Ricoh Aficio 2238C User manual

Printer/Scanner Unit
Type 2238
Operating Instructions
Scanner Reference
For safe and correct use of this machine, please be sure to read the Safety Information in the
General Settings Guide before you use it.
Network Scanner
Preparations for Use as a Network Scanner
Setting Originals
Sending Scan File by E-mail
Sending Scan File by Scan to Folder
Using the Document Server Function
Using the Network Delivery Scanner Function
Using the Network TWAIN Scanner Function
Appendix

Introduction
This manual describes detailed instructions on the operation and notes about the use of this machine.
To get maximum versatility from this machine all operators are requested to read this manual carefully
and follow the instructions. Please keep this manual in a handy place near the machine.
Warning:
Use of controls or adjustment or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.
Two kinds of size notation are employed in this manual. With this machine refer to the metric version.

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 is necessary to view the manuals as a PDF file.
❒Two CD-ROMs are provided:
• CD-ROM 1 "Operating Instructions for Printer / Scanner"
• CD-ROM 2 "Scanner Driver & Document Management Utilities"
❖
❖❖
❖General Settings Guide
Provides an overview of the machine and describes System Settings (paper
trays, Key Operator Tools, etc.), Document Server functions, and trouble-
shooting.
Refer to this manual for Address Book procedures such as registering fax
numbers, e-mail addresses, and user codes.
❖
❖❖
❖Network Guide (PDF file - CD-ROM1)
Describes procedures for configuring the machine and computers in a net-
work environment.
❖
❖❖
❖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 functions and settings for key operators.
❖
❖❖
❖Printer Reference 1
Describes system settings and operations for the machine's printer function.
❖
❖❖
❖Printer Reference 2 (PDF file - CD-ROM1)
Describes operations, functions, and troubleshooting for the machine's print-
er function.
❖
❖❖
❖Scanner Reference (this manual) (PDF file - CD-ROM1)
Describes operations, functions, and troubleshooting for the machine's scan-
ner function.

ii
❖
❖❖
❖Manuals for DeskTopBinder V2 Lite
DeskTopBinder V2 Lite is a utility included on the CD-ROM labeled "Scanner
Driver & Document Management Utilities".
•DeskTopBinder V2 Lite Setup Guide (PDF file - CD-ROM2)
Describes the installation of DeskTopBinder V2 Lite, and the operating en-
vironment for DeskTopBinder V2 Lite in detail. This guide can be dis-
played from the [Setup]dialog box when DeskTopBinder V2 Lite is
installed.
•DeskTopBinder V2 Lite Introduction Guide (PDF file - CD-ROM2)
Describes operations with DeskTopBinder V2 Lite and provides an over-
view of its functions. This guide is added to the [Start]menu when Desk-
TopBinder V2 Lite is installed.
•Auto Document Link Guide (PDF file - CD-ROM2)
Describes operations and functions of Auto Document Link installed with
DeskTopBinder V2 Lite. This guide is added to the [Start]menu when
DeskTopBinder V2 Lite is installed.
❖
❖❖
❖Manuals for ScanRouter V2 Lite
ScanRouter V2 Lite is a utility included on the CD-ROM labeled "Scanner
Driver & Document Management Utilities".
•ScanRouter V2 Lite Setup Guide (PDF file - CD-ROM2)
Describes the installation of ScanRouter V2 Lite, settings, and the operat-
ing environment for ScanRouter V2 Lite in detail. This guide can be dis-
played from the [Setup]dialog box when ScanRouter V2 Lite is installed.
•ScanRouter V2 Lite Management Guide (PDF file - CD-ROM2)
Describes delivery server management and operations, and provides an
overview of ScanRouter V2 Lite functions. This guide is added to the [Start]
menu when ScanRouter V2 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. Network Scanner
Outline..................................................................................................................... 3
E-mail ......................................................................................................................... 3
Scan to Folder............................................................................................................ 4
Document Server .......................................................................................................5
Network Delivery Scanner..........................................................................................6
Network TWAIN Scanner ........................................................................................... 7
Control Panel..........................................................................................................8
Display Contents ........................................................................................................ 9
2. Preparations for Use as a Network Scanner
Initial Scanner Setup ...........................................................................................11
Scanner Features.....................................................................................................11
Scan Settings ...........................................................................................................14
Destination List Settings...........................................................................................19
Send Settings...........................................................................................................19
Programs ..............................................................................................................22
Registering a Program .............................................................................................22
Recalling a Program................................................................................................. 23
Changing a Registered Program..............................................................................23
Deleting a Program ..................................................................................................23
Changing the program name ...................................................................................24
Installing Software ............................................................................................... 25
Auto Run Program ...................................................................................................25
Software for Using a Network TWAIN Scanner .......................................................27
Software for Using the Network Delivery Scanner Function ....................................28
DeskTopBinder V2 Lite ............................................................................................28
Software Supplied on CD-ROM ............................................................................... 29
3. Setting Originals
Placing Originals..................................................................................................35
Placing on the Exposure Glass ................................................................................36
Placing in the Auto Document Feeder .....................................................................37
Original Orientation and Scan Area ...................................................................39
For E-mail, Scan to Folder, and a Network Delivery Scanner..................................39
For a Network TWAIN Scanner................................................................................41
Scanning Originals in Several Times .......................................................................42

