Oce North America OP1030 manual

1.1.1. Océ OP1030/1040/1050 Network Fax Operations Guide Education Services Océ Operations Guide E n g l i s h v e r s i o n[...]

i About this On-Line Manual This On-Line Manual e xplains the setting procedures required in order to use the Network F AX functions when the Printer/ Scanner Kit* and Fax Kit are installed in your machine. It is recommended that you also read the corresponding Operation Guide as well. This manual is prepared as a PDF (P or table Document F ormat) [...]

ii Included Utilities The f ollowing utilities are contained on the provided CD-R OM. In order to use the related Network F AX functions, it is necessar y to f ollow the appropr iate procedure and install the corresponding utility on y our computer. Network F AX Driver This software allows you to send documents created on your computer to the Print[...]

iii Outline of the Netw ork F AX Functions The Network F AX functions allow you to send and receiv e f ax documents between computers on y our LAN network and the other fax machines . In addition, if you use the Address Book, y ou can register individual destinations, or multiple destination s as an individual group, in advance. ● T ransmission f[...]

iv ● Address Book 1. Information for individual destinations (or a group of destinations) is registered in the Address Book softw are on the computer from which you want to send documents. 2. The destination f or sending documents using the Networ k F AX function is selected from this Address Book. 3. The documents are then sent as image data fro[...]

v About this On-Line Manual ................................................................................... i T rademark Inf or mation ......................................................................................... i Operating Environment ........................................................................................ i Includ[...]

vi Section 3 Receiving a Fax ........................................ Page 3-1 3-1 Summary of Delivery Settings ......................................................... Page 3-2 3-2 Starting the Scanner File Utility ....................................................... Page 3-4 3-3 Setup Dialogue Box .............................................[...]

Page 1-1 Section 1 Installing the Corresponding Software 1-1 Installing the Netw ork F AX Driver 1. Inser t the provided CD-ROM into the CD-R OM drive of the computer in which y ou want to install the Network F AX Dr iv er . The set-up screen will appear automatically . * If the set-up screen does not appear , star t the appropriate softw are manua[...]

Page 1-2 2. Right-click on the name of the machine that you w ant to use as the Network F AX and select Printing Preferences... from the resulting dropdown menu. The Printing Preferences dialogue box will appear . * T o open the Proper ties dialogue bo x under Windows 98 and so on, clic k on Start in the Windows T ask Bar and then select Settings a[...]

Page 1-3 3. Click on the FA X TX Setting... button in order to access the Default Setting dialogue bo x. 4. Click on the Machine Setting tab in order to display its contents. 5. In the Network FA X Address area, enter the IP address, or host name, of the machine that y ou want to use as the Network F AX. NO TE: The IP address/host name that y ou en[...]

Page 1-4 1-1 Installing the Netw ork F AX Driver ● Uninstalling the Netw ork F AX Driver P erform the following procedure when y ou want to delete the Network F AX Driver from y our computer . 1. Click on Start in the T ask Bar and then select Control P anel , Printer s and Other Hard ware and then Printers and Faxes in that order from the succes[...]

Page 1-5 1-2 Installing the Ad dress Book f or Netw ork F AX 1. Inser t the provided CD-ROM into the CD-R OM dr iv e of the computer in which y ou want to install the Address Book f or Network F AX. The set-up screen will appear automatically . * If the set-up screen does not appear , star t the appropriate softw are manually from the CD-ROM. 2. Ac[...]

Page 1-6 1-3 Installing the Scanner File Utility 1. Inser t the provided CD-R OM into the CD-ROM driv e of the computer in which you w ant to install the Scanner File Utility . The set-up screen will appear automatically . * If the set-up screen does not appear , star t the appropriate softw are manually from the CD-ROM. 2. Accept the conditions of[...]

Page 2-1 Section 2 Sending a Fax This section contains explanations on ho w to use the Network F AX Dr iv er to send documents created on a network computer directly from that computer to the other fax machine. IMPORT ANT! The Network F AX Driver must be installed on the computer from which y ou want to send the documents. Ref er to “ 1-1 Install[...]

