Setting up an address book

This guide gives you guidelines for the address book.

This chapter includes:

Setting up an address book using the control panel

You can save frequently used fax numbers, e-mail addresses, SMB server addresses, FTP server addresses in your machine.

  • Individual: Stores up to 500 recipients’ information.

  • Group: Makes groups when you frequently send the same document to several destinations. You can register up to 499 groups and 100 recipients in a group. Entries stored here will be available for selection within the sending list on the Basic tab of Fax, Scan to Email or Scan to Server. Sending Group can be also setup comprising of many Individual entries admins.

    [Note]

    You cannot register a group as you would register an individual in a group.

Storing Individual address (Fax, E-Mail)

  1. Press Machine Setup > Application Settings > Address Book > New > (individual) icon from the display screen

  2. Press the Name input area. Then enter the name of the recipient.

    [Note]

    Check (favorite) icon for addresses you often use. You can easily find them from the search results.

  3. Speed Dial No. is automatically filled with the first free number.

    [Note]

    Speed Dial No. is the number representing a recipient’s information, you can use the numeric keypad on the control panel.

  4. Press the Fax No. input area and enter the fax number using the numeric keypad on the control panel. You have to use only the numbers, with the area code if necessary.

    [Note]

    • Inserting a pause: with some telephone systems, you must dial an access code (9, for example) and listen for a second dial tone. In such cases, you must insert a pause in the telephone number. You can insert a pause while entering fax number.

  5. Press the E-mail input area. Then enter the e-mail address of the recipient.

  6. Press OK to save the information.

Storing Individual address (SMB, FTP)

  1. Press Machine Setup > Application Settings > Address Book > New > (individual)> SMB or FTP icon from the display screen.

  2. Press the Name input area. Then enter the name of the recipient.

    [Note]

    Check (favorite) icon for addresses you often use. You can easily find them from the search results.

  3. Press IP or Host, and press the IP Address/Host input area. Then enter the server address in dotted decimal notation or a host name.

  4. Press the Port No. input area. Then enter the server port number.

  5. Press the User Name input area. Then enter the user name.

    [Note]

    • In case of SMB or FTP, if you want the server to permit access for unauthorized person. Press the Anonymous box. This box is unchecked by default. If you checked the Anonymous box, go to step 7.

  6. Press the Password input area. Then enter the password.

  7. Press the User Domain input area. Then enter the domain name.

    [Note]

    If the SMB server you entered is not registered any domain, leave it blank or enter the computer name of the SMB server.

  8. Press the Path input area. Then enter the name of file folder where the sent files are to be stored.

    Example: /File_Folder/

  9. Press the File Name input area. Enter the name of the sent file.

  10. Select the File Policy option you want using the arrow. If the server has the same named file already, the file will get processed by following the file policy you selected.

    • Change Name: The sent file is saved as a different file name that is automatically programmed.

    • Cancel: Does not save the sent file.

    • Overwrite: The sent file overwrite the existing file.

  11. Select the Folder Creation option you want.

    • Use Login Name: If you select this option the machine creates a sub-folder in the file folder you selected. The sub-folder is named using the user name which is you entered in step 5.

      [Note]

      If the file folder has a sub-folder with the same name already, the machine does not create a sub-folder.

    • Folder Creation Cycle: You can set the cycle of sub-folder creation. The machine create a sub-folder according to this option set.

      [Note]

      If the file folder has a sub-folder with the same name already, the machine does not create a sub-folder.

      • Every Day: A sub-folder is created every day. The sub-folder name format is YYYY-MM-DD (e.g. 2012-01-01).

      • Every Month: A sub-folder is created every month. The sub-folder name format is YYYY-MM (e.g. 2012-01).

      • Every Year: A sub-folder is created every year. The sub-folder name format is YYYY (e.g. 2012).

    • Create Folder For Multiple Files: If you select this option and scanned multiple files, the machine creates a sub-folder in the file folder you selected, and the sent files will be stored in the sub-folder.

    [Note]

    If all folder creation options are enabled at same time, the sent file(s) will be stored as below.

    • When single scanned file is sent:

      \\folder\user name\2012-01-01\DOC.jpg

    • When multiple scanned files are sent:

      \\folder\user name\2012-01-01\DOCJPEG\DOC000.jpg

      \\folder\user name\2012-01-01\DOCJPEG\DOC001.jpg

      \\folder\user name\2012-01-01\DOCJPEG\DOC002.jpg

  12. Press icon to save the information.

Editing Individual address

  1. Press Machine Setup > Application Setting > Address Book from the display screen.

  2. Press the name of individual you want to edit. Press Edit.

    [Note]

    If you want to delete an individual address, select the checkbox you want to delete and press Delete.

  3. Press the input area you want to change. Then change the contents using the pop-up keyboard, or numeric keypad on the control panel. If you use the pop-up keyboard.

