Oce VarioLink 5022 User manual

Critical Link
Océ
Network Scan/
Fax/ Network
Fax Operations
User’s
Guide
VarioLink 5022
VarioLink 4222
VarioLink 3622

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Introduction
Thank you for purchasing this machine.
This User’s Guide describes the operating instructions, precautions for proper operation, and simple
troubleshooting of the network scan/fax/network fax operations of VL5022/VL4222/VL3622. In order to allow
functionality of this product fully and to use it effectively, please read this User’s Guide as necessary.
In order to operate the machine safely and properly, be sure to read the Quick Guide
[Copy/Print/Fax/Scan/Box Operations].
For descriptions on trademarks and copyrights, refer to the accompanying [Trademarks/Copyrights].
Illustrations shown in the User’s Guide may differ from actual machine.

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To check on the function you want to use
This manual contains details on setting up the functions.
Understanding general operation flow
This manual provides a separate chapter "Operation flow" to describe how to use the major functions of this
machine. The flow charts in the chapter help to understand the general flow of operations such as scan and
fax transmission.
Clicking the link in the flow chart takes you to the relevant pages of the function to see more details about
the function settings.

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Using menu trees
Various functions can be specified for this machine. To find out the specific setting items under certain
button, or the list of items that can be specified, refer to the "Menu tree" page. On the menu tree pages, there
is a hierarchy of functions under one button. Clicking the link in the menu tree takes you to the relevant pages
of the function to see more details about the function settings.

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Contents
Introduction
To check on the function you want to use ...........................................................................................................x-2
Understanding general operation flow ....................................................................................................x-2
Using menu trees .....................................................................................................................................x-3
Contents ..................................................................................................................................................................x-4
About this manual.................................................................................................................................................x-17
Contents ................................................................................................................................................x-17
Functions covered in this manual ..........................................................................................................x-18
Network Scan functions ........................................................................................................................x-18
G3 fax function ......................................................................................................................................x-18
Network Fax function ............................................................................................................................x-18
Representation of product name ...........................................................................................................x-18
Explanation of manual conventions .......................................................................................................x-19
User’s Guides........................................................................................................................................................x-21
Printed manual .......................................................................................................................................x-21
User’s Guide CD manuals .....................................................................................................................x-21
1 Before using Network Scan/Fax/Network Fax functions
1.1 Information before saving documents................................................................................................ 1-2
1.1.1 Transmission functions.............................................................................................................................1-2
Function type............................................................................................................................................1-2
Precautions for using fax function (G3) ....................................................................................................1-2
Precautions for using network fax............................................................................................................1-2
Precautions for using Internet fax.............................................................................................................1-2
Precautions for using IP Address Fax ......................................................................................................1-3
1.1.2 User authentication...................................................................................................................................1-3
Machine authentication ............................................................................................................................1-3
External server authentication ..................................................................................................................1-4
Account track ...........................................................................................................................................1-4
1.1.3 Limitation on file name..............................................................................................................................1-5
1.2 Overview ................................................................................................................................................ 1-6
1.2.1 Available Network Scan functions ............................................................................................................1-6
Scan to E-Mail ..........................................................................................................................................1-6
FTP TX ......................................................................................................................................................1-6
SMB TX.....................................................................................................................................................1-7
Save in User Box ......................................................................................................................................1-7
WebDAV TX ..............................................................................................................................................1-8
Web Service..............................................................................................................................................1-8
1.2.2 Available Fax functions.............................................................................................................................1-9
G3 fax transmission/reception..................................................................................................................1-9
Polling .......................................................................................................................................................1-9
1.2.3 Available Network Fax functions ............................................................................................................1-10
Internet Fax.............................................................................................................................................1-10
IP Address Fax .......................................................................................................................................1-10
2 Control panel/touch panel
2.1 Control panel......................................................................................................................................... 2-2
2.2 Touch panel........................................................................................................................................... 2-4
2.2.1 Screen layout............................................................................................................................................2-4
Icons on the touch panel ..........................................................................................................................2-4
2.2.2 Display with/without optional settings......................................................................................................2-5
Without fax kit...........................................................................................................................................2-5
With fax kit................................................................................................................................................2-5
2.2.3 Display and operation of the left panel.....................................................................................................2-6
Job List .....................................................................................................................................................2-6

