Ricoh Aficio MP 161F User manual

Paper type: OK Prince Eco G100(55kg), Paper Thickness=80 µm // Pages in book=192 // Print scale=81%
Gap (when printed at 81% scale) = Pages in book ×Paper thickness / 2 = 7.680000 mm
Operating Instructions Security Reference
* &"%$'
Operating Instructions Security Reference
Operating Instructions
Security 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 "About This Machine" before using the machine.
Getting Started
Authentication and its Application
Ensuring Information Security
Managing Access to the Machine
Enhanced Network Security
Specifying the Extended Security Functions
Troubleshooting
Appendix
1
2
3
4
5
6
7
8
Type for MP 161F/Aficio MP 161F/IS 2416F
Type for MP 161SPF/Aficio MP 161SPF/IS 2416FPS
Printed in China
AE AE B284-7609

Paper type: OK Prince Eco G100(55kg), Paper Thickness=80 µm // Pages in book=192 // Print scale=81%
Gap (when printed at 81% scale) = Pages in book ×Paper thickness / 2 = 7.680000 mm
In accordance with IEC 60417, this machine uses the following symbols for the main power switch:
ameans POWER ON.
cmeans STAND BY.
Trademarks
Microsoft®, Windows®and Windows NT®are registered trademarks of Microsoft Corporation in the
United States and/or other countries.
AppleTalk, EtherTalk, are registered trademarks of Apple Computer, Inc.
Bonjour is a trademark of Apple Computer Inc.
PostScript®and Acrobat®are registered trademarks of Adobe Systems, Incorporated.
NetWare is a registered trademarks of Novell, Inc.
Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to Ricoh
Company Limited.
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 proper names of the Windows operating systems are as follows:
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 Advanced Server
Microsoft®Windows®2000 Server
Microsoft®Windows®2000 Professional
The product names of Windows®XP are as follows:
Microsoft®Windows®XP Professional
Microsoft®Windows®XP Home Edition
The product names of Windows Server™ 2003 are as follows:
Microsoft®Windows Server™ 2003 Standard Edition
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.
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.
Notes
Some illustrations in this manual might be slightly different from the machine.
Certain options might not be available in some countries. For details, please contact your local dealer.
Depending on which country you are in, certain units may be optional. For details, please contact your
local dealer.
Caution:
Use of controls or adjustments or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.
Copyright © 2006

i
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
Important
❒Media differ according to manual.
❒The printed and electronic versions of a manual have the same contents.
❒Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.
❒Depending on which country you are in, there may also be html manuals. To
view these manuals, a Web browser must be installed.
❖About This Machine
Be sure to read the Safety Information in this manual before using the ma-
chine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine,
how to enter text, and how to install the CD-ROMs provided.
❖General Settings Guide
Explains User Tools settings, and Address Book procedures such as register-
ing fax numbers, e-mail addresses, and user codes. Also refer to this manual
for explanations on how to connect the machine.
❖Troubleshooting
Provides a guide to solving common problems, and explains how to replace
paper, toner, and other consumables.
❖Security Reference
This manual is for administrators of the machine. It explains security func-
tions that the administrators can use to protect data from being tampered
with, or prevent the machine from unauthorized use.
Also refer to this manual for the procedures for registering administrators, as
well as setting user and administrator authentication.
❖Copy Reference
Explains Copier functions and operations. Also refer to this manual for expla-
nations on how to place originals.
❖Facsimile Reference
Explains Facsimile functions and operations.
❖Printer Reference
Explains Printer functions and operations.
❖Scanner Reference
Explains Scanner functions and operations.
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ii
❖Network Guide
Explains how to configure and operate the machine in a network environ-
ment, and use the software provided.
This manual covers all models, and includes descriptions of functions and
settings that might not be available on this machine. Images, illustrations, and
information about operating systems that are supported might also differ
slightly from those of this machine.
❖Other manuals
•QuickReferenceCopyGuide
•QuickReferenceFaxGuide
• Quick Reference Printer Guide
•QuickReferenceScannerGuide
• PostScript3 Supplement
• UNIX Supplement
• Manuals for DeskTopBinder Lite
• DeskTopBinder Lite Setup Guide
• DeskTopBinder Introduction Guide
• Auto Document Link Guide
Note
❒Manuals provided are specific to machine types.
❒For "UNIX Supplement", please visit our Web site or consult an authorized
dealer.
❒"PostScript3 Supplement" and "UNIX Supplement" include descriptions of
functions and settings that might not be available on this machine.
