Lexmark X500 User manual

www.lexmark.com
X500 Series Scan Destination and
Alert Message Setup Guide
July 2007
Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc.,
registered in the United States and/or other countries.
© 2007 Lexmark International, Inc.
All rights reserved.
740 West New Circle Road
Lexington, Kentucky 40550

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Product name:
Lexmark X500n
Product name:
Lexmark X502n
Machine type:
7100
Model(s):
010
110
Edition: July 2007
The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK
INTERNATIONAL, INC., PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not
apply to you.
This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these
changes will be incorporated in later editions. Improvements or changes in the products or the programs described may be made at any time.
For Lexmark technical support, visit support.lexmark.com.
For information on supplies and downloads, visit www.lexmark.com.
If you don't have access to the Internet, you can contact Lexmark by mail:
Lexmark International, Inc.
Bldg 004-2/CSC
740 New Circle Road NW
Lexington, KY 40550
References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all
countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product,
program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual
property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except
those expressly designated by the manufacturer, are the user’s responsibility.
© 2007 Lexmark International, Inc.
All rights reserved.
UNITED STATES GOVERNMENT RIGHTS
This software and any accompanying documentation provided under this agreement are commercial computer software and documentation
developed exclusively at private expense.

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Contents
Chapter 1: Overview ........................................................................................................... 4
Chapter 2: Scanning to e-mail ........................................................................................... 6
Sample e-mails ................................................................................................................................................ 7
Chapter 3: Scanning to FTP ............................................................................................... 8
Chapter 4: Scanning to a computer ................................................................................ 10
Sharing a folder in Windows XP .................................................................................................................... 10
Setting up Scan to PC on the Embedded Web Server .................................................................................. 11
Chapter 5: Setting up the fax dial settings ..................................................................... 13
Chapter 6: Setting up an alerts message ....................................................................... 15
Sample alert message ................................................................................................................................... 16
Chapter 7: Configuring SMTP .......................................................................................... 17

Overview
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1Overview
All of the features described in this guide must be set up through the Embedded Web Server. To access the Embedded
Web Server:
1Open a Web browser.
2In the address bar, type the network printer or print server IP address, and then press Enter.
If you do not know the IP address of the printer, it can be determined by printing a configuration page from the printer. To
print the configuration page:
1Make sure the printer is on and Ready appears.
2From the control panel, press .
3Press or repeatedly until Reports Print appears, and then press .
4Press or repeatedly until Configuration Page appears, and then press .
After the Configuration Page prints, Ready appears. The IP address can be found on the right side of the first page.
After you open the Embedded Web page, select Scan Destination from the Directory menu on the left side of the page to
set up a new scan destination.

Overview
5
Overview
Under the New Destination label, open the drop-down menu labeled Add New Type. Select the type of scan destination
you would like to add, and then see the corresponding section of this guide for further instructions.
To set up Alerts Message or SMTP settings, see Setting up an alerts message on page 15 and Configuring SMTP on
page 17.

Scanning to e-mail
6
2Scanning to e-mail
Note: SMTP must be configured to use this function. For more information, see Configuring SMTP on
page 17.
Once Email is selected from the Add New Type drop-down menu, you will see the following information that needs to be
completed:
Field Description
One Touch Button Select a number 1–20 from the list. Once selected, this number corresponds to the button
on the printer that you press when you want to access this recipient.
Full Name (Required) The name that appears on the printer display when this recipient is chosen
E-mail Address (Required) This is where you enter the e-mail address of the recipient.