Page 2-2 Memor y of the other F ax Machine (2) F-Code Based Communication <see page 2-15 for setting procedures> (3) Concurrent print <see page 2-7 f or setting procedures> This function enables y ou to send documents to an F-Code Bo x that is registered in a destination f ax machine. Because F-Code Box es include a sub-address and pass[...]

Page 2-3 (5) Attaching a Co ver P age <see page 2-7 f or setting procedures> This function enables y ou to add a cov er page to y our transmission that includes such TTI (T ransmitting T er minal Information) data as your compan y name, department name, your o wn name, your telephone or f ax number , in addition to whate v er comment you ’ [...]

Page 2-4 2-2 Basic T ransmission 1. Use an application on your computer to create the documents that you want to send. 2. Select Print from the File menu. 3. Use the dropdown menu in the Name field to select the name of the machine that you want to use as the Netw ork F AX. The print dialogue box f or the application that y ou are using will appear[...]

Page 2-5 6. P erform all of the desired settings under the FA X Setting tab , such as the original size setting, and then clic k on the OK button. * Refer to “ 2-3 FA X Setting Ta b ” on page 2-6 f or more detailed inf or mation on the settings in that tab . 7. The print dialogue box f or the application that y ou are using will be displa yed o[...]

Page 2-6 1 2 3 2-3 F AX Setting T ab Use the contents of this tab to set certain transmission conditions, such as the size of the original being sent. Refer to “ ● Registering the Machines IP address ” on page 1-2 to open this tab. 1 Original Size field Use the dropdown menu in this field to select the size of the original being transmitted. [...]

Page 2-7 1 2 3 4 2-4 Default Setting Dialogue Box (1) Sending Options T ab By setting the transmission conditions that you use most in this dialogue box, you can minimize the need to change the settings each time. * The Def ault Setting dialogue bo x can be accessed using the f ollo wing procedure: Click on Start in the Windows T ask Bar and then s[...]

Page 2-8 2-4 Default Setting Dialogue Box Enter the message to be displa yed on the co v er page and click on the OK b utton. The message can be up to 1000 characters long. P erform the following procedure to select the settings f or the co ver page . 1) Select the desired template for the co v er page from the T emplate of Cover P age dropdown men[...]

Page 2-9 1 2 3 4 5 6 (2) Sender Information T ab Enter your o wn inf ormation into fields 1 – 5 explained below when y ou w ant to send a cov er page with your f axes. 1 Company Name: Y our company name can be up to 64 characters long. 2 Department Name: Y our depar tment name can be up to 64 characters long. 3 Name (user name, etc.) : Y our name[...]

Page 2-10 2-4 Default Setting Dialogue Box (3) Machine Setting T ab When you w ant to use a different machine as a f ax, use this tab to change the IP address, or the host name, to the information that is registered in scanner default settings of the desired machine. (Refer to “ 2. Set-up ” in the Operation Guide for y our Netw ork Scanner .) S[...]

Page 2-11 (4) Restricted access T ab When Restricted Access is tur ned ON in the copy (or f ax) machine itself , tr ansmission will only be allowed when a viab le access code is entered. If your access code has not been registered under this tab, Non-registration will be displayed in the Department code field, and Registration completion will be di[...]

Page 2-12 2-5 V arious Settings in the TX Setting Dialogue Bo x NOTE In order to use the Address Book, it is necessar y to install it and register the corresponding destinations in advance . Refer to “ 4-1 Registering Destination Information ” on page 4-2 for more detailed information on destination registration procedures. 1. Click on the Sele[...]

Page 2-13 2-5 V arious Settings in the TX Setting Dialogue Bo x 2. The registered destinations will be displa yed in the list in the upper por tion of the dialogue box. If you w ant to search f or a par ticular destination, perform procedures 1) and 2) below . If y ou do NO T need to search f or a destination, go directly to step 3. 1) Make sure th[...]

