Sharp MX-5500N Manual
Sharp MX-5500N Manual

Sharp MX-5500N Manual

Document filing guide
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MODEL:
MX-5500N
MX-6200N
MX-7000N
Document Filing Guide

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Table of Contents
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Summary of Contents for Sharp MX-5500N

  • Page 1 MODEL: MX-5500N MX-6200N MX-7000N Document Filing Guide...
  • Page 2: Table Of Contents

    TABLE OF CONTENTS ABOUT THIS MANUAL ......3 USING STORED FILES • MANUALS PROVIDED WITH THE MACHINE . . . 4 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: Manuals Provided With The Machine

    MANUALS PROVIDED WITH THE MACHINE Printed manuals and manuals stored in PDF format on the machine's hard drive are provided with the machine. When using the machine, read the appropriate manual for the feature you are using. Printed manuals Manual name Contents Safety Guide This manual contains instructions for using the machine safely and lists the specifications of the machine...
  • 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 image send 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 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 Ratio, colour mode, and special mode settings must be reselected.
  • Page 7: Before Using Document Filing

    BEFORE USING DOCUMENT FILING This section provides information that you should know before using the document filing function. Folders Three types of folders are used to store files by document filing. Folders on the hard drive Main Folder Quick File Folder Custom Folder Quick File Folder...
  • Page 8 Approximate number of pages and files that can be stored by document filing Combined total number of pages and total number of files that can be stored in custom folders and in the Main folder Examples of original types Number of pages* Number of files Full colour original...
  • Page 9: Important Points When Using Document Filing

    Do not store sensitive documents or documents that you do not want to be used by others. • 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 or image send mode, the original can be saved as a file on the hard drive at the same time it is copied or transmitted. In addition, Scan to HDD can be used to save the scanned data of an original to the hard drive without copying or transmitting the data.
  • Page 11 Scan to HDD mode The scanned original is saved as an image file. Neither printing nor transmission are performed when Scan to HDD is used. (1) Touch the [DOCUMENT FILING] key. (2) Touch the [Scan to HDD] tab. DOCUMENT COPY IMAGE SEND FILING Ready to scan to HDD.
  • Page 12: Base Screen Of Document Filing Mode

    BASE SCREEN OF DOCUMENT FILING MODE Touch the [DOCUMENT FILING] key in the touch panel to open the base screen of document filing mode. Files stored on the hard drive in the machine can be retrieved from this screen. When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear. If the user that logged in does not have My Folder configured, the folder selection screen will appear.
  • Page 13: Saving Files With Document Filing

    SAVING FILES WITH DOCUMENT FILING This chapter explains how to save an original as an 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 (excluding USB memory scan mode), "Quick File"...
  • Page 14 Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( • Copying begins and the scanned document image is saved to the hard drive. The selected copy settings are also saved. •...
  • Page 15: 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 (excluding USB memory scan mode), "File" can be selected to save an image of the document to the Main folder or a previously created custom folder.
  • Page 16 Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( • Copying begins and the scanned document image is saved to the hard drive. The selected copy settings are also saved. •...
  • Page 17: File Information

    FILE INFORMATION This section explains the settings that are configured in step 3 of "SAVING A FILE WITH "File"" (page 15). Specifying a user name, file name, folder, and confidential setting makes it easier to manage and search for a file. In addition, when confidential is selected and a password is established, other people will not be able to view the file without permission.
  • Page 18 Assigning a file name A file name can be assigned to the file. Touch the [File Name] key. Cancel File Information A text entry screen will appear. Enter the file name and touch the [OK] key. Confidential A maximum of 30 characters can be entered. Password For the procedure for entering text, see "6.
  • Page 19 Storing a file as a confidential file A password can be set for the file to prevent others from viewing it. Set a password (5 to 8 digits) with the numeric keys. Enable the confidential property. (1) Select the [Confidential] checkbox so that a File Information Cancel checkmark...
  • Page 20: Saving A Document File Only

    SAVING A DOCUMENT FILE ONLY (Scan to HDD) Scan to HDD is used to store 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] tab is touched in document filing mode. Touch the keys below to select Scan to HDD settings.
  • Page 21 [Original] key When the [Original] key is touched, the following screen appears. This screen is used to change the original size and select scanning settings for 2-sided originals. Scan to HDD/Original Scan Size 100% Store Size Auto Auto Original Image Orientation 2-Sided 2-Sided Booklet...
  • Page 22 [Colour Mode] key Touch the [Colour Mode] key to open the colour mode setting screen for Scan to HDD. Scan to HDD/Colour Mode Colour Mode Full Colour Auto Colour Mode 2 Colour B/W Mode Mono2 Greyscale The following settings can be selected for the scanning colour when the [COLOUR START] key ( ) or the [BLACK &...
  • Page 23 Special modes screen for Scan to HDD When the [Special Modes] key is touched, the following screen appears. For more information on each setting, see "4. SPECIAL MODES" in the Scanner Guide. Scan to HDD/Special Modes Dual Page Erase Card Shot Scan Mixed Size Slow Scan...
  • Page 24: Performing "Scan To Hdd

    PERFORMING "Scan to HDD" Place the original. Place the original face up in the document feeder tray, or face down on the document glass. Switch to document filing mode and select Scan to HDD settings. DOCUMENT COPY IMAGE SEND FILING (1) Touch the [DOCUMENT FILING] key.
  • Page 25: Using Stored Files

    USING STORED FILES This chapter explains how to retrieve a file stored by document filing and print or transmit the file. SEQUENCE FOR USING A STORED FILE This section explains the basic procedure for retrieving and using a stored file. The screens and procedures differ depending on whether or not user authentication is enabled.
  • Page 26: Sending A Stored File

