Sharp Mx 3501 N Manual

							25
FOLDER AND FILE SELECTION SCREENS
To call up and use a stored file, the folder and file must be selected. The folder selection screen and file selection screen 
are explained below.
FOLDER SELECTION SCREEN
Two different screens appear depending on whether or not user authentication is enabled on the machine.
When user authentication is not enabled When user authentication is enabled
(1) Folder keys
The Custom Folders that have been created using 
Document Filing Control in the system settings are 
displayed. Touch a folder key to display its file selection 
screen.
If a password has been set for a Custom Folder, a 
password entry screen will appear when the folder is 
touched. The password must be entered.
(2) [Main Folder] key
Touch this key to switch between the Main Folder display 
and the Custom Folder display. When the file selection 
screen of the Main folder appears, this key is the 
[Custom Folder] key.
(3) [Search] key
Touch this key to open the search screen. This lets you 
search for a file using a user name, file, or folder name.(4) [Back] key
Touch this key to return to the base screen of document 
filing mode.
(5) Index tabs
All folders appear on the [All Folders] tab.
Touch a tab to display the Custom Folders whose initials 
(set in Document Filing Control in the system settings) 
match the letters on the tab.
(6) /  keys
Use these to change the folder list page that is displayed.
(7) [My Folder] key
This key appears when user authentication is enabled. 
Touch the key to display the file selection screen of My 
Folder. Even if user authentication was performed, if My 
Folder was not specified in the user registration settings, 
this key will be grayed out to prevent selection.
Custom Folder
1/1
SearchBackMain Folder
User 1
User 3
User 5
User 7
User 2
User 4
User 6
User 8
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
(5)
(2) (3) (4)(1)
(6)
My Folder Selection
1/1
SearchBack
My Folder
User 1
User 3
User 5
Main Folder
User 2
User 4
User 6
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
(1)
(5)(6)
(2) (7) (3) (4) 
						

							26
FILE SELECTION SCREEN
The file selection screen of the Quick File Folder, Main Folder, and Custom Folders is explained below.
(1) File keys
The stored files are displayed. An icon showing which mode 
the file was stored from, the file name, the user name, and 
the date the file was stored appear in each file key.
When a file is touched, the job setting screen appears.
Job icons
(2) [File Name] key, [User Name] key, [Date] key
Use these keys to change the order of display of the file 
keys. When one of the keys is touched,   or  appears 
in the key.
 When   appears in the [File Name] key or [User 
Name] key, the files appear by name or user name in 
ascending order.
When   appears in the [Date] key, the files appear in 
order from the oldest date.
 When   appears in the [File Name] key or [User 
Name] key, the files appear by name or user name in 
descending order.
When   appears in the [Date] key, the files appear in 
order from the most recent date.
(3) [Custom Folder] key
Touch this key to switch between the Main Folder display 
and the Custom Folder display. When the file selection 
screen of the Main Folder appears, this key is the 
[Custom Folder] key.
(4) [Search] key
When this key is touched, the search screen appears.
☞SEARCHING FOR A STORED FILE (page 42)(5) [Back] key / [Folder Select] key
When the [Back] key appears in the file selection screen 
of the Quick File Folder or the Main Folder, it can be 
touched to return to the base screen of document filing 
mode.
When the [Back] key appears in the file selection screen 
of a Custom Folder, it can be touched to return to the 
Custom Folder selection screen.
When the [Folder Select] key appears, it can be touched 
to open the folder selection screen.
☞FOLDER SELECTION SCREEN (page 25)
(6) Page key
When multiple pages exist, use this key to enter the 
number of a page that you wish to display. When the key 
is touched, a page number entry screen appears. Enter 
the desired page number (3 digits) with the numeric keys. 
For example, to display page 3, enter 003.
(7) [All Files] tab
Touch this tab to show the keys of all files, regardless of 
the mode from which they were stored.
(8) [Filter by Job] tab
Touch this key to display the following screen.
Touch a mode key to show a list of the files that were 
stored from that mode.
(9) [Batch Print] key
Touch this key to print all files in a folder.
☞BATCH PRINTING (page 30)
(10) /  keys
Use these keys to switch through the file list pages.
Main Folder
File NameUser NameDate
file-01
file-02
file-03.tiff
All FilesFilter by JobBatch Print
Name 1
SearchCustom FolderBack
Name 2
Name 3
08/01/2005
08/01/2005
08/01/2005
1
1
(2) (1)(3)
(8) (9) (10) (7)(4) (5) (6)
CopyInternet fax 
transmissionPrint
Fax 
transmission
Scan to 
E-mailScan to 
HDD
Scan to 
FTPScan to 
DesktopScan to 
Network 
Folder
PC-Fax 
transmission
PC-I-Fax 
transmission
Main FolderSearch
Batch Print
BackCustom Folder
ScanAll Files
Internet FaxCopy
All FilesFilter by Job
Fax JobPrinter
Scan to HDD 
						

