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Oce im5530 Network Fax Manual

For océ and imagistics models
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Download this manual See also: Operator's Manual
Océ
Network Fax Guide
im5530 / im6030 / im7230 / im8530
For Océ and Imagistics Models

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Summary of Contents for Oce im5530

  • Page 1 Océ Network Fax Guide im5530 / im6030 / im7230 / im8530 For Océ and Imagistics Models...

  • Page 3: Software License Agreement

    SOFTWARE LICENSE AGREEMENT INSTALLING OR OTHERWISE USING THIS SOFTWARE PRODUCT CONSTITUTES YOUR ACCEPTANCE OF THE FOLLOWING TERMS AND CONDITIONS (UNLESS A SEPARATE LICENSE IS PROVIDED BY THE SUPPLIER OF APPLICABLE SOFTWARE IN WHICH CASE SUCH SEPARATE LICENSE SHALL APPLY). IF YOU DO NOT ACCEPT THESE TERMS, YOU MAY NOT INSTALL OR USE THIS SOFTWARE, AND YOU MUST PROMPTLY RETURN THE SOFTWARE TO THE LOCATION WHERE YOU OBTAINED IT.
  • Page 4 ALL INFORMATION CONTAINED HEREIN THAT IS PROVIDED BY TTEC AND ITS AFFILI- ATES PURSUANT TO A EULA IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED. Limitation of Liability IN NO EVENT WILL TTEC OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY DAMAGES, WHETHER IN CONTRACT, TORT, OR OTHERWISE (EXCEPT PERSONAL INJURY OR DEATH RESULTING FROM NEGLIGENCE ON THE PART OF TTEC OR ITS SUPPLIERS), INCLUDING WITHOUT LIMITATION ANY LOST PROFITS, LOST DATA, LOST SAVINGS OR...

  • Page 5: Trademarks And Copyright

    TRADEMARKS AND COPYRIGHT Trademarks The official name of Windows 98 is Microsoft Windows 98 Operating System. The official name of Windows Me is Microsoft Windows Me Operating System. The official name of Windows 2000 is Microsoft Windows 2000 Operating System. The official name of Windows XP is Microsoft Windows XP Operating System.

  • Page 6: Preface

    Preface Thank you for purchasing an Océ im8530 Series Multifunctional Digital Systems. This Network Administration Guide explains the instructions for administrators to set up and manage the im8530 Series. Read this guide before using to your MFP. Keep this guide within easy reach, and use it to configure an environment that makes best use of the system’s functions.
  • Page 7 Other guides are provided by the User Documentation CD-ROM in PDF files: Printer Utility Guide This Printer Utility Guide explains how to operate and set up the network functions such as the network scanning function and job management, using the Printer Utility (Web-based utility) from client computers. Network Administration Guide This Network Administration Guide explains the guidelines for setting up network servers to provide various network services, and troubleshoot-...
  • Page 8 Network Fax Guide This Network Fax Guide explains how to use the network fax function that enable users to operate fax and internet fax sending from a client computer via network. User Management Guide This User Management Guide describes how to manage this equipment using the functions of “Department Management”, “User Management Setting”...
  • Page 9 Precautions in this manual To ensure correct and safe use of this equipment, this operator’s manual describes safety pre- cautions according to the three levels shown below. You should fully understand the meaning and importance of these items before reading this manual.
  • Page 10 Preface...

  • Page 11: Table Of Contents

    TABLE OF CONTENTS SOFTWARE LICENSE AGREEMENT ............1 TRADEMARKS AND COPYRIGHT...............3 Preface......................4 Chapter 1 Overview Features and Functions ................12 Functional Highlights ................12 Software Components ................12 Chapter 2 Installing Client Software Installing Network Fax Software ...............16 Overview....................16 Installing the N/W-Fax Driver and Address Book Viewer ......16 Uninstalling the N/W-Fax Driver and Address Book Viewer ....30 When Installed Using the Installer ............30 When Installed Using Add Printer Wizard ..........34...
  • Page 12 Chapter 5 Appendix Cover Sheet Samples................118 Standard Cover Page ................118 Business Cover Page ................119 Professional Cover Page...............120 INDEX ............................121 TABLE OF CONTENTS...

