Page 1 Receiving Documents ......3-1 Printing With the Sharp Colour MFP ....4-1 Making Copies .
Page 2: Table Of Contents
Fax/Image E-mail Application ....6-1 Sharp Message Center ......7-1 Address Book.
Page 3 Introduction Introduction ........ii Specifications .
Page 4: Introduction
Introduction Welcome to the Sharp Colour MFP! Colour printing and monochrome faxing, copying, and scanning—the Colour MFP does it all. What would you like to do? For instructions, just click on a topic. Print from a software application Send a paper fax from the Colour MFP...
Page 5: Specifications
16-digit LCD display Reception modes FAX, TEL, TEL/FAX, ANS. * Based on ITU-T Test Chart #1 at standard resolution in Sharp special mode, excluding time for protocol signals (i.e., ITU-T phase C time only). Note: The Sharp Colour MFP is Year 2000 compliant.
Page 6 Length: 140 to 297 mm Manual feeding: Width: 148 to 216 mm Length: 140 to 1000 mm Effective scanning width 210 mm max. Contrast control Automatic/Dark selectable Note: The Sharp Colour MFP is not able to send or receive colour faxes.
Page 7 Weight Approx. 5.9 kg (Without attachments) As a part of our policy of continuous improvement, SHARP reserves the right to make design and specification changes for product improvement without prior notice. The performance specification figures indicated are nominal values of production units. There may be some deviations from...
Page 8 Specifications Important: This facsimile machine is not designed for use on a line which has call waiting, call forwarding, or certain other special services offered by your telephone company. If you attempt to use the fax machine on a telephone line using any of these services, you may experience errors during transmission and reception of facsimile messages.
Page 9: Important Safety Information
SHARP authorised Service Centre for inspection, repair, or disposal. In Australia, installing or modifying telephone lines should only be done by an ACA licensed serviceman.
Page 10 Important Safety Information Never insert objects of any kind into slots or openings on the machine. This could create a risk of fire or electric shock. If an object falls into the machine that you cannot safely remove, unplug the machine and consult a qualified service representative.
Page 11 Important Safety Information WARNING NOTICE: NO calls can be made to or from this fax during a mains power failure. WARNING Australian Communications Authority (ACA) regulations state that no unauthorised changes or modifications to this equipment are permitted. Note: Complies with ACA and NZ TELECOM standard AS/NZS3548 regarding emission of electromagnetic interference.
Page 12: A Look At The Operation Panel
A Look at the Operation Panel TEL/FAX ANS. SPEED DIAL key Press this key to dial a 2-digit Speed Dial number. REDIAL key Press this key to automatically redial the last number dialled. VOLUME keys Press these keys to adjust the volume of the speaker when the SPEAKER key has been pressed, or the volume of the ringer at all other times.
Page 13 This lights when a colour print cartridge is installed. Faxes are received to memory when this light is on. LINE IN USE light This lights while the Sharp Colour MFP is using the telephone line. PRINTER key Press this key to eject paper from the machine, or reset the machine after clearing a paper jam or other printer error.
Page 14 A Look at the Operation Panel PANEL RELEASE Pull this release up to open the operation panel. STOP key Press this key to stop operations before they are completed. RESOLUTION key Press this key to adjust the resolution and contrast before sending or copying a document.
Page 15: Using Print Cartridges
Using Print Cartridges Using Print Cartridges ......1-2 Replacement print cartridges ......1-2 Monitoring the ink level .
Page 16: Replacement Print Cartridges
Using print cartridges Using Print Cartridges Your Sharp Colour MFP can use either a colour print cartridge or a black print cartridge. We recommend that you keep a black cartridge installed for normal use, and change to a colour cartridge only when you need to print a colour job.
Page 17: Changing Print Cartridges
To change or replace a print cartridge, you can use either the Colour MFP Printer Manager on your computer or the CAR- TRIDGE key on the Sharp Colour MFP. Important! To change a print cartridge, you must first move it to the centre of the compartment using the CARTRIDGE key or the Colour MFP Printer Manager.
Page 18 Using print cartridges Open the front cover of the Sharp Colour MFP. Pull the knob of the currently installed print cartridge toward you until you hear a click. Remove the cartridge. If the print cartridge just removed is still useable, insert it into the cartridge holder on the back of the machine.
Page 19 Using print cartridges If you are installing a new print cartridge, remove it from its packaging. Gently remove the sticker and transparent tape covering the copper printhead. Do not touch the cop- per-coloured area! Insert the print cartridge into the cartridge carrier.
Page 20 Using print cartridges Push back on the cartridge until it clicks into place. Note: If the print cartridge moves loosely in the carrier, it is not locked into place. Repeat this step. Close the front cover.
Page 21 • The cartridge will return to its home position. If you installed a new print cartridge, the Sharp MFP will print a test page for printhead alignment. • If you installed an old print cartridge, this completes the installa- tion procedure.
Page 22 Using print cartridges Press these keys on the Colour MFP: The display will show: ALIGN CARTRIDGE ENTER (00-30) 15 START: PRINT Enter the two-digit number of the straightest line on the test page. (If the number is less than 10, enter a 0 before the number.) (Example) The display will show: CLEAN NOZZLES...
Page 23: Changing A Cartridge From The Colour Mfp Printer Manager
The print cartridge moves to the centre of the compartment. It will dry out if left in this position, so complete the replacement procedure promptly. The Change Cartridge dialog box appears on your computer screen. Open the front cover of the Sharp Colour MFP.
Page 24 Using print cartridges Pull the knob of the currently installed print cartridge toward you until you hear a click. Remove the cartridge. If the print cartridge just removed is still useable, insert it into the cartridge holder on the back of the machine. •...
Page 25 Using print cartridges If you are installing a new print cartridge, remove it from its packaging. Gently remove the sticker and transparent tape covering the copper printhead. Do not touch the copper-coloured area! Insert the print cartridge into the cartridge carrier. 1-11...
Page 26 Using print cartridges Push back on the cartridge until it clicks into place. Note: If the print cartridge moves loosely in the carrier, it is not locked into place. Repeat this step. Close the front cover. Choose the appropriate selection from the Change Cartridge dialog box depending on the type of cartridge you installed.
Page 27 Using print cartridges If you installed a new print cartridge, the Sharp Colour MFP will print a test page. Locate the line on the test page that comes closest to forming a perfectly straight line. In this example, Line 13 comes closest to forming a straight line.
Page 28: Aligning The Printhead
Using print cartridges Aligning the Printhead You can check and adjust printhead alignment using either the panel keys on the Sharp Colour MFP or Printer Manager on your computer. Checking alignment with the panel keys Press these keys on the Sharp MFP:...
Page 29 Locate the straightest line on the test sheet. In this example, Line 13 comes closest to forming a straight line. If you need to change the alignment setting, press these keys on the Sharp MFP: The display will show: ALIGN CARTRIDGE ENTER (00-30)15...
Page 30: Aligning The Printhead From Printer Manager
Using print cartridges Enter the two-digit number of the straightest line on the test sheet. (If the number is less than 10, enter a 0 before the number.) (Example) The display will show: CLEAN NOZZLES Press the STOP key to return to the time and date display. Aligning the printhead from Printer Manager From Printer Manager, click the Cartridge tab.
Page 31 Using print cartridges The Sharp Colour MFP will print a test page. Locate the line on the test page that comes closest to forming a perfectly straight line. In this example, Line 13 comes closest to forming a straight line.
Page 32: Selecting Black Print Quality For Faxes
Using print cartridges Selecting Black Print Quality for Faxes Your Sharp Colour MFP has been set at the factory to print faxes and copies at standard print quality. If desired, you can change the print quality to DRAFT to increase printing speed.
Page 33: Maintenance
• Avoid refilling print cartridges. Refilling empty print cartridges invalidates your warranty. Incompatible inks can cause damage to the printhead or to the printer. For best results, use Sharp supplies with the printer. • Store the print cartridge in the same environment as the printer.
Page 34: Cleaning Print Cartridges
Press these keys on the Colour MFP: The display will show: CLEAN NOZZLES PRESS START KEY Press the START key. • The Sharp Colour MFP will clean the print nozzles and print a test pattern for you to check the result. 1-20...
Page 35: Cleaning The Print Nozzles From Printer Manager
Make sure there is paper in the paper tray. From Printer Manager, click the Cartridges tab. Click the Clean Print Nozzles button. The Sharp Colour MFP will clean the print nozzles and print a test pattern for you to check the result.
Page 36 Remove the print cartridge. • To remove the print cartridge, first press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. Reinstall the print cartridge. •...
Page 37: Wiping The Print Nozzles
Remove the print cartridge from the printer. • To remove the print cartridge, first press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. 1-23...
Page 38 • If you removed the print cartridge by pressing the CARTRIDGE key, press 1 for OLD BLACK CART or 2 for OLD COLOUR CART on the Sharp Colour MFP. • If you removed the cartridge by clicking the Install Cartridge button in Printer Manager, click Old Black Cartridge Installed or Old Colour Cartridge Installed.
Page 39: Cleaning The Print Cartridge Carrier Contacts
Remove the print cartridge. • To remove the print cartridge, first press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. Unplug the printer power cord. This forces the print cartridge carrier to remain in the load position.
Page 40 Using print cartridges Plug the Colour MFP power cord into an electrical outlet. Press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. Replace the print cartridge. •...
Page 41: Sending Paper Faxes From The Sharp Mfp
Sending Paper Faxes From the Sharp MFP Documents You Can Fax, Copy, and Scan ... . . 2-2 Size and weight........2-2 Other restrictions .
Page 42: Documents You Can Fax, Copy, And Scan
Documents You Can Fax, Copy, and Scan Size and weight The size and weight of documents that you can load in the document feeder depend on whether you load one page at a time or several pages at once. Loading one page at a time: Minimum size Maximum size 216 mm...
Page 43: Other Restrictions
Documents You Can Fax, Copy and Scan Note: Letters or graphics on the edges of a document will not be scanned. Letters in the shaded area will not be scanned. 4 mm 4 mm Other restrictions The scanner cannot recognise yellow, greenish yellow, or light blue ink.
Page 44: Loading The Document
Loading the Document Up to 20 pages can be placed in the feeder at one time. The pages will automatically feed into the machine starting from the bottom page. If you need to send or copy more than 20 pages, place the additional pages gently and carefully in the feeder just before the last page is scanned.
Page 45: Removing A Document From The Feeder
Loading the Document Removing a document from the feeder If you need to remove a document from the feeder, open the operation panel. Important: Do not try to remove a document without opening the operation panel. This may damage the feeder mechanism. Pull the release marked PANEL RELEASE up and open the operation panel.
Page 46: Resolution And Contrast
Resolution and Contrast Before faxing a document, you can use the RESOLUTION key on the Sharp Colour MFP to adjust the resolution and contrast. (To adjust the resolution and contrast when scanning a document into your computer, use your Sharp Multifunction Interface software.)
Page 47: Contrast Settings
Resolution and Contrast Contrast settings AUTO Use AUTO for normal documents. DARK Use DARK for faint documents. Load the document(s). The document must be loaded before the resolution and contrast can be adjusted. Press the RESOLUTION key one or more times until the desired resolution and contrast settings appear in the display.
Page 48: Sending A Fax By Normal Dialling
Sending a Fax by Normal Dialling With Normal Dialling, you pick up the handset (or press the SPEAKER key) and dial by pressing the number keys. If a person answers, you can talk with them through the handset before sending the fax. (If you pressed the SPEAKER key, you must pick up the handset to talk.) Normal Dialling allows you to listen to the line and make sure the other fax machine is responding.
Page 49: Using The Redial Key
Sending a Fax by Normal Dialing Wait for the connection. Depending on the setting of the receiving Beep machine, you will either hear a facsimile reception tone or the other person will answer. If the other party answers, (lift the handset if the SPEAKER key was pressed) ask them to press their START key.
Page 50: Sending A Fax By Automatic Dialling
To use Automatic Dialling, you must first store the full fax or telephone number in the Sharp Colour MFP. When you store a fax or telephone number, you select a two-digit Speed Dial number for it. 99 Speed Dial numbers are available.
Page 51: Storing Fax And Telephone Numbers For Automatic Dialling
Sending a Fax by Automatic Dialing Storing fax and telephone numbers for Automatic Dialling Press these keys: The display will show: FAX/TEL # MODE Press 1 to select SET. The display will show: FAX/TEL # SET ENTER SPEED # Enter a two-digit Speed Dial number by pressing the number keys (01 to 38 for Rapid Key Dialling, 39 to 99 for Speed Dialling).
Page 52: Sending A Fax By Automatic Dialing
To enter two letters in succession that require the same key, press the SPEAKER key after entering the first letter to advance the cursor. Example: SHARP = 7 7 7 7 7 4 4 4 2 2 7 7 7 7 SPACE = Press the START key.
Page 53: Clearing Numbers
Sending a Fax by Automatic Dialing Clearing numbers Press these keys: The display will show: FAX/TEL # MODE Press 2 to select CLEAR. Enter the Speed Dial number that you want to clear by pressing the number keys. (Example) Press the START key. Return to Step 3 to clear another number, or press STOP to exit.
Page 54 Sending a Fax by Automatic Dialing A lithium battery keeps automatic dialling numbers in memory The machine uses a lithium battery to keep automatic dialing numbers and other programmed data in memory when the power is turned off. Battery power is consumed primarily when the power is off. With the power kept continuously off, the life of the battery is about 5 years.
Page 55: Rapid Key Dialling
Sending a Fax by Automatic Dialling Rapid Key Dialling If the number you want to dial has been stored for automatic dialing as a Speed Dial number from 01 to 38, you can dial it by pressing the corresponding Rapid Key. (If the Speed Dial number is from 20 to 38, press the SHIFT key and then press the Rapid key.) Load the document(s).
Page 56: Speed Dialling
Sending a Fax by Automatic Dialling Speed Dialling Speed Dialling can be used to dial any number that has been stored for Automatic Dialling. Load the document(s). The display will show: READY TO SEND Set the resolution and/or contrast if desired.
Page 57: Direct Keypad Dialling
Sending a Fax by Automatic Dialling Direct Keypad Dialling You can also enter a full number with the number keys and then press the START key to begin dialling. You can use this method to dial a full number when you don’t need to speak to the other party before faxing.
Page 58: Using The Hold/Search Key
Sending a Fax by Automatic Dialling Using the HOLD/SEARCH key If you don’t remember the Rapid Key or Speed Dial number in which you have stored a particular fax number, you can search for the number by following the steps below. Once you have found the number, you can dial it and transmit the loaded document by simply pressing the START key.
Page 59: Automatic Redialling
Sending a Fax by Automatic Dialling Press the # key or the * key to scroll through the names (numbers if you pressed 0). Stop when the desired name appears in the display. If no names have been stored that begin with the entered letter, you will scroll from the next name, in alphabetical order, in the list.
Page 60: Volume Adjustment
Volume Adjustment You can adjust the volume of the speaker and ringer using the UP and DOWN keys on the operation panel. DOWN key UP key Speaker Press the SPEAKER key. Press the UP or DOWN key. Display: SPEAKER: HIGH SPEAKER: MIDDLE SPEAKER: LOW When the display shows the desired volume level, press the...
Page 61: Ringer
Volume Adjustment Ringer Press the UP or DOWN key. (Make sure the SPEAKER key has not been pressed and the handset is not lifted.) The ringer will ring once at the selected level, then the date and time will reappear in the display. Display: RINGER: HIGH RINGER: MIDDLE...
Page 62: Receiving Documents
Using TEL Mode ........3-7 Answering with the Sharp Colour MFP’s handset ... . 3-7 Answering with an extension phone .
Page 63: Selecting The Reception Mode
Selecting the Reception Mode The Sharp MFP has four modes for receiving incoming calls and faxes: TEL mode: This is the most convenient mode for receiving phone calls. You can also receive faxes; however, all calls must first be answered by picking up the fax’s handset or an extension phone connected to the same line.
Page 64: Selecting The Receiving Unit
Press these keys: The display will show: RECEIVE UNIT Press 1 (FAX) to select the Sharp Colour MFP, or 2 (PC) to select your computer. FAX (Sharp MFP) If you select reception to your computer and the reception mode is set to TEL, you must answer all calls by picking up the Sharp MFP’s handset.
Page 65: Option Settings
Using TEL/FAX Mode Press the RECEPTION MODE key until the arrow in the display points to TEL/FAX. TEL/FAX ANS. When the reception mode is set to TEL/FAX, your fax automatically answers all calls on 2 rings. After answering, your fax monitors the line for about 5 seconds to see if a fax tone is being sent.
Page 66: Using Fax Mode
Using FAX Mode Press the RECEPTION MODE key until the arrow in the display points to FAX. TEL/FAX ANS. When the reception mode is set to FAX, the machine will automatically answer all calls on 2 rings and receive incoming faxes. 2 rings Fax reception You can change the number of rings on which the machine...
