.bizhub 500/420 Contents-1Contents1 Introduction1.1 Trademarks and Registered Trademarks ......................................1-4OpenSSL Statement ......................................................................1-41.2 About This Manual............................................................................1-7Structure of the Manual .................................................................1-7Notation..........................................................................................1-81.3 Explanation of manual conventions................................................1-9Safety advices................................................................................1-9Sequence of action........................................................................1-9Tips ..............................................................................................1-10Special text markings...................................................................1-101.4 User manuals ..................................................................................1-11User manual [Copy Operations] ...................................................1-11User manual [Network Scanner Operations]................................1-11User manual [Box Operations] .............................1-11User manual [Enlarge Display Operations] ..................................1-11User manual [Facsimile Operations] ............................................1-11IC-204 User manual/Quick Guide................................................1-122 Overview of the Box Functions2.1 Box Functions ...................................................................................2-3Types of Boxes ..............................................................................2-32.2 Available Box Functions...................................................................2-4Saving Documents.........................................................................2-4Moving/Copying Box Documents..................................................2-4Changing a Document Name.........................................................2-4Deleting a Document .....................................................................2-4Changing Settings..........................................................................2-4Printing a Document ......................................................................2-4Transmitting a Document...............................................................2-5Faxing a Document ........................................................................2-5Checking a Document from the Computer ....................................2-5Managing Box Documents from the Computer .............................2-52.3 Specifying Settings for Using the Box Functions..........................2-6Registering and Specifying Settings for Boxes..............................2-6Contents-2 bizhub 500/4203 Saving Documents3.1 Information on Saving Documents .................................................. 3-3User Authentication ........................................................................ 3-3Registering Boxes........................................................................... 3-5Naming Documents ........................................................................ 3-53.2 Saving Copies in Boxes .................................................................... 3-6Settings That Can Be Saved and Changed.................................... 3-6Saving Copy Documents ................................................................ 3-73.3 Saving Sent/Received Faxes in Boxes .......................................... 3-10When Receiving Faxes ................................................................. 3-10When Sending Faxes.................................................................... 3-10Using a Box Destination ............................................................... 3-10To save data to a box destination ................................................ 3-12To save data to the specified box ................................................ 3-143.4 Saving Scans in Boxes.................................................................... 3-18Using a Box Destination ............................................................... 3-18To save data to a box destination ................................................ 3-20To save data to the specified box ................................................ 3-223.5 Checking the Job History ............................................................... 3-25Displaying the Current Jobs List................................................... 3-25Displaying the Job History List ..................................................... 3-25Displayed Information................................................................... 3-264 Printing a Document from a Public User Box/PersonalUser Box4.1 Displaying the Box Mode Screen..................................................... 4-3Viewing Documents Saved in Boxes .............................................. 4-3Searching for a Box Name.............................................................. 4-54.2 Printing Document Data ................................................................... 4-6To print a document ....................................................................... 4-7To change the number of copies.................................................... 4-8To specify single-sided/double-sided printing ............................... 4-8Specifying Finishing Settings.......................................................... 4-9To specify the Finishing settings .................................................... 4-9Specify Paper Fold Settings ......................................................... 4-11To specify a Paper Fold setting.................................................... 4-124.3 Printing a Proof Copy...................................................................... 4-13To print a proof copy .................................................................... 4-13bizhub 500/420 Contents-34.4 Moving Document Data .................................................................4-15To move a document ...................................................................4-154.5 Copying Document Data................................................................4-17To copy a document ....................................................................4-174.6 Deleting Document Data................................................................4-19To delete data ..............................................................................4-194.7 Changing the Document Name.....................................................4-20To change the document name...................................................4-204.8 Combined Printing..........................................................................4-21To print a document.....................................................................4-22To change the number of copies .................................................4-24To specify single-sided/double-sided printing ............................4-24Specifying Finishing Settings.......................................................4-25To specify the Finishing settings..................................................4-25Specify Paper Fold Settings ........................................................4-27To specify a Paper Fold setting ...................................................4-285 Routing a Document from a Public User Box/PersonalUser Box5.1 Editing Document Data....................................................................5-35.2 Routing ..............................................................................................5-4Routing Types................................................................................5-4Transmission Methods...................................................................5-4Available Settings...........................................................................5-5To route data..................................................................................5-65.3 Specifying Destinations ...................................................................5-7To specify a program as the destination........................................5-7To select a destination from a group .............................................5-9To select a destination from the address book ...........................5-11Searching for a Destination..........................................................5-13To directly specify the e-mail destination ....................................5-15Directly Specifying an FTP Destination........................................5-17To directly specify an FTP destination.........................................5-18Directly Specifying an SMB Destination ......................................5-20To directly specify an SMB destination .......................................5-205.4 Checking Settings Before Routing ...............................................5-22Checking the Document Information...........................................5-22To check information ...................................................................5-22Specifying the File Format ...........................................................5-24To specify the file format..............................................................5-24Contents-4 bizhub 500/4205.5 Checking the Destination ............................................................... 5-26To specify the e-mail message settings ....................................... 5-27To check detailed information ...................................................... 5-29To delete the selected destination................................................ 5-316 Faxing a Document from a Public User Box/PersonalUser Box6.1 Editing Document Data..................................................................... 6-36.2 Faxing ................................................................................................. 6-4Methods for Specifying the Destination ......................................... 6-4Available Settings ........................................................................... 6-4To fax data...................................................................................... 6-56.3 Specifying Destinations .................................................................... 6-6To specify a program as the destination ........................................ 6-6To select a destination from a group.............................................. 6-8To select a destination from the address book ............................ 6-10Directly Specifying a Fax Destination (Direct Input)...................... 6-126.4 Checking Settings Before Faxing .................................................. 