Page 2-14 4. Only those destinations selected from the Address Book will be display ed the Destination List . * If you want to delete any of the destinations from the Destination List , select that destination and then click on the Delete from list b utton. If you want to delete all of the destinations from the Destination List , click on the Delet[...]

Page 2-15 (2) F-Code Based Communication 2. Enter the sub-address and password as it is registered in the destination fax. • Maximum number of characters that can be entered: 20 • Characters that can be entered: 0 – 9, #, *, and a space (a space can NOT be entered as the first character) 3. Click on the OK button. The TX Setting dialogue bo x[...]

Page 2-16 2-5 V arious Settings in the TX Setting Dialogue Bo x (3) Registering the Destination Inf ormation to be Added to the Co ver P age The type of cov er page can be selected from among diff erent templates. Destination inf ormation such as that shown below can be added on the cover page. Sample of English template 01 1 2 3 4 5 6 7 8 10 9 1 R[...]

Page 2-17 2-5 V arious Settings in the TX Setting Dialogue Bo x 1 Compan y Name: The name of the destination company can be up to 64 characters long. 2 Department Name: The name of the destination department can be up to 64 characters long. 3 Recipient Name: The name of the person to whom you are sending the fax can be up to 20 characters long. 1 2[...]

Page 2-18 (4) Optional Settings 1. If you want to temporarily change the settings (the present settings will be displayed) from those which are currently designated in the “ (1) Sending Options Ta b ” or the “ (4) Restricted access Ta b ” under “ 2-4 Default Setting Dialogue Bo x ” on pages 2-7 and 2-11, clic k on the Option tab in orde[...]

Page 2-19 (5) T ransmitting T erminal Information Data 1. If you want to temporarily change the settings (the present settings will be displayed) from those which are currently designated in the “ (2) Sender Information Ta b ” under “ 2-4 Default Setting Dialogue Bo x ” on page 2-9, clic k on the Sender Information tab in order to access th[...]

Page 2-20 2-5 V arious Settings in the TX Setting Dialogue Bo x (6) Machine Settings 1. If you want to temporarily change the Network F AX address (IP address or host name registered in the scanner def ault settings of the machine itself) from that which is currently made in the “ (3) Machine Setting Ta b ” under “ 2-4 Default Setting Dialogu[...]

Page 2-21 2-6 T ransmission Contr ol Perform the following procedure when you want to use your computer to verify the status of a fax transmission currently being processed, or to actually terminate that transmission. 1. Once a fax transmission begins being processed, a T ransmission Control icon will be display ed in the Windo ws T ask Bar . 2. Do[...]

Page 3-1 Section 3 Receiving a Fax If Network F AX Reception is tur ned ON as the default setting in the f ax machine itself, incoming f ax es will be conv er ted into PDF or TIFF files and sa v ed into the designated f older on the Ser ver Computer (the computer on which the Scanner File Utility has been installed). In addition, you can select to [...]

Page 3-2 3-1 Summary of Delivery Settings The f ollowing describes the procedure for setting the f older in which documents received by the Netw ork F AX will be stored. Refer to the procedures starting from "3-2 Starting the Scanner File Utility" for more detailed information on each setting . The folder that is used for the storage of t[...]

Page 3-3 3-1 Summary of Delivery Settings 4 Delivery Setting List Dialogue Box Delivery conditions can be selected from among the Subaddress, Sender F ax Number , Destination F ax Number and Other settings. In addition, you can select whether sending a notice of fax reception by e-mail or by using the Scanner File Utility and perform the related se[...]

Page 3-4 3-2 Starting the Scanner File Utility 1. Click on Start button in the Windows T ask Bar and then select All Programs > Scanner User Software > Scanner File Utility in that order . The Scanner File Utility will star t up and an icon that indicates that the utility is now running will appear in the Windows T ask Bar . 2. Double-click o[...]

