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Toshiba e-STUDIO 165 Fax Manual
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Toshiba e-STUDIO 165 Fax Manual

Toshiba e-STUDIO 165 Fax Manual

Toshiba multifunctional digital system network fax guide
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MULTIFUNCTIONAL DIGITAL SYSTEMS
Network Fax Guide

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Summary of Contents for Toshiba e-STUDIO 165

  • Page 1 MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide...

  • Page 2: Software License Agreement

    INFORMATION RELATING TO THE EULAS MAY BE FOUND IN AN ELECTRONIC FILE INCLUDED ON THE USER DOCUMENTATION CD-ROM INCLUDED HEREWITH; HOWEVER, ALL SOFTWARE AND DOCUMENTATION DEVELOPED OR CREATED BY OR FOR TOSHIBA TEC CORPORATION (“TTEC”) ARE PROPRIETARY PRODUCTS OF TTEC AND ARE PROTECTED BY COPYRIGHT LAWS, INTERNA- TIONAL TREATY PROVISIONS, AND OTHER APPLICABLE LAWS.

  • Page 3: Limitation Of Liability

    (b) (3) (ii) or (c) (i) (ii) of the Rights in Technical Data and Computer Software Clause set forth in 252.227-7013, or 52.227-19 (c) (2) of the DOD FAR, as appropri- ate. Contractor/Manufacturer is TOSHIBA TEC Corporation, 6-78, Minami-cho, Mishima-shi, Shizuoka-ken, 411-8520, Japan.
  • Page 4 SOFTWARE LICENSE AGREEMENT...

  • Page 5: Preface

    Preface Thank you for purchasing the TOSHIBA multifunctional digital system e-STUDIO165/205. This Network Fax Guide is a manual for the e-STUDIO165/205 when the both of the following options are installed: Network Printer Kit and Fax Kit This Network Fax Guide describes how to fax data from your computer using the Network Fax Driver and the Address Book Viewer.

  • Page 6: Lineup Of Our Manuals

    Lineup of Our Manuals These manuals are provided for the operation of the e-STUDIO165/205. Select and read the manual best suited to your needs. MUL TIFUNCTIONAL DIGIT AL SYSTEMS Operator's Manual for Copying Functions MULTIFUNCTIONAL DIGITAL SYSTEMS Quick Start Guide for Printing Functions MULTIFUNCTIONAL DIGITAL SYSTEMS Network Administration...
  • Page 7 MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide To read manuals in PDF (Portable Document Format) files Viewing and printing this operator’s manual in PDF files require that you install Adobe Reader or Adobe Acrobat Reader on your PC. If Adobe Reader or Adobe Acrobat Reader is not installed on your PC, download and install it from the website of Adobe Systems Incorporated.

  • Page 8: Before Reading This Manual

    Before Reading This Manual Precautions in this manual To ensure correct and safe use of this equipment, this operator's manual describes safety pre- cautions according to the three levels shown below. You should fully understand the meaning and importance of these items before reading this manual.
  • Page 9 This manual is protected by copyright laws. No part of this manual shall be duplicated or repro- duced without the permission of TOSHIBA TEC CORPORATION. TOSHIBA TEC CORPORA- TION shall not be liable in terms of granting patents for any use of information contained in this manual by third parties.
  • Page 10 Before Reading This Manual...

  • Page 11: Table Of Contents

    CONTENTS Network Fax Guide SOFTWARE LICENSE AGREEMENT ...2 Preface...5 Lineup of Our Manuals...6 Before Reading This Manual ...8 Chapter 1 OVERVIEW Features and Functions ...14 Features ...14 Functions ...15 Chapter 2 INSTALLING CLIENT SOFTWARE Installing Network Fax Software ...18 Overview...18 Installing the Network Fax Driver and Address Book Viewer ...19 Uninstalling the Network Fax Driver and Address Book Viewer...30 Chapter 3...
  • Page 12 Professional cover page ...114 INDEX ...115 Network Fax Guide CONTENTS...

  • Page 13: Chapter 1 Overview

    OVERVIEW This section describes about the overview of the network fax features. Features and Functions ...14 Features ...14 Functions...15...