  • Page 13: Chapter 1 Overview

    Overview This section describes about the overview of the network fax features. Features and Functions ..................12 Functional Highlights.........................12 Software Components........................12...

  • Page 14: Features And Functions

    1 Overview Features and Functions This equipment provides the network fax feature, which simplifies and facilitates your office fac- simile needs that enables you to send fax or Internet fax digital documents directly from your desktop. This equipment also includes an Address Book database, where you can store frequently used fax numbers or Internet Fax destinations and other important recipient information, such as com- pany name, telephone number and postal address.
  • Page 15 Address Book Viewer With the Address Book Viewer you can easily add or modify fax recipient names, fax numbers, and Internet Fax address (e-mail address) to the Address Book. This utility allows you to man- age recipients of the fax, select and display fax recipients from the Address Book, as well as recipient fax numbers and other contact information.
  • Page 16 1 Overview Features and Functions...
  • Page 17 Installing Client Software This section describes the instructions on how to install the client software for the network fax features. Installing Network Fax Software................16 Overview ............................16 Installing the N/W-Fax Driver and Address Book Viewer ..............16 Uninstalling the N/W-Fax Driver and Address Book Viewer .......30 When Installed Using the Installer.....................30 When Installed Using Add Printer Wizard ..................34 Repairing Client Software ..................36...

  • Page 18: Chapter 2 Installing Client Software

    2 Installing Client Software Installing Network Fax Software This chapter includes procedures for installing software required to enable the fax printing and online address books for this equipment. It is recommended that you read these instructions in their entirety before beginning the installation process. Overview Before you can begin utilizing the network fax feature for this equipment, you must install the software using the Client Utilities CD-ROM provided.
  • Page 19 This section describes about installing the N/W-Fax driver and Address Book Viewer in an SMB environment. The N/W-Fax driver can be set up using the same connection as a printer driver such as Parallel printing, USB printing, LPR printing, IPP printing, and Novell printing. To set up the N/W-Fax driver using these connections, please refer to the Printing Guide.
  • Page 20 2 Installing Client Software Click [Next]. The License Agreement screen is displayed. Click [Yes]. The Choose Destination Location screen is displayed. Click [Next]. If you want to change the location where the programs are installed, click [Browse]. In the dialog box appears, select the folder and click [OK]. The Setup Type screen is displayed.
  • Page 21 Select “Custom” and click [Next]. The Select Components screen is displayed. Check the software that you want to install. Océ N/W-Fax — check this to install the N/W-Fax driver. Océ AddressBookViewer — check this to install the Address Book Viewer. If you are installing from the CD-ROM that is included in the optional Fax unit, other com- ponents are not displayed in the Select Components screen.
  • Page 22 2 Installing Client Software Click [Browse]. The Browse for Printer dialog box appears. You can also automatically specify the network queue by searching the equipment in the network. P.22 “Using the Discovery Functions to Specify the SMB Port” Locate this equipment in your network, select the “print” queue, and click [OK].
  • Page 23 Click [Next]. If you want to change the program folder, rename the folder name in the “Program Folder” field. The Starting Copying Files screen is displayed. Click [Next]. Starts copying files and the InstallShield Wizard Complete screen is displayed when copying files are completed.
  • Page 24 2 Installing Client Software Click [Finish]. The installation is completed. The Installer may ask you to restart your computer. If it does, select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. — Using the Discovery Functions to Specify the SMB Port In the Select Port screen during the installation, you can also obtain the network queue name automatically by searching for the equipment.
  • Page 25 Click [Start Discovery]. It starts searching the equipment in the network. It searches the equipment within the local subnet in your network. If the equipment is located in the different subnet from your computer, or you want to specify the IP address range to be searched, click [Advanced].
  • Page 26 2 Installing Client Software Select the equipment that you want to connect and click [OK]. It automatically obtains the network queue in the “Network path or queue name” field. It automatically obtains the IP address of the equipment and the queue name specified by an administrator, in the “Network path or queue name”...
  • Page 27 Specifying the IP address manually Click [Discovery]. The Document Monitor Local Discovery dialog box appears. Click [Manual Selection]. The Manual Selection dialog box appears. Installing Network Fax Software...
  • Page 28 2 Installing Client Software Enter each item to specify the printer address and click [OK]. IP Address — Enter the IP address of the printer. IPX Address — Enter the IPX address of the printer. This is available only when the IPX/ SPX protocol and Novell Client are installed in your computer, and the computer is connected to the NetWare server.
  • Page 29 It automatically obtain the network queue in the “Network path or queue name” field. It automatically obtains the IP address of the equipment and the queue name specified by an administrator, in the “Network path or queue name” field in the General submenu page of the Setup menu in the Printer Utility administrator mode.

