Ricoh C2828 Instruction and safety manual

Sending Scan Files by E-mail
Sending Scan Files to Folders
Sending Scan Files Using WSD
Storing Files Using the Scanner Function
Saving Scan Files on a Removable Memory Device
Delivering Scan Files
Scanning Originals with the Network TWAIN Scanner
Various Scan Settings
Scanner Features
Appendix
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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.
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Scanner Reference
Operating Instructions

TABLE OF CONTENTS
Manuals for This Machine.................................................................................................................................7
Notice..................................................................................................................................................................9
Important.........................................................................................................................................................9
How to Read This Manual...............................................................................................................................10
Symbols........................................................................................................................................................10
Note..............................................................................................................................................................10
Laws and Regulations......................................................................................................................................12
Legal Prohibition..........................................................................................................................................12
About the Scanner Functions...........................................................................................................................13
Display Panel....................................................................................................................................................15
Simplified Display........................................................................................................................................15
Confirmation Displays.................................................................................................................................16
1. Sending Scan Files by E-mail
Before Sending Scan Files by E-mail..............................................................................................................21
Overview of Sending Scan Files by E-mail................................................................................................21
Preparation for Sending by E-mail.............................................................................................................22
Registering E-mail Addresses in the Address Book...................................................................................24
E-mail Screen...............................................................................................................................................25
Basic Procedure for Sending Scan Files by E-mail........................................................................................27
Switching to the E-mail Screen........................................................................................................................30
Specifying E-mail Destinations........................................................................................................................31
Selecting the Destination from the Machine's Address Book...................................................................31
Entering an E-mail Address Manually........................................................................................................34
Selecting Destinations by Searching an LDAP Server...............................................................................35
Registering a Directly-Entered Destination in the Address Book..............................................................38
Specifying the E-mail Sender..........................................................................................................................40
Selecting a Sender from the List..................................................................................................................40
Using a Registration Number to Specify a Sender Name........................................................................41
Selecting the Sender by Searching the Machine's Address Book...........................................................41
Entering the E-mail Subject..............................................................................................................................44
Entering the E-mail Message...........................................................................................................................45
Selecting a Message from the List..............................................................................................................45
Manual Entry of a Message.......................................................................................................................46
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Simultaneous Storage and Sending by E-mail..............................................................................................47
Security Settings to E-mails..............................................................................................................................48
Sending Encrypted E-mail...........................................................................................................................48
Sending E-mail with a Signature.................................................................................................................49
Sending the URL by E-mail..............................................................................................................................51
2. Sending Scan Files to Folders
Before Sending Files by Scan to Folder.........................................................................................................53
Overview of Sending Scan Files by Scan to Folder..................................................................................53
Preparation for Sending by Scan to Folder...............................................................................................55
Registering Destination Folders in the Address Book................................................................................57
Scan to Folder Screen.................................................................................................................................58
Basic Procedure When Using Scan to Folder................................................................................................60
Switching to the Scan to Folder Screen..........................................................................................................62
Specifying Scan to Folder Destinations..........................................................................................................63
Selecting the Destination from the Machine's Address Book...................................................................63
Sending Files to a Shared Network Folder................................................................................................67
Sending Files to an FTP Server....................................................................................................................70
Sending Files to NetWare Server...............................................................................................................71
Registering the Path to the Selected Destination in the Address Book.....................................................75
Simultaneous Storage and Sending by Scan to Folder................................................................................76
3. Sending Scan Files Using WSD
Before Sending Scan Files Using WSD..........................................................................................................77
Overview of Sending Scan Files Using WSD............................................................................................77
Preparation for Sending Files Using WSD.................................................................................................78
WSD Scanner Screen..................................................................................................................................80
Basic Procedure for Sending Scan Files Using WSD....................................................................................82
Switching to the WSD Scanner Screen..........................................................................................................85
Specifying the Destination Client Computer...................................................................................................86
Selecting a Destination Client Computer from the Destination List...........................................................86
Searching for a Destination Client Computer............................................................................................87
Changing a Scan Profile..................................................................................................................................90
Creating a New Scan Profile......................................................................................................................91
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4. Storing Files Using the Scanner Function
Before Storing Files..........................................................................................................................................93
Overview of File Storage under the Scanner Function.............................................................................93
Basic Procedure for Storing Scan Files...........................................................................................................95
Specifying File Information for a Stored File..................................................................................................97
Specifying a User Name.............................................................................................................................97
Specifying a File Name...............................................................................................................................97
Specifying a Password................................................................................................................................98
