Ricoh 3045 - Aficio B/W Laser Service manual

Printer/Scanner Unit
Type 3045
Operating Instructions
Scanner Reference
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the
Safety Information in the "General Settings Guide" before using the machine.
Getting Started
Sending Scan Files by E-mail
Sending Scan Files by Scan to Folder
Storing Files
Delivering Scan Files
Using the Network TWAIN Scanner Function
Configuring/Registering Scan Settings
Troubleshooting
Initial Scanner Setup
Appendix
1
2
3
4
5
6
7
8
9
10

Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Two kinds of size notation are employed in this manual. With this machine refer to the inch version.
Important
Contents of this manual are subject to change without prior notice. In no event will the company be li-
able for direct, indirect, special, incidental, or consequential damages as a result of handling or oper-
ating the machine.
Do not copy or print any item for which reproduction is prohibited by law.
Copying or printing the following items is generally prohibited by local law:
bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licens-
es.
The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing cer-
tain items, consult with your legal advisor.
Trademarks
• Adobe®, PostScript®, and Acrobat®are trademarks of Adobe Systems Incorporated.
• Pentium®is a registered trademark of Intel Corporation.
•NetWare
®is a registered trademark of Novell, inc.
•Microsoft
®, Windows®, and Windows NT®are registered trademarks of Microsoft Corporation.
• Other product names used herein are for identification purposes only and might be trademarks of
their respective companies. We disclaim any and all rights to those marks.
• The product name of Windows®95 is Microsoft®Windows®95.
• The product name of Windows®98 is Microsoft®Windows®98.
• The product name of Windows®Me is Microsoft®Windows®Millennium Edition (Windows Me).
• The product names of Windows®2000 are as follows:
Microsoft®Windows®2000 Professional
Microsoft®Windows®2000 Server
Microsoft®Windows®2000 Advanced Server
• The product names of Windows®XP are as follows:
Microsoft®Windows®XP Home Edition
Microsoft®Windows®XP Professional
• The product names of Windows ServerTM 2003 are as follows:
Microsoft®Windows ServerTM 2003 Standard Edition
Microsoft®Windows ServerTM 2003 Enterprise Edition
Microsoft®Windows ServerTM 2003 Web Edition
• The product names of Windows NT®4.0 are as follows:
Microsoft®Windows NT®Workstation 4.0
Microsoft®Windows NT®Server 4.0

i
Manuals for This Machine
The following manuals describe the operational procedures of this machine. For
particular functions, see the relevant parts of the manual.
Note
❒The manuals provided are specific to machine type.
❒Adobe Acrobat Reader/Adobe Reader is necessary to view the manuals as a
PDF file.
❒Two CD-ROMs are provided:
• CD-ROM 1 "Operating Instructions"
• CD-ROM 2 "Scanner Driver and Document Management Utility"
❖General Settings Guide
Provides an overview of the machine and describes System Settings (such as
Tray Paper Settings), Document Server functions and troubleshooting.
Refer to this manual for Address Book procedures such as registering fax
numbers, e-mail addresses, and user codes.
❖Security Reference
This manual is for administrators of this machine. It describes security func-
tions that the administrators can use to protect data from being tampered, or
prevent the machine from unauthorized use. Also refer to this manual for the
procedures for registering administrators, as well as setting user and admin-
istrator authentication.
❖Network Guide (PDF file - CD-ROM1)
Provides information about configuring and operating the printer in a net-
work environment or using software.
This manual covers all models, and therefore contains functions and settings
that may not be available for your model.
Images, illustrations, functions, and supported operating systems may differ
from those of your model.
❖Copy Reference
Describes operations, functions, and troubleshooting for the machine's copier
function.
❖Facsimile Reference <Basic Features>
Describes operations, functions, and troubleshooting for the machine's fac-
simile function.
❖Facsimile Reference <Advanced Features>
Describes advanced facsimile functions such as line settings and procedures
for registering IDs.
❖Printer Reference
Describes system settings, operations, functions, and troubleshooting for the
machine's printer function.