  • Page 30: Installing Client Software From Printer Utility

    2 Installing Client Software Installing from Printer Utility If the system administrator has uploaded the software to this equipment, you can use Printer Utility to install the software on your workstation. When using Windows Server 2003 that the Service Pack is installed, the installation from Printer Utility cannot be performed.
  • Page 31 Click the “Install Client1” link to download the installer file. Download the installer file on your desktop by following the prompts. Double-click the “InstallClient1.exe” file that you downloaded. The installer starts and the InstallShield Wizard dialog box appears. Follow the installation procedure using the Client Utilities CD-ROM described in following section.

  • Page 32: Uninstalling The N/W-Fax Driver And Address Book Viewer

    2 Installing Client Software Uninstalling the N/W-Fax Driver and Address Book Viewer The following instructions describe how to uninstall the N/W-Fax driver and Address Book Viewer. The uninstallation procedure is different depending upon how you installed the client software. P.30 “When Installed Using the Installer” P.34 “When Installed Using Add Printer Wizard”...
  • Page 33 Select “Océ im8530 Series Client” and click [Change/Remove]. The InstallShield Wizard dialog box appears. Select “Remove” and click [Next]. The Confirm Uninstall dialog box appears. Click [OK]. Click [Yes] to delete the setting files. Deleting files starts. If you want to re-install the client software later, click [No] to remain the setting files. You can restore the data and settings when you re-install the client software.
  • Page 34 2 Installing Client Software Select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. Some files may be deleted after restarting the computer. Uninstalling only N/W-Fax Diver and Address Book Viewer The following describes an installation on Windows XP. The procedure is the same when other versions of Windows are used.
  • Page 35 Select “Océ im8530 Series Client” and click [Change/Remove]. The InstallShield Wizard dialog box appears. Select “Modify” and click [Next]. Uncheck the components that you want to uninstall and click [Next]. Uninstalling the N/W-Fax Driver and Address Book Viewer...

  • Page 36: When Installed Using Add Printer Wizard

    2 Installing Client Software Click [Yes] to delete the setting files. Deleting files starts. If you want to re-install the client software later, click [No] to remain the setting files. You can restore the data and settings when you re-install the client software. Click [Finish].
  • Page 37 Click the [File] menu and select [Server Properties]. The Print Server Properties dialog box appears. Display the Drivers tab. Select the N/W-Fax driver and click [Remove]. The confirmation dialog box appears. Click [OK]. The N/W-Fax driver is completely deleted. Uninstalling the N/W-Fax Driver and Address Book Viewer...

  • Page 38: Repairing Client Software

    2 Installing Client Software Repairing Client Software When the client software will not work correctly, you can repair the client software. Repairing Client Utilities Software The following describes an installation on Windows XP. The procedure is the same when other versions of Windows are used.
  • Page 39 Select “Repair” and click [Next]. Repairing files starts. If the printer drivers and N/W-Fax driver are installed, the Select Port screen is displayed. If this screen is displayed, specify the network path or queue name and click [Next]. The instructions on how to specify the network path or queue name varies depending on how you want to connect to the equipment.
  • Page 40 2 Installing Client Software Repairing Client Software...
  • Page 41 Faxing from Client Computers This section describes the instructions on how to send a fax using the N/W-Fax driver. Faxing from Applications..................40 How to Fax using the N/W-Fax Driver....................40 Setting up the N/W-Fax Options .......................53 Sending with Extended Fax Functionality ..................58 Managing Faxes ......................62 Managing Fax Jobs using Document Monitor...................62 Managing Fax Jobs using Printer Utility....................63...