  • Page 14: Features And Functions

    1 OVERVIEW Features and Functions The network fax functions of this equipment allow you to make direct fax transmission of elec- tronic documents from your computer. The fax documents are transmitted from the computer to this equipment through a network, and then this equipment transmits them to outside fax machines through public switched telephone networks.

  • Page 15: Functions

    Viewer, you can use the local address book of your computer or the LDAP address book of an LDAP server. Also the address books of this equipment and those of other compatible TOSHIBA equipment can be used as a public address book. The Address Book Viewer also allows you to add or edit the destinations in the address books by the recipient or the group.
  • Page 16 1 OVERVIEW Features and Functions...
  • Page 17 INSTALLING CLIENT SOFTWARE This section describes the instructions on how to install the client software for the network fax features. Installing Network Fax Software...18 Overview ...18 Installing the Network Fax Driver and Address Book Viewer ...19 Uninstalling the Network Fax Driver and Address Book Viewer ...30...

  • Page 18: Chapter 2 Installing Client Software

    2 INSTALLING CLIENT SOFTWARE Installing Network Fax Software This chapter describes how to install the software required for fax transmission from this equip- ment and for using various address books. It is recommended that you read this chapter in its entirety before the installation.

  • Page 19: Installing The Network Fax Driver And Address Book Viewer

    Installing the Network Fax Driver and Address Book Viewer You can install the Network Fax Driver and Address Book Viewer from the Client Utilities CD- ROM. This section describes about installing the Network Fax Driver and Address Book Viewer in a Raw TCP environment.
  • Page 20 2 INSTALLING CLIENT SOFTWARE Select your language and click [OK]. The Welcome to the InstallShield wizard screen is displayed. Click [Next]. The License Agreement screen is displayed. Please read the license agreement carefully and click [Yes]. The Choose Destination Location screen is displayed. Installing Network Fax Software...
  • Page 21 Click [Next]. If you want to change where the programs are installed, click [Browse]. In the dialog box appears, select the folder and click [OK]. The Setup Type screen is displayed. Select “Custom” and click [Next]. The Select Components screen is displayed. Installing Network Fax Software...
  • Page 22 2 INSTALLING CLIENT SOFTWARE Check the software that you want to install and click [Next]. Toshiba e-STUDIO205 Series N/W-Fax: Check this to install the Network Fax Driver. Toshiba e-STUDIO205 Series AdressBookViewer: Check this to install the Address Book Viewer. The Select Port screen is displayed.
  • Page 23 Since the installer detects this equipment and the name of this equipment is displayed at “Devices on Network”, select it and then click [Next]. The Select Program Folder screen is displayed. If this equipment is not properly connected in your network, the message that the installer cannot discover this equipment is displayed.
  • Page 24 2 INSTALLING CLIENT SOFTWARE Click [Next]. If you want to change the program folder, rename the folder name in the “Program Folder” field. The Start Copying Files screen is displayed. Click [Next]. Starts copying files and the InstallShield Wizard Complete screen appears when copying files are completed.
  • Page 25 Click [Finish]. The installation is completed. The Installer may ask you to restart your computer. If it does, select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. When you select “LPT1:” in the Select Port screen, you need to configure the Raw TCP port.
  • Page 26 2 INSTALLING CLIENT SOFTWARE Select the printer driver and select [Properties] in the [File] menu. The printer driver properties dialog box appears. Display the [Ports] tab and click [Add Port]. The Printer Ports dialog box appears. Select “Standard TCP/IP Port” and click [New Port...]. The Add Standard TCP/IP Printer Port Wizard dialog box appears.
  • Page 27 Click [Next]. Enter the IP address of this equipment in the “Printer Name or IP Address” field and click [Next]. If your network uses a DNS or WINS server, enter the printer name of this equipment provided from DNS or WINS in the “Printer Name or IP Address” field. In the “Port Name”...
  • Page 28 2 INSTALLING CLIENT SOFTWARE When the LPD Print setting is enabled, you can also configure LPR printing. When you want to configure LPR printing, follow the procedure below. Select “Custom” and click [Settings]. Select “LPR” at the “Protocol” option, enter “Print” in the “Queue Name” field at the “LPR Settings”...
  • Page 29 Click [Finish]. The screen returns to the Printer Ports dialog box. Click [Close] to close the Printer Ports dialog box. Make sure the created Raw TCP or LPR port is checked in the “Print to the following port(s)” list and click [Close]. Installing Network Fax Software...