ii
❖Scanner Reference (this manual) (PDF file - CD-ROM1)
Describes operations, functions, and troubleshooting for the machine's scan-
ner function.
❖Manuals for DeskTopBinder Lite
DeskTopBinder Lite is a utility included on the CD-ROM labeled "Scanner
Driver and Document Management Utility".
• DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)
Describes the installation of DeskTopBinder Lite, and the operating envi-
ronment for DeskTopBinder Lite in detail. This guide can be displayed
from the [Setup]dialog box when DeskTopBinder Lite is installed.
• DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2)
Describes operations with DeskTopBinder Lite and provides an overview
of its functions. This guide is added to the [Start]menu when DeskTop-
Binder Lite is installed.
• Auto Document Link Guide (PDF file - CD-ROM2)
Describes operations and functions of Auto Document Link installed with
DeskTopBinder Lite. This guide is added to the [Start]menu when Desk-
TopBinder Lite is installed.
❖Other manuals
• PS3 Supplement (PDF file - CD-ROM1)
• UNIX Supplement (available from an authorized dealer, or as a PDF file on
our Web site)

iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
Names of Major Options ............................................................................................1
1. Getting Started
Control Panel..........................................................................................................3
Network Scanner....................................................................................................5
E-mail .........................................................................................................................5
Scan to Folder............................................................................................................6
Store...........................................................................................................................7
Network Delivery Scanner..........................................................................................8
Network TWAIN Scanner ...........................................................................................9
Installing Software ...............................................................................................10
Quick Install..............................................................................................................10
TWAIN Driver ...........................................................................................................10
DeskTopBinder ........................................................................................................11
User Authentication.............................................................................................12
User Code Authentication (Using the Control Panel)...............................................12
Login (Using the Control Panel) ...............................................................................12
Log Off (Using the Control Panel) ............................................................................13
Programming E-mail Addresses and Folders ...................................................14
2. Sending Scan Files by E-mail
Preparation for Sending by E-mail.....................................................................15
E-mail Screen...........................................................................................................16
Sending Scan Files by E-mail.............................................................................17
Procedure for Sending E-mail ..................................................................................17
Simultaneous Storage and Sending by E-mail.........................................................27
Checking the E-mail Results...............................................................................29
3. Sending Scan Files by Scan to Folder
Preparation for Sending by Scan to Folder.......................................................31
Scan to Folder Screen .............................................................................................32
Sending Scan Files by Scan to Folder...............................................................33
Procedure for Sending by Scan to Folder ................................................................33
Simultaneous Storage and Sending by Scan to Folder ...........................................43
Checking the Scan to Folder Results ................................................................45

iv
4. Storing Files
Storing Files .........................................................................................................47
Storage Procedure ...................................................................................................48
Displaying the List of Stored Files .....................................................................51
Viewing the List ........................................................................................................52
Searching for Files ...................................................................................................53
Sending Stored Files by E-mail or Scan to Folder, or Delivering .............................54
Checking Stored Files from a Client Computer........................................................55
Managing Stored Files.........................................................................................57
Deleting Files ...........................................................................................................57
Changing File Information ........................................................................................57
5. Delivering Scan Files
Preparation for Delivering...................................................................................62
Network Delivery Scanner Screen ...........................................................................63
Delivering Scan Files...........................................................................................64
Delivery Procedure...................................................................................................64
Simultaneous Storage and Delivery.........................................................................69
Checking the Status of Delivery .........................................................................71
6. Using the Network TWAIN Scanner Function
Preparation for Using the Network TWAIN Scanner.........................................73
Scanning Originals ..............................................................................................74
7. Configuring/Registering Scan Settings
Specifying Scan Settings ....................................................................................77
Making the Settings Related to the Orientation of the Original and Scanned Sides ...79
For E-mail, Scan to Folder, and a Network Delivery Scanner..................................79
For a Network TWAIN Scanner................................................................................81
Scanning Originals in Several Times.................................................................82
When a Time Limit Is Specified for Additional Originals ..........................................82
When a Time Limit Is Not Specified for Additional Originals....................................84
Programs ..............................................................................................................85
Registering a Program .............................................................................................85
Recalling a Program.................................................................................................86
Changing a Registered Program..............................................................................86
Deleting a Program ..................................................................................................86
Changing the Program Name ..................................................................................87