Page 3-5 1 3 2 4 1. Perform the various settings as appropriate. 4 Permit File Overwrite checkbox Put a check mark in this checkbox if you want to have the corresponding old data overwritten anytime a new fax data file is receiv ed with the same file name. If this box is not selected, a diff erent name will be assigned to the ne w data file and tha[...]

Page 3-6 1 2 3 4 5 1. Perform the various settings as appropriate. 3-4 Folder Setting Dialogue Box 1 No. field Enter in this field the designated number of the folder in which you want to receive the fax data. * The f older number you enter here should be the same as the f older number which was registered under the “ Networ k F AX Registration ?[...]

Page 3-7 1. Select the desired method of data deliver y from the Delivery Method list. Av ailable settings: Subaddress , Sender Fax number , Destination Fax number , and Other . * For the procedure to determine delivery conditions, refer to “ 3-7 Determining the Destination Folder ” on page 3-13 of this manual. Note For more details on the Erro[...]

Page 3-8 3-5 Delivery Setting List Dialogue Box 1 2 3 4 5 3. Select the transmission method for the notice of fax reception. T o hav e the notice of f ax reception sent b y e-mail, put a check mark in the Send reception notification E-mail checkbo x. T o have the notice of f ax reception sent to any other computer on the network that has the Scanne[...]

Page 3-9 3-5 Delivery Setting List Dialogue Box Sample of the notice of fax reception[...]

Page 3-10 1 2 3 3-6 Delivery Setting Dialogue Box Note: The f ollo wing screen will be displa y ed after you select the subaddress . 1. Set the various delivery conditions that were selected in the Delivery Setting List dialogue box. 1 Subaddress, Sender F AX number , Destination F AX n umber and Other edit bo x es • Enter the subaddress: Enter b[...]

Page 3-11 4 5 6 7 3-6 Delivery Setting Dialogue Box 4 Reception Notification E-mail Address (Reception Notification PC Address) list The notice of f ax reception can be sent to computers on the network through e-mail or using the Scanner File Utility . Up to 10 e-mail addresses or computer addresses can be entered. Perform the following procedure t[...]

Page 3-12 3-6 Delivery Setting Dialogue Box ● Adding an e-mail address T o add an e-mail address that was previously registered in other deliv ery settings, click on the ... b utton. The E-Mail Address dialogue bo x will be displa y ed. Select an e-mail address from list and click on the Add b utton. When y ou are through adding addresses, clic k[...]

Page 3-13 3-7 Determining the Destination Folder The destination folder for delivery of the received fax data will be determined based on the settings made under “ 3-5 Delivery Setting List Dialogue Box ” on page 3-7. The priority of delivery conditions is as follows: 1. Subaddress 2. Sender ’ s f ax number 3. Other 1. Any subaddress sent fro[...]

Page 3-14 3-9 Checking a Reception Notification Error 1 2 3 4 When a notice of fax reception is sent from the server computer to a computer on which the Scanner File Utility is installed but the notice could be deliv ered because the receiving computer is not turned on, or there is some other error , the status of the error can be checked on a list[...]

Page 3-15 3-10 Opening Received Faxes 2. Select in the Received File List the file that you want to open. * Files listed in red (or indicated with an asterisk “ * ” next to the date) indicate those files which have not been opened yet. Once a file is opened, the file is listed in black. 3. Click on the Open File button to open the selected file[...]

Page 3-16 3-11 Deleting Received F ax es Is it recommended that you delete receiv ed f ax data periodically and as necessar y . 1. If the Scanner File Utility dialogue box is not open, double-clic k on the Scanner File Utility icon in the Windows T ask Bar . 2. Select the file that you want to delete. 3. Click on the Delete button to delete the sel[...]

Page 4-1 Section 4 The Ad dress Book The Address Book allows y ou to register information about individual destinations, or groups of destinations f or Broadcast T ransmission, in adv ance. It is also possible to impor t and use CSV -f ormatted address data created with other software. NOTE It is necessar y to hav e Address Book f or Network F AX i[...]