6-14Checking the Document Information............................................ 6-14To check information .................................................................... 6-14Specifying Transmission Settings................................................. 6-167 Printing Documents from the System User Box7.1 Bulletin Board User Box.................................................................... 7-3To print a document ....................................................................... 7-3To delete a document ..................................................................... 7-57.2 Polling TX User Box........................................................................... 7-7To print a document ....................................................................... 7-7To delete a document ..................................................................... 7-87.3 Memory RX User Box........................................................................ 7-9To print a document ....................................................................... 7-9To delete a document ................................................................... 7-10To print a proof copy .................................................................... 7-117.4 Secure Print User Box..................................................................... 7-12To print a confidential document .................................................. 7-12bizhub 500/420 Contents-58 Importing Images from Boxes8.1 Features and Operating Environment.............................................8-3Features .........................................................................................8-3Operating Environment ..................................................................8-38.2 Installing the HDD TWAIN Driver.....................................................8-4To install the software....................................................................8-48.3 Importing Images..............................................................................8-5To import images ...........................................................................8-5With user authentication ................................................................8-9With account track.......................................................................8-10Main Window Views.....................................................................8-11List View.......................................................................................8-11Thumbnail View............................................................................8-12Main Window Settings .................................................................8-13Specifying Settings from the Settings Dialog Box (Scan Tab) .....8-15Specifying Settings from the Settings Dialog Box (Image Enhance Tab) ...................................................................8-168.4 Selecting Scanning Devices ..........................................................8-17To select a device ........................................................................8-178.5 Registering New Scanning Devices..............................................8-19Registering Devices .....................................................................8-19To register a device......................................................................8-20Checking Authentication Information...........................................8-238.6 Changing the Scanned Box ...........................................................8-24To change the scanned box ........................................................8-249 Using PageScope Box Operator9.1 Using PageScope Box Operator .....................................................9-3Operating Environment ..................................................................9-3Installing PageScope Box Operator...............................................9-49.2 Connecting to the Device (MFP Controller) ...................................9-5To connect to a box on the machine .............................................9-5To view the status of the connection...........................................9-10To connect to a different box ......................................................9-12To disconnect from a device........................................................9-14To register a connection ..............................................................9-15To delete a connection ................................................................9-17Contents-6 bizhub 500/4209.3 Displaying Documents.................................................................... 9-19Displaying Document Icons.......................................................... 9-19Displaying the Document Details.................................................. 9-20Displaying the Document Thumbnails .......................................... 9-21Checking Information.................................................................... 9-22Displaying Documents in a Separate Window.............................. 9-23To display a document ................................................................. 9-249.4 Managing Documents..................................................................... 9-25To open the document in a specific application........................... 9-25To change the document name.................................................... 9-25To save a document onto the computer ...................................... 9-27To delete a document ................................................................... 9-28To save a document in the compact PDF format......................... 9-29To print a document ..................................................................... 9-309.5 Other Operations............................................................................. 9-32Specifying Cache File Settings..................................................... 9-32To specify settings for the cache files .......................................... 9-34To specify settings for temporary files.......................................... 9-35Options ......................................................................................... 9-37To specify the settings.................................................................. 9-3710 Control Panel Settings10.1 Specifying Settings from the Control Panel.................................. 10-3Utility Mode Parameters ............................................................... 10-310.2 Registering Boxes ........................................................................... 10-4Administrators............................................................................... 10-4Registering Public/Personal User Boxes...................................... 10-5To register a box........................................................................... 10-6Registering Bulletin Board User Boxes......................................... 10-9To register a box........................................................................... 10-9Registering Confidential Rx User Box (When the optional hard disk is installed) ................................... 10-12To register a box......................................................................... 10-12Registering Confidential Rx User Box(When no optional hard disk is installed) .................................... 10-15To register a box......................................................................... 10-1510.3 Displaying the Administrator Setting Screen.............................. 10-18To display the Administrator Setting screen............................... 10-1810.4 Specifying Box Administrator Settings ....................................... 10-20To specify the User Box Admin. Setting parameter ................ 10-20bizhub 500/420 Contents-710.5 Specifying HDD Setting Parameters...........................................10-23To check the hard disk capacity................................................10-23To delete unused boxes.............................................................10-24To delete confidential documents..............................................10-25To overwrite all data...................................................................10-26To specify the hard disk locking password ...............................10-2811 Specifying Settings Using PageScope Web Connection11.1 Settings That Can Be Specified Using PageScope Web Connection.......................................................... 11-3User Mode ...................................................................................11-3Administrator Mode .....................................................................11-311.2 Using PageScope Web Connection..............................................11-4System Requirements..................................................................11-4Accessing PageScope Web Connection.....................................11-5Structure of Pages .......................................................................11-6To log on to Administrator mode .................................................11-8Web Browser Cache..................................................................11-10For Internet Explorer ..................................................................11-10For Netscape..............................................................................11-1011.3 User Box Tab (User Mode)...........................................................11-11User Box List..............................................................................11-11File List .......................................................................................11-12Create Box .................................................................................11-13User Box Admin.........................................................................11-1411.4 User Box Tab (Administrator Mode) ...........................................11-15User Box Delete.........................................................................11-15Reset User Box Password.........................................................11-16User Box Administrator Setting .................................................11-1712 Appendix12.1 Error Messages...............................................................................12-3Network Error Message List.........................................................12-3Other error messages ..................................................................12-412.2 Entering Text...................................................................................12-5To type text ..................................................................................12-8List of Available Characters .........................................................12-812.3 Glossary...........................................................................................12-912.4 