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Sharp MX-2300N Document Filing Manual
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Sharp MX-2300N Document Filing Manual

Sharp MX-2300N Document Filing Manual

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MODEL:
MX-2300N
MX-2700N
Document Filing Guide

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Summary of Contents for Sharp MX-2300N

  • Page 1 MODEL: MX-2300N MX-2700N Document Filing Guide...

  • Page 2: Table Of Contents

    TABLE OF CONTENTS ABOUT THIS MANUAL ......2 USING STORED FILES • MANUALS PROVIDED WITH THE MACHINE . . . 2 SEQUENCE FOR USING A STORED FILE.

  • Page 3: About This Manual

    • Aside from instances provided for by law, SHARP is not responsible for failures occurring during the use of the product or its options, or failures due to incorrect operation of the product and its options, or other failures, or for any damage that occurs due to use of the product.
  • Page 4 Operation manuals in PDF format The manuals in PDF format provide detailed explanations of the procedures for using the machine in each mode. To view the PDF manuals, download them from the hard drive in the machine. The procedure for downloading the manuals is explained in "How to download the manuals in PDF format"...

  • Page 5: Document Filing

    DOCUMENT FILING This chapter provides information that you should know before using the document filing function, including an overview of document filing, the features and functions of document filing, and points to keep in mind when using document filing. OVERVIEW The document filing function allows you to save the document image of a copy or fax transmission job, or the data of a print job, as a file on the machine's hard drive.

  • Page 6: Uses Of Document Filing

    USES OF DOCUMENT FILING Several examples of how document filing can be used are provided below. Quickly using a file Example: You prepared handouts consisting of numerous pages for a meeting, however, another handout is needed for a newly added participant. The handout was not saved using document filing The handout was saved using document filing The scanned original pages are stored on...

  • Page 7: Before Using Document Filing

    BEFORE USING DOCUMENT FILING Before using File, it is convenient to create user names and Custom Folders. If user authorization is used, it is convenient to create My Folder. The user name, Custom Folders, and My Folder are created in the system settings. User Name The user name is configured in "User Registration"...
  • Page 8 Approximate number of pages and files that can be stored by document filing Examples of original types Full colour original Colour (Example: text and photo) Size: A4 (8-1/2" x 11") Black and white Text original Size: A4 (8-1/2" x 11") •...

  • Page 9: Important Points When Using Document Filing

    • Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the leaking of sensitive information due to manipulation by a third party of any data saved using the Quick File function or...

  • Page 10: Using Document Filing In Each Mode

    USING DOCUMENT FILING IN EACH MODE In copy, fax, or image send mode, the original can be saved as an image file on the hard drive at the same time it is copied or transmitted. In scan to HDD mode, the original can be stored as a file on the hard drive without being copied or transmitted. Copy mode The original is saved as an image file at the same time it is copied.

  • Page 11: Base Screen Of Document Filing Mode

    BASE SCREEN OF DOCUMENT FILING MODE When the [DOCUMENT FILING] key is pressed on the operation panel, the following screen appears. This screen is used to call up and use image files saved during copying or scanning. HDD Status Search DOCUMENT File Store File Retrieve...

  • Page 12: Saving Files With Document Filing

    SAVING FILES WITH DOCUMENT FILING This chapter explains how to save an original as a image file using the Quick File, File, and Scan to HDD functions of document filing mode. SAVING A FILE WITH "Quick File" When copying, printing or transmitting a document in copy mode, print mode, or image send mode, "Quick File" can be selected to save an image of the document to the Quick File Folder.
  • Page 13 Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( • When copying begins, the scanned document image is saved to the hard drive. The selected copy settings are also saved. •...

  • Page 14: Saving A File With "File

    SAVING A FILE WITH "File" When copying, printing, or transmitting a document in copy mode, print mode, or image send mode, "File" can be selected to save an image of the document to the Main Folder or a previously created Custom Folder. The image can be called up at a later time, allowing you to print or transmit the document without having to locate the original.
  • Page 15 Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( • When copying begins, the scanned document image is saved to the hard drive. The selected copy settings are also saved. •...

  • Page 16: File Information

    FILE INFORMATION This section explains the settings that are configured in step 3 of "SAVING A FILE WITH "File"" (page 13). Specifying a user name, file name, folder, and confidential setting makes it easier to manage and search for files. In addition, when confidential is selected and a password is established, other people will not be able to view the file without permission.
  • Page 17 Specifying a folder Touch the [Stored To:] key. Cancel File Information Password Confidential User Name Name 1 File Name file-01 Stored to: Main Folder When user authentication is used, My Folder appears. If My Folder is not specified for the user that logged in, the Main Folder will appear.