Page 67: Using Ans. Mode
MODE key until the arrow in the display points to ANS. TEL/FAX ANS. In ANS. mode, your fax will automatically receive voice and fax messages if you have connected an answering machine to the Sharp MFP. See Chapter 6 for more details.
Page 68: Using Tel Mode
ANS. TEL/FAX When the reception mode is set to TEL, you must answer all calls using the Sharp Colour MFP’s handset or an extension phone connected to the same line. Answering with the Sharp Colour MFP’s handset Pick up the handset when the machine rings.
Page 69: Answering With An Extension Phone
Receiving Documents Answering with an extension phone Answer the extension phone when it rings. If you hear a fax tone when you answer an extension phone, wait until your fax answers (the extension phone will go dead), and then hang up. Beep Phone goes dead...
Page 70: Reception Ratio
Receiving Documents Reception Ratio The Sharp Colour MFP has been set at the factory to automatically reduce the size of received documents to fit the size of the printing paper. This ensures that data on the edges of the document are not cut off.
Page 71: Substitute Reception To Memory
Substitute Reception to Memory In situations where printing is impossible or not recommended, faxes will be received to the memory of the Sharp Colour MFP. When the situation is resolved, the Sharp Colour MFP will automatically print the faxes. Do not unplug the Sharp Colour MFP when faxes are received in memory.
Page 72 Substitute Reception to Memory Out of printing paper The paper tray has no paper. Load paper CAN’T PRINT DATA and printing will begin automatically. If you received documents in OUT OF PAPER memory because the fax ran out of paper, be sure to add paper which is the same size as the paper previously used.
Page 73 Substitute Reception to Memory Paper is loaded in the manual feeder Press the PRINTER key to eject the CAN’T PRINT DATA paper from the manual feeder and printing will begin automatically. If CHECK MAN FEEDER desired, you can print the first page of the fax on the paper in the manual feeder by pressing the following keys: REMOVE PAPER...
Page 74 Printing With the Sharp Colour MFP Printing With the Sharp Colour MFP ....4-3 The Printer Software ........4-3 Setting the default printer .
Page 75 Changing print settings for DOS applications ....4-23 Enabling Sharp MFP DOS printing ..... . 4-23 Enabling DOS Printing to other printers .
Page 76: Printing With The Sharp Colour Mfp
Printing With the Sharp Colour MFP Follow the steps below to print with the Sharp Colour MFP. 1. From your software application’s File menu, select Print. 2. Make sure that Colour MFP is the selected printer, then select the range of pages you want to print.
Page 77 You can open the printer driver by clicking on the Print Setup or equivalent command in an application. You can also access the Paper and Document/Quality tabs from the Sharp MFP Properties window. Click Start, Settings, and then Printers. Right-click the Colour MFP icon and select Properties in the sidebar menu.
Page 78: Setting The Default Printer
Printing With the Sharp Colour MFP Setting the default printer Set the Sharp Colour MFP as the default printer so that it is automatically selected when you select the Print command in an application. Note: If you have just installed the Sharp Multifunction Software, the Sharp Colour MFP is already set as the default printer.
Page 79: Printing A Test Page
Printing With the Sharp Colour MFP Printing a test page To make sure that the Sharp Colour MFP is operating properly, print a test page. You can print a test page using either the panel keys on the Sharp Colour MFP or Printer Manager on your computer.
Page 80: Changing Printer Settings
Changing Printer Settings Use the Sharp Colour MFP printer driver software to change printer settings for Windows applications. The method you use to open the driver software determines how the changes are applied to your print jobs. You can open the printer software from: The Windows 95/98 Start menu The Print command in an application’s File menu...
Page 81: Choosing A Paper Type
Changing Printer Settings Choosing a paper type 1. Open the application’s File menu. 2. Choose Print (or Printer Setup). 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4. Click the Document/Quality tab to open it. 5.
Page 82: Choosing A Paper Size
Changing Printer Settings Choosing a paper size 1. Open the application’s File menu. 2. Choose Print (or Printer Setup). 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4. Click the Paper tab to open it. 5.
Page 83: Increasing Print Speed
Changing Printer Settings Choosing manual/specialty media or automatic/normal media 1. Open the application’s File menu. 2. Choose Print (or Printer Setup). 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4. Click the Paper tab to open it. 5.
Page 84 Changing Printer Settings 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4. On the Document/Quality tab, click Normal or Fast Draft. Procedure 3 Make sure the Dry Time Delay setting on the Document/Quality tab is disabled.
Page 85: Preventing Print From Smearing
Changing Printer Settings Preventing print from smearing 1. Open the application’s File menu. 2. Choose Print (or Printer Setup). 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4. Click the Document/Quality tab to open it. 5.
Page 86: Printing In Reverse Page Order (Last
Changing Printer Settings Printing in reverse page order (last page first) 1. Open the application’s File menu. 2. Choose Print (or Printer Setup). 3. In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. 4.
Page 87: Printing Black Pages Before Colour
Changing Printer Settings Printing black pages before colour To reduce the number of times you switch between colour and black print cartridges during a mixed print job: 1. Make sure you have the black cartridge installed. 2. Open the application’s File menu. 3.
Page 88: Printing On Special Media Using The Manual Feeder
Printing on Special Media Using the Manual Feeder Use the manual feeder to print on envelopes, index cards, postcards, transparencies, glossy paper, and any other media that cannot be loaded in the paper tray. Only one sheet of media can be loaded at a time in the manual feeder.
Page 89 Printing on Special Media Note: If the media is skewed, pull it out of the feeder and then reinsert it. Adjust the paper guide to match the width of the media. From the application’s File menu, choose Print (or Printer Setup). In the Printer Setup dialog box, click the Properties button.
Page 90: Removing Media From The Manual Sheet Feeder
Printing on Special Media From Paper Source, select Manual/Specialty Media. Select the appropriate paper size. Click the Document/Quality tab. Select the paper type. Click OK. Send the job to print. Note: Faint horizontal lines may appear on some types of envelopes. Removing media from the manual sheet feeder If you need to remove a sheet of media from the manual sheet feeder, press the PRINTER key.
Page 91: Printing On Banner Paper
Printing on Special Media Printing on banner paper To print on banner paper, use the manual feeder. Place the stack of banner paper behind your Sharp Colour MFP. Flip up the document tray. 4-18...
Page 92 Printing on Special Media Grasp the leading edge of the banner paper, pull it up and over the paper tray, and insert it into the manual feeder. The print side must be up and the right edge of the paper should be against the right guide.
Page 93 Printing on Special Media From your application’s File menu, select Print (or Print Setup) In the Printer Setup dialog box, click the Properties button. The Colour MFP property sheets appear. Click the Paper tab to open it. From the Paper Source box, select Manual/Specialty Media. From the Paper Size scroll box, select Banner Ltr or Banner A4 depending on the size of banner paper (letter or A4) you are using.
Page 94: Printing From Dos Applications
Printing From DOS Applications Printing from DOS applications in Windows Use these instructions only if your application runs from the DOS prompt in Windows. When you print from a DOS application, your printer uses PCL 3 emulation. You must install a printer driver for PCL 3 emulation in each DOS application.
Page 95: Printing From Non-Windows Dos Applications
Printing From DOS Applications Printing from non-Windows DOS applications Follow these steps if your application runs from the native DOS prompt, but does not run from the DOS prompt in Windows. 1. From Printer Manager, click the Options tab. 2. Make sure Disable Colour MFP DOS Printing (Enable DOS Printing to other Printers) is not checked.
Page 96: Changing Print Settings For Dos Applications
1. From Printer Manager, click the DOS Printing tab. 2. Change settings as needed. Enabling Sharp MFP DOS printing To enable DOS printing to the Sharp Colour MFP: 1. From Printer Manager, click the Options tab. 2. Make sure Disable Colour MFP DOS Printing (Enable DOS Printing to other Printers) is not checked.
Page 97: Enabling Dos Printing To Other Printers
Printing From DOS Applications Enabling DOS Printing to other printers To enable DOS printing to other printers: 1. From Printer Manager, click the Options tab. 2. Make sure Disable Colour MFP DOS Printing (Enable DOS Printing to other Printers) is selected. Printing a DOS fonts list 1.
Page 98: Printing Media Specifications
Printing Media Specifications Paper types You can get good print quality on many types of plain paper. Since the quality of plain paper varies widely, you should test the print quality before buying large quantities of paper. Most papers have a preferred print side indicated on the paper package.
Page 99: Paper Sizes
Printing Media Specifications Most papers have a preferred print side indicated on the paper package. Load the paper so the preferred print side faces you. The following paper sizes can be used in the manual feeder: Length: 127 to 432 mm 5.0 to 17 in.
Page 100: Envelope Types
Printing Media Specifications Envelope C5 162 x 229 mm Envelope C6 114 x 162 mm Envelope B5 176 x 250 mm Envelope 7-3/4 3.88 x 7.5 in. Baronial 5.63 x 4.38 in. Banner Ltr 8.5 x 11 in., continuous forms Banner A4 210 x 297 mm, continuous forms Custom...
Page 101: Transparency And Glossy Paper Types
Printing Media Specifications Envelopes with peel-off sealing strips Envelopes with contents enclosed Transparency and glossy paper types The printer supports letter and A4 size transparencies and glossy paper. Use a transparency or glossy paper designed for an inkjet printer. Do not use transparencies or glossy paper designed for copiers and laser printers, or for pen plotters.
Page 102: Recommended Media
Printing Media Specifications Recommended media For the best printing results, use paper that is specially treated for inkjet printing, such as a high-resolution coated paper. When printing on transparencies or other special media, be sure to use media that is intended for inkjet printing. 4-29...
Page 103: Making Copies
Making Copies Making Copies ........5-2 Making black and white copies .
Page 104: Making Black And White Copies
Making Copies The Sharp Colour MFP can be used to make both black and white and colour copies. Making black and white copies Black and white copy mode is automatically selected when a black print cartridge is installed. Up to 99 copies per original can be made. In addition to plain and coated paper, you can also make copies on transparencies and glossies.
Page 105 Making Copies Load the document(s) face down. (Maximum of 20 pages.) The display will show: READY TO SEND Important: To prevent the document from skewing, be sure the document is straight in the feeder and the document guides touch each side of the document. Press the COPY/HELP key.
Page 106 Making Copies Press the START key or 1 (PRESET) to use the current paper, print quality, MANU PRESET and copy ratio settings. Press 2 (MANU) if you need to override any of the settings. Select PRESET if you are using the paper in the paper tray and do not need to override the copy ratio or print quality setting.
Page 107 Making Copies Enter the size of the printing media by pressing a number key as shown below (or press the START key to automatically select A4). 1: LETTER Example: A4 2: LEGAL 3: A4 The display will show: SET COPY RATIO Set the amount of reduction or enlargement by entering a number from 1 to 6 as shown below (or press...
Page 108 Making Copies Select the type of media to be used (press the START key to automatically select PLAIN PAPER). 1: PLAIN PAPER 2: COATED PAPER 3: TRANSPARENCY Example: 4: GLOSSY PAPER Coated paper (Note: The TRANSPARENCY and GLOSSY PAPER selections only appear if you inserted a sheet of media in the manual feeder.) The display will show:...
Page 109: Making Colour Copies
Making Copies Note: If you place a large number of originals in the feeder, the memory may become full before all of them can be scanned (MEMORY IS FULL will appear in the display). If this happens, press the START key to copy the originals which have been scanned, and then repeat the copy procedure for the remaining originals, including the original which was being scanned when the memory became full.
Page 110 Making Copies Load the document(s) face down. (Maximum of 20 pages.) The display will show: READY TO SEND Important: To prevent the document from skewing, be sure the document is straight in the feeder and the document guides touch each side of the document. Press the COPY/HELP key.
Page 111 Making Copies Press the START key or 1 (PRESET) to use the current paper, print quality, MANU PRESET and copy ratio settings. Press 2 (MANU) if you need to override any of the settings. Select PRESET if you are using the paper in the paper tray and do not need to override the copy ratio setting.
Page 112 Making Copies Set the amount of reduction or enlargement by entering a number from 1 to 6 as shown below (or press the START key to automatically select 100%). 1: 50% Example: 50% 2: 70% 3: 80% 4: 90% 5: 100% (no reduction or enlargement) 6: 200% The display will show: SET MEDIA TYPE...
Page 113: Changing The Preset Ratio Setting For Black And White Copying
Making Copies Changing the preset ratio setting for black and white copying If desired, you can change the preset ratio setting for black and white copying (this is the ratio setting used when you select PRESET at the beginning of a copy operation). The initial setting is AUTO. Press these keys: The display will show: B/W COPY RATIO...
Page 114: Changing The Preset Ratio Setting For Colour Copying
Making Copies Changing the preset ratio setting for colour copying If desired, you can change the preset ratio setting for colour copying (this is the ratio setting used when you select PRESET at the beginning of a copy operation). The initial setting is 100%. Press these keys: The display will show: COL COPY RATIO...
Page 115: Copy Cut-Off
Making Copies Copy Cut-off When making a copy of a document that is longer than the printing paper, use the copy cut-off setting to select whether the remaining part of the document will be cut off or printed on a second page. The intial setting is YES (cut off the remainder).
Page 116: And Connecting An Answering Machine
Using as a Telephone and Connecting an Answering Machine Making Voice Calls ....... . . 6-2 Using the HOLD/SEARCH key.
Page 117: Making Voice Calls
Making Voice Calls The Sharp Colour MFP can be used like a regular telephone to make and receive voice calls. To make or receive a phone call, the power must be on. Pick up the handset or press the SPEAKER key. Listen for the dial tone.
Page 118: Using The Hold/Search Key
Making Telephone Calls Using the HOLD/SEARCH key You can use the HOLD/SEARCH key to search for a Rapid Key or Speed Dial number. First search for the number as described in Using the HOLD/SEARCH key in Sending a Fax by Automatic Dialling in Chapter 2, then pick up the handset or press the SPEAKER key.
Page 119: Connecting An Answering Machine
Connecting an Answering Machine If desired, you can connect an answering machine to the Sharp Colour MFP’s TEL. SET socket. This will allow you to receive both voice messages and faxes when you are out. Remove the seal covering the TEL. SET socket.
Page 120: Changing The Outgoing Message
Connecting an Answering Machine Note: When FaxAbility or Fax Duet (distinctive ring) is used, the answering machine may be connected to any extension of the same line. Important: In New Zealand, not all standard telephones and answering machines will respond to incoming ringing when connected to the extension socket of the equipment.
Page 121: Activating The Answering Machine Connection
Voice callers can leave a message. During this time, the Sharp Colour MFP will quietly monitor the line. If the Sharp Colour MFP detects a fax tone or a duration of silence greater than four seconds, it will take over the line and begin reception.
Page 122: Special Fax Functions
Special Fax Functions Distinctive Ring ........7-2 Broadcasting.
Page 123: Distinctive Ring
Distinctive Ring If you subscribe to a distinctive ring service from your telephone company, you will need to turn on the distinctive ring function. When this is done, your fax machine will signal voice calls by the normal ring pattern, and fax transmissions by a special ring pattern. In the case of a fax transmission, your fax machine will automatically answer the call and receive the fax.
Page 124 Distinctive Ring Press 1 (YES) to turn on distinctive ring, or 2 (NO) to turn it off. The display will show: FAX SIGNAL RX Press the STOP key. Set the reception mode to FAX. TEL/FAX ANS.
Page 125: Broadcasting
Broadcasting This function allows you to send the same document to as many as 20 different locations with just one operation. First store the document in memory, then enter the numbers of the receiving machines. The document will be transmitted to each location. You can only use Rapid Keys or Speed Dial numbers to dial the numbers of the receiving machines.
Page 126: Broadcasting Using A Group Key
Broadcasting Press the START key. Transmission will begin. A Transaction Report is automatically printed out after Broadcasting is completed. Check the "Note" column of the report to see if any of the locations are marked "Busy" or have a communication error code. If so, send the document to those locations again.
Page 127: Storing Numbers In Group Keys
Broadcasting Storing numbers in Group Keys Group Keys allow you to dial a group of fax numbers by simply pressing the appropriate Group Key once. To store a group of numbers in a Group Key, follow the steps below. Rapid Keys 16/G1 through 19/G4 can be used as Group Keys. Note that one key cannot be simultaneously programmed as both a Group Key and a Rapid Key.
Page 128 Broadcasting Press the START key. Return to Step 3 to program or clear another Group Key, or press STOP to Step 3 or exit.
Page 129: Cover Sheet
Cover Sheet You can have the Sharp Colour MFP generate a cover sheet and send it as the last page of each of your fax transmissions. You can select a message. For the recipient’s name to appear, you must dial...
