CHAPTER 1 : ADMINISTRATION MODE... 1

Transcription

1 Address Book Set Up (Reference Notes)

2 TABLE OF CONTENT CHAPTER 1 : ADMINISTRATION MODE... 1 CHAPTER 2 : ADDRESS BOOK SETUP AT MACHINE Address Book (Scan to PC) Address Book (Scan to & Fax)... 5 CHAPTER 3 : ADDRESS BOOK SETUP USING CWIS To retrieve the Address Book Modify the Address Book To upload the CSV file... 8

3 Chapter 1 : ADMINISTRATION MODE To make or change the system setting of the machine, it is necessary to enter the System Administration Mode. 1. Press the [Log In/Out] button on the control panel. 2. Enter the [System Administrator s Login ID] with the numeric keypad on the control panel or the on-screen keyboard, and select [Enter]. If the [Passcode Entry from Control Panel] in [Authentication/Security Settings] is set to [On], the passcode needs to be entered also.

4 3. At the [Services Home] screen, the [Setup] button will now be changed to [Tools] in Administrator Mode. <User Mode> <Administrator Mode> 4. Select [Tools] to customize the different machine settings. A System Setting Set default values for Copy Service Settings, Print Service Settings, Scan Service Settings, Fax Service Settings, Common Service Settings B Setup Create Address Book Entries, Folders and Job Flow Sheets C Accounting Register machine users and configure the settings for account administrator D Authentication / Security Settings Configure the authentication and security settings

5 Chapter 2 : ADDRESS BOOK SETUP AT MACHINE 2.1 Address Book (Scan to PC) 1. At the [Tools] screen, select [Setup], and then select [Add Address Book Entry]. 2. Select a (Not in Use) entry. 3. Select [Address Type].

6 4. Select [Server], and press [Save]. 5. Modify each of the data field by highlight it. Select [Save] to end. In 2. Name : Input a username for reference In 3. Transfer Protocol : Set to SMB or FTP In 4. Server Name/IP Address : Input the client PC Host Name or IP Address In 5. Shared Name (SMB Only) : Input the shared folder name In 7. User Name : Input Windows profile logon name In 8. Password : Input Windows profile password

7 2.2 Address Book (Scan to & Fax) 1. The steps are the same as creating an address book entry for Scan-to-PC, except the [Address Type] would be changed correspondingly. 2. For each Address Type, the following info shall be input. Service Fields to be input Address, Name, Surname, Given Name, Telephone Number, Office, Department Fax Fax Number, Name, Index 1. A sample of an Address Entry: A sample of a Fax Address Entry:

8 Chapter 3 : ADDRESS BOOK SETUP USING CWIS The machine address book may also be edited through CWIS. It is done by downloading the address book in a *.csv format file, then modify the data, and upload it back to the machine. NOTE: It is strongly recommended that, before getting the CSV file, add at least one entry for each type (Fax/iFax, , Server) of address by using the control panel at the machine. These will be samples to fill-in appropriate fields for new entry by using Microsoft Excel. 3.1 To retrieve the Address Book 1. In the webpage of CentreWare Internet Services, click onto the [Properties] on the Header Panel 2. On the left-hand side menu, click on [Services], then [ ], then [Public Address Book]. 3. Click [Map Existing Address Book] button to download the address book in.csv format 4. Choose an appropriate directory and filename then Click [Save] button

9 3.2 Modify the Address Book 1. Open the CSV file with Microsoft Excel. 2. Insert the necessary rows for new address entry by clicking Insert Row from the Excel menu bar. 3. Copy all contents from a sample address of the same type to the blank new row (e.g. when creating a new fax address, copy the sample fax address to the new row) by selecting the appropriate sample address and click Edit Copy from the Excel menu bar. Then select the blank new row and click Edit Paste. 4. We now have two address entries with the same date, only modify the essential data in the new entry, such as address no., recipient name, index key and fax no. 5. Repeat steps 2-4, complete all address entries that are needed, then save the CSV file. NOTE: Both * sign in the first and last row SHOULD NOT be removed. You can add new row inbetween, but the two * sign MUST remain in the first and last row

10 3.3 To upload the CSV file 1. Access the Address Book Properties through CentreWare Internet Services again 2. Click [Browse ] button and select the CSV file to upload. 3. Click [Import Now] button to upload the selected file to the machine 4. If all fields and records match the machine address book, the following page will appear, representing that setting has been changed. Click [OK] button to restart the machine, after that the new address book will take into effect.

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