Sharp AR M256 User Manual

							29
HOW TO USE THE NETWORK SCANNER FUNCTION
2
SELECTING THE FILE FORMAT
You can select the format of the image file that will be created (file type, compression mode, and pages per file). The 
factory default settings are TIFF for the file type, MMR (G4) for the compression mode, and ALL for the pages 
per file.
1Touch the [FILE FORMAT] key.
2Select the file type and the 
compression mode.
Either [TIFF] or [PDF] can be selected for the file 
type of the image data to be created, and 
[NONE], [MH (G3)] or [MMR (G4)] can be 
selected for the compression format.
3Set the number of pages per file.
Touch the ALL key or one of keys [1] to [6].
 [ALL]: The scanned images are combined into a 
single file.
 [1] to [6]: Multiple image files are created, each with 
the selected number of pages per file.
4Touch the [OK] key.
You will return to the 
initial screen.
AUTO   8½X11ORIGINAL
300dpiRESOLUTION
QUALITY
TIFF-G4FILE FORMAT
300dpiTIFF
123456ALL
MH (G3)
QUALITY
RESOLUTION
PDFOK
NONEMMR (G4)COMPRESSION MODE
PAGES PER FILE
FILE TYPE
FILE FORMATAUTO   8½X11ORIGINAL
OK
MMR (G4)
 The factory default setting can be 
changed in the key operator programs. 
(See INITIAL FILE FORMAT SETTING 
in the key operators guide.)
 To open the scanned image without using 
the software program in the CD-ROM that 
accompanies the network scanner 
expansion kit, the recipient must have a 
viewer program that can open the image 
format (file type) that was selected as 
explained above.
 The factory default setting for the image 
format produces the smallest file (TIFF 
G4). If the recipient cannot open the 
image, try sending the image in a different 
for mat.
 If the number of scanned originals is not 
divisible by the number set in PAGES 
PER FILE, the last file will have less 
pages.Note
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30
HOW TO USE THE NETWORK SCANNER FUNCTION
CHANGING THE SEND SETTINGS
The file name of the scanned image can be changed.
When performing Scan to E-mail, the subject and sender can also be changed.
If the send settings are not changed, these items are entered automatically using the information stored in the Web page.
1Touch the [SEND SETTINGS] key.
2Touch the [SUBJECT ], [FILE NAME], 
or [SENDER] key to change the 
corresponding entry.
If the [Enable User 
Authentication] or 
[Disable selection of 
sender from Sender List] 
checkbox is selected in 
Advanced Setup in 
Network Scanning in the 
Web page, the [SENDER] 
key will be grayed out and 
cannot be selected (p.6).
3If the [SUBJECT] key  or [FILE NAME] 
key is touched,  a keyboard will 
appear. Enter the desired text and 
then touch the [OK] key.
Up to 64 characters can be entered.
4If [SENDER] is  touched, a sender 
selection screen will appear. Touch 
the desired one-tou ch key and then 
touch the [OK] key.
The [GLOBAL ADDRESS SEARCH] key is used 
to select a user stored in a global address book 
as a sender. (p.23)
The [ADDRESS ENTRY] key is used to directly 
enter an e-mail address. 
5Touch the [OK] key in the send 
settings screen.
You will return to the 
initial screen.
• A maximum of only 54 characters can be  displayed in the send settings screen.
 When entering a file name, there is no  need to enter a file extension.
The file extension is added automatically 
based on the selected file format.
 The following symbols cannot be used  when entering a file name or folder name.
Depending on the environment of use of 
the OS, it may not be possible to use 
spaces and the symbols indicated below.
For example, hyperlinks will not operate 
correctly or nonsense characters may appear.