Displaying the List of Stored Files.................................................................................................................100
List of Stored Files......................................................................................................................................100
Searching the List of Stored Files..............................................................................................................101
Checking Stored Files....................................................................................................................................103
Checking a Stored File Selected from the List.........................................................................................103
Checking Stored Files from a Client Computer.......................................................................................104
Sending a Stored File....................................................................................................................................106
Sending Stored Files..................................................................................................................................106
Managing Stored Files..................................................................................................................................108
Deleting a Stored File................................................................................................................................108
Changing Information for a Stored File...................................................................................................109
5. Saving Scan Files on a Removable Memory Device
Before Saving Files on a Removable Memory Device...............................................................................113
Overview of Saving Files on a Removable Memory Device.................................................................113
Basic Procedure for Saving Scan Files on a Removable Memory Device................................................115
6. Delivering Scan Files
Before Delivering Files...................................................................................................................................117
Overview of Scan File Delivery................................................................................................................117
Preparing to Deliver Files..........................................................................................................................118
Installing DeskTopBinder Lite from the Supplied CD-ROM...................................................................120
Network Delivery Scanner Screen..........................................................................................................121
Basic Procedure for Delivering Files.............................................................................................................123
Switching to the Network Delivery Scanner Screen...................................................................................126
Specifying Delivery Destinations..................................................................................................................127
Selecting Destinations Registered in the Delivery Server's Address Book............................................127
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Specifying the Sender...................................................................................................................................131
Selecting a Sender from the Sender List..................................................................................................131
Selecting the Sender by Entering the Registration Number...................................................................131
Selecting a Sender by Searching the Delivery Server's Destination List...............................................132
Entering the Subject of the E-mail to Be Transmitted via the Delivery Server............................................135
Simultaneous Storage and Delivery.............................................................................................................136
7. Scanning Originals with the Network TWAIN Scanner
Before Using the Network TWAIN Scanner...............................................................................................137
Overview of the Network TWAIN Scanner............................................................................................137
Preparing to Use the Network TWAIN Scanner.....................................................................................138
Installing the TWAIN Driver from the Supplied CD-ROM.....................................................................140
Basic Network TWAIN Scanner Procedure................................................................................................142
Scan Settings When Using TWAIN Scanner..............................................................................................144
Setting Original Orientation on the TWAIN Scanner............................................................................144
When Scanning Originals of Mixed Sizes Using TWAIN Scanner......................................................146
8. Various Scan Settings
Specifying Scan Settings...............................................................................................................................147
Scan Settings..................................................................................................................................................148
Scan Type..................................................................................................................................................148
Resolution...................................................................................................................................................149
Scan Size...................................................................................................................................................149
Edit..............................................................................................................................................................155
Adjusting Image Density................................................................................................................................156
Setting of Original Feed Type.......................................................................................................................157
Original Orientation..................................................................................................................................157
Original Settings........................................................................................................................................158
Stamp.........................................................................................................................................................160
Batch, SADF...............................................................................................................................................161
Divide.........................................................................................................................................................162
Scanning Multiple Pages of Originals as One File.....................................................................................164
Specifying the File Type and File Name......................................................................................................166
Specifying the File Type............................................................................................................................166
Notes About and Limitations of File Types..............................................................................................167
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Specifying the File Name..........................................................................................................................168
Security Settings for PDF Files...................................................................................................................170
Programs........................................................................................................................................................175
Registering Frequently Used Setting........................................................................................................175
Recalling a Registered Content................................................................................................................176
Changing a Registered Program..............................................................................................................176
Deleting a Program...................................................................................................................................177
Changing the Registered Program Name...............................................................................................177
Registering the Default Values of the Scanner's Initial Display..................................................................179
9. Scanner Features
Accessing User Tools.....................................................................................................................................181
Changing User Tools.................................................................................................................................181
Closing User Tools.....................................................................................................................................182
General Settings............................................................................................................................................183
Scan Settings..................................................................................................................................................185
Send Settings..................................................................................................................................................187
Administrator Tools........................................................................................................................................189
Menu Protect..............................................................................................................................................189
10. Appendix
Relationship between Resolution and Scan Size........................................................................................191
When Using the E-mail, Folder Sending, WSD Scanner, Storing, or Network Delivery Functions...........