Page 130: Selecting A Header Message (Optional)
Cover Sheet Press 1 (YES) to turn on the cover sheet function, or 2 (NO) to turn it off. The display will show: AUTO PRINT OUT Press the STOP key to return to the date and time display. Selecting a header message (optional) When the cover sheet function is turned on, you can also select a message which will appear as a header at the top of the cover sheet.
Page 131 Cover Sheet Select a message by entering a number from 1 to 4: 1: URGENT (Example) 2: IMPORTANT 3: CONFIDENTIAL 4: PLS. DISTRIBUTE Dial the receiving machine and transmit the document. Note: To cancel a cover sheet header setting, press the STOP key or remove the document from the feeder.
Page 132: Batch Page Numbering
Batch Page Numbering You can change the page numbering of the transmitted document from simple numbering ("P.01", "P.02", etc.) to batch numbering, which means that a slash and the total number of pages being sent are added after each page number (for example, "P. 01/05", "P.02/05", etc.). This allows the receiver to check for missing pages.
Page 133 Batch Page Numbering Comments: If you need to cancel a batch number entry, remove the document from the feeder or press the STOP key. If the number of pages actually transmitted does not coincide with the batch number entered, the alarm will sound and PAGE COUNT ERROR will appear in the display.
Page 134: Blocking Reception Of Unwanted Faxes
Blocking Reception of Unwanted Faxes The Anti Junk Fax function allows you to block reception of faxes from parties which you specify. This saves paper by not printing out unwanted "junk" faxes. To use this function, first turn it on by setting Option Setting 13 (Junk Fax # Check) to YES as described in Chapter 8, and then enter the fax numbers from which you do not want to receive faxes as shown below.
Page 135 Blocking Reception of Unwanted Faxes Enter the full number you want to block (max. of 20 digits). (Example) Press the START key. Return to Step 3 to enter (or clear) another number, or press STOP to Step 3 or exit. 7-14...
Page 136: Sending Documents From Memory
Sending Documents From Memory With this function, the original document is scanned immediately, stored in memory, and then transmitted once the connection to the receiving machine is made. This is convenient when transmitting to places where the line is often busy, as it saves you from waiting to pick up the original document and frees the feeder for other operations.
Page 137 Sending Documents From Memory Enter the number of the receiving machine using one of the following methods: Press a Rapid Key. (Example) Press the SPEED DIAL key and enter a Speed Dial number. Enter a full telephone number by pressing the number keys. Press the START key if you entered a Speed Dial number or a full number.
Page 138: If The Memory Becomes Full
Sending Documents From Memory If the memory becomes full... If the memory becomes full while the document is being scanned, MEMORY IS FULL will appear in the display. Press the START key if you want to transmit the pages which have been stored up to that point in memory.
Page 139: Polling (Requesting A Fax Transmission)
Polling (Requesting a Fax Transmission) Polling allows you to call another fax machine and have it send a document (previously loaded in its feeder) to your machine without operator assistance. In other words, the receiving fax machine, not the transmitting fax machine, initiates the transmission. You can use your machine to both poll and be polled by others.
Page 140: Being Polled (Polling Standby)
Polling (Requesting a Fax Transmission) Note: When requesting transmission from a facsimile information service (computer polling), press the START key instead of the 15/POLL key and make sure there are no documents loaded for sending. Being polled (polling standby) To let another fax machine poll your machine, simply set the reception mode to FAX, and load the document(s) to be sent.
Page 141: Storing And Clearing Fax Numbers For Polling Permission
Polling (Requesting a Fax Transmission) Storing and clearing fax numbers for polling permission You can store up to 10 fax numbers in your machine’s list of permitted numbers. Press the keys shown at right. ENTRY MODE will appear in the display.
Page 142: Timer Operations
Timer Operations The Timer function allows you to set a transmission and/or polling operation to be performed automatically at a time you specify. One transmission operation and one polling operation can be set at any one time, and the times they will be performed can be specified up to a week in advance.
Page 143 Timer Operations Enter a 1-digit number for the day of the operation (skip this step if the operation will be performed within the next 24 hours): 0: Sunday Example: Friday 1: Monday 2: Tuesday 3: Wednesday 4: Thursday 5: Friday 6: Saturday Press the START key.
Page 144: To Cancel An Operation
Timer Operations To cancel an operation If you need to cancel an operation after it has been set, follow the steps below. Press the keys shown at right. TIMER MODE will appear in the display. Press # to cancel a transmission operation, or * to cancel a polling operation.
Page 145 Option Settings The option settings let you customize the Sharp Colour MFP to better suit your needs. An initial setting has been made for each option at the factory. You can change a setting by following the steps described for each option below.
Page 146 Option Settings Setting 2: NUMBER OF RINGS TO ANSWER This sets the number of rings the fax machine waits before answering an incoming call in FAX and TEL/FAX reception modes. Enter any number from 2 to 4. Initial setting: 2 until display Press...
Page 147 Option Settings Setting 4: TEL/FAX REMOTE NUMBER (TRANSFER CODE) If you hear a fax tone when you answer a call on a tone dial extension phone connected to the same line as the fax, you can make the fax begin reception by pressing 5, *, and * on the phone.
Page 148 Option Settings Setting 6: TRANSACTION REPORT PRINT SELECT This sets the condition for printing out a Transaction Report. Enter a number from 1 to 5 as follows: 1 (ALWAYS PRINT): A report will be printed after each transmission, reception, or error. 2 (ERR/TIMER/MEM): A report will be printed after an error, timer operation, or memory operation.
Page 149 Option Settings Setting 8: PSEUDO RINGING DURATION This sets the duration of pseudo ringing in TEL/FAX reception mode. Press 1 for 15 seconds or 2 for 30 seconds. Initial setting: 1 until display Press PSEUDO RING DUR. shows: QUIET DETECT TM. Setting 9: QUIET DETECT TIME When an answering machine is connected to the fax, the fax will take over the line and begin reception if it detects a certain duration of...
Page 150 Option Settings Setting 10: FAX RX ANS. FAILS Press 1 (YES) to have the fax answer a call if an answering machine connected to the fax does not answer within 5 rings. Press 2 (NO) to turn the function off. Initial setting: 2 until display...
Page 151 Option Settings Setting 13: JUNK FAX NUMBER CHECK Press 1 to prevent reception from fax numbers entered in the Anti Junk Fax List. Press 2 to allow reception from all numbers. Initial setting: 2 until Press JUNK FAX # CHECK display shows: POLLING...
Page 152 Option Settings Setting 16: ACTIVITY REPORT AUTO PRINT OUT Press 1 to have your fax automatically print out an Activity Report once every 30 operations. (The list can still be printed out on demand when desired.) Press 2 to turn automatic print-out off. Initial setting: 2 until Press...
Page 153: Printing Lists And Reports
Printing Lists and Reports Printing Reports and Lists......9-2 Printing a list ......... 9-2 Activity Report.
Page 154: Printing Reports And Lists
Printing Reports and Lists You can print out lists showing settings and information entered in the fax. You can also have the fax automatically print out a report on transactions after they are made. The lists and the report are described below.
Page 155 Printing Reports and Lists If Option Setting 16 (Auto Print Out) is set to YES, a report will be automatically printed out whenever information on 30 operations has accumulated. (A report can still be printed on demand at any time.) All information is erased after a report is printed out.
Page 156: Timer List
Printing Reports and Lists COM.E-0 to COM.E-13 - A telephone line error prevented the transaction. See Line Error in Chapter 11. CANCEL - Transmission was cancelled because the STOP key was pressed, no document was in the feeder, or the other machine requested transmission using a function which your fax does not have.
Page 157: Passcode List
Printing Reports and Lists Passcode List This list shows settings made for polling security, your name and fax/telephone number as entered in the machine, and a sample of the header printed at the top of every page you transmit (HEADER PRINT).
Page 158: Anti Junk Number List
Printing Reports and Lists Anti Junk Number List This list shows the numbers that are blocked by the Anti Junk function. Group List This list shows the fax numbers stored in each Group Key.
Page 159: Print Setup List
Printing Reports and Lists Print Setup List This list shows the current status of the printing settings accessed by pressing the FUNCTION key and the 6 key. Transaction Report This report is printed out automatically after an operation is completed to allow you to check the result.
Page 160 Maintenance Scanning glass and rollers Clean the scanning glass and rollers frequently to ensure the quality of transmitted images and copies. Open the operation panel (pull the release marked PANEL RELEASE up), and wipe the scanning glass and rollers with a soft cloth. Make sure that all dirt and stains (such as correcting fluid) are removed, as dirts and stains will cause vertical lines on transmitted images and copies.
Page 161 Remove the print cartridge. To remove the print cartridge, first press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. Unplug the Colour MFP power cord. This forces the print cartridge carrier to remain in the load position.
Page 162 Maintenance Plug the Colour MFP power cord into an electrical outlet. Press the CARTRIDGE key on the Sharp Colour MFP, or click the Cartridges tab then the Install Cartridge button in Printer Manager. Replace the print cartridge and close the front cover.
Page 163 Maintenance Calibrating the scanner To ensure that the scanner in the Sharp Colour MFP gives you the highest quality colour images, calibrate the scanner from time to time. In particular, use this procedure whenever you think the colours in a scanned image are slightly off.
Page 164 Maintenance Press the START key. The Sharp Colour MFP will scan the scanner calibration sheet. When calibration is completed, the date and time will reappear in the display. 10-5...
Page 165: Troubleshooting
Messages and Signals ......11-8 Messages in the display of the Sharp MFP ....11-8 Audible signals .
Page 166: Faxing Problems And Other General Problems
Faxing Problems and Other General Problems If you have any problems with your Sharp MFP, refer to the following troubleshooting guide. Answering machine connection Problem Check and remedy Make sure that the reception mode of the The answering machine Sharp MFP is set to ANS.
Page 167: Problems And Solutions
Check with the other party to make sure their fax machine is functioning properly. Have your telephone line checked for line noise. Try connecting your Sharp MFP to a different telephone line. If the problem persists, call your dealer or the SHARP number(s) listed on the warranty card.
Page 168: Dialling And Transmission Problems
Make sure that the telephone line is properly connected to both the TEL. LINE socket and the wall socket. Make sure that the Sharp MFP is set to the correct dialling mode for your telephone line. See Option Setting 7 in Chapter 8.
Page 169 A distorted image is distortion. Try sending the document again. received at the other end. Make a copy of the document on the Sharp MFP. If the copy is also distorted, your Sharp MFP may need service. If the problem persists, call your dealer or the Sharp number(s) listed on the warranty card.
Page 170: Reception And Copying Problems
Make a copy of another document on the Sharp MFP. If the copy is also distorted, your Sharp MFP may need service. If the problem persists, call your dealer or the SHARP number(s) listed on the warranty card.
Page 171: General Problems
Scan in Chapter 2). transmission or copying. The Sharp MFP may interrupt during a voice call if the reception mode is set to Voice calls taken on an ANS. To prevent interruption on a touch-...
Page 172: Messages And Signals
Messages and Signals Messages in the display of the Sharp MFP You have received a fax, however, a sheet of media is loaded in the manual paper feeder. Press the PRINTER key to remove the media CAN’T PRINT DATA/ from the manual feeder and the fax will print out...
Page 173: Display Messages
Display Messages The original document is jammed. See the DOCUMENT JAMMED Clearing Paper Jams following section, FUNCTION MODE The FUNCTION key has been pressed. The HOLD/SEARCH key has been pressed to put the other party on hold during a phone HOLD conversation.
Page 174 Display Messages This appears if you attempt to search for an NO DATA automatic dialling number when none have been stored. You have tried to dial or clear a Rapid Key or Speed Dial number that hasn’t been NO # STORED programmed (a full number hasn’t been assigned to it).
Page 175: Audible Signals
Display Messages The HOLD/SEARCH key has been pressed. Press # or * to search for an automatic dialling number, or press STOP to return to the data SEARCH DIAL Using the and time display. (See HOLD/SEARCH key Sending a Fax by Automatic Dialling in Chapter 2.) Cartridge installation has been initiated from...
Page 176: Printing Problems
Printing Problems Error messages in Printer Manager One of the following messages may appear in the Status tab of Printer Manager when a problem occurs. Ink Low Your print cartridge is running out of ink and needs replacement. Out of Memory Before sending a file to print, close all other open files in the appli- cation you are using.
Page 177 Printer Error If a printer error message appears, follow these steps: Open the front cover of the Sharp Colour MFP. Clear any paper or other objects from the paper path. Make sure the print cartridge is completely clicked into the cartridge carrier.
Page 178: General Printing Problems
Printing problems If the error condition reappears, unplug the power cord from the electrical outlet and plug back in. If the error condition is still present, your Sharp Colour MFP may require service. General printing problems DOS print file takes too long to print If you are attempting to print a DOS file by sending it to the port to which the printer is connected, use the DOS Copy command.
Page 179 Printing problems Make sure Spool MS-DOS print jobs is selected: 1. Click Start, point to Settings, and then click Printers. 2. In the Printers window, right-click the Colour MFP printer icon. 3. In the sidebar menu, click Properties. 4. Choose the Details Tab. 5.
Page 180 Printing problems Printer power is on but nothing prints Try the following if the Sharp Colour MFP is on but nothing prints (there is no action from the printer): Make sure the Sharp Colour MFP has paper. Make sure the printer parallel cable is completely plugged into the Sharp Colour MFP.
Page 181 The parallel cable is properly connected to the computer and the Sharp Colour MFP. Paper is loaded in the Sharp Colour MFP correctly. The print cartridge is installed correctly. If these suggestions do not solve the problem, your Sharp Colour MFP may need service. 11-17...
Page 182: Poor Print Quality
Printing problems Poor print quality Characters not aligned correctly at left margin Try the following suggestions to correct this problem: Make sure you do not have hard-coded spaces at the left margin. Clean the print cartridge nozzles. See Cleaning the print nozzles Chapter 1.
Page 183 Chapter 1. Poor print quality at left, right, or bottom edge of page Like other printers, your Sharp Colour MFP cannot print in the extreme left, right, or bottom edges of a page. To avoid poor print quality at the edges of the page, we recommend your documents have...
Page 184 Printing problems Left and Right Margins Left and right margin settings must be at least .25 in. (6.35 mm) each for all envelope sizes. Bottom Margin The bottom margin setting for all envelope sizes must be .5 in. (12.7 mm). Top Margin The top margin setting for all envelope sizes must be at least .14 in.
Page 185 Printing problems Print is smeared as the printer prints the page: Change to a higher or lower Print Quality setting. See Selecting print quality in Chapter 4. Disable your Windows screen saver. Page is smeared by the next page exiting the printer: The ink may still be damp when a page finishes printing.
Page 186: Clearing Paper Jams
Clearing Paper Jams Clearing a jammed document If the original document doesn’t feed properly during transmission or copying, or DOCUMENT JAMMED appears in the display, first try pressing the START key. If it doesn’t feed out, remove it as follows: Important: Do not try to remove a document without opening the operation panel.
Page 187: Clearing Jammed Printing Paper
Clearing Paper Jams Close the operation panel, making sure it clicks into place. Clearing jammed printing paper Open the front cover of the Sharp MFP. Grasp the leading edge of the jammed paper and pull it out of the machine.
Page 188 Make sure there are no torn pieces of paper remaining in the machine. Close the front cover. Replace the paper tray cover (if removed), and then press the paper release plate back down. Press the PRINTER key to reset the Sharp MFP. 11-24...
Page 189 Setup Guide Note: This chapter contains the same information as found in your printed Setup Guide. 1. Unpacking Checklist ......12-2 2.
Page 190: Unpacking Checklist
Document Rapid key tray labels Setup Guide Paper cover Quick Reference Guide Scanner calibration Paper tray sheet* Sharp Colour Multifunction Interface CD Handset Handset lead Telephone line cord Colour and black Adapter Adapter print cartridges (for New Zealand) (for Australia)
Page 191: Trays
2. Trays Attach the document tray. Insert the paper tray into the back of the machine as shown. Pull out the original document support and the output tray. Note: When receiving faxes, copying or printing, do not let a large number of pages accumulate in the output tray.
Page 192: Connections
3. Connections Handset Connect the handset as shown and place it on the handset rest. The ends of the handset lead are identical, so they will go into either socket. Make sure the handset cord goes into the unmarked socket on the side of the machine! Use the handset to make ordinary phone...
Page 193: Your Computer
Connections Parallel cable Connect the Sharp Colour MFP to your computer with a parallel cable. If you do not have a parallel cable, you can purchase one from your dealer or any computer store. Make sure the cable is IEEE 1284-compliant. We recommend a shielded cable no longer than 2 meters.