$  %    (  )  +  -  .  =  @  [  ]  ^  `  {  }  _
ADDRESS
BOOK
ADDRESS ENTRY
ADDRESS REVIEW
SEND SETTINGS
SUBJECT
FILE NAME
SENDER
(USE DEF
(USE DEF
(USE DEF
SEND SETTINGS
SPACEÃÄÂ/ãäâ12#$%
abcABC
AB/ab
CANCELOKSUBJECT
XXXXX
Note
\?/  ; : ,
 ! * | &#
 The senders that have been stored in  Sender in the Web page appear in the 
sender select screen. If the desired 
sender does not appear, you must first 
store it as a Scan to E-mail destination in 
Sender in the Web page. (p.15)
 When a checkmark appears in the 
[Disable selection of sender.] checkbox in 
the Web page, the [SENDER] key in the 
SEND SETTING screen is grayed out to 
prevent selection of senders and entry of 
e-mail addresses.
 If an LDAP server is not configured in the  Web page, the [GLOBAL ADDRESS 
SEARCH] key will be grayed out and 
searching will not be possible.
ABCGROUPFREQUENT USEABCDEFGHIJKLMNOPQRSTUVWXYZ
OK1/2
TEST5TEST6
TEST3
TEST1TEST2
TEST4
ADDRESS ENTRY
GLOBAL
ADDRESS SEARCH
Note
OK
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2
CANCELING AN E-MAIL/FTP 
TRANSMISSION
You can cancel a transmission job that is in progress. Cancellation is done from the scanner job status screen.
1Press the [JOB STATUS] key.
2Touch the [SCAN TO] key.
3Touch the job key of the transmission 
job that you wish to cancel.
The touched key is highlighted.
4Touch the [STOP/DELETE] key.
A message appears to 
confirm the cancellation. 
Touch the [YES] key to 
delete the selected job 
key and cancel the 
transmission.
You can cancel a transmission after scanning is finished by pressing the [CLEAR] key ( ) or the [CLEAR ALL] 
key ( ) while SENDING. PRESS [C] TO CANCEL. appears in the touch key.Note
If you do not wish to cancel the 
transmission, touch the [NO] key.
FA XD ATA LINE
JOB STATUS
CUSTOM SE
SCAN TO
STOP/DELETE
Note
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3
Chapter 3
TROUBLESHOOTING
TROUBLESHOOTING
If a problem or question arises, try to solve the situation using the following information before contacting your 
authorized SHARP dealer.
ProblemCause and solutionPage
The image cannot be scanned.
The original is loaded upside down.
‘If you are using the document glass, the original must be placed 
face down. If you are using the RSPF, the original must be 
inserted face up.20
A moiré (stripe pattern) appears on 
the scanned image.
A slight amount of moiré sometimes appears when 
printed matter is scanned.
‘Moiré can in some cases be reduced by changing the scanning 
resolution.
If you are using the document glass, also try shifting the position 
and/or angle of the original on the document glass.28
The scanned image is fuzzy or has 
smudges.
The document glass or the underside of the RSPF (or 
document cover) is dirty.
‘To clean the document glass and the underside of the document 
cover, see operation manual for copier.—
The scanned image is clipped.
The set original scanning size is smaller than the actual 
original size.
‘Set the actual original size.
If you intentionally selected a size setting smaller than the actual 
original size, take into consideration the part of the original that 
you wish to scan when placing the original. For example, if the 
actual size is 8-1/2 x 11 and you selected 5-1/2 x 8-1/2 for the 
size setting, place the original so that the part that you wish to 
scan is within the 5-1/2 x 8-1/2 area indicated by the guides on 
the far left side of the document glass.
26
The scanned image is upside down 
or on its side.
The original was not placed in the correct orientation.
‘Place the original in the correct orientation. (See operation 
manual for copier)
To rotate the image 90 degrees, touch the [ORIGINAL] key in the 
initial screen and then touch the ROTATE THE IMAGE 90 
DEGREES checkbox to make a checkmark appear.
26
The received image data cannot be 
opened.
The viewer program used by the recipient does not 
support the format of the received image data.
‘Try selecting a different file type (TIFF or PDF) and/or a different 
compression format (NONE, MH (G3), MMR (G4)) when sending 
the image data.