v
8. Troubleshooting
If Your Machine Does Not Operate As You Want..............................................89
When Scanning Is Not Performed as Expected.......................................................89
When Stored Files Cannot Be Accessed .................................................................89
Network Cannot Be Browsed When Sending a Scan File .......................................90
The TWAIN Driver Cannot Be Started .....................................................................90
Stored Files Cannot Be Edited.................................................................................90
The Network Delivery Function Cannot Be Used.....................................................90
Operations are not possible when messages appear ..............................................91
When a Message Is Displayed............................................................................92
When an Error Message Appears on the Control Panel ..........................................92
When an Error Message Appears on the Client Computer......................................98
9. Initial Scanner Setup
Scanner Features...............................................................................................101
Adjusting Scanner Features .............................................................................104
Settings...............................................................................................................105
Scan Settings .........................................................................................................105
Scanning a custom-size original ............................................................................107
Destination List Settings.........................................................................................110
Send Settings.........................................................................................................110
Administrator Tools ................................................................................................112
10.Appendix
Relationship between Resolution and File Size..............................................113
When Using for E-mail, Scan to Folder, or Store, or as a Network Delivery Scanner ...113
When Using as a Network TWAIN Scanner...........................................................114
Relationship between File Type Specified for
Scanning and File Type Specified for E-mail/File.........................................116
Placing Originals................................................................................................117
Scanning Documents of Different Sizes..........................................................119
Software Supplied on CD-ROM ........................................................................120
Table of files...........................................................................................................120
TWAIN Driver .........................................................................................................120
DeskTopBinder ......................................................................................................121
Specifications for Transmission/Store/Delivery Functions ...........................122
Transmission..........................................................................................................122
Store.......................................................................................................................124
The network delivery scanner function...................................................................125
Specifications.....................................................................................................126
INDEX....................................................................................................... 127

vi

1
How to Read This Manual
Symbols
In this manual, the following symbols are used:
Important
If this instruction is not followed, paper might be misfed, originals might be
damaged, or files might be lost. Be sure to read this.
Preparation
This symbol indicates the prior knowledge or preparations required before op-
erating.
Note
This symbol indicates precautions for operation or actions to take after misoper-
ation.
Limitation
This symbol indicates numerical limits, functions that cannot be used together,
or conditions in which a particular function cannot be used.
Reference
This symbol indicates a reference.
[]
Keys that appear on the machine's display panel.
[]
Keys and buttons that appear on the computer's display.
{}
Keys built into the machine's control panel.
{}
Keys on the computer's keyboard.
Names of Major Options
Major options of this machine are referred to as follows in this manual:
• Printer/Scanner Unit Type 3045 oprinter/scanner option
• File Format Converter Type B*oFile Format Converter
The following software products are referred to using a general name:
• DeskTopBinder Lite and DeskTopBinder Professional*oDeskTopBinder
• ScanRouter EX Professional*and ScanRouter EX Enterprise*othe ScanRout-
er delivery software
*Optional

2

3
1. Getting Started
Control Panel
The illustration below details the control panel of a machine that has all options
installed.
1. Indicators
Display errors and the machine status.
See "Control Panel", General Settings
Guide.
d: Add Staple indicator
D: Add Toner indicator
B: Add Paper indicator
L: Service Call indicator
M: Open Cover indicator
x: Misfeed indicator
2. {User Tools/Counter}key
Use to change default or operation pa-
rameters according to the operating con-
ditions.
3. Display panel
Displays operation status, error messag-
es, and function menus.
4. {Check Modes}key
Press to check the destinations which are
currently selected.
5. {Program}key
Use to register settings used frequently as
a program or to recall the registered pro-
gram.
6. {Clear Modes}key
Press to clear the current settings.
7. {Energy Saver}key
Press this key to begin warm-up.
Pressing this key again while in warm-up
mode cancels warm-up.
Note
❒This key is inactive while scanning or
setting scanner defaults.
8. {Interrupt}key
Press this key to interrupt the scanner
mode and to activate the copy mode.
9. Main power indicator and power
indicator
The main power indicator lights up when
the main power switch is set to on. The
power indicator lights up when the ma-
chine is on.
Important
❒Do not turn off the main power
while the power indicator is lit or
blinking. Doing so may cause a
failure of the hard disk.
AHV002S

