You can scan a document and send it as an attached file in an e-mail message. You can add the document's name, a subject line, message body text, and reply-to address. The scanned document can be sent as a JPEG, TIFF, PDF, or XPS file.

• If you are using Microsoft Exchange Server 5.5, 2000, or 2003, a sending error may occur when you send an e-mail message in the following cases:
  • When a user is logged in to the machine using the SSO-H
  • When <SMTP Authentication (SMTP AUTH)> for <Authent./Encryption> in E-mail/I-Fax in Network Settings in System Settings (from the Additional Functions screen) is set to 'On'
  In these cases, you should add the user logged in to the machine using the SSO-H to [Send on behalf of] in <Delivery Options> in Exchange General. For more information, contact your system administrator.

• This mode is available only if the optional Color Universal Send Kit is activated.

1. Place your originals → specify the e-mail address → press [File Format].

2. Select a file format.

• For instructions on setting the file format, see "Setting the File Format."

3. Press [Send Settings] → specify each setting → press [Done].

[Send Doc. Name]:

Press [Send Doc. Name] → enter the name of the document that you want to send → press [OK].

[DocName OCR]:

When [PDF (OCR)] or [XPS (OCR)] is set as the file format, set [DocName OCR] to 'On' to automatically extract the first text block in the document for use as its filename. You can set the number of characters that are extracted for [DocName OCR] in <Num. of Char. for Doc. Name Setting> in OCR (Text Searchable) Settings in TX Settings under <Common Settings> in Communications Settings (from the Additional Functions screen). (See "OCR (Text Searchable) Settings.")

The first text block extracted from the first page of the document is automatically set as the document name. Characters such as ",", "/", "[", or "]", which are invalid when sending a file, will not be extracted.

If a document name is already entered, the extracted text is appended to the end of the filename. Characters over the character limit will be cut off.

The encrypted PDF mode and [DocName OCR] cannot be set at the same time.

[Subject]:

Press [Subject] → enter a subject of the e-mail message → press [OK].

[Message]:

Press [Message] → enter a message body text → press [OK].

[Reply-to]:

Press [Reply-to] → select a reply-to address → press [OK].

If Access Number Management in Restrict the Send Function in System Settings (from the Additional Functions screen) is set to 'On', and you want to select a destination that is stored with an access number, press [Access Number] → enter the access number. (See "Using the Address Book.")

The selected destination is set as the reply-to e-mail address.

[E-mail Priority]:

Press the E-mail Priority drop-down list → select a priority for your e-mail message.

• You need to store reply-to addresses in the Address Book beforehand. (See "E-Mail Addresses.")

• When you are sending documents, each page is sent as a separate image attached to an e-mail message, and the extension of the document matches the file format that you select for sending. The file name prefix of the image attached to the e-mail message is assigned as follows:

• If you set the document's name:
  The file name prefix is generated by the document's name and three digits that signify the page number of the image.
  Example: document name_002.tif

• If you do not set the document's name:
  The file name prefix is generated by the job number (0001 to 4999) and three digits that signify the page number of the image.
  Example: 1231_002.tif

• If you do not enter a subject, the default subject set in E-Mail/I-Fax Common Settings is used. To access the E-Mail/I-Fax Common Settings screen, press (Additional Functions) → [System Settings] → [Communications Settings] → [E-Mail/I-Fax Common Settings]. (See "E-Mail/I-Fax Common Settings.")

• You cannot select multiple destinations for the reply-to address.

• [Access Number] is displayed on the screen for selecting the reply-to address only if Access Number Management in Restrict the Send Function in System Settings (from the Additional Functions screen) is set to 'On'. (See "Access Number Management.")

• If a login service is set for the machine and <Specify Authorized User Reply-to Destination> in E-mail/I-Fax Common Settings in System Settings (from the Additional Functions screen) is set to 'On', the e-mail address of the login user is displayed as the reply-to address. (See "E-Mail/I-Fax Common Settings.")

• For instructions on storing your machine's e-mail address, see "Network."

4. Press (Start).

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