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Job List - Delete .......................................................................................................................................2-7
Job List - Job Details................................................................................................................................2-7
Check Job - Check Job Settings ...........................................................................................................2-11
Check Job - Check Job Settings - Destination Settings........................................................................2-12
Check Job - Check Job Settings - Scan Settings..................................................................................2-12
Check Job - Check Job Settings - Original Settings..............................................................................2-12
Check Job - Check Job Settings - Communication Settings ................................................................2-13
Check Job - Check Job Settings - Check E-Mail Settings ....................................................................2-13
3 Registration of basic information
3.1 To begin operation ............................................................................................................................... 3-2
3.1.1 Required environment and equipment .....................................................................................................3-2
3.1.2 Network connection and settings.............................................................................................................3-2
Network connection .................................................................................................................................3-2
Network settings.......................................................................................................................................3-2
Specifying the E-Mail address of the machine.........................................................................................3-3
3.1.3 Connecting a modular cable ....................................................................................................................3-3
3.2 Address Registration............................................................................................................................ 3-4
3.2.1 Address Book ...........................................................................................................................................3-4
3.2.2 Group........................................................................................................................................................3-4
3.3 Optional settings................................................................................................................................... 3-5
Fax/Scan programs ..................................................................................................................................3-5
Setting display contents ...........................................................................................................................3-5
3.4 Using Web services .............................................................................................................................. 3-6
3.4.1 Settings required for using Web services.................................................................................................3-6
3.4.2 Installing the driver of this machine on the computer ..............................................................................3-6
Pre-installation checking ..........................................................................................................................3-6
Installation procedure ...............................................................................................................................3-7
4 Transmitting data
4.1 Operation flow....................................................................................................................................... 4-2
4.1.1 Scan/Network fax .....................................................................................................................................4-2
4.1.2 Fax (G3) ....................................................................................................................................................4-3
4.1.3 Recalling a program..................................................................................................................................4-5
4.1.4 Broadcasting ............................................................................................................................................4-7
4.2 Menu tree in Fax/Scan mode............................................................................................................... 4-9
Address Book tab.....................................................................................................................................4-9
Direct Input tab .........................................................................................................................................4-9
Job History tab .......................................................................................................................................4-10
Address Search tab ................................................................................................................................4-11
Off-Hook tab...........................................................................................................................................4-11
Scan Settings .........................................................................................................................................4-11
Original Settings .....................................................................................................................................4-13
Communication Settings ........................................................................................................................4-14
4.3 Initial screen for fax/scan operations ............................................................................................... 4-16
4.3.1 Screen layout..........................................................................................................................................4-16
4.3.2 Address Book .........................................................................................................................................4-17
Search - Address Type...........................................................................................................................4-17
Search - Index ........................................................................................................................................4-18
Search - Detail Search............................................................................................................................4-18
Detail Search - Search Option................................................................................................................4-19
4.3.3 Direct Input .............................................................................................................................................4-19
4.3.4 Direct Input - Fax....................................................................................................................................4-20
4.3.5 Direct Input - E-Mail ...............................................................................................................................4-21
4.3.6 Direct Input - User Box...........................................................................................................................4-21
4.3.7 Direct Input - Internet Fax.......................................................................................................................4-21
RX Ability (Destination) ...........................................................................................................................4-22
4.3.8 Direct Input - IP Address Fax .................................................................................................................4-22