  • Page 30: Uninstalling The Network Fax Driver And Address Book Viewer

    2 INSTALLING CLIENT SOFTWARE Uninstalling the Network Fax Driver and Address Book Viewer The following instructions describe how to uninstall the Network Fax Driver and Address Book Viewer. The uninstallation procedure is different depending upon how you installed the client software.
  • Page 31 Select “TOSHIBA e-STUDIO205 Series Client” and click [Change/ Remove]. The InstallShield Wizard dialog box appears. Select “Remove” and click [Next]. The Confirm Uninstall dialog box appears. Click [OK]. Click [Yes] to delete the setting files. Deleting files starts. If you want to re-install the client software later, click [No] to remain the setting files. You can restore the data and settings when you re-install the client software.
  • Page 32 2 INSTALLING CLIENT SOFTWARE Select “Yes, I want to restart my computer now.” and click [Finish] to restart your computer. Some files may be deleted after restarting the computer. Uninstalling only Network 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.
  • Page 33 Select “TOSHIBA e-STUDIO205 Series Client” and click [Change/ Remove]. The InstallShield Wizard dialog box appears. Select “Modify” and click [Next]. Uncheck the components that you want to uninstall and click [Next]. Deleting files starts. Installing Network Fax Software...

  • Page 34: When Installed Using Add Printer Wizard

    2 INSTALLING CLIENT SOFTWARE Click [Yes] to delete the setting files. Deleting files starts. If you want to re-install the client software later, click [No] to remain the setting files. You can restore the data and settings when you re-install the client software. Select “Yes, I want to restart my computer now.”...
  • Page 35 Click the [File] menu and select [Server Properties]. The Print Server Properties dialog box appears. Display the Drivers tab. Select the Network Fax Driver and click [Remove]. The confirmation dialog box appears. Click [OK]. The Network Fax Driver is completely deleted. Installing Network Fax Software...
  • Page 36 2 INSTALLING CLIENT SOFTWARE Installing Network Fax Software...
  • Page 37 FAXING FROM CLIENT COMPUTERS This section describes the instructions on how to send a fax using the Network Fax Driver. Faxing from Applications...38 How to fax using the Network Fax Driver...38 Specifying recipients ...41 Setting up the network fax options ...51 Sending with extended fax functionality ...55...

  • Page 38: Chapter 3 Faxing From Client Computers

    3 FAXING FROM CLIENT COMPUTERS Faxing from Applications The Network Fax Driver allows you to fax document data from your computer to several destina- tions. It also enables the setup of the fax properties and editing of the sender’s information. Check if all the fax settings of this equipment have been done prior to fax transmission.
  • Page 39 Select “TOSHIBA e-STUDIO205 Fax” and Click [Properties]. The properties dialog box appears. The procedures for displaying the properties dialog for the printer driver may be different depending on the application you are using. See your application’s manual about dis- playing the printer properties dialog box.
  • Page 40 3 FAXING FROM CLIENT COMPUTERS Display the Cover Sheet tab and specify the cover sheet properties if you want to send a document with a fax cover sheet. P.53 “Setting up the cover sheet properties” If you want to add sender information on a fax cover sheet, check the Sender Information check box.