Index ..............................................................................................12-13Contents-8 bizhub 500/4201 IntroductionIntroduction1bizhub 500/420 1-31 IntroductionThank you for choosing this machine.This manual contains details on the operation of the various functions of the machine, precautions on its use, and basic troubleshooting procedures. In order to ensure that this machine is used correctly and efficiently, carefully read this manual before using the machine. After reading the manual, store it in the designated holder so that it can easily be referred to when questions or problems arise during operation. The illustrations used in this manual may appear slightly different from views of the actual equipment.1Introduction1-4 bizhub 500/4201.1 Trademarks and Registered TrademarksKONICA MINOLTA, KONICA MINOLTA Logo, and The essentials of imaging are registered trademarks or trademarks of KONICA MINOLTA HOLDINGS, INC.PageScope and bizhub are registered trademarks or trademarks of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC.Netscape Communications, the Netscape Communications logo, Netscape Navigator, Netscape Communicator, and Netscape are trademarks of Netscape Communications Corporation.PageScope Box Operator:This software is based in part on the work of the Independent JPEG Group.Compact-VJECopyright 1986-2003 VACS Corp.RC4 is a registered trademark or trademark of RSA Security Inc. in the United States and/or other countries.RSA is a registered trademark or trademark of RSA Security Inc. in the United States and/or other countries.OpenSSL StatementOpenSSL LicenseCopyright 1998-2000 The OpenSSL Project. All rights reserved.Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met:1. Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer.2. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution.3. All advertising materials mentioning features or use of this software must display the following acknowledgment:"This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit. (http://www.openssl.org/)"4. The names "OpenSSL Toolkit" and "OpenSSL Project" must not be used to endorse or promote products derived from this software without prior written permission. For written permission, please contact openssl-core@openssl.org.5. Products derived from this software may not be called "OpenSSL" nor may "OpenSSL" appear in their names without prior written permission of the OpenSSL Project.6. Redistributions of any form whatsoever must retain the following acknowledgment:Introduction1bizhub 500/420 1-5"This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit (http://www.openssl.org/)"THIS SOFTWARE IS PROVIDED BY THE OpenSSL PROJECT "AS IS" AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE OpenSSL PROJECT OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.This product includes cryptographic software written by Eric Young (eay@crypt-Soft.com). This product includes software written by Tim Hudson (tjh@cryptsoft.com).Original SSLeay LicenseCopyright 1995-1998 Eric Young (eay@cryptsoft.com) All rights reserved.This package is an SSL implementation written by Eric Young (eay@cryptsoft.com).The implementation was written so as to conform with Netscapes SSL.This library is free for commercial and non-commercial use as long as the following conditions are aheared to. The following conditions apply to all code found in this distribution, be it the RC4, RSA, Ihash, DES, etc., code; not just the SSL code.The SSL documentation included with this distribution is covered by the same copyright terms except that the holder is Tim Hudson (tjh@cryptsoft.com).Copyright remains Eric Youngs, and as such any Copyright notices in the code are not to be removed. If this package is used in a product, Eric Young should be given attribution as the author of the parts of the library used. This can be in the form of a textual message at program startup or in documentation (online or textual) provided with the package.Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met:1. Redistributions of source code must retain the copyright notice, this list of conditions and the following disclaimer.2. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution.3. All advertising materials mentioning features or use of this software must display the following acknowledgement:1Introduction1-6 bizhub 500/420"This product includes cryptographic software written by Eric Young (eay@crypt-soft.com)"The word cryptographic can be left out if the rouines from the library being used are not cryptographic related :-).4. If you include any Windows specific code (or a derivative thereof) from the apps directory (application code) you must include an acknowledgement:"This product includes software written by Tin Hudson (tjh@cryptsoft.com)"THIS SOFTWARE IS PROVIDED BY ERIC YOUNG "AS IS" AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE AUTHOR OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.The licence and distribution terms for any publically available version or derivative of this code cannot be changed. i.e. this code cannot simply be copied and put under another distribution licence [including the GNU Public Licence.]All other product names mentioned are trademarks or registered trademarks of their respective companiesIntroduction1bizhub 500/420 1-71.2 About This ManualThis user manual covers the bizhub 500/420 box functions.The Box functions can only be used if the optional hard disk drive is installed.This section introduces the structure of the manual and notations used for product names, etc.This manual is intended for users who understand the basic operations of PCs and the machine. For the operating procedures of Windows or Macintosh operating system and application programs, refer to the respective manuals.Structure of the ManualThis manual consists of the following chapters.Chapter 1 IntroductionChapter 2 Overview of the Box FunctionsChapter 3 Saving DocumentsChapter 4 Printing a Document from a Public User Box/Personal User BoxChapter 5 Routing a Document from a Public User Box/Personal User BoxChapter 6 Faxing a Document from a Public User Box/Personal User BoxChapter 7 Printing Documents from the System User BoxChapter 8 Importing Images from BoxesChapter 9 Using PageScope Box OperatorChapter 10 Control Panel SettingsChapter 11 Specifying Settings Using PageScope Web ConnectionChapter 12 Appendix1Introduction1-8 bizhub 500/420NotationProduct Name Notation in the Manualbizhub 500/420 This machine, 500/420, deviceMicrosoft Windows 98 Windows 98Microsoft Windows Me Windows MeMicrosoft Windows NT 4.0 Windows NT 4.0Microsoft Windows 2000Windows 2000Microsoft Windows XPWindows XPWhen the operating systems above are written togetherWindows 98/MeWindows NT 4.0/2000/XPWindows 98/Me/NT 4.0/2000/XPIntroduction1bizhub 500/420 1-91.3 Explanation of manual conventionsThe marks and text formats used in this manual are described below.Safety advices6 DANGERFailure to observe instructions highlighted in this manner may result in fatal or critical injuries in fact of electrical power.% Observe all dangers in order to prevent injuries.7 WARNINGFailure to observe instructions highlighted in this manner may result in serious injuries or property damage.% Observe all warnings in order to prevent injuries and to ensure safe use of the machine.7 CAUTION Failure to observe instructions highlighted in this manner may result in slight injuries or property damage.% Observe all cautions in order to prevent injuries and to ensure safe use of the machine.Sequence of action1 The number 1 as formatted here indicates the first step of a sequence of actions. 2 Subsequent numbers as formatted here indicate subsequent steps of a sequence of actions.?Text formatted in this style provides additional assistance. % Text formatted in this style describes the action that will ensure the desired results are achieved. An illustration inserted here shows what operations must be performed.1Introduction1-10 bizhub 500/420Tips2Note Text highlighted in this manner contains useful information and tips to ensure safe use of the machine.2Reminder Text highlighted in this manner contains information that should be reminded.!Detail Text highlighted in this manner contains references for more detailed information.Special text markings[Stop] keyThe names of keys on the control panel are written as shown above.MACHINE SETTINGDisplay texts are written as shown above.Introduction1bizhub 500/420 1-111.4 User manualsThe following user manuals have been prepared for this machine.User manual [Copy Operations] This manual contains details on basic operations and the operating procedures for the various copy functions.- Refer to this user manual for details on operating procedures for copy functions, including precautions on installation/use, turning the machine on/off, loading paper, and troubleshooting operations such as clearing paper misfeeds.Furthermore and this manual contains details on the setting method of the customize for using usually, and the management method of a machine.- Refer to this user manual for details on the setting method of a paper, the adjustment method of a tray, the setting method of a machine and the method of management of a machine.User manual [Network Scanner Operations]This manual contains details on specifying network settings for standard equipment and on operations for scanning functions.- Refer to this user manual for details on operating procedures for network functions and for using Scan to E-Mail, Scan to FTP and Scan to SMB.User manual [Box Operations] This manual contains details on operating procedures for using the boxes.- Refer to this user manual for details on operating procedures for using the boxes on the hard disk.User manual [Enlarge Display Operations]This manual contains details on operating procedures for using copy functions in Enlarge Display mode.- Refer to this user manual for details on operating procedures in Enlarge Display mode.User manual [Facsimile Operations]This manual describes the operation of the FAX functions which can be used when the optional fax kit, FK-502, is installed.- Refer to this user manual for details on the operation of the FAX functions.1Introduction1-12 bizhub 500/420Furthermore, the following User's Guide (PDF)/Quick Guide have been prepared for this machine.IC-204 User manual/Quick GuideThis manual contains details on operating procedures using the optional Image Controller (IC-204).