....................................................................................................................................................................191
When Using as a TWAIN Scanner..........................................................................................................192
Software Supplied on CD-ROM..................................................................................................................194
Auto-Run Program.....................................................................................................................................194
TWAIN Driver............................................................................................................................................194
DeskTopBinder Lite....................................................................................................................................195
Values of Various Set Items for Transmission/Storage/Delivery Function...............................................197
Transmission Function................................................................................................................................197
Storage Function........................................................................................................................................199
Network Delivery Function.......................................................................................................................200
Specifications.................................................................................................................................................202
Trademarks.....................................................................................................................................................205
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INDEX...........................................................................................................................................................207
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Manuals for This Machine
Read this manual carefully before you use this machine.
Refer to the manuals that are relevant to what you want to do with the machine.
• 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.
• A Web browser must be installed in order to view the html manuals.
About This Machine
Before using the machine, be sure to read the section of this manual entitled Safety Information.
This manual introduces the machine's various functions. It also explains the control panel, preparation
procedures for using the machine, how to enter text, how to install the CD-ROMs provided, and how
to replace paper, toner, staples, and other consumables.
Troubleshooting
Provides a guide for resolving common usage-related problems.
Copy and Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to this manual for
explanations 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.
Network and System Settings Guide
Explains how to connect to the machine to a network, configure and operate the machine in a network
environment, and use the software provided. Also explains how to change User Tools settings and
how to register information in the Address Book.
Security Reference
This manual is for administrators of the machine. It explains security functions that you can use to
prevent unauthorized use of the machine, data tampering, or information leakage. For enhanced
security, we recommend that you first make the following settings:
• Install the Device Certificate.
• Enable SSL (Secure Sockets Layer) Encryption.
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• Change the user name and password of the administrator using Web Image Monitor.
For details, see "Setting Up the Machine", Security Reference.
Be sure to read this manual when setting the enhanced security functions, or user and administrator
authentication.
PostScript 3 Supplement
Explains how to set up and use PostScript 3.
UNIX Supplement
For "UNIX Supplement", please visit our Web site or consult an authorized dealer.
This manual includes descriptions of functions and settings that might not be available on this machine.
Other manuals
• Quick Reference Copy Guide
• Quick Reference Printer Guide
• Quick Reference Fax Guide
• Quick Reference Scanner Guide
• Manuals for DeskTopBinder Lite
• DeskTopBinder Lite Setup Guide
• DeskTopBinder Introduction Guide
• Auto Document Link Guide
• Manuals provided are specific to machine types.
• The following software products are referred to using general names:
Product name General name
DeskTopBinder Lite and DeskTopBinder
Professional *1DeskTopBinder
ScanRouter EX Professional *1 and ScanRouter EX
Enterprise *1The ScanRouter delivery software
*1 Optional
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Notice
Important
In no event will the company be liable for direct, indirect, special, incidental, or consequential damages
as a result of handling or operating the machine.
For good copy quality, the supplier recommends that you use genuine toner from the supplier.
The supplier shall not be responsible for any damage or expense that might result from the use of parts
other than genuine parts from the supplier with your office products.
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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 Machine.
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 instructions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find further 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.
Note
Contents of this manual are subject to change without prior notice.
Two kinds of size notation are employed in this manual.
Colors on color keys or the color circle may differ slightly from the colors of actual copies.
The color samples in this manual may differ slightly from the colors of actual copies.
Some illustrations in this manual might be slightly different from the machine.
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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.
This machine comes in four models which vary in copy/print speed.
To ascertain which model you have, see "Machine Types", About This Machine.
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Laws and Regulations
Legal Prohibition
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 licenses.
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 certain
items, consult with your legal advisor.
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About the Scanner Functions
This section describes functions you can use in the scanner mode.
You can use the scanner functions to send scan files to computers, scan originals from a computer using
the TWAIN driver, or store scan files on the machine's hard disk.
For details about each function, see respective chapters.
Sending scanned files (Network Scanner)
Scan files can be sent to or stored on a computer, and you can specify the format of a scan file
according to how the file will be used.
• Sending by e-mail
You can send scan files to specified e-mail addresses.
For details, see chapter 1 "Sending Scan Files by E-mail".
• Sending to folders
Scan files can be stored in shared network folders, or on FTP or Netware servers.
For details, see chapter 2 "Sending Scan Files to Folders".
• Sending using WSD
You can use Web Services on Devices (WSD) to send scan files to a client computer.
For details, see chapter 3 "Sending Scan Files Using WSD".
• Delivering
You can deliver scan files using a delivery server.
For details, see chapter 6 "Delivering Scan Files".
Scanning originals from a client computer (TWAIN Scanner)
You can use the TWAIN driver to scan files from a networked or directly connected computer.
