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Send Scanned Data to an Email Recipient

Send scanned data directly from your machine to an email recipient without using a computer. This function allows your machine to scan documents and send them to an email address without your machine being connected to a computer. To send the scanned data as an attachment directly to your default email application using the iPrint&Scan software on your computer or the Scan button on your machine, use the "Scan to Email Attachment" function instead.
  • To send scanned data to an email recipient, you must configure your machine to communicate with your network and email server, which is used to send and receive emails.
  • Configure these items from the machine's control panel or Web Based Management.
  • To use the Scan to Email Server function, connect your machine to the network and access an SMTP server. Set up the following SMTP email settings:

    • Server address

    • Port number

    • User name

    • Encryption type (SSL or TLS)

    • Email server certificate (if used)

    If you do not know these settings, contact your email service provider or network administrator.

  1. Load your document.
  2. Press [Scan]>[to E-mail Server].
    image
    • If you registered your email address with your user ID, the [to My E-mail] option appears when you log on to the machine using Secure Function Lock, Active Directory Authentication, or LDAP Authentication.
    • To send scanned data to your email address, press [to My E-mail]. When your email address appears on the LCD, press [Next].
    • To enable this feature in Web Based Management, click Scan>Scan to E-mail Server in the left navigation bar. In the Send to My E-mail field, select On. Click Submit.
  3. Do one of the following to enter the destination email address:

    • To enter the email address manually, press [Manual], and then enter the email address using the keyboard on the LCD. When finished, press [OK].

    • If the email address is stored in the machine's address book, press [Address Book], and then select the email address.

      Press [OK].

  4. Confirm the email address, and then press [Next].
  5. To change the settings, press image[Options], and then select the scan settings you want to change.
    image
    Available options may differ depending on your model and settings.
    • [2-sided Scan]
    • [Colour Setting]
    • [Resolution]
    • [File Type]
    • [Document Size]
    • [Sender Subject]
    • [Brightness]
    • [Contrast]
    • [File Name]
    • [File Name Style]
    • [File Size]
    • [Auto Deskew]
    • [Skip Blank Page]
    • [Skip Blank Page Sensitivity]
    • [Remove Background Colour]
    • [Margin Settings]
    • [Moire Reduction]
    • [Document Separation]
    • [Colour/Grey TIFF Compress]
    • [B&W TIFF Compress]
    • [Preview]
    image

    • To preview the scanned results before the scanned data is saved, press image [Preview], and then press [Preview] ([Start]). The machine scans the document and displays the scanned results on the LCD. If the scanned results are acceptable, press [Start] to save them and to finish processing.

    • If your machine displays the [OK] button, press [OK].

    • To set your own default settings: after making changes to settings, press the [Set New Default] option, and then press [Yes].

    • To restore the factory settings: press [Factory Reset], and then press [Yes].

    • To save the settings as a shortcut, press [Save as Shortcut].

  6. Press [Start].
    The machine starts scanning. If using the machine's scanner glass, follow the touchscreen instructions to complete the scanning job.
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