- Refer to the user manual (PDF data) provided in the User Software CD-ROM or Quick Guide (printed matter) attached to IC-204 for the procedures to use the printer functions.2 Overview of the Box FunctionsOverview of the Box Functions2bizhub 500/420 2-32 Overview of the Box Functions2.1 Box FunctionsThe Box functions allow document data to be saved on the machines internal hard disk and later printed. Documents that can be saved are data scanned for copying, and saved scan data. To save data to a box, create the box, and then save the data to the specified box.The saved data can be printed, sent by e-mail, forwarded to an FTP site, or sent to a computer. If the Box functions are used, documents can easily be scanned repeatedly and the data can be saved on separate computers.Types of BoxesVarious types of boxes are available for different uses. With this machine, 1,000 boxes can be created. The boxes can be given any number between 1 and 999,999,999. - Public/personal user boxesPublic user boxes can be used by all users. Access to the box can be controlled by specifying a password for the box. Personal user boxes can be used by certain individuals. If user authentication settings have been applied, the box can only be accessed by users that have logged on.- System user boxesThese are boxes that were already set up when the machine was purchased.2Note Bulletin Board User Box, Polling TX User Box and Memory RX User Box can be used when the optional fax kit is installed.Box Name DescriptionBulletin Board User Box Documents can be saved in this box, which can be used like a bulletin board. Up to 10 additional boxes can be created within the bulletin board user box.Polling TX User Box Data can be registered in this box for polling transmissions.Memory RX User Box Data can be saved in this box when a forced memory fax re-ception was specified.When a fax that you do not wish to print out is received, it can be saved and printed when desired.Secured Document Box Confidential documents are saved in this box. An ID and pass-word must be entered in order to access the document. Up to 200 documents can be saved.2Overview of the Box Functions2-4 bizhub 500/4202.2 Available Box FunctionsSaving DocumentsCopies made using this machine, sent faxes, and scanned document data can all be saved in boxes. For details on each function, refer to the pages indicated below.!Detail For copy data, refer to "Saving Copies in Boxes" on page 3-6.For sent/received faxes, refer to "Saving Sent/Received Faxes in Boxes" on page 3-10.For scan data, refer to "Saving Scans in Boxes" on page 3-18.Moving/Copying Box DocumentsDocument data saved in a box can be moved or copied to a different box. For details, refer to "Moving Document Data" on page 4-15 and "Copying Document Data" on page 4-17.Changing a Document NameThe name given to document data can be changed. For details, refer to the "Changing the Document Name" on page 4-20.Deleting a DocumentData that has already been printed or is no longer needed can be deleted. For details, refer to "Deleting Document Data" on page 4-19.Changing SettingsBefore printing document data, settings can be specified, such as the finishing settings, the binding position and whether or not a cover sheet is added. For details, refer to "Printing Document Data" on page 4-6.Printing a DocumentDocument data saved in Copy mode can be printed. Each document can be printed separately or up to 10 documents can be selected and printed together. This is called "combined printing".For details on printing, refer to "Printing Document Data" on page 4-6. For details on combined printing, refer to "Combined Printing" on page 4-21.Overview of the Box Functions2bizhub 500/420 2-5Transmitting a DocumentDocument data saved in Scan mode can be sent as an e-mail attachment or to an FTP site or a shared folder on a computer.For details, refer to "Routing a Document from a Public User Box/Personal User Box" on page 5-3.Faxing a DocumentDocument data saved in Fax mode can be sent as a fax.For details, refer to "Faxing a Document from a Public User Box/Personal User Box" on page 6-3.Checking a Document from the ComputerUsing a computer application, document data saved in boxes can be scanned.For details, refer to "Importing Images from Boxes" on page 8-3.Managing Box Documents from the ComputerBoxes on this machine can be accessed from a computer on the network in order to manage the document data.For details, refer to "Using PageScope Box Operator" on page 9-3.2Overview of the Box Functions2-6 bizhub 500/4202.3 Specifying Settings for Using the Box FunctionsBefore using the Box functions, the following settings should be specified.Registering and Specifying Settings for BoxesRegister the boxes where data will be saved.Boxes can be set up by using the machines touch panel or by using PageScope Web Connection from a Web browser on a computer on the network.!Detail For registering and specifying settings for recipients, refer to the following sections."Registering Boxes" on page 10-4"User Box Tab (User Mode)" on page 11-113 Saving DocumentsSaving Documents3bizhub 500/420 3-33 Saving Documents3.1 Information on Saving DocumentsKeep in mind the following information before saving documents.User AuthenticationThis machine may be set so that an account or user name and a password must be entered in order to use the machine. Contact the administrator for details on the account or user name for using the machine.With user authenticationType in the user name and password, and then press the [Access] key.With account trackType in the account name and password, and then press the [Access] key.3Saving Documents3-4 bizhub 500/4202Note With user authentication, the only boxes that are displayed are those that can be accessed by the user that is logged on.With account track, all boxes are considered shared boxes.Saving Documents3bizhub 500/420 3-5Registering BoxesBefore document data can be saved, a box must be created to save the data in. The following can be saved on the installed hard disk drive.- Up to 1,000 boxes can be created.- Up to 200 documents can be saved in a single box.- A total of 9,000 pages can be saved in all boxes.- A total of 3,000 documents can be saved in all boxes. (as of September 2005)- There are public user boxes, which can be used by more than one person, and personal user boxes, which can be used only by a single person. For details on registering boxes, refer to "Registering Boxes" on page 10-4 and "User Box Tab (User Mode)" on page 11-11.Naming DocumentsDocument data that is saved can be given a name.- The names can contain a maximum of 30 characters.- The names can also be changed after they are saved.- The names can be specified when the data is saved; however, if the data is saved without a name specified, a preset name is applied.- Names are created by combining the following elements.As an example, the document name "CKMBT_50005102315230" is described.Element DescriptionC This letter indicates the mode when the document was saved.C: CopyF: FaxS: ScanKMBT_500 This represents the name of the device that scanned the data. The factory default is "KMBT_500" ("KMBT_420" for bizhub 420). This name can be changed with the "Input Machine Address" parameter on the Administrator/Machine Setting screen in Administrator mode. A name of up to 10 characters can be specified.05102315230 This indicates the year (last two digits), month, day, hour and min-utes when the data was scanned. The last digit is a serial number if the document is part of a series of scans._0001 This indicates the page when multi-page data is scanned. This nu-meral does not appear in the Document Name screen; however, it is added automatically as part of the name when the file is routed. Add this part to the name according to the naming conditions of the serv-er to receive files, for example, when sending data by FTP..TIF/.PDF This is the extension for the specified data format. These characters do not appear in the Document Name screen; however, they are added automatically as part of the name when the file is saved in a box or routed.3Saving Documents3-6 bizhub 500/4203.2 Saving Copies in BoxesSettings That Can Be Saved and ChangedWithin the various functions that can be specified before making copies, there are functions whose settings can be saved and there are functions that cannot be saved but can be set when printing. The functions whose settings can be saved and those that can be changed are listed below.2Note Documents saved in a box and having, Cover Mode, Image Repeat, or OHP Interleave settings specified cannot be combined and printed.The Cover Mode and Insert Sheet settings cannot be specified when printing documents where the Paper setting was automatically specified when it was saved in a box.Function Type Function Can Be Saved Can Be Set When PrintingNumber of copies oPaper drawer selection o Output tray selection o Basic screen set-tingsDensity/Background o Paper o Zoom o Simplex/Duplex o oFold & Staple o oSort/Group o oPunch o oStaple o oCombine Origi-nalsCombine Originals o Original Type Original Type o Application Sheet/Cover/Chapter Insert o Page Margin oCover Mode o (Depends on the setting when saved)Insert Sheet o (Depends on the setting when saved)Chapters o oStamp o oSaving Documents3bizhub 500/420 3-7Saving Copy DocumentsThe following procedure describes how to save a copy document in a box.1 Press the [Copy] key in the control panel.2 Touch [Save in User Box].A screen for selecting a box appears.3 Select the box where the data is to be saved. Select the tab that contains the box where the data is to be saved, and then touch the button for the box. To specify a box number, touch [User Box Number], and then type in the number of the box.The button for the selected box appears selected.?Is a password required when saving data?% It is not necessary to enter the password when saving data, even if a password has been specified for the box.3Saving Documents3-8 bizhub 500/420?Why does [Personal User Box] not appear?