Sample e-mails
7
Scanning to e-mail
Sample e-mails
The following section shows the format in which the printer sends e-mail messages. Text in quotes refers to the name of the
field where this information is entered by the user. Unless noted in parentheses, these fields are located on the Scan to
E-mail setup page.
Scan to e-mail
From: "Display Name" <"Sender">
To: "E-mail Address"
Subject: "Subject"
Body:
[Attached file of specified format]
Notification e-mail
From: <"System Admin E-mail"> (Located in SMTP settings)
To: "Sender"
Subject: Push Scan Notify
Body:
Job : Scan To E-Mail, "E-mail Address"
Job : Action Success
Sender (Optional) This field lets you enter the e-mail address that you want the message to appear to be
sent from. When the recipient receives the e-mail message, this address will be shown as
the sender of the message. If you leave this field blank, it will use the recipient address as
the sender address.
Note: Some e-mail services require a valid e-mail address in this field. If you configure
your SMTP settings to use a particular e-mail provider's SMTP server, and the feature
does not work, you may need to enter a valid e-mail address from the same e-mail
provider. For example, if you are using the SMTP server smtp.youremailprovider.com, you
may need a valid sender address such as [e-mail] in this field.
A notification will also be sent to this address telling the user if the scan to e-mail function
was successful. If this field is left blank, no notification e-mail can be sent. If you choose to
enter an e-mail address here, be sure that it is a valid e-mail address, or this function will
not work.
Subject (Required): The subject that appears in the e-mail message
Display Name (Optional) The name that is displayed as the sender of the message
File Format for Color Lets you select what format you want to use to save your color scans
File Format for B/W Lets you select what format you want to use to save your black and white scans
Please Enter Administrator
Password
Enter the printer administrator password if one is set. By default there is no password, and
you can leave this field blank.
Field Description

Scanning to FTP
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3Scanning to FTP
Once FTP is selected from the Add New Type drop-down menu, you will see the following information that needs to be
completed:
Field Description
One Touch Button Select a number 1–20 from the list. Once selected, this number corresponds to the button
on the printer that you press when you want to access this FTP server.
Full Name (Required) The name that appears on the printer display when this FTP server is chosen
Hostname or IP Address
(Required)
The hostname or IP address of the FTP server you want to scan to
File Format for Color Lets you select what format you want to use to save your color scans
File Format for B/W Lets you select what format you want to use to save your black and white scans
FTP User Name (Optional) Enter your user name here if your FTP server requires you to log in.

Scanning to FTP
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Scanning to FTP
Password (Optional) Enter your password here if your FTP server requires you to log in.
Directory (Optional) Type the path to the subdirectory in which you want the files saved. If there is a folder
named Lexmark in your home directory and a folder named Scans in the Lexmark folder,
you could save files here by typing \Lexmark\Scans in this field.
Display Name (Optional) Enter your display name for the FTP Server.
Sender (Optional) Enter sender information for the FTP server.
Please Enter Administrator
Password
Enter the printer administrator password, if one is set. By default there is no password,
and you can leave this field blank.
Field Description

Scanning to a computer
10
4Scanning to a computer
Sharing a folder in Windows XP
In order to scan to a computer, you must send the files to a shared folder on your computer. To share a folder on your
computer:
1Right-click the folder, and then select Properties.
2Select the Sharing tab.
3Under the Network Sharing and Security Section, make sure that Share this folder on the network and Allow
network users to change my files are both selected. The Share name is the name used when scanning to this
folder. By default, the share name is the same as the folder name.
Note: If you do not see these options under the Sharing tab, it could be because sharing is not enabled. If
so, you will see a link that will allow you to enable sharing with the option of using the sharing wizard.

Setting up Scan to PC on the Embedded Web Server
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Scanning to a computer
Setting up Scan to PC on the Embedded Web Server
Once PC is selected from the Add New Type drop-down menu, you will see the following information that needs to be
completed:
Field Description
One Touch Button Select a number 1–20 from the list. Once selected, this number corresponds to the button
on the printer that you press when you want to scan to this computer.
Full Name (Required) The name that appears on the printer display when this computer is chosen
Service Name (Required) The first field is where you enter the computer name or the IP address of the computer
where the shared folder is located.
The second field is for the share name of the shared folder on the computer.
Note: Do not enter a drive letter or file path for the second field, only the share name. The
location of the folder on the computer does not matter, it will be located by using the share
name.
User Name (Optional) If the shared resource is protected, you can enter a user name here.
Password (Optional) If the shared resource is protected, you can enter a password here.