*Optional
Product name General name
DeskTopBinder Lite and DeskTopBinder Pro-
fessional *
DeskTopBinder
ScanRouter EX Professional*and ScanRouter
EX Enterprise *
the ScanRouter delivery software
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iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual ..................................................................................... 1
Symbols .....................................................................................................................1
Display .......................................................................................................................2
1. Getting Started
Enhanced Security.................................................................................................3
Glossary .....................................................................................................................4
Setting Up the Machine..............................................................................................5
Using Web Image Monitor..........................................................................................6
Security Measures Provided by this Machine..................................................... 7
Using Authentication and Managing Users ................................................................7
Preventing Information Leaks ....................................................................................8
Limiting and Controlling Access .................................................................................9
Enhanced Network Security.....................................................................................10
2. Authentication and its Application
Administrators and Users ...................................................................................11
Administrators .......................................................................................................... 12
User..........................................................................................................................13
The Management Function .................................................................................14
About Administrator Authentication..........................................................................15
About User Authentication .......................................................................................16
Enabling Authentication......................................................................................17
Authentication Setting Procedure.............................................................................17
Administrator Authentication .............................................................................18
Specifying Administrator Privileges..........................................................................19
Registering the Administrator...................................................................................21
Logging on Using Administrator Authentication .......................................................25
Logging off Using Administrator Authentication .......................................................26
Changing the Administrator......................................................................................26
User Authentication.............................................................................................29
User Code Authentication ........................................................................................29
Basic Authentication.................................................................................................34
Windows Authentication...........................................................................................45
LDAP Authentication ................................................................................................55
Integration Server Authentication.............................................................................63
If User Authentication Has Been Specified .......................................................72
User Code Authentication (Using the Control Panel)...............................................72
User Code Authentication (Using a Printer Driver) ..................................................73
Login (Using the Control Panel)...............................................................................73
Log Off (Using the Control Panel)............................................................................73
Login (Using a Printer Driver)...................................................................................74
Login (Using Web Image Monitor) ...........................................................................74
Log Off (Using Web Image Monitor) ........................................................................74
Auto Logout..............................................................................................................75
Authentication using an external device...................................................................76
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iv
3. Ensuring Information Security
Preventing Unauthorized Copying ..................................................................... 77
Unauthorized Copy Prevention ................................................................................78
Data Security for Copying ........................................................................................79
Printing Limitations...................................................................................................80
Notice .......................................................................................................................81
Printing with Unauthorized Copy Prevention and Data Security for Copying...........81
Preventing Data Leaks Due to Unauthorized Transmission............................83
Restrictions on Destinations.....................................................................................83
Protecting the Address Book .............................................................................85
Address Book Access Permission ...........................................................................85
Encrypting the Data in the Address Book ................................................................88
4. Managing Access to the Machine
Preventing Modification of Machine Settings ...................................................91
Menu Protect ........................................................................................................92
Menu Protect............................................................................................................92
Limiting Available Functions .............................................................................. 96
Specifying Which Functions are Available ...............................................................96
Managing Log Files .............................................................................................99
Transfer Log Setting.................................................................................................99
5. Enhanced Network Security
Preventing Unauthorized Access.....................................................................101
Enabling/Disabling Protocols .................................................................................101
Access Control .......................................................................................................103
Specifying Network Security Level.........................................................................104
Encrypting Transmitted Passwords.................................................................107
Driver Encryption Key ............................................................................................108
Group Password for PDF files................................................................................109
IPP Authentication Password.................................................................................111
Protection Using Encryption ............................................................................112
SSL (Secure Sockets Layer) Encryption................................................................ 113
User Settings for SSL (Secure Sockets Layer) ...................................................... 117
Setting the SSL / TLS Encryption Mode.................................................................118
SNMPv3 Encryption ...............................................................................................120
6. Specifying the Extended Security Functions
Changing the Extended Security Functions ...................................................123
Changing the Extended Security Functions...........................................................123
Settings ..................................................................................................................124
Other Security Functions ..................................................................................128
Fax Function .......................................................................................................... 128
