1.     Select Build Job on the Job Assembly tab.

2.     Switch on Build Job by selecting the On button and select Save.

3.     Select the options required for the first segment of the job.

4.     Load the first segment originals and press Start.

5.     Remove the first segment originals. The Build Job screen displays the first segment in the list.

1.     Delete All Segments deletes the current Build Job and returns you to the main Build Job screen.

6.     Select the options required for the second segment.

7.     Load the second segment originals and press Start.

8.     Repeat these steps until all segments of your job have been programmed and scanned.

9.     After the last segment has been scanned, select End Build Job to indicate you have finished scanning and the job can be processed and completed.