  • Page 41: Specifying Recipients

    Specifying recipients You can specify the recipients following method: P.41 “Specifying recipients from address book” P.45 “Entering a recipient manually” Also you can remove the recipients added to the “To” list. P.46 “Removing recipients from the “To” list” You can specify up to 100 recipients. Specifying recipients from address book Click [Select From Address Book] in the Send tab.
  • Page 42 3 FAXING FROM CLIENT COMPUTERS Select either Group or Location/People in the desired address book. Private Address Book — This contains the contacts registered in the associated client address book on your client computer. Public Address Book — This contains the contacts registered in the address book in this equipment.
  • Page 43 Select the contact you want to add as a recipient and click the [Fax] icon ( ) in the tool bar. 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 ( You can cancel selecting the fax number by selecting the contact and re-clicking the [Fax] icon in the tool bar.
  • Page 44 3 FAXING FROM CLIENT COMPUTERS Confirm the destinations that you select in the dialog box. If you wish to remove a destination from the recipients list, select the con- tact and click [Remove]. In the Destinations dialog box, the following buttons are available: [Remove] —...
  • Page 45 Entering a recipient manually Click [New]. The Direct Dial dialog box appears. 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. If you specify a Sub address complying with ITU-T F-code communications, you can for- ward fax data to any fax machine regardless of its manufacturer or the model.
  • Page 46 3 FAXING FROM CLIENT COMPUTERS Removing recipients from the “To” list Select a recipient that you want to delete from the “To” list. Click [Remove]. The selected recipient is deleted from the “To” list. Searching the address book for contacts In order to quickly locate contacts you can search the address book database.
  • Page 47 Select an address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar. Display the Person tab and enter search text in the following fields that you require.
  • Page 48 3 FAXING FROM CLIENT COMPUTERS Searching contacts by detailed search conditions Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. Select an address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar.
  • Page 49 Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is — Select this to search contacts that completely match the search string. Start with — Select this to search contacts that start with the search string. End with —...
  • Page 50 3 FAXING FROM CLIENT COMPUTERS 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 you want to stop searching, click [Stop]. Select the searched contacts and click [Address].

  • Page 51: Setting Up The Network Fax Options

    Click [OK]. The selected contacts are added as recipients for the network fax. Setting up the network fax options Network fax options are the attributes you set to define the way a fax job is transmitted. For example, you can specify the recipients, resolution, and paper size. You can send a fax with a cover sheet.
  • Page 52 3 FAXING FROM CLIENT COMPUTERS 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.41 “Specifying recipients from address book” 3) [New] Click to add new recipient by entering manually.

  • Page 53: Setting Up The Cover Sheet Properties

    7) Paper Size Select the paper size of your document. 8) Orientation Select the orientation of your document. Setting up the cover sheet properties In the Cover Sheet tab of the network fax properties dialog box, you can specify the fax cover sheet to be sent.

  • Page 54: Setting Up The Sender Information Properties

    3 FAXING FROM CLIENT COMPUTERS - 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 appear on the cover sheet. 7) Reference Number Enter the reference number to identify the fax.

  • Page 55: Sending With Extended Fax Functionality

    Displaying the version information In the About tab of the network fax properties dialog box, you can display the version information of the Network Fax Driver. Sending with extended fax functionality The Network Fax Driver allows users to perform the following features: P.55 “Sending with a cover sheet”...
  • Page 56 3 FAXING FROM CLIENT COMPUTERS Select the font in the “Font Name” drop down box. The selected font applies to the text contents in the cover sheet. Enter the subject to appear on the cover sheet in the “Subject” field. You can enter up to 40 characters for the subject.
  • Page 57 If you want the recipients information to appear on the cover sheet, check the “Recipients Information” box and check the items required for the recipient information. Name — Check this to have the name of the recipient appear on the cover sheet. Company —...
  • Page 58 3 FAXING FROM CLIENT COMPUTERS Faxing from Applications...
  • Page 59 USING ADDRESS BOOK This section describes the instructions on how to use the Address Book Viewer. Running Address Book Viewer ...60 Running the Address Book Viewer ...61 About Address Book Viewer interface...64 Using commands ...65 Managing Address Book...69 About the address books ...69 Managing contacts and groups ...88 Converting the address book data ...105...

  • Page 60: Running Address Book Viewer

    4 USING 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: Managing the private address book: Create new contacts Create address book groups Modify contact information Search the address book database...

