You can back up inbox data stored in the machine to an USB HDD (USB connected external hard disk) or a file server. Stored data backed up in this way can be restored to the machine.
You can back up stored data to a destination folder a maximum of 100 times. After performing the backup, check [Back Up/Restore Log] in Data Management immediately.
The number of times exceeds 100, an error is displayed in [Result]. In this case, change the destination folder for backups.
To check the number of backups, select [Data Management] → click [Restore] → [Display Backup Data].
The following data can be backed up and restored:
Mail Box Settings (mail box names, passwords, and auto erase times)
Fax Inbox Settings (fax inbox names and passwords)
Memory RX Inbox (passwords)
Mail Box/Fax Inbox/Memory RX Inbox files
Mail Box/Fax Inbox/Memory RX Inbox files
Form for Superimpose Image
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IMPORTANT
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It may take some time to complete a stored data backup/restore operation. Do not turn the main power switch of the machine OFF until the operation is complete, as this may cause the machine to malfunction.
The USB HDD must be meet the following requirement.
USB 2.0 or greater
Capacity: 32 GB or more
File system: FAT32
Not delimited two or more partitions
If you restore the data stored in the advanced space, the capacity of hard disk required equal to or higher than the capacity of original machine’s hard disk, regardless of the back up data size.
We recommend that you connect USB HDD for back up with the USB slot on the right far side of the machine.
If the memory media of 32 GB or more have been inserted in the USB slot, besides USB HDD used for back up, the back up may become an execution error.
If the is attached to the machine, the data in the Advanced Space cannot be backed up to the SMB server.
If you back up/restore stored data without restarting the machine after changing the language displayed on the touch panel display by pressing
 → [Preferences] from the control panel of the machine, the stored data may not be backed up/restored properly. The stored data backed up using this function can be restored only to this machine or upgrades of the same model.
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NOTE
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For more information about the Mail Box/Advanced Space function, see "Scan and Store" and "Access Stored Files."
It is recommended that you regularly back up important data.
In order to back up or restore the data, it is necessary to log in as an administrator.
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You can specify a destination folder of USB HDD or SMB server as storage. You can also specify a password to encrypt the backup data.
1.
Click [Settings/Registration] → [Data Management] from the menu that appears under Management Settings → [Backup Location Settings].
2.
Select [Backup Location] → specify the necessary fields → click [OK].
You can specify the storage of back up data from the drop-down list.
You can specify the setting only if you select a USB HDD as storage.
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Folder Path:
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Specify where to store the backup data on the SMB server.
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You can specify the setting only if you select a USB HDD as storage.
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Host IP Address:
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The unique name used to identify the file server on the network. Enter the IP address of the SMB server to back up the inbox data. Enter the IP address of the SMB server to back up the inbox documents to in the following format:
\\Server Name\Name of Shared Folder.
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User Name:
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Enter the user name for the SMB server used to back up the inbox data.
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Change Password:
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Select [Change Password] if you want to change the password.
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Password:
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Enter the password for the SMB server used to back up the inbox data.
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Confirm:
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Enter the password again. If the password you enter here is different from the one you entered for [Password], an error dialog box appears.
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Folder Path:
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Specify where to store the backup data on the SMB server.
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Encrypt Backup Data:
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Select and enter a password to encrypt the backup data.
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NOTE
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If you do not enter the correct host IP address, user name, password, and file path, the backup will not be performed.
You can enter up to 128 characters for the host IP address.
You can enter up to 128 characters for the user name.
You can enter up to 255 characters for the file path if you are using SMB server, and you can enter up to 128 characters if you are using USB HDD.
Make sure that the user limit of the folder is set to allow two or more users. If the user limit is set to allow only one user, the data will not be able to be restored correctly.
If you select to encrypt the backup data, the backup process may take longer.
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Before upgrading the firmware of the machine, you can back up the stored data stored in the machine to the location specified in "Setting the Backup Location for Stored Data."
1.
Click [Settings/Registration] → [Data Management] from the menu that appears under Management Settings → [Backup] → [Execute].
You can confirm the status of the backup process in [Backup Status].
Select 'All' or 'Changes' for the backup method. 'All' backs up all of the stored data. 'Changes' backs up only the stored data updated or added since the last backup.
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NOTE
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If you want to schedule a backup, click [Settings/Registration] → [Data Management] → [Auto Backup Settings], select either 'Back up All' or 'Back up Changes' and 'Everyday' or 'Select Days', and enter the time to perform the backup.
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If the following operations are performed when starting to perform a backup, the backup will not start normally and an error will occur:
If an operation is performed with the Advanced Space, Network, or Memory Media from the touch panel display
If the Advanced Space is open to the public with [Prohibit Writing from External] set to 'Off' (on the Settings/Registration screen, click [Function Settings] → [Store/Access Files] → [Advanced Space Settings]) and a file is opened from a computer
If [Prohibit Writing from External] is set to 'On', the backup can be performed even if a file is opened from the Advanced Space with a computer.
If the message <A server error has occurred.> is displayed, network settings of destination folder for backup data may be incorrect. For more information on network settings, see "Network."
You can restore stored data which has been backed up to the machine.
1.
Click [Settings/Registration] → select [Data Management] from the menu that appears under Management Settings → click [Restore] → [Display Backup Data].
2.
Select the backup data to restore from the list → click [Execute].
The stored data will be restored after you restart the machine (the main power of the machine is turned OFF, and then ON again).
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NOTE
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If you want to display the backup/restore log, click [Settings/Registration] → [Data Management] → [Backup/Restore Log].
If you want to restore encrypted backup data, enter the same password used when backing up the data.
Depending on the settings of the machine, the backup data may not be completely restored, or some documents may be automatically printed.
Restoration is performed after all of the box data stored in the machine, or documents that are being sent, received, or stored, are erased.
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