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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.

???The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System.

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???NOVELL, NetWare, and NDS are trademarks of Novell, Inc.

???Other company names and product names in this manual are the trademarks of their respective compa- nies.

Copyright

?? 2003 TOSHIBA TEC CORPORATION All rights reserved

Under the copyright laws, this manual cannot be reproduced in any form without prior written permission of TTEC. No patent liability is assumed, however, with respect to the use of the information contained herein.

Preface

Thank you for purchasing e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series Multifunctional Digital Systems. This Network Fax Guide explains instructions on how to use the N/W-Fax driver and Address Book Viewer. Read this guide before operating the net- work fax features for the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series from client computers. Keep this guide within easy reach, and use it to configure an environ- ment that makes best of the e-STUDIO???s functions.

About This Guide

The Network Fax Guide provides detailed instructions for installing, setting up and using optional Network Fax Feature for the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series. With this option installed, you can perform the following functions:

???Fax electronic documents from your workstation.

???Use the N/W-Fax driver installed on your workstation to manage faxes: select recipients and send electronic documents from your desktop.

???Use the Address Book Viewer installed on your workstation to manage recipient informa- tion.

Conventions

???The term ???this equipment??? in this manual refers to the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series.

???The term ???e-Filing??? in this manual is an abbreviation of ???electronic filing???.

About Other Manuals

Other guides are included in the User Documentation CD-ROM provided with this system:

Printing Guide???explains how to install user software for the printer functions, including how to set up and manage print jobs from Microsoft Windows, Apple Mac OS, and UNIX computers.

Network Operator???s Guide???explains how to set up and manage network functions using the TopAccess user functions ??? such as network job management and template registration ??? from client computers via a network.

Network Administrator???s Guide???explains the basic configuration and administration of the equipment in supported platform and network environments. It also includes guidelines for set- ting up network servers to provide various network services.

e-Filing Guide???explains how to operate the e-Filing features by using the TWAIN driver, File Downloader and e-Filing web utility.

1. OVERVIEW

Features and Functions

This equipment provides the network fax feature, which simplifies and facilitates your office facsimile 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.

NOTE: ??? The fax transmission using the N/W-Fax driver is available only when optional Fax unit is installed.

For e-STUDIO450 Series and e-STUDIO280 Series:

???The fax transmission using the N/W-Fax driver is available only when the Printer Kit or Printer/Scanner Kit is installed in addition to optional Fax unit.

???The Internet Fax transmission using the N/W-Fax driver is available only when the Printer Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.

Functional Highlights

The highly intuitive, network N/W-Fax driver software enables you to select the fax printer driver to electronically faxes from your computer to one or more recipients. You can easily define fax job properties from the send list to fax resolutions. The N/W-Fax driver is compli- mented with the Address Book Viewer. The combination of applications enables you to easily manage a selection of fax recipients and access the Address Book.

Software Components

N/W-Fax Driver

The N/W-Fax driver enables you to set up send lists and send electronic documents from your PC to one or more destinations. You print to the fax much the same way you would choose to print to a designated printer that makes using the N/W-Fax driver quick and simple. You can select the fax properties. Fax properties are the attributes you can set to define sender and recip- ient information for processing fax jobs such as dialing options, sender information, fax resolu- tion and page layout.

Other features include an easy to use fax scheduler that allows you to set up a date and time to transmit your fax. Cover page options are also provided. You can include a customized cover page with your fax transmission that can include sender and recipient fax information and a detailed message. You can easily maintain sender and contact information that can be printed on the cover pages.

NOTE: ??? Faxing hard-copy documents must be performed as a walk-up function from the Touch Panel Display.

Address Book Viewer

With the Address Book Viewer you can effortlessly add or modify fax recipient names, fax num- bers, and Internet Fax address (e-mail address) to the Address Book. This utility allows you to manage recipients of the fax, select and display fax recipients from the Address Book, as well as recipient fax numbers and other contact information.

Additionally, Address Book Viewer allows you import or export address book data to or from other address book programs compatible to this equipment.

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 Client2 CD-ROM provided. You will use the InstallShield client software setup process.This section describes several ways to add N/W-Fax driver to user???s workstations. Prior to installing the N/W-Fax driver and Address Book Viewer, the administrator must install specific hardware and configure the fax options. Only authorized users can modify the device.

System Requirements

The TWAIN driver and File Downloader are available for following environments: ?? Display Resolution

???1024 x 768 dots or more ?? Display Color

???High Color (16bit) or higher is recommended ?? CPU

???Pentium 133 MHz minimum (Pentium 266 MHz or faster recommended) ?? Memory

???64MB for Windows 98

???96MB for Windows Me and Windows NT 4.0

???128MB for Windows 2000/XP/Server 2003

?? OS

???Windows 98 (Windows 98 Second Edition Recommended)

???Windows Me

???Windows NT 4.0 Service Pack 6a

???Windows 2000 Service Pack 3

???Windows XP Service Pack 1

???Windows Server 2003

Before Installing Client Software

Before installing the client software, confirm the followings to perform an appropriate installa- tion.

??? When Address Book Viewer Has Been Installed

If the Address Book Viewer has been installed from either the e-STUDIO4511 Series Client2 CD-ROM, e-STUDIO450 Series Client2 CD-ROM, or e-STUDIO280 Series Client2 CD-ROM, you do not have to install it from the other one. In that case, please install only the N/W-Fax driver.

If you want to install Address Book Viewer from the other CD-ROM, uninstall the Address Book Viewer then install it. When you uninstall the Address Book Viewer, please click [No] at the dialog box that displays the message to delete the settings for the Address Book Viewer so that you can restore the settings after installing new one.

Installing the N/W-Fax Driver and Address Book Viewer

You can install the N/W-Fax driver and Address Book Viewer from the Client2 CD-ROM or TopAccess.

This section describes about installing the N/W-Fax driver and Address Book Viewer in the SMB environment. The N/W-Fax driver can be set up in the same connection as the printer driver such as Parallel printing, USB printing, LPR printing, Peer-to-Peer printing, IPP printing, and Novell printing. To set up the N/W-Fax driver in these connections, please refer to the

Printing Guide.

Installing from Client2 CD-ROM

This section describes how to install the fax client software for SMB environment which is available for the local area network over TCP/IP.

NOTE: ??? When the Network Interface Card is not installed, set up the N/W-Fax driver using Parallel printing or USB printing. Also Address Book Viewer is not available unless the Network Interface Card is installed. To set up the N/W-Fax driver in these con- nections, please refer to the Printing Guide.

PREPARATIONS: ??? Before installing the printer driver for SMB environment, check with your system administrator to make sure of the following:

-This equipment is connected to the network and turned on.

-The TCP/IP setting is correct on this equipment and your computer.

Installing the fax client software for SMB connection using the installer

The procedure here describes an installation on Windows 2000. The procedure is the same when other versions of Windows are used.

REQUIREMENT: ??? You must log in Windows as a user who has the ???Administrators??? or ???Power Users??? privilege when using the Windows NT 4.0, Windows 2000, Windows XP, or Win- dows Server 2003.

1.Insert the Client2 CD-ROM into the CD-ROM drive.

???The installer automatically starts and the Choose Setup Language dialog box appears.

???When the installer does not automatically start, double-click ???Setup.exe??? in the Client2 CD-ROM.

2.Select your language and click [OK].

???The InstallSheild Wizard dialog box appears.

3. Click [Next].

??? The License Agreement screen is displayed.

4.Click [Yes].

??? The Choose Destination Location screen is displayed.

5.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.