  • Page 61: Running The Address Book Viewer

    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 Click the [Start] menu, select [Programs], [TOSHIBA e-STUDIO205 Series], and select [TOSHIBA e-STUDIO205 Series AddressBook- Viewer].

  • Page 62: Access Using Print Properties

    4 USING ADDRESS BOOK Access using print properties Within the application Print window, you have a limited ability to create and edit contacts in the Address Book. 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.
  • Page 63 — Selecting contacts for network fax When you access the Address Book Viewer from the Network 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.

  • Page 64: About Address Book Viewer Interface

    4 USING ADDRESS BOOK About Address Book Viewer interface The Address Book Viewer main window consists of the following items: 1) Menu Bar You can perform various functions by selecting a command from the menus. P.65 “Menu bar” 2) Toolbar You can perform general functions quickly by clicking an icon in the tool bar.

  • Page 65: Using Commands

    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.
  • Page 66 The following commands can be selected in the Help menu. - Contents and Index — Select this to display the Online Help. - About TOSHIBA e-STUDIO Address Book — Select this to display the version informa- tion. Running Address Book Viewer...
  • Page 67 Toolbar You can use the following tool icon to perform various functions quickly: (New Contact) — Click this to add a new contact in the private address book. If the cur- rently selected item is a group, the contact will be created as a member of the group. If the cur- rently selected item is a contact or the address book, the contact will be created in the address book.
  • Page 68 4 USING ADDRESS BOOK Context-sensitive menus You can also use the context-sensitive menu that is displayed by right-click the an item dis- played in Address Book Viewer window. Add - Contact — Select this to add a new contact in the private address book. If the cur- rently selected item is a group, the contact will be created as a member of the group.

  • Page 69: Managing Address Book

    Fax Driver. The Address Book Viewer also displays a public address book that is the address book in the compatible TOSHIBA equipment, such as this equipment, e-STUDIO451c Series, e- STUDIO850 Series, 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.

  • Page 70: Managing The Public Address Book

    4 USING ADDRESS BOOK Managing the public address book In order to access the public address book in e-STUDIO451c Series, e-STUDIO850 Series, 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 network for the device, or entering the IP address of the device manually.
  • Page 71 Click [Start Discovery] to begin the process. It locates all the compatible devices in your network. You can quit the process by clicking [Stop Discovery]. When this equipment is on another segment, it may not be discovered. In this case, click [Manual Selection] to discover the equipment manually.
  • Page 72 4 USING ADDRESS BOOK Click the [Download AB] icon ( The Downloading dialog box appears. You can quit downloading the address book data by clicking [Cancel]. 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.

  • Page 73: Configuring The Connection By Manual Selection

    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 —...
  • Page 74 4 USING ADDRESS BOOK Enter each item to specify the printer address and click [OK]. 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.

  • Page 75: Downloading The Public Address Book

    Click the [Download AB] icon ( The Downloading dialog box appears. You can quit downloading the address book data by clicking [Cancel]. The Address Book Viewer connects to entered device and obtains the address book data in the public address book. —...
  • Page 76 4 USING ADDRESS BOOK Downloading the public address book data Click the [File] menu, select [Download], and select the device name that you want to download the address book. Select “Public Address Book” in the browse pane. The Downloading dialog box appears. You can quit downloading the address book data by clicking [Cancel].

  • Page 77: Configuring The Mapi Address Book

    Configuring the MAPI address book This function is not available since e-mail reception is not supported in the equipment. The Address Book Viewer automatically accesses 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.

  • Page 78: Registering The Ldap Directory Services

    4 USING ADDRESS BOOK — Registering the LDAP directory services You can register multiple LDAP directory services. Registering the LDAP directory services Click the [Tools] menu and select [LDAP Setting]. The Internet Account dialog box appears. In the General tab, enter the items as described below. Directory Server Name —...
  • Page 79 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.