For details, see chapter 7 "Scanning Originals with the Network TWAIN Scanner".
Storing files
Scan files can be stored on the machine's hard disk or saved on a removable memory device.
• Storing files on the machine's hard disk
You can do various things with files that are stored on the hard disk, such as save them in shared
folders or send them by e-mail.
For details, see chapter 4 "Storing Files Using the Scanner Function".
• Saving files on a removable memory device
You can save scan files on a removable memory device such as a USB memory stick or an SD
card.
For details, see chapter 5 "Saving Scan Files on a Removable Memory Device".
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• When the Copy Data Security Unit is installed, if you scan an original that was printed using the data
security for copying function, the machine beeps and an entirely gray page is sent or stored. You can
use the log file to check who scanned the confidential original. For details about the data security for
copying function, consult the administrator.
• p.21 "Sending Scan Files by E-mail"
• p.53 "Sending Scan Files to Folders"
• p.77 "Sending Scan Files Using WSD"
• p.117 "Delivering Scan Files"
• p.137 "Scanning Originals with the Network TWAIN Scanner"
• p.93 "Storing Files Using the Scanner Function"
• p.113 "Saving Scan Files on a Removable Memory Device"
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Display Panel
This section explains the simplified display and three confirmation screens: Check Modes, Preview, and
Scanned Files Status.
In this manual you can find explanations about the E-mail screen, Scan to Folder screen, screen, WSD
scanner screen, list of stored files screen, and the network delivery scanner screen. For details about each
of these screens, see "E-mail Screen", "Scan to Folder Screen", "WSD Scanner Screen", "List of Stored
Files", and "Network Delivery Scanner Screen" respectively.
• p.25 "E-mail Screen"
• p.58 "Scan to Folder Screen"
• p.80 "WSD Scanner Screen"
• p.100 "List of Stored Files"
• p.121 "Network Delivery Scanner Screen"
Simplified Display
This section explains how to switch to the simplified display.
When you press the [Simplified Display] key, the screen changes from the initial display to the simplified
display.
Letters and keys are displayed at a larger size, making operations easier.
BAP041S
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Example of Simplified Display
BAP001S
1. [Key Colour]
Press to increase screen contrast by changing the color of the keys.
This is available only for the simplified display.
• To return to the initial screen, press the [Simplified Display] key again.
• Certain keys do not appear on the simplified display.
Confirmation Displays
This section explains three confirmation displays: Check Modes, Preview and Scanned Files Status.
Check Modes
This section explains items that are displayed and how to display the Check Modes screen.
Use the Check Modes screen to check scanning and transmission settings.
Pressing [Check Modes] switches the screen from the initial scanner screen to the Check Modes screen.
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Check Modes
BAP002S
1. Original
Displays Scan Settings, Original Feed Type, and other scanning settings.
2. Transmission function icon
Displays the icon of the transmission function in use.
3. Sender and Destination
Displays the sender and transmission or delivery destinations.
The ( ) symbol indicates a group destination.
The ( ) symbol indicates a destination that can receive encrypted e-mail.
4. Send
Displays transmission settings such as Sender and Subject.
5. [Expand Group Dest.]
Press to display the members of the group, when a group is specified as the destination.
• While this machine is being used as a WSD scanner, only the settings specified directly on the
machine can be displayed.
Preview
Use the Preview screen to check that originals have been scanned correctly.
This section explains about the Preview screen that can be used before sending files by e-mail or Scan to
Folder, or delivering files.
Before you start scanning, press [Preview]. If you scan originals while [Preview] is selected, the Preview
screen appears. You can start or cancel sending the files after checking the preview and the scan settings
used for scanning.
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Preview
BAP003S
1. [Zoom Out] and [Zoom In]
Press to reduce or enlarge the displayed preview.
2. [ ][ ][ ][ ]
Press to shift the displayed area.
3. [Cancel Sending]
Press to close a preview and interrupt a transmission.
4. [Send]
Press to close a preview and continue a transmission.
5. Display File
Displays a file's name and size.
6. Display Page
Displays the number of the currently displayed page, total number of pages, page size, and color mode.
7. [Switch]
Press to change the page of the selected file that is displayed.
8. Display Position
Displays the position of an image when enlarged.
• Preview is not available if you are scanning by WSD. View the scanned images on the destination
computer instead.
• Preview is not available if a file is scanned using [Store to HDD].
• You can view a stored file using the Preview screen displayed from the list of stored files. For
details about viewing a stored file, see "Checking a Stored File Selected from the List".
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