Scanner Function ...................................................................................................128
Limiting Machine Operation to Customers Only ............................................129
Settings ..................................................................................................................129
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v
7. Troubleshooting
Authentication Does Not Work Properly .........................................................133
A Message Appears...............................................................................................133
Machine Cannot Be Operated................................................................................135
8. Appendix
Supervisor Operations ......................................................................................137
Logging on as the Supervisor ................................................................................138
Logging off as the Supervisor ................................................................................139
Changing the Supervisor........................................................................................139
Resetting an Administrator’s Password ................................................................. 141
Machine Administrator Settings.......................................................................144
System Settings .....................................................................................................144
Copier Features .....................................................................................................147
Fax Features ..........................................................................................................147
Printer Features .....................................................................................................148
Scanner Features...................................................................................................149
Settings via Web Image Monitor ............................................................................ 149
Settings via SmartDeviceMonitor for Admin........................................................... 151
Network Administrator Settings .......................................................................152
System Settings .....................................................................................................152
Fax Features ..........................................................................................................153
Scanner Features...................................................................................................153
Settings via Web Image Monitor ............................................................................ 154
Settings via SmartDeviceMonitor for Admin........................................................... 156
File Administrator Settings ............................................................................... 157
System Settings .....................................................................................................157
Settings via Web Image Monitor ............................................................................ 157
User Administrator Settings .............................................................................158
System Settings .....................................................................................................158
Settings via Web Image Monitor ............................................................................ 159
Settings via SmartDeviceMonitor for Admin........................................................... 159
The Privilege for User Account Settings in the Address Book .....................160
User Settings...................................................................................................... 163
Copier Features .....................................................................................................163
Printer Functions ....................................................................................................164
Scanner Features...................................................................................................166
Fax Features ..........................................................................................................167
System Settings .....................................................................................................168
Web Image Monitor Setting.................................................................................... 173
Functions That Require Options ......................................................................187
INDEX....................................................................................................... 188
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vi
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1
How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates important safety notes.
Ignoring these notes could result in serious injury or death. Be sure to read these
notes. They can be found in the "Safety Information" section of About This Ma-
chine.
Indicates important safety notes.
Ignoring these notes could result in moderate or minor injury, or damage to the
machine or to property. Be sure to read these notes. They can be found in the
"Safety Information" section of About This Machine.
Indicates points to pay attention to when using the machine, and explanations
of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure
to read these explanations.
Indicates supplementary explanations of the machine’s functions, and instruc-
tions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find fur-
ther relevant information.
[]
Indicates the names of keys that appear on the machine’s display panel.
{}
Indicates the names of keys on the machine’s control panel.
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2
Display
The display panel shows machine status, error messages, and function menus.
When you select or specify an item on the display panel, it is highlighted like
.
Important
❒A force or impact of more than 30 N (about 3 kgf) will damage the display.
The copy display is set as the default screen when the machine is turned on.
Reading the Display and Using Keys
This section explains how to read the display and use the Selection keys.
Using the Machine IPv4 Address setting screen as an example, this section ex-
plains how to use the machine's control panel.
1. Selection keys
Correspond to items at the bottom line on
the display.
• When the instruction "press [IP Add.]"
appears in this manual, press the left
selection key.
• When the instruction "press [Subnet
M]" appears in this manual, press the
centre(center) selection key.
• When the instruction "press [Mac Add.]"
appears in this manual, press the right
selection key.
2. {Escape}key
Press to cancel an operation or return to
the previous display.
3. {OK}key
Press to set a selected item or an entered
numeric value.
4. Scroll keys
Press to move the cursor in each direc-
tion, step by step.
When the {U}, {T}, {V} or {W} key ap-
pears in this manual, press the scroll key
of the same direction.
ARH001S
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3
1. Getting Started
Enhanced Security
The machine's security functions are reinforced by means of realization of device
and user management, through extended authentication functions.
By specifying access limits on the machine’s functions and the documents and
data stored in the machine, you can prevent information leaks and unauthorized
access.
Data encryption can prevent unauthorized data access and tampering via the
network.
❖Authentication and Access Limits
Using authentication, administrators manage the machine and its users. To
enable authentication, information about both administrators and users must
be registered in order to authenticate users via their login user names and
passwords.
Four types of administrator manage specific areas of machine usage, such as
settings and user registration.
Access limits for each user are specified by the administrator responsible for
user access to machine functions and documents and data stored in the ma-
chine.
Reference
For details, see p.12 “Administrators”.
❖Encryption Technology
This machine can establish secure communication paths by encrypting trans-
mitted data and passwords.
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Getting Started
4
1
Glossary
❖Administrator
There are four types of administrator: machine administrator, network ad-
ministrator, file administrator, and user administrator. We recommend only
one person take each administrator role. A single administrator can perform
the tasks of multiple administrators.
Basically, administrators make machine settings and manage the machine;
they cannot perform normal operations, such as copying and printing.
❖User
A user performs normal operations on the machine, such as copying and
printing.
❖Registered User
Users with personal information registered in the address book who have a
login password and user name.