Setting up Scan to PC on the Embedded Web Server
12
Scanning to a computer
Directory (Optional) Type the path to the subdirectory in which you want the files saved. If there is a folder
named Lexmark in your shared folder and a folder named Scans in the Lexmark folder,
you could save files here by typing \Lexmark\Scans in this field.
File Format for Color Lets you select what format you want to use to save your color scans
File Format for B/W Lets you select what format you want to use to save your black and white scans
Please Enter Administrator
Password
Enter the printer administrator password, if one is set. By default there is no password,
and you can leave this field blank.
Field Description

Setting up the fax dial settings
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5Setting up the fax dial settings
Once Fax is selected from the Add New Type drop down menu, you will see the following information that needs to be
completed:
Field Description
Quick Dial Select a number 1–20 from the list. Once selected, this number corresponds to the button
on the printer that you press when you want to access this recipient.
Speed Dial Select a number 1-50 from the list. Once selected, this number stores the recipient
information in the directory, which is accessed by pressing the directory button on the
printer.
Name Enter the name of the recipient.

Setting up the fax dial settings
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Setting up the fax dial settings
Fax Number Enter the fax number of the recipient.
Please Enter Administrator
Password
Enter the printer administrator password, if one is set. By default there is no password,
and you can leave this field blank.
Field Description

Setting up an alerts message
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6Setting up an alerts message
Note: SMTP must be configured to use this function. For more information, see Configuring SMTP on
page 17.
To set up alerts messages for this printer:
1Access the Embedded Web Server.
2From the Network Setup menu, click the link labeled Alerts Message.
The checkboxes located below these fields correspond to the types of alert that this address is going to receive. Select all
of the alerts that you want to be sent for each user by selecting the box next to the description. All boxes that are checked
Field Description
Display Name The name that is displayed as the sender of the alert message
Email Address The e-mail address that the alert message is sent to
Please Enter Administrator
Password
Enter the printer administrator password if one is set. By default there is no password, and
you can leave this field blank.

Sample alert message
16
Setting up an alerts message
will be sent to this address. It is possible to send different alerts to two different users by setting up Alert 1 and Alert 2
separately.
Sample alert message
The following shows the format of an alert message for an open cover. Text in quotes refers to the name of the field where
this information is entered by the user. Unless noted in parentheses, these fields are located on the Alerts Message setup
page.
From: "Display Name", < "System Admin E-mail" >
(System Admin Email field located on SMTP setup page)
To: "E-mail Address"
Subject: Alert Message - <Cover Open>
Body:
DEVICE NAME: "System Name" (Located on SNMP setup page)
DEVICE MODEL: Lexmark X500 Series
MAC ADDRESS: 00:00:00:00:00:00 (Printer Mac Address)
LOCATION: "System Location" (Located on SNMP setup page)
Device has detected:
!!!! <Cover Front Open> !!!!

Configuring SMTP
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7Configuring SMTP
To configure SMTP settings, select SMTP from the Network Setup menu on the left side of the Web page, and then fill in
the information as described. This must be set up in order for scan to e-mail or alerts messages to function. Most of this
information can be found on your e-mail service provider's Web site.
Field Description
Primary SMTP Server Enter the address of your SMTP server. This information can be found by contacting your
e-mail provider or looking on their Web site.
Port Number The port that your SMTP server uses. Unless it is specified otherwise by your e-mail
provider, leave this number set to 25.
Authentication Method Some SMTP servers require authentication. If your e-mail provider requires
authentication, select the appropriate method from the drop-down list.
User Name The user name for SMTP Authentication. If authentication is not required, this field is left
blank.
Password The password for SMTP Authentication. If authentication is not required, this field is left
blank.

Configuring SMTP
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Configuring SMTP
System Admin E-mail Enter the e-mail address of the system administrator. Any e-mail notifications sent by the
printer (alert message or scan to e-mail notification) will use the address entered in this
field as the sender of the message. If you enter [e-mail] in this
field, the notification will appear as though [e-mail] sent the
message himself. If this field is left blank, the recipient of the notification will have his
address listed as the sender, and the message will appear to be an e-mail that the
recipient sent to themselves. If an e-mail address is entered here, it must be a valid e-mail
address for this function to work properly.
Timeout [seconds] The number of seconds the system waits for timeout.
Please Enter Administrator
Password
Enter the printer administrator password if one is set. By default there is no password, and
you can leave this field blank.
Field Description