Otherwise, have the recipient use Sharpdesk or a viewer 
program that supports the above combinations of file types and 
compression formats.
29
When the same file name is used for 
two successive Scan to FTP 
transmissions, the second file is not 
sent.The first file may still remain in the cache of the file server 
client. Disable use of the cache in the client software.
—
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TROUBLESHOOTING
3
DISPLAY MESSAGES
If one of the following messages appears in the display, promptly take action as instructed by the message.
The recipient does not receive 
transmitted data.
An incorrect destination was selected.
Otherwise, there is a mistake in the information stored 
for the destination (e-mail address or FTP server 
information).
‘Select the correct destination and make sure the correct 
information is stored for the destination.
* If delivery by e-mail (Scan to E-mail) is unsuccessful, an 
error message such as Undelivered Message may be 
sent to the designated administrators e-mail address. 
This information may help you determine the cause of 
the problem.10 - 13
The recipient does not receive data 
sent by e-mail (Scan to E-mail).
Check the Web page to see if a limit has been set for the size 
of image files sent using Scan to E-mail (the factory default 
setting is Unlimited).
A limit can be set from 1 MB to 10 MB. Consult the 
administrator of the Web page to select a suitable limit.6
The amount of data that can be sent in one e-mail 
transmission is sometimes limited by the administrator of the 
mail server. Even if the amount of data sent is within the limit 
setting explained above, if it exceeds the limit set by the 
administrator of the mail server, the data will not be delivered 
to the recipient.
Decrease the amount of data sent in the e-mail transmission 
(reduce the number of pages scanned). (Ask your mail server 
administrator what the data limit is for one e-mail transmission.)
—
Transmission takes a long time.When there is a large amount of image information, the data 
file is also large and transmission takes a long time.—
In order to select image quality and data compression settings that are suited to the purpose 
of transmission and create image data that is well-balanced in terms of image quality and file 
size, pay attention to the following points:
Image quality modes (TEXT, TEXT/PHOTO, PHOTO)
The factory default setting is TEXT/PHOTO. If the original does not contain photographs, illustrations, or 
other halftone images, TEXT mode will give you the most workable scanned image. TEXT/PHOTO should 
only be selected when the original includes a photograph and you wish to give priority to the quality of the 
photograph. (There is no advantage to scanning a text-only original in TEXT/PHOTO or PHOTO mode.)
PHOTO mode should only be used to scan a photograph or illustration. Note that this will produce a larger file 
size than the other modes.
Resolution
The factory default setting is 300 dpi. This is suitable for originals with mixed text and 
illustrations/photographs; however, it produces a slightly larger file size. For normal text originals, a resolution 
setting of 200 dpi produces an image that is sufficiently readable. (200 dpi is equivalent to the Fine resolution 
setting of fax machines.)
The 600 dpi setting should only be used in cases where high-clarity image reproduction is required, such as an 
original that includes photographs or illustrations. Note that a high-resolution setting will result in a larger file 
size and transmission may not be successful if there is insufficient disk capacity in the server to which the 
image is sent (or if the administrator of the server has restricted the file size). If transmission is not successful, 
you can try such measures as reducing the number of scanned pages in the file or reducing the scan size 
setting for the original.
MessageSolutionPage
THE DOCUMENT FEEDER IS 
DISABLED.Use of the RSPF has been disabled in the key operator programs. 
Use the document glass.—
ProblemCause and solutionPage
Caution
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TROUBLESHOOTING
Error codes
If a transmission error occurs when you send a scanned image, a message informing you of the error and an error 
code will appear in the touch panel on the machine.
Error Code Table
IF YOUR E-MAIL IS RETURNED
If a Scan to E-mail is not successfully transmitted, an e-mail informing you of this fact is sent to the sender selected 
at the time of transmission. If this happens, read the e-mail and determine the cause of the error, and then repeat 
the transmission.YOUR FILENAME IS WRONG. The characters ¥/;:*? cannot be used in a file name. Select a 
name that does not use those characters.—
NO MATCHING ADDRESS 
FOUND.