% [Personal User Box] appears when user authentication settings have been applied.4 Select whether or not a copy will also be printed when the data is saved. To print a copy, touch [Yes] under "Make copies also?".5 Check the name of the document to be saved. Touch [Document Name].6 The default name appears beside "Document Name". To change the name, touch [Delete] until the characters are deleted, and then type in the new name. To erase all of the text, press the [C] (clear) key.Saving Documents3bizhub 500/420 3-97 After typing in the name, touch [OK].8 Touch [OK]. The Copy mode screen appears again. If the function was set, [Save in User Box] appears selected.9 Specify the necessary copy settings.10 Load the document into the ADF or place it on the original glass.11 Press the [Start] key in the control panel. If "Yes" under "Make copies also?" was selected, the scanned document is copied and the document data is saved in the specified box. If "No" under "Make copies also?" was selected, the scanned document data is saved in the specified box.2Note For details on the copy settings, refer to the User manual [Copy Operations].For details on printing the document saved in a box, refer to "Printing a Document from a Public User Box/Personal User Box" on page 4-3.3Saving Documents3-10 bizhub 500/4203.3 Saving Sent/Received Faxes in BoxesWhen Receiving FaxesWhen faxes are received, the data is saved in the following boxes depending on the fax status and the senders settings.When Sending FaxesA box can be treated as a destination when sending faxes. Boxes can be registered as destinations in the address book from the Utility mode, or a box can be specified by using the Direct Input tab when the fax is sent.The following procedure describes how to specify a box as a destination and how to use the Direct Input tab.Using a Box DestinationA destination where a box has been registered is called a "box destination".Box destinations are saved on the Address Book tab and are indicated by "B" on their buttons.The following procedure describes how to save data to a specified box destination that has already been registered.Saving Destination DescriptionBulletin Board User Box Saves documents used for the bulletin board.Memory RX User Box Received documents can be force-saved into the memory and printed when desired. The list of received documents is referred to as the force memory reception box.Saving Documents3bizhub 500/420 3-112Note If a box destination is used, the document is automatically saved with the default name.To specify whether or not the marks indicating the destination type are displayed, touch [2 User Setting] in the Utility screen, then [2 Display Setting], then [2 Scan Basic Screen Default Setting], and then specify a setting for the "Address Type Symbol Display" parameter. For details, refer to User manual [Copy Operations].2Note Fax destinations are indicated by "A", and e-mail destinations are indicated by "E".3Saving Documents3-12 bizhub 500/420To save data to a box destination1 Press the [Fax] key in the control panel.The Fax mode screen appears.2 Touch [Address Book].The registered destinations are displayed.3 Touch the button for the box where the data is to be saved. The destination appears under "Broadcast Destinations".?Why is [LDAP Search] not displayed on the Address Book tab?% If the "Manual Destination Input" parameter on the Security Details screen (displayed by touching [Security Setting] on the Administrator Setting screen) is set to "Restrict", [LDAP Search] does not appear on the Address Book tab.Saving Documents3bizhub 500/420 3-134 To switch the display between the name of the registered box and the box number, touch [Name Dest.].5 To send the fax at the same time, touch the button for the destination.?Is a password required when saving data?% It is not necessary to enter the password when saving data, even if a password has been specified for the box.6 Specify the necessary transmission settings and scan settings.7 Load the document into the reverse automatic document feeder or place it on the original glass.8 Press the [Start] key in the control panel.The document is scanned and the document data is saved.If a fax is set to also be sent to a destination, the fax is sent.!Detail For details on the transmission settings and scan settings, refer to the User manual [Facsimile Operations].3Saving Documents3-14 bizhub 500/420To save data to the specified boxSpecifying the box where the data is to be saved directly from the control panel is called "direct input".1 Press the [Fax] key in the control panel.2 Touch [Direct Input].?Why is the Direct Input tab not displayed?% If the "Manual Destination Input" parameter on the Security Details screen (displayed by touching [Security Setting] on the Administrator Setting screen) is set to "Restrict", the Direct Input tab does not appear.3 Touch [Save in User Box].A screen for selecting a box appears.Saving Documents3bizhub 500/420 3-154 Select the box where the data is to be saved. Select the tab that contains the box where the data is to be saved, and then touch the button for the box. To specify a box number, touch [User Box #], and then type in the number of the box.The button for the selected box appears selected.5 Check the name of the document to be saved. Touch [Document Name].3Saving Documents3-16 bizhub 500/4206 The default name appears beside "Document Name". To change the name, touch [Delete] until the characters are deleted, and then type in the new name. To erase all of the text, press the [C] (clear) key.7 After typing in the name, touch [OK].8 Touch [OK].The Direct Input tab appears again. The number of the specified box appears under "Broadcast Destinations".9 Specify the necessary transmission settings.10 Load the document into the reverse automatic document feeder or place it on the original glass.11 Press the [Start] key in the control panel.Saving Documents3bizhub 500/420 3-17!Detail For details on faxing, refer to the User manual [Facsimile Operations].3Saving Documents3-18 bizhub 500/4203.4 Saving Scans in BoxesScanned images can be saved in boxes. Box destinations can be registered in the address book, or a box destination can be specified directly.The following procedure describes how to specify a box as a destination and how to use the Direct Input tab.Using a Box DestinationA destination where a box has been registered is called a "box destination".Box destinations are saved on the Address Book tab and are indicated by "B" on their buttons.The following procedure describes how to save data to a specified box destination that has already been registered.2Note If a box destination is used, the document is automatically saved with the default name.To specify whether or not the marks indicating the destination type are displayed, touch [2 User Setting] in the Utility screen, then [2 Display Setting], then [2 Scan Basic Screen Default Setting], and then specify a setting for the "Address Type Symbol Display" parameter. For details, refer to User manual [Copy Operations].For details on registering box destinations in the address book, refer to the User manual [Network Scanner Operations].Saving Documents3bizhub 500/420 3-192Note E-mail destinations are indicated by "E", FTP destinations are indicated by "F", and SMB destinations are indicated by "S".3Saving Documents3-20 bizhub 500/420To save data to a box destination1 Press the [Scan] key in the control panel.The Scan mode screen appears.2 Touch [Address Book].The registered destinations are displayed.3 Touch the button for the destination of the box where the data is to be saved.?Why is [LDAP Search] not displayed on the Address Book tab?% If the "Manual Destination Input" parameter on the Security Details screen (displayed by touching [9 Security Setting] on the Administrator Setting screen) is set to "Restrict", [LDAP Search] does not appear on the Address Book tab.Saving Documents3bizhub 500/420 3-214 Specify the necessary scan settings.5 Load the document into the ADF or place it on the original glass.6 Press the [Start] key in the control panel.The document is scanned and the document data is saved.!Detail For details on the scan settings, refer to the User manual [Network Scanner Operations].3Saving Documents3-22 bizhub 500/420To save data to the specified boxSpecifying the box where the data is to be saved directly from the control panel is called "direct input".1 Press the [Scan] key in the control panel.The Scan mode screen appears.2 Touch [Direct Input].?Why is the Direct Input tab not displayed?% If the "Manual Destination Input" parameter on the Security Details screen (displayed by touching [9 Security Setting] on the Administrator Setting screen) is set to "Restrict", the Direct Input tab does not appear.3 Touch [Save in User Box].A screen for selecting a box appears.Saving Documents3bizhub 500/420 3-234 Select the box where the data is to be saved. Select the tab that contains the box where the data is to be saved, and then touch the button for the box. To specify a box number, touch [User Box Number], and then type in the number of the box.The button for the selected box appears selected.5 Check the name of the document to be saved. Touch [Document Name].6 The default name appears beside "Document Name". To change the name, touch [Delete] until the characters are deleted, and then type in the new name. To erase all of the text, press the [C] (clear) key.3Saving Documents3-24 bizhub 500/4207 After typing in the name, touch [OK].8 Touch [OK].The Direct Input tab appears again. The number of the specified box appears under "Broadcast Destinations".?Why cant the name of the document be changed after returning to the Direct Input tab?% To change the document name after returning to the Direct Input tab, touch [Document Name].9 Specify the necessary transmission settings.10 Load the document into the ADF or place it on the original glass.11 Press the [Start] key in the control panel.!Detail For details on the scan settings, refer to the User manual [Network Scanner Operations].Saving Documents3bizhub 500/420 3-253.5 Checking the Job HistoryA job list stored in RX/User Box can be displayed from the control panel.Displaying the Current Jobs List1 Touch [Job List] on the control panel.2 Touch [RX/User Box].The Current Jobs list appears.Displaying the Job History List1 Touch [Job List] on the control panel.2 Touch [RX/User Box].3 Touch [Job History].4 Touch [Box Jobs].The Job History list is displayed.3Saving Documents3-26 bizhub 500/420Displayed InformationThe following information is displayed on the RX/User Box tab of the Job List screen.Item DescriptionNo. Displays the job ID number that is assigned when a job is reg-istered.User Name Displays [User Name] while user authentication is done, and displays [Account Name] while account track is done. Dis-plays the registration source such as COPY, SCAN, FAX-RX, etc. in the cases other than the above.Status (only on the Current Jobs list)Displays the job status.Document Name Displays the document name that was received or stored.Time Stored Displays the time when the job was registered.# of Pgs. Displays the number of pages of the original.Result (only on the Job History list)Displays the execution result of the job. 4 Printing a Document from a Public User Box/Personal User BoxPrinting a Document from a Public User Box/Personal User Box4bizhub 500/420 4-34 Printing a Document from a Public User Box/Personal User Box4.1 Displaying the Box Mode ScreenViewing Documents Saved in BoxesThe following procedure describes how to check the list of documents saved in boxes.1 Press the [Box] key in the control panel.2 From the Public User Box tab or the Personal User Box tab, touch the button for the desired box.?Why does [Personal User Box] not appear?% The Personal User Box tab appears only when user authentication settings have been applied. When the Personal User Box tab is selected, only boxes registered to the user that is currently logged on are displayed.4Printing a Document from a Public User Box/Personal User Box4-4 bizhub 500/4203 If a password has been set for the box, type in the password, and then touch [OK]. The list of documents saved in the box is displayed.