Getting Started
4
1
10. Operation switch
Press this switch to turn the machine on.
The power indicator lights up. To turn
the machine off, press this switch again.
See "Turning On the Power", General Set-
tings Guide.
Note
❒This key is inactive while scanning or
setting scanner defaults.
11. Function status indicators
• When lit green, the corresponding
function is active.
• When lit red, the corresponding func-
tion is interrupted. Press the respec-
tive key, and then follow the
instructions that appear on the screen.
12. Function keys
Press the {Copy},{Document Server},
{Fax},{Printer}, or {Scanner}key to acti-
vate the respective function. The display
content changes accordingly.
The indicator for the selected function
lights up.
13. Number keys
Use to enter numeric values.
14. {#}key (Enter key)
Use to confirm the entered numeric value.
15. {Clear/Stop}key
• Clear: Clears an entered numeric value
• Stop: Stops scanning
16. {Start}key
Use to begin scanning, file storing, or de-
livery.

Network Scanner
5
1
Network Scanner
By installing the printer/scanner option, the machine can be used as a network scanner.
As a network scanner, the machine can send e-mail, send files to shared network
folders, FTP server folders, or NetWare folders, store scan files, operate as a net-
work delivery scanner, and operate as a network TWAIN scanner.
E-mail
A scan file that is attached to an e-mail can be sent using the e-mail system
through a LAN or the Internet. Also, you can use this function together with the
file storage function to e-mail URL addresses of files stored in the machine in-
stead of sending the files as e-mail attachments.
Reference
p.15 “Sending Scan Files by E-mail”
1. This machine
A scan file can be attached to an e-mail
and sent to a mail server. In combination
with the file storage function, scan files
from multiple originals that have been
temporarily stored can be sent all at once.
2. Mail server
A mail server is an SMTP server used for
an e-mail system. It transfers a received e-
mail to a specified destination through a
LAN or the Internet.
3. Client computer
An e-mail with a scan file attached is re-
ceived from the mail server.
Check the content of the file using an ap-
propriate application.
4. LDAP server
The LDAP server provides a directory serv-
ice for search operations or inquiries from a
client computer on the same network.
You can use the LDAP server to search
for e-mail information when the server is
used as data base to manage user authen-
tication and e-mail accounts.
ZZZ601S

Getting Started
6
1
Scan to Folder
You can send scan files to shared network folders, FTP server folders, or Net-
Ware folders.
Reference
p.31 “Sending Scan Files by Scan to Folder”
1. This machine
You can send scan files to shared net-
work folders, FTP server folders, or Net-
Ware folders. To send scan files to shared
network folders, use the SMB protocol.
To send scan files to FTP server folders,
use the FTP protocol. To send scan files to
NetWare folders, use the NCP protocol.
In combination with the file storage func-
tion, scan files from multiple originals
that have been temporarily stored can be
sent all at once.
2. FTP server
The FTP server is a server that provides
file transfer services among computers
on the same network. A scan file that is
sent to the FTP server is stored, and the
stored files can be downloaded by a cli-
ent computer that logs on to the FTP serv-
er.
3. NetWare server
You can use this server to share files over
the network via NetWare. By sending im-
age data to the server, images can be
stored on the server for download by
computers on the network. To download
images, a computer must be running the
NetWare client and be logged onto the
server.
4. Client computer
A scan file that is sent from the machine
is received in shared folders.
Check the content of the file using an ap-
propriate application.
ZZZ507D