  • Page 42: Faxing From Applications

    3 Faxing from Client Computers Faxing from Applications You can use the N/W-Fax driver option to electronically fax and Internet Fax from your computer to one or more recipients. In addition, you can select fax properties, fax schedule options, include fax cover sheets and edit sender information.
  • Page 43 Select “Océ Series Fax” and Click [Properties]. The properties dialog box appears. The procedures for displaying the properties dialog for the printer driver may be different depending on the application you are using. See your application’s manual about dis- playing the printer properties dialog box. Display the Send tab and specify the recipients, and other options.
  • Page 44 3 Faxing from Client Computers When you want to send a document with a fax cover sheet, display the Cover Sheet tab, select the cover sheet type in the “Cover Sheet” drop down box and specify the other options. If you enable the “Sender Information” option, continue to the next step and specify the message to appear as the sender information.
  • Page 45 When you enable the “Sender Information” option in the Cover Sheet tab, display the Sender Information tab and enter the sender information message to appear the message on the fax cover sheet. In the text field in the Sender Information tab, up to 500 characters can be entered. For instructions on how to set the Sender Information, see the following section.
  • Page 46 3 Faxing from Client Computers Specifying recipients from Address Book Click [Select From Address Book] in the Send tab. The Address Book Viewer is launched. Faxing from Applications...
  • Page 47 Browse the address book category within the Address Book where desired recipients are programed. Private Address Book — This contains the contacts registered in the associated client address book on your client computer. Public Address Book — This contains the contacts registered in the address book in this equipment.
  • Page 48 3 Faxing from Client Computers Select the contact you want to add as a recipient and click the [Fax] icon ( ) in the tool bar to add the fax number as a recipient, and click the [Mail] icon ( ) to add the e-mail address as a recipient.
  • Page 49 After you selected all recipients, right-click on a recipient name in the right pane and select [Selection] in the menu displayed. The Destinations dialog box appears. You can also display the Destinations dialog box by clicking the [Selection] icon ( ) in the tool bar.
  • Page 50 3 Faxing from Client Computers The Address Book Viewer is closed and selected recipients are added to the “To” list. Searching recipients from address book Click [Select From Address Book] in the Send tab. The Address Book Viewer is launched. Faxing from Applications...
  • Page 51 Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. Select a address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar.
  • Page 52 3 Faxing from Client Computers Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the first name. Fax Number — Enter the search characters or string to search by the contact fax number.
  • Page 53 Check the “Email Address” check box if you want to add the Email address of the selected contacts as the destinations, and check the “Fax Number” check box if you want to add the fax number of the selected contacts as the destinations. The default destination type in the “Type Selection”...
  • Page 54 3 Faxing from Client Computers The Address Book Viewer is closed and selected recipients are added to the “To” list. Entering a recipient manually Click [New]. The Direct Dial dialog box appears. To add an Internet Fax address as a recipient, select “Internet Fax Address”...

  • Page 55: Setting Up The N/W-Fax Options

    To add a fax number as a recipient, select “Fax Number” and enter the fax number in the right field. In addition, if you specify a Sub address, enter the Sub address in the “SUB” field, and security password for the Sub address in the “PWD” field if required. You can send to a fax number only when the optional Fax unit is installed.
  • Page 56 3 Faxing from Client Computers Setting the Send Properties In the Send tab of the N/W-Fax properties dialog box, you can specify the recipients and how the fax will be sent. To specify the recipients, you can select from the Address Book or enter the recipient manually. P.43 “Specifying Recipients”...
  • Page 57 - Super Fine (200 x 400 dpi) — Select this to send a document in Super Fine mode (200 x 400 dpi). - Ultra Fine (400 x 400 dpi) — Select this to send a document in Ultra Fine mode (400 x 400 dpi).
  • Page 58 3 Faxing from Client Computers Setting up the Cover Sheet Properties In the Cover Sheet tab of the N/W-Fax properties dialog box, you can specify the fax cover sheet to be sent. If you enable the cover sheet, the cover sheet is attached in the first page of the doc- ument and sent to the recipients.
  • Page 59 Setting up the Sender Information Properties In the Sender Information tab of the N/W-Fax properties dialog box, you can specify the sender information that appears on the cover sheet. This must be set only when the “Sender Informa- tion” box in the Cover Sheet tab is checked. In the text field in the Sender Information tab, you can enter the up to 500 characters.