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-5Searching for a Box NameThe desired box can be searched for by its name.1 From the screen containing a list of the boxes, touch [Search by Name].2 The boxes matching the box search text appear.4Printing a Document from a Public User Box/Personal User Box4-6 bizhub 500/4204.2 Printing Document DataA document saved in a box can be printed. When printing the document, additional settings, such as those for the number of copies and double-sided printing, can be specified. In addition, a proof copy can be printed as a sample before printing or multiple documents can be bound together and printed.!Detail For details on printing a proof copy, refer to "Printing a Proof Copy" on page 4-13.!Detail For details on combining multiple documents for printing, refer to "Combined Printing" on page 4-21.Available Func-tionsDescription Page Reference# of Sets Specifies the number of copies to be printed. p. 4-81-Sided/2-Sided Select whether a single-sided or double-sided copy is to be printed.p. 4-8Finishing Select whether to sort or group the documents.In addition, Staple and Punch settings can also be specified.p. 4-9Folding Documents can be folded at their center and bound with staples.p. 4-11Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-7To print a document1 Select the document to be printed.2 Touch [Print].3 Check the document information that appeared.To check detailed information, touch [ ] or [ ].4 To specify a setting, such as the number of copies, touch [Change Setting] under "Print".5 Press the [Start] key in the control panel.!Detail For details on changing the settings, refer to the descriptions starting with "To change the number of copies" on page 4-24.4Printing a Document from a Public User Box/Personal User Box4-8 bizhub 500/420To change the number of copiesSpecify the number of copies to be printed.The number of copies can be set between 1 and 999.% Using the keypad, type in the desired number of copies. To reset the number of copies to "1", press the [C] (clear) key.To specify single-sided/double-sided printingSpecify whether a single-sided or double-sided copy of the document is to be printed.% Touch [1-Sided] or [2-Sided].Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-9Specifying Finishing SettingsSelect whether to sort or group the documents. In addition, Staple and Punch settings can also be specified.The following settings can be specified.To specify the Finishing settings1 Touch [Finishing].2 Touch [Sort] or [Group].Setting DescriptionSort Feeds out copies by sets.Group Feeds out copies by pages.Offset Separates the sets or pages of the copies.Staple Staples copies in the corner or at two locations. The sta-pling position can also be selected.Punch Punches 2 or 3 holes in copies. The position of the punched holes can also be selected.4Printing a Document from a Public User Box/Personal User Box4-10 bizhub 500/420To separate the copies, touch [Offset].3 Select the desired Staple and Punch settings.4 To specify the positions of the staples and punched holes, touch [Position Setting].5 Touch the button for the desired position.6 Touch [OK], and then touch [OK] in the next screen that appears.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-11Specify Paper Fold SettingsPrinted pages can be folded before being fed out. The available Paper Fold settings differ depending on the installed options. For details on the Paper Fold settings available with each option, refer to the User manual [Copy Operations].Setting DescriptionHalf Fold The paper is folded in half.Fold & Staple The paper is stapled at two places along the center, then folded in half.4Printing a Document from a Public User Box/Personal User Box4-12 bizhub 500/420To specify a Paper Fold setting1 Touch [Folding].2 Select the desired Paper Fold setting.3 Touch [OK].Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-134.3 Printing a Proof CopyThe contents of the document can be checked.2Note A proof copy cannot be printed if multiple documents are selected. Print proof copies one document at a time.To print a proof copy1 Select the document to be proofed.2 Touch [Proof Print].3 Check the document information that appeared.4Printing a Document from a Public User Box/Personal User Box4-14 bizhub 500/4204 Press the [Start] key in the control panel.2Note Only the first page is printed.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-154.4 Moving Document Data2Note A document cannot be moved if multiple documents are selected.To move a documentDocument data currently saved in a box can be moved to a different public user box/personal user box.1 Select the document to be moved.2 Touch [Move/Copy].3 Under "Action", touch [Move].4Printing a Document from a Public User Box/Personal User Box4-16 bizhub 500/4204 Touch the button for the box where the document is to be moved.?Is a password required for moving data to a different box?% It is not necessary to enter the password when moving data to a different box, even if a password has been specified for the box.5 Check the settings, and then touch [OK].The data is moved.2Note The date and time that the document is moved is recorded under "Time Stored".Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-174.5 Copying Document Data2Note A document cannot be copied if multiple documents are selected.To copy a documentDocument data currently saved in a box can be copied to a different public user box/personal user box.1 Select the document to be copied.2 Touch [Move/Copy].3 Under "Action", touch [Copy].4Printing a Document from a Public User Box/Personal User Box4-18 bizhub 500/4204 Touch the button for the box where the document is to be copied.?Is a password required for copying data to a different box?% It is not necessary to enter the password when copying data to a different box, even if a password has been specified for the box.5 Check the settings, and then touch [OK].The data is copied into the selected box.2Note The date and time that the document is copied is recorded under "Time Stored".Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-194.6 Deleting Document DataTo delete dataData that has already been printed or is no longer needed can be deleted.1 Select the document to be deleted.2 Touch [Delete].3 Check the document information that appeared, and then touch [Yes] to delete the document.4Printing a Document from a Public User Box/Personal User Box4-20 bizhub 500/4204.7 Changing the Document NameTo change the document nameThe name of the saved document can be changed.1 Select the document to be renamed.2 Touch [Edit Name].3 The current name appears beside "Document Name". Type in the new name.4 Touch [OK].2Note The document name is the name of the file sent by e-mail or to an FTP or SMB server. Specify a document name according to the routing conditions of the destination server.The document name can also be changed when the document is sent.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-214.8 Combined PrintingMultiple documents can be printed together. Up to 10 documents can be selected to be printed together.Additional settings, such as those for the number of copies of each document, can be specified.!Detail For details on changing the settings, refer to descriptions starting with "To change the number of copies" on page 4-24.!Detail Documents saved in a box and having, Cover Mode, Image Repeat, or OHP Interleave settings specified cannot be combined and printed.Available Functions Description Page Refer-ence# of Sets Specifies the number of copies to be printed. p. 4-241-Sided/2-Sided Select whether a single-sided or double-sided copy is to be printed.p. 4-24Finishing Select whether to sort or group the documents.In addition, Staple and Punch settings can also be specified.p. 4-25Folding Paper can be folded as specified and fed out. p. 4-274Printing a Document from a Public User Box/Personal User Box4-22 bizhub 500/420To print a document1 Touch [Combine].The list of documents appears.2 Select the document to be printed.The selected document is highlighted, and its bind number appears on the right side.3 Touch [Combine] in the lower-right corner.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-234 Check the document information that appeared.To check detailed information, touch [ ] or [ ].5 To specify a setting, such as the number of copies of each document, touch [Print].6 Press the [Start] key in the control panel.!Detail For details on changing the settings, refer to descriptions starting with "To change the number of copies" on page 4-24.4Printing a Document from a Public User Box/Personal User Box4-24 bizhub 500/420To change the number of copiesSpecify the number of copies to be printed.The number of copies can be set between 1 and 999.% Using the keypad, type in the desired number of copies. To reset the number of copies to "1", press the [C] (clear) key.To specify single-sided/double-sided printingSpecify whether a single-sided or double-sided copy of the document is to be printed.% Touch [1-Sided] or [2-Sided].Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-25Specifying Finishing SettingsSelect whether or not the copies are separated. In addition, Staple and Punch settings can be specified.The following settings can be specified.To specify the Finishing settings1 Touch [Finishing].2 To separate the copies, touch [Offset].Setting DescriptionOffset Separates the sets or pages of the copies.Staple Staples copies in the corner or at two locations. The sta-pling position can also be selected.Punch Punches 2 or 3 holes in copies. The position of the punched holes can also be selected.4Printing a Document from a Public User Box/Personal User Box4-26 bizhub 500/4203 Select the desired Staple and Punch settings.4 To specify the positions of the staples and punched holes, touch [Position Setting].5 Touch the button for the desired position.6 Touch [OK], and then touch [OK] in the next screen that appears.Printing a Document from a Public User Box/Personal User Box4bizhub 500/420 4-27Specify Paper Fold SettingsPrinted pages can be folded before being fed out. The available Paper Fold settings differ depending on the installed options. For details on the Paper Fold settings available with each option, refer to the User manual [Copy Operations].Setting DescriptionHalf Fold The paper is folded in half.Fold & Staple The paper is stapled at two places along the center, then folded in half.4Printing a Document from a Public User Box/Personal User Box4-28 bizhub 500/420To specify a Paper Fold setting1 Touch [Folding].2 Select the desired Paper Fold setting.3 Touch [OK].5 Routing a Document from a Public User Box/Personal User BoxRouting a Document from a Public User Box/Personal User Box5bizhub 500/420 5-35 Routing a Document from a Public User Box/Personal User Box5.1 