Page 194 Connections Power lead Plug the power lead into a 230-240 V, 50 Hz, earthed (3-prong) AC outlet. Caution: When disconnecting the fax, unplug the telephone line cord before unplugging the power lead. Caution: The mains outlet (socket outlet) should be installed near the equipment and be easily accessable.
Page 195: Telephone Line Cord
Do not insert it into the TEL. SET socket. Note: The Sharp MFP is set for tone dialling. If you are on a pulse dial line, you must set the Sharp MFP for pulse dialling. Press the following keys on the operation panel:...
Page 196 Extension phone (optional) If desired, you can connect an extension phone to the TEL. SET socket on the fax. To connect an answering machine to the Sharp Colour MFP, see Connecting an Answering Machine in Chapter 6 of your online Operation Guide.
Page 197: Installing A Print Cartridge
4. Installing a Print Cartridge We recommend that you keep a black cartridge Your Sharp Colour MFP installed for normal use, uses either a FO-25CC and change to a colour colour print cartridge or a cartridge only when you FO-21BC black print need to print a colour job.
Page 198 Installing a Print Cartridge Open the front cover of the Sharp Colour MFP. Note on changing cartridges: When you need to change a print cartridge, remove the currently installed cartridge after Step 2 above. Remove the cartridge by pulling the knob on the cartridge toward you until you hear a click.
Page 199 Installing a Print Cartridge Gently remove the sticker and transparent tape covering the copper printhead. Do not touch the copper-colored area! Insert the print cartridge into the cartridge carrier. Push back on the cartridge until it clicks into place. Note: If the print cartridge moves loosely in the carrier, it is not locked into place.
Page 200 NEW COLOUR CART. The cartridge will return to its home position. If you pressed 3 or 4 for a new cartridge, the Sharp MFP will print a test page for printhead alignment. If you installed a new print cartridge, look at the test page and locate the line that comes closest to forming a perfectly straight line.
Page 201 Installing a Print Cartridge Press these keys on the Sharp MFP: The display will show: ALIGN CARTRIDGE ENTER (00-30) 15 START: PRINT Enter the two-digit number of the straightest line on the test page. (If the number is less than 10, enter a 0 before the number.)
Page 202: Loading Printing Paper
5. Loading Printing Paper You can load A4 size paper in the paper tray. The maximum number of sheets is: 200 for paper from 60 to 80 g/m 150 for paper from 80 to 90 g/m (such as coated paper) Remove the paper cover if it is on the paper tray.
Page 203 Loading Printing Paper Insert the stack of paper into the tray, print side up. If paper remains in the tray, take it out and combine it into a single stack with the new paper before adding the new paper. Replace the paper cover on the paper tray. Push the paper release plate back down.
Page 204 Loading Printing Paper The Sharp Colour MFP has been set at the factory to scale the size of received faxes to A4 size paper. If you need to change the paper size setting, press these keys: The display will show: PAPER SIZE Press 1 to select LETTER, 2 to select LEGAL, or 3 to select A4.
Page 205: Entering Your Name And Fax Number
6. Entering Your Name and Fax Number To send faxes directly from Once you enter this the Sharp Colour MFP, you information, it will must enter your name and automatically appear fax (telephone) number. at the top of each fax You must also set the date page you send.
Page 206 Entering Your Name and Fax Number Press the # key twice: The display will show: OWN NUMBER SET Press the START key. The display will show: ENTER FAX # Enter your fax number by pressing the number keys. Up to 20 digits can be entered.
Page 207 To enter two letters in succession that require the same key, press the SPEAKER key after entering the first letter to advance the cursor. Example: SHARP = 7 7 7 7 7 4 4 4 2 2 7 7 7 7 SPACE = Press this key to delete the letter highlighted by the cursor.
Page 208: Setting The Date And Time
FUNCTION key * key START key STOP key Press these keys: The display will show: ENTRY MODE Press the * key twice. The display will show: DATE & TIME SET Note: The Sharp Colour MFP is Year 2000 compliant. 12-20...
Page 209 Setting the Date and Time Press the START key. The currently set date will appear in the display. Enter a two-digit number for the day ("01" to "31"). To correct a mistake, press the SPEED DIAL key to move the cursor back to the mistake, and then enter the correct number.
Page 210 Setting the Date and Time Press the START key to start the clock. The display will show: STORE JUNK FAX # Press the STOP key to return to the date and time display. 12-22...
Page 211: Installing The Multifunction Interface Software
1. Make sure that the Sharp Colour MFP is connected to your computer with a parallel cable as explained in Section 3, Connections. 2. Make sure the Sharp Colour MFP is on (the power cord is plugged into an outlet).
Page 212 Installing the Multifunction Interface Software 6. Perform either of the following steps depending on whether you are running Windows 95 or 98. In Windows 95: When the Insert Disk dialog box appears, click OK. (Note: If the Update Device Driver Wizard box initially appeared, click Next and then Finish in the subsequent screens until the Insert Disk dialog box appears.
Page 213 Installing the software when the New Hardware Found box doesn’t appear: If you find that the New Hardware Found box doesn’t appear the first time you run Windows 95 or 98 after connecting the Sharp Colour MFP, following these steps to install the Sharp Colour Multifunction Interface software: 1.
Page 214 2. Click Start, point to Programs, and select Colour Multifunction Interface. Click Online Guide. The Online Guide is divided into two parts: Part I: Instructions for using the Sharp Colour MFP as a printer, standalone fax machine, and standalone copier. Part II: Instructions for using the Colour Multifunction Interface software.
Page 215: Selecting The Reception Mode
9. Selecting the Reception Mode The Sharp MFP has four modes for receiving incoming calls and faxes: TEL mode: This is the most convenient mode for receiving phone calls. You can also receive faxes; however, all calls must first be answered by picking up the fax’s handset or an extension phone connected to the same line.
Page 216 Press these keys: The display will show: RECEIVE UNIT Press 1 (FAX) to select the Sharp Colour MFP, or 2 (PC) to select your computer. FAX (Sharp MFP) If you select reception to your computer and the reception mode is set to TEL, you must answer all calls by picking up the Sharp MFP’s handset.
Page 217 Index Activity Report, 9-2 Date, setting, 12-20 Automatic printing, 8-8 Default printer, setting, 4-4 Aligning the printhead, 1-14 - 1-17 Dial mode, 8-4 ANS. reception mode, 3-2, 3-6, 12-27 Dialling Answering machine connection Direct Keypad, 2-17 Activating, 6-6 Normal, 2-8, 6-2 Connecting, 6-4 Rapid Key, 2-15, 6-2 Fax Reception When ANS.
Page 218 Printer Driver, 4-4 Memory key, xii, 7-4, 7-15 Printer key, xi Messages in Printer Manager, 11-12 Printing copies, 4-12 Messages in Sharp MFP display, 11-8 Printing media, 4-25 - 4-28 Printing problems, 11-14 - 11-21 Pseudo ringing duration, 8-5 Index-2...
Page 219 Index Rapid Dial Keys, xii TEL reception mode, 3-2, 3-7, 12-27 Rapid Key Dialling, 2-15, 6-2 TEL. LINE socket, 12-7 Receive Unit setting, 3-3, 12-28 TEL. SET socket, 6-4, 12-8 Reception mode TEL/FAX reception mode, 3-2, 3-4, 12- ANS. mode, 3-2, 3-6, 12-27 FAX mode, 3-2, 3-5, 12-27 Tel/Fax Remote Number, 8-3 Setting, 3-2, 12-27...
Page 220: Introduction
Introduction Your Sharp Multifunction Interface software allows you to connect your Sharp Colour MFP to your PC so you may use the Colour MFP for PC faxing and scanning. The Sharp Multifunction Interface software provides a full range of computer fax functions, an address book, built-in OCR program, and document management capability.
Page 221 Software Setup Setting up your Personalized Fax Cover Page ....2-2 Connection/Dialling Tab ............. 2-6 Fax Settings Tab ..............2-8 2 - 1...
Page 222: Fax/Image E-Mail Application
Software Setup Introduction To establish the settings for your Sharp Colour Multifunction Interface software, select the Setup icon from the bottom left side of the Multifunction Interface menu. The tabbed dialog box that appears enables you to determine your connection settings, establish the cover page settings for your faxes, and setup the way your faxes are sent and received.
Page 223 Software Setup The body is information specific to the facsimile. You create it at the time you send the facsimile. In addition, it automatically specifies the total number of pages in the fax. The information you enter on the Cover Page tab of the Setup screen is the standard information that will appear on all outgoing faxes.
Page 224 Software Setup Fax Number Enter your fax number and area code to a maximum of 32 characters. If this field is left blank, the Fax Number heading on the cover page will be omitted. E-mail Address Enter your complete e-mail address in this field.
Page 225: Scanning Documents
Software Setup Creating a Custom Cover Page You can use the facilities in your Sharp Colour Multifunction Inter- face software to create your own custom cover page. A Custom Cover Page merges an .ALA (image) file with the standard cover page information described earlier, and the cover page information you enter when you send the fax.
Page 226: Connection/Dialling Tab
The Connection tab enables you to configure your fax device settings and set your speaker volume. Connection The port through which your Sharp Colour MFP is connected is displayed. Click the Find Device button to establish the con- nection with your Colour MFP.
Page 227 Software Setup Establishing Dialling Properties To setup or modify the dialling preferences, select the Dialling Properties button. The Dialling Properties dialog box appears. Please note that in order for your system to dial fax or voice calls successfully from any application, the appropriate information must be entered in this Dialling Properties dialog box.
Page 228: Fax Settings Tab
Software Setup the New... button. To remove a calling card, select the appro- priate card to remove, and click the Remove button. For additional information regarding Telephony Properties, refer to your Windows 95 documentation or help files Fax Settings Tab The Fax Settings tab enables you to view or change your fax settings for both sending and receiving faxes.
Page 229: Windows Messaging
If your mail package is not Microsoft Exchange/ Outlook, your faxes will be received in the Sharp Message Center Inbox and may be accessed by clicking the Fax Man- ager icon at the bottom right of your task bar.
Page 230 Windows Messaging Contents Introduction ............... 3-2 Using Microsoft Exchange/Outlook ......... 3-2 Using Internet based e-mail systems with simple MAPI 3-3 Using an Internet based e-mail system without MAPI ..3-5 3 - 1...
Page 231: Using Microsoft Exchange/Outlook
Inbox becomes the delivery point for all faxes and e-mail messages received by your PC. Therefore, there is no need for the Sharp Message Center to display its Inbox as you can view all your received faxes in the MS Exchange/Outlook Inbox.
Page 232: Using Internet Based E-Mail Systems With Simple Mapi
Many Internet based e-mail systems such as Netscape Navigator, Microsoft Outlook Express and Eudora Pro 4.0 only support a single, local address book and you will be unable to access the Sharp Colour Multifunction Interface address book from these mail packages.
Page 233 Windows Messaging The Colour Multifunction Interface Address Book will not be accessible to send or view e-mail messages from within the e-mail package. Netscape Navigator, Outlook Express and Eudora Pro 4.0 support only a single, local address book. You will have the ability to utilize distribution lists that contain both e-mail addresses and fax numbers from within the Colour Multifunction Interface Address Book if you are transmitting from a Windows application or the Fax/Image E-mail applica-...
Page 234: Using An Internet Based E-Mail System Without Mapi
Windows Messaging Select the Use Netscape Messenger from MAPI based appli- cations check box. Click the OK button. Eudora Pro 4.0: Activate Eudora Pro 4.0. Click on the Tools menu and select Options. Scroll the category window until Mapi appears. Under Use Eudora Mapi Server, select Always.
Page 235: Copying Paper Documents
Copying Paper Documents Introduction ............... 4-2 Functions ..............4-2 Accessing the Copy application ......4-2 Copying a Document ............4-2 Copy Settings ..............4-3 Background Copying ............4-5 4 - 1...
Page 236: Copying A Document
Copying Paper Documents Introduction The Copy application of your Color Multifunction Interface system utilizes your Sharp MFP to provide all the functions of a full- featured, collating, reducing/enlarging personal copier. Copies scanned and printed using your Sharp MFP are collated, black and white or colour copies.
Page 237: Copying Paper Documents
Copying Paper Documents Copy Settings The Copy application has several settings to optimize your copying for the type and quality of the original. Before copying, simply change these options on the Copy screen to the settings you require. Reduce/Enlarge Your Colour Multifunction Interface software enables you to reduce or enlarge the copy of the original.
Page 238 Copying Paper Documents Custom enables you to choose reduction or magnification of the original document from 50% reduction to 150% enlarge- ment. To use the custom scaling, click the Custom option, and select either the left or right scrollbar arrow to change the reduction/enlargement size.
Page 239: Background Copying
Copying Paper Documents Selecting your Printer Before you copy a document, you may want to select a different printer. Click the Printer button and the Print dialog box ap- pears. Select the appropriate printer from the drop down list, and click OK to change your printer selection.
Page 240 Copying Paper Documents Start your new application if it is not already running, or activate the application if it is minimized to an icon. If your application is closed, select the button on your Windows 95 task bar and choose your application from the Start menu. Minimize the Colour Multifunction Interface program to an icon.
Page 241 Scanner Settings ..............5-3 Closing the Viewer window ..........5-9 Background Scanning ............. 5-10 Selecting a Twain Data Source ....... 5-11 SHARP FO-2550 TWAIN32 driver and TWAIN16 driver Version 1.0x Copyright © SHARP CORPORATION, 1997 All Rights Reserved 5 - 1...
Page 242 When you scan a document, you are essentially snapping a picture of that document and saving it as an image file. The Scan application contains various options allowing you to adjust your Sharp Colour MFP for the quality and type of the original being scanned.
Page 243: Scanning Documents
Scanning Documents Scanning Documents To use your SHARP Colour MFP to scan documents and bring them into your PC, follow the steps below: Select Scan from the Full Colour Multifunction Interface screen or from within Viewer, select the File menu and choose Acquire.
Page 244: Optical Character Recognition
Scanning Documents Type of Scan The Type of Scan setting permits you to select the colour level with which you would like to scan. Click the arrow to access the following choices: Full colour – Scans documents using 16 million colours. Select Full Colour for color photos or other colour docu- ments.
Page 245 Scanning Documents Resolution The Resolution setting permits you to customize scanning to fit your intended purpose. Available resolution settings range from 75 dpi to 600 dpi. Click the arrow to access these settings. Note that higher resolutions will result in larger files. Generally, select your scanning resolution based on how you wish to use the document: Resolutions from 75-100 dpi will suffice if you intend to...
Page 246 Scanning Documents correct this. Colours projected on your monitor are a combination of red, green and blue (RGB). You may use the Gamma Adjust setting to manipulate the luminance of each individual colour, or you can adjust all three colours in one setting. To set Gamma Adjust: In the Full Colour Multifunction Interface dialog box, go to Gamma Adjust and select the arrow to access the cascad-...
Page 247 Scanning Documents To adjust all three colours (red, green, blue) in one setting, push in the RGB button at the top of the dialog box (Color: RGB will display). Then, enter the gamma adjust level you desire (between 0.1 and 9.99) in the Gamma field at the bottom of the dialog box.
Page 248 Scanning Documents Enter the Brightness and Contrast settings you want, or drag the arrows to the desired settings. Use the Brightness setting to brighten or darken the scanned image. Higher settings will brighten the image while lower settings will darken the image. Use the Contrast setting to increase or decrease the range of luminance for a scanned image.
Page 249 Scanning Documents Monochrome Contrast setting: Select Image Adjust and choose Monochrome Contrast from the cascading menu. (Note: You must have Type of Scan set to Monochrome.) This setting will enable you to increase or decrease the luminance of a scanned black and white image.
Page 250 Scanning Documents Background Scanning The Scan application enables you to scan your files in the back- ground. This allows you to continue scanning documents while you are working in other Windows applications. This can be done with Multifunction Interface program reduced to an icon on your Windows taskbar or running maximized in a window behind your active application.
Page 251 Source dialog box appears. Choose the appropriate TWAIN source (normally you will want to select SHARP Full Color MFP (32-bit) to allow you to use the Sharp Colour MFP as a scanner). Push the Select button to return to the Viewer window.
Page 252 Without a MAPI compliant mail package the E-mail option will not work. (Please contact your Internet Service Provider for MAPI and E-mail configuration information.) 2. Microsoft Exchange must be setup and managing your Internet E-mail before the Sharp Colour Multifunction Inter- face software is installed. 6 - 1...
Page 253: Fax/Image E-Mail Application
Important! To ensure that your name and fax number (which you have stored in the Sharp Colour MFP) appear on your PC faxes as required by law, select Remote Setup in the Multifunction Interface. In the Remote Setup application, click the To PC button.
Page 254: The Fax/Image-Email Screen
Send Address for your recipient must be a fax number. To select fax recipients directly from your Address Book: Click To: on the Fax/Image E-mail screen. If your current mail profile does not include your Sharp Colour Multifunction Interface Address 6 - 3...
