Konica Minolta 240F User manual

Scan and Fax Operations

User’s Guide

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Konica Minolta 240f Contents-1

Table of contents

1 Introduction

1.1 How to read this manual ................................................................................................................ 1-3

1.1.1 Symbols ............................................................................................................................................. 1-3

1.1.2 Key descriptions ................................................................................................................................ 1-4

1.1.3 Screens .............................................................................................................................................. 1-4

2 Basic scan functions

2.1 Basic scanning ................................................................................................................................ 2-3

2.1.1 Attaching scanned documents to e-mail (Scan to e-mail)................................................................. 2-3

2.1.2 Saving a scanned ddocument to a shared folder (Scan to folder) .................................................... 2-4

2.1.3 Transmitting a scanned document to a user (Scan to user) .............................................................. 2-6

2.1.4 Saving a scanned document to USB memory (Scan to USB memory)............................................. 2-8

2.1.5 Saving a scanned document to an FTP server (Scan to FTP) ......................................................... 2-10

2.1.6 Printing a scanned document from a printer (Scan to printer)......................................................... 2-13

2.2 Basic scan settings....................................................................................................................... 2-15

2.2.1 Setting the document type .............................................................................................................. 2-15

2.2.2 Setting the contrast.......................................................................................................................... 2-16

2.2.3 Setting the resolution....................................................................................................................... 2-17

2.2.4 Setting the scan format.................................................................................................................... 2-18

3 Advanced scan functions

3.1 Introduction to advanced functions .............................................................................................. 3-3

3.2 Advanced scan features................................................................................................................. 3-5

3.2.1 Specifying the scan size (Scan Size) ................................................................................................. 3-5

3.2.2 Zoom scanning (Zoom) ...................................................................................................................... 3-6

3.2.3 Transmitting to multiple destinations (Broadcast) ............................................................................. 3-7

3.2.4 Scanning the next document (Next Doc.).......................................................................................... 3-8

3.2.5 Duplex Scan....................................................................................................................................... 3-9

3.2.6 Adjusting the scan color (Color Adjustment) ................................................................................... 3-11

3.2.7 Editing the message for transmission (E-mail Subject) ................................................................... 3-17

3.2.8 Setting the file name (File Name) ..................................................................................................... 3-19

3.2.9 Transmitting scanned data as individual files (Batch Scan) ............................................................ 3-21

3.2.10 Attaching a file (Attachment)............................................................................................................ 3-22

3.2.11 Selecting the file format (File Format) .............................................................................................. 3-23

3.2.12 Receiving file path notification e-mail (Scan Path Notification) ....................................................... 3-25

3.2.13 Setting document categories (Category) ......................................................................................... 3-26

3.2.14 Setting the hold time (Hold Time) .................................................................................................... 3-28

3.2.15 Adding comments (Comments) ....................................................................................................... 3-29

3.2.16 Using DocIndex................................................................................................................................ 3-30

3.3 Scanning documents using a TWAIN box .................................................................................. 3-32

3.3.1 Storing documents in a TWAIN box ................................................................................................ 3-32

3.3.2 Deleting stored documents.............................................................................................................. 3-33

3.3.3 Changing the settings for a TWAIN box .......................................................................................... 3-34

3.3.4 Importing the data in a TWAIN box.................................................................................................. 3-36

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Contents-2 Konica Minolta 240f

4 Basic fax functions

4.1 Initial setup (User install)................................................................................................................ 4-3

4.1.1 Registering the user install................................................................................................................. 4-4

4.2 Basic faxing ................................................................................................................................... 4-14

4.2.1 Transmitting faxes............................................................................................................................ 4-14

4.2.2 Manual transmission ........................................................................................................................ 4-15

4.2.3 Redialing .......................................................................................................................................... 4-16

4.2.4 Transmitting to multiple recipients (Broadcast) ............................................................................... 4-16

4.2.5 Basic transmission settings ............................................................................................................. 4-18

4.2.6 Canceling/checking faxes................................................................................................................ 4-22

4.2.7 Receiving faxes................................................................................................................................ 4-25

4.2.8 Operations during reception ............................................................................................................ 4-30

4.2.9 Storing received documents............................................................................................................ 4-31

4.3 Making a phone call...................................................................................................................... 4-34

4.3.1 Making a phone call......................................................................................................................... 4-34

4.3.2 Receiving a phone call..................................................................................................................... 4-34

4.3.3 Adjusting the speaker volume.......................................................................................................... 4-35

4.4 Transmitting faxes from a computer........................................................................................... 4-36

4.4.1 Transmitting with the simple mode.................................................................................................. 4-36

4.4.2 Transmitting with the advanced mode ............................................................................................ 4-42