  • Page 60: Sending With Extended Fax Functionality

    3 Faxing from Client Computers Sending with Extended Fax Functionality The N/W-Fax driver allows users to perform the following features. P.58 “Saving a Fax as File” P.58 “Delayed Transmission” P.59 “Sending with a Cover Sheet” Saving a Fax as File You can save a document in the “TXFAX”...
  • Page 61 Click [Edit]. The Scheduled Time dialog box appears. Select the date and time and click [OK]. You can click the Date arrow to display a calendar then allows you to select an date. Enter the time to commence the fax transmission. You can use the up and down arrows to assist with setting the time with the proper format.
  • Page 62 3 Faxing from Client Computers Enter the subject to appear on the cover sheet in the “Subject” field. You can enter up to 40 characters for the subject. Enter the message to appear on the cover sheet in the “Message” field.
  • Page 63 If you want the recipients information to appear on the cover sheet, check the “Recipients Information” box and check the items required for the recipient information. Name — Check this to have the name of the recipient appear on the cover sheet. Company —...

  • Page 64: Managing Faxes

    3 Faxing from Client Computers Managing Faxes You can display manage the fax jobs using Document Monitor and Printer Utility. P.62 “Managing Fax Jobs using Document Monitor” P.63 “Managing Fax Jobs using Printer Utility” Managing Fax Jobs using Document Monitor Users can use the Document Monitor application’s Fax tab to display the fax jobs that are cur- rently on this equipment.

  • Page 65: Managing Fax Jobs Using Printer Utility

    Click the Fax tab. The fax jobs list is displayed. If you want to delete a fax job, select a fax job in the list, click the [Document] menu and select [Cancel]. The selected job is deleted. Managing Fax Jobs using Printer Utility Users can use Printer Utility to display the fax jobs that are currently on this equipment.
  • Page 66 3 Faxing from Client Computers Managing Faxes...
  • Page 67 Managing Address Book This section describes the instructions on how to use the Address Book Viewer. Running Address Book Viewer ................66 Running the Address Book Viewer ....................66 About Address Book Viewer Interface ....................68 Using Commands..........................69 Managing Address Book..................73 About the Address Books........................73 Managing Contacts and Groups......................90 Converting the Address Book Data....................

  • Page 68: Running Address Book Viewer

    4 Managing Address Book Running Address Book Viewer The Address Book Viewer allows you to manage the Address Book properties, manage address books and address book entries. Particularly, you can perform the following functions: Create new contacts Create Address Book groups Modify contact information Search the address book database Import Address Book data...
  • Page 69 This method is only suggested if you are in the process of sending a fax and you need to add a fax recipient to the send list that is not currently a member of the Address Book. Otherwise, use the program group to access the Address Book Viewer. Accessing the Address Book Viewer from the Print properties In the Print dialog box in the application, select the N/W-Fax driver for the printer and click [Properties].

  • Page 70: About Address Book Viewer Interface

    4 Managing Address Book Then the Destinations dialog box appears. [Remove] — Click this to remove the selected contacts from the destinations list. [OK] — Click this to add these contacts as the destinations. [Cancel] — Click this to cancel the selection. [Help] —...

  • Page 71: Using Commands

    3) Browse Pane You can expand or collapse to view/hide Groups and Contact address book entries. The browse pane contains a tree structure for the following address books: - Private Address Book — This contains the contacts registered in the associated client address book on your client computer.
  • Page 72 4 Managing Address Book - Import -vCard File — Select this to import the address book data that had been exported as vCard files from cm4531 Series, im8530 Series, im4530 Series or im2830 Series. The data will be imported in the “Import Address Book”. This command is avail- able only when Microsoft Office XP is installed on your computer.
  • Page 73 - Convert for Printer Utility — Select this to run the Address Book Converter. Using the Address Book Converter, the address book file of the 9908 controller that can be created using Printer Utility can be converted to the address book file that can be restored or imported to cm4530, cm4531 Series, im8530 Series, im4530 Series, and im2830 Series with Printer Utility.
  • Page 74 4 Managing Address Book Context-Sensitive Menus You can also use the context-sensitive menu that is displayed by right-click an item displayed in Address Book Viewer window. Add - Contact — Select this to add a new contact in the private address book. If the cur- rently selected item is a group, the contact will be created as a member of the group.