6. Check the software that you want to install.

TOSHIBA e-STUDIO N/W-Fax ??? check this to install the N/W-Fax driver.

TOSHIBA e-STUDIO AddressBookViewer ??? check this to install the Address

Book Viewer.

SUPPLEMENTS: ??? In the components list, there are also ???TOSHIBA e-STUDIO TWAIN Driver??? and ???TOSHIBA e-STUDIO File Downloader???. You can install them together in the same operation. For more information about the TWAIN driver and File Downloader, please see the e-Filing Guide.

???If no changes are made, all four options will be installed.

7.Click [Next].

??? The Select Port dialog box appears.

8.Click [Browse].

???The Browse for Printer dialog box appears.

SUPPLEMENT: ??? You can also automatically specify the network queue by searching the equipment in the network.

P.17 "Using the Discovery Functions to Specify the SMB Port"

9.Locate this equipment in your network, select the ???print??? queue, and click [OK].

??? Returns you to the Select Port dialog box.

10.Click [Next].

??? The Select Program Folder screen is displayed.

11.Click [Next].

???If you want to change the program folder, rename the folder name in the ???Program Folders??? field.

???The Starting Copying Files screen is displayed.

12. Click [Next].

???Starts copying files and the InstallShield Wizard Complete screen is displayed when copying files are completed.

13.Select ???Yes, I want to view the Read Me file.??? and click [Fin- ish].

???The installation is completed.

NOTE: ??? 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 the equipment.

There two ways to obtain the SMB printer port from the equipment: P.18 "Searching the equipment automatically"

P.20 "Specifying the IP address manually"

Searching the equipment automatically

SUPPLEMENT: ??? 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 [Advance]. The Discovery Settings dialog box appears and you can specify the advanced settings for searching the equipment.

???Devices ??? You can specify the device models to be searched. This sets to search the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series, so you do not have to change this options.

???Network - Enable IPX/SPX Search ??? Check on this to search printers which con- nect to the IPX/SPX network. 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.

???Network - Enable TCP/IP Search ??? Check on this to search printers which con- nect to the TCP/IP network. This is available only when the TCP/IP protocol is installed in your computer. When this is enabled, select how it searches printers in the TCP/IP network.

Search local subnet ??? Select this to search printers in local subnet.

Specify a range ??? Select this to search printers in specific range of IP addresses. When this is selected, enter the IP addresses in ???From??? field and ???To??? field to spec- ify the range.

2.Select the equipment that you want to connect and click [OK].

3.It automatically obtains the network queue in the ???Network path or queue name??? field.

NOTE: ??? It automatically obtains the IP address of the equipment and the queue name speci- fied by an administrator, in the ???Network path or queue name??? field in the General submenu page of the Setup menu in the TopAccess administrator mode. If you can- not obtain the queue name, ask your administrator that the ???Network path or queue name??? field is correctly specified.

4. Continue the installation from step 10 on page 16.

Specifying the IP address manually

1. Click [Discovery].

???The TopAccessDocMon Local Discovery dialog box appears.

2. Click [Manual Selection].

??? The Manual Selection dialog box appears.

3.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.

Name ??? Enter the printer name.

Location ??? Enter the location of the printer.

NOTE: ??? You must enter ???Name??? and either ???IP Address??? or ???IPX Address???.

4. Select the equipment that you want to connect and click [OK].

5.It automatically obtain the network queue in the ???Network path or queue name??? field.

NOTE: ??? It automatically obtains the IP address of the equipment and the queue name speci- fied by an administrator, in the ???Network path or queue name??? field in the General submenu page of the Setup menu in the TopAccess administrator mode. If you can- not obtain the queue name, ask your administrator that the ???Network path or queue name??? field is correctly specified.

6. Continue the installation from step 10 on page 16.

Installing from TopAccess

If the system administrator has uploaded the software to this equipment, you can use TopAccess to install the software on your workstation.

P.24 "When Installed Using the Installer"

P.28 "When Installed Using Add Printer Wizard"

When Installed Using the Installer

When the client software was installed using the Installer in the Client2 CD-ROM or down- loaded from TopAccess, you can delete all files using the Add/Remove Programs function.

You can uninstall all client software that have installed from the Client2 CD-ROM, or you can uninstall only the N/W-Fax driver and Address Book Viewer.

P.24 "Uninstalling the all Client2 Software"

P.26 "Uninstalling only N/W-Fax Diver and Address Book Viewer"

Uninstalling the all Client2 Software

The following describes an installation on Windows 2000. The procedure is the same when other versions of Windows are used.

1.Open ???Control Panel??? and double-click the ???Add/Remove Programs??? icon.

???The Add/Remove Programs dialog box appears.

2.Select ???TOSHIBA e-STUDIO4511 Series Client2???, ???TOSHIBA e-STUDIO450 Series Client2???, or ???TOSHIBA e-STUDIO280 Series Client2??? and click [Change/Remove].

??? The InstallShield Wizard dialog box appears.

3.Select ???Remove??? and click [Next].

???The Confirm Uninstall dialog box appears.

4.Click [OK].

5.Click [Yes] to delete the setting files.

???Deleting files starts.

NOTE: ??? 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.

6.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 2000. The procedure is the same when other versions of Windows are used.

1.Open ???Control Panel??? and double-click the ???Add/Remove Programs??? icon.

???The Add/Remove Programs dialog box appears.

2.Select ???TOSHIBA e-STUDIO4511 Series Client2???, ???TOSHIBA e-STUDIO450 Series Client2???, or ???TOSHIBA e-STUDIO280 Series Client2??? and click [Change/Remove].

??? The InstallShield Wizard dialog box appears.

3.Select ???Modify??? and click [Next].

4.Uncheck the components that you want to uninstall and click [Next].

???Deleting files starts.

5.Select ???Yes, I want to restart my computer now.??? and click [Finish] to restart your computer.

When Installed Using Add Printer Wizard

When only N/W-Fax driver is installed by Add Printer Wizard, you can uninstall them by delet- ing the printer icons in the Printers folder.

Deleting the N/W-Fax driver

1.Open ???Printers??? folder, select the printer icon that you want to delete, and press the [Delete] key.

???When using Windows 98/Me or Windows NT 4.0, uninstallation has finished.

???When using Windows 2000/XP/Server 2003, continue to the next step.

2.Click the [File] menu and select [Server Properties].

???The Print Server Properties dialog box appears.

3.Display the Drivers tab. Select the N/W-Fax driver and click [Remove].

???The confirmation dialog box appears.

4.Click [OK].

???The N/W-Fax driver is completely deleted.

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 com- puter to one or more recipients.

In addition, you can select fax properties, fax schedule options, include fax cover sheets and edit sender information.

NOTES: ??? Faxing hard-copy documents must be performed as a walk-up function from the Touch Panel Display.

???The fax transmission using the N/W-Fax driver is available only when the optional Fax unit is installed. The Internet Fax transmission using the N/W-Fax driver is available without the optional Fax unit.

For e-STUDIO450 Series and e-STUDIO280 Series:

???Fax transmission using the N/W-Fax driver is available only when the Printer Kit or Printer/Scanner Kit is installed in addition to optional Fax unit.

???Internet Fax transmission using the N/W-Fax driver is available only when the Printer Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.

How to Fax using the N/W-Fax Driver

The following outline summarizes the steps for sending a fax from your desktop:

???Create a document.

???Print to Fax Driver.

???Add recipient???s name and fax numbers.

???Select a default cover page (optional).

???Send the fax.