  • Page 18: Storing A Document Only (Scan To Hdd)

    STORING A DOCUMENT ONLY (Scan to HDD) Scan to HDD is used to store the image file of a scanned document in the Main Folder or a Custom Folder. Neither printing nor transmission are performed. "Scan to HDD" SCREEN The following screen appears when the [Scan to HDD] key is touched in the base screen of document filing mode. Touch the keys described below as needed to select Scan to HDD settings.
  • Page 19 Press the [DOCUMENT FILING] key. DOCUMENT FILING Touch the [Scan to HDD] key. HDD Status Search File Store File Retrieve File Scan to HDD Folder Quick File Folder External Data Access Select Scan to HDD settings. Mono2/Auto Back Colour Mode If you do not wish to select settings, go to the next step.

  • Page 20: Original Settings For "Scan To Hdd

    ORIGINAL SETTINGS FOR "Scan to HDD" Settings for Scan to HDD are described below. [Colour Mode] key Touch the [Colour Mode] key to open the colour mode setting screen for Scan to HDD. When you have finished selecting the colour mode, touch the [OK] key. Scan to HDD Colour Mode Full Colour...

  • Page 21: Exposure Adjustment

    Exposure adjustment To adjust the exposure and select the exposure mode, touch the [Exposure] key. Select an appropriate exposure mode for the original and touch the key to adjust the exposure level. After selecting the settings, touch the [OK] key. Scan to HDD Moiré...
  • Page 22 [Original] key Selecting the original size and two-sided document scanning Scan to HDD Scan Size 100% Store Size Original Auto Auto Auto Original 2-Sided Image Orientation Booklet 2-Sided Tablet (1) Touch the [Scan Size] key. If the original is a non-standard size that cannot be detected by auto original size detection, touch the [Scan Size] key and specify the original size.

  • Page 23: Using Stored Files

    USING STORED FILES This chapter explains how to call up a file stored by document filing and print or transmit the file. SEQUENCE FOR USING A STORED FILE The basic procedure for calling up and using a stored file is explained here. The procedures and displayed screens vary depending on whether or not user authentication is enabled.
  • Page 24 Touch the key of the folder that contains the desired file. Example: Searching from a Custom Folder • To display the file selection screen of the Main Folder, touch the [Main Folder] key. Back Main Folder Search Custom Folder • If you touch a folder key that has a password, a password User 1 User 2 entry screen appears.

  • Page 25: Sequence For Using A Stored File When User Authentication Is

    SEQUENCE FOR USING A STORED FILE WHEN USER AUTHENTICATION IS ENABLED The following explanation assumes that the user has already logged in using a user number or login name and password. The explanation also assumes that "My Folder" was specified when the "User Registration" settings were configured in the system settings (administrator).

  • Page 26: Folder And File Selection Screens

    FOLDER AND FILE SELECTION SCREENS To call up and use a stored file, the folder and file must be selected. The folder selection screen and file selection screen are explained below. FOLDER SELECTION SCREEN Two different screens appear depending on whether or not user authentication is enabled on the machine. When user authentication is not enabled When user authentication is enabled Main Folder...

  • Page 27: File Selection Screen

    FILE SELECTION SCREEN The file selection screen of the Quick File Folder, Main Folder, and Custom Folders is explained below. Custom Folder Search Back Main Folder File Name User Name Date file-01 Name 1 01/08/2005 file-02 Name 2 01/08/2005 file-03.tiff Name 3 01/08/2005 Filter by Job...

  • Page 28: Job Settings Screen

    JOB SETTINGS SCREEN When a file key is touched, the following screen appears. Touch the key of the operation that you wish to perform and select settings. Cancel Job Settings file-01 Name 1 F. Colour Custom Folder Search Back Main Folder File Name User Name Date...

  • Page 29: Printing A Stored File

    PRINTING A STORED FILE A file stored using document filing can be called up and printed when needed. The settings used when the file was stored are also stored, and thus the file can be printed again using those settings. The file can also be modified before printing by changing the print settings.

  • Page 30: Print Settings Screen

    Touch the [Print] key. Cancel Job Settings file-01 Name 1 F. Colour Select the job. Property Print Send Change Move Delete Detail Touch the [Print and Delete the Data] key Cancel Job Settings / Print or the [Print and Save the Data] key. file-01 Name 1 F.

