HomeSearch by PurposeSaving a File to a User Box on this Machine to Share it in the Office ([Public], [Personal], [Group])

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Saving a File to a User Box on this Machine to Share it in the Office ([Public], [Personal], [Group])

To register a User Box to be Shared in the Office

Create User Box

Up to 1000 User Boxes can be created.

  1. Tap [Utility] - [One-Touch/User Box Registration] - [Create User Box] - [Public/Personal User Box] - [New].

    • The administrator can perform the same actions by selecting [Administrator Settings] - [One-Touch/User Box Registration].

  2. Enter the registration information, then tap [OK].

    • For details on registration information, refer to Here.

  • The administrator can delete all unused and empty boxes simultaneously. For details, refer to Here.

  • The administrator can select an authority so that each user is allowed to create, edit, or delete a User Box (default: [Allow]). For details, refer to Here.

  • You can set a limit on the number of boxes that each user can create. For details, refer to Here.

  • The administrator can set a time to automatically delete files from all User Boxes (Default: [No]). For details, refer to Here.

  • You can also register boxes using Web Connection. For details, refer to Here.

  • Using the Share SMB File function allows you to share files in the Public User Box on the network. For details on the Share SMB File function, refer to Here.

To save a shared file to a User Box

Save File in a User Box

Save (basic operation flow)

  1. Load the original.

  2. Tap [User Box].

  3. Select a User Box in which to save a file, then tap [Save].

    • This example uses the Public User Box for explanatory purposes. To use a Personal User Box or a Group User Box, tap [Personal] or [Group] and select the desired box.

    • Tap [New], to create a User Box. For details, refer to Here.

    • To search for a User Box in which to save a file, tap [Search]. For details, refer to Here.

  4. Set file save options if necessary.

    • For detailed optional settings, refer to Here.

  5. Press the Start key.

    The file is saved.

  • Up to 200 files can be stored in a User Box.

  • A total of 10000 pages can be stored in all User Boxes.

  • A total of 3000 files can be stored in all User Boxes.

  • If files stored in a User Box are not used, they are deleted automatically when the [Auto Document Delete Time] has passed (Default: [1 day]).

Save files in Copy mode

You can read a document in Copy mode and save its data in the User Box.

For details, refer to Here.

Save file in Fax/Scan mode

You can read the original data in Fax/Scan mode and save it in a User Box.

For details, refer to Here.

Save files from a PC

When specifying to print using the printer driver, you can specify a User Box number and store the print data in the box.

For details, refer to Here.

Save file from a USB memory

You can save a file stored on a USB memory in a User Box.

For details, refer to Here.

Save file from Bluetooth device

You can save files from Bluetooth-enabled mobile phone, smartphone, and tablet PC in a User Box.

For details, refer to Here.

  • The optional Local Interface Kit EK-607 is required to use the Bluetooth devices.

  • An interface setup by the service representative is required to use Bluetooth devices. For details, contact your service representative.

To print a file saved in a User Box

Print File in a User Box

Print (basic operation flow)

  1. Tap [User Box].

  2. Select the desired User Box, then tap [Open].

    • This example uses the Public User Box for explanatory purposes. To use a Personal User Box or a Group User Box, tap [Personal] or [Group] and select the desired box.

    • If the box is password protected, tap [Open] and enter the password.

    • You can also open the desired User Box by tapping it twice.

  3. Select a file to print, then tap [Print].

    • You can also long-tap the target file to display the menu icon, then drag and drop it to to get the same result.

  4. Set print options if necessary.

    • If an output image cannot be displayed, [Preview on Screen] appears. To check an output image, tap [Preview on Screen], then confirm the target output image on the preview window.

    • For detailed optional settings, refer to Here.

  5. If necessary, enter the number of copies using the Keypad.

    • Tapping [No. of Sets] displays the Keypad.

    • If the [10 Keypad] is assigned to the Register key, pressing the Register key enables you to display the Keypad on the Touch Panel to enter data.

    • To correct the number of copies, tap [C] (Clear).

  6. Press the Start key.

    Printing starts.

  • You can specify to hold or clear a file from the box after file printing or sending (Default: [Yes]). Also, you can prompt the user to hold or not hold a file in the box after it has been printed or sent in the delete confirmation screen. For details, refer to Here.

Print multiple files at the same time (Combine)

When printing multiple files at the same time, you can combine those files and handle them as a single job. This is called the Combine printing.

Using this function, you can reduce the print time and improve the efficiency as you can skip to repeat printing files one by one.

  • You can collectively print up to 10 files.

  1. Tap [User Box].

  2. Select the desired User Box, then tap [Open].

    • This example uses the Public User Box for explanatory purposes. To use a Personal User Box or a Group User Box, tap [Personal] or [Group] and select the desired box.

    • If the box is password protected, tap [Open] and enter the password.

    • You can also open the desired User Box by tapping it twice.