Editing Document DataFrom the Route tab, document data can be edited in addition to being routed.Function DescriptionDelete Data that has already been sent or is no longer needed can be deleted.For details, refer to "Deleting Document Data" on page 4-19.Edit Name The name of the saved document can be changed.For details, refer to "Changing the Document Name" on page 4-20.Move/Copy Document data currently saved in a box can be moved or cop-ied to a different public user box/personal user box.For details on moving document data, refer to "Moving Docu-ment Data" on page 4-15.For details on copying document data, refer to "Copying Doc-ument Data" on page 4-17.5Routing a Document from a Public User Box/Personal User Box5-4 bizhub 500/4205.2 RoutingDocument data saved in a box can be sent via the network. The data can easily be routed by simply registering a destination with this machine instead of by sending the data through different computers.Routing TypesDocument data saved in boxes can be routed in three different ways.Transmission MethodsSelect one of the four routing methods according to the desired transmission purpose and use.Destinations can be specified using any combination of these methods.2Note For details on registering transmission destinations, refer to the User manual [Network Scanner Operations].Type DescriptionE-mail transmission Document data is sent as an e-mail attachment.FTP transmission Document data is uploaded to the specified FTP server.SMB transmission Document data is sent to a shared folder on the specified computer.Method Description Page ReferenceProgram Multiple preset routing types are pro-grammed with this method.p. 5-7Group Multiple destinations can be registered with this method. This is convenient for always sending data to the same peo-ple.p. 5-9Address book Select different destinations from those registered in the address book.p. 5-11Direct input With this method, destinations for e-mail transmissions, FTP transmissions and SMB transmissions are entered di-rectly from the control panel. This is used when routing data to a destina-tion that is not already registered.E-mail transmission: p. 5-15FTP transmission: p. 5-18SMB transmission: p. 5-20Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-5Available SettingsThe following settings can be specified.Setting DescriptionDestinations Shows the destination number and number of destinations.Transmission method Select the desired method for specifying the destination.Document Info. Shows various information, such as the name, date and time that the transmission document was registered.File Type Select the format for the file that is to be transmitted.5Routing a Document from a Public User Box/Personal User Box5-6 bizhub 500/420To route data1 Touch [Route].A screen appears, allowing you to specify the destination.2 Specify the destination by using the programs and groups.3 If necessary, check the document information and specify the data format.4 Press the [Start] key in the control panel.2Note To change the print settings specified with a program, select the destination program, and then change the settings.If there are limitations on the document name due to the destination server conditions, it may not be possible to send the transmission. Contact your network administrator for information when specifying the document name during a transmission.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-75.3 Specifying DestinationsTo specify a program as the destination1 Touch [Route].The Route screen appears.2 Touch [Select from Program].5Routing a Document from a Public User Box/Personal User Box5-8 bizhub 500/4203 Touch the button for the program where the data is to be sent.The button for the selected program appears selected.4 Touch [OK].Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-9To select a destination from a group1 Touch [Route].The Route screen appears.2 Touch [Select from Group].5Routing a Document from a Public User Box/Personal User Box5-10 bizhub 500/4203 Touch the button for the group where the data is to be sent.The list of the addresses registered in the group appears.4 Select the destinations. To send the data to all addresses in the group, touch [Select All].5 Touch [OK], and then touch [OK] in the next screen that appears.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-11To select a destination from the address book1 Touch [Route].The Route screen appears.2 Touch [Select from Address Book].5Routing a Document from a Public User Box/Personal User Box5-12 bizhub 500/4203 Touch the button for the destination where the data is to be sent.The button for the selected destination appears selected.4 Touch [OK].2Note If the "Manual Destination Input" parameter on the Security Details screen (displayed by touching [9 Security Setting] on the Administrator Setting screen) is set to "Restrict", [LDAP Search] does not appear.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-13Searching for a DestinationFollow the procedure described below to search for the desired destination.- Detail SearchType in the name of the destination or part of the address to search for the corresponding address.- LDAP SearchSearch the addresses registered in the LDAP server for the address that corresponds to the conditions.To perform a Basic Search, type in the search text. To search with multiple conditions, perform a Advanced Search.!Detail A destination registered in the machines address book can be searched for with an advanced search.Data registered on the LDAP server can be searched for with an LDAP search, and the e-mail address in search results can be used as a destination.5Routing a Document from a Public User Box/Personal User Box5-14 bizhub 500/4202Note For details on the settings for an LDAP search, refer to the User manual [Network Scanner Operations].For a Basic SearchFor a Advanced SearchRouting a Document from a Public User Box/Personal User Box5bizhub 500/420 5-15To directly specify the e-mail destination1 Touch [Route].The Route screen appears.2 Touch [E-Mail Direct Input].A screen appears, allowing an address to be entered.5Routing a Document from a Public User Box/Personal User Box5-16 bizhub 500/4203 Type in the e-mail address of the destination.To specify an additional address, touch [Next Dest.].4 Touch [OK].2Note Frequently entered user names and domain names can be registered to be recalled and used again. First, prefixes and suffixes must be registered in Administrator mode.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-17Directly Specifying an FTP DestinationThe following settings can be specified for the FTP destination.The following detailed FTP settings can be specified.!Detail To access an FTP server anonymously, touch [Anonymous] in the screen where the user name is entered.Setting DescriptionHost Name Type in the host name or IP address for the destination.Destination Folder Type in the path of the destination folder.User Name Type in the user name for logging on.Password Type in the password.Setting DescriptionPort Number Shows the port number.PASV mode Select whether or not the PASV (passive) mode is used.Proxy Select whether or not a proxy server is used.5Routing a Document from a Public User Box/Personal User Box5-18 bizhub 500/420To directly specify an FTP destination1 Touch [Route].The Route screen appears.2 Touch [File (FTP) Direct Input].The Scan to FTP screen appears.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-193 Type in the information for the FTP server. To specify more advanced FTP settings, touch [Detail Setting]. To specify an additional FTP server, touch [Next Dest.], and then enter the information.4 Touch [OK].5Routing a Document from a Public User Box/Personal User Box5-20 bizhub 500/420Directly Specifying an SMB DestinationThe following settings can be specified.To directly specify an SMB destination1 Touch [Route].The Route screen appears.Setting DescriptionHost Name Type in the host name or IP address for the destination.Destination Folder Type in the path of the destination folder.User Name Type in the user name for logging on.Password Type in the password.Refer Click to check the structure of the folders on the destination computer. This can be used to directly specify the destination folder.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-212 Touch [File (SMB) Direct Input].The Scan to SMB screen appears.3 Type in the destination information.To specify an additional SMB server, touch [Next Dest.], and then enter the information.4 Touch [OK].5Routing a Document from a Public User Box/Personal User Box5-22 bizhub 500/4205.4 Checking Settings Before RoutingChecking the Document InformationThe following document information can be checked.To check information1 Touch [Route].The Route screen appears.Item DescriptionStored Time Shows the date and time that the data was saved.Job No. Shows the number of the registered job.User Name Shows the name of the user that saved the data.Document Name Shows the name of the document.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-232 Touch [Document Info.].The Document Info. screen appears. Touch [ ] or [ ] to display the next screen of document information.3 Touch [OK].5Routing a Document from a Public User Box/Personal User Box5-24 bizhub 500/420Specifying the File FormatData can be routed in the following file formats.In addition, there are settings for specifying how much of the saved data is converted.To specify the file format1 Touch [Route].The Route screen appears.Format DescriptionPDF Sends data in the PDF format.TIFF Sends data in the TIFF format.Setting DescriptionSingle Page A single file is created for each page of the document.Multi-Page A single file is created from the entire document.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-252 Touch [File Type].3 Select the format of the file to be sent and select the scan setting.4 Touch [OK].5Routing a Document from a Public User Box/Personal User Box5-26 bizhub 500/4205.5 Checking the DestinationTouch [Check] in the Route screen to display a screen where the entered destination can be checked and corrected. The following information can be checked and specified.Item DescriptionList of destinations A list of specified destinations is displayed.E-Mail Setting The subject, the body text, and the senders address for e-mail messages can be specified when sending e-mail.Detail Detailed information, such as the destination address, can be checked. In addition, the destinations can be corrected or an e-mail address can be specified for receiving notifications when transmissions are completed.Delete Deletes the selected destination.Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-27To specify the e-mail message settings1 In the Check Address screen, touch [E-Mail Setting].2 To change the file name, touch [File Name], type in the name of the file, and then touch [OK].3 To change the subject of the e-mail message, touch [Subject], and then select the desired subject from the list of programmed titles.5Routing a Document from a Public User Box/Personal User Box5-28 bizhub 500/4204 To change the senders e-mail address, touch [From], and then specify the address. Normally, the address is the administrators e-mail address; however, this address can be changed.5 To change the body text of the e-mail message, touch [Text], and then select the desired body text from the list of programmed text.6 Touch [Close].Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-29To check detailed information1 Select the destination to be checked, and then touch [Detail].2 Check the details for the destination. To change the destination, touch [Edit], and then specify the destination information.5Routing a Document from a Public User Box/Personal User Box5-30 bizhub 500/4203 For an FTP or SMB transmission, notification that the data was sent can be delivered a specified address. Specify the destination for this notification. Touch [Set. Dest.], and then specify the address of the destination.4 Check the specified information, and then touch [Close].Routing a Document from a Public User Box/Personal User Box5bizhub 500/420 5-31To delete the selected destination1 Select the destination to be deleted, and then touch [Delete].2 A confirmation message appears. Check the details of the message, and then touch [Yes].5Routing a Document from a Public User Box/Personal User Box5-32 bizhub 500/4206 Faxing a Document from a Public User Box/Personal User BoxFaxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-36 Faxing a Document from a Public User Box/Personal User Box6.1 Editing Document DataFrom the Fax TX tab, document data can be edited in addition to being faxed.Function DescriptionDelete Data that has already been sent or is no longer needed can be deleted.For details, refer to "Deleting Document Data" on page 4-19.Edit Name The name of the saved document can be changed.For details, refer to "Changing the Document Name" on page 4-20.Move/Copy Document data currently saved in a box can be moved or copied to a different public user box/personal user box.For details on moving document data, refer to "Moving Document Data" on page 4-15.For details on copying document data, refer to "Copying Document Data" on page 4-17.Proof Print A proof copy can be printed in order to view a sample of the document or to check if the document will be printed cor-rectly after the print settings have been changed.For details on printing a proof copy, refer to "Printing Doc-ument Data" on page 4-6.6Faxing a Document from a Public User Box/Personal User Box6-4 bizhub 500/4206.2 FaxingDocument data saved in a box from Fax mode can be faxed. The data can easily be faxed by simply saving the data and registering a destination with this machine instead of by loading the document each time.Methods for Specifying the DestinationSelect one of the four destination-specifying methods according to the desired transmission purpose and use.Destinations can be specified using any combination of these methods.Available SettingsThe following settings can be specified.Method Description Page ReferenceProgram Multiple preset transmission types are pro-grammed with this method.p. 6-6Group Multiple destinations can be registered with this method. This is convenient when doc-uments are always sent to the same desti-nations.p. 6-8Address book Select different destinations from those registered in the address book.p. 6-10Direct input With this method, the fax numbers of desti-nations are entered directly from the control panel.p. 6-12Setting DescriptionDestinations Shows the destination number and number of destinations.Transmission method Select the desired method for specifying the destination.Document Info. Shows various information, such as the name and date and time that the document to be sent was registered.Comm. Setting Specify the various settings for the transmission system.Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-5To fax data1 Select the document, and touch [Fax TX].A screen appears, allowing you to specify the destination.2 Specify the destination by using the programs and groups.3 If necessary, check the document information and specify the transmission settings.4 Press the [Start] key in the control panel.6Faxing a Document from a Public User Box/Personal User Box6-6 bizhub 500/4206.3 Specifying DestinationsTo specify a program as the destination1 Select the document, and touch [Fax TX].The Fax TX screen appears.2 Touch [Select from Program].Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-73 Touch the button for the program where the data is to be sent.The button for the selected program appears selected.4 Touch [OK].6Faxing a Document from a Public User Box/Personal User Box6-8 bizhub 500/420To select a destination from a group1 Select the document, and touch [Fax TX].The Fax TX screen appears.2 Touch [Select from Group].Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-93 Touch the button for the group where the data is to be sent.The list of the addresses registered in the group appears.4 Select the addresses where the data is to be sent. To select all addresses, touch [Select All].5 Touch [OK].6Faxing a Document from a Public User Box/Personal User Box6-10 bizhub 500/420To select a destination from the address book1 Select the document, and touch [Fax TX].The Fax TX screen appears.2 Touch [Select from Address Book].Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-113 Touch the button for the destination where the data is to be sent.The button for the selected destination appears selected.4 Touch [OK].6Faxing a Document from a Public User Box/Personal User Box6-12 bizhub 500/420Directly Specifying a Fax Destination (Direct Input)1 Select the document, and touch [Fax TX].The Fax TX screen appears.2 Touch [Direct Input].A screen appears, allowing a destination to be entered.Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-133 Using the keypad, type in the fax number. To search for the number where a fax was last sent, touch [Recently Dialed #], and then select a destination from the list that appeared. A maximum of five of the most recently dialed numbers can be displayed.4 Touch [OK]. To specify an additional address, touch [Next Dest.].6Faxing a Document from a Public User Box/Personal User Box6-14 bizhub 500/4206.4 Checking Settings Before FaxingChecking the Document InformationThe following document information can be checked.To check information1 Select the document, and touch [Fax TX].The Fax TX screen appears.Item DescriptionTime Stored Shows the date and time that the data was saved.Job No. Shows the number of the registered job.User Name Shows the name of the user that saved the data.Document Name Shows the name of the document.Faxing a Document from a Public User Box/Personal User Box6bizhub 500/420 6-152 Touch [Document Info.].The Document Info. screen appears. Touch [ ] or [ ] to display the next screen of document information.3 Touch [OK].6Faxing a Document from a Public User Box/Personal User Box6-16 bizhub 500/420Specifying Transmission SettingsSettings for transmitting with a F code or password and fax line settings can be specified.For details, refer to the User manual [Facsimile Operations].7 Printing Documents from the System User BoxPrinting Documents from the System User Box7bizhub 500/420 7-37 Printing Documents from the System User Box7.1 Bulletin Board User BoxTo print a document1 On the System User Box tab, touch [Bulletin Board User Box].A list of boxes appears.2 Select the box that contains the document to be printed.7Printing Documents from the System User Box7-4 bizhub 500/420 If a password has been set for the box, type in the password, and then touch [OK].3 Touch [Print] or [Proof Print]. Press the [Start] key in the control panel.The document is printed.Printing Documents from the System User Box7bizhub 500/420 7-5To delete a document1 On the System User Box tab, touch [Bulletin Board User Box].A list of boxes appears.2 Select the box that contains the document to be deleted. If a password has been set for the box, type in the password, and then touch [OK].7Printing Documents from the System User Box7-6 bizhub 500/4203 Touch [Delete], and then touch [Yes] in the confirmation message that appears.2Note The box is not deleted when a document is deleted. For details on deleting a box, use "One-Touch Registration" in the Utility mode. For details, refer to "Registering Boxes" on page 10-4.Printing Documents from the System User Box7bizhub 500/420 7-77.2 Polling TX User BoxTo print a document1 On the System User Box tab, touch [Polling TX User Box].2 Touch [Print] or [Proof Print]. Press the [Start] key in the control panel.The document is printed.7Printing Documents from the System User Box7-8 bizhub 500/420To delete a document1 On the System User Box tab, touch [Polling TX User Box].2 Touch [Delete], and then touch [Yes] in the confirmation message that appears.Printing Documents from the System User Box7bizhub 500/420 7-97.3 Memory RX User BoxTo print a document1 On the System User Box tab, touch [Memory RX User Box]. Enter the password if a password has been set for the Memory RX User Box.A list of received documents appears.2 Select the document to be printed, and then touch [Print].The document information appears.3 Press the [Start] key in the control panel.The document is printed.7Printing Documents from the System User Box7-10 bizhub 500/420To delete a document1 On the System User Box tab, touch [Memory RX User Box]. Enter the password if a password has been set for the Memory RX User Box.A list of received documents appears.2 Select the document, and then touch [Delete].Data in the Memory RX User Box can be accessed from a computer on the network by using software such as PageScope Box Operator.In this case, specify a box number of "0".Printing Documents from the System User Box7bizhub 500/420 7-11To print a proof copyThe contents of the document can be checked by printing the first page.1 On the System User Box tab, touch [Memory RX User Box]. Enter the password if a password has been set for the Memory RX User Box.A list of received documents appears.2 Select the document to be printed, and then touch [Proof Print].The document information appears.3 Press the [Start] key in the control panel.The document is printed.7Printing Documents from the System User Box7-12 bizhub 500/4207.4 Secure Print User BoxTo print a confidential document1 On the System User Box tab, touch [Secure Print User Box].2 Type in the ID for the confidential document, and then click [OK].Printing Documents from the System User Box7bizhub 500/420 7-133 Type in the password for the confidential document, and then click [OK].A list of received documents appears.?Why does the desired document not appear?% Only documents with an ID and pass