  • Page 75: Managing Address Book

    Managing Address Book You can use the Address Book Viewer to manage the private address book. You can add or edit the contacts and groups as you desire. The private address book data is stored in your client computer. It can be used to manage the contacts and groups for sending a fax or Internet Fax using the N/W-Fax driver.
  • Page 76 4 Managing Address Book Managing the Public Address Book In order to access the public address book in cm4531 Series, im8530 Series, im4530 Series, im2830 Series, you must configure the connection to the device. You can configure the connection by searching the device in the network, or entering the IP address of the device manually.
  • Page 77 Click [Start Discovery] to begin the process. It locates all the compatible devices in your network. You can quit the process by clicking [Stop Discovery]. If the process continues for a long time, it is because the too many network clients are in the network.
  • Page 78 4 Managing Address Book Configuring Discovery Settings You can configure the discovery settings. 1) Devices Click the arrow button to display the pull down list and check the model name that you want to search. 2) Network - Enable IPX/SPX Search This is disabled because the Address Book Viewer does not support the IPX/SPX connec- tion.
  • Page 79 Configuring the connection manually Click the [Tools] menu and select [Device Setting]. The Document Monitor Local Discovery dialog box appears. Click [Manual Selection]. The Manual Selection dialog box appears. Managing Address Book...
  • Page 80 4 Managing Address Book Enter each item to specify the printer address. IP Address — Enter the IP address of the printer. IPX Address — This is disabled because the Address Book Viewer does not support the IPX/SPX connection. Name — Enter the printer name. Location —...
  • Page 81 Downloading the public address book data Click the [File] menu, select [Devices], and select the device name that you want to download the address book. Select “Public Address Book” in the browse pane. The Downloading dialog box appears. You can quit downloading the address book data by clicking [Cancel].
  • Page 82 4 Managing Address Book Managing the LDAP Address Book In order to access to the address book data in the LDAP servers, first you must register the LDAP directory services that you want to access. P.80 “Registering the LDAP Directory Services” Then search contacts in the LDAP server and add the contacts to the LDAP Address Book.
  • Page 83 In the General tab, enter the items as described below. Directory Server Name — Enter the server name or IP address of a LDAP server. This Server requires me to log on — Check this if the LDAP server requires the user name and password to log on.
  • Page 84 4 Managing Address Book Click [Add]. The entered directory service is added to the Directory Service list. Repeat the procedure from Step 2 to Step 3 until all required direc- tory services are added. Click [Close]. — Adding Contacts from LDAP Servers After you register the LDAP directory services, you can search contacts in the LDAP servers and add preferred contacts to the LDAP Address Book.
  • Page 85 Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the contact name. Fax Number — Enter the search characters or string to search by the contact fax number.
  • Page 86 4 Managing Address Book Select contacts that you want to add to the LDAP Address Book, and click [Add]. The selected contacts are added to the LDAP Address Book. Searching contacts by detailed search conditions Click the [Edit] menu and select [Find]. The Find Contact dialog box appears.
  • Page 87 Display the Detail Setting tab and select a field to search in the “Field Select” drop down box. Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is —...
  • Page 88 4 Managing Address Book Repeat the procedure from Step 3 to Step 6 to add all required con- ditions. You can remove the search conditions you have added. To do this, select the condition and click [Delete]. Click [Search]. It begins searching contacts in the LDAP server. When it completes searching, found contacts appear in the list at the bottom of the dialog box.
  • Page 89 The CSV file to import the Address Book Viewer must be created as the comma separated file in the following format: Group Name,Contact Key,Prefix,First Name,Last Name,Suffix,Display Name,Company Name,Department Name,First Fax Number,Second Fax Number,Email Address,Furigana,One Touch ID,Notes,Attenuation,Error Correction Mode,Fax Mode,Line Monitor,Line Selection,Option Type,Oversea Calls,Print Transmission Report,Short Protocol,Transmission Type,UseDeviceSettings,UseSubAddSID,Compression,PageWidth,Resolution,Password,SenderIdentification,SEP,SubAddress ,1,,User01,User,,User01 User,12345COMPANY,Dept01,00000000001,,user01@ifax.com,,1,,0,1,0,0,2,0,0,0,0,1,0,0,0,0,0,,,, ,2,,User02,User,,User02 User,12345COMPANY,Dept02,00000000002,,user02@ifax.com,,2,,0,1,0,0,2,0,0,0,0,1,0,0,0,0,0,,,,...
  • Page 90 4 Managing Address Book Click the [File] menu and select [Import] and [CSV File] or [vCard File]. The Importing dialog box appears. The [vCard File] command will appear only when Microsoft Office XP is installed on your computer. Even if you import a vCard file that contains multiple contacts, only a single contact can be imported.
  • Page 91 The address book data is imported into “Import Address Book”. If you have already been import an address book before, contacts information will be overwritten the existing import address book. If one or more records have been skipped during the import process, it may be due to one of following reasons: Record already exists.