  • Page 80: Adding Contacts From Ldap Servers

    4 USING ADDRESS BOOK — 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 and fax number. Also you can search contacts by specify- ing the detailed search conditions.
  • Page 81 Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the contact name. Fax Number — Enter the search characters or string to search by the contact fax number.
  • Page 82 4 USING ADDRESS BOOK Select contacts that you want to add to the LDAP address book, and click [Add]. The selected contacts are added to the LDAP address book. Searching contacts by detailed search conditions Click the [Edit] menu and select [Find]. The Find Contact dialog box appears.
  • Page 83 Display the Detail Setting tab and select a field to search in the “Field Select” drop down box. Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is —...

  • Page 84: Importing And Exporting The Address Book

    4 USING ADDRESS BOOK 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. If you want to stop searching, click [Stop]. Select contacts that you want to add to the LDAP address book, and click [Add].
  • Page 85 Importing the address book from a CSV file or vCard file Address book files that are exported from GL-1010 or GL-1020 using TopAccess cannot be imported to the Address Book Viewer. Click the [File] menu and select [Import] and [CSV File] or [vCard File].
  • Page 86 4 USING ADDRESS BOOK The address book data is imported into “Import Address Book”. If you have already been import an address book before, contacts information is added to the existing import address book. If one or more records have been skipped during the import process, it may be due to one of the following reasons: Record already exists.
  • Page 87 Exporting the address book as a CSV file or vCard File Click the [File] menu and select [Export] and [CSV File] or [vCard File]. The Exporting dialog box appears. The [vCard File] command will appear only when Microsoft Office XP is installed on your computer.

  • Page 88: Managing Contacts And Groups

    4 USING ADDRESS BOOK 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”.
  • Page 89 Click the [File] menu and select [New Contact]. The New Contact dialog box appears. Managing Address Book...
  • Page 90 4 USING ADDRESS BOOK In the Personal tab, enter items as described below. One Touch ID — Select the one touch ID number for the contact (if desired). Prefix — Select the prefix for the contact. First Name — Enter the first name of the contact. You can enter up to 32 characters. Last Name —...
  • Page 91 In the Sending Options tab, enter items as described below as required. Use Sub Address and sender information — Check this to enable subaddress transmission for this contact. When this is checked, documents will be always sent using the specified sub address and SID.

  • Page 92: Copying Contacts From An Address Book

    4 USING ADDRESS BOOK — Copying contacts from an address book You can also add contacts to the private address book by copying contacts from another address book folder. Copying contacts from another address book folder Browse to the folder that contains the contacts you want to copy, and select the contacts in the right pane.

  • Page 93: Displaying Or Modifying Contacts Properties

    — Displaying or modifying contacts properties You can display the properties of contacts in any address book. You can also edit the properties of contacts in the private address book. Displaying or modifying the contact properties Browse to the folder that contains the contacts you want to display or modify, and select the contact in the right pane.
  • Page 94 4 USING ADDRESS BOOK Personal tab In the Personal tab, the following items are displayed: When displaying the properties of a contact in the private address book, you can modify all items. One Touch ID — Display the one touch ID number for the contact. Prefix —...
  • Page 95 Sending Options tab In the Sending Options tab, the following items are displayed: When displaying the properties of a contact in the private address book, you can modify the fol- lowing settings: Use Sub Address and sender information Sub Address Sender Identification Use Device Settings —...
  • Page 96 4 USING ADDRESS BOOK Setting Value — Display whether to use auto detect receiver capability or manual settings for the Internet Fax transmission. When “Default” is selected, it enable auto detect receiver capability for the Internet Fax transmission. When “Custom” is selected, it uses custom set- tings specified in the “Receiver Capability”...

  • Page 97: Removing Contacts

    — Removing contacts You can remove contacts from the private address book. Removing contacts from address book Browse the folder that contains contacts you want to remove, and select contacts in the right pane. Click the [File] menu and select [Delete]. The Confirmation Deletion dialog box appears.

  • Page 98: Creating Groups

    4 USING ADDRESS BOOK — Creating groups You can create groups in the “Group” folder in the private address book. Creating groups Select the “Group” folder in the “Private Address Book” folder. Click the [File] menu and select [New Group]. The Group dialog box appears.

  • Page 99: Modifying Groups Properties

    — 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. You cannot modify the group of the public address book. Modifying the group properties Select the group that you want to display or modify the group prop- erties in the “Group”...