							27
JOB SETTINGS SCREEN
When a file key is touched, the following screen appears. Touch the key of the operation that you wish to perform and 
select settings.
(1) File display
This shows information on the currently selected file (job 
icon, file name, user name, original size, and color 
mode).
(2) [Cancel] key
Touch this key to cancel the operation and return to the 
file selection screen.
(3) [Print] key
Touch this key to print the selected file.
☞PRINTING A STORED FILE (page 28)
(4) [Move] key
The folder in which a file is stored can be changed. (The 
file can be moved to a different folder.)
☞MOVING A STORED FILE (page 37)
(5) [Send] key
A stored file can be sent by fax, Internet fax, or scan 
transmission.
☞SENDING A STORED FILE (page 32)(6) [Delete] key
Touch this key to delete a file that is no longer needed.
☞DELETING A STORED FILE (page 39)
(7) [Property Change] key
Use this key to change the property (Sharing, Protect, 
Confidential) of a stored file.
☞PROPERTIES OF STORED FILES (page 35)
(8) [Detail] key
Touch this key to show detailed information on the 
selected file.
When this key is touched, the following screen appears.
There are two Detail screens. Touch the   key or   
key to switch between the two screens.
If you wish to change the file name, touch the [File Name] 
key in this screen.
A text entry screen will appear. Enter the desired file 
name. To enter text, see 6. ENTERING TEXT in the 
Users Guide.
An icon appears when a special mode is selected. You 
can touch the icon to check the special modes that are 
selected.
Main Folder
File NameUser NameDate
file-01
file-02
file-03.tiff
All FilesFilter by JobBatch Print
Name 1
SearchCustom FolderBack
Name 2
Name 3
08/01/2005
08/01/2005
08/01/2005
11
Job Settings
file-01
Select the job.
Name 18 x11F. Color
Print
Move
Send
Delete
Property 
Change
Detail
Cancel
1 
/
 2
(1)(2)
(3)
(5)(7)(4)(6)(8)
OK
1/2
File Name
Job Settings / Detail
file-01Name 1
Folder:Main Folder
Call:08/01/2005/15:30Color / B/W:Full Color
Size:8 x11Resolution:600x600dpi
OK
2/2
File Name
Job Settings / Detail
file-01Name 1
Data Size:40B
Document 
Style:
Output:
Pages:10
Special 
Modes:
File Type:
1 
/
 2 
						

							28
PRINTING A STORED FILE
A file stored using document filing can be called up and printed when needed. The settings used when the file was 
stored are also stored, and thus the file can be printed again using those settings. The file can also be modified before 
printing by changing the print settings.
1
Press the [DOCUMENT FILING] key.
2
If the file was stored using File, touch 
the [File Folder] key. If the file was 
stored using Quick File, touch the 
[Quick File Folder] key.
If you touched the [Quick File Folder] key, go to step 4. The 
Quick File Folder opens in step 4.
System Settings (Administrator): User Registration
If user authentication is enabled and My Folder is specified in User Registration in the system settings, go to step 
4. The Custom Folder specified as My Folder opens in step 4.
3
The above screen shows the Custom Folders as an 
example. If you wish to switch to the Main Folder, touch the 
[Main Folder] key.
Touch the key of the folder that contains 
the desired file.
If a password is set for the selected folder, a password entry 
screen will appear.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key.
4
Touch the key of the desired file.
If a password is set for the selected file, a password entry 
screen will appear.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key.
 The [Filter by Job] tab can be touched to show the mode keys (copy mode, scan mode, etc.). Touch a mode key to 
show a list of the files that were stored from that mode.
When you know the mode from which a file was stored, touching the [Filter by Job] tab lets you find the file quickly.
 You can touch the [File Name] key, the [User Name] key, or the [Date] key to change the order of display of the files.
 To print all files in the folder, touch the [Batch Print] key.
☞BATCH PRINTING (page 30)
DOCUMENT
FILING
File
Folder
Quick File 
Folder
External Data
Access
Scan to HDD
HDD StatusSearch
File RetrieveFile Store
Custom Folder
1/1
SearchBackMain Folder
User 1
User 3
User 5
User 7
User 2
User 4
User 6
User 8
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
Enter password via the 10-key pad.
CANCELOK
User 1
File NameUser NameDate
file-01
file-02
file-03.tiff
All FilesFilter by JobBatch Print
Name 1
SearchBack
Name 2
Name 3
1108/01/2005
08/01/2005
08/01/2005
Enter password via the 10-key pad.
CANCELOK 
						