Preparing Documents for Faxing

To see how objects, such as headers, footers, or drawing objects, will be positioned on a fax page, switch to your applications??? page layout view. If the software application you are using provides a Print Preview option, you can use it to view your fax before it is sent.

Faxing from Windows Applications

Once you have installed the N/W-Fax driver, you can send the document directly from most Windows applications to send as a fax and Internet Fax.

You can print using the various functions by setting print options on the printer driver.

Faxing from Windows applications

1.Open a file and select [Print] from the [File] menu of the appli- cation.

??? The Print dialog box appears.

2.Select ???TOSHIBA e-STUDIO Series Fax??? and Click [Proper- ties].

???The properties dialog box appears.

SUPPLEMENT: ??? The procedures for displaying the properties dialog for the printer driver may be dif- ferent depending on an application that you are using. See your application???s man- ual about displaying the printer properties dialog box.

3.Display the Send tab and specify the recipients, and other options.

P.35 "Setting up the Send Properties"

4.Display the Cover Sheet tab and specify the cover sheet prop- erties if you want to send a document with a fax cover sheet.

P.42 "Setting up the Cover Sheet Properties"

5.Display the Sender Information tab and specify the sender information message if you want to appear the message on the fax cover sheet.

P.43 "Setting up the Sender Information Properties"

SUPPLEMENT: ??? You can monitor and manage the fax job that is sent from your computer using TopAccessDocMon and TopAccess.

P.47 "Managing Faxes"

Setting up the N/W-Fax Options

N/W-Fax options are the attributes you set to define the way a fax job is transmitted. For exam- ple, you can specify the recipients, resolution, and paper size.

SUPPLEMENT: ??? To find the fax transmission instructions of that you expect for transmission results, you can refer to the procedures in the following section.

P.43 "Sending with Extended Fax Functionality"

Setting up 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.

SUPPLEMENT: ??? To specify the recipients, you can select from the Address Book or enter the recipi-

1)To

This displays the specified recipients list.

2)[Select From Address Book]

Click to launch the Address Book Viewer. You can select recipients from the Address Book.

P.37 "Specifying recipients from Address Book"

3)[New]

Click to add new recipient by entering manually. The Direct Dial dialog box appears.

P.40 "Entering a recipient manually"

4)[Remove]

Select a recipient in the ???To??? list and click this to remove the recipient from the list.

P.41 "Removing recipients"

5)Resolution

Select the resolution for the fax.

???Standard (200 x 100 dpi) ??? Select this to send a document in Standard mode (200 x 100 dpi).

???Fine (200 x 200 dpi) ??? Select this to send a document in Fine mode (200 x 200 dpi).

???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).

6)Dept. Code

Enter 5-digit department code if required. When the department code is enabled on this equipment, you must enter the department code to send a fax.

NOTE: ??? If you do not enter the department code when the department code is enabled on the equipment and the Department Code Enforcement is set to OFF in TopAccess, the job will be stored in the Invalid job list without transmitting the job. You can release or delete the job that is stored in the Invalid job list from the [JOB STATUS] button on the Control Panel. For instructions on how to release or delete the job in the Invalid job list, see Operator???s Manual for Facsimile Function.

7)Paper Size

Select the paper size of your document.

8)Orientation

Select the orientation of your document.

9)Save as File

Check this to save the fax as file as well as sending a fax and Internet Fax to the recipients. The fax will be saved in the ???TXFAX??? folder in the ???FILE_SHARE??? folder in this equip- ment.

P.43 "Saving a Fax as File"

10)File Format

Select the file format of the document that will be saved. This option can be selected only when the ???Save as File??? box is checked.

11)Delayed Fax

Select whether sending a document now or later.

???Send Fax Now ??? Select this to send a document immediately.

???Send Fax Later ??? Select this to send a document on a specified date and time. When this is selected, click [Edit] to display the Scheduled Time dialog box and specify the date and time the job will be transmitted. The job sent to this equipment will be stored in the Fax queue until the specified date and time.

??? Specifying Recipients

You can specify the recipients following method:

P.37 "Specifying recipients from Address Book"

P.40 "Entering a recipient manually"

Also you can remove the recipients added to the ???To??? list.

P.41 "Removing recipients"

Specifying recipients from Address Book

1. Click [Select From Address Book] in the Send tab.

??? The Address Book Viewer is launched.

2.Browse the address book category within the Address Book where desired recipients are programed.

3.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.

???Repeat until all required recipients are selected.

???When you select the fax number as a destination, the fax number icon in front of the name of the contact will be changed to the checked fax icon ( ).

???When you select the e-mail address as a destination, the e-mail icon in front of the name of the contact will be changed to the checked e-mail icon ( ).

SUPPLEMENTS: ??? You can cancel selecting the fax number or e-mail by selecting the contact and re-clicking the [Fax] or [Mail] icon in the tool bar.

???You can also select the recipient???s fax number by right-click the contact and select [Select] and [Fax Number] in the menu displayed.

???You can also select the recipient???s e-mail address by right-click the contact and select [Select] and [EMail] in the menu displayed.

4.After you selected all recipients, right-click on a recipient name in the right pane and select [Selection] in the menu dis- played.

???The Destinations dialog box appears.

SUPPLEMENT: ??? You can also display the Destinations dialog box by clicking the [Selection] icon ( ) in the tool bar.

5.Confirm the destinations that you select in the dialog box. If you remove the destination from the recipients list, select a contact and click [Remove].

6. After you confirm the destinations, click [OK].

7.The Address Book Viewer is closed and selected recipients are added to the ???To??? list.

Entering a recipient manually

1. Click [New].

??? The Direct Dial dialog box appears.

2.To add an Internet Fax address as a recipient, select ???Internet Fax Address??? and enter the e-mail address of the recipient in the right field.

For e-STUDIO450 Series and e-STUDIO280 Series:

The Internet Fax transmission using the N/W-Fax driver is available only when the Printer Kit and Scanner Upgrade Kit are installed, or when the Printer/Scanner Kit is installed.

3.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.

NOTE: ??? You can send to a fax number only when the optional Fax unit is installed.

4.Click [OK].

??? Entered recipient is added to the ???To??? list.

Removing recipients

1. Select a recipient that you want to delete from the ???To??? list.

2.Click [Remove].

??? The selected recipient is deleted from the ???To??? list.

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 docu- ment and sent to the recipients.

1

2

3

4

5

6

7

1)Cover Sheet

Select the cover sheet type from ???Standard Cover Page???, ???Business Cover Page???, and ???Pro- fessional Cover Page???. For cover sheet samples, see the Appendix at the end of this guide.

2)Font Name

Select the font to be used for the cover sheet.

3)Subject

Enter the subject to appear on the cover sheet. You can enter up to 40 characters.

4)Message

Enter the message to appear on the cover sheet. You can enter up to 500 characters.

5)Sender Information

Check this to print sender information on the cover sheet. When this is enabled, specify the sender information in the Sender Information tab.

P.43 "Setting up the Sender Information Properties"

6)Recipient Information

Check this to have recipient information appear on the cover sheet. Select one or more of the following options to determine what information will appear in the ???To:??? field of the cover sheet.

???Name ??? Check this to have the recipient name appear on the cover sheet.

???Company ??? Check this to have the recipient company name appear on the cover sheet.

???Department Name ??? Check this to have the recipient department name appear on the cover sheet.

???Fax Number ??? Check this to have the recipient fax number or Internet Fax address appear on the cover sheet.

7)Reference Number

Enter the reference number to identify the fax. This number will appear on the cover sheet.

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.