iv
4. Sending Scan File by E-mail
Preparation for Sending by E-mail .....................................................................45
E-mail Screen...........................................................................................................46
Sending Scan File by E-mail ...............................................................................47
Procedure for Sending E-mail ..................................................................................47
Simultaneous Storage and Sending by E-mail.........................................................56
Checking the Status of E-mail ............................................................................58
5. Sending Scan File by Scan to Folder
Preparation for Sending by Scan to Folder.......................................................59
Scan to Folder Screen .............................................................................................60
Sending Scan File by Scan to Folder.................................................................61
Procedure for Sending by Scan to Folder ................................................................61
Simultaneous Storage and Sending by Scan to Folder ...........................................69
Checking the Status of Scan to Folder ..............................................................71
6. Using the Document Server Function
Storing Files .........................................................................................................73
Storage Procedure ...................................................................................................74
Viewing a List of Stored Files .............................................................................77
Viewing the List ........................................................................................................77
Searching for Files ...................................................................................................80
Sending Stored Files by E-mail or Scan to Folder, or Delivering .............................81
Managing Stored Files.........................................................................................82
Deleting Files ...........................................................................................................82
Changing File Information ........................................................................................83
7. Using the Network Delivery Scanner Function
Preparation for Delivering...................................................................................85
Network Delivery Scanner Screen ........................................................................... 86
Delivering Scan File.............................................................................................87
Delivery Procedure...................................................................................................87
Simultaneous Storage and Delivery.........................................................................93
Checking the Status of Delivery.........................................................................94
8. Using the Network TWAIN Scanner Function
Preparation for Using the Network TWAIN Scanner.........................................95
Scanning Originals ..............................................................................................96
Functions of the TWAIN Driver ................................................................................98

v
9. Appendix
Relationship between Resolution and File Size................................................99
When Using as E-mail, Scan to Folder, Document Server or Network Delivery
Scanner..................................................................................................................99
When Using as a Network TWAIN Scanner...........................................................100
Relationship between File Type Specified and File Type Used
When Sending E-mail ......................................................................................102
Max. Number of Addresses Which Can Be Specified and Files
Which Can Be Stored ......................................................................................103
Troubleshooting.................................................................................................104
When Scanning Is Not Performed as Expected.....................................................104
When the Delivery Function Does Not Work.......................................................... 104
When Stored Files Cannot Be Accessed ...............................................................105
When an Error Message Appears on the Control Panel ........................................105
When an Error Message Appears on the Client Computer....................................111
Specifications.....................................................................................................114
INDEX....................................................................................................... 115

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:
•File Format Converter Type B →File Format Converter
The following software products are referred to using a general name:
•DeskTopBinder V2 Lite and DeskTopBinder V2 Professional →DeskTop-
Binder V2 Lite/Professional
•ScanRouter V2 Lite and ScanRouter V2 Professional (optional) →ScanRouter
V2 Lite/Professional

2

3
1. Network Scanner
Outline
By installing the printer/scanner controller, the machine can be used as a net-
work scanner.
As a network scanner, the machine can send e-mail, send files to the FTP server
or the shared folders of client computers, store scan files in the Document Server,
operate as a network delivery scanner, and operate as a network TWAIN scan-
ner.
E-mail
Scan file that is attached to an e-mail can be sent using the e-mail system through
a LAN or the Internet.
Reference
p.45 “Sending Scan File by E-mail”
1. This machine
Scan file that is attached to an e-mail can
be sent to an e-mail server. In combina-
tion with the file storage function, scan
files from multiple originals that have
been temporarily stored can be sent all at
once.
2. E-mail server
An e-mail server is the SMTP server used
for an e-mail system. It transfers a re-
ceived e-mail to a specified destination
through a LAN or the Internet.
AAF004S