Page 4-2 4-1 Registering Destination Information Y ou will need to register destination information in advance if y ou want to select a destination from the Address Book when sending a fax. 1. Click on Start b utton in the Windo ws T ask Bar and then select All Programs > FA X User Software > Address Book for Netw ork FA X in that order from [...]

Page 4-3 1 2 3 4 5 6 7 1 Registration Name field: The destination name can be up to 16 characters long. * Y ou can not register a name that has already been registered. 2 Fax Number field: The destination fax number can be up to 32 characters long. [A v ailable char acters: 0 – 9, #, *, - and a space (a space can NOT be entered as the first chara[...]

Page 4-4 4-2 Registering Multiple Destinations as a Group 2. Click on the Add b utton in order to access the Add Ne w Address dialogue bo x. 3. Select from the Names that can be added list the destination that you want to add to the group. it is possible to select multiple destinations at one time. 4. Click on the Add>> button. The selected d[...]

Page 4-5 6. Enter in the Registration Name field a name for the g roup of destinations. The g roup name can be up to 16 characters long. 7. Click on the OK button. The entered group inf ormation will be display ed in the address list area of the Address Book for Network FA X dialogue box. 8. Click on the OK button. 9. In order to actually register [...]

Page 4-6 4-3 Address/Gr oup Copy It is possible to copy a registered address or group and partly edit the contents for registration as a new address or group. This is convenient for cases when the contents you want to register are close or similar to already registered information. 1. With the Address Book for Netw ork F AX dialogue bo x open, sele[...]

Page 4-7 4-4 Editing Individual and Group Destination Information 2. Click on the Edit button (or double-click on the entry you want to edit). 3. Edit the registered information. T o edit information for an individual destination, ref er to “ 4-1 Registering Destination Information ” on page 4-2. T o edit information for a group of destinations[...]

Page 4-8 4-4 Editing Individual and Group Destination Information (2) Editing Information for More than One Individual or Group Destinations It is possible to edit the inf or mation for m ultiple registered destinations at the same time. This is con v enient when, f or example , y ou want to change the company name f or different registered departm[...]

Page 4-9 4-4 Editing Individual and Group Destination Information (3) Search/Replace the Contents of a Particular Entry Item It is possible to search for and replace data for any entry item for multiple registered individual or group destinations. For example, if a change is made to a city's area code, you can select multiple destinations and [...]

Page 4-10 4-5 Deleting Individual and Group Destination Information 1. With the Address Book for Network FA X dialogue bo x open, select the individual or group destination entry that you want to delete. An icon will appear above the list to indicate whether it is an individual ( ) or group destination ( ). 2. Click on the Delete button. The select[...]

Page 4-11 3. Select the desired FDT file and then click on the Open button. (2) Importing CSV Files 2. Access the folder that contains the desired CSV file. 3. Select the desired CSV file and then click on the Open button. The Import dialogue bo x will appear . 4. Use the dropdown menus to select the fields in the CSV file that correspond to the va[...]

Page 4-12 5. Click on the OK button in order to access the Confirm imported contents dialogue box. 6. Check the impor ted addresses and select those entr ies that you want to add to this Address Book. The n umber of entries that you select will be displa y ed in the Number of selected ad dresses field. Click on the Add To Address Book b utton and t[...]

Page 4-13 4-7 Expor ting Address Data Y ou can sav e the data created using this Address Book software as a FDT file . 1. With the Address Book fo r Network FA X dialogue box open, select Sa ve as under the File menu. The Save as dialogue bo x will appear . 2. Select the location in which you want to save the data. 3. Enter the desired file name an[...]

Page 5-1 Section 5 Specifications ● Operating Environment Hardware ............................................. IBM PC-A T compatible computer Interface .............................................. 10BASE-T or 100BASE-TX Operating system ................................ Windows NT 4.0 (Server , Workstation) + SP5 or later , Windows 2000 (Prof [...]