Page 255 You may establish your Cover Page settings from the Setup icon located on the lower left side of your Sharp Colour Multifunction Interface software screen. You can schedule a night delivery time for your fax to automatically be transmitted when telephone rates are normally low.
Page 256: Sending A Quick Fax
Setup icon located on the lower left side of your Sharp Colour Multifunction Interface software screen. Insert the documents to be faxed face down into the feeder of the Sharp Colour MFP. Press the Scan And Send button to begin the scanning process.
Page 257: Sending Faxes From A Windows Application
Sending Faxes from a Windows Application You may send a fax directly from within any Windows application providing Sharp Colour MFP Fax-Mail is selected as the printer. To send a fax from within your Windows application, follow the steps outlined below: From the File menu of the application, select Print.
Page 258: Sending E-Mail Messages
Please note that the Default Send Address and Default File Type will be used for recipients selected from the Sharp Colour Multifuntion Interface Ad- dress Book. You may change these designations via a "right-click" menu selection on each individual recipient for the current operation.
Page 259 Fax/Image E-mail application Select the Sharp profile that includes the Colour MFP Address Books and click OK. The Address Book dialog box opens. Select the Default Address Book. 6 - 8...
Page 260: Sending Scanned Documents As An E-Mail Attachment
Fax/Image E-mail application Double-click the name of each e-mail recipient (or highlight the name and click the To: button). The recipient’s name appears in the To: portion of the Message Recipient box. Select OK. The selected name(s) will appear in the To: field of your Fax/Image E-mail screen.
Page 261: Sending Existing Files As A Fax Or E-Mail Attachment
Messages section of this chapter. Insert the documents to be faxed face down into the feeder of the Sharp Colour MFP. Press the Scan And Send button on your Fax/Image E-mail screen to begin the scanning process. When scanning is complete, the e- mail message with the newly scanned image attached is automati- cally sent.
Page 262: Sending Documents To Both E-Mail And Fax Recipients
Fax/Image E-mail application You may also send existing image files directly from the Viewer application as a fax or e-mail message. For additional information, access the Viewer chapter of this manual or the Viewer application help files. The status of your Fax/Image E-mail operation may be monitored from the Job Progress field located on the Fax/Image E-mail screen.
Page 263: Default E-Mail File Type
Fax/Image E-mail application from your address book list. The recipient’s name appears in the To: field. In the To: field, click on the name, and then click the right mouse button to access the popup menu that displays the various address choices.
Page 264: Phone Control
Fax/Image E-mail application The image file type you select will be used for the current message only. You can permanently change the default file type from within the Colour Multifunction Interface Address Book, or from the Fax/ Image E-mail screen, right click on the recipient's name and select Properties…...
Page 265: Setting Up Your Scanner
Fax/Image E-mail application Select the Dial button to make your call. Select the Close button to exit the telephone dialling pad. The phone numbers of your ten (10) most recent voice calls will be retained in the drop down list of the Number to dial field. You may select a phone number from this list to make a call.
Page 266 Fax/Image E-mail application Select the Intensity you want to use to scan your image: Dark adjusts the intensity of a copy with a light background. Normal is used for a background that needs no adjustment. Light adjusts the intensity of a copy with a dark background. In the Optimize group, select the option that best suits the original you are scanning.
Page 267: Receiving Faxes
An activity log for received faxes will be maintained within the Sharp Message Center and may be accessed from the View Fax Logs menu item in Microsoft Exchange/Outlook or by clicking on the Fax Manager tray icon.
Page 268 Sharp Message Center Introduction ............... 7-3 If Microsoft Exchange is installed on your PC: ....7-3 If Microsoft Exchange is not installed on your PC: ..7-4 Message Center Components ........... 7-4 Functions ..............7-5 Accessing Message Center Applications ....7-5 Receiving Faxes ............
Page 269: Sharp Message Center
Sharp Message Center Printing your Outbox Activity Log ......... 7-19 Deleting entries from the Activity Log ......7-20 Monitoring Fax Transmissions ....... 7-20 7 - 2...
Page 270: Introduction
Sharp Message Center Introduction The Message Center application is a single integrated application that manages all incoming and outgoing fax messages. The Message Center contains the Inbox and the Outbox, both activated only from within the Message Center. The Message Center also maintains activity logs and status logs of all fax traffic.
Page 271: If Microsoft Exchange Is Not Installed On Your Pc
Sharp Message Center Should you delete a sent or a received fax from within Microsoft Exchange/Outlook, your Message Center will still maintain a record of that fax in either the Inbox Activity Log or the Outbox Activity Log. Finally, if there is a failure in sending a fax, you will see an error message in your Microsoft Exchange/Outlook Inbox.
Page 272: Functions
Sharp Message Center Functions Receiving Faxes (if not using Windows Messaging) Sending Faxes Monitors and controls the transmission of facsimiles Printing and viewing faxes Maintaining Activity Logs and Status Logs of all fax traffic Accessing Message Center Applications To access the Outbox, Activity Logs, or Status Log windows, select the Fax Manager icon from the lower right side of your Windows task bar.
Page 273: Viewing The Inbox
Sharp Message Center The Inbox allows you to receive faxes in the background, without degrading the responsiveness of your system and provides for electronic filing and indexing of all received facsimiles. If you forget where you filed a document, you may use the Find feature within your Windows 95 or 98 system.
Page 274: Printing A Fax
Sharp Message Center Fax ID of the sending fax machine; Number of pages received; Status of the facsimile. The following status messages are displayed: Complete - the fax was received successfully and is not yet viewed, printed or saved. Incomplete - the entire fax was not received and is not yet viewed, printed or saved.
Page 275: Previewing A Fax
Sharp Message Center In the Print group of the Inbox Print dialog box: Choose Print Selected to print only the facsimiles you selected in the Inbox window. Choose Print Unprinted to print all the unprinted facsimiles in the Inbox window.
Page 276: Viewing Documents
Sharp Message Center Viewing a Fax Highlight the fax you want to view by clicking on the entry in the Inbox window. From the File menu, select View, select the View button on the Toolbar, or right-click and select View from the pop- up menu.
Page 277: Deleting Faxes
Sharp Message Center Deleting Faxes The Delete function enables you to delete all printed faxes, all faxes, or only faxes which are highlighted in the Inbox window. If you are deleting only selected faxes, then click on the entries to be deleted in the Inbox window.
Page 278: Inbox Activity Log
Sharp Message Center To pause your Inbox: From the Inbox window select, Pause Inbox from either the File menu bar or from the Message Center System menu or select the Pause Inbox check box on the Toolbar. Your Inbox will no longer be capable of receiving facsimiles.
Page 279 Sharp Message Center The facsimile identification of the sending fax machine (if it was transmitted); The number of pages received; The status of the facsimile: Complete - the fax was received successfully and is not yet printed. Incomplete - the entire fax was not received (this is usually the result of a fax transmission error).
Page 280: Deleting Entries From The Inbox Activity Log
Sharp Message Center Click your right mouse button and select SaveAs from the popup menu. The Save As dialog box will appear. Navigate through your directory structure to select the drive and directory where your file will be stored. Select Text (.txt) in the Save File as Type box.
Page 281: Viewing Your Fax Outbox
Sharp Message Center Viewing your Fax Outbox The Message Center must be active to be able to queue faxes to the Outbox and to send faxes from your system. The Outbox can only be closed by exiting the Message Center. The Outbox will send faxes when running in the minimized (icon) mode in the Message Center window.
Page 282: Deleting Unsent Facsimiles
Sharp Message Center will be displayed as Canceled. To cancel all fax transmissions in the Outbox, you must close the Message Center. To close the Message Center, select File, Exit from any Message Center window, or select Close (Alt+F4) from the Windows System menu in the upper left corner of the Message Center window.
Page 283: Maintaining The Outbox Queue
Sharp Message Center to include the country code and area code. If you want to change the delivery schedule select or deselect the Night Delivery option. To resend several undelivered faxes to their original number without rescheduling them: Select the undelivered facsimiles you want to resend and choose one of the options outlined above.
Page 284: The Outbox Activity Log
Sharp Message Center delivery, and the specified number of retries have not been attempted. Canceled - The fax has been canceled. No additional retries will be attempted. Fax Error - An error was encountered during the last facsimile transmission and the specified number of retries were completed.
Page 285: Viewing The Outbox Activity Log
Sharp Message Center Viewing the Outbox Activity Log To view the Outbox Activity Log window, click any place in the Outbox Activity Log window within the Message Center to make it the active window. If the Outbox Activity Log is minimized to an icon within the Message Center window, double click on the icon to activate the window.
Page 286: Printing Your Outbox Activity Log
Sharp Message Center Displaying Additional Information About an Entry The Outbox Activity Log contains additional detailed information about the transmitted fax. To see additional details about the entry just click on the entry in the Outbox Activity Log window. The following detailed information is displayed: File - The sending application and file name of the facsimile.
Page 287: Deleting Entries From The Activity Log
Sharp Message Center Click on the OK button. Saving an Outbox Activity Log as a File You can save your Outbox Activity Log as a text (“.TXT”) file. The file is saved with commas between fields and a hard return between each record for easy processing by spreadsheet and database programs.
Page 288 Sharp Message Center Ringing - the phone line is ringing. Initializing - the Inbox is establishing communications with a sending facsimile device. Receiving - the transmission of the facsimile message is in progress. Fax Transmission in Progress - Receive Paused - a facsimile is being transmitted.
Page 289 Sharp Message Center Green - The Inbox contains a document which has not been viewed, printed or mailed. The following status messages are displayed for the Outbox: Outbox is Idle - There currently is no activity on the phone line.
Page 290 Sharp Message Center baud rate. Sending page “N” - The Nth page of the fax is being transmit- ted. Fax is “X” % complete - X percent of the fax has been sent successfully. Page “N” is “X”% complete - X percent of the Nth page of the fax has been sent successfully.
Page 291 Address Book Introduction ............... 8-3 Features ..............8-3 Setting up your Address Book ......... 8-4 Address Book Tabs ........... 8-4 Person Tab ................8-4 Address Tab ................ 8-6 Phone/Fax Tab ..............8-7 E-mail Tab ................8-8 Notes Tab ................8-11 Lists Tab ................
Page 292 Address Book Using a Password ........... 8-26 Address Book Upgrades ........8-28 To Do Scheduler Upgrade ..........8-28 Adding ToDo Items ............8-28 Editing ToDo Items ............8-30 Deleting ToDo Items ............8-30 Sorting ToDo Items ............8-31 8 - 2...
Page 293: Introduction
Address Book Introduction The Address Book is your personal database of information enabling you to keep an organized list of contacts at your fingertips. The Address Book application allows you to organize and access phone and fax numbers, E-mail addresses, business and home addresses. Notice that you navigate throughout Address Book via tabs located along its sides.
Page 294: Setting Up Your Address Book
Address Book Setting up your Address Book To add new entries to your Address Book, select the New Record icon on the Address Book toolbar. A blank line appears at the top of the left page of your Address Book for the new entry. An alphabetical listing of your Address Book entries are displayed on the left page of the book for each tab, while the right page contains editable fields for new entries.
Page 295 Address Book For a new entry, select the New Record icon on the Ad- dress Book toolbar. To edit an existing record, highlight the record from the left side of your Address Book or click the corresponding alpha letter of the person’s last name, and navi- gate to the correct entry using the scroll bars.
Page 296: Address Tab
Address Book List members. The Default Send Address is the primary send location (for a fax number or an e-mail account) for each person in your Address Book. The Fax/Image E-mail application will automatically use this address when sending faxes and e-mail messages. The Default Send Address is the address used for sending faxes and e-mail messages to members of a Distribution List.
Page 297: Phone/Fax Tab
Address Book addresses for each record on this tab. To enter an address for a new record: Select the Address Tab on the Address Book For a new record, select the icon on the Address Book toolbar. To edit an existing record, highlight the record from the left side of your Address Book, using the scroll bars or selecting the first letter of the person's last name from the alpha index.
Page 298: E-Mail Tab
Address Book In the Phone or Fax group, select the number you are entering (i.e. Business, Home, etc.) from the drop down list. Enter the area code, phone number and extension (if applicable) in the appropriate fields for each group. An area code must be entered for each record, even if it is a local call.
Page 299 Address Book If you are entering a new record, select the New Record icon on the toolbar or choose an existing record from the list of entries on the left page of the Address Book. To enter an E-mail address, select the E-mail tab along the side of your Address Book.
Page 300 Address Book BMP (Bitmap) files are standard Windows format for describing a bitmap image file. They have the .BMP file extension. A bitmap is an expanse of dots, called pixels or pels. Every pixel is the same size, but can be of different colour or shade. DCX Files DCX files are multiple page .PCX bitmap image files.
Page 301: Notes Tab
Address Book TIFF (32772 packbits) - This is a popular compression scheme that can be used for bi-level or gray scale files. Only bi-level files can be imported or exported. TIFF (No compression) - Use this if you are unsure what type of TIFF format to use.
Page 302 Address Book Copying Notes To copy a note for a selected Address Book record: Select the Notes tab. Highlight the Address Book entry corresponding to the note you want to copy. Select the note you want to copy from the list appearing on the right side of the Notes tab.
Page 303 Address Book In the Match Group, select Partial Match or Exact Match. In the Start From group, select New Search to initiate a new search. (The Last Results option will search only the results of the most recent Find operation.) Select the Find now button to begin your search.
Page 304: Lists Tab
Address Book Lists Tab You can create Distribution Lists in your Address Book, enabling you to send the same fax/e-mail to all List members with each individually addressed. The fax number/e-mail address that is used for a List member is the Default Send Address established for each entry on the Person tab (e.g.
Page 305 Address Book From the List Name drop down menu, select the list you want to use. On the left side of the Address Book, highlight the record you want to add to the specified list. Click the Add Member icon from the Lists toolbar and the entry will appear in the List Members grid.
Page 306: Editing Address Book Entries
Address Book Removing all List members Select the Lists tab from your Address Book. From the List Name drop down menu, select the List you want to use. Select the Remove All Members icon and all list members will be permanently removed from the list. Distributing to Lists Select the List tab of your Address Book.
Page 307: Removing Unused Items From Address Book Fields
Address Book and scroll to the correct record. Make changes as necessary on each tab of Address Book for that record. Save the record by selecting the Save icon on the Address Book toolbar. (Note: Keep in mind that making changes to fax numbers and e-mail account addresses affects your Default Send Address selection on the Person Tab.
Page 308 Address Book In the Find this field, enter the person’s Name, Company Name or any other item that you may have recorded in the Address Book for this person. From the In this column drop down list, select the criteria that you want to base your search on...i.e.
Page 309: Sending Faxes Directly From Your Address Book
Click on the Fax button to activate the Fax/Image E-mail screen. (Note: If you have not already selected a profile, the Choose Profile dialog box will appear. Select Sharp as your profile and choose the Colour MFP Address Books.) The person’s name appears in the To: field on the Fax/Image E- mail screen.
Page 310: Making Voice Calls From Your Address Book
Making Voice Calls from your Address Book You may make voice calls directly from your Address Book application using the Sharp Colour MFP. Voice calls may be dialled from the Person tab; the Address tab; the Phone/Fax tab; the E-mail tab; or the Notes tab.
Page 311: Saving Address Book Entries
Address Book number. Pick up the handset to speak when the call is answered . Saving Address Book entries After adding information for a record or making changes to a record, select Save icon from the Address Book toolbar. Any informa- tion entered for that record is now saved.
Page 312: Copying And Pasting Address Book Entries
Address Book Printing a single Address Book entry Highlight the record you want to print from the Address Book. Select File from the menu bar of the Address Book. Choose the Print Record command, and your record will be printed in the same format described earlier. Copying and Pasting Address Book Entries Address Book entries can be copied to the Windows Clipboard and then pasted directly into any Windows application, eliminating the...