4.5 Internet fax transmission (Internet fax)....................................................................................... 4-48

4.5.1 Transmitting internet faxes .............................................................................................................. 4-48

4.5.2 Receiving internet faxes................................................................................................................... 4-49

5 Advanced fax functions

5.1 Introduction to advanced functions .............................................................................................. 5-3

5.2 Scan related settings...................................................................................................................... 5-5

5.2.1 Transmitting only part of the document (Scan Size).......................................................................... 5-5

5.2.2 Scanning the next document (Next Document setting) ..................................................................... 5-6

5.3 Various fax functions ...................................................................................................................... 5-7

5.3.1 Setting the sender name (TTI)............................................................................................................ 5-7

5.3.2 Transmitting a cover page with documents (Cover page) ................................................................. 5-8

5.3.3 Specifying the transmission time (Delayed transmission)................................................................ 5-12

5.3.4 Transmitting faxes to a fax server (E-mail gateway) ........................................................................ 5-13

5.3.5 Polling communications................................................................................................................... 5-14

5.4 F-code communications .............................................................................................................. 5-19

5.4.1 Registering F-code boxes................................................................................................................ 5-19

5.4.2 Transmitting using sub-addresses (F-code transmission)............................................................... 5-26

5.4.3 Storing documents in a bulletin box ................................................................................................ 5-29

5.5 Security functions ......................................................................................................................... 5-34

5.5.1 Restricting fax destinations (Closed transmission).......................................................................... 5-34

5.5.2 Checking the destination machine's number before transmission.................................................. 5-35

5.5.3 Entering the destination twice before transmission (Confirmation dial)........................................... 5-36

5.5.4 Security reception ............................................................................................................................ 5-37

5.5.5 PIN masking..................................................................................................................................... 5-39

5.6 Useful reception functions ........................................................................................................... 5-41

5.6.1 Automatically distributing received documents (Auto distribution) ................................................. 5-41

5.6.2 Setting the separator page .............................................................................................................. 5-50

5.7 Checking/managing box documents (MB Doc.) ........................................................................ 5-52

5.7.1 Transmitting a box document.......................................................................................................... 5-52

5.7.2 Printing a box document.................................................................................................................. 5-53

5.7.3 Deleting a box document................................................................................................................. 5-54

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Konica Minolta 240f Contents-3

5.8 Useful internet fax functions........................................................................................................ 5-55

5.8.1 Editing the message for transmission (E-mail subject).................................................................... 5-55

5.8.2 Transmitting scanned data as individual files (Batch transmission) ................................................ 5-57

5.8.3 Selecting the file format (File format) ............................................................................................... 5-58

5.8.4 Offramp transmission....................................................................................................................... 5-59

5.8.5 Creating a TIFF file for an internet fax.............................................................................................. 5-60

6 Specifying destinations

6.1 Specifying destinations .................................................................................................................. 6-3

6.1.1 Selecting from the address book....................................................................................................... 6-4

6.1.2 Searching for server destinations ...................................................................................................... 6-7

6.1.3 Entering destinations ....................................................................................................................... 6-10

6.1.4 Specifying using search numbers.................................................................................................... 6-12

6.1.5 Selecting from the history ................................................................................................................ 6-13

6.2 Confirming specified destinations............................................................................................... 6-15

6.2.1 Checking the specified destinations................................................................................................ 6-15

6.2.2 Checking destinations with the confirm destination function.......................................................... 6-16

7 Communication management

7.1 Checking the transmission result (Transmission report) ............................................................ 7-3

7.1.1 Issuing the transmission report.......................................................................................................... 7-3

7.1.2 Reading the transmission report........................................................................................................ 7-5

7.2 Managing the communication history .......................................................................................... 7-6

7.2.1 Manually printing journal reports ....................................................................................................... 7-7

7.2.2 Automatically printing journal reports ................................................................................................ 7-8

7.2.3 Reading journal reports.................................................................................................................... 7-10

8 Device settings

8.1 Registering destinations ................................................................................................................ 8-3

8.1.1 Registering/editing address book destinations ................................................................................. 8-3

8.1.2 Registering/editing groups............................................................................................................... 8-12

8.1.3 Registering/editing folder shortcuts................................................................................................. 8-15

8.1.4 Registering/editing FTP server shortcuts......................................................................................... 8-20

8.1.5 Registering a color printer................................................................................................................ 8-24

8.1.6 Registering favorite destinations...................................................................................................... 8-29

8.2 Specifying default settings........................................................................................................... 8-31

8.2.1 Specifying default scanner settings................................................................................................. 8-31

8.2.2 Specifying default e-mail transmission settings .............................................................................. 8-35