  4. Press OK to save the information.

Storing Group address

  1. Press Machine Setup > Application Settings > Address Book > New > (group) icon from the display screen.

  2. Press the Group Name input area. Then enter the group name.

  3. Press the Add Member. Select the checkbox you want include an individual address and press OK.

    [Note]

    If you are not sure of the name, you can use the Tap to add a new member area. Enter the first few letters or just press (search) icon. The machine shows the individual list. Select the checkbox you want include an individual address and press OK.

  4. Press OK to save the information.

Editing Group address

  1. Press Machine Setup > Application Settings > Address Book from the display screen.

  2. Press the name of group you want to edit. Press Edit icon.

    [Note]

    If you want to delete an group address, select the checkbox you want to delete and press Delete.

  3. Press the Group Name input area. Change the group name.

  4. Press the Add Member. Select the checkbox you want include an individual address and press OK.

    [Note]

    If you are not sure of the name, you can use the Input Address area. Enter the first few letters or just press (search) icon. The machine shows the individual list. Select the checkbox you want include an individual address and press OK.

  5. If you want to delete an individual address, select the checkbox you want to delete and press Delete. The name of the individual will be deleted from the group.

  6. Press OK to save the information.

Searching Address Book for an entry

You can search the addresses that are currently stored in the address book.

  1. Press Machine Setup > Application Setting > Address Book > upper’s left button from the display screen.

  2. Press the specific category you want.

    You can find addresses in a specific category such as All, Individual, Group, Favorite, Fax, Speed Dial,Server or Email.

  3. The machine shows the search results.

    [Note]

    If you are not sure of the name, you can use the Input Address area. Enter the first few letters or just press (search) icon.

Deleting an entry in an Address Book

You can delete the selected address which currently stored in address book.

  1. Press Machine Setup > Application Setting > Address Book from the display screen.

  2. Select the address’s checkbox you want to delete and press Delete.

  3. Press OK when the confirmation window appears.

    The selected address will be deleted from the list.

Checking Address Book for an entry

You can see an individual or group address information.

  1. Press Machine Setup > Application Setting > Address Book from the display screen.

  2. Press the address you want to see.

    The display screen shows all information of the address.

    [Note]

    You can edit the address directly pressing Edit in the detail’s screen, or if you select a group address, you can also see the individual addresses in the group address.

Setting up an address book using SyncThru™ Web Service

You can store addresses conveniently from the networked computer using SyncThru™ Web Service. Only for users registered in the machine can store addresses through login SyncThru™ Web Service.

Storing on your local machine

This method means that you store addresses on your machine’s memory. You can add addresses, as well as group them in particular categories.

Adding addresses in Individual Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click AddressBook.

  8. Click Add.

  9. Enter the name to be added, and select the speed dial number in General.

    [Note]

    • Speed Dial Number is the number representing a recipient’s information, you can use the numeric keypad on the control panel.

    • Check Favorite for addresses you often use. You can easily find them from the search results.

  10. Enter the email address in E-mail.

  11. Enter the fax number in Fax.

  12. Check the enable SMB box in SMB. You can enter the SMB information when you check it.

  13. Enter the server address in dotted decimal notation or a host name in SMB Server Address.

  14. Enter the server port number in SMB Server Port.

  15. Enter the login name in Login Name.

    [Note]

    In case of SMB or FTP, if you want the server to permit access for unauthorized person. Press the Anonymous box. This box is unchecked by default. If you checked the Anonymous box, go to step 18.

  16. Enter the password in Password, and re-enter the password in Confirm Password.

  17. Enter the domain name in Domain.

    [Note]

    If the SMB server you entered is not registered any domain, leave it blank or enter the computer name of the SMB server.

  18. Enter the scan file folder for storing scanned images in Path.

    Example: /shared_Folder/

  19. Select the Scan folder creating policy option you want.

    • Create new folder using login name: If you select this option, the machine creates a sub-folder in the file folder you selected. The sub-folder is named using the user name which is you entered in step 15.

      [Note]

      If the file folder has a sub-folder with the same name already, the machine does not create a sub-folder.

    • Create new folder every: You can set the cycle of sub-folder creation. The machine create a sub-folder according to this option set.

      [Note]

      If the file folder has a sub-folder with the same name already, the machine does not create a sub-folder.

      • Day: A sub-folder is created every day. The sub-folder name format is YYYY-MM-DD (e.g. 2012-01-01).

      • Month: A sub-folder is created every month. The sub-folder name format is YYYY-MM (e.g. 2012-01).

      • Year: A sub-folder is created every year. The sub-folder name format is YYYY (e.g. 2012).

    • Create new folder only if scan output consist of several files: If you select this option and scanned multiple files, the machine creates a sub-folder in the file folder you selected, and the sent files will be stored in the sub-folder.