Displaying the Version Information

In the About tab of the N/W-Fax properties dialog box, you can display the version information of the N/W-Fax driver.

Sending with Extended Fax Functionality

Saving a Fax as File

You can save a document in the ???TXFAX??? folder in the ???FILE_SHARE??? folder in this equip- ment as well as sending the document to fax numbers and Internet Fax addresses.

Saving a fax to the default box

1. Display the Send tab and check the ???Save as File??? box.

2.Select the file format in the ???File Format??? drop down box.

3.Specify the other options to send a document and click [OK].

4.Click [Print] to send a document to this equipment.

Delayed Transmission

When the delayed transmission is specified, the fax is stored in the fax queue in this equipment and will be sent on the specified date and time.

Sending a document on specific date and time

1.Display the Send tab and select ???Send Fax Later??? in the ???Delayed Fax??? drop down box.

2.Click [Edit].

???The Scheduled Time dialog box appears.

3.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.

NOTE: ??? The scheduled date cannot be more then one month from the current date. If the current month does not have a date like the current date, then the date will be set at the last day of the following month. For example, if the current date is March 31st. then the maximum date that can be selected for the scheduled fax is April 30th.

4.Specify the other options to send a document and click [OK].

5.Click [Print] to send a document to this equipment.

Sending with a Cover Sheet

You can choose to send a cover sheet with your fax transmission. The cover sheet is merged with the recipient ???To??? list data to create a fax cover sheet. You can select what to include on the cover sheet such as sender or recipient information.

Preparing the cover sheet

1.Display the Cover Sheet tab and select the cover sheet type in the ???Cover Sheet??? drop down box.

???For samples of the cover sheets, see the Appendix at the end of this guide.

P.100 "Cover Sheet Samples"

2.Select the font in the ???Font Name??? drop down box.

???The selected font applies to the text contents in the cover sheet.

3.Enter the subject to appear on the cover sheet in the ???Sub- ject??? field.

???You can enter up to 40 characters for the subject.

4.Enter the message to appear on the cover sheet in the ???Mes- sage??? field.

???You can enter up to 500 characters for the message.

5.If you want the sender information to appear on the cover sheet, check the ???Sender Information??? box.

???If you check this, click the Sender Information tab and enter the sender information in the text box. You can enter up to 500 charac- ters in the sender information text box.

6.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 ??? Check this to have the company name of the recipient appear on the cover sheet.

Department Name ??? Check this to have the department name of the recipient appear on the cover sheet.

Fax Number ??? Check this to have the fax number or Internet Fax address of the recipient appear on the cover sheet.

NOTES: ??? Recipients information is obtained from the address book. If the recipient is added manually, this information does not appear on the cover sheet except for the fax number or Internet Fax address.

???The recipients information for all recipients will appear on the cover sheet.

7.If you want the reference number to identify the document to appear on the cover sheet, check the ???Reference Number??? box and enter the reference number in the field.

??? You can enter up to 20 characters for the reference number.

8.Specify the other options to send a document and click [OK].

9.Click [Print] to send a document to this equipment.

Managing Faxes

You can display manage the fax jobs using TopAccessDocMon and TopAccess.

P.47 "Managing Fax Jobs using TopAccessDocMon"

P.48 "Managing Fax Jobs using TopAccess"

Managing Fax Jobs using TopAccessDocMon

Users can use the TopAccessDocMon application???s Fax tab to display the fax jobs that are cur- rently on this equipment. This page allows the users to display and delete fax jobs which are originally submitted from your computer. For further information on TopAccessDocMon instal- lation and configuration, refer to the Printing Guide.

Displaying and deleting the fax jobs using TopAccessDocMon

1.Right-click the TopAccessDocMon icon in the task bar, and select [TopAccessDocMon].

???The TopAccessDocMon window appears and displays the Device tab that shows the device information of the default printer.

2.If displayed device information is not the device which you want to monitor the fax jobs, click the [Printer] menu and select the device name in the [Change Device] menu.

???The TopAccessDocMon window displays the device information of selected device.

3. Click the Fax tab.

???The fax jobs list is displayed.

4.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 TopAccess

Users can use TopAccess to display the fax jobs that are currently on this equipment. The Fax/ Internet Fax menu page in the Jobs tab allows the users to display and delete fax jobs that are currently stored in the queue.

Displaying and deleting the fax jobs using TopAccess

1.Access TopAccess using the browser.

???For the instruction to access TopAccess, please refer to the Network Operator???s Guide.

2.Click the Job Status tab and Fax/Internet Fax menu.

???The Fax/Internet Fax menu page displays the list of fax jobs.

3.If you want to delete a fax job, select a option box of the fax job in the list, and click [Delete].

??? The selected fax job is deleted.

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

???Export Address Book data

Running the Address Book Viewer

You can access the Address Book Viewer using two methods:

???Programs folder in the Start menu

???Print Properties window of the N/W-Fax driver (limited accessibility)

Access Using Program Group

From the Program Group, you can access the Address Book Viewer to create and edit your pri- vate address book.

Accessing the Address Book Viewer from the Programs group

1.Click the [Start] menu, select [Programs], [TOSHIBA e-STU- DIO Client], and select [TOSHIBA e-STUDIO Address Book].

???The Address Book Viewer window appears.

Access Using Print Properties

From the Print window, you can limitedly create and edit contacts in the Address Book.

NOTE: ??? 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

1.In the Print dialog box in the application, select the N/W-Fax driver for the printer and click [Properties].

??? The N/W-Fax properties dialog box appears.

2.Click [Select From Address Book] in the Send tab.

???The Address Book Viewer window appears.

???Selecting Contacts for N/W-Fax

When you access the Address Book Viewer from the N/W-Fax driver, it allows you to select the contacts from the Address Book Viewer.

After you select contacts that you want to add as recipients, right-click on a recipient name in the right pane and select [Selection] in the context sensitive menu.

SUPPLEMENT: ??? You can also select the recipients by searching the contacts in the Address Book Viewer.

P.87 "Searching Contacts"

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] ??? Click this to display the online Help.

About Address Book Viewer Interface

The Address Book Viewer main window consists of following items.

1

2

3

4

5

1)Menu Bar

You can perform various functions by selecting a command from the menus.

P.55 "Menu Bar"

2)Toolbar

You can perform general functions quickly by clicking a icon in the tool bar.

P.57 "Toolbar"

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.

???Public Address Book ??? This contains the contacts registered in the address book in this equipment.

???MAPI Address Book ??? This contains the contacts in the address book of default mail client in your computer.

???MS Outlook Express ??? This contains the contacts in the MS Outlook Express address book in your client computer.

???LDAP Address Book ??? This contains the contacts in specified LDAP server.

4)Contents Pane

The right-hand pane displays non-modifiable, text-only summary information about the cur- rently selected address book entry. Selecting an entry in the browse pane of the address book displays summary information about the entry in the contents pane.

5)Status Bar

This displays the description of selected command in the left side, and the number of the items of the currently selected address book entry in the right side.

Using Commands

Address Book Viewer allows you to perform a wide variety of functions.

You can access all of the commands from menus in the menu bar and from the icons in the tool bar at the top of the Address Book Viewer window. You can also choose commands from con- text-sensitive menus by right-clicking the browse pane and contents pane.

Menu Bar

The menu bar contains five menus of commands that allow you to perform various functions in Address Book Viewer.

1)File menu

???New Contact ??? Select this to add 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. If the currently selected item is the ???Location/People??? folder or ???Private Address Book??? object, the contact will be created in the "Location/People" folder. This command is available only when selecting items in the object in the private address book.