Network Scanner
7
1
Store
You can store scanned documents as files on the machine’s hard disk. The stored
scan files can be viewed, copied, deleted, or retrieved over the network using
DeskTopBinder from a client computer. You can also view, delete or download
scan files over the network using Web Image Monitor from the client. A file can
be searched for using the user name or the file name. Also, others can be kept
from viewing a file by setting a password for the file.
Also, stored files can be sent by e-mail or Scan to Folder, or delivered. When
sending stored files by e-mail, you can select to send only the URL addresses of
file locations.
Reference
p.47 “Storing Files”
1. This machine
A scan file from the originals scanned by
the machine is stored.
2. Client computer
A stored file can be viewed, copied, or
deleted by connecting to the machine us-
ing DeskTopBinder.
Also, a file stored in the machine can be
viewed, downloaded, or deleted using
Web Image Monitor.
Reference
For details about DeskTopBinder, see the DeskTopBinder manuals. See p.i
“Manuals for This Machine”.
For details about Web Image Monitor, see the Web Image Monitor Help.
ZZZ603S

Getting Started
8
1
Network Delivery Scanner
A scan file from the originals scanned by the machine is stored in the delivery
server and delivered to the folders of client computers on the same network.
Reference
p.61 “Delivering Scan Files”
Note
❒To use the delivery scanner function, a delivery server installed with the
ScanRouter delivery software is required.
❒When the ScanRouter delivery software is used, the machine can also deliver
scan files using e-mail, store scan files in the document management server.
1. This machine
A scan file from the originals scanned by
the machine is sent to the delivery server.
In combination with the file storage func-
tion, scan files from multiple originals
that have been temporarily stored can be
delivered all at once. See p.69 “Simulta-
neous Storage and Delivery”.
2. Delivery server
The ScanRouter delivery software is in-
stalled in this computer which is used as
a delivery server.
A received file is delivered to the in-tray
of the specified destination (Ain the fig-
ure). According to the settings of the in-
tray, the file is stored in the in-tray or in a
folder (Bin the figure).
3. Client computer
The contents of a stored file can be
checked in the following ways:
• View the file in the in-tray using Desk-
TopBinder to check the contents. (C
in the figure)
• Use Auto Document Link to receive
the file stored in the in-tray, and check
the contents with an appropriate ap-
plication. (Din the figure)
• Access the folder where the file is
stored via the network, and check the
contents with an appropriate applica-
tion. (Ein the figure)
ZZZ604S

Network Scanner
9
1
Reference
For details about DeskTopBinder, or Auto Document Link, see the respective
manuals. See p.i “Manuals for This Machine”.
Network TWAIN Scanner
The scanner function of this machine can be used from a client computer via a
network using Ethernet, optional IEEE 1394 (IP over 1394), or optional IEEE
802.11b (wireless LAN).
Reference
p.73 “Using the Network TWAIN Scanner Function”
1. This machine
The scanner function of the machine can be
used from a client computer via a network.
2. Client computer
Originals are scanned using the TWAIN
Driver from an application.
Note
❒When using the machine as a network TWAIN scanner, it is not necessary to
press the {Scanner}key on the control panel. When the TWAIN Driver be-
comes active on a client computer, the display automatically switches to the
following screen.
❒Press [Exit]to use functions other than the network TWAIN scanner function.
ZZZ605S

Getting Started
10
1
Installing Software
This section describes how to install
the software supplied on the “Scan-
ner Driver and Document Manage-
ment Utility” CD-ROM.
Reference
For details about the software on
the CD-ROM and the system re-
quirements of the software, see
p.120 “Software Supplied on CD-
ROM”.
Quick Install
When the CD-ROM is inserted into a
client computer running Windows
95/98/Me/2000/XP, Windows Serv-
er 2003, or Windows NT 4.0, the in-
staller starts automatically (Auto
Run) to install various software.
Note
❒If Plug and Play starts, click [Can-
cel]in the [New Hardware Found],
[Device Driver Wizard], or [Found New
Hardware Wizard]dialog box, and
then insert the CD-ROM. The [New
Hardware Found],[Device Driver Wiz-
ard], or [Found New Hardware Wizard]
dialog box appears depending on
the operating system used.
❒Auto Run may not automatically
work with certain operating sys-
tem settings. If this happens,
launch “SETUP.exe” on the CD-
ROM root directory.
❒To disable Auto Run, press the
{SHIFT}key when inserting the
CD-ROM into the drive and keep it
pressed until the computer finish-
es reading from the CD-ROM.
❒If [Cancel]is selected during instal-
lation, the installation will be
stopped and all the remaining soft-
ware will not be installed. If [Can-
cel]has been selected, reinstall the
remaining software after restarting
the client computer.
❒For information about the software
that can be installed by Auto Run,
see p.120 “Software Supplied on
CD-ROM”.
Limitation
❒For installation under Windows
2000/XP, Windows Server 2003, or
Windows NT 4.0, log on as an Ad-
ministrators group member.
TWAIN Driver
To use the machine as a network
TWAIN scanner, it is essential to in-
stall the TWAIN Driver on a client
computer.
If an application that supports
TWAIN is not installed on the client
computer, it is also necessary to in-
stall DeskTopBinder. For information
about the installation of DeskTop-
Binder, see p.11 “DeskTopBinder”.
Preparation
Before installation, check the sys-
tem requirements for the TWAIN
Driver. For details about the sys-
tem requirements, see p.120 “Soft-
ware Supplied on CD-ROM”.
Note
❒Use Auto Run for installation.