Network Scanner
4
1
3. Client computer
An e-mail with scan file attached is re-
ceived from the e-mail server using e-
mail software.
Check the content of the file using an ap-
plication appropriate for the file type.
4. LDAP server
LDAP server provides a directory service
corresponding to the inquiry or reference
operation from the client computer on
the same network.
E-mail address information can be
searched for from the machine when you
use LDAP server as a data base of the
user authentication and the e-mail ac-
count management.
Scan to Folder
Scan file can be sent to the folders of the FTP server or the shared folders of Win-
dows on the same network.
Reference
p.59 “Sending Scan File by Scan to Folder”
1. This machine
Scan file can be sent to the folders of the
FTP server using FTP protocol or the
shared folders of Windows using SMB
protocol. In combination with the file
storage function, 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 client com-
puters on the same network. Scan file that
is sent to the FTP server can be stored,
and the stored file can be downloaded by
a client computer that logs onto the FTP
server.
AAF005S

Outline
5
1
3. Client computer
Scan file that is sent from the machine is
received in the shared folders of Win-
dows.
Check the content of the file using an ap-
plication appropriate for the file type.
Document Server
Scan file from the originals is stored as a file on the hard disk of the machine and
can be viewed, copied, deleted, or retrieving using DeskTopBinder V2 Lite/Pro-
fessional from a client computer via a network. 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.
Reference
p.73 “Using the Document Server Function”
1. This machine
Scan file from the originals scanned by
the scanner is stored.
2. Client computer
A stored file can be viewed, copied, or
deleted by connecting to the machine us-
ing DeskTopBinder V2 Lite/Profession-
al.
Also, a file stored in the machine can be
viewed, downloaded or deleted using a
Web Browser.
Reference
For more information about DeskTopBinder V2 Lite, see the DeskTopBinder
V2 Lite manuals. See p.i “Manuals for This Machine”.
AAF003S

Network Scanner
6
1
Network Delivery Scanner
The machine is used as a delivery scanner with ScanRouter V2 Lite/Profession-
al. 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.85 “Using the Network Delivery Scanner Function”
Note
❒When the optional ScanRouter V2 Professional is used, the machine can also
deliver scan file using e-mail, store scan file in the Document Server, and the
file can be viewed from a client computer using a Web browser.
1. This machine
Scan file from the originals scanned by
the scanner 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.93 “Simulta-
neous Storage and Delivery”.
2. Delivery server
ScanRouter V2 Lite/Professional is in-
stalled in this computer which is used as
a delivery server.
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
Windows folder (Bin the figure).
3. Client computer
The contents of stored file can be checked
in the following ways:
•View the file in the in-tray using Desk-
TopBinder V2 Lite to check the con-
tents. (Cin the figure)
•Use Auto Document Link to receive
the file stored in the in-tray, and check
the contents with an application corre-
sponding to the file format. (Din the
figure)
•Access the Windows folder where the
file is stored via the network, and
check the contents with an application
corresponding to the file format. (Ein
the figure)
AAF001S

Outline
7
1
Reference
For more information about ScanRouter V2 Lite, DeskTopBinder V2 Lite, or
Auto Document Link, see the respective documentation. See p.i “Manuals for
This Machine”.
Network TWAIN Scanner
The scanning function of this machine can be used from a client computer via a
network (Ethernet, IEEE 1394 (IP over 1394) [optional], or IEEE 802.11b (Wire-
less LAN) [optional]). Originals can be scanned with the same operation used for
SCSI- and USB-connected scanners.
Reference
p.95 “Using the Network TWAIN Scanner Function”
1. This machine
The scanning function of the machine can
be used from a client computer via a net-
work.
2. Client computer
Originals are scanned using the TWAIN
driver for the machine from an applica-
tion.
AAF002S

Network Scanner
8
1
Control Panel
This illustration shows the control panel when options are installed.
1. {
{{
{Use Tools/Counter}
}}
}key
Use to change default or operation pa-
rameters according to the operating con-
ditions.
2. Indicators
Display errors and the machine status.
d: Add Staple indicator
D: Add Toner indicator
B: Add Paper indicator
L: Service Call indicator
M: Open Cover indicator
x: Misfeed indicator
Reference
For more information, see General
Settings Guide.
3. Display panel
Displays the operation status and mes-
sages.
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.
1413 15 16
12 3456
78 91
0
11 12
ABD000S

Control Panel
9
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.
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}
}}
}, {
{{
{Fac-
simile}
}}
}, {
{{
{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 val-
ue.
15. {
{{
{Clear/Stop}
}}
}key
•Clear: Clears an entered numeric val-
ue
•Stop: Stops scanning
16. {
{{
{Start}
}}
}key
Use to begin scanning, file storing, or de-
livery.
Display Contents
This section explains the normal screen configuration.
The display's contents differ depending on the function.
Note
❒The Copy screen is set as the default screen when the machine is turned on.
You can change this setting in the System Settings. See General Settings Guide.
Using e-mail
Press the {
{{
{Scanner}
}}
}key to display the e-mail screen (when [E-mail/ Folder]has
been selected in [Destination List Display Priority 1]and [E-mail Address]has been se-
lected in [Destination List Display Priority 2]). If the Network TWAIN Scanner screen
appears, press [Exit].
Reference
For information about Destination List Display Priority, see p.19 “Destination
List Settings”.