  • Page 92: Managing Contacts And Groups

    4 Managing Address Book Exporting the address book as a CSV file or vCard File Click the [File] menu and select [Export] and [CSV File] or [vCard File]. The Exporting dialog box appears. The [vCard File] command will appear only when Microsoft Office XP is installed on your computer.
  • Page 93 Managing Contacts You can add contacts to the “Location/People” folder and each created groups in the Private Address Book. There are several ways to add the contact to the container. P.91 “Adding Contacts Manually” P.94 “Copying Contacts from an Address Book” Also you can modify or delete contacts in the private address book.
  • Page 94 4 Managing Address Book Click the [File] menu and select [New Contact]. The New Contact dialog box appears. Managing Address Book...
  • Page 95 In the Personal tab, enter items as described below. One Touch ID — Select the one touch ID number for the contact (if desired). Prefix — Select the prefix for the contact. First Name — Enter the first name of the contact. You can enter up to 32 characters. Last Name —...
  • Page 96 4 Managing Address Book In the Sending Options tab, enter items as described below as required. Use Sub Address and sender information — Check this to enable subaddress transmission for this contact. When this is checked, documents will be always sent using the specified sub address and SID.
  • Page 97 Click the [Edit] menu and select [Copy]. The selected contacts are copied in the clipboard. Browse the Private Address Book and select a folder that you want to add the copied contacts in the left pane. If you want to copy individual contacts in the private address book, select the “Loca- tion/People”...
  • Page 98 4 Managing Address Book Displaying or modifying the contact properties Browse to the folder that contains the contacts you want to display or modify, and select the contact in the right pane. Click the [File] menu and select [Properties]. The Properties dialog box appears. You can also display the Properties dialog box by double-clicking the contact in the right pane.
  • Page 99 Personal Tab In the Personal tab, following items are displayed: When displaying the properties of a contact in the private address book, you can modify all items. One Touch ID — Display the one touch ID number for the contact. Prefix —...
  • Page 100 4 Managing Address Book Sending Options tab In the Sending Options tab, following items are displayed: When displaying the properties of a contact in the private address book, you can modify the fol- lowing settings: Use Sub Address and sender information Sub Address Sender Identification Use Device Settings —...
  • Page 101 Setting Value — Display whether to use auto detect receiver capability or manual settings for the Internet Fax transmission. When “Default” is selected, it enable auto detect receiver capability for the Internet Fax transmission. When “Custom” is selected, it uses custom set- tings specified in the “Receiver Capability”...
  • Page 102 4 Managing Address Book Click the [File] menu and select [Delete]. The Confirmation Deletion dialog box appears. Click [Yes]. The selected contacts are deleted. Managing Groups You can add groups to the “Group” folder in the Private Address Book. Groups can be used for multiple transmission.
  • Page 103 Click the [File] menu and select [New Group]. The Group dialog box appears. Enter a group name in the “Group Name” field. The “Group ID” field displays the Group ID number automatically detected. Click [OK]. The group is created in the selected “Group” folder. Continue to add contacts to the group.
  • Page 104 4 Managing Address Book Click the [File] menu and select [Properties]. The Group dialog box appears. When you display the properties of the group in the private address book, modify the group name in the “Group Name” field and click [OK].
  • Page 105 Removing a group Select the group that you want to delete in the “Group” folder of the private address book. Click the [File] menu and select [Delete]. The Confirm Deletion dialog box appears. Click [Yes]. The selected group is deleted. Searching Contacts In order to quickly locate contacts you can search the Address Book database.
  • Page 106 4 Managing Address Book Searching contacts by name, fax number, and e-mail address Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. Select a address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source”...
  • Page 107 Display the Person tab and enter search text in the following fields that you require. Display Name — Enter the search characters or string to search by the display name. Fax Number — Enter the search characters or string to search by the contact fax number.
  • Page 108 4 Managing Address Book Searching contacts by detailed search conditions Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. Select a address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar.
  • Page 109 Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is — Select this to search contacts that completely match the search string. Start with — Select this to search contacts that start with the search string. End with —...
  • Page 110 4 Managing Address Book Repeat the procedure from Step 3 to Step 6 to add all required con- ditions. You can remove the search conditions you have added. To do this, select the condition and click [Delete]. Click [Search]. It begins searching contacts in the selected address book. When it completes searching, found contacts appear in the list at the bottom of the dialog box.
  • Page 111 Select the searched contacts and click [Address]. The Type Selection dialog box appears. Check the “Email Address” check box if you want to add the Email address of the selected contacts as the destinations, and check the “Fax Number” check box if you want to add the fax number of the selected contacts as the destinations.

