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Sending an E-mail (E-mail Destinations)

This section explains how to send a document to a computer by specifying an e-mail address.

To use e-mail transmission, specify the e-mail address in place of the fax number.


  • You can also enter the e-mail address of another machine that supports Internet Fax. Note however that only TIFF-F files can be sent by Internet Fax. Depending on the model of the destination machine, PDF files might not be accepted.

  • To send an e-mail, you must specify the sender.

  • The sender must be registered in the Address Book in advance. Register his/her e-mail address and specify “Use Name as” for [Sender] using “Address Book Management” in “System Settings”. For details about these settings, see “Registering Addresses and Users for Facsimile/Scanner Functions”, Network and System Settings Reference.

  • To use an e-mail address registered in the Address Book as an e-mail destination, set “Use E-mail Address for” as [E-mail / Internet Fax Destination]. Use the same procedure for e-mail addresses that are registered in group destinations in the Address Book.

  • E-mail transmission is performed using Memory Transmission, which automatically starts transmission after storing documents in memory. If you switch the type of transmission to e-mail while the machine is in Immediate Transmission mode, the transmission mode is automatically switched to Memory Transmission.

1Press [E-mail] to switch the transmission type to e-mail.

Operation panel screen illustration

2To set the file type, press [File Type].

Operation panel screen illustration

Select [TIFF] or [PDF], and then press [OK].

Operation panel screen illustration

3Specify the sender.

For details, see “Sender Settings”.

4Press [Manual Entry].

Operation panel screen illustration

5Enter the e-mail destination, and then press [OK].

Operation panel screen illustration

If you enter an incorrect character, press [], [], [Backspace], or [Delete All]. Then, re-enter the character correctly.

To change the e-mail address after pressing [OK], press [Edit Dest.], re-enter the e-mail address, and then press [OK].

6To add a destination, press [Add].

Operation panel screen illustration

7Specify the next destination.

Operation panel screen illustration

To add another destination, repeat steps 6 and 7.

Press the transmission type tab to switch the transmission type between fax/IP-Fax, Internet Fax, e-mail, and folder.

8Press the [Start] key.

The machine starts to scan the original and stores it in memory. When scanning ends, the Communicating indicator lights and transmission starts.


  • Depending on the security settings, [Manual Entry] might not appear and you might not be able to enter the e-mail address.

  • To select a destination from the Address Book, see “Using the Address Book to Specify Destinations”.

  • For details about text entry, see “Entering Text”, About This Machine.

  • For details about canceling a transmission, see “Canceling a Transmission”.

  • The Facsimile Features menu includes a user parameter setting (switch 17, bit 2) that enables you to configure the machine to force the user to press [Add] whenever s/he specifies a destination using a destination key. This prevents users accidentally sending documents to the wrong destination. See “Parameter Settings”.

  • If you press [Prg. Dest.], you can register an entered destination in the destination list. For details about programming destinations, see “Registering Entered Destinations to the Address Book”.

  • For the maximum number of digits that can be included in a destination, see “Maximum Values”.

  • When the sender is specified, the transmission result etc. is sent to the sender's e-mail address.

  • If “Auto Specify Sender Name” is set to “On” in “System Settings”, the sender is automatically specified and you can omit the procedure for specifying a sender. If “On” is selected, the either administrator's or this machine's e-mail address appears in the “From” field. For details about Auto Specify Sender Name, see “File Transfer”, Network and System Settings Reference.

  • If “Auto Specify Sender Name” is set to “Off” in “System Settings” and no e-mail address is registered for the sender you specified, e-mail documents cannot be sent.

  • For details about an e-mail destination, see “E-mail Transmission”.

Related topics

Bypassing the SMTP server