Installing Software
11
1
AStart Windows, and then insert
the CD-ROM labeled “Scanner
Driver and Document Manage-
ment Utility” into the CD-ROM
drive of the client computer.
Reference
If the installer does not start au-
tomatically, see p.10 “Quick In-
stall”.
BClick [TWAIN Driver].
The Software Setup screen ap-
pears.
CThe installer of the TWAIN Driv-
er starts. Follow the instructions.
Note
❒When the installation is com-
plete, a message about restart-
ing the client computer may
appear. In this case, restart the
client computer.
❒After the installation is com-
plete, a folder with the name of
the machine in use is in [Pro-
gram]on the [Start]menu. Help
can be displayed from here.
❒Notes on using the network
TWAIN scanner are provided in
“Readme.txt”. Be sure to read
them before use.
DeskTopBinder
To check an in-tray or to retrieve files
using the network delivery scanner
function, you must install DeskTop-
Binder on the client computer.
Preparation
Before installation, check the sys-
tem requirements for DeskTop-
Binder. See p.120 “Software
Supplied on CD-ROM”.
Note
❒Use Auto Run for installation.
❒To use the network delivery scan-
ner function, you need to install
the ScanRouter delivery software
(optional) on the computer used as
the delivery server.
AStart Windows, and then insert
the CD-ROM labeled “Scanner
Driver and Document Manage-
ment Utility” into the CD-ROM
drive of the client computer.
The CD-ROM Launcher screen ap-
pears.
BClick [DeskTopBinder Lite].
The DeskTopBinder Lite Setup
screen appears.
Reference
For information about the sub-
sequent installation procedure,
see Setup Guide that can be dis-
played from the Setup screen of
DeskTopBinder.

Getting Started
12
1
User Authentication
When user authentication (User Code
Authentication, Basic Authentication,
Windows Authentication, or LDAP
Authentication, Integration Server
Authentication) is set, the authentica-
tion screen is displayed. Unless a val-
id user name and password are
entered, operations are not possible
with the machine. Log on to operate
the machine, and log off when you
are finished operations. Be sure to log
off to prevent unauthorized users
from using the machine.
Note
❒Consult the User Administrator
about your login user name, pass-
word, and user code. For details
about the various types of user au-
thentication, consult the appropri-
ate administrators.
❒For user code authentication, enter
a number registered in the address
book as [User Code].
User Code Authentication
(Using the Control Panel)
When user code authentication is set,
the following screen appears.
Enter a User Code (eight digit), and
then press [#].
Note
❒You do not need to log off after
user code authentication.
Login (Using the Control Panel)
Follow the procedure below to log in
when Basic Authentication, Windows
Authentication, or LDAP Authentica-
tion , Integration Server Authentica-
tion is set.
APress [Enter]for [Login User Name].
BEnter a login user name, and then
press [OK].
CPress [Enter]for [Login Password].
DEnter a login password, and then
press [OK].
EPress [Login].
When the user is authenticated, the
screen for the function you are us-
ing appears.