    [Note]

    If all folder creation options are enabled at same time, the sent file(s) will be stored as below.

    • When single scanned file is sent:

      \\folder\user name\2012-01-01\DOC.jpg

    • When multiple scanned files are sent:

      \\folder\user name\2012-01-01\DOCJPEG\DOC000.jpg

      \\folder\user name\2012-01-01\DOCJPEG\DOC001.jpg

      \\folder\user name\2012-01-01\DOCJPEG\DOC002.jpg

  20. Select the policy for generating file name in Filing Policy. If the server has the same named file already, the file will get processed by following the file policy you selected.

    • Change Name: The sent file is saved as a different file name that is automatically programmed.

    • Cancel: Does not save the sent file.

    • Overwrite: The sent file overwrite the existing file.

  21. Enter the file name in File Name, which is to be stored in the server.

  22. You can check if it works well according to the entered server information, click Test.

  23. Enter FTP server information almost same as you do for SMB.

  24. Click Apply.

    [Note]

    Press Undo to delete the information you entered. If you press Cancel, the Add window is closed.

Editing addresses in Individual Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click Address Book.

  8. Check an address you want to edit and press Edit.

  9. Change the address information.

  10. Click Apply.

    [Note]

    Press Undo to delete the information you entered. If you press Cancel, the Edit window is closed.

Deleting addresses in Individual Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click Address Book.

  8. Check an address you want to delete and click Delete.

    If you select the column headers’ checkbox, all addresses are checked.

    Click OK when the confirmation window appears.

Searching addresses in Individual Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log-in to the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click Address Book.

    [Note]

    You can change arrangement by clicking each column header. For example, clicking Speed No., you can see the addresses in the order of speed dial number. If you click Speed No. again, you can see in the reversed order.

  8. Enter the name for which you want to search in search input area.

    [Note]

    You can find addresses in a specific category such as Fax Number, E-mail, SMB, etc.

    For example, if you want to find the fax number, click drop down list next to and select Fax Number.

  9. Click . Then the search result appears.

    [Note]

    You can see the addresses in a specific category such as Fax Number, E-mail, SMB, etc.

    For example, if you want to see the addresses which are included fax number, click drop down list below LDAP and select Fax Number.

Importing Individual Address Book

You can import an address book file from a server or computer. The file should have the file extension ‘csv’. Also you can import addresses from a LDAP server. Before importing the addresses to your machine, the LDAP server administrator should store the addresses.

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click Address Book.

  8. Select Import.

  9. Select URL or Desktop, and enter the address or folder name where the file is stored.

  10. Click OK.

Exporting Individual Address Book

You can export an address book file to your computer for backup of the file or to another machines Samsung produced.

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click AddressBook.

  8. Select Export.

  9. Click Export. Then the address book file stored in your computer.

Grouping addresses in Groups Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click AddressBook.

  8. Click Groups.

  9. Click Add Group.

  10. Enter the group name to be added in Group Name.

  11. Check Add individual(s) after this group is created.

    [Note]

    If you do not want to add individual addresses to the group address you made, skip this step. You can add individual addresses next time pressing Group Details.

  12. Click Apply.

  13. Check the addresses you want to add to Group Address Book in Individual Address Book.

  14. Click the arrow in the middle. The selected addresses are added in Group Address Book.

  15. Click Apply.

Editing Group addresses in Groups Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click AddressBook.

  8. Click Groups.

  9. Check the group address you want to edit and press Edit Group.

  10. Change the group address information.

  11. Click Apply.

    [Note]

    Press Undo to delete the information you entered. If you press Cancel, the Edit window closes.

Deleting Group addresses in a Groups Address Book

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, you will be logged out automatically.

  7. Click AddressBook.

  8. Click Groups.

  9. Check the group addresses you want to delete.

  10. Click Delete Group.

    Click OK when the confirmation window appears.

Checking Group Addresses

You can see group addresses information. You can also add or delete individual addresses in the Group Details window.

  1. Turn your networked computer on and open the web browser.

  2. Enter your machine’s IP address as the URL in a browser.

    (Example, http://123.123.123.123)

  3. Press Enter or click Go to access the SyncThru™ Web Service shows.

    [Note]

    If necessary, you can change the language in the upper right corner of the SyncThru™ Web Service.

  4. Click Login.

  5. Enter the ID and password, and select a domain as you log in the machine.

  6. Click Login.

    [Note]

    If you do not use the SyncThru™ Web Service for five minutes, it automatically gets logged out.

  7. Click AddressBook.

  8. Click Groups.

  9. Press the group address you want to see. Press Group Details.

    [Note]

    • You can add individual addresses directly. Check the addresses you want to add to Group Address Book in Individual Address Book.

    • You can delete individual addresses directly. Check the addresses you want to delete and press Delete in Group Address Book.