???New Group ??? Select this to add new group in the private address book. This command is available only when selecting the ???Group??? folder in the private address book.

???Properties ??? Select this to edit or display the properties of a group or a contact in the private or public address book. This command is available only when selecting a group or a contact in the private or public address book.

???Delete ??? Select this to delete a group or contacts in the private address book. This com- mand is available only when selecting a group or contacts in the private address book.

???Download ??? Select this to download the public address book from this equipment.

???Import -CSV File ??? Select this to import the address book data that had been exported as CSV files from e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, GL-1010 address book using the Address Book Viewer. Imported address book appears in the left pane as ???Imported Address Book??? and it disappears next time you run the Address Book Viewer.

NOTE: ??? The Address Book Viewer can import a CSV file that was originally exported from the Address Book Viewer. Also the Address Book Viewer cannot be imported a CSV file that has been modified.

???Import -vCard File ??? Select this to import the address book data that had been exported as vCard files from e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, GL-1010 address book using the Address Book Viewer. Imported address book appears in the left pane as ???Imported Address Book??? and it dis- appears next time you run the Address Book Viewer. This command is available only when Microsoft Office XP is installed on your computer.

???Export - CSV File ??? Select this to export the selected address book as a CSV file.

???Export - vCard File ??? Select this to export the selected address book as a vCard file. This command is available only when Microsoft Office XP is installed on your com- puter.

???Exit ??? Select this to exit the Address Book Viewer.

2)Edit menu

???Copy ??? Select this to copy the selected contacts or a group in the clipboard. The con- tacts or a group copied in the clipboard can be pasted in the private address book. This item is available only when selecting a group or contacts in any address book.

???Paste ??? Select this to paste the contacts or a group copied in the clipboard in the private address book. If the group has been copied, this item is available only when selecting the ???Group??? folder. If the contacts have been copied, this item is available only when selecting a group or the ???Location/People??? folder in the private address book.

???Select All ??? Select this to select all contacts displayed in the right pane. This item is available only when browsing groups or contacts.

???Find ??? Select this to find a contact by searching the address book. You can also search the LDAP server to add the contacts in the LDAP Address Book.

3)View menu

???Toolbar ??? Select this to display or hide the toolbar. When the check mark appears in the menu, the toolbar is currently displayed. You can select it again to hide the toolbar.

???Status Bar ??? Select this to display or hide the status bar. When the check mark appears in the menu, the status bar is currently displayed. You can select it again to hide the sta- tus bar.

???Large Icons ??? Select this to display the contacts using large icons.

???Small Icons ??? Select this to display the contacts using small icons.

???List ??? Select this to display the contacts in a list.

???Details ??? Select this to display the contacts in a list with detailed information.

???Sort By - Name ??? Select this to sort the contacts alphabetically by the name.

???Sort By - Fax Number ??? Select this to sort the contacts alphabetically by the fax num- ber.

???Sort By - Email Address ??? Select this to sort the contacts alphabetically by the e-mail address.

???Sort By - Ascending ??? Select this to sort the contacts alphabetically in ascending order.

???Sort By - Descending ??? Select this to sort the contacts alphabetically in descending order.

4)Tools menu

???LDAP Setting ??? Select this to configure the LDAP service to obtain the LDAP address book from the LDAP server.

???Device Setting ??? Select this to find the device to obtain the public address book from this equipment.

???Converting ??? Select this to run the Address Book Converter. Using the Address Book Converter, the address book file of the GL-1010 or GL-1020 that can be created using TopAccess can be converted to the address book file that can be restored or imported to e-STUDIO4511 Series, e-STUDIO450 Series, and e-STUDIO280 Series. This com- mand is available only for Windows NT 4.0, Windows 2000, Windows XP, and Win- dows Server 2003.

5)Help

???Contents and Index ??? Select this to display the Online Help.

???About TOSHIBA e-STUDIO Address Book ??? Select this to display the version infor- mation.

Toolbar

You can use following tool icon to perform various functions quickly.

(New Contact) ??? Click this to add 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. If the cur- rently selected item is a contact or the address book, the contact will be created in the address book. This icon is available only when selecting items in the private address book.

(New Group) ??? Click this to add new group in the private address book. This icon is available only when selecting the ???Group??? folder in the private address book.

(Copy) ??? Click this to copy the selected contacts or a group in the clipboard. The con- tacts or a group copied in the clipboard can be pasted in the private address book. This icon is available only when selecting a group or contacts in any address book.

(Paste) ??? Click this to paste the contacts or a group copied in the clipboard in the private address book. If the group has been copied, this item is available only when selecting the ???Group??? folder. If the contacts have been copied, this item is available only when selecting a group or "Location/People" folder in the private address book, and selecting a group or ???One Touch??? folder in the public address book.

(Properties) ??? Click this to edit or display the properties of a group or a contact. This icon is available only when selecting a group or a contact.

(Delete) ??? Click this to delete a group or contacts in the private address book. This icon is available only when selecting a group or contacts in the private address book.

(Find) ??? Click this to find a contact by searching the address book.

(Download) ??? Click this to download the public address book that you modified to this equipment.

(Fax) ??? Click this to add the fax numbers of selected contacts as destinations to be sent using the N/W-Fax driver. This icon is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts.

(Mail) ??? Click this to add the e-mail addresses of selected contacts as destinations to be sent using the N/W-Fax driver. This icon is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts.

(Confirm Selection) ??? Click this to display the Destinations dialog box to confirm the destinations to be sent using the N/W-Fax driver. This icon is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and any fax numbers or e-mail addresses have been selected as destinations.

Context-Sensitive Menus

You can also use the context-sensitive menu that is displayed by right-click the Address Book Viewer window.

The context-sensitive menu contains different commands when you right-click the left pane or right pane.

??? Context-Sensitive Menu on Browse Pane (Left Pane)

Following menus are displayed when right-clicking on the left pane.

???Add - Contact ??? Select this to add new contact in the private address book. If the currently selected item is a group, the contact will be created as a member of the group. If the cur- rently selected item is the "Location/People" or the private address book folder, the contact will be created in the "Location/People" folder. This command is available only when selecting items in the private address book.

???Add - Group ??? Select this to add new group in the private address book. This command is available only when selecting the ???Group??? folder in the private address book.

???Copy ??? Select this to copy the selected group in the clipboard. The group copied in the clipboard can be pasted in the private address book. This item is available only when select- ing a group in any address book.

???Paste ??? Select this to paste the contacts copied in the clipboard in the private address book. This item is available only when selecting a group or the ???Location/People??? folder in the pri- vate address book.

???Properties ??? Select this to edit or display the properties of a group. This command is avail- able only when selecting a group.

???Delete ??? Select this to delete a group in the private address book. This command is avail- able only when selecting a group in the private address book.

??? Context-Sensitive Menu on Contents Pane (Right Pane)

Following menus are displayed when right-clicking on the right pane.

???Add ??? Select this to add new contact in the private address book. If the currently selected item is a group, the contact will be created as a member of the group. If the currently selected item is the "Location/People" or the private address book folder, the contact will be created in the "Location/People" folder. This command is available only when selecting items in the private address book.

???Copy ??? Select this to copy the selected contacts in the clipboard. The contacts copied in the clipboard can be pasted in the private address book. This item is available only when selecting contacts in any address book.

???Paste ??? Select this to paste the contacts copied in the clipboard in selected group or "Loca- tion/People" folder of the private address book. This item is available only when selecting a group or "Location/People" folder in the private address book.