    Select the file that you wish to retrieve. • Select the folder in the folder selection screen. File Retrieve Scan to HDD HDD Status Ex Data Access When the folder is selected, the files in the folder will Search Back Main Folder appear.
  • Page 27: Folder And File Selection Screens

    FOLDER AND FILE SELECTION SCREENS To use a file stored by document filing, 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 Search...
  • Page 28: File Selection Screen

    FILE SELECTION SCREEN The file selection screen of the Quick File folder, Main folder, and custom folders is explained below. File Retrieve Scan to HDD HDD Status Ex Data Access Search Back Main Folder File Name User Name Date file-01 Name 1 01/04/2006 file-02...
  • Page 29: Selecting A File

    SELECTING A FILE This section explains how to select a file to be used. Select the folder that contains the file you wish to use. DOCUMENT COPY IMAGE SEND FILING (1) Touch the [DOCUMENT FILING] key. The folder selection screen will appear. If a different tab File Retrieve Scan to HDD HDD Status...
  • Page 30: 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. File Retrieve Scan to HDD HDD Status Ex Data Access Job Settings Cancel Search Back Main Folder...
  • Page 31: Printing A Stored File

    PRINTING A STORED FILE A file stored using document filing can be retrieved 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 32: Print Settings Screen

    PRINT SETTINGS SCREEN Cancel Job Settings / Print file-01 Name 1 F. Colour Paper Select Number of Prints Auto (1 999) Print and Delete the Data Output Print and Save the Data 2-Sided B/W Print Special Modes [Paper Select] key Use this key to set the paper size.
  • Page 33: Batch Printing

    BATCH PRINTING All files in a folder that have the same user name and password can be printed at once. Touch the [Batch Print] key. Search Back Main Folder To batch print only the files of a certain job type, touch the File Name User Name Date...
  • Page 34 If a password has been established, Cancel Batch Print touch the [Password] key. User 1/ All Files Enter the password with the numeric keys (5 to 8 digits) and User Name Name 1 touch the [OK] key. Only files that have the same password will Password be selected.
  • Page 35: Sending A Stored File

    SENDING A STORED FILE A file stored by document filing can be retrieved and transmitted whenever needed. The settings used when the file was stored are also stored, and thus the file can be transmitted using those settings. If needed, you can also change the transmission settings to modify the retrieved file.
  • Page 36: 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 Ready to send.
  • Page 37: Properties Of Stored Files

    PROPERTIES OF STORED FILES FILE PROPERTIES A 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 properties are available for saved files: [Sharing], [Protect], and [Confidential]. When saved with the [Sharing] property, a file is not protected.
  • Page 38 Restrictions on changing the property • A file that is set to "Sharing" can be changed to "Protect" or "Confidential". However, a "Sharing" file that is saved in the Quick File folder can only be changed to "Protect". • A file that is set to "Protect" can be changed to "Sharing" or "Confidential". However, a "Protect" file that is saved in the Quick File folder can only be changed to "Sharing".
  • Page 39: Moving A Stored File

    MOVING A STORED FILE Use this procedure to change the location of a file (move a file to a different folder). After selecting the desired file, follow the steps below. ☞ SELECTING A FILE (page 29) Touch the [Move] key. Cancel Job Settings file-01...
  • Page 40 Touch the [Move] 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: User 2 Move A file whose property is "Protect" cannot be moved. To move a protected file, change its property to "Sharing" or "Confidential".
  • Page 41: Deleting A Stored File

    DELETING A STORED FILE Stored files that are no longer needed can be deleted. Select the file that you wish to delete and touch the [Delete] key. ☞ SELECTING A FILE (page 29) Touch the [Delete] key. Cancel Job Settings file-01 Name 1 F.
  • Page 42: Retrieving And Using A File From The Job Status Screen

    RETRIEVING AND USING A FILE FROM THE JOB STATUS SCREEN Files stored using File and Quick File appear as keys in the job status complete 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. This section explains how to search for a file or folder on the machine's hard drive. Searching is possible even when you only know part of the file name or folder name.
  • Page 44 Using the user name to search (B)(D) There are four ways to select the user name: Cancel User Name (A) Touch the key of the user name. Name 1 Name 2 The touched user name is highlighted. If you accidentally select the wrong user name, touch the Name 3 Name 4 Default User...
  • Page 45 Touch the [Start Search] key. Search Cancel Start Search The search results will appear in a screen similar to the following screen. A list of the files that match your search User Name Name 1 criteria will appear. Select the desired file from the list. File or Folder Name file-01 The job settings screen will appear.
  • Page 46 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. Open the folder that you wish to search. (1) Touch the [DOCUMENT FILING] key. DOCUMENT COPY IMAGE SEND...
  • Page 47 Using the user name to search (B)(D) There are four ways to select the user name: Cancel User Name (A) Touch the key of the user name. Name 1 Name 2 The touched user name is highlighted. If you accidentally select the wrong user name, touch the Name 3 Name 4 Default User...
  • Page 48 Start searching. (1) Touch the [Search within Current Folder] Cancel Start Search Search checkbox so that it is selected To search only files that are in the current folder, select User Name Name 1 the [Search within Current Folder] checkbox File or Folder Name file-01 Use this method to search for a file in a confidential folder.
  • Page 49 Document Filing Guide MODEL: MX-5500N MX-6200N MX-7000N MX7000-EX-FIL-Z1...

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Mx-7000nMx-6200n

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