❖Administrator Authentication
Administrators are authenticated by means of the login user name and login
password supplied by the administrator when specifying the machine’s set-
tings or accessing the machine over the network.
❖User Authentication
Users are authenticated by means of the login user name and login password
supplied by the user when specifying the machine’s settings or accessing the
machine over the network.
The user’s login user name and password, as well as personal information
items as telephone number and e-mail address, are stored in the machine’s
address book. The personal information can be obtained from the Windows
domain controller (windows authentication), LDAP Server (LDAP authenti-
cation), or Integration Server (Integration Server Authentication) connected
to the machine via the network.
❖Login
This action is required for administrator authentication and user authentica-
tion. Enter your login user name and login password on the machine’s control
panel.
A login user name and login password may also be supplied when accessing
the machine over the network or using such utilities as Web Image Monitor
and SmartDeviceMonitor for Admin.
❖Logout
This action is required with administrator and user authentication. This ac-
tion is required when you have finished using the machine or changing the
settings.
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Enhanced Security
5
1
Setting Up the Machine
If you want higher security, make the following setting before using the ma-
chine:
ATurn the machine on.
BPress the {User Tools/Counter}key.
CSelect [System Settings]using {U} or {T}, and then press the {OK}key.
DSelect [Interface Settings]using {U} or {T}, and then press the {OK}key.
ESelect [Network]using {U} or {T}, and then press the {OK}key.
FSpecify IP Address.
For details, see the General Settings Guide.
GConnect the machine to the network.
HStart the Web Image Monitor, and then log on to the machine as the admin-
istrator.
IInstall the server certificate.
JEnable secure sockets layer (SSL).
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Getting Started
6
1
KEnter the administrator’s user name and password.
The administrator's default account (user name: "admin"; password: blank) is
unencrypted between steps Gto J. If acquired during this time, this account
information could be used to gain unauthorized access to the machine over
the network.
If you consider this risky, we recommend that you specify a temporary ad-
ministrator password between steps Aand G.
Reference
p.21 “Registering the Administrator”
Using Web Image Monitor
Using Web Image Monitor, you can log on to the machine and change the ad-
ministrator settings.
This section describes how to access the Web Image Monitor.
AStart your Web browser.
BEnter “http://(machine's address)/” in the address bar of a Web browser.
Top page of Web Image Monitor appears.
CClick [Login].
DEnter a login user name and password, and then click [Login].
For details about the login user name and password, consult your network
administrator.
EClick [Address Book].
Note
❒For details about how to register names in Address Book by using Web Im-
age Monitor, see the Web Image Monitor Help.
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Security Measures Provided by this Machine
7
1
Security Measures Provided by this Machine
Using Authentication and Managing Users
❖Enabling Authentication
To control administrators’ and users’ access to the machine, perform admin-
istrator authentication and user authentication using login user names and
login passwords. To perform authentication, the authentication function
must be enabled.
Reference
For details, see p.17 “Enabling Authentication”.
❖Specifying Authentication Information to Log on
Users are managed using the personal information in the machine’s address
book.
By enabling user authentication, you can allow only people registered in the
address book to use the machine. Users can be managed in the address book
by the user administrator.
Reference
For details, see p.42 “Specifying Authentication Information to Log on”.
❖Specifying Which Functions are Available
This can be specified by the user administrator. Specify the functions availa-
ble to registered users. By making this setting, you can limit the functions
available to users.
Reference
For details, see p.96 “Specifying Which Functions are Available”.
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Getting Started
8
1
Preventing Information Leaks
❖Preventing Unauthorized Copying (Unauthorized Copy Prevention)
Using the printer driver, you can embed mask and pattern in the printed doc-
ument.
Reference
For details, see p.77 “Preventing Unauthorized Copying”.
❖Guarding Against Unauthorized Copying (Data Security for Copying)
Using the printer driver to enable data security for the copying function, you
can print a document with an embedded pattern of hidden text.
To gray out the copy of a copy-guarded document when the document is cop-
ied or stored, the optional Copy Data Security Unit is required.
Limitation
❒This machine is not available for the optional Copy Data Security Unit.
Reference
For details, see p.77 “Preventing Unauthorized Copying”.
❖Preventing Data Leaks Due to Unauthorized Transmission
You can specify in the address book which users are allowed to send files us-
ing the scanner or fax function.
You can also limit the direct entry of destinations to prevent files from being
sent to destinations not registered in the address book.
Reference
For details, see p.83 “Preventing Data Leaks Due to Unauthorized Trans-
mission”.