8.2.3 Specifying default fax settings......................................................................................................... 8-37

8.3 Registering other settings............................................................................................................ 8-40

8.3.1 Registering/editing templates .......................................................................................................... 8-40

8.3.2 Registering/editing file names.......................................................................................................... 8-43

8.3.3 Registering/editing document categories........................................................................................ 8-44

8.3.4 Registering/editing domain names .................................................................................................. 8-45

8.3.5 Color fine adjustment....................................................................................................................... 8-46

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Contents-4 Konica Minolta 240f

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1Introduction

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Konica Minolta 240f 1-3

1.1 How to read this manual 1

1 Introduction

1.1 How to read this manual

1.1.1 Symbols

Operational and safety information

In this manual, the following symbols are used with the items where important operational and safety

information must be observed.

Please note that we will not be held responsible for any loss including pure economic loss that occurs due to

the machine missing an opportunity to perform transmission or recording of data, caused by damage to the

machine, a malfunction, or external factors such as a power failure.

Symbol Meaning

7 WARNING Describes warnings to protect yourself and others from serious or potentially fatal

injury if you handle the machine incorrectly. For safe operation, please follow in-

structions carefully.

7 CAUTION Describes cautions to protect yourself and others from personal injury or damage

to properties if you handle the machine incorrectly. For safe operation, please fol-

low instructions carefully.

d Describes reference information and additional notes for operations.

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How to read this manual

1

1-4 Konica Minolta 240f

1.1

1.1.2 Key descriptions

In this manual, the operating keys are described as follows:

The key names on the control panel are shown in < >, and the key names on the touch panel are in [ ].

Keys on the control panel

Enclosed in < >, for example, <Job Confirm. ) Fax Cancel>.

Touch panel keys

Enclosed in [ ], for example, [Contrast].

1.1.3 Screens

This manual uses the screens of the KONICA MINOLTA 240f standard model, unless otherwise stated. The

screens you see may differ, depending on the options installed.

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2Basic scan functions

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Konica Minolta 240f 2-3

2.1 Basic scanning 2

2 Basic scan functions

2.1 Basic scanning

2.1.1 Attaching scanned documents to e-mail (Scan to e-mail)

You can attach the data for a scanned document to an e-mail for transmission.

1Load the document, and press <Scan>.

%For details on loading documents, refer to Chapter 2,

"Loading Documents" in the Quick Guide.

%Set the document type, contrast, and resolution as neces-

sary. For details, refer to page 2-15.

2Change the file format and specify advanced settings such as entering a message , as necessary. For

details, refer to page 3-23 and page 3-17.

3Press the [e-mail] tab.

4Specify the destination.

%For details on specifying the destination, refer to page 6-3.

5Press <Start>.

%If you selected a destination from the address book, this step is not required.

%If you loaded the document in the ADF, this concludes the procedure.

Internet

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Basic scanning

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2-4 Konica Minolta 240f

2.1

6If you loaded the document on the document glass, load the

next document, and press [Next Doc].

%To finish scanning, press [Complete].

7Repeat step 6 to scan all the documents.

To finish scanning, press [Complete].

d

You can register often-used destinations in the [Faves] tab. For details, refer to page 8-29.

2.1.2 Saving a scanned ddocument to a shared folder (Scan to folder)

You can save a scanned document to a shared folder in a computer on the network.

d

The folder to register must have shared folder settings specified on the computer you are using in advance.

1Load the document, and press <Scan>.

%For details on loading documents, refer to Chapter 2,

"Loading Documents" in the Quick Guide.

%Set the document type, contrast, and resolution as neces-

sary. For details, refer to page 2-15.

Shared Folder

Network

2

1

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Konica Minolta 240f 2-5

2.1 Basic scanning 2

2Specify advanced settings such as changing the file format, as necessary. For details, refer to page 3-5.

3Press the [PC/USB] tab, and then [Folder].

4Press [Browse].

The list of computers or networks is displayed.

%If the target folder has been registered as a shortcut in ad-

vance, select it from the list of shortcuts.

%If the target folder is registered in the [Faves] tab, you can

select it from the [Faves] tab.

5Specify the shared folder to save the data to, and press [En-

ter].

%Press [Root] to return to the list of computers or networks.

%Press [Back] to return to the previous screen.

%Press [Cancel] to close the screen.

6Repeat steps 4 and 5 to specify all the destinations.

%You can also specify e-mail addresses, FTP servers, user boxes, and the shared box as destina-

tions.

%To confirm a specified destination, press [Location]. For details on confirming destinations, refer to

page 6-15.

7Press <Start>.

%If you selected a destination from the list of shortcuts, this step is not required.

