User GuideIM C2000/C2500/C3000/C3500/C4500/C5500/C6000 series

Sending and Receiving Documents by Internet Fax

Using Internet Fax, you can send and receive documents between a fax machine and computer or between two fax machines.

Preparing the Machine to Send Internet Faxes (Settings Screen Type: Standard)

To send documents by Internet Fax:

  • Configure the fax mail account

  • Enable the Internet Fax function

  • Specify the interval to check for reception automatically

Important

  • Configure the network settings and initial settings for sending e-mails from the machine in advance.

  • Configuring the Settings to Send E-mails from the Machine

  • Prepare an e-mail address dedicated for Internet Fax. For Internet Fax, do not use an e-mail address that you are using for receiving e-mail to your computer or a smart device.

Configuring an e-mail account to use for fax

Configure the e-mail address to use when receiving incoming Internet Fax from a sender.

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Fax Settings] on the Settings screen.

Operation panel screen illustration

3Press [Detailed Initial Settings][Fax Email Account].

4Press [Receive] in [Account], and then enter the user name, e-mail address, and password.

Operation panel screen illustration

5Press [OK].

6After completing the procedure, press [Home] ().

Configuring of the e-mail account to use for Internet Fax is complete. Now enable the Internet Fax function.

Enabling the Internet Fax function

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Fax Settings] on the Settings screen.

Operation panel screen illustration

3Press [Detailed Initial Settings][Internet Fax/Email/Folder].

4Check that [On] in [Internet Fax Setting] is selected.

5Press [OK].

6After completing the procedure, press [Home] ().

The Internet Fax function is now enabled. Now specify the interval for checking the reception automatically.

Specify the interval to check for reception automatically

Specify the interval to check for incoming e-mails automatically. You can also configure the machine to only receive e-mails manually.

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [System Settings] on the Settings screen.

Operation panel screen illustration

3Press [Send (Email/Folder)][Email][Email Reception Interval].

4Press [On], and enter the interval to check for reception.

Operation panel screen illustration

If you want to check for incoming e-mail only manually, press [Off].

5Press [OK].

6After completing the procedure, press [Home] ().

Note

  • To receive faxes manually, specify the setting in [Fax Reception][Manual Reception: Email] on the fax screen.

Preparing the Machine to Send Internet Faxes (Settings Screen Type: Classic)

To send documents by Internet Fax:

  • Configure the fax mail account

  • Enable the Internet Fax function

  • Specify the interval to check for reception automatically

Important

  • Configure the network settings and initial settings for sending e-mails from the machine in advance.

  • Configuring the Settings to Send E-mails from the Machine

  • Prepare an e-mail address dedicated for Internet Fax. For Internet Fax, do not use an e-mail address that you are using for receiving e-mail to your computer or a smart device.

Configuring an e-mail account to use for fax

Configure the e-mail address to use when receiving incoming Internet Fax from a sender.

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Machine Features Settings] on the Settings screen.

Operation panel screen illustration

3Press [System Settings][File Transfer] tab [Fax Email Account].

Operation panel screen illustration

4Press [Receive] in [Account].

5Press [Change], and then enter the user name, e-mail address, and password.

Operation panel screen illustration

6Press [Exit].

7After completing the procedure, press [Home] ().

Configuring of the e-mail account to use for Internet Fax is complete. Now enable the Internet Fax function.

Enabling the Internet Fax function

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Machine Features Settings] on the Settings screen.

Operation panel screen illustration

3Press [Fax Settings][Initial Settings] tab [Internet Fax Setting].

Operation panel screen illustration

4Check that [On] is selected.

5Press [Exit].

6After completing the procedure, press [Home] ().

The Internet Fax function is now enabled. Now specify the interval for checking the reception automatically.

Specify the interval to check for reception automatically

Specify the interval to check for incoming e-mails automatically. You can also configure the machine to only receive e-mails manually.

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Machine Features Settings] on the Settings screen.

Operation panel screen illustration

3Press [System Settings][File Transfer] tab [Email Reception Interval].

Operation panel screen illustration

4Press [On], and enter the interval to check for reception.

Operation panel screen illustration

If you want to check for incoming e-mail only manually, press [Off].

5Press [Exit].

6After completing the procedure, press [Home] ().

Note

  • To receive faxes manually, specify the setting in [Job Status][Manual Reception: Email] on the fax screen.

Basic Procedure for Sending Internet Faxes

1Press [Fax] on the Home screen.

Operation panel screen illustration

2Select [Internet Fax] on the fax screen.

Operation panel screen illustration

3Place the original in the Auto Document Feeder (ADF) or on the exposure glass.

Setting an Original to Send by Fax on the Scanner

4Press [Settings][Sender Name] to specify the sender.

  • When a login user is operating the machine, the login user becomes the sender.

  • To receive a transmission result by e-mail, select [Email Transmission Results]. The e-mail address that you selected in the [Register as both a destination and a sender] check box when registering the address will be used as the e-mail address of the sender.

    Registering E-mail Addresses in the Address Book

  • To print the sender name on the page received at the destination, select the [Stamp Sender Name] check box.