  • Page 31: Batch Printing

    BATCH PRINTING All files that have the same user name and password can be printed at once. Touch the [Batch Print] key. Search Back User 1 File Name User Name Date file-01 Name 1 01/08/2005 file-02 Name 2 01/08/2005 file-03.tiff Name 3 01/08/2005 All Files...
  • Page 32 If a password has been established, Cancel Batch Print touch the [Password] key. User 1 All Files User Name Name 1 Enter the password with the numeric keys (5 to 8 digits) and Change PRT.No. Password touch the [OK] key. Only files that have the same password will be selected.

  • Page 33: Sending A Stored File

    SENDING A STORED FILE A file stored by document filing can be called up and transmitted. The transmission settings that were stored with the file are also called up, allowing you to resend the file using the same settings. If needed, you can also change the transmission settings.
  • Page 34 Touch the [Send] key. Cancel Job Settings file-01 Name 1 F. Colour Select the job. Property Print Send Change Move Delete Detail Select transmission settings. Ready to send. Cancel Scan For information on the settings, see "SEND SETTINGS Address Book Mode Switch SCREEN"...

  • Page 35: Send Settings Screen

    SEND SETTINGS SCREEN The keys that appear in the send settings are explained below. For more information on each of the settings, see "BASE SCREEN OF FAX MODE" in the Facsimile Guide and "BASE SCREEN" in the Scanner Guide. Example of scan mode (2) (3) Ready to send.

  • Page 36: Properties Of Stored Files

    PROPERTIES OF STORED FILES FILE PROPERTIES The protect setting can be selected for files saved with the document filing function. This prevents a file from being moved or automatically or manually deleted. Three attributes are available for saved files: [Sharing], [Protect], and [Confidential]. When saved with the [Sharing] attribute, a file is not protected.
  • Page 37 Touch the key of the desired file. Search Back User 1 If a password is set for the selected file, a password entry File Name User Name Date screen will appear. file-01 Name 1 01/08/2005 Enter the password with the numeric keys (5 to 8 digits) and file-02 Name 2 01/08/2005...

  • Page 38: Moving A Stored File

    MOVING A STORED FILE The folder in which a file is stored can be changed. (The file can be moved to a different folder.) DOCUMENT Press the [DOCUMENT FILING] key. FILING If the file was stored using "File", touch HDD Status Search the [File Folder] key.
  • Page 39 Touch the [Move] key. Cancel Job Settings file-01 Name 1 F. Colour Select the job. Property Print Send Change Move Delete Detail Touch the [Move to:] key. Cancel Job Settings / Move file-01 Name 1 F. Colour Select the folder the file is moved to. File Name file-01 Move to:...

  • Page 40: Deleting A Stored File

    DELETING A STORED FILE Stored files that are no longer needed can be deleted. Press the [DOCUMENT FILING] key. DOCUMENT FILING If the file was stored using "File", touch Search HDD Status the [File Folder] key. If the file was File Store File Retrieve File...
  • Page 41 Touch the [Delete] key. Cancel Job Settings file-01 Name 1 F. Colour When the [Delete] key is touched, a confirmation message Select the job. appears. Touch the [Yes] key. Property Print Send Change Delete the file data? Move Delete Detail Name 1 file-01 A file whose property is "Protect"...

  • Page 42: Calling Up And Using A File From The Job Status Screen

    CALLING UP AND USING A FILE FROM THE JOB STATUS SCREEN Files stored using File and Quick File appear as keys in the Complete job status screen. This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another destination.

  • Page 43: Searching For A Stored File

    SEARCHING FOR A STORED FILE When there are many stored files, it may take time to find a file. The search function of document filing mode can be used to find a file quickly. BASIC SEARCH PROCEDURE The basic procedure for searching all folders on the hard drive is explained here. Searching is possible even when you only know part of the file name or folder name.
  • Page 44 Using the user name to search There are four ways to select the user name: Search (A)Touch the one-touch key of the user name. Select user name. Cancel The touched user name is highlighted. Name 1 Name 2 Default User If you accidentally select the wrong user name, touch the Name 3 Name 4...
  • Page 45 Searching within a folder You can specify a folder to restrict the search range to that folder. To search within a specified folder, follow the steps below. Press the [DOCUMENT FILING] key. DOCUMENT FILING To search the Main Folder or a custom HDD Status Search folder, touch the [File Folder] key.
  • Page 46 Using the user name to search There are four ways to select the user name: Search (A)Touch the one-touch key of the user name. Select user name. Cancel The touched user name is highlighted. Name 1 Name 2 Default User If you accidentally select the wrong user name, touch the Name 3 Name 4...
  • Page 47 Document Filing Guide MODEL: MX-2300N MX-2700N MX2700-GB-FIL-Z1...

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