  3. Select files for Combine printing, then tap [Other] - [Combine].

  4. Change the order of printing files (Combine sequence) if necessary, then tap [OK].

    • If you print a file containing a watermark first, the watermark will also be printed on the second and subsequent files.

  5. Set print options if necessary.

    • If an output image cannot be displayed, [Preview on Screen] appears. To check an output image, tap [Preview on Screen], then confirm the target output image on the preview window.

    • For detailed optional settings, refer to Here.

  6. If necessary, enter the number of copies using the Keypad.

    • Tapping [No. of Sets] displays the Keypad.

    • If the [10 Keypad] is assigned to the Register key, pressing the Register key enables you to display the Keypad on the Touch Panel to enter data.

    • To correct the number of copies, tap [C] (Clear).

  7. Press the Start key.

    Printing starts.

  • You can specify to hold or clear a file from the box after file printing or sending (Default: [Yes]). Also, you can prompt the user to hold or not hold a file in the box after it has been printed or sent in the delete confirmation screen. For details, refer to Here.

To send a file saved in a User Box to an E-mail address or computer on the network

 

To operate a User Box on this machine through a computer

Operate a User Box via Web Connection

Open User Box

Log in to the Web Connection user mode, and open a User Box.

  1. Access to the Web Connection, using the Web browser.

    • For details on how to access the Web Connection, refer to Here.

  2. Log in to the user mode.

    • For details on how to login to the user mode, refer to Here.

  3. Click [Box] - [Open User Box].

    The User Boxes existing in this machine (Public, Personal, and Group User Boxes) are listed.

  4. Click and select a User Box to open from the list.

    • You can also open a desired User Box by entering its number directly in the [User Box Number] column.

    • If the box is password protected, you need to enter the password.

Printing a file in a User Box

If a file can be printed, a check box is shown in the [Select] column. Also, symbol is shown in the [Selectable Operation] column.

  1. Select the check box of file you wish to print, and click [Print].

    • Or, click shown in the [Selectable Operation] column.

  2. Set the print options if necessary.

    Settings

    Description

    [Change order]

    This option is displayed when multiple files are selected.

    You can change the print sequence if necessary. Select files and change their print sequence by clicking [Top]/[Up]/[Down]/[Bottom]/[Undo].

    To display files as thumbnails, click [Thumbnail View].

    [Combine]

    This option is displayed when multiple files are selected.

    You can combine multiple files into a single file and print them at the same time. If you select multiple files and set [OFF], you cannot use the [Basic Setting] and [Application Setting] options.

    [Basic Setting]

    You can set a number of copies, 2-sided Print, Color, and Finishing if necessary.

    [Application Setting]

    Configure more detailed setting such as Page Margin or Stamp. When using this function, click [Display].

    [Save Print Settings]

    Specify to save the current print settings or not.

    This option is not displayed when multiple files are selected.

  3. Click [OK].

    Printing starts.

  4. Click [OK].

    The file list screen appears again.

Send files in a User Box

If a file can be sent, a check box is shown in the [Select] column. Also, symbol is shown in the [Selectable Operation] column.

  1. Select the check box of file you wish to send, and click [TX].

    • Or, click in the [Selectable Operation] column.

  2. Configure send settings.

    Settings

    Description

    [Specify destination]

    Click [Search from List], and select the destination from the Address Book. When checking the destination list, click [Check Destination].

    [Change order]

    This option is displayed when multiple files are selected.

    You can change the file transfer sequence if necessary. Select files and change their print sequence by clicking [Top]/[Up]/[Down]/[Bottom]/[Undo].

    To display files as thumbnails, click [Thumbnail View].

    [Combine]

    This option is displayed when multiple files are selected.

    You can combine multiple files into a single file and send them at the same time. If you select multiple files and set [OFF], you cannot use the [File Type] and [Application Setting] options.

    [File Type]

    Specify the file type and encryption contents for a file to be sent.

    [Communication Setting]

    Configure E-mail settings or specify the URL notification destination. When using this function, click [Display].

    [Application Setting]

    Configure more detailed setting such as Stamp or Send & Print. When using this function, click [Display].

  3. Click [OK].

    Sending starts.

  4. Click [OK].

    The file list screen appears again.

Download files in a User Box to the PC

If a file can be downloaded, a check box is shown in the [Select] column. Also, symbol is shown in the [Selectable Operation] column.

  • The file size of up to 400 MB can be downloaded at one time.

  • If the file size exceeds 400 MB, specify the page range setting before downloading to limit the file size to download at one time to less than 400 MB.

  1. Select the check box of file you wish to download, and click [Download].

    • Or, click in the [Selectable Operation] column.

  2. Set the download options.

    Settings

    Description

    [Change the settings.]

    This option is displayed when downloading files from a Public User Box that has the Share SMB File function specified.