Network Scanner
10
1
Using Scan to Folder
Press the {
{{
{Scanner}
}}
}key to display the Scan to Folder screen (When [E-mail/Folder]
has been selected in [Destination List Display Priority 1]and [Folder]has been select-
ed in [Destination List Display Priority 2]). If the Network TWAIN Scanner screen
appears, press [Exit].
Reference
For information about Destination List Display Priority, see p.19 “Destination
List Settings”.
Using as a network delivery scanner
Press the {
{{
{Scanner}
}}
}key to display the Network Delivery Scanner screen (when
[Delivery Server]has been selected in [Destination List Display Priority 1]). If the Net-
work TWAIN Scanner screen appears, press [Exit].
Reference
For information about Destination List Display Priority, see p.19 “Destination
List Settings”.
Using as a network TWAIN scanner
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 becomes
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.

11
2. Preparations for Use as a
Network Scanner
To use the machine as a network scanner, you must make settings required for
use as a scanner as well as basic settings for use in a network.
Reference
First, see General Settings Guide for details about how to make basic settings,
and then make scanner settings.
For more information about settings for sending by e-mail, see Network Guide.
Initial Scanner Setup
This section explains all required settings and procedures for using the machine
as a network scanner.
Scanner Features
The settings for using the network scanner functions of the machine are listed
below. Make the necessary settings.
Note
❒Make settings for the items marked with ❍if necessary.
❖
❖❖
❖Scan Settings
For explanations of settings, see p.14 “Scan Settings”.
Settings Default E-mail Scan to
Folder
Store Delivery TWAIN
Default Scan
Settings
Scan Type Black &
White: Text
(Print)
❍❍❍❍
Resolution 200 dpi ❍❍❍❍
Image Density Auto Image
Density
(Medium)
❍❍❍❍
Scan Size Auto Detect ❍❍❍❍
Wait Time for Next Orig.:
Exposure Glass
Set Wait Time
(60 sec.)
❍❍❍❍
Wait Time for Next Origi-
nal(s): SADF
Set Wait Time
(60 sec.)
❍❍❍❍
Original Setting 1 sided
original
❍❍❍❍
Original Feed Type Priority Off ❍❍❍❍
Mixed Original Sizes Priority Off ❍❍❍❍
Original Orientation Priority ❍❍❍❍

Preparations for Use as a Network Scanner
12
2❖
❖❖
❖Destination List Settings
For explanations of settings, see p.19 “Destination List Settings”.
Note
❒[Destination List Display Priority 1]and [Update Delivery Server Destination List]
will not be displayed when [OFF]is selected for [Delivery Option]in [File
Transfer]of System Settings. See Network Guide.
❖
❖❖
❖Send Settings
For explanations of settings, see p.19 “Send Settings”.
Change Initial Mode Standard ❍❍❍❍
Auto Colour Select: Mode
Priority
Black &
White
❍❍❍❍
A.C.S. Sensitivity Level Medium ❍❍❍❍
Settings Default E-mail Scan to
Folder
Store
Delivery TWAIN
Destination List Display
Priority 1
Delivery
Server
❍❍ ❍
Destination List Display
Priority 2
E-mail
Address
❍❍
Select Title Title 1 ❍❍ ❍
Update Delivery Server
Destination List
-❍
Settings Default E-mail Scan to
Folder
Store
Delivery TWAIN
TWAIN Standby Time 10 sec. ❍❍❍❍❍
File Type Priority Multi-page:
TIFF
❍❍
Compression (Black &
White)
On ❍❍❍❍
Compression (Gray
Scale/Full Colour)
High ❍❍❍❍
Print & Delete Scanner Jour-
nal
Delete
oldest only
❍❍ ❍
Max. E-mail Size 2048KB ❍
Divide & Send E-mail Yes (per
max. size)
❍
E-mail Information Lan-
guage
British
English
❍
Sender's Name Default No ❍
Settings Default E-mail Scan to
Folder
Store
Delivery TWAIN