???Properties ??? Select this to edit or display the properties of a contact in the private address book. This command is available only when selecting a contact in the private address book.

???Delete ??? Select this to delete contacts in the private address book. This command is avail- able only when selecting contacts in the private address book.

???Select - Fax Number ??? Select this to add the fax numbers of selected contacts as destina- tions to be sent using the N/W-Fax driver. This item is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts.

???Select - EMail ??? Select this to add the e-mail addresses of selected contacts as destinations to be sent using the N/W-Fax driver. This item is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and selecting contacts.

???Selection ??? Select this to display the Destinations dialog box to confirm the destinations to be sent using the N/W-Fax driver. This item is available only when accessing the Address Book Viewer from the N/W-Fax driver properties dialog box and any fax numbers or e-mail addresses have been selected as destinations.

Managing Address Book

You can use the Address Book Viewer to manage the private address book, that you can add or edit the contacts and groups as you prefer. The private address book data is stored in your client computer, so that it can be used to manage the contacts and groups for sending a fax or Internet Fax using the N/W-Fax driver.

The Address Book Viewer also display the public address book that is the address book in the compatible TOSHIBA equipment, such as e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, and GL-1010 controller for the e-STUDIO35/45. Using the Address Book Viewer, you can display the contacts or groups in the address book and they can be copied to your private address book.

In addition, you can access the address book data such as other address book application of the default e-mail client in your computer, Microsoft Outlook Address Book, and LDAP directory service running in your network. You cannot add, delete, and edit the data in these address book, but you can copy their address book data to paste these data into the private address book.

About the Address Books

You can manage your address book using following address books:

???Private Address Book can be used as your own address book. P.61 "Managing the Public Address Book"

???Public Address Book allows you to display the address book in e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, and GL-1010 controller for the e-STUDIO35/ 45.

P.61 "Managing the Public Address Book"

???MAPI Address Book allows you to display the address book data of the default e-mail appli- cation in your computer.

P.66 "Configuring the MAPI Address Book"

???MS Outlook Address Book allows you to display the address book data of Microsoft Out- look Express in your computer.

P.67 "Managing the Microsoft Outlook Address Book"

???LDAP Address Book allows you to display the address book data which is added from the LDAP servers.

P.67 "Managing the LDAP Address Book"

Also the Address Book Viewer allows users to import and export the address book data as CSV file or vCard file, so that users can import the CSV file or vCard file which exported from another user???s private address book or public address book, and users can export the private address book and public address book for other users.

P.73 "Importing and Exporting the Address Book"

NOTE: ??? Importing and exporting a vCard file is available only when Microsoft Office XP is installed on your computer.

Managing the Private Address Book

You can manage your own address book using the private address book. You can add, delete, and modify the contacts in this address book. You can also create, delete, and modify the groups.

Contacts and groups can be added to this address book by various ways using other address books within the Address Book Viewer. For the instruction to manage the contacts and groups in the private address book, please refer to the following section:

P.75 "Managing Contacts and Groups"

Managing the Public Address Book

In order to access the public address book in e-STUDIO4511 Series, e-STUDIO450 Series, e-STUDIO280 Series, and GL-1010 controller for the e-STUDIO35/45, 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.

P.61 "Configuring the Connection by Local Discovery"

P.64 "Configuring the Connection by Manual Selection"

After configuring the connection to the device, the address book data of the device is obtained in the public address book. You can display the address book data and copy them in the private address book.

For the instruction to download the public address book data into the Address Book Viewer, please refer to the following section:

P.66 "Downloading the Public Address Book"

??? Configuring the Connection by Local Discovery

You can search the device in your network and configure the connection.

Discovering the device

1. Click the [Tools] menu and select [Device Setting].

???The TopAccessDocMon Local Discovery dialog box appears.

2. Click [Start Discovery] to begin the process.

???It locates all the compatible devices in your network.

SUPPLEMENTS: ??? 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. In this case, you can configure the discovery settings from [Advanced] button.

P.63 "Configuring Discovery Settings"

3.When the process completes, found printers are listed in the list.

4.Select the device that you want to access from the list and click [OK].

???The Address Book Viewer connects to selected device and obtains the address book data in the Public 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.

3)Network - Enable TCP/IP Search

Check on this to search devices that connect to the TCP/IP network. This is available only when the TCP/IP protocol is installed in your computer.

When this is enabled, select how it searches printers in the TCP/IP network.

???Search local subnet ??? Select this to search devices in local subnet.

???Specify a range ??? Select this to search devices in specific range of IP addresses. When this is selected, enter the IP addresses in ???From??? field and ???To??? field to specify the range.

??? Configuring the Connection by Manual Selection

You can configure the connection by entering the IP or IPX address of the device manually.

Configuring the connection manually

1. Click the [Tools] menu and select [Device Setting].

??? The TopAccessDocMon Local Discovery dialog box appears.

2.Click [Manual Selection].

???The Manual Selection dialog box appears.

3. 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 ??? Enter the location of the printer.

NOTE: ??? You must enter ???Name??? and either ???IP Address??? or ???IPX Address???.

4.Click [OK].

???Entered device is added to the list in the TopAccessDocMon Local Discovery dialog box.

5.Select the entered device name and click [OK].

???The Address Book Viewer connects to entered device and obtains the address book data in the Public Address Book.

??? Downloading the Public Address Book

You can download the address book data in the equipment to the Address Book Viewer.

Downloading the public address book data

1.Click the [File] menu, select [Download], and select the device name that you want to download the address book.

2.The Downloading dialog box appears. You can quit down- loading the address book data by clicking [Cancel].

???The public address book data is downloaded from the selected device.

Configuring the MAPI Address Book

The Address Book Viewer automatically access to the address book application of the default e-mail client software using the Messaging API (MAPI).

If the Address Book Viewer prompts an error message when selecting the MAPI Address Book, the default e-mail client software has not been defined in your computer, or the default e-mail software does not support MAPI. In this case, set the MAPI-compliant e-mail software as default e-mail client. For the instruction to set your e-mail application as default e-mail client, refer to the documentation or online help of your e-mail application.

You can use the MAPI address book to copy the contacts and groups to the private address book. P.79 "Copying Contacts from an Address Book"

Managing the Microsoft Outlook Address Book

The Address Book Viewer automatically access to the Microsoft Outlook Express Address Book to obtain the address book data. You use the MS Outlook address book to copy the contacts and groups to the private address book.

P.79 "Copying Contacts from an 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.67 "Registering the LDAP Directory Services"

Then search contacts in the LDAP server and add the contacts to the LDAP Address Book. P.69 "Adding Contacts from LDAP Servers"

You can use the LDAP address book to copy the contacts to the private address book. P.79 "Copying Contacts from an Address Book"

??? Registering the LDAP Directory Services

You can register multiple LDAP directory services.

Registering the LDAP directory services

1. Click the [Tools] menu and select [LDAP Setting].

???The Internet Account dialog box appears.

2. In the General tab, enter the items as described below.

Directory Server Address or IP ??? 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.

Account Name ??? Enter the user name to log on the LDAP server. Password ??? Enter the password to log on the LDAP server.

Log on using Secure Password Authentication ??? Check this to use secure password to log on the LDAP server.

Character code setting ??? Select the character code for the LDAP server.

3. In the Advanced tab, enter the items as described below.

Server Port Number - Directory service (LDAP) ??? Enter the port number to access the LDAP server. It shows ???389??? as a default. Change this number if you are sure the LDAP port number is changed from the default port number on the LDAP server.

Server Port Number - This Server requires a secure connection (SSL) ???