    If the Share SMB File function is enabled and a general format file exists in an SMB sharing folder, clear the [Change the settings.] check box. You will then be able to directly download files from the SMB sharing folder. This allows higher speed downloading.

    If no general format file exists in an SMB sharing folder, select the [Change the settings.] check box. You will then be able to download files by converting them into a general format.

    [Change order]

    This option is displayed when multiple files are selected.

    You can change the file storage sequence if necessary. Select files and change their print sequence by clicking [Top]/[Up]/[Down]/[Bottom]/[Undo].

    To display files as thumbnails, click [Thumbnail View].

    [File Format]

    Select a type of file to save.

    [Page Range]

    You can download all pages of file or the specified range of pages to the PC.

  3. Click [OK].

  4. When [Preparation for download has been completed.] has appeared, click [Download].

    The File Download page appears.

  5. Click [Save].

  6. Specify the storage location and file name, and click [Save].

  7. Click [Back].

    The file list screen appears again.

Move or copy files in a User Box to another User Box

If a file can be moved or copied to another User Box, a check box is shown in the [Select] column. Also, symbol is shown in the [Selectable Operation] column.

  1. Select the check box of file you wish to move or copy, and click [Move/Copy].

    • Or click in the [Selectable Operation] column.

    • You cannot select multiple files.

  2. Set the move or copy options.

    Settings

    Description

    [User Box Number]

    Select the destination User Box from the box list.

    [Copy]

    Select this check box to copy a file to the selected User Box.

  3. Click [OK].

    The file is moved or copied to the destination User Box.

  4. Click [OK].

    The file list screen appears again.

Delete files from a User Box

If a file can be deleted, a check box is shown in the [Select] column. Also, symbol is shown in the [Selectable Operation] column.

  1. Select the check box of file you wish to delete, and click [Delete].

    • You can select or deselect all files by checking the [Check/Uncheck (applied to all the documents )] box.

    • Or, click in the [Selectable Operation] column.

  2. Check the name of file to delete, and click [OK].

    • When you select multiple files and display them as thumbnails, click [Thumbnail View].

  3. Click [OK].

    The file is deleted, and the file list screen appears again.

To share files in the Public User Box on the network using the Share SMB File function

Configuring the Share SMB File function

Overview

Share SMB File is a function that shares files in the Public User Box of the machine on the network using the machine as an SMB server.

This function allows you to connect to the device through the computer and easily export files in the Public User Box in the same way as when referencing the shared folder on the network.

To use the Share SMB File function, follow the procedure shown below.

  1. Configuring the SMB server

    • For details on configuring the setting, refer to Here.

  2. Creating a Public User Box to share files

    • For details on configuring the setting, refer to Here.

Configuring the SMB server

Configure settings to use the machine as an SMB server.

In the administrator mode, select [Network] - [SMB Settings] - [SMB Server Settings], then configure the following settings.

Settings

Description

[SMB Server Settings]

Select [ON] to use the machine as an SMB server.

[OFF] is specified by default.

[SMB Host Name]

Enter the SMB host name of the machine in uppercase letters (using up to 15 characters, including a symbol "-" but not to be used at the beginning or end of the character string).

[Workgroup]

Enter a work group name or domain name that contains the machine in uppercase letters (using up to 15 characters, excluding ", \, ;, :, ,, *, <, >, |, +, =, and ?).

[WORKGROUP] is specified by default.

[SMB Authentication Protocol]

Select the SMB authentication protocol to be used in the machine.

In Windows Vista and after, select [SMB1.0/SMB2.0] to use the SMB2.0 protocol.

[SMB1.0] is specified by default.

[Share SMB File]

Select [ON] to use the Share SMB File function.

[OFF] is specified by default.

Creating a Public User Box to share files

Create a Public User Box. Also, configure the setting to automatically transfer files from the Public User Box and save them in the SMB folder.

In the administrator mode, select [Box] - [Create User Box], then configure the following settings.

Settings

Description

[User Box Number]

Registration number of the box. Select [Use opening number] to automatically assign the smallest available number. When specifying a number, select [Input directly], and enter a value between 1 and 999999999.

[User Box Name]

Enter the User Box name (using up to 20 characters).

Assign a name that helps you easily identify the User Box.

[Assign User Box Password]

When restricting usage of User Box using a password, select this check box and then enter a password (using up to 64 characters, excluding ").

[Index]

Select a corresponding character so that a User Box can be index searched with [User Box Name].

[Type]

Select [Public] to use the Share SMB File function.

[User Box Expansion Function]

Click [Display].

[Auto Save Document to MFP Shared Folder]

Select [ON] to use the Share SMB File function.

[OFF] is specified by default.

  • This function cannot be used simultaneously with the Confidential RX function.

  • If files in the Public User Box are shared on the network using the Share SMB File function, you can specify the period from the time when files are saved in the SMB folder using the Public User Box to the time when they are deleted automatically. For details, refer to Here.