Page 313: Deleting Address Book Entries
Address Book. Creating Multiple Address Books Your Sharp Colour Multifunction Interface software gives you the ability to create multiple address books. To create another Address Book: Select File, New from the menu bar.
Page 314: Importing Databases To Your Address Book
Address Book. Importing Databases to your Address Book This feature enables you to automatically import earlier versions of Alacrity Address Book fields into corresponding fields of the Sharp Colour Multifunction Interface Address Book. Import of Address Book Data The following Address Book data fields from earlier versions of the...
Page 315: Import Of The Act! Address Book Data
To import database information to your CMFI Address Book, select File from the Address Book menu bar and choose Import/ Export. The Sharp Colour Multifunction Interface Database Wizard will be activated enabling you to quickly import your data. Follow the instructions as prompted, clicking Next to proceed or Cancel to stop the import process.This function automatically...
Page 316: Import Of Text Delimited Address Book Data
Address Book COUNTRY COUNTRY- None *PHONE *BUSINESS PHONE *FAX *BUSINESS FAX HOME_PHONE HOME PHONE MOBILPHONE MOBILE TITLE TITLE *Phone Field - single field contains Country Code, Area Code and Phone Number. Imports in its entirety to the Business Phone Number field of the Colour Multifunction Interface Address Book.
Page 317 Address Book (Note: The initial time you enter a password the Type Old Password field will not be active.) Enter your password in the Type New Password field. Enter the same password again in the Verify New Password field. Select OK to activate your password. Changing Passwords Select Tools, Change Password...
Page 318: Address Book Upgrades
Address Book Select the Remove Password check box. Select OK to remove your password. Address Book Upgrades The To Do Scheduler capability is only available as an upgrade to your current Address Book application. Complete instructional information for this upgrade feature is described below, however this feature is not part of the base Multifunction Interface Software.
Page 319 Address Book To Do items for the entire Address Book by selecting the All radio button.) Click the Add... button and the ToDo item dialog box opens. Enter the subject of the task in the ToDo field. In the Recurrence group select how frequently you want to be notified via alarm by selecting one of the following buttons: Once - You will be notified one time via alarm for a To Do task.
Page 320: Editing Todo Items
Address Book In the Comments section, enter any notes you may have about the task. Select the Alarm Active check box to be notified prior to your To Do task.. Editing ToDo Items To edit items to your ToDo list, access the To Do tab on your Address Book.
Page 321: Sorting Todo Items
Address Book Sorting ToDo Items To sort your ToDo items, select the ToDo tab and highlight the Address Book record whose ToDo items you want to sort. In the “Show ToDo Records for” group, select the radio button that corresponds to the name of the active record. (Note: You may view all ToDo items for the entire Address Book by selecting the All radio button on the right page of this tab.) Click and highlight the ToDo column or the Date/Time column heading...
Page 322 Viewing Documents Introduction ............... 9-4 Functions ..............9-4 Accessing Viewer ............9-4 The Viewer Window ............9-4 Displaying Window Elements ........... 9-5 Changing the appearance of your Viewer window ..9-5 Displaying Document Images in the Viewer .... 9-6 Image File Formats ............9-6 Creating New Files .............
Page 323 Viewing documents Reordering file pages ............9-23 Deleting pages ..............9-24 Saving, printing, faxing and e-mailing documents 9-24 Faxing the active image file ..........9-24 Attaching the active image file to an e-mail message .. 9-26 Saving Files ............. 9-27 Saving pages from a file ..........
Page 324 Viewing documents Incorporating linked information in an image file ..9-45 Updating a Link ..............9-47 Breaking a Link ..............9-48 Reconnecting or changing a link ........9-48 Converting embedded objects ........9-49 9 - 3...
Page 325: Viewing Documents
Ability to scale and rotate your document view The capability to move, delete and append pages to a file Accessing Viewer To access Viewer, click on the Viewer application item in the Sharp Multifunction Interface group. The Viewer Window File access and manipulation functions are available through the Viewer window.
Page 326: Displaying Window Elements
Viewing documents drop files to frequently used functions, like Save As, Quick Print, Send Fax, OCR and Staple. Finally, the Status Bar provides infor- mation about both your document and the tools you are using and is located at the bottom of the Viewer window, below the Action Bar. You may also define your own application buttons in order to access your favorite Windows programs from the Action Bar.
Page 327: Displaying Document Images In The Viewer
Viewing documents Arrange icons When multiple files have been minimized to icons, Arrange icons can be used to line them up horizontally in the Viewer window. 1.2.3..Open files will be listed at the bottom of the Window menu. Selecting any file from the list will make that file the active window.
Page 328: Creating New Files
Viewing documents cannot use multiple page TIFF files, the Viewer saves only single page TIFF files. PCX Files The PCX file format was initially developed by Z Soft for the PC Paintbrush family of products. It has since been adopted by many other software developers.
Page 329 Viewing documents To quickly open the New dialog box, click the New button on the Standard Toolbar or from the File menu select New... Specify the following information in the New dialog box: In the Units group, specify the length and width of the image. You can select inches, millimeters or pixels.
Page 330: Opening Existing Files
Viewing documents window. Select Cancel to close the dialog box, without creating a new window. Opening Existing Files To display an existing image file select File, Open. The File Open dialog box will appear where you can choose existing file. To quickly access the Open dialog box, click the Open button on the Toolbar.
Page 331: Scanning New Files
Viewing documents Choose the appropriate TWAIN source (normally you will want to select SHARP Full Colour MFP (32-bit) to allow you to use the Sharp Colour MFP as a scanner). Push the Select button to return to the Viewer window.
Page 332 Viewing documents Select the Scan button to begin the scanning process. Your document appears in the Viewer window as a new window. Select Save As from the File menu. In the Save A File dialog box, select the appropriate format to save your document as an image file from the Save File As Type drop down list.
Page 333: Closing The Viewer Window
Viewing documents Note: If you are saving the document as an .ALA file, you may enter a description of the document in the Description field. This description will assist you in locating the particular file at a later date using the Find feature of your Windows 95 or 98 system.
Page 334: Adding An Application Button To The Action Bar
Viewing documents Quick Print Prints the dropped file using the current printer settings. Send Fax Allows you to select a fax recipient and to then fax the dropped file. Staple Enables you to staple (combine) dropped items into one file. You may combine entire files, or separate pages of files.
Page 335 Viewing documents can be dropped directly onto these application buttons and saved or opened. From the View menu, select Properties. Select the Action Bar tab. Select Add and the Add Button dialog box opens. In the Description box, enter the button description. This description will appear on the Status Bar.
Page 336: Editing An Application Button
Viewing documents Select OK. The new application button is now listed in the Current Buttons box. Select Apply and then Close. The new application button is now visible on your Action Bar. Editing an Application Button To edit the properties of an application button on your Action Bar, select View, Properties and the Action Bar tab.
Page 337 Viewing documents To drag and drop file page(s) to an Action Bar button: Display the thumbnails of the file. (See the Thumbnails section in this chapter for instructions.) Select the thumbnails that you want to drag and drop. To select multiple, noncontiguous thumbnails: Select the first thumbnail, and holding down the Ctrl key, click on each additional thumbnail.
Page 338: Thumbnails
Viewing documents After you have dropped single thumbnail onto the application button, an Open File As dialog box appears. Navigate through your directory structure to access the correct drive and directory. In the File Name box, type or select the name of the file. In the Files of Type list, select the type of image file to use to open your thumbnail.
Page 339: Thumbnail Properties
Viewing documents To select multiple, noncontiguous thumbnails: Select the first thumbnail and while holding down the Ctrl key, click on each additional thumbnail. To remove a thumbnail from the selection list, hold down the Ctrl key, then click on the thumbnail. To select contiguous thumbnails: Click on the first thumbnail you want to select, and while holding down the Shift key, click on the last thumbnail you...
Page 340: Viewing Functions
Viewing documents medium, or 2”. Select how your thumbnails will be displayed from the Align Thumbnails group. Select Column to display your thumbnails in vertical col- umns. The second page will be displayed underneath the first page, etc. until the quantity specified in the Number of thumbnails in a column field are displayed.
Page 341: Enlarging And Reducing A Portion Of The Image
Viewing documents Thumbnails and Page - splits your Viewer screen in two, with the thumbnails appearing on the left and the page view appearing on the right. You may change properties of your thumbnails in this view by clicking the right mouse button and selecting Properties from the pop-up menu.
Page 342: Rotating Images
Viewing documents so that the entire area is displayed in the window. Fit Width enlarges or reduces the image or selected area so that the entire width of the image is displayed in the window. Rotating images Viewer enables the user to rotate images in increments of 90º or 180º.
Page 343: Changing Pages - Multi-Page Documents
Viewing documents matically size the printout to fit in the printable area of the printer. You can use Viewer’s print preview capability to determine if any information is cropped before printing or faxing the document.) Changing Pages - multi-page documents Viewer provides quick, convenient Next Page and Previous Page buttons on the Standard Toolbar to easily change pages in a multi- page document.
Page 344: Reordering File Pages
Viewing documents Reordering file pages Single pages, or any combination of pages, of the active file can be moved by either using a menu command or by dragging and dropping thumbnails. Nonconsecutive pages can be moved only by dragging and dropping thumbnails. To reorder pages of the file do one of the following: Using Thumbnails Display Thumbnails view as described earlier.
Page 345: Deleting Pages
Viewing documents Select the OK pushbutton. Deleting pages Pages can be deleted from any Viewer file. To delete a single page or a range of pages: Select Delete Pages from the Edit menu or by right clicking and selecting Delete Pages from the pop-up menu. Enter the range of pages to be deleted in the Delete Pages group.
Page 346 Viewing documents Fax Setup From the File menu select Print Setup. Select Sharp Colour MFP Fax-Mail as your printer. The Page Size setting cannot be changed. Viewer ignores this setting when faxing files. Orientation - It is not necessary to change this setting. Viewer ignores this setting when faxing image files.
Page 347: Attaching The Active Image File To An E-Mail Message
Viewing documents To fax the entire file using the drag and drop method: If you need to change your Fax Setup, do it now. Drag and drop the file to the Fax button on the Action Bar. To fax a range of pages using the drag and drop method: If you need to change your Fax Setup, do it now.
Page 348: Saving Files
Viewing documents Bar. Follow the prompts for your specific E-mail program. Saving Files After a file has been scanned or created, the user has the option of saving it. The file can be opened again within Viewer or it can be used in other applications.
Page 349: Appending An Existing Ala File
Viewing documents SaveAs button on the Action Bar. You can save the pages with a new name and change the image file type. Available file types depend upon the type of image you are saving. If you are saving the file as an .ALA, you will be presented with the option of adding a description to the file or appending the file to an existing .ALA file.
Page 350 Viewing documents secutive pages can only be printed from the thumbnail view. If you print using the drag and drop method you will not be provided with any print options. The current print options will be used. To print using the File menu command: From the File menu, choose Print.
Page 351: Previewing A File Before It Is Printed, Faxed Or E-Mailed
Viewing documents Previewing a file before it is printed, faxed or e-mailed You may preview the way your document will look before actually printing, faxing or e-mailing the file. The Print Preview feature enables you to make last minute changes before printing or sending the file.
Page 352: Printer Setup
Viewing documents pushbutton again. To print the file, select the Print... pushbutton. To close the Print Preview dialog box without printing, select the Close pushbutton. Printer Setup To check or change your printer settings, choose the File menu item Print Setup... Change any of the following items: Specific printer allows the user to print to a printer other than the Windows default printer...
Page 353 Viewing documents Scale to Fit Most printers do not print from edge to edge of the paper. Image files are printed differently than most other files. The printer considers the entire image, even if it is all blank, as printable information.
Page 354 Viewing documents To have Viewer automatically scale the image to fit on the printed or faxed page: From the View menu, select Properties... (or select Prop- erties from the pop-up menu via a right mouse click) Select the Print tab. Select the Scale to Fit Printed Page option.
Page 355: Stapling (Combining) Pages
Viewing documents Stapling (combining) pages You can easily combine files or selected pages from a file by temporarily “stapling” them together. The stapled files can then be managed and edited using the same commands and procedures as any other image file. The stapled files can be printed, faxed and saved as a new image file.
Page 356: Editing Images
Viewing documents your file. Refer to your Windows documentation or Help files to learn more about the Windows Find feature. Editing Images Viewer allows the user to move and delete pages, or to copy a defined area of the current page to the Windows Clipboard. The following options are accessed under the Edit menu .
Page 357: Pasting From The Windows Clipboard
Viewing documents (Note: If a mistake has been made, the size and position of the defined area can be changed.) To change the size of the defined area: Position the cursor on a handle of the side or corner that should be moved.
Page 358: Cropping Images
Viewing documents To quickly paste from the Clipboard, click the Paste button on the Standard Toolbar or click the right mouse button within the selected area and select Paste from the pop-up menu. The pasted information will be displayed in the upper left hand corner of the image with a highlighted, dashed border.
Page 359: Clearing Portions Of An Image
Viewing documents Note: If you make a mistake, you can change the size and position of the defined area as described earlier. To Crop the selected area of the displayed image, do one of the following: From the Edit menu, select Crop or click the right mouse button within the selected area and select Crop from the pop-up menu.
Page 360: Inverting Images
Viewing documents Scale In the Scale field, select the percentage that you want to scale the image that is displayed in the active window. You may select a value between 25% and 200%. Dragging the button on the Scale meter will automatically change the percentage. Select OK to close the dialog box and scale the image.
Page 361: Deleting Pages
Viewing documents In the Image Type group select the type of image for the new file: Black and White - The image will have 1 bit per pixel. Colour - The image will have 24 bits per pixel (True colour over 16.7 million colours) Grayscale - The image will have 8 bits (256 shades of gray) per pixel.
Page 362: Moving Pages
Viewing documents Selecting the Cancel button closes the dialog box without deleting the specified range of pages. Moving pages Select Move Pages from the Edit menu or click the right mouse button on the image and select Move Pages from the pop-up menu. Specify the range of pages you want to move.
Page 363: Embedding An Object In A Viewer Document
Viewing documents Embedding an object in a Viewer document Viewer allows you to insert information into your documents via a process called Object Linking and Embedding (also known as OLE). Essentially, OLE is simply pasting information created in other applications into your Viewer documents. The information you paste is called an object.
Page 364 Viewing documents You can insert into your Viewer document information created in other applications, such as a word processing chart or spreadsheet data. You can then edit or format the information (also called an object) while you are in the Viewer. To edit an embedded object created in another application, you must have that application installed on your computer.
Page 365: Editing An Embedded Or Linked Object
Viewing documents ing the information you want to embed in the image. Select the information you want to embed. From the Edit menu of the application where the selection was created, choose Copy. Switch to the Viewer application, and then from the Edit menu choose Paste Special.
Page 366: Incorporating Linked Information In An Image File
Viewing documents Double click on the object that you want to edit. (Note: Some embedded objects such as voice objects, video clips and slide presentations, play when you double click on them. To edit them, follow the steps outlined below.) Select the object that you want to edit.
Page 367 Viewing documents If you do not remember the name, use the Browse... button to locate the file. Select the Link checkbox. If you want the linked information to be displayed as the application's icon, check the Display As Icon box. Select the CHANGE ICON button to use a different icon to display the object or to change the icon's label.