Check this when you require to access the LDAP server using SSL. Search - Search timeout ??? Select the timeout interval for searching.

Search - Maximum number of matches to return ??? Select maximum numbers for the search results.

Search - Search Base ??? Enter the search root suffix.

4.Click [Add].

??? The entered directory service is added to the Directory Service list.

5.Repeat the procedure from Step 2 to Step 3 until all required directory services are added.

???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.

You can search contacts by the name, fax number, and e-mail address. Also you can search con- tacts by specifying the detailed search conditions.

Searching contacts by name, fax number, and e-mail address

1. Click the [Edit] menu and select [Find].

??? The Find Contact dialog box appears.

2.Select a registered directory service in the ???Data Source??? drop down box.

3.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.

E-Mail ??? Enter the search characters or string to search by the contact e-mail address.

NOTE: ??? You must enter data into one of the fields to search contacts. It will search the con- tacts that contain the entered search strings.

SUPPLEMENT: ??? If you want to clear entered values, click [Clear All].

4.Click [Search].

???It begins searching contacts in the LDAP server. When it completes searching, found contacts appears in the list at the bottom of the dia- log box.

SUPPLEMENT: ??? If you want to stop searching, click [Stop].

5.Select contacts that you want to add to the LDAP Address Book, and click [Add].

End with ??? Select this to search contacts that end with the search string.

5.Enter the search string in the next field to the ???Condition of search string??? drop down box.

6.Click [Add].

??? Specified search condition is added to the condition list.

SUPPLEMENT: ??? If you want to clear entered values, click [Clear All].

7.Repeat the procedure from Step 3 to Step 6 to add all required conditions.

SUPPLEMENT: ??? You can remove the search conditions you have added. To do this, select the condi- tion and click [Delete].

8.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.

SUPPLEMENT: ??? If you want to stop searching, click [Stop].

9.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.

Importing and Exporting the Address Book

The Export feature of the Address Book Viewer allows you to create a CSV file or vCard file of your selected address book, and it can be imported to other user???s Address Book Viewer. The Import/Export feature is useful when users want to share the address book data.

NOTES: ??? Do not modify the CSV file that is exported from the Address Book Viewer. Once you modify the CSV file, it cannot be imported to the Address Book Viewer.

???Importing and Exporting a vCard file is available only when Microsoft Office XP is installed on your computer.

Also you can use the import address book to copy the contacts and groups to the private address book.

P.79 "Copying Contacts from an Address Book"

Importing the address book from a CSV file or vCard file

1.Click the [File] menu and select [Import] and [CSV File] or [vCard File].

???The Importing dialog box appears.

NOTE: ??? The [vCard File] command will appear only when Microsoft Office XP is installed on your computer.

2.Locate the folder where the CSV file or vCard file is stored, and select the file type (CSV or vCard) in the ???Files of type??? drop down box. Then select the file and click [Open].

3.The address book data is imported and ???Import Address Book??? is added in the left pane.

???If you have already been import an address book before, contacts information is added to the existing import address book.

SUPPLEMENT: ??? If one or more records have been skipped during the import process, it may be due to one of following reasons:

-Record already exists.

-Group name contains an invalid character.

-Fax number is invalid.

Exporting the address book as a CSV file or vCard File

1.Click the [File] menu and select [Export] and [CSV File] or [vCard File].

???The Exporting dialog box appears.

NOTE: ??? The [vCard File] command will appear only when Microsoft Office XP is installed on your computer.

2.Locate the folder where you want to save the CSV file or vCard File, and select the file type (CSV or vCard) in the ???Save as type??? drop down box. Then enter the file name and click [Save].

???The private address book is exported as a CSV file or vCard file.

Managing Contacts and Groups

Users can create contact and group entries to the private address book that can be accessed from your desktop.

Under the Private Address Book folder, there are two containers, ???Group??? and ???Location/Peo- ple???.

The ???Location/People??? folder contains individual contact information. The Group folder con- tains the groups and it can contain the individual contact information in each group.

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.76 "Adding Contacts Manually"

P.79 "Copying Contacts from an Address Book"

Also you can modify or delete contacts in the private address book. P.80 "Displaying or Modifying Contacts Properties"

P.83 "Removing Contacts"

??? Adding Contacts Manually

You can add new contacts to the ???Location/People??? folder in the private address book. Also you can add new contacts to groups created in the private address book.

Adding a new contact manually

1.Select the folder that you want to add new contact in the left pane.

???If you want to add new individual contact in the private address book, select the ???Location/People??? folder under ???Private Address Book??? folder.

???If you want to add new contact to the group in the private address book, select a group that you want to add a contact in the ???Group??? folder under ???Private Address Book??? folder.

Department ??? Enter the department name of the contact. You can enter up to 64 characters.

Fax ??? Enter the 1st fax number of the contact. You can enter up to 128 charac- ters includes numbers and the following symbols: +, -, [space], *, #

To add a 3 second pause to a fax telephone number, place a hyphen (-) at the desired point in the number.

Second Fax ??? Enter the 2nd fax number of the contact. You can enter up to 128 characters includes numbers and the following symbols: +, -, [space], *, #

To add a 3 second pause to a fax telephone number, place a hyphen (-) at the desired point in the number.

E-mail Address ??? Enter the e-mail address of the contact. You can enter up to 192 characters with at least one @.

Notes ??? Enter the notes for the contact. You can enter up to 256 characters.

NOTE: ??? You must enter ???Last Name??? and either ???First Tel??? or ???E-mail Address???.

4.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. Also you can use this contact to perform polling transmission from the mailbox in the remote facsimile using the specified sub address and password.

Sub Address ??? Enter the sub address or mailbox number of remote facsimile where a document will be sent. This can be entered only when ???Use Sub Address and sender information??? is enabled.

Sender Identification ??? Enter the security password for the sub address if required. This can be entered only when ???Use Sub Address and sender informa- tion??? is enabled.

NOTE: ??? Other items in this tab cannot be modified.

5. Click [OK].

???The contact is added to the list in the selected folder.

???Copying Contacts from an Address Book

You can also add contacts to the private address book and public address book by copying con- tacts from another address book folder.

Copying contacts from another address book folder

1.Browse to the folder that contains the contacts you want to copy, and select the contacts in the right pane.

2.Click the [Edit] menu and select [Copy].

???The selected contacts are copied in the clipboard.

3.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 ???Location/People??? folder under ???Private Address Book??? folder.

???If you want to copy contacts to the group in the private address book, select a group that you want to add contacts in the ???Group??? folder under ???Private Address Book??? folder.

???If you want to copy individual contacts in the public address book, select the ???One Touch??? folder under ???Public Address Book??? folder.

???If you want to copy contacts to the group in the public address book, select a group that you want to add a contact in the ???Group??? folder under ???Public Address Book??? folder.

The Properties dialog box contains the Personal tab, Sending Options tab, and Security tab.

SUPPLEMENT: ??? The tabs that will be displayed vary based on the type of the address book that the contact is chosen from.

Personal Tab

In the Personal tab, following items are displayed:

Sending Options tab

In the Sending Options tab, following items are displayed:

???Internet Fax Mode ??? Display whether the simple mode or full mode is used for the Inter- net Fax transmission.

???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??? option for the Internet Fax transmission.

???Receiver Capability ??? Display the receiver capabilities settings, such as resolution, com- pression, and page width. These are applied to the transmissions only when ???Custom??? is selected in the ???Setting Value??? option.

Security Tab

In the Security tab, following items are displayed:

???Owner ??? Display the owner name of this contact.