							29
PRINT SETTINGS SCREEN
(1) [Paper Select] key
Use this key to set the paper size.
(2) [Output] key
Use this key to select Sort, Group or Staple Sort, and to 
select the output tray.
(3) [2-Sided] key
Use this key to select the orientation of the image on the 
reverse side of the paper for 2-sided printing. To have the 
front and back images oriented in the same direction, 
touch the [2-Sided Booklet] key. To have the front and 
back images oriented opposite to each other, touch the 
[2-Sided Tablet] key. Note that the size and orientation of 
the saved image may cause these keys to have the 
opposite effect. If neither of these keys is selected 
(neither is highlighted), 1-sided printing will take place.(4) [Special Modes] key
Touch this key to select Margin Shift, Pamphlet style, 
2in1 / 4in1, Tandem Print, or the Stamp.
This key does not appear if the file was saved from print 
mode.
(5)  keys
Use these keys to set the number of copies. The number 
of copies can also be set with the numeric keys.
(6) [Print and Delete the Data] key
Printing begins when this key is touched. When printing 
is finished, the file will be automatically deleted.
(7) [Print and Save the Data] key
Printing begins when this key is touched. The file will not 
be deleted after printing.
(8) [B/W Print] checkbox
Select this checkbox if the file was saved in color and you 
wish to print it in black and white.
When the file is saved in black and white, this checkbox 
does not appear.
5
Touch the [Print] key.
6
Touch the [Print and Delete the Data] key 
or the [Print and Save the Data] key.
If the [Print and Delete the Data] key is touched, the file will be 
deleted after printing.
If the [Print and Save the Data] key is touched, the file will be 
saved after printing.
Output settings, two-sided printing, special modes, the number 
of copies, and other settings can be selected. For more 
information, see PRINT SETTINGS SCREEN (below).
 A file saved in black and white or grayscale cannot be printed in color.
 A long-size scan to HDD or scan send job cannot be printed.
A long-size fax transmission job or Internet fax transmission job can be printed.
 When print settings are changed as explained above, only the number of copies is changed in the stored settings.
 The printing speed may be somewhat slow depending on the resolution and exposure mode settings of the saved file.
Job Settings
file-01
Select the job.
Name 18 x11F. Color
Print
Move
Send
DeleteDetail
Cancel
Property 
Change
1 
/
 2
(1  999)Number of Prints
B/W Print
1
AutoPaper Select
Output
2-Sided
Special Modes
Job Settings / Print
8 x11F. Color
Cancel
Print and Delete the Data
Print and Save the Data
Name 1file-011 
/
 2
Number of Prints
B/W Print
1
AutoPaper Select
Output
2-Sided
Special Modes
Job Settings / Print
8 x11F. Color
Cancel
Print and Delete the Data
Print and Save the Data
Name 1
(1  999)
file-011 
/
 2
(1)
(2)
(3)
(4)(6)
(7)
(8)
(5) 
						