PRESS [OK] THEN [SEARCH 
AGAIN].There are no addresses in the LDAP server that match your search 
text. Select a different server or change the search text.
23
UNABLE TO ACCESS THE 
SERVER.
CHECK SERVER ADDRESS ON 
DEVICE WEB PAGE.The server settings are not configured correctly. Check the server 
settings.
7
THE ADDRESS LIMIT HAS 
BEEN REACHED.
NO MORE ADDRESSES CAN BE 
ENTERED.The maximum number of destinations that can be selected for a 
single Scan to E-mail transmission is 100. Do not select more than 
100 destinations.—
THE MEMORY BECOMES FULL. 
SCANNED DATA IS 
TRANSMITTED.The memory became full while scanning the originals. If you wish to 
send just the originals that were scanned, touch the [SEND] key. If 
you wish to cancel the entire transmission, touch the [CANCEL] 
key.—
NO RESPONSE FROM SERVER.
COMMUNICATION 
TERMINATED DUE TO 
TIMEOUT.The scanned image was not sent because the server was busy or 
there was too much traffic. Wait briefly and then try again.
—
NETWORK ERROR
THE DIRECTORY NAME OF FTP 
SERVER IS INVALID.The scanned image was not sent because the directory of the 
destination FTP server was not correct. Make sure that the correct 
FTP server information is configured in the Web page.11
SERVER ACCESS DENIED. 
CHECK ACCOUNT 
INFORMATION ON DEVICE WEB 
PA G E .The scanned image was not sent because a connection to the 
server could not be established. Make sure that the SMTP server 
settings or FTP server settings in the Web page are correct.7
Make sure that your login name and password are correct. —
NETWORK ERROR. ( ) 
CONSULT YOUR KEY 
OPERATOR OR SYSTEM 
ADMIN. FOR SPECIFIC 
INFORMATION.Turn off the power and turn it back on. Consult with your network 
administrator to make sure that no problems exist on the network or 
in the server. If the error is not cleared after turning the power off 
and on, write down the 2-digit main code and 2-digit sub-code, turn 
off the power, and contact your dealer.—
Error CodeDescription of the Error
CE-01 An interface hardware error has occurred.
CE-03 The server was down during the scanning of the original.
CE-00 An error other than the above has occurred.
MessageSolutionPage
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TROUBLESHOOTING
3
IMPORTANT POINTS WHEN USING SCAN TO E-MAIL
Be very careful not to send image data files that are too large.
Your mail servers system administrator may have placed a limit on the amount of data that can be sent in one e-mail 
transmission. If this limit is exceeded, the e-mail will not be delivered to the recipient. Even if there is no limit and 
your e-mail is successfully delivered, a large data file may take a long time to be received and place a heavy burden 
on the recipients network, depending on the recipients network (Internet) connection environment.
If large image data files are repeatedly sent, the resulting burden on the network may slow down the speed of other, 
unrelated data transmissions and in some cases, may even cause the mail server or network to go down.
The images on the following page will produce the following file sizes when scanned as 8-1/2 x 11 or A4 size 
originals:
* If multiple images are scanned, the file size will be approximately (Size of each image as indicated above) x 
(Number of images scanned).
Although the actual limitation depends on your network environment, a general guideline for the maximum file size 
for Scan to E-mail is 2000 KB. In cases where you need to send multiple documents, try such measures as lowering 
the resolution mode.
Original image samples
The original images shown below are samples to help you understand the above explanations. Note that these 
images are smaller than the actual originals (the actual originals are 8-1/2 x 11 size).
ResolutionFile size of text original A when scanned 
in TEXT mode.File size of photo original B when
scanned in TEXT/PHOTO mode.
300dpi Approx. 50 KB Approx. 1400 KB
600dpi Approx. 90 KB Approx. 5000 KB
Text original A Photo original B
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							36
CHECKING THE IP ADDRESS
To check the IP address of the machine, print out the settings list from the operation panel of the machine.