???Password ??? Display the password of this contact.

???Editing Date ??? Display the date that this contact is created.

??? Removing Contacts

You can remove contacts from the private address book.

Removing contacts from address book

1.Browse the folder that contains contacts you want to remove, and select contacts in the right pane.

2. Click the [File] menu and select [Delete].

???The Confirmation Deletion dialog box appears.

3.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.

P.84 "Creating Groups"

Also you can modify or delete contacts in the private address book. P.85 "Modifying Groups Properties"

P.86 "Removing Groups"

After you create a group, you can add or delete contacts in the group. For the instruction to add contacts in a group, please refer to the following section.

P.76 "Managing Contacts"

??? Creating Groups

You can create groups in the ???Group??? folder in the private address book.

Creating groups

1.Select the ???Group??? folder either in the ???Private Address Book??? folder.

2. Click the [File] menu and select [New Group].

??? The Group dialog box appears.

3.Enter a group name in the ???Group Name??? field.

???The ???Group ID??? field displays the Group ID number automatically detected.

4.Click [OK].

???The group is created in the selected ???Group??? folder.

5.Continue to add contacts to the group.

P.76 "Managing Contacts"

??? Modifying Groups Properties

You can change the group name of the groups in the private address book. You can also display the properties of a group in the public address book.

Modifying the group properties

1.Select the group that you want to display or modify the group properties in the ???Group??? folder either of the private address book and public address book.

2.Click the [File] menu and select [Properties].

??? The Group dialog box appears.

3.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].

???The group name of selected group is modified.

NOTE: ??? You cannot modify the group of the public address book.

??? Removing Groups

You can delete groups in the private address book.

NOTE: ??? When you delete a group, contacts added in the group are also deleted.

Removing a group

1.Select the group that you want to delete in the ???Group??? folder of the private address book.

2.Click the [File] menu and select [Delete].

???The Confirm Deletion dialog box appears.

3.Click [Yes].

???The selected group is deleted.

Searching Contacts

In order to quickly locate contacts you can search the Address Book database. You simply type in a string or letters to be used to search the database. The Address Book Viewer will search for any entry that contains the specified string. For example, you can type Smit and select the address book to be searched, and all contacts entries in the selected address book that match the search string Smit will be displayed. Including names like Smit, Smith, Smiths. The search is not limited to names only.

You can search contacts by the name, fax number, and e-mail address. Also you can search con- tacts by specifying the detailed search conditions.

SUPPLEMENT: ??? If the Address Book Viewer is launched by clicking [Select From Address Book] in the N/W-Fax driver, you can add the searched contacts as recipients for N/W-Fax.

NOTE: ??? You must enter one of the field to search contacts. It will search the contacts that contain the entered search strings.

SUPPLEMENT: ??? If you want to clear entered values, click [Clear All].

4.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.

???If the Address Book Viewer is launched by clicking [Select From Address Book] in the N/W-Fax driver, you can add the searched con- tacts as recipients for N/W-Fax.

P.91 "Adding contacts as recipients for N/W-Fax"

SUPPLEMENT: ??? If you want to stop searching, click [Stop].

Searching contacts by detailed search conditions

1. Click the [Edit] menu and select [Find].

??? The Find Contact dialog box appears.

2.Select a address book to search contacts in the ???Data Source??? drop down box.

8.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.

???If the Address Book Viewer is launched by clicking [Select From Address Book] in the N/W-Fax driver, you can add the searched con- tacts as recipients for N/W-Fax.

P.91 "Adding contacts as recipients for N/W-Fax"

SUPPLEMENT: ??? If you want to stop searching, click [Stop].

Adding contacts as recipients for N/W-Fax

If the Address Book Viewer is launched by clicking [Select From Address Book] in the N/ W-Fax driver, you can add the searched contacts as recipients for N/W-Fax.

1. Select the searched contacts and click [Address].

??? The Type Selection dialog box appears.

2.Check the ???Email Address??? check box if you want to add the Email address of the selected contacts as the destinations, and chck the ???Fax Number??? check box if you want to add the fax number of the selected contacts as the destinations.

3.Click [OK].

??? The Destinations dialog box appears.

4. 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 GL-1010 or GL-1020 address book file to the file that can be restored or imported to the e-STUDIO4511 Series, e-STUDIO450 Series, or e-STUDIO280 Series.

The Address Book Converter can convert the two kinds of the address book file that is created from the GL-1010 or GL-1020 address book; one is the Address Book Converter file (*.abc) that can be created using the backup function of the TopAccess, and the other is the CSV file that is created using the export function of the TopAccess.

P.93 "Converting from an address book converter file"

P.95 "Converting from a CSV file"

NOTE: ??? The Address Book Converter can be launched only on Windows NT 4.0, Windows 2000, Windows XP, and Windows Server 2003.

Converting from an address book converter file

1. Click the [Tools] menu and select [Converting].

??? The Converting AddressBook dialog box appears.

2.Click [Browse] at the next of the ???Input file??? field.

3.Locate the folder that contains the address book converter file (*.abc). Select ???ABC (Address Book Converter) (*.abc)??? in the ???Files of type??? drop down box, select the file, and click [Open].

4.Select the model name that the selected file is originally cre- ated from in the ???Machine Type??? drop down box.

5. Click [Browse] at the next of the ???Output File??? field.

6.Locate the folder where you want to save a converted file. Select ???TBF (Restore) (*.tbf)??? in the ???Save as type??? drop down box and click [Save].

NOTE: ??? When you selected an Address Book Converter file for the input file, do not specify ???CSV (Comma Separated Values) (*.csv)??? in the ???Save as type??? drop down box. The Address Book Converter file cannot convert to a CSV file.

7. Click [Convert].

???It starts converting a file.

8.Click [OK].

???The file is converted and saved in the selected folder.

SUPPLEMENT: ??? After you convert the file, you can restore or import the address book into the equip- ment using the restore or import function of the TopAccess. For instructions on how to restore or import the address book, refer to the Network Administrator???s Guide.

Converting from a CSV file

1. Click the [Tools] menu and select [Converting].

???The Converting AddressBook dialog box appears.

2. Click [Browse] at the next of the ???Input file??? field.

3.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].

4.Select the model name that the selected file is originally cre- ated from in the ???Machine Type??? drop down box.

5. Click [Browse] at the next of the ???Output File??? field.

6.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].

NOTE: ??? When you selected a CSV file for the input file, do not specify ???TBF (Restore) (*.tbf)??? in the ???Save as type??? drop down box. The CSV file cannot convert to a Restore file.

7. Click [Convert].

???It starts converting a file.

8.Click [OK].

???The file is converted and saved in the selected folder.

SUPPLEMENT: ??? After you convert the file, you can restore or import the address book into the equip- ment using the restore or import function of the TopAccess. For instructions on how to restore or import the address book, refer to the Network Administrator???s Guide.

5. APPENDIX

Cover Sheet Samples

Standard Cover Page

Reference Number: 0000000000000000

To:

00000000001

From:

MFP-00C67861

Subject:

N/W-Fax Document

Message:

This is a N/W-Fax Document.

Business Cover Page

Reference Number: 0000000000000000

To:

00000000001

From:

MFP-00C67861

Subject:

N/W-Fax Document

Message:

This is a N/W-Fax Document.

Professional Cover Page

Reference Number: 0000000000000000

To:

00000000001

From:

MFP-00C67861

Subject:

N/W-Fax Document

Message:

This is a N/W-Fax Document.

6. INDEX

INDEX

INDEX