> Advanced > Special Features > Setting up the address book

Setting up the address book

You can set up speed number with the fax numbers you use frequently via SyncThru™ Web Service and then easily and quickly enter fax numbers by entering the location numbers assigned to them in address book.

Registering a speed dial number

  1. Select (fax) > (Address Book) > New & Edit > Speed Dial on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Address Book > Phone Book > View Lists > Individual > (options) > Add on the touch screen.

  2. Enter a speed dial number and press OK.

    For the model with a touch screen, enter the name, fax number, email address, and speed dial number. Press (Back) and go to step 5..

    [Note]

    If an entry is already stored in the number you choose, the display shows the message to allow you to change it. To start over with another speed dial number, press .

  3. Enter the name you want and press OK.

  4. Enter the fax number you want and press OK.

  5. Press (Stop/Clear) button or home () icon to return to ready mode.

Using speed dial numbers

When you are prompted to enter a destination number while sending a fax, enter the speed dial number at which you stored the number you want.

For a one‐digit (0‐9) speed dial number, press and hold the corresponding digit button on the number keypad for more than 2 seconds.

For a two‐ or three‐digit speed dial number, press the first digit button(s) and then hold down the last digit button for more than 2 seconds.

For the model with a touch screen, press (Fax) > Speed Dial Send or Group Dial Send > Next. You can select the number you want.

Editing speed dial numbers

  1. Select (fax) > (Address Book) > New & Edit > Speed Dial on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Address Book > Phone Book > View Lists > Individual on the touch screen.

  2. Enter the speed dial number you want to edit and press OK.

    For the model with a touch screen, select the speed dial number you want to edit.

  3. Change the name and press OK.

    For the model with a touch screen, change the name, fax number, email address, and speed dial number. Press (Back) and go to step 5.

  4. Change the fax number and press OK.

  5. Press (Stop/Clear) button or home () icon to return to ready mode.

Registering a group dial number

  1. Select (fax) > (Address Book) > New & Edit > Group Dial on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Address Book > Phone Book > View Lists > Group> (options) > Add on the touch screen.

  2. Enter a group dial number and press OK.

    For the model with a touch screen, press the Group Members > Phone Book .

    [Note]

    If an entry is already stored in the number you choose, the display shows the message to allow you to change it. To start over with another speed dial number, press .

  3. Search by entering the first few letters of the speed dial’s name to put in the group.

    For the model with a touch screen, select an individual address and press (Back).

  4. Select the name and number you want and press OK.

  5. Select Yes when Add? appears.

  6. Repeat step 3 to include other speed dial numbers into the group.

  7. When you have finished, select No when Another No.? appears and press OK.

  8. Press (Stop/Clear) button or home () icon to return to ready mode.

Editing group dial numbers

  1. Select (fax) > (Address Book) > New & Edit > Group Dial on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Address Book > Phone Book > View Lists > Group on the touch screen.

  2. Enter the group dial number you want to edit and press OK.

    For the model with a touch screen, press Name > edit the group name using the keyboad.

  3. Enter a new speed dial number to add and press OK, then Add? appears.

    Enter a speed dial number stored in the group and press OK, Delete? appears.

    For the model with a touch screen, press Group Members > add or delete the group number using the Phone Book. Go to step 7.

  4. Press OK to add or delete the number.

  5. Repeat step 3 to add or delete more numbers.

  6. Select No at the Another No.? and press OK.

  7. Press (Stop/Clear) button or home () icon to return to ready mode.

Searching address book for an entry

There are two ways to search for a number in memory. You can either scan from A to Z sequentially, or you can search by entering the first letters of the name associated with the number.

  1. Select ct (fax) > (Address Book) > Search & Dial > Speed Dial or Group Dial on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Address Book > Phone Book > View Lists > Group> (options) > Search on the touch screen.

  2. Enter All or ID and press OK.

    For the model with a touch screen, enter the name, number, or letter you want to search and press OK from the keyboard. Go to step 4.

  3. Press the name and number or the keypad button labeled with the letter you want to search.

    For example, if you want to find the name ”MOBILE,” press the 6 button, which is labeled with ”MNO.”

  4. Press (Stop/Clear) button or home () icon to return to ready mode.

Exporting Address Book

[Note]

This feature may not be available depending on model or optional goods (see Features by models).

You can import the address book saved in the machine to the computer in CSV file format using SyncThru™ Web Service.

  1. Access the SyncThru™ Web Service (see Using SyncThru™ Web Service).

  2. Click Address Book tab > Individual.

  3. Select Export form the Task drop down list.

  4. Select the option you want and click the Export button.

    Then the address book file stored in your computer.

Importing Address Book

You can edit the exported address book in CSV file format and send it back to the machine by exporting to the machine from your computer.

[Note]

Followings are the conditions for editing the imported CSV file.

  • Password‐protected or security enhanced CSV file cannot be edited.

  • The CSV file needs to be saved in Notepad program in UTF‐8.

  • Do not change the first row (model name, version, title field).

  • Use comma(,) as a separator.

  • When importing the address book data from a computer to the machine, the existing address book data is deleted.

  • Make sure to enter valid data. If you enter invalid data, unexpected errors can occur. Refer to the below rules for entering valid data.

    • Speed dial: A number is required for each address. You cannot use duplicate numbers. Only numbers are allowed.

    • User Name:  This field is not mandatory. You can enter up to 64 byte in UTF‐8. <, ”, >, \, / in not allowed.

    • Fax: This field is not mandatory. You can enter up to 40 byte using numbers (0‐9) and special characters (#,*,‐).

    • E‐mail: This field is not mandatory. You can enter up to 128 byte in email address format (ex: printer@domain.com)

  1. Access the SyncThru™ Web Service (see Using SyncThru™ Web Service).

  2. Click Address Book tab > Individual.

  3. Select Import form the Task drop down list.

  4. Select Browse, and select the stored file.

  5. Click Import > OK.

Printing address book

You can check your address book settings by printing a list.

  1. Select ct (fax) > (Address Book) > Print on the control panel.

    OR

    For the model with a touch screen, select (Setup) > Machine Setup > Next > Report > Address Book on the touch screen.

  2. Press OK.

    For the model with a touch screen, press Yes when the confirmation windows appears.

    The machine begins printing.