1Press the [CUSTOM SETTINGS] key.
The custom settings  
screen will appear.
2Touch the [LIST PRINT] key.
3Touch the [PRINTER TEST PAGE] key.
4Touch the [PRINTER SETTINGS LIST] 
key.
PRINT JOB IN 
MEMORY. PLEASE 
WAIT UNTIL PRINT 
OUT. appears in the 
message screen and 
printing begins.
D ATA LINE
B STATUS
CUSTOM SETTINGS
ESS
ROL
CL
RECEIVE MODELAY
AST
FA
F
LIST PRINT
PRINTER TEST PAGE
SENDING ADDRESS LIST
FAX REPORT
PCL SYMBO
SET LIST
NIC PAGEPCL EXTENDED
FONT LIST
PRINTER
SETTINGS LIST
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4
Chapter 4
M E TA D ATA  D E L I V E RY
METADATA DELIVERY (DATA ENTRY)
When the application integration module is installed and an image file is generated for a scan send transmission, 
metadata (data indicating the attributes of the image file and how it is to be processed) can be generated based on 
pre-stored information and transmitted as a separate file. The metadata file is created in XML format. By linking the 
metadata with applications such as document management software, a workflow application, or an encryption 
server, a sophisticated document solution environment can be built.
Using the application integration module, information on a generated image file can be entered at the touch panel 
and transmitted along with the image as an XML file.
Metadata
(XML file)
Image file
Scan to
Desktop
Scan to E-mail
Scan to FTPClient PC that uses Network
Scanner Tool
Server
Fax server, document 
management software, 
workflow application, 
encryption server, etc.
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PREPARATIONS FOR METADATA 
TRANSMISSION
SETTINGS REQUIRED IN THE WEB PAGES
All settings related to metadata are configured in the Web pages. (Administrator rights are required.)
To configure metadata settings, click [Metadata Settings] in the Web page menu frame.
Storing Metadata Sets
Store the items (the metadata set) that are written to the XML file that is generated during scanning. Up to 10 
metadata items can be configured in a metadata set. A stored metadata set can be selected at the time of 
transmission.
METADATA TRANSMISSION FOR SCAN TO DESKTOP
When Network Scanner Tool is used in its factory default configuration, a file will be generated with a new file name 
on the computer. When Network Scanner Tool is used as a means of sending a metadata file to a third party 
software application, this setting must be disabled to allow cross referencing between the image file and XML file by 
means of the file name generated by the computer. (When setting the file name in [SEND SETTINGS], to ensure 
that a previously existing file on a computer is not overwritten by a transmitted file of the same name, be sure to 
configure the file name so that name duplication cannot occur; for example, by including a unique extension (the 
date, etc.) in the generated file name. If the file name setting is left blank, the machine will automatically generate a 
file name that is unique.)
Addresses specified in Require destination selection and include in metadata when a metadata set is stored 
can be selected as transmission destinations at the time of transmission using one-touch keys, manual entry, 
and/or a global address book search. (Addresses for which metadata entry is not allowed cannot be specified as 
transmission destinations.)
 It is recommended that you use Network Scanner Tool to receive metadata. For more information, see the 
Network Scanner Tool Users Guide (PDF format) on the Sharpdesk/Network Scanner Utilities CD-ROM.
 For information on the license agreement and how to use the CD-ROM that accompanies the application 
integration module, see the separate Sharpdesk license kit manual.
Using third party software applications
Various types of third party software applications exist. Some applications can start automatically from 
Network Scanner Tool and some cannot. When the auto-run function of an application is enabled, Network 
Scanner Tool will start the application with the .exe command using the file name as a parameter. Normally 
an application is started twice, once for the image file and once for the XML file. For example, when Network 
Scanner Tool is set to start the application APP.EXE, the following commands are applied when the two files 
IMG.TIF and IMG.XML are received.
APP.EXE IMG.TIF
APP.EXE IMG.XML
Note
Note
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