%If you loaded the document in the ADF, this concludes the procedure.

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Basic scanning

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2-6 Konica Minolta 240f

2.1

8If you loaded the document on the document glass, load the

next document, and press [Next Doc].

%To finish scanning, press [Complete].

9Repeat step 8 to scan all the documents.

%To finish scanning, press [Complete].

d

You can register often-used destinations in the [Faves] tab. For details, refer to page 8-29.

For details on registering shortcuts, refer to page 8-15 or "Registering Shortcuts" in Chapter 3 of the User’s

Guide Message Board Operations.

You can press [Add/Edit] on the screen in step 3 to register/edit, or delete shortcuts. For details on registra-

tion, refer to page 8-19.

You can press [Register] on the screen in step 5 to register the selected shared folder in the shortcuts. For

details on registration, refer to page 8-19.

2.1.3 Transmitting a scanned document to a user (Scan to user)

You can store a scanned document in a box in the memory of the machine. Registered users can download

the data from a computer using a Web browser and transmit it via e-mail.

There are two types of boxes that scanned documents can be saved to.

-User boxes: These are the boxes that belong to each registered user.

-Shared box: This is the shared box that all users can use.

Download

E-mail

Network

User B

User A

Inside the memory

of the machine

Box for

User A

Box for

User B

Shared Box

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Konica Minolta 240f 2-7

2.1 Basic scanning 2

1Load the document, and press <Scan>.

%For details on loading documents, refer to Chapter 2,

"Loading Documents" in the Quick Guide.

%Set the document type, contrast, and resolution as neces-

sary. For details, refer to page 2-15.

2Specify the advanced settings such as the storage period, as necessary. For details, refer to page 3-5.

3Press the [PC/USB] tab, and then [User].

4Specify the destination.

%To specify a user group, press the [Group] and then spec-

ify the group.

%If destinations are registered in the [Faves] tab, you can

also select a destination from the [Faves] tab.

%If you loaded the document in the ADF, this concludes the

procedure.

5If you loaded the document on the document glass, load the

next document, and press [Next Doc].

%To finish scanning, press [Complete].

6Repeat step 5 to scan all the documents.

%To finish scanning, press [Complete].

d

You can register often-used destinations in the [Faves] tab. For details, refer to page 8-29.

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Basic scanning

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2-8 Konica Minolta 240f

2.1

2.1.4 Saving a scanned document to USB memory (Scan to USB memory)

You can save a scanned document to USB memory connected to the machine.

d

Only USB memory formatted with FAT12, FAT16, or FAT32 can be used.

USB memory with a security function, memory card readers connected via USB, USB memory via an exten-

sion cable and USB hub, and USB memory that does not meet the USB standards, are all unsupported.

If the USB memory becomes full while the data is being saved, the data that is being written is all deleted.

Therefore, make sure that the USB memory has enough free space in advance.

If you want to connect the USB memory via an extension cable, use a cable that is shorter than 3 meters.

1Load the document, and press <Scan>.

%For details on loading documents, refer to Chapter 2,

"Loading Documents" in the Quick Guide.

%Set the document type, contrast, and resolution as neces-

sary. For details, refer to page 2-15.

2Press the [PC/USB] tab, and then [USB].

USB memory

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Konica Minolta 240f 2-9

2.1 Basic scanning 2

3Connect the USB memory to the machine.

4Specify advanced settings such as changing the file format, as necessary. For details, refer to page 3-5.

5Press <Start>.

If you loaded the document in the ADF, this concludes the procedure.

6If you loaded the document on the document glass, load the

next document, and press [Next Doc].

%To finish scanning, press [Complete]. Proceed to step 8.

7Repeat step 6 to scan all the documents.

%To finish scanning, press [Complete].

8When the message "Scan Ready" is displayed on the screen,

remove the USB cable.

d

If you connect USB memory when the machine is in the ready state, the [Scan To USB] and [USB To Print]

buttons are displayed.Press [Scan To USB], and perform the procedure in steps 4 to 7.

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Basic scanning

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2-10 Konica Minolta 240f

2.1

2.1.5 Saving a scanned document to an FTP server (Scan to FTP)

You can save a scanned document to a specific folder on an FTP (File Transfer Protocol) server.

1Load the document, and press <Scan>.

%For details on loading documents, refer to Chapter 2,

"Loading Documents" in the Quick Guide.

%Set the document type, contrast, and resolution as neces-

sary. For details, refer to page 2-15.

2Specify advanced settings such as changing the file format, as necessary. For details, refer to page 3-5.

3Press the [PC/USB] tab, and then [FTP].

FTP server

Network

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Konica Minolta 240F User manual

Konica Minolta 240F User manual

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