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4.3.9 Direct Input - PC (SMB) ..........................................................................................................................4-23
Host Name..............................................................................................................................................4-23
File Path..................................................................................................................................................4-23
User Name..............................................................................................................................................4-23
Password................................................................................................................................................4-23
Reference ...............................................................................................................................................4-23
Next Destination .....................................................................................................................................4-23
4.3.10 Direct Input - FTP ...................................................................................................................................4-24
Host Name..............................................................................................................................................4-24
File Path..................................................................................................................................................4-24
User Name..............................................................................................................................................4-24
Password................................................................................................................................................4-24
Detailed Settings ....................................................................................................................................4-25
Next Destination .....................................................................................................................................4-25
4.3.11 Direct Input - WebDAV ...........................................................................................................................4-25
Host Name..............................................................................................................................................4-25
File Path..................................................................................................................................................4-25
User Name..............................................................................................................................................4-25
Password................................................................................................................................................4-25
Detailed Settings ....................................................................................................................................4-26
Next Destination .....................................................................................................................................4-26
4.3.12 Direct Input - Web Service .....................................................................................................................4-27
Search.....................................................................................................................................................4-27
4.3.13 Job History (G3)......................................................................................................................................4-27
4.3.14 Address Search - Search .......................................................................................................................4-28
4.3.15 Address Search - Advanced Search ......................................................................................................4-28
Name ......................................................................................................................................................4-28
E-Mail Addr.............................................................................................................................................4-28
Fax Number ............................................................................................................................................4-29
Last Name ..............................................................................................................................................4-29
First Name ..............................................................................................................................................4-29
City..........................................................................................................................................................4-29
Company Name......................................................................................................................................4-29
Department.............................................................................................................................................4-29
OR/AND/STARTS WITH/ENDS WITH ....................................................................................................4-29
4.3.16 Off-Hook (G3) .........................................................................................................................................4-30
Manual transmission...............................................................................................................................4-30
4.4 Scan Settings ...................................................................................................................................... 4-31
4.4.1 Basic - Original Type ..............................................................................................................................4-31
Text.........................................................................................................................................................4-31
Text/Photo ..............................................................................................................................................4-31
Photo ......................................................................................................................................................4-31
Dot Matrix Original..................................................................................................................................4-31
4.4.2 Basic - Simplex/Duplex ..........................................................................................................................4-31
1-Sided ...................................................................................................................................................4-31
2-Sided ...................................................................................................................................................4-31
Cover + 2-Sided .....................................................................................................................................4-31
4.4.3 Basic - Resolution ..................................................................................................................................4-32
4.4.4 File Type .................................................................................................................................................4-32
File Type .................................................................................................................................................4-32
Scan Settings .........................................................................................................................................4-33
Encryption - Encryption Level, Password, Document Permissions, and Detail Settings.......................4-33
Encryption - Password ...........................................................................................................................4-33
Encryption - Document Permissions......................................................................................................4-33
Encryption - Detail Settings - Printing Allowed/Enable copying of text, images and other content ......4-34
Encryption - Detail Settings - Changes Allowed ....................................................................................4-35
Stamp Composition................................................................................................................................4-36
4.4.5 Scan Settings - Density ..........................................................................................................................4-36
4.4.6 Scan Settings - Separate Scan ..............................................................................................................4-37
4.4.7 Background Removal .............................................................................................................................4-37
4.4.8 Erase - Frame Erase ...............................................................................................................................4-38
4.4.9 Book Scan - Book Copy.........................................................................................................................4-38

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Book Spread...........................................................................................................................................4-38
Separation ..............................................................................................................................................4-38
Front Cover.............................................................................................................................................4-39
Front + Back Covers...............................................................................................................................4-39
Book Erase - Frame Erase......................................................................................................................4-39
Binding Position......................................................................................................................................4-39
4.4.10 Application - Scan Size ..........................................................................................................................4-40
Standard .................................................................................................................................................4-40
Custom Size ...........................................................................................................................................4-40
4.4.11 Application - Annotation.........................................................................................................................4-41
Selecting an annotation user box ...........................................................................................................4-41
4.4.12 Application - Stamp/Composition - Date/Time ......................................................................................4-41
Date Format............................................................................................................................................4-41
Time Format............................................................................................................................................4-41
Pages......................................................................................................................................................4-41
Text Size .................................................................................................................................................4-42
Print Position - Print Position..................................................................................................................4-42
Print Position - Fine-Tune - Adjust Position ...........................................................................................4-42
4.4.13 Application - Stamp/Composition - Page Number ................................................................................4-43
Starting Page Number ............................................................................................................................4-43
Starting Chapter Number .......................................................................................................................4-43
Page Number Type.................................................................................................................................4-43
Text Size .................................................................................................................................................4-43
Print Position - Print Position..................................................................................................................4-44
Print Position - Fine-Tune - Adjust Position ...........................................................................................4-44
4.4.14 Application - Stamp/Composition - Stamp ............................................................................................4-44
Stamp Type/Preset Stamps ...................................................................................................................4-44
Pages......................................................................................................................................................4-45
Text Size .................................................................................................................................................4-45
Print Position - Print Position..................................................................................................................4-45
Print Position - Fine-Tune - Adjust Position ...........................................................................................4-45
4.4.15 Application - Stamp/Composition - Header/Footer ...............................................................................4-46
Recall Header/Footer..............................................................................................................................4-46
Check/Change Temporarily....................................................................................................................4-46
Check/Change Temporarily - Header Settings/Footer Settings.............................................................4-47
Check/Change Temporarily - Header Settings/Footer Settings - Text ..................................................4-47
Check/Change Temporarily - Header Settings/Footer Settings - Date/Time.........................................4-47
Check/Change Temporarily - Header Settings/Footer Settings - Other ................................................4-48
Check/Change Temporarily - Pages ......................................................................................................4-48
Check/Change Temporarily - Text Size..................................................................................................4-48
Check/Change Temporarily - Print Position...........................................................................................4-48
4.4.16 Application - Send & Print ......................................................................................................................4-49
Send & Print............................................................................................................................................4-49
Copies.....................................................................................................................................................4-49
Simplex/Duplex ......................................................................................................................................4-49
Staple......................................................................................................................................................4-49
Staple - Position Setting.........................................................................................................................4-49
4.4.17 Application - TX Stamp (G3/IP/I-FAX) ....................................................................................................4-50
TX Stamp ................................................................................................................................................4-50
Printing a TX stamp ................................................................................................................................4-50
4.4.18 Neg./Pos. Reverse..................................................................................................................................4-51
To enable [Neg./Pos. Reverse] ...............................................................................................................4-51
4.4.19 Document Name (E-Mail/User Box/SMB/FTP/WebDAV/I-FAX).............................................................4-51
4.5 Original Settings ................................................................................................................................. 4-52
4.5.1 Special Original - Mixed Original ............................................................................................................4-52
4.5.2 Special Original - Z-Folded Original .......................................................................................................4-52
4.5.3 Special Original - Long Original..............................................................................................................4-52
4.5.4 Direction Settings - Original Direction ....................................................................................................4-52
4.5.5 Direction Settings - Binding Position......................................................................................................4-53
4.6 Communication Settings ................................................................................................................... 4-54
4.6.1 Line Settings (G3) ...................................................................................................................................4-54