Page 368: Updating A Link
Viewing documents If you want the linked information to be displayed as the application's icon, check the Display As Icon box. Select the CHANGE ICON button to use a different icon to display the object or to change the icon's label. Select the OK pushbutton.
Page 369: Breaking A Link
Viewing documents To update the linked information manually, select the Update Now button. Select the Close button. Breaking a Link When you break a link, you convert the linked object to an embedded object. The object will remain, but will no longer be updated when the source document changes.
Page 370: Converting Embedded Objects
Viewing documents want to link. Navigate within your file structure to the target file. This is the file to which you will link. Select the Save pushbutton. Converting embedded objects You can convert an embedded object to a different file format by selecting another application to be the object's source file.
Page 371 Viewing documents Moving or resizing an embedded or linked object You can move or change the size of an embedded or linked object at any time. To move or change the size of a linked or embedded object: If the object is not selected (enclosed in a selection box), select it by clicking once inside the object.
Page 372 Optical Character Recognition Introduction ............. 10-2 Functions ..............10-2 Using Optical Character Recognition ....10-3 Converting Image Files to Text ........10-3 Reviewing the results of the OCR operation ....10-3 Defining an area of a page to be converted to text ..10-4 Copying the OCR Results to the Clipboard ....
Page 373: Introduction
Optical character recognition Introduction The TextBridge OCR by Xerox is sophisticated technology that can analyze a fax or scanned image, and translate it into editable text for your word processor or other application. OCR accuracy depends on the size and clarity of the characters in the fax or scanned image, and depends on the cleanliness of the image that was scanned.
Page 374: Using Optical Character Recognition
Optical character recognition Using Optical Character Recognition Converting Image Files to Text You can convert any text portion of the currently displayed image file to editable text. The text can be saved as a file in various sup- ported formats or saved to the Windows Clipboard so it can be pasted into other Windows applications.
Page 375: Defining An Area Of A Page To Be Converted To Text
Optical character recognition processing format used to save the file must be installed on your system; and you must have an association between that application and the file extension that is used with your saved file. Associating an application with a file extension You must have an association between the application and the file extension that is used with your saved file.
Page 376: Copying The Ocr Results To The Clipboard
Optical character recognition Choose the Area Selection Tool Position the cursor at one corner of the area you want to con- vert. Hold down the left mouse button and drag the cursor until the flexible box encloses the area you want to convert. Release the mouse button.
Page 377: Saving Ocr Results To File
Optical character recognition Saving OCR Results to File You can OCR a selected area of your file, the current page, any range of pages or the entire file and save the results of your OCR operation in a file format compatible with most popular word pro- cessing, spreadsheet and database programs.
Page 378: Establishing Ocr Settings
Optical character recognition To convert the entire file, choose the All Pages button. To convert the currently displayed page, select the Current Page button. (This option is not available if thumbnails are used.) To convert a range of pages, select the Pages button. Enter the number of the first page you want to convert in the From field and enter the number of the last page you want to convert in the To field.
Page 379: Converting Fixed Pitch And Dot Matrix Images To Text
Optical character recognition the file. Dot Matrix and Fixed Pitch Fonts Select this option if your original contains mostly Fixed Pitch or Dot Matrix fonts. Display Uncertain Characters As Enter the character that is displayed before all characters that the OCR operation is uncertain of.
Page 380: Specifying The Character Used To Flag Uncertain Characters Or Words
Optical character recognition Select the Apply or Close button. To manually adjust for page orientation: From the View menu, select Properties. Select the OCR tab. Deselect the Automatically Adjust for Page Orientation option. Select Apply or Close button. View each page that you want to convert to text. If the viewed page is not in the portrait orientation, rotate it to the Portrait orientation.
Page 381: Annotating Documents
Annotating Documents Marking up your images ......... 11-3 Features ..............11-3 Displaying and Hiding a Toolbar ......11-3 Annotations Tool Bar ............11-4 Selecting an Annotation ..........11-5 Text Annotations ............. 11-6 Setting Text Annotation Properties ......11-6 Single text annotation properties ........11-6 Resizing and Moving Annotations .........
Page 382 Annotating documents Default graphic annotation settings ......11-18 Highlighting Your Images ..........11-19 Drawing Freehand Lines ..........11-20 Drawing Straight Lines ..........11-20 Drawing Rectangles ............11-21 Using the Whiteout Tool ..........11-21 Gluing Annotations ..........11-22 Gluing selected annotations ......... 11-22 Glue all annotations to a displayed image ....
Page 383: Marking Up Your Images
Annotating documents Marking up your images Your Colour Multifunction Interface software adds image annota- tion capabilities to your Viewer application and enables you to mark- up your image files directly on your screen. With this image annota- tion capability you can add electronic "sticky notes" to your image, draw rectangles, lines and even highlight areas of the image to draw attention to them.
Page 384: Annotations Tool Bar
Annotating documents Annotations Tool Bar The Annotations toolbar is located directly below the Viewer's Standard toolbar. This toolbar contains buttons that enable you to access many of the most frequently used text and graphic annotation commands with a single click of the mouse. From the menu bar, select View and check the Annotations Toolbar command to display the Annotations toolbar.
Page 385: Selecting An Annotation
Annotating documents Highlighter Tool - Enables you to draw transparent lines to accent (highlight) portions of the image. When selected, the cursor is changed into the Highlighter cursor. Whiteout Tool - Use this command to place your system in the Whiteout mode. The Whiteout mode allows you to erase (whiteout) portions of your image.
Page 386: Text Annotations
Annotating documents Text Annotations The types of text annotation features that you can use with your image files are -- Sticky Notes, Typewriter and Forms Layout. The Forms Layout annotation tool enables you to create template files for any form that you may have saved on your system. This feature is especially helpful if you will be using the same form many times over.
Page 387 Annotating documents Characteristics dialog box options for specific annotation Font Type or select a font name. Font Style Select a font style. To use the default style for a given font, select Regular. Size Type or select a size. The sizes available depend on the printer and the selected font.
Page 388: Resizing And Moving Annotations
Annotating documents background of the text annotation block transparent. (Not available in Typewriter mode). Border - Select this option to have a black border drawn around the text block. (Not available in Typewriter mode). Sample Shows a sample of your selections before they are applied to your annotations.
Page 389: Default Properties For Text Annotations
Annotating documents flexible box encloses the area where you want to enter text. Release the mouse button. Type in the text you want. Press the ENTER key to start a new line. To change the size of annotation: Select the Pointer tool or the specific annotation tool from the Annotations toolbar.
Page 390: Sticky Notes
Annotating documents The Characteristics dialog box opens for the specified annota- tion type. In the Characteristics dialog box, select the desired text set- tings, effects, and colour characteristics for the annotation type. These settings will apply to all future annotations of the same type.
Page 391: Editing An Existing Sticky Note
Annotating documents Editing an Existing Sticky Note You may edit any of your existing Sticky Note annotations on your displayed image file. (Note: Standard Windows keyboard combi- nations may be used when editing Sticky Notes.) To edit an existing Sticky Note, follow these steps: Select the Sticky Note you want to edit.
Page 392: Selecting A Typewriter Entry
Annotating documents Position the cursor where you want to begin entering information and type in the text. Press the ENTER key to start a new line. Selecting a Typewriter entry Before a Typewriter entry can be edited or moved, it must be selected.
Page 393: Using Forms Layout
Annotating documents Using Forms Layout You can create a template to automatically position your cursor at specific locations on a blank form where you want to enter informa- tion. You can define the location and size of the blank fields and the appearance of the text.
Page 394: Filling In A Form
Annotating documents Establishing Forms Layout Properties You may change the properties of an individual Forms Layout entry or the properties for all of the entries contained within your Forms Layout template. Refer to the Setting Text Annotation Properties section for specific instructions for changing indi- vidual and default annotations properties.
Page 395: Keyboard Combinations
Annotating documents Press the TAB key to advance your cursor to the next field. (Note: Pressing the TAB key, while in the last field of the page, positions the cursor to the first field of the current page. Press the SHIFT TAB key to position your cursor to the previous field.) Repeat the above steps until you have completed the form.
Page 396: Graphic Annotations
Annotating documents Graphic Annotations Characteristics of Graphic Annotations The appearance of your graphic annotations are established in the Graphic Annotations Characteristics dialog box. These character- istics may apply to a selected individual annotation or you may set the default properties for an annotation type. You may determine the characteristics of the Line, Freehand, Highligher, Whiteout and Rectangle annotation tools.
Page 397 Annotating documents Characteristic Dialog Box Options for specific annotations Basic Colours Select the colour you want for your highlighter, straight and freehand lines as well as the fill colour for your rectangles. Line Width Select the width for your highlighter, whiteout, line and freehand annotations and the borders of your rectangles.
Page 398: Default Graphic Annotation Settings
Annotating documents angle Annotation mode.) Closes the dialog box, saving the changes for the selected annotation only. Cancel Closes the dialog box without changing the graphic charac- teristics. Default graphic annotation settings You can set the default characteristics for a specific type of graphic annotation such as Highlighter, Freehand, Line and Rectangle annotations.
Page 399: Highlighting Your Images
Annotating documents Click on the Default Annotation Settings tab; select the appropriate radio button and the View Settings... pushbutton. From the Annotations tool bar, select the graphic annotation tool for the type of annotation you want to change. The Characteristics dialog box, described earlier, for the specified graphic annotation type opens.
Page 400: Drawing Freehand Lines
Annotating documents To highlight a portion of your image do one of the following: From the Annotations toolbar, select the Highlighter Pen tool; or from the Tools menu, select the Highlighter Pen command. The cursor will change to the Highlighter cursor. Position the cursor where you want to begin highlighting.
Page 401: Drawing Rectangles
Annotating documents Position the cursor where you want to start drawing your line. Depress the left mouse button and draw your line. Release the mouse button. Drawing Rectangles You can draw rectangles on your images in order to draw attention to a particular area or to block out information that you do not want to pass along.
Page 402: Gluing Annotations
Annotating documents Gluing Annotations Use this command to permanently attach annotations to your image. The glued annotation is converted to a graphic and then merged with the displayed image. Gluing selected annotations You may select a single text or graphic annotation that you would like to permanently attach (glue) to your displayed image.
Page 403: Deleting Annotations
Annotating documents Deleting Annotations You can delete a single text or graphic annotation or all of the annotations on the currently displayed page of your image file. Only the annotations for the currently displayed page of a multipage file will be deleted. Annotations on all other pages of a multipage file will not be deleted.
Page 404: Overlapping Annotations
Annotating documents (Note: If you make a mistake, you may select the Undo command from the Edit menu. You may Undo the Delete All Annotations command until the image file is saved. Once the file is saved, all annotations are permanently deleted.) Overlapping Annotations You may have several annotations that overlap one another.
Page 405 Entering and Changing Colour MFP Settings from Your Computer Introduction ..............12-2 Accessing the Remote Setup application ...... 12-2 Read in the current settings ........... 12-2 Initial Settings - 1 ............. 12-2 Initial Settings - 2 ............. 12-3 Fax Send tab ..............12-4 Fax Receive tab ..............
Page 406: Introduction
Remote setup Introduction The Remote Setup application allows you to use your computer to conveniently enter and change settings in the Sharp Colour MFP. (These settings are normally accessed from the operation panel of the Colour MFP.) Accessing the Remote Setup application To access the Remote Setup feature, select the Remote Setup icon from the Multifunction Interface screen.
Page 407: Initial Settings - 2
Initial Settings - 2 Auto Reception Mode To change the number of rings on which the Sharp Colour MFP answers a call in FAX or TEL/FAX reception modes, click the arrow by the Number of Rings to answer box and then select a number.
Page 408: Fax Send Tab
Remote setup subscribe to a Distinctive Ring service, select Standard to have the Colour MFP signal voice calls with your normal ringing pattern, and faxes with a special ringing pattern. In the case of a fax, the Colour MFP will automatically answer and receive the fax after the number of rings selected in the Number of Rings to answer box.
Page 409: Auto Cover Sheet
The Activity Report shows information on your most recent fax transactions. Select the checkbox for Activity Report Auto Print Out if you want the Sharp Colour MFP to automatically print an Activity Report once every 30 transactions. A Transaction Report is automatically printed after a fax trans- action to allow you to check the result.
Page 410: Fax Receive Tab
FAX or TEL/FAX in order to have your computer answer calls automatically. 4 Ring Tel Answer Select this checkbox if you want to have the Sharp Colour MFP automatically answer incoming calls after 4 rings when it is in TEL reception mode.
Page 411: Remote Setup
Remote setup Pseudo Ring Duration Use this selection to set the duration of pseudo ringing for TEL/ FAX reception mode (pseudo ringing is the special ringing sound the Colour MFP emits to alert you to voice calls when it is in TEL/FAX reception mode).
Page 412: Answering Machine Tab
Remote setup Answering Machine tab If you have connected an answering machine to the Colour MFP, you can use these settings to improve the performance of the answering machine connection. The Quiet Detect Time box should normally be set to three or four seconds.
Page 413: Polling Tab
Select this checkbox if you only want to allow fax machines whose fax numbers have been entered in the Passcode Number list to poll the Sharp Colour MFP. Note: Polling means that a fax machine calls the Colour MFP and asks it to transmit a document loaded in its feeder.
Page 414: Automatic Dialling Tab
Remote setup Automatic Dialling tab Use this tab to set up automatic dialling numbers. Under Station, click the arrow to select the Rapid Key or Speed Dial number you want to program. Enter the full telephone or fax number in the Telephone Number box (if a pause is required between digits, enter a hyphen).
Page 415: Junk Tab
Send the settings to the Colour MFP When you have completed your changes to the settings, click the From PC button to send the settings to the Sharp Colour MFP. Note that the settings will not be saved (or take effect) until you click the From PC button.
Page 416: The Restore Button
Remote setup this will clear all fax numbers and other information you have entered. The Restore button If you wish to restore the settings and information to their previously saved condition, click the Restore button. 12 - 12...
Page 417 Index Banner 2-2 BMP Files 6-10, 9-7 Access your Address Book 6-3 Accessing your Address Book 6-7 Action Bar 9-12 Changing pages 9-22 Dragging & Dropping Files 9-15 Changing the Default Send Ad- Action bar 9-13 dress 6-11 Activity Log 7-11 Clear 9-38 Accessing 7-18 Combining Email addresses and fax...
Page 418 Index Cover Page 2-2, 6-4 Move Pages 9-23, 9-41 Banner 2-2 Paste 9-38 Body 2-2 Undo 9-35 Settings 2-2 Editing Images 9-35 Standard Information 2-2 Email Messages 6-7 Cropping Images 9-37 Embedding an object 9-42 Custom Cover Page 2-5 Converting embedded ob- Cut 9-35 jects 9-49 Editing embedded or linked...
Page 419 Index Entry Fields 11-13 Intensity 4-4, 6-15 Editing an Entry 11-12 Dark 4-4, 6-15 Text Settings 11-12 Light 4-4, 6-15 Normal 4-4, 6-15 Internet based e-mail system 3- 3, 3-4 Graphic Annotations 11-16 Netscape 3-3 Dialog Box Options 11-17 Outlook Express 3-3 Invert Image 9-39 HTML files 6-10 Line Art 5-4, 6-15...
Page 420 Index Status Log 7-3, 7-20 Previous 9-22 Message Center Inbox 3-4 Print Preview 9-30 Messaging Application Program- Zoom In 9-30 ming Interface 3-2 Zoom Out 9-30 Microsoft Exchange 3-2, 7-3, 7-4 Print properties 9-31 Microsoft Outlook Express 3-4 Rotate as Necessary 9-33 Move Pages 9-23 Scale to Fit 9-32 Move pages 9-41...
Page 421 Sticky Notes 11-3 Sending Faxes 6-3 Viewer Window 9-4 Sending Scanned Documents as E- Viewing mail 6-9 Faxes 7-9 Sharp Message Center 3-3 Viewing Documents 11-11 Speaker volume 2-6 Sticky Notes Connections Tab 2-6 Editing 11-11 Stapler 9-13 Viewing functions 9-19...
Page 422 Index Window Elements 9-5 Windows Clipboard Embedding Objects 9-44 Windows Messaging 3-2, 7- 3, 7-4 MAPI 7-3 Microsoft Exchange 7-3 Index - 6...