  • Page 100: Removing Groups

    4 USING ADDRESS BOOK — Removing groups You can delete groups in the private address book. When you delete a group, contacts added in the group are also deleted. Removing a group Select the group that you want to delete in the “Group” folder of the private address book.

  • Page 101: Searching Contacts

    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. You can search contacts by the name and fax number.
  • Page 102 4 USING ADDRESS BOOK Display the Person tab and enter search text in the following fields that you require. Name — Enter the search characters or string to search by the first name. Fax Number — Enter the search characters or string to search by the contact fax number.
  • Page 103 Searching contacts by detailed search conditions Click the [Edit] menu and select [Find]. The Find Contact dialog box appears. Select an address book to search contacts in the “Data Source” drop down box. The default address book in the “Data Source” can be set by selecting [View] - [Default Configuration] - [Data Source] from the menu bar.
  • Page 104 4 USING ADDRESS BOOK Select how it searches contacts in the “Condition of search string” drop down box. Contains — Select this to search contacts that contain the search string. Is — Select this to search contacts that completely match the search string. Start with —...

  • Page 105: Converting The Address Book Data

    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 you want to stop searching, click [Stop]. Converting the address book data The address book data conversion function allows you to convert the address book data of the TopAccess Controller II (GL-1010) and the TopAccess Controller II (GL-1020) into a file format which can be used in this equipment.
  • Page 106 4 USING ADDRESS BOOK Converting from an address book converter file Click the [Tools] menu and select [Converting]. The Converting AddressBook dialog box appears. Click [Browse] at the next of the “Input file” field. Locate the folder that contains the address book converter file (*.abc).
  • Page 107 Select the model name that the selected file is originally created from in the “Machine Type” drop down box. Click [Browse] at the next of the “Output File” field. Locate the folder where you want to save a converted file. Select “TBF (Restore) (*.tbf)”...
  • Page 108 4 USING ADDRESS BOOK Click [Convert]. It starts converting a file. Click [OK]. The file is converted and saved in the selected folder. After you convert the file, you can restore or import the address book into the equipment using the restore or import function of the TopAccess. For instructions on how to restore or import the address book, refer to the Setup Guide for Printing Functions.
  • Page 109 Click [Browse] at the next of the “Input file” field. Locate the folder that contains the CSV file. Select “CSV (Comma Separated Values) (*.csv)” in the “Files of type” drop down box, select the file, and click [Open]. Select the model name that the selected file is originally created from in the “Machine Type”...
  • Page 110 4 USING ADDRESS BOOK 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].
  • Page 111 APPENDIX This section shows the cover sheet samples. Cover Sheet Samples ...112 Standard cover page ... 112 Business cover page... 113 Professional cover page... 114...

  • Page 112: Cover Sheet Samples

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

  • Page 113: Business Cover Page

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

  • Page 114: Professional Cover Page

    5 APPENDIX Professional cover page Reference Number: 0000000000000000 00000000001 From: MFP-00C67861 Subject: N/W-Fax Document Message: This is a N/W-Fax Document. Cover Sheet Samples...
  • Page 115 INDEX About TOSHIBA e-STUDIO Address Book ... 78 Account Name ... 68 Add - Contact ... 68 Add - Group ... 61 Address Book Viewer ... 71 Advanced ... 64 Browse Pane ... 113 Business cover page ... 78 Character code setting ...
  • Page 116 ...90 One Touch ID ... 53 Orientation ... 95 Overseas Calls ... 96 Owner ... 53 Paper Size ... 78 Password ... 65 Paste ... 47 Person ... 90 Personal ...90 Prefix ... 95 Print Transmission Report ... 69 private address book ...
  • Page 117 DP-1650/2040 OME06004300...
  • Page 118 MULTIFUNCTIONAL DIGITAL SYSTEMS Network Fax Guide 2-17-2, HIGASHIGOTANDA, SHINAGAWA-KU, TOKYO, 141-8664, JAPAN R060120B0700-TTEC VerB 2006-03 ©2006 TOSHIBA TEC CORPORATION All rights reserved...

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