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Overseas TX ...........................................................................................................................................4-54
ECM OFF ................................................................................................................................................4-54
V. 34 OFF................................................................................................................................................4-55
Check Dest. & Send ...............................................................................................................................4-55
Select Line ..............................................................................................................................................4-55
4.6.2 E-Mail Settings (E-Mail/I-FAX) ................................................................................................................4-56
About E-Mail settings .............................................................................................................................4-56
Document Name.....................................................................................................................................4-56
Subject....................................................................................................................................................4-56
From .......................................................................................................................................................4-57
Body .......................................................................................................................................................4-57
4.6.3 URL Notification Setting (User Box/FTP/SMB/WebDAV).......................................................................4-58
URL notification ......................................................................................................................................4-58
Detail Search ..........................................................................................................................................4-58
Direct Input .............................................................................................................................................4-58
4.6.4 Communication Method Settings (G3) ...................................................................................................4-59
Timer TX..................................................................................................................................................4-59
Polling RX - Normal ................................................................................................................................4-60
Polling RX - Bulletin ................................................................................................................................4-60
F-Code TX ..............................................................................................................................................4-61
Password TX...........................................................................................................................................4-61
Polling TX - Normal.................................................................................................................................4-62
Polling TX - Bulletin ................................................................................................................................4-62
4.6.5 E-Mail Encryption (E-Mail) ......................................................................................................................4-63
4.6.6 Digital Signature (E-Mail) ........................................................................................................................4-63
4.6.7 Fax Header Settings (G3/IP/I-FAX).........................................................................................................4-64
4.7 Redialing (G3/IP) ................................................................................................................................. 4-65
4.7.1 Redial......................................................................................................................................................4-65
4.7.2 Manual redialing .....................................................................................................................................4-65
4.7.3 Fax Retransmit (G3) ................................................................................................................................4-66
5 Receiving data (G3/IP/I-FAX)
5.1 Receiving data (G3: When the external phone is not connect) ........................................................ 5-2
5.1.1 Auto RX (fax only) .....................................................................................................................................5-2
5.2 Receiving data (G3: When the external phone is connect) ............................................................... 5-3
5.2.1 Manual RX (phone only)............................................................................................................................5-3
5.3 Receiving data (I-FAX).......................................................................................................................... 5-4
Automatic reception .................................................................................................................................5-4
Manual reception ......................................................................................................................................5-4
5.4 Receiving data (IP)................................................................................................................................ 5-5
5.5 In-memory proxy reception ................................................................................................................. 5-6
5.5.1 In-memory proxy reception ......................................................................................................................5-6
5.5.2 Forwarding jobs stored in the memory (G3) .............................................................................................5-6
5.6 Recording data upon reception .......................................................................................................... 5-7
5.6.1 To output in reduced printing ...................................................................................................................5-7
5.6.2 To output in reduced printing according to the paper size ......................................................................5-7
Step 1: Selecting the optimal paper size..................................................................................................5-8
Step 2: Selecting paper for actual printing...............................................................................................5-8
Printing limitations ..................................................................................................................................5-10
5.6.3 To output in full size................................................................................................................................5-11
5.6.4 Recording method for received data......................................................................................................5-12
5.7 Reception information........................................................................................................................ 5-13
Printed inside the original .......................................................................................................................5-13
Printed outside the original.....................................................................................................................5-13
6 Useful functions (G3/IP/I-FAX)
6.1 Memory RX (G3/IP/I-FAX) .................................................................................................................... 6-2
6.2 PC-FAX reception (G3) ......................................................................................................................... 6-3