  • Page 112: Converting The Address Book Data

    4 Managing Address Book Click [OK]. The selected contacts are added as recipients for N/W-Fax. Converting the Address Book Data Using the Address Book Converter, users can convert the 9908 controller address book file to the file that can be restored or imported to the cm4531 Series, im8530 Series, im4530 Series, or im2830 Series with Printer Utility.
  • Page 113 Converting from an address book converter file Click the [Tools] menu and select [Convert for Printer Utility]. The Converting AddressBook dialog box appears. Click [Browse] at the next of the “Input file” field. Locate the folder that contains the address book converter file (*.abc).
  • Page 114 4 Managing Address Book Select the model name that the selected file is originally created from in the “Machine Type” drop down box. Click [Browse] at the next of the “Output File” field. Locate the folder where you want to save a converted file. Select “TBF (Restore) (*.tbf)”...
  • Page 115 Click [Convert]. It starts converting a file. Click [OK]. The file is converted and saved in the selected folder. After you convert the file, you can restore or import the address book into the equipment using the restore or import function of the Printer Utility. For instructions on how to restore or import the address book, refer to the Printer Utility Guide.
  • Page 116 4 Managing Address Book Click [Browse] at the next of the “Input file” field. Locate the folder that contains the CSV file. Select “CSV (Comma Separated Values) (*.csv)” in the “Files of type” drop down box, select the file, and click [Open]. Select the model name that the selected file is originally created from in the “Machine Type”...
  • Page 117 Locate the folder where you want to save a converted file. Select “CSV (Comma Separated Values) (*.csv)” in the “Save as type” drop down box, enter the file name in the “File name” field, and click [Save]. When you selected a CSV file for the input file, do not specify “TBF (Restore) (*.tbf)” in the “Save as type”...
  • Page 118 4 Managing Address Book Managing Address Book...
  • Page 119 Appendix This section shows the cover sheet samples. Cover Sheet Samples ...................118 Standard Cover Page........................118 Business Cover Page........................119 Professional Cover Page ........................120...

  • Page 120: Cover Sheet Samples

    5 Appendix Cover Sheet Samples Standard Cover Page Reference Number: 0000000000000000 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document. Cover Sheet Samples...

  • Page 121: Business Cover Page

    Business Cover Page Reference Number: 0000000000000000 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document. Cover Sheet Samples...

  • Page 122: Professional Cover Page

    5 Appendix Professional Cover Page Reference Number: 0000000000000000 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document. Cover Sheet Samples...

  • Page 123: Index

    INDEX ............70 Exit ............90 Export ........71 About Address Book ........70 Export - CSV File ..........81 Account Name ........70 Export - vCard File ..........72 Add - Contact ...........72 Export to vCard ..........72 Add - Group ......13 Address Book Viewer ...........
  • Page 124 ..........54 Send Properties ......94 Sender Identification ........... 12 N/W-Fax Driver ....... 56 Sender Information ........53 N/W-Fax Options ......57 Sender Information Properties ..........50 Name ........81 Server Port Number .............52 ..........99 Setting Value ........69 New Contact ..........98 Short Protocol .........69 New Group ..........70 Small Icons...
  • Page 125 im5530/6030/7230/8530...

This manual is also suitable for:

Im6030Im7230Im8530

Table of Contents