5To specify the subject, enter Subject.

If you do not specify the subject, it is entered automatically.

6To specify the main text, select "Text".

Select the main text to use in the main from the text registered in [Program / Change / Delete User Text] under [System Settings] in advance.

7Configure the scan settings.

Sending a Fax at the Image Quality Suitable for the Original

Specify TIFF as the file format when sending to an e-mail address of a machine that supports Internet Fax.

8Specify the destination on the fax screen.

Operation panel screen illustration
  • To enter an e-mail address manually, select from the destination history, or search in the address book, press Operation panel screen illustration, and specify the destination.

    Operation panel screen illustration

    You can select only the destination entered using the numeric keypad from the history.

  • To specify the destination again, press .

    Operation panel screen illustration

9Press [Start].

To cancel transmission after scanning the original, press [Stop] and operate in [Job Status][Transmission Standby File].

Confirming and Handling a Document in the Fax Queue

Note

  • You cannot send an e-mail without attaching a document to send.

The Subject that is Entered Automatically for an Internet Fax

If you do not enter the subject when sending an Internet Fax, the machine specifies the subject automatically upon transmission.

The subject that is specified automatically varies depending on the setting in [Settings][Sender][Stamp Sender Name].

  • When [Stamp Sender Name] is specified

    From [sender name] (Fax Message NO.xxxx)

  • When [Stamp Sender Name] is not specified

    The subject is automatically entered as follows according to the registration status of the sender information.

    Printing the Destination Name, Fax Header, and Standard Message on the Fax Received at the Destination

    The registration status of [Own Fax Number] and [Own Name]

    Subject

    Both items are specified

    From: "Own Fax Number" ("Own Name") (Fax Message NO.xxxx)

    Only [Own Fax Number] is specified

    From: "Own Fax Number" (Fax Message NO.xxxx)

    Only [Own Name] is specified

    From: "Fax Header (for display)" (Fax Message NO.xxxx)

    Both items are not specified

    Fax Message NO.xxxx

* "xxxx" indicates the document number shown in Records.

When Receiving Internet Fax on a Computer

A fax is sent as a file attached to an e-mail when sending an Internet Fax from the machine to an e-mail address of a computer. The subject and main text of the e-mail are displayed as described below.

OS screen illustration
  1. E-mail sent without specifying the subject

  2. E-mail sent with the subject specified

  3. Name and e-mail address of the sender

  4. Subject specified at the time of transmission

  5. Destination specified at the time of transmission

  6. Text

  7. Sent document (displayed as an attached document)

    The following message is inserted in every e-mail sent:

    This E-mail was sent from "Host Name" (product name)

    Queries to: "Administrator's e-mail address"

    [Administrator Email Address] and [Host Name] registered in [System Settings] are displayed as the host name and e-mail address of the administrator. You can register [Administrator Email Address] and [Host Name] in the following setting items.

    • Settings screen type: Standard

      [System Settings][Send (Email/Folder)][Email][Administrator's Email Address]

      [System Settings][Network/Interface][Host Name]

      Send (Email/Folder)

    • Settings screen type: Classic

      [System Settings][File Transfer] tab [Administrator's Email Address]

      [System Settings][Interface Settings] tab [Host Name]

      Administrator Tools (System Settings)

Note

  • Text may appear garbled if characters in a language other than English is contained in the e-mail message.

Sending/Receiving Documents Between Machines Supporting T.37 Full Mode

The machine supports T.37 Full Mode that is defined in the international standards for Internet Fax (ITU-T recommendation, RFC2532). When the destination device also supports T.37 Full Mode, the machine and destination device can exchange their reception statuses and performance details information bidirectionally.

  • Receiving Reception Notice

    When you send an Internet Fax requesting reception notice, the destination device will send back a Reception Notice e-mail upon receiving the Internet Fax. You can confirm the reception results at the destination in "Records".

  • Sending faxes in the optimal size and resolution

    The Reception Notice e-mail contains the properties of the destination device such as the supported compression methods, reception paper sizes, and resolution. When the destination device is registered as supporting Full Mode in the address book, the properties in the Reception Notice e-mail are registered automatically in the address book. The machine then uses this information to send Internet Faxes to the destination, optimizing the size and resolution according to the information.

Note

  • When the destination device does not support T.37 Full Mode, the machine automatically sends Internet Faxes in the size and resolution that corresponds to Simple Mode (81/2 × 11 (A4) size, at 200×100 dpi or 200×200 dpi) regardless of the settings specified when sending the fax.

  • Use Web Image Monitor to register a destination address as supporting Full Mode. The properties of the destination can also be registered manually.

  • Programming the Performance Details Information of an Internet Fax Destination

  • When specifying more than one destination for an Internet Fax, the fax will be sent separately to each destination if a destination registered as supporting Full Mode is included.

  • You cannot use the following fax functions when specifying an Internet Fax destination:

    • Immediate Transmission

    • On-hook dialing

    • Manual dialing

    • Closed Network

    • JBIG Transmission

    • ECM (Error Correction Mode)

    • Memory File Transfer