❖Protecting Registered Information in the Address Book
You can specify who is allowed to access the data in the address book. You
can prevent the data in the address book being used by unregistered users.
To protect the data from unauthorized reading, you can also encrypt the data
in the address book.
Reference
For details, see p.85 “Protecting the Address Book”.
❖Managing Log Files
You can improve data security by deleting log files stored in the machine. By
transferring the log files, you can check the history data and identify unau-
thorized access.
To transfer the log data, Web SmartDeviceMonitor Professional IS/Standard
is required.
Reference
For details, see p.99 “Managing Log Files”.
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Security Measures Provided by this Machine
9
1
Limiting and Controlling Access
❖Preventing Modification of Machine Settings
The machine settings that can be modified according to the type of adminis-
trator account.
Register the administrators so that users cannot change the administrator set-
tings.
Reference
For details, see p.91 “Preventing Modification of Machine Settings”.
❖Limiting Available Functions
To prevent unauthorized operation, you can specify who is allowed to access
each of the machine’s functions.
Reference
For details, see p.96 “Limiting Available Functions”.
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Getting Started
10
1
Enhanced Network Security
❖Preventing Unauthorized Access
You can limit IP addresses or disable ports to prevent unauthorized access
over the network and protect the address book, stored files, and default set-
tings.
Reference
For details, see p.101 “Preventing Unauthorized Access”.
❖Encrypting Transmitted Passwords
Prevent login passwords, group passwords for PDF files, and IPP authentica-
tion passwords being revealed by encrypting them for transmission.
Also, encrypt the login password for administrator authentication and user
authentication.
Reference
For details, see p.107 “Encrypting Transmitted Passwords”.
❖Safer Communication Using SSL
When you access the machine using a Web Image Monitor or IPP, you can es-
tablish encrypted communication using SSL. When you access the machine
using an application such as SmartDeviceMonitor for Admin, you can estab-
lish encrypted communication using SNMPv3 or SSL.
To protect data from interception, analysis, and tampering, you can install a
server certificate in the machine, negotiate a secure connection, and encrypt
transmitted data.
Note
❒To establish encrypted communication using SSL, the machine must have
the printer and scanner functions.
Reference
For details, see p.112 “Protection Using Encryption”.
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11
2. Authentication and its
Application
Administrators and Users
When controlling access using the authentication specified by an administrator,
select the machine’s administrator, enable the authentication function, and then
use the machine.
The administrators manage access to the allocated functions, and users can use
only the functions they are permitted to access. To enable the authentication
function, the login user name and login password are required in order to use
the machine.
Specify administrator authentication, and then specifying user authentication.
Important
❒If user authentication is not possible because of a problem with the network,
you can use the machine by accessing it using administrator authentication
and disabling user authentication. Do this if, for instance, you need to use the
machine urgently.
Reference
For details, see p.39 “Specifying Login User Name and Login Password”.
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Authentication and its Application
12
2
Administrators
There are four types of administrator: machine administrator, network adminis-
trator, file administrator, and user administrator.
The sharing of administrator tasks eases the burden on individual administra-
tors while also limiting unauthorized operation by administrators. You can also
specify a supervisor who can change each administrator’s password. Adminis-
trators are limited to managing the machine’s settings and controlling user ac-
cess. so they cannot use functions such as copying and printing. To use such
functions, you need to register a user in the Address Book and then be authenti-
cated as the user.
Reference
For details, see p.21 “Registering the Administrator”.
For details, see p.137 “Supervisor Operations”.
❖User Administrator
This is the administrator who manages personal information in the address
book.
A user administrator can register/delete users in the address book or change
users’ personal information.
Users registered in the address book can also change and delete their own in-
formation. If any of the users forget their password, the user administrator
can delete it and create a new one, allowing the user to access the machine
again.
❖Machine Administrator
This is the administrator who mainly manages the machine’s default settings.
You can set the machine so that the default for each function can only be spec-
ified by the machine administrator. By making this setting, you can prevent
unauthorized people from changing the settings and allow the machine to be
used securely by its many users.
❖Network Administrator
This is the administrator who manages the network settings. You can set the
machine so that network settings such as the IP address and settings for send-
ing and receiving e-mail can only be specified by the network administrator.
By making this setting, you can prevent unauthorized users from changing
the settings and disabling the machine, and thus ensure correct network op-
eration.
❖File Administrator
This administrator can confirm the printer log information.
❖Supervisor
The supervisor can delete an administrator’s password and specify a new
one. The supervisor cannot specify defaults or use normal functions. Howev-
er, if any of the administrators forget their password and cannot access the
machine, the supervisor can provide support.
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