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6.3 TSI distribution (G3).............................................................................................................................. 6-4
6.4 Confidential communication (G3)........................................................................................................ 6-5
Settings necessary for confidential reception ..........................................................................................6-5
Performing confidential reception ............................................................................................................6-5
Performing confidential transmission .......................................................................................................6-5
6.5 Relay distribution (G3) .......................................................................................................................... 6-6
6.5.1 Relay distribution ......................................................................................................................................6-6
6.5.2 To enable relay distribution ......................................................................................................................6-6
6.5.3 Transmitting faxes to a relay distribution station......................................................................................6-7
6.6 Polling TX/RX (G3) ................................................................................................................................ 6-8
6.6.1 Polling TX..................................................................................................................................................6-8
6.6.2 Polling RX .................................................................................................................................................6-8
6.7 Bulletin (G3) ........................................................................................................................................... 6-9
6.8 Sending/receiving data using extension lines (G3) ......................................................................... 6-10
6.9 Forwarding fax (G3) ............................................................................................................................ 6-11
7 Explanation of reports/lists
7.1 Types of reports/lists ........................................................................................................................... 7-2
7.1.1 Reports .....................................................................................................................................................7-2
7.1.2 List ............................................................................................................................................................7-3
7.2 Common lists ........................................................................................................................................ 7-4
7.2.1 Address Book List ....................................................................................................................................7-4
To print it out ............................................................................................................................................7-4
Output example ........................................................................................................................................7-5
Items to be printed out .............................................................................................................................7-5
7.2.2 Group List .................................................................................................................................................7-6
To print it out ............................................................................................................................................7-6
Output example ........................................................................................................................................7-6
Items to be printed out .............................................................................................................................7-7
7.2.3 Program List .............................................................................................................................................7-7
Output example ........................................................................................................................................7-8
Items to be printed out .............................................................................................................................7-8
7.3 Reports/lists common to G3/IP/I-FAX................................................................................................ 7-9
7.3.1 Activity report ...........................................................................................................................................7-9
Output example ........................................................................................................................................7-9
Items to be printed out .............................................................................................................................7-9
7.3.2 TX Result report......................................................................................................................................7-10
7.3.3 Broadcasting TX report ..........................................................................................................................7-11
7.3.4 Job Settings List.....................................................................................................................................7-11
To print it out ..........................................................................................................................................7-11
Fax settings list.......................................................................................................................................7-12
Relay list .................................................................................................................................................7-13
RX user box by sender (TSI) ...................................................................................................................7-13
List of confidential and bulletin user boxes ............................................................................................7-14
7.4 Reports output in G3 Fax operations................................................................................................ 7-15
7.4.1 Polling TX report .....................................................................................................................................7-15
7.4.2 Polling RX report.....................................................................................................................................7-15
7.4.3 Sequential polling RX report...................................................................................................................7-15
7.4.4 TX reservation report ..............................................................................................................................7-16
7.4.5 Polling TX reservation report ..................................................................................................................7-16
7.4.6 Broadcasting TX reservation report........................................................................................................7-16
7.4.7 One-destination polling RX reservation report .......................................................................................7-17
7.4.8 Sequential polling RX reservation report ................................................................................................7-17
7.4.9 Confidential RX report ............................................................................................................................7-17
7.4.10 Bulletin TX report ....................................................................................................................................7-18
7.4.11 Relay report ............................................................................................................................................7-18
7.4.12 Relay request filing report.......................................................................................................................7-18