							30
BATCH PRINTING
All files that have the same user name and password can be printed at once.
1
Touch the [Batch Print] key.
2
Touch the [User Name] key.
3
Select the user name.
There are 4 ways to select the user name:
(A)Touch the one-touch key of the user name.
The touched user name is highlighted.
If you accidentally select the wrong user name, touch the 
key of the correct name.
(B)Touch the [Default User] key.
The user name can be selected from the default users in the 
user account settings.
(C)Touch  key.
An area [---] for directly entering a registration number will 
appear at the top of the key. The user name can be selected 
by entering Registration No. that was configured when the 
user was stored.
(D)Touch the [Direct Entry] key.
A text entry screen will appear. Directly enter the user 
name. To enter text, see 6. ENTERING TEXT in the 
Users Guide.
After selecting the user name, touch the [OK] key.
When all users and user unknown batch printing is enabled in the system settings (administrator), the [All Users] key 
and the [User Unknown] key can be selected.
The [All Users] key can be touched to select all files in the folder (the files of all users).
The [User Unknown] key can be touched to select all files in the folder that do not have a user name.
User 1
File NameUser NameDate
file-01
file-02
file-03.tiff
All FilesFilter by JobBatch Print
Name 1
SearchBack
Name 2
Name 3
1108/01/2005
08/01/2005
08/01/2005
Batch Print
User 1All Files
User Name
Password
Print and Delete the DataPrint and Save the DataDelete the
Data
Change PRT.No.
Cancel
Batch PrintSelect user name.
251
ABCUser
All Users
Name 1
Name 3
Name 5
All UsersABCDEFGHIJKLMNOPQRSTUVWXYZ
User Unknown
Name 2
Name 4
Name 5
OKCancel
Direct Entry
Default User
(A) (C)(B)
(D) 
						

							31
4
If a password has been established, 
touch the [Password] key.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key. Only files that have the same password will 
be selected.
If you do not wish to enter a password, go to the next step.
5
To set the number of copies, touch the 
[Change PRT.No.] key.
If you wish to use the number of copies stored with each file, go 
to step 6.
(1) Touch the [Apply the Number from Stored 
Setting of Each Job] checkbox so that it is 
not selected ( ).
(2) Set the number of copies with the   
keys.
The number of copies can be also set with the numeric 
keys.
(3) Touch the [OK] key.
6
Touch the [Print and Delete the Data] key 
or the [Print and Save the Data] key.
If the [Print and Delete the Data] key is touched, the files will be 
deleted after printing.
If the [Print and Save the Data] key is touched, the files will be 
saved after printing.
If there are no files that match the search conditions, you will 
return to the file list screen.
All files that have the specified user name/password can be deleted by touching the [Delete the Data] key.
Batch Print
User 1All Files
User NameName 1
Password
Print and Delete the DataPrint and Save the DataDelete the
Data
Change PRT.No.
Cancel
Enter password via the 10-key pad.
CANCELOK
Batch Print
User 1All Files
User NameName 1
Password
Print and Delete the DataPrint and Save the DataDelete the
Data
Change PRT.No.
Cancel
Batch Print
Cancel
Cancel
(1  999)1
OKChange Print Number
Apply the Number from Stored Setting of 
Each Job.
(3)(1)(2)
Batch Print
User 1All Files
User NameName 1
Password
Print and Delete the DataPrint and Save the DataDelete the
Data
Change PRT.No.
Cancel 
						

							32
SENDING A STORED FILE
A file stored by document filing can be called up and transmitted. The transmission settings that were stored with the file 
are also called up, allowing you to resend the file using the same settings. If needed, you can also change the 
transmission settings.
1
Press the [DOCUMENT FILING] key.
2
If the file was stored using File, touch 
the [File Folder] key. If the file was 
stored using Quick File, touch the 
[Quick File Folder] key.
If you touched the [Quick File Folder] key, go to step 4. The 
Quick File Folder opens in step 4.
System Settings (Administrator): User Registration
If user authentication is enabled and My Folder is specified in User Registration in the system settings, go to step 
4. The Custom Folder specified as My Folder opens in step 4.
3
The above screen shows the Custom Folders as an 
example. If you wish to switch to the Main Folder, touch the 
[Main Folder] key.
Touch the key of the folder that contains 
the desired file.
If a password is set for the selected folder, a password entry 
screen will appear.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key.
4
Touch the key of the desired file.
If a password is set for the selected folder, a password entry 
screen will appear.
Enter the password with the numeric keys (5 to 8 digits) and 
touch the [OK] key.
 The [Filter by Job] tab can be touched to show the mode keys (copy mode, scan mode, etc.). Touch a mode key to 
show a list of the files that were stored from that mode.
When you know the mode from which a file was stored, touching the [Filter by Job] tab lets you find the file quickly.
 You can touch the [File Name] key, the [User Name] key, or the [Date] key to change the order of display of the files.
DOCUMENT
FILING
File
Folder
Quick File 
Folder
External Data
Access
Scan to HDD
HDD StatusSearch
File RetrieveFile Store
Custom Folder
1/1
SearchBackMain Folder
User 1
User 3
User 5
User 7
User 2
User 4
User 6
User 8
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
Enter password via the 10-key pad.
CANCELOK
User 1
File NameUser NameDate
file-01
file-02
file-03.tiff
All FilesFilter by JobBatch Print
Name 1
SearchBack
Name 2
Name 3
1108/01/2005
08/01/2005
08/01/2005
Enter password via the 10-key pad.
CANCELOK 
						