Sharp FO-2550 Operation Manual

Part II: Using the Sharp Multifunction Interface for

Using Print Cartridges

Changing Print Cartridges

Aligning the Printhead

Selecting Black Print Quality for Faxes

Maintaining Print Cartridges

Cleaning Print Cartridges

Sending Paper Faxes from the Sharp Mfp

Documents You Can Fax, Copy, and Scan

Loading the Document

Resolution and Contrast

Sending a Fax by Normal Dialling

Sending a Fax by Automatic Dialling

Volume Adjustment

Receiving Documents

Selecting the Reception Mode

Using TEL/FAX Mode

Using FAX Mode

Using ANS. Mode

Using TEL Mode

Substitute Reception to Memory

Printing with the Sharp Colour Mfp

Printing with the Sharp Colour MFP

Changing Printer Settings

Printing on Special Media Using the Manual Feeder

Printing from DOS Applications

Printing Media Specifications

Making Copies

Using as a Telephone and Connecting an Answering Machine

And Connecting an Answering Machine

Making Voice Calls

Connecting an Answering Machine

Special Fax Functions

Distinctive Ring

Broadcasting

Cover Sheet

Batch Page Numbering

Blocking Reception of Unwanted Faxes

Sending Documents from Memory

Polling (Requesting a Fax Transmission)

Timer Operations

Printing Lists and Reports

Troubleshooting

Faxing Problems and Other General Problems

Messages and Signals

Printing Problems

Clearing Paper Jams

Setup Guide

Software Setup

Windows Messaging

Fax/Image E-Mail Application

Sharp Message Center

Address Book

Features

Introduction

Address Book Tabs

Importing Databases to Your Address Book

Using a Password

Address Book Upgrades

Table of Contents

Functions

Accessing Viewer

Introduction

Displaying Document Images in the Viewer

Establishing Viewer Properties

Viewing Functions

Saving, Printing, Faxing and E-Mailing Documents

Saving Files

Editing Images

Embedding an Object in a Viewer Document

Quick Links

Chapters

Related Manuals for Sharp FO-2550

Summary of Contents for Sharp FO-2550