Konica Minolta IF-118 User manual

IF-118

User’s

Guide

Contents

IF-118 i

Contents

1 Introduction

1.1 Welcome ........................................................................................1-1

Trademark Acknowledgements..................................................1-1

About PageScope Light..............................................................1-1

2 Overview

2.1 Scan to E-mail ...............................................................................2-1

2.2 Scan to Server (FTP).....................................................................2-2

2.3 Internet Faxing ..............................................................................2-4

2.4 Direct Fax Transmission ..............................................................2-5

2.5 System Requirements ..................................................................2-6

System Requirements ................................................................2-6

2.6 Control Panel Parts and Their Functions ...................................2-7

2.6.1 Names of Control Panel Parts and Their Functions ...................2-7

2.6.2 About the Display .......................................................................2-9

Symbol list ..................................................................................2-9

2.6.3 Entering Text Characters..........................................................2-10

Key Operation...........................................................................2-10

Text Entry Example ..................................................................2-12

Notes on Entering and Correcting Text Input ...........................2-13

2.7 Using PageScope Light..............................................................2-14

2.7.1 What is PageScope Light? .......................................................2-14

2.7.2 System Requirements ..............................................................2-15

2.7.3 Accessing PageScope Light.....................................................2-15

2.7.4 Using PageScope Light............................................................2-15

2.7.5 About the Screen Layout..........................................................2-16

2.7.6 Logging In as an Administrator.................................................2-17

Logging In to Administrator Mode.............................................2-17

Contents

ii IF-118

3 Getting Ready

3.1 Connecting to a LAN Network..................................................... 3-1

Connecting the LAN Cable ........................................................ 3-1

3.2 Specifying the Network Settings................................................. 3-2

3.2.1 Quick Overview of the Network Settings.................................... 3-2

3.2.2 Using the Control Panel To Specify Settings ............................. 3-8

3.2.2.1 Network Settings........................................................................ 3-8

Setting the IP Address ............................................................... 3-8

Specifying the Subnet Mask .................................................... 3-10

Specifying the (Default) Gateway ............................................ 3-10

Specifying the DNS Configuration ........................................... 3-11

Specifying the Gateway Transmission Setting......................... 3-11

3.2.2.2 Specifying the E-mail Settings (“E-MAIL SETTING 1” Menu).. 3-12

Registering the Sender’s Name ............................................... 3-12

Registering the E-mail Address of the Sender......................... 3-13

Specifying the SMTP Server Address...................................... 3-13

Specifying the SMTP Port Number

(“SMTP PORT NO.” Function) ................................................. 3-14

Specifying the Timeout Period for the SMTP Server

(“SMTP TIMEOUT” Function) .................................................. 3-14

Specifying Whether or Not To Insert a Text Description

(“TEXT INSERT” Function)...................................................... 3-15

Specifying the Default Subject Line ......................................... 3-15

Specifying the E-mail Mode Settings ....................................... 3-16

3.2.2.3 Specifying Other E-mail Settings

(“E-MAIL SETTING 2” Menu)................................................... 3-18

Specifying the POP3 Server Address ...................................... 3-18

Specifying the POP3 Port Number

(“POP3 PORT NO.” Function) ................................................. 3-19

Specifying the Timeout Period for the POP3 Server

(“POP3 TIMEOUT” Function)................................................... 3-19

Specifying the POP3 Account Name ....................................... 3-20

Specifying the POP3 Password............................................... 3-20

Setting Up Auto Reception....................................................... 3-21

Specifying the Address for Result Notifications ....................... 3-21

Specifying Whether or Not To Print Header Information

(“HEADER PRINT” Function)................................................... 3-22

3.2.3 Specifying Settings Using PageScope Light............................ 3-23

3.2.3.1 “Network” tab ........................................................................... 3-23

TCP/IP Configuration ............................................................... 3-23

SMTP & POP3 Configuration................................................... 3-25

FTP & DNS Configuration........................................................ 3-27

Contents

IF-118 iii

3.2.3.2 “Fax” tab ...................................................................................3-28

Fax Configuration .....................................................................3-28

3.2.3.3 “Scan” tab.................................................................................3-29

File Destination Setting.............................................................3-29

3.3 Adding Destinations ...................................................................3-32

3.3.1 Using the Control Panel To Add Addresses.............................3-32

Specifying the Settings for a One-Touch Dial Key ...................3-32

Specifying the Settings for a Speed Dial Number ....................3-34

Specifying the Settings for a Group Dial Key ...........................3-36

3.3.2 Using PageScope Light To Add Addresses .............................3-38

Specifying Settings for One-Touch Dialing...............................3-38

Adding a New One-Touch Dial Setting.....................................3-39

Specifying the Settings for Speed Dialling................................3-41

Adding a New Speed Dial Setting ............................................3-42

Specifying the Settings for Group Dialling................................3-44

Adding a New Group Dial Setting.............................................3-44

Specifying the Setting for Speed Dialing (FTP Server) ............3-46

Adding a New Speed Dial (FTP Server) Setting.......................3-46

Downloading and Uploading the Destination List.....................3-49

4 Using Scan to E-mail Operations

4.1 Transmission Procedures............................................................4-2

4.1.1 Using the Automatic Document Feeder......................................4-2

4.1.2 Using the Original Glass.............................................................4-4

4.1.3 Changing the Scan Mode Settings.............................................4-6

4.1.4 Changing the Scanned Image Size............................................4-7

4.1.5 Specifying the Default Settings for the Scan Settings ................4-7

Specifying the Resolution...........................................................4-7

Specifying the Data Format........................................................4-8

Specifying the Encoding Method................................................4-8

4.1.6 If Memory Becomes Full While Scanning...................................4-9

4.2 Specifying the Destination Using One-Touch Dial Keys.........4-10

4.3 Specifying the Destination Using Speed Dial Numbers..........4-11

4.4 Specifying the Destination Using Group Dial Keys .................4-12

4.5 Specifying the Destination Using the

Tel Book {Phone Book} ..............................................................4-13

Searching the Tel Book {Phone Book} .....................................4-14

Contents

iv IF-118

5 Using Scan to Server (FTP) Operations

5.1 Procedure for Scanning to a Server ........................................... 5-2

5.1.1 Using the Automatic Document Feeder..................................... 5-2

5.1.2 Using the Original Glass ............................................................ 5-4

5.1.3 If Memory Becomes Full While Scanning .................................. 5-6

6 Using Internet Faxing Operations

6.1 Procedure for Sending Internet Faxes ....................................... 6-2

6.1.1 Using the Automatic Document Feeder..................................... 6-2

6.1.2 Using the Original Glass ............................................................ 6-3

6.1.3 Fax Resolution Settings............................................................. 6-5

Adjusting the Fax Resolution ..................................................... 6-5

6.1.4 Changing the Transmission Mode Settings ............................... 6-6

6.1.5 If Memory Becomes Full While Scanning .................................. 6-8

6.2 Specifying the Destination Using Programmed Dialing ........... 6-9

6.3 Sending a Document to Multiple Destinations

(Broadcast Transmission) ........................................................... 6-9

6.3.1 Using Broadcast Transmission .................................................. 6-9

6.4 Sending a Document at a Specified Time

(Timer Transmission)................................................................. 6-12

6.4.1 Using Timer Transmission ....................................................... 6-12

6.5 Cancelling (Deleting) a Document Queued for Timer

Transmission .............................................................................. 6-14

6.5.1 Cancelling a Queued Document .............................................. 6-14

6.6 Relay Broadcast Transmission ................................................. 6-15

6.7 Receiving Internet Faxes ........................................................... 6-16

6.7.1 Types of E-mail Messages That Can Be Received ................. 6-16

6.7.2 Auto Reception ........................................................................ 6-17

6.7.3 Manual Reception .................................................................... 6-17

Checking E-mail Manually ....................................................... 6-17

6.8 Forwarding Fax Documents ...................................................... 6-19

6.8.1 Using the Forwarding Function................................................ 6-20

Contents

IF-118 v

7 Direct Fax Transmission

7.1 About Unimessage Pro I-Net Portal ............................................7-1

7.2 Using Unimessage Pro I-Net Portal.............................................7-1

8 Checking the Transmission/Reception Results

8.1 Checking the Transmission Results ...........................................8-1

9 Operation Error Messages

9.1 Common Messages and Their Remedies ...................................9-1

9.2 Troubleshooting............................................................................9-3

Scan to E-mail Transmission......................................................9-3

Internet Fax Transmission..........................................................9-3

Internet Fax Reception ...............................................................9-4

Direct Fax Transmission (Gateway TX)......................................9-5

PageScope Light ........................................................................9-5

10 Appendix

10.1 Specifications..............................................................................10-1

Scan to E-mail / Scan to Server ...............................................10-1

Internet Fax ..............................................................................10-1

11 Index

Contents

vi IF-118

Introduction

1

IF-118 1-1

1 Introduction

1.1 Welcome

This manual provides information on using the network application

functions when using the Internet or an intranet.

Read these instructions thoroughly before using the functions.

For instructions on using the copier itself and for general safety

precautions, refer to the manual provided with the fax unit.

Store this manual and the enclosed CD-ROM in a safe location for future

reference.

Trademark Acknowledgements

PageScope is trademark of KONICA MINOLTA BUSINESS

TECHNOLOGIES, INC.

Ethernet is a registered trademark of Xerox Corporation.

PCL is a registered trademark of Hewlett-Packard Company.

Microsoft, Windows, and Windows NT are registered trademarks of

Microsoft Corporation.

Netscape Communications, the Netscape Communications logo,

Netscape Navigator, Netscape Communicator, and Netscape are

trademarks of Netscape Communications Corporation.

Novell and NetWare are registered trademarks of Novell, Inc.

Unimessage is a registered trademark of Wordcraft International Limited.

All other product names are trademarks or registered trademarks of their

respective holders.

The information contained in this manual is subject to change without

notice.

About PageScope Light

If a network interface card (NIC) is installed, you can use the PageScope

Light network utility. PageScope Light is a network utility that allows you

to modify network and other settings over the network instead of from the

device itself.

1

Introduction

1-2 IF-118

All you need in order to use PageScope Light is a Web browser (Internet

Explorer or Netscape Navigator) installed on your computer. It is not

necessary for any special software to be installed. For instructions on

using PageScope Light, refer to “Using PageScope Light” on page 2-14.

✎

Note

No part of this manual may be copied or reproduced, either in part or

in whole, without prior permission.

The contents of this manual are subject to change without notice.

No part of the manual may be reproduced or modified without prior

permission.

Screen images used in this manual may differ from the actual screen

display.

Information provided within { } in this manual are for models using inch

measurements.

Overview

2

IF-118 2-1

2Overview

The scan function makes it possible to easily convert paper documents

into electronic documents and file them in an electronic filing system that

makes it much easier to access the information. The scanned images

(scan data) are stored in TIFF or PDF format and can be sent to

computers over a network.

Scan data can be sent in the following ways. Select the method best

suited to your network environment or purpose.

2.1 Scan to E-mail

G The scan data is sent as TIFF or PDF e-mail attachments to other

computers on the network or over the Internet.

G This method requires that a mail server is available over the network.

Mail Server

Client Computer

Intranet

Internet

2

Overview

2-2 IF-118

2.2 Scan to Server (FTP)

G The scan data is uploaded, as TIFF or PDF files, to the specified folder

on an FTP server.

G This method requires that an FTP server is available over the network.

G The scan data can also be sent to an FTP server that is accessed via

a proxy server.

FTP Server

Intranet

Internet

FTP Server

Overview

2

IF-118 2-3

G In addition, the system can be set to send to as many as 10 specified

recipients a notification of the FTP server address where the data was

uploaded.

Mail Server

Intranet

Internet

Client Computer

FTP Server

2

Overview

2-4 IF-118

2.3 Internet Faxing

G Unlike fax machines that use telephone lines, Internet faxing can send

and receive fax images over the Internet. The Internet fax service uses

Internet e-mail services to send and receive fax images. An Internet

fax service transmits scanned images as TIFF-F files attached to e-

mail messages and sends them to the desired Internet fax destination.

The Internet fax service that receives the e-mail messages then prints

the files when they are received.

G Since Internet fax uses e-mail to send the fax images, Internet faxes

can also be sent to e-mail addresses as well as other Internet fax

services. The person that receives the Internet fax will receive the fax

images as e-mail attachments using their e-mail software.

Mail Server

Intranet

Internet

Internet Fax

Client Computer

Mail Server

Terminal

Overview

2

IF-118 2-5

2.4 Direct Fax Transmission

G With this operation, documents created with word-processing software

and other applications can be sent directly a fax machine simply by

specifying the phone (fax) number, without having to print the

document.

It is also possible to check on the status of a fax transmission from

your computer.

G The destination can be an e-mail address or traditional fax (phone)

number.

G In order to use the Direct Fax function, the optional Unimessage Pro I-

Net Portal software must be installed. After checking that the network

environment meets the network requirements, go to Network Settings

or Unimessage Pro I-Net Portal setup.

Client Computer

Fax Transmission

Phone Line

Fax Terminal

Network Line

2

Overview

2-6 IF-118

2.5 System Requirements

The following system environment is required in order to use the Internet

fax or network scanning functions.

✎

Tip

TCP/IP connections must be enabled in order to use the Internet fax

or network scanning functions.

The copier must be connected to a phone line in order to use functions

that require a phone line connection.

System Requirements

Functions available when the Internet Fax & Network Scan Kit is installed

Scan to E-mail

Scan to Server

(FTP)

Internet Faxing Direct Fax

Required

environment

for image data

transmission

Mail server

(SMTP server)

• FTP server

• In order to

use e-mail

notifications,

a mail server

(SMTP

server) is

required.

Mail server

(POP3 server,

SMTP server)

Unimessage

Pro I-Net Portal

software

(Optional)

Required

environment

for image data

importing

E-mail client FTP client Internet fax

terminal

-

Overview

2

IF-118 2-7

2.6 Control Panel Parts and Their Functions

2.6.1 Names of Control Panel Parts and Their Functions

*The above illustration shows the model for the United Kingdom.

1 234

5

No. Part Name Function

1 [RESOLUTION] key Used to select the image quality (transmission resolution)

for the Internet fax function.

2 [TEL BOOK] key

{[PHONE BOOK]}

Searches for and displays addresses programmed in one-

touch dial, group dial, and speed dial.

3 [FAX SET] key Used to switch between different function settings screens.

“Sending a Document to Multiple Destinations (Broadcast

Transmission)” on page 6-9, “Sending a Document at a

Specified Time (Timer Transmission)” on page 6-12,

“Cancelling (Deleting) a Document Queued for Timer

Transmission” on page 6-14, “Receiving Internet Faxes”

on page 6-16

4 [SPEED DIAL] key Used to specify destinations previously programmed with a

3-digit number.

5 One-touch dial keys Used to specify previously programmed destinations.

2

Overview

2-8 IF-118

*The above illustration shows the model for the United Kingdom.

169612

10

713

11

14 1715

19 20

8

18

No. Part Name Function

6 “ERROR” indicator Lights up if an error has occurred.

7 [STATUS] key Used to check the status of a transmission.

8 [UTILITY] key Used to display the different Utility mode screens.

MACHINE SETTING, FAX REGISTRATION, E-MAIL

SETTING 1, E-MAIL SETTING 2, NETWORK SETTING,

SCAN SETTING

9 Display Displays settings details, such as e-mail addresses,

settings menus, and error messages.

10 and keys

[DENSITY SET] key

Used to specify the scanning mode when using the

network scanning functions. Used to select the item to the

left or right of the current position in settings screens.

11 and keys

[ZOOM] key

Used to select the item above or below the current position

in settings screens or lists.

12 [YES] key Used to confirm settings.

13 [NO/CLEAR] key Used to delete characters or numbers that have been

entered in a setting field. Used to return to the previous

screen.

14 [SCAN] key Used to switch between different scan modes. This key

lights up in green to indicate that the copier is in Scan

mode.

15 [FAX] key Used to send scan data or receive e-mail messages when

using the Internet fax function.

16 10-key pad Used to enter settings values. Used to enter numbers/

characters. E-mail addresses and other text can be

entered with these keys.

Used to enter speed dial numbers.

17 [123/ABC] key Used to switch between number and character entry.

18 [START] key Used to start scanning, or send mesages/files.

19 [STOP] key Used to stop the scanning of documents, stop sending or

receiving, or to stop printing.

20 [AUTO RESET] key Used to cancel all current operations.

Overview

2

IF-118 2-9

2.6.2 About the Display

Symbol list

1

2

1

2

No. Display Indication Description

1 Mode or function

name

• Displays the currently selected mode or function setting.

• Displays the current settings menu or option.

• If an error occurs, displays the error message.

• During standby, displays the date and the amount of

memory available.

2 Message area Displays messages such as operating instructions.

Symbol Description

Sending/receiving e-

mail messages

An e-mail message is being sent or received.

In standby for timer

transmission

An e-mail message is queued for timer transmission.

2

Overview

2-10 IF-118

2.6.3 Entering Text Characters

This section describes how to enter text characters when registering a

destination or when entering names, for example, for one-touch dial keys.

Key Operation

The 10-key pad can be used to enter numbers, text, and symbols.

Press the [123/ABC] key to switch the input mode of the 10-key pad

between numbers and letters/symbols.

When entering numbers, “[1]” appears in the display.

When entering letters or symbols, “[A]” appears in the display.

The following lists show the characters available with each key of the 10-

key pad.

For fax number and e-mail address input:

* Repeatedly press the 10-key pad key to scroll through the available characters and symbols

until the desired character appears in the display.

10-key pad key Available characters*

1 @ . (period) @ _ (underscore) - (hyphen) 1

2 ABC ABC2abc

3DEF DEF3def

4GHI GHI4ghi

5JKL JKL5jkl

6MNO MNO6mno

7PQRS PQRS7pqrs

8TUV TUV8tuv

9 WXYZ WXYZ9wxyz

0 Space (space) 0

+&/ =!?( )%[ ]^‘’{ }|˜$

##

Overview

2

IF-118 2-11

For recipient names:

Metric models

Inch models

* Repeatedly press the 10-key pad key to scroll through the available characters and symbols

until the desired character appears in the display.

10-key pad key Available characters*

1 @ . (period) @ _ (underscore) - (hyphen) 1

2 ABC ABC2abcÄäÅåÆæàÇç

3 DEF DEF3defÉéè

4GHI GHI4ghiìíî

5 JKL JKL5jkl

6 MNO MNO6mnoÑñÖöØøò

7 PQRS PQRS7pqrsß

8TUV TUV8tuvÜüùú

9 WXYZ WXYZ9wxyz

0 Space (space) 0

+&/ =!?( )%[ ]^‘’{ }|˜$,:;<>"¿£

##

10-key pad Available characters*

1 @ . (period) @ _ (underscore) - (hyphen) 1

2 ABC ABC2abc

3 DEF DEF3def

4GHI GHI4ghi

5 JKL JKL5jkl

6 MNO MNO6mno

7 PQRS PQRS7pqrs

8TUV TUV8tuv

9 WXYZ WXYZ9wxyz

0 Space (space) 0

+&/ =!?( )%[ ]^‘’{ }|˜$,:;<>"¿£

##

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Konica Minolta IF-118 User manual

Konica Minolta IF-118 User manual

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