							
33
5
Touch the [Send] key.
6
Select transmission settings.
For information on the settings, see SEND SETTINGS 
SCREEN  (page 34).
7
Press the [COLOR START] key ( ) 
or the [BLACK & WHITE START] key 
().
If you are sending a fax or Internet fax, only t he [BLACK & WHITE START] key ( ) can be used.
• A file saved in black and white or grayscale cannot be transmitted in color.
 A stored print job cannot be transmitted.
 These transmission methods require installation of the corresponding options.
 If any of the following special modes were include d in the saved file, the file cannot be transmitted.
Pamphlet Copy, Covers/Inserts,  Photo Repeat, Multi-Page Enlargement, Multi shot for Copying
 If any of the following special modes were included in the sa ved file, the file can be transmitted but the special modes will 
not be executed.
Margin Shift, Transparency Inserts, B ook Copy, Tab Copy, Stamp, all Color Adjustment Menu items, Centering
 Depending on the reduction or enlargement ratio used when stor ing a file, it may not be possible to send the stored file 
using a selected resolution setting.
However, when sending a stored file by In ternet fax, transmission may not be possible even if the resolution is changed.
Job Settings
file-01
Select the job.
Name 18 x11F. Color
Print
Move
Send
DeleteDetail
Cancel
Property 
Change
1 /
 2
Ready to send.Cancel
Address Book
Address Entry
file-01AAA AAAF. Color
ScanMode SwitchImage
Settings
Send Settings
or 
						

							34
SEND SETTINGS SCREEN
The keys that appear in the send settings are explained below. For more information on each of the settings, see BASE 
SCREEN OF FAX MODE in the Facsimile Guide and BASE SCREEN in the Scanner Guide.
Example of scan mode
(1) [Mode Switch] key
Use this key to select fax mode, scan mode, or Internet 
fax mode.
(2) [Image Settings] key
Touch this key to select send settings. The settings that 
can be selected vary by mode.
Fax mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[Special Modes] key
This displays the [Timer], [Own Name Select] and 
[Transaction Report] keys.
Scan mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[File Format] key
This lets you select the file type, compression ratio, 
and color mode.
[Special Modes] key
This displays the [Timer] key.
Internet fax mode
[Resolution] key
Use this to select the resolution. A resolution setting 
higher than the resolution at which the file was stored 
cannot be selected.
[File Format] key
[TIFF-S] or [TIFF-F] can be selected.
[Special Modes] key
This displays the [Timer] and [Transaction Report] 
keys.(3) [Send Settings] key
This key appears in scan mode and Internet fax mode. 
Touch the key to enter a subject and a file name. In scan 
mode, a sender can also be specified.
(4) [Next Address] key
This key appears when at least one address has been 
entered. Use this key to send a file to multiple 
destinations.
(5) [Cancel] key
This returns you to the base job settings screen.
(6) File name / User name display
This shows the icon of the file to be sent, the file name, 
the user name, and the color mode (color / black and 
white).
(7)  key
A destination can be selected by touching this key and 
entering the 3-digit number that was assigned to the 
destination when the e-mail address or fax number of the 
destination was stored in a one-touch key or group key.
(8) [Address Entry] key or [Sub Address] key
Use this key to directly enter an address when sending a 
file in scan mode or Internet fax mode. In fax mode, use 
this key to enter a sub-address and password for F-code 
communication.
(9) [Address Book] key
Touch this key to display the destinations stored in the 
address book.
Ready to send.Cancel
Address Book
Address Entry
file-01
Name 1F. Color
Scan
Mode Switch
Image
Settings
Send Settings
